Prospect Heights Public Library Board of Trustees

August 31, 2011 Board Meeting Minutes

MINUTES OF THE MEETING OF THE PROSPECT HEIGHTS PUBLIC LIBRARY DISTRICT BOARD OF TRUSTEES HELD AUGUST 31, 2011


I. CALL TO ORDER/ROLL CALL

The meeting of the Board of Trustees of the Prospect Heights Public Library was called to order at 7:10 p.m.

Roll Call: Present: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Absent: None
Also Present: Christopher Schoenherr, Technology Resources Librarian, Greg Mueller, Judith Stetina, and Executive Director McCully


II. APPROVAL OF MINUTES

Trustee Kendall moved, seconded by Trustee Penick, to approve the minutes of the regular Board meeting held on July 27, 2011 as presented.

Roll Call: Ayes: Trustees Kendall, Lahey, Penick, Peterson, and Purcell
Nays: None
Absent: None
Abstain: Trustees Berman and Yager


III. ATTORNEY'S REPORT

Trustee Penick moved, seconded by Trustee Purcell, to adopt Resolution 11-08-A Adopting Identity Protection Policy as drafted by Attorney Smith.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays: None
Absent: None
Abstain: None

Trustee Penick moved, seconded by Trustee Kendall, to adopt Resolution 11-08-B Amending Bylaws (to Allow Public Participation).

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays: None
Absent: None
Abstain: None

Clean documents will be prepared for signatures.


IV. COMMUNICATIONS

Trustee Penick noted an invitation to a fundraiser for Rep. Sidney Mathias to be held September 13, 2011. Trustees also signed a "Get Well Soon" card to send to him as he is recovering from heart surgery.

Trustee Kendall noted the Chamber of Commerce "Puttin' on the Ritz" scholarship fundraising event scheduled for September 8 at Atlantis Banquets.


V. TREASURER'S REPORT

As of July 31, 2011

 

Cash on Hand	$150.00
Library Petty Cash	783.94
NOW Checking Account	220,944.25
Checking - Deferred Medical	3,205.45
Illinois Funds	3,844,956.81
Illinois Funds - EPAY	993.84
	$4,071,034.29

 Trustee Penick moved, seconded by Trustee Berman, to approve the Combined Statement of Assets in the amount of $4,071,034.29.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays: None
Absent: None
Abstain: None

Trustee Penick moved, seconded by Trustee Yager, to approve the list of disbursements for August 31, 2011 in the amount of $210,841.52.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays: None
Absent: None
Abstain: None

Trustee Penick moved, seconded by Trustee Yager, to approve the transfer of $205,000 from the Illinois Funds account to the Popular Community Bank checking account.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays: None
Absent: None
Abstain: None


VI. EXECUTIVE DIRECTOR'S REPORT

A. Building and Grounds Report
Greg reported on the status of several maintenance projects in addition to the generator installation for which maintenance and warranty information are still needed: a few small areas of carpet have been replaced; Greg will be mounting the 2 new tvs paid for by the Friends; soffit/ceiling of the Friends sorting area repairs are underway; installation of a new gas flow regulator will bring ovens back online.

Greg discussed landscaping needs with a representative of Lundstrom's Nurseries who made several suggestions for improving areas near the building entrance with additional plantings and mulch. These should improve building appearance while reducing damage from winter snow plowings.

B. Illinois Public Library Annual Report July 1, 2010 - June 30, 2011
Trustees received copies of the IPLAR State Report for last fiscal year. Statistics only provide a limited picture of the entire year's activities which were extensive. (See also e.g. Department Board reports, program attendance, patron comments).

C. Another Very Successful Summer!
This was another excellent summer for participation in our summer "Midsummer Knight's Read" programs. Youth Services had 918 children registered (Birth - 3rd Grade: 497; 4th & 5th Grade: 246; 6th - 8th 137; Other 38) while Adult Services registered 337, including 100% staff participation. Adult readers completed 374 reading logs (5 books read). Attendance at programs was again very high. Patrons expressed many positive comments. Thanks to all who helped make summer so successful at the Library including dedicated staff and all the local businesses and Friends of the Library who donated prizes.

D. Reaching for the Heights Concert - Sunday, September 25 @ 3PM
Our sixth season of concerts by local students begins with Magical Strings of Youth at 3 PM on Sunday, September 25. These concerts complement our regular series of musical presentations while providing a great opportunity for talented local music students to gain concert experience and exposure to a wider audience.

E. Friends of the Library Booksale - September 8-10, 2011
The Friends continue to support many worthwhile efforts of the Library from reading clubs, to tutoring programs and maintenance of decorative plants in the Library with the proceeds of their booksales. At their Board meeting earlier today, they approved $8,000 of expenditures for the Library. Their next sale is set for September 8-10 and, as always, volunteer helpers are welcome! This would also be a good time for trustees to hear patrons' thoughts directly about the Library's operations.

Greg left the meeting at 8:10 p.m.


VII. COMMITTEE REPORTS

A. Building and Grounds Committee
The Committee met ahead of this meeting and decided to include air quality monitoring and air duct spot checking in this year's workplan.

B. RAILS
It was noted that developments RAILS can be monitored online at the RAILS website.

C. Chamber of Commerce
No report in addition to the Ritz event previously mentioned.


VIII.  OLD BUSINESS

None


IX. NEW BUSINESS

A. FY 2012 Illinois Public Library Per Capita Grant Application
Trustee Berman moved, seconded by Trustee Yager, to approve and submit the Library's application for funding to the Illinois State Library.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays: None
Absent: None
Abstain: None

B. Renewal of Intergovernmental Agreement for the Sale of Water by the village of Mt. Prospect Heights Public Library
Trustee Kendall moved, seconded by Trustee Peterson, to extend the existing agreement for municipally treated water with the Village of Mt. Prospect by another ten years as provided in the original agreement.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays: None
Absent: None
Abstain: None

C. Planning Committee Meeting
Tuesday, September 20 was proposed for the annual Planning Committee meeting to review and revise the Library's workplan for this year subject to availability of trustees.


X. ADJOURNMENT

There being no further business to be brought before the Board, the meeting was adjourned at 8:45 p.m.

Respectfully submitted,
Janet Purcell
Secretary

ATTEST:

Margaret Lahey
President

July 27, 2011 Board Meeting Minutes

MINUTES OF THE MEETING OF THE PROSPECT HEIGHTS PUBLIC LIBRARY DISTRICT BOARD OF TRUSTEES HELD JULY 27, 2011


The public hearing on the proposed Combined Annual Budget and Appropriation Ordinance for Library Purposes for the Fiscal Year 2011/12 was opened at 7:01 p.m.

Roll Call:  Present:  Trustees Kendall, Lahey, Penick, Peterson, and Purcell
Absent:  Trustees Berman and Yager
Also Present:  Judith Stetina and Executive Director McCully

Since there were no members of the public present, the meeting was closed at 7:03 p.m.


I.  CALL TO ORDER/ROLL CALL

The meeting of the Board of Trustees of the Prospect Heights Public Library was called to order at 7:03 p.m.

Roll Call:  Present:  Trustees Kendall, Lahey, Penick, Peterson, and Purcell
Absent:  Trustees Berman and Yager
Also Present:  Attorney Robert A. Smith, Anthony DeRicco (Christopher B. Burke Engineering, Ltd.), Greg Mueller, Judith Stetina, and Executive Director McCully


II.  APPROVAL OF MINUTES

Trustee Peterson moved, seconded by Trustee Penick, to approve the minutes of the regular Board meeting held on June 29, 2011 as presented.

Roll Call:  Ayes:  Trustees Kendall, Lahey, Penick, Peterson, and Pucell
Nays:  None
Absent:  Trustees Berman and Yager
Abstain:  None


III.  ATTORNEY'S REPORT

Attorney Smith presented drafts of two documents he prepared for Board consideration: proposed bylaw wording for procedures to allow public participation in Board meetings, and proposed identity protection policy. These may be considered as Board resolutions next month. He said minutes of Board Committee meetings should be approved by Committee members in a timely manner. He also recommended an outside study of parking needs/availability be conducted.

Attorney Smith left the meeting at 8:48 p.m.


IV.  COMMUNICATIONS

Trustee Kendall represented the Library at the June 19 planning meeting of the Prospect Heights Park District and was made a member of the Delphi planning committee charged with making recommendations to improve operating procedures in the Park District. He and Rosalie also attended the Dollars for Scholars reception on July 22 where scholarships were awarded. Trustee Kendall will also attend the annual TIF meeting at Wheeling Village Hall on Friday with Executive Director McCully.


V.  TREASURER'S REPORT

As of June 30, 2011
Cash on Hand                                                $150.00
Library Petty Cash                                           783.87
NOW Checking Account                          179,089.20
Checking - Deferred Medical                        3,205.45
Illinois Funds                                          4,131,795.98
Illinois Funds - EPAY                                       918.52
                                                             $4,315,943.02

Trustee Penick moved, seconded by Trustee Kendall, to approve the Combined Statement of Assets in the amount of $4,315,943.02.

Roll Call:  Ayes:  Trustees Kendall, Lahey, Penick, Peterson, and Purcell
Nays:  None
Absent:  Trustees Berman and Yager
Abstain:  None

Trustee Penick moved, seconded by Trustee Kendall, to approve the list of disbursements for June 30, 2011 in the amount of $17,849.66.

Roll Call:  Ayes:  Trustees Kendall, Lahey, Penick, Peterson, and Purcell
Nays:  None
Absent:  Trustees Berman and Yager
Abstain:  None

Trustee Penick moved, seconded by Trustee Kendall, to approve the list of disbursements for July 27, 2011 in the amount of $275,781.08.

Roll Call:  Ayes:  Trustees Kendall, Lahey, Penick, Peterson, and Purcell
Nays:  None
Absent:  Trustees Berman and Yager
Abstain:  None

Check for Argon Electric is to be held pending word from Mr. DeRicco that all necessary work/paperwork is complete.

Trustee Penick moved, seconded by Trustee Peterson, to approve the transfer of $300,000 from the Illinois Funds account to the Popular Community Bank checking account.

Roll Call:  Ayes:  Trustees Kendall, Lahey, Penick, Peterson, and Purcell
Nays:  None
Absent:  Trustees Berman and Yager
Abstain:  None

Ordinance 11-07-01
Copies of Ordinance 11-07-1 Combined Annual Budget and Appropriation Ordinance for Library Purposes for the Fiscal Year 2011/12 were distributed to trustees. Attorney Smith noted that he had revised estimated cash on hand figures per June 30, 2011 bookkeeper reports. Trustee Penick moved, seconded by Trustee Peterson, to approve Ordinance 11-07-01.

Roll Call:  Ayes:  Trustees Kendall, Lahey, Penick, Peterson, and Purcell
Nays:  None
Absent:  Trustees Berman and Yager
Abstain:  None

Ordinance 11-07-02
Trustee Penick introduced proposed Ordinance 11-07-02 Authorizing Transfer of Money to Special Reserve Fund in the amount of $250,000.  Trustee Penick moved, seconded by Trustee Kendall, to approve Ordinance 11-07-02.

Roll Call:  Ayes:  Trustees Kendall, Lahey, Penick, Peterson, and Purcell
Nays:  None
Absent:  Trustees Berman and Yager
Abstain:  None


VI.  EXECUTIVE DIRECTOR'S REPORT

A.  Building and Grounds Report
Mr. DeRicco reported the new generator passed City of Prospect Heights plumbing and electrical inspections. Final testing and staff training are scheduled for tomorrow morning before the Library opens. That will leave noise testing and some paperwork pending for the installation to be completed. Final pay request is expected by early August for review before the mutually agreed deadline of August 10.

Mr. DeRicco left the meeting at 7:50 p.m.

Greg also reported the status of several maintenance projects: a few small areas of carpet cleaning/replacement remain; furniture cleaning was completed; gardening is complete. Again the Library escaped damage in recent storms. Although CCS suffered an electrical outage, our Library did not have any outages/shutdowns due to weather.

Greg left the meeting at 8:03 p.m.

B.  Summer Reading
Our summer reading programs are going strong again this year with over 1300 young readers and adults participating.

C.  Statistical Reports Online
Annual Library statistical reports are now available for trustees to view online. They show a 7% decline in borrowing, which can be attributed to new CCS borrowing guidelines that give local library resources first priority and decrease the number of items needing interlibrary delivery.

E.  Other News
Executive Director McCully reported that the annual staff evaluation process is complete. President Lahey read a note from staff member Mary Pace thanking the Board for sound budgeting and raises.

The vacant position of Technology Resources Librarian in the Adult Services Department has been filled by Christopher Schoenherr, who will receive his Master's degree in Library Science in August from Dominican University.


VII.  COMMITTEE REPORTS

A.  NSLS/RAILS
No report.

B.  Chamber of Commerce
No report.


VIII.  OLD BUSINESS

Price quotes for Library air duct condition testing have arrived. This matter was referred to the Building and Grounds Committee with power to act.


IX.  NEW BUSINESS

Trustees Penick and Peterson agreed to conduct the annual audit of Board minutes required for IPLAR.

Trustee Penick suggested searching for a new Assistant Board Secretary to handle monthly minutes and prepare Board packets.


X.  ADJOURNMENT

There being no further business to be brought before the Board, the meeting was adjourned at 9:12 p.m.

Respectfully submitted,
Janet Purcell
Secretary

ATTEST:
Margaret Lahey
President