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