River Forest Public Library Board of Library Trustees Minutes of Regular Meeting August 24, 2004 Call to Order President Molly Ryan called the meeting to order at 7:16 p.m. Roll Call Mark Coe-P, Diane Daly-A, Liz Fischer-P, Margaret Horstman-P, Molly Ryan-P, Roger Reitz-P, Dean Sher-P. Dawn Bussey, Library Director was also present. Public Present Chriss Crement, Denise Medima, Mary Winkle, Kay Kutska, Marcy Kubat, Seth Flanders, Ed Hanrahan, Al Popowits and others. Audience to Visitors Chriss Crement, 1226 William, thanked the Board for its written response to questions raised at past meetings. Further clarification on question # 4, regarding the $10,000 minimum for public bids was requested. Ms. Crement had the understanding that at some time in the past, the minimum requiring public bids had been “significantly lower” and wanted to know when it had been revised. After some discussion it was explained that it is State law which sets this minimum, not the Library Trustees. Ms Bussey said she would research the law to determine what type of projects required public bidding. Denise Medima, 415 Franklin, wanted to know when the accounting of the Orndorff fund expenditures would be available. The fund balance had been at $25,000 and was now at $22,000. She wanted information on how the $3000 had been spent. Ms. Bussey noted that within the last month $500 had been spent on adult programming. Ms. Bussey said she would look into the expenditures, and the Board reiterated its commitment to spend the funds on programming. Consent Agenda The Board reviewed the minutes of the July 14, 2004 Regular Meeting, the June 22, 2004 Special Meeting, and the August 19, 2004 Ad-Hoc Meeting. The Warrant & Benefit List for the month of August, 2004, covering checks #4576 through #4626, and the payroll for a grand total of $61,728.30. The Treasurer’s Report for the month of July, 2004 was also reviewed. Mr. Coe moved to approve the consent agenda. Mrs. Fischer seconded. A roll call vote was taken: all ayes, none opposed. The motion carried. Communications The updated Board of Trustees roster was distributed. There were several errors. Trustees were requested to notify Ms. Bussey of any changes. A new roster will be ready at the next meeting. The Fall schedule was included in the packets. Next month will include more pages. There was a Pizza Party for the Volunteens which was a big success Director’s Report The statistical report has separated teens and children. Children are defined as 13 and under. It has also added categories for “additions and deletions” as well as “number of card holders.” Mrs. Fischer asked whether or not there was some method of tabulating remote access, and how many trips to the library might be avoided by using online services. The number of holds being place remotely is being tracked. Patrons cannot cancel holds online. Progress is being made with the online calendar. In the future it is hoped that patrons will be able to email interest in programs listed on the calendar. Mr. Coe noted that the attendance for children’s programs was dramatically larger than that for adults. He wondered if number of programs, type of programs, and /or lack of funds was behind this statistic. Ms Bussey responded that it is typical for children’s programs to have larger attendance numbers. Beyond this, she needed to investigate further before commenting. She gave the example of the recent program on Tuscany, which was very well attended with 60 patrons present. She offered other ideas which might not be too costly – a violin player, and a co-author of a book are both possibilities currently being investigated. Ms. Bussey is also interested in exploring more evening programming as well as programs for adults and children. Ms. Bussey was not here in July, so the written report was brief. Old Business The 2003-2004 Illinois Public Library Annual report has been corrected by fax and confirmed by phone. The secretary and the President signed the report. Mr. Coe reported on the Open Forums held, July 22nd and July 27th. Attendance at the two hour forum on the 22nd included 10 patrons, 3 staff, Dawn Bussey, incoming Library Director, 1 reporter, and 2 board members. The forum held on the 27th had 8 patrons, 2 staff, Dawn Bussey,1 reporter and two board members in attendance, and lasted about 3 hours. There was crossover among patrons at both forums, for a total of 18 patrons having attended one or both forums. The same format was followed at both forums – taking questions that had been submitted in writing, in the order in which they were received. All submitted questions were addressed. Ad Hoc Committee on Patron Concerns met on 8/19/04 from 5:30 – 6:30 p.m.. Examples of how public concerns are addressed were presented, including River Forest Village and Park District, as well as from libraries outside River Forest. A recommendation by the committee will be made at the September meeting. Ms. Ryan provided an update on the EEOC complaint. A response has been filed by our attorney, and we are waiting to hear the EEOC response to the charge. Parking Committee Report was tabled to September Strategic Plan Review was tabled until September. Building and Grounds Report was tabled until September. A report is being prepared detailing the areas for Phase 2 improvements and associated costs. There are some issues that need to be dealt with immediately related to leaks and maintenance. New Business Bank documents allowing Ms. Bussey to sign checks were signed by the Treasurer and the President. Com-Ed is scheduled to change the electrical switch gears on October 11, 2004. There will be no power for 6-8 hours. It was moved (Horstman), seconded (Fisher) and unanimously voted that the library be closed on or about October 11, 2004. Ms Bussey will post the closure in advance. She will try to find appropriate off site training programs that staff could attend on that day, otherwise it will be used as a floating holiday for staff. Ms. Bussey will be at the library on the 11th. Mr. Reitz moved, Mr. Coe seconded, and all voted in favor of re-opening the consent agenda to correct the Treasurer’s Report. The FICA should read 17%, not 41%. Mr. Coe moved that the Treasurer’s report be amended to reflect this change. The motion was seconded by Mr. Reitz . A roll call vote was taken, and the motion carried unanimously. A review of the Calendar from the attorney indicated that it is required that an itemized statement of all receipts and expenditures of any character for the preceding six months be filed with Secretary of the Library Board. This is to be furnished to the newspapers upon request. It was also noted that we need to review all Executive Session minutes for the last six months. This was tabled until September. Executive Session There was no motion for executive session. Adjournment Ms. Fisher moved and Mr. Reitz seconded that the meeting be adjourned. The motion carried. The meeting was adjourned at 7:52 p.m..