River Forest Public Library
Board of Library Trustees
Minutes of Regular Meeting
October 13, 2004

Call to Order
President Molly Ryan called the regular meeting of the Board to order at 7:17 p.m.  Roll call was taken.  Present were: Library Director Dawn Bussey and Trustees Ryan, Coe, Daly, Fischer, Horstman and Sher.  Trustee Reitz was absent.  

Audience to Visitors and Trustee Comments
Four visitors signed in: Mr. Al Popowits, Mr. Ed Burke, Mr. Seth Flanders and Mr. Leonard Soffer.  Mr. Popowits stated that he wanted to thank the Board for the upgrade in the software at the library, and that as a patron he is extremely pleased with the updated technology.  President Molly Ryan heartily thanked those who contributed to the success of the Open House which was held on October 2nd to welcome the new Library Director, Mrs. Bussey.

Consent Agenda
The September, 2004 Treasurer’s Report was incomplete.  Mrs. Reedy, the library’s bookkeeper, is waiting for information from the Village auditors for the final adjustments which will accomplish the balance.  The September, 2004 Treasurer’s Report will be voted on for approval at the November meeting.  Mr. Coe asked to see the September payroll.  This will be done at the November Board meeting. Mrs. Fischer moved that the Board approve the minutes of the September, 2004 meeting, and the October, 2004 Warrant List covering checks # 4670 to 4737 and the October payroll for a grand total of $85,223.78.  Ms. Horstman seconded.  Roll call vote was taken: all ayes, no nays, the motion carried unanimously.



Communications
The communications consisted of a letter from Mary Liebner, President of the Friends of the Library, which included a schedule of the programs being offered, and the Metropolitan Library System Newsletter.  Mrs. Bussey invited Trustees to two Open Houses which will be held at the MLS on October 28th and November 5th.

Director’s Report
A. Statistical Report-Two new statistics were added this month which record the number of questions asked of the “MyWebLibrarian” service.  Line 49 records the number of questions answered by River Forest staff members manning the service, and line 50 records the number of questions asked by River Forest residents. Board members requested additionally that statistics be kept for meeting room use and proctoring use. 
B. Written Report- The Board reviewed the Director’s written report.  Mrs. Bussey clarified that the $4,000 LSTA grant from the State Library will be used for enhancing the library’s non-print materials in literature and history.  The Board reviewed the September Staff reports.



Old Business
A. Strategic Plan Review- Ms. Ryan asked that the Board review the Strategic Plan and suggested that they look at one or two of the goals at each of their meetings for the next several months. After extensive discussion, it was decided that Mrs. Fischer and Mrs. Bussey will prepare a report regarding the status of each goal. This report will be given at either the November or the December meeting.  Mr. Coe suggested that a new strategic planning process be initiated in April, 2005 as the process takes about two years, and the current plan is dated May 2003  April 2007.  Ms. Ryan asked that Mrs. Bussey include “Strategic Planning Process as an item of new business on the March, 2005 agenda. 
B. Buildings and Grounds- Mr. Sher presented the October,2004 Building and Grounds Committee Report and commended Mrs. Bussey for her timely action on many of the projects listed.  Mrs. Bussey stated that her top priority for building and grounds projects not yet completed is new lighting for the Children’s Department.  She will report to the Board in November exact amounts for the top projects, as well as an update on this year’s maintenance budget: what has been done, what has been spent, and what still needs to be done. 
C. Orndorff Fund Update- The Orndorff Fund has been withdrawn from Wachovia Securities, invested at the Community Bank and is now earning 3.7% interest. $500 has been withdrawn from the fund for this year’s adult programming and fireside chats. The Orndorff Fund will continue to be used for this purpose. 
D. Schedule By-laws Committee Meeting- This will be done by the By-laws Committee. 
E. Schedule Finance Committee Meeting-This will be done by the Finance Committee. 
F. Working Cash Fund Update- Mrs. Bussey will research the best plan for investing the Working Cash Fund for the best rate of return while still having the fund accessible.  

New Business
A. Meeting Room Policy- After extensive discussion regarding the policy for use of the Meeting Room, it was decided that Mrs. Bussey will investigate what the usage of our meeting room has been to date and what is done by other libraries.  The policy will be revisited at the November meeting. 
B. Internet Policy- Mr. Coe moved that the Board revise the Internet and Computer Usage Policy.  The new policy states that “Children under the age of 14” (previously the policy read “under the age of 12”) must have written permission of a parent/guardian to use computers with internet access.”  Mrs. Fischer seconded.  A vote was taken and the motion carried unanimously. 
C. Wireless Policy- Mr. Sher suggested that the wireless policy be incorporated with the internet policy.  Ms. Ryan and Mrs. Bussey will work on the wording of the policies, which will be an agenda item for the November meeting. 
D. Unattended Children Policy-The previous policy stated that “Children under the age of ten years must be accompanied by an adult over the age of 18.”  Mrs. Fischer moved that the policy be revised to read, “All children under the age of ten years must be accompanied by an adult or authorized caregiver.”  Ms. Horstman seconded.  The motion carried unanimously. 
E. Proctoring Guidelines-Under certain conditions, the River Forest Library provides a monitoring service for test takers from colleges and universities as well as for employers.  Mr. Coe moved that the Board adopt the proctoring guidelines as delineated in the document titled “River Forest Public Library Proctoring Guidelines.”  Ms. Horstman seconded.  A vote was taken and the motion carried unanimously. 
F. Get Acquainted Period- Mrs. Bussey requested a change in the library’s personnel policy.  She asked that this probationary period be changed from a six month to a 90 day period.  Additionally, the policy will be called the “Probationary Employment Policy”.  Mrs. Fischer moved that these changes be adopted.  Ms. Horstman seconded.  A vote was taken: there were five ayes and one nay.  The motion carried. 
G. Room Dedication: Mrs. Bussey suggested that one of the 2nd floor rooms be dedicated to retiring Adult Services Head, Jean Walsh. A plaque will be installed, and the room will be called “The Jean Walsh Study Room”.  Mrs. Daly moved that this take place.  Mr. Coe seconded.  The motion carried unanimously.

Adjournment
At 9:00 p.m., Mr. Sher moved for adjournment.  Mrs. Fischer seconded.  

Respectfully submitted, 
Diane Daly, Secretary