River Forest Public Library Board of Library Trustees Minutes of Regular Meeting January 12, 2005 Call to Order President Molly Ryan called the regular meeting of the Board to order at 7:17 p.m. Roll call was taken. Library Director Mrs. Bussey and Trustees Ryan, Coe, Daly, Soffer, Sher, Fischer, and Horstman were present. No members were absent. Audience to Visitors and Trustee Comments Visitor Michael Heiferman described his Eagle Scout project, the restoration of a River Forest World War II Honor Roll plaque, to the Board. He told the Board that the River Forest Service Club has offered to pay the expense of hanging the plaque. Michael requested that the Board allow him to have the plaque hung in the library. Ms. Ryan stated that the ownership of the plaque and liability and responsibility issues need to be determined. Further information from Michael Heiferman and further discussion by the Board were deemed necessary before the Board reaches any conclusions. Trustee comments were as follows: Mr. Coe related a comment from a patron asking that the fireplaces be lit more often. Mrs. Bussey said that this is being done. Mrs. Fischer commented that the library’s December Holiday Party was a lovely occasion for the staff, volunteers, Friends and Board members and thanked Mrs. Bussey for planning the event. Consent Agenda Mr. Soffer presented the Revised Treasurer’s Reports-Fund Balances from month ends April 2004 to December 2004 to the Board. There were minor accounting errors that were resolved after a review by Mr. Soffer and Mrs. Bussey. Mrs. Bussey informed the Board that a new payroll company has been hired. The payroll registry will now be on a 24 pay period per year basis. Mrs. Bussey asked the Board to approve $28, 877.01 for the payroll which includes payments to the full time staff for half of January 2005 and to the part time staff for the full month of December 2004 and one week of January 2005 Mrs. Bussey asked that the Board consider allowing the library to issue checks and pay bills on a regular basis. She stated that the current procedure of waiting for Board approval is inefficient and often results in late fees. Mrs. Bussey told Board members that other libraries and the Village of River Forest use this method of paying bills. Exceptions to paying bills without prior Board approval would be: checks to any one vendor in excess of $5,000, or reimbursements to the Director. Ms. Ryan asked that this proposal be discussed further in the New Business part of the meeting. Mr. Coe moved that the Board approve the Consent Agenda consisting of the December, 2004 regular meeting minutes, the revised Treasurer’s reports, the Warrant List for January, 2005 covering checks #4861 to #4911 for a total of $23,675.32, and $28,877.01 to cover the payroll. Mr. Soffer seconded. Roll call vote was taken. Ms. Ryan, Mr. Coe, Mr. Soffer, Mrs. Daly, Ms. Horstman, Mrs. Fischer and Mr. Sher all voted aye. There were no nays: the motion carried unanimously. Communications A. Donations: Mrs. Bussey reported that the following donations were given to the library: $200 from the Jones family for children’s books, $150 from Dressel’s Ace Hardware for the Donuts for Dads program, $100 from Mrs. Popowits and $10 from Mr. Duncan Swenson. Mrs. Bussey has sent letters of thanks to these donors. There was discussion regarding how the Board accepts donations. The Board Bylaws Committee will review procedures for accepting donations. Ms. Horstman moved that the Board accept these current donations. Mrs. Fischer seconded. A vote was taken. All ayes, no nays, the motion carried unanimously. B. Bank Signatures-Signatures were needed for updating and adding to accounts as well as on newly established CD’s. C. Correction to Election Packet- Mrs. Bussey told the members who will be turning in election packets that those offices will be closed on Monday, January 17. D. New meeting dates-Board members were given a list of the 2005-2006 meeting dates. Ms. Ryan requested that the February meeting date be changed as she has a scheduling conflict with the February 9th meeting date. Board members will communicate by email and the public will be informed of the new February date. E. December Patron Suggestions- Mrs. Bussey presented the December patron suggestions to the Board. Director’s Report A. Statistical Report- The Board was given the updated statistical report. B. Written Report –Board members reviewed the Director’s written report. Mrs. Bussey announced that Rebecca Vnuk has been hired for the position of Head of Adult Services. Mrs. Bussey also reported with regard to the incident in which a patron damaged the front door that she will follow up with more information about the cost of the repair as well as the cost of replacing the door. C. Departmental Reports- Board members reviewed the reports from the heads of each department. Old Business A. Building and Grounds Report- This report was tabled. B. Schedule Personnel Committee/Merit Increment Policy Meeting- The meeting will be scheduled by email. C. Update on 125th Anniversary Committee- Mrs. Bussey reported that the library will participate in the 125th Anniversary of the Village of River Forest with three displays: essay contest winners, a local author display and a display by the River Forest Historical Society. Additionally, there will be an author series highlighting River Forest authors. Mrs. Bussey will continue to attend the 125th Anniversary Committee meetings. D. Revised Bylaws- There was further discussion by the Board on articles in the bylaws. The committee with meet again and bring further revisions to the February Board meeting. Mr. Coe moved that the Board accept the bylaws as revised to date. Mrs. Daly seconded. The motion carried unanimously New Business A. Allocation of Funds Procedure- Mr. Soffer elaborated on Mrs. Bussey’s request to issue checks and pay bills on a regular basis. The Finance Committee will work on a proposal for this procedure. At this time, Mr. Coe moved that the Board approve up to $28,000 for the January 31st payroll. Mrs. Fischer seconded. Roll call vote was taken: Ms. Ryan, Mr. Coe, Mr. Soffer, Mr. Sher, Ms. Horstman, Mrs. Fischer and Mrs. Daly voted aye. There were no nays. The motion carried unanimously. B. MLS Membership Agreement- Mrs. Bussey stated that the River Forest Library conforms to all the requirements of the Metropolitan Library System. The membership agreement required signatures from the President and Secretary of the Board. C. Website Review- Mrs. Bussey shared information with the Board about the library website. The roster of Board members along with their email addresses will be added to the website. Adjournment At 8:45 p.m., Mr. Sher moved that the meeting be adjourned. Mrs. Fischer seconded. Respectfully submitted, Diane Daly, Secretary