River Forest Public Library Board of Library Trustees Minutes of Regular Meeting September 8, 2004 Call to Order President Molly Ryan called the regular meeting of the Board to order at 7:18 p.m. Roll call was taken. Present were: Ms. Ryan, Mr. Coe, Mrs. Daly, Mr. Reitz, Mr. Sher, Mrs. Fischer and Ms. Horstman. Library Director Mrs. Bussey was present. Mr. Ken Benson, the head of the Landscape Design Department of Triton College was present as well. Audience to Visitors Five visitors attended the meeting. One visitor, Kay Kutska, signed in. There were no visitor comments. Consent Agenda The Board reviewed the minutes of its August meeting, the August Treasurer’s Report, and the Warrant and Benefit List for September, 2004. The Warrant List did not include the payroll for the month of September. Mr. Coe moved that the Consent Agenda be approved with the modification that the Board approve the $15,578.14 in expenses on the Warrant List and an amount not to exceed $37,500 for the payroll. Mrs. Fischer seconded. Roll call was taken. There were seven ayes and no nays: the motion carried unanimously. Communications A. Library Statistical Report-The report for August included new statistics: “Webpac Requests” and “Webpac Renewals”. The cardholders’ statistic refers to the number of registered card holders as opposed to number of cards used in the month of August. B. Written Report- In addition to the two page Library Director’s Report for August 2004, Mrs. Bussey told the Board that she has hired Dawne Tortorella of BellCow, Inc. to design a new web page for the library. Ms. Tortorella will work with the staff to instruct them as to how to update the website. The funds will come out of the Technical Support line of the budget. C. Staff Reports-There were written reports from the Circulation Department, Adult Services, the Teen Department, the Children’s Room, Technical Services and the Bookkeeper/Administrative Assistant. Old Business A. Patron Concerns-Ad Hoc Committee Proposal-The Board reviewed the “Ad Hoc Committee Patron Concerns Proposal”. The plan is for the proposal to be implemented in stages. Mr. Coe moved that the Board adopt the proposal for addressing patrons’ concerns to be completed no later than the November, 2004 meeting. Mrs. Fischer seconded and the motion carried unanimously. B. Strategic Plan Review- The review of the Strategic Plan has been tabled until the October meeting in order to give Mrs. Bussey additional time to review the plan before deciding on further actions to be taken in implementing the plan. C. Buildings and Grounds Committee- Mr. Sher presented this report to the Board. The report was comprised of twenty four “Round two building repairs and upgrades”. Some of these have been completed and some are in progress. Mr. Sher will provide cost information at the October meeting for the emergency items on the list. D. Parking Committee Report- Mr. Sher and Mrs. Daly presented a written report to the Board. Parking will no longer be a regular agenda item, but will be reported on as new developments occur. E. EEOC Update- Ms. Ryan reported that the EEOC determined on or about August 17 not to pursue a complaint filed against the library. The complainant has until November 17 to pursue a claim in federal court. F. Orndorff Fund Review- Mrs. Bussey presented a written report of the Orndorff Fund. Additionally, she stated that because the fund is currently in an extremely low interest bearing account with an annual $50 service fee, the account is losing money. She suggested that the fund be invested in a CD, perhaps at Corus Bank, for a 2% return and no service fee. She will pursue the matter and report to the Board. G. Bid Process Review- As a follow up to a patron question, Mrs. Bussey consulted with library attorney Janet Petsche. Mrs. Bussey reported Ms. Petsche’s advice regarding the bid process for large equipment expenditures. H. By-laws Update The ILL recommends that Boards review their bylaws every three years. Ms. Ryan appointed a committee to study and update the bylaws as needed. The committee is comprised of Ms. Ryan, Mrs. Bussey, Mr. Coe and Ms. Horstman. New Business A. Exterior Landscape Proposal- Mr. Ken Benson of Triton College’s Horticulture Department and his students have been working with Mrs. Bussey and the Building and Grounds Committee to develop a new landscape plan for the front of the library. Mr. Benson displayed a potential design plan and presented a written proposal. He will work with his fall class to prepare an elevation drawing so Board members can better visualize how the front of the library would look with new landscaping. Mrs. Bussey will follow up with Mr. Benson. B. Working Cash Fund Overage-There is approximately $1,000 overage in the $150,000 Working Cash Fund. This overage will not be considered income, but will be transferred to the general funds. C. Schedule Finance Committee Meeting for Budget Planning- Members of the Finance Committee will schedule the meeting. D. Staff Announcement- Mrs. Bussey read a letter to the Board from Jeanne Walsh, Head of Adult Services, stating that she plans to retire as of November 1, 2004. E. Reimbursement- Ms. Ryan asked if Mrs. Fischer had been reimbursed for banners and t-shirts she purchased for the Memorial Day Parade. F. Per Capita Grant- Mrs. Bussey asked that President Ryan and Secretary Daly sign the Per Capita Grant prior to its submission on September 30. G. Computer Equipment Update and Request- Mrs. Bussey gave an extensive report of the current state of the computer equipment at the library. The equipment is old and inadequate. There is no budget line for new equipment. Mrs. Bussey stated that this is an emergency situation, and that the library needs twelve new PC’s and a new server immediately. She presented the Board a Computer Purchase Proposal. Ms. Ryan moved that the Board authorize an amount not to exceed $30,000 for the purchase of new computers, accessories, and any needed consultation. Mrs. Daly seconded. Roll call vote was taken: all ayes, no nays, the motion carried unanimously. Adjournment At 9:20 p.m. Mr. Coe moved that the meeting be adjourned. Ms. Horstman seconded. Executive Session At 9:25 p.m. the Board went into Executive Session. The session adjourned at 9:27 p.m. Respectfully submitted, Diane Daly, Secretary