River Forest Public Library Board of Library Trustees Minutes of Regular Meeting June 14, 2005 Call to Order President Molly Ryan called the regular meeting of the Board to order at 7:17 p.m. Roll Call Present were Library Director Mrs. Bussey and Trustees Ryan, Coe, Fischer, Horstman, Cusack, Soffer and Daly. Oath of Office Ms. Ryan administered the oath of office to six trustees, and Mr. Coe administered the oath of office to Ms. Ryan. Audience to Visitors and Trustee Comments Mary Liebner, President of the Friends of the River Forest Public Library, made a presentation about the Friends group and its work on behalf of the Library. There are currently 4179 Friends, most of whom reside in River Forest. They receive two or three newsletters per year. She described the volunteer work of the Friends and listed several items of furniture and computer equipment the Friends have recently purchased for the Library. The Friends also sponsor programs during the year. Afterwards, Mrs. Daly asked about the practice of charging $5 for an annual membership and wondered if it could be higher. Mrs. Liebner said the Friends leadership has considered raising it, but decided not to. Mr. Coe asked whether the Friends group might be involved in any other type of fundraising projects (aside from dues and the bi-annual bookfair). Mrs. Liebner indicated that they had no interest in fundraising projects. Ms. Ryan thanked Mrs. Liebner and the Friends group for their years of dedicated service to the Library. Consent Agenda The board reviewed the minutes of the May 11, 2005 regular meeting as well as minutes from two committee meeting-- the Ad-Hoc Capital Improvements Committee on June 1 and the Committee of the Whole—Personnel Issues on June 4th. Board members reviewed the Warrant List of Bills Payable for May 12 through June 14, 2005 with check range from #5201 to #5295, and the payroll and benefits list. The grand total of all expenditures was $82,262.71. Board members reviewed the Final April 2005 Treasurer’s Report covering Month Ends April 2004 through April 2005. The Board also reviewed the May Treasurer’s Report (now shown in format titled “Profit and Loss Actual vs. Budget” as well as “Profit and Loss for May 2005” and “Balance Sheet as of May 31, 2005”.) Mr. Coe moved to adopt the Consent Agenda as amended slightly during discussion. Mrs. Cusack seconded. A roll call vote was taken. Voting aye were Trustees Ryan, Coe, Soffer, Horstman, Fischer, Cusack and Daly. The motion carried unanimously. Communications 1. Mrs. Bussey announced several donations to the Library for its celebration of summer reading (to be held July 30th). Several Oak Park and River Forest businesses and banks have agreed to offer cash or goods for the event. Mrs. Fischer moved to accept the donations and Mrs. Cusack seconded. The motion carried unanimously. 2. Mrs. Bussey announced that there will be an increase in the IMRF (Illinois Municipal Retirement Fund) contribution from the Library due to recent retirements. As of 1/6/06, the rate will increase from 1.02% to 6.35%. 3. Patron Suggestions were noted. 4. Mrs. Bussey announced recent press coverage for adult services collection improvement, summer reading and a Memorial Day Tie Dye t-shirt event. 5. Mrs. Bussey read a note thanking the Library for withdrawn Children’s books it had donated to the Erie Family Health Center. 6. Mrs. Bussey recommended closing the Library on Saturday, July 2nd since it falls on the weekend of the July 4th holiday. Mr. Coe moved to close the Library for the day and Mrs. Cusack seconded. The motion carried unanimously. Director’s Report Mr. Coe commended Mrs. Bussey for the Library Statistical Report Comparing Library performance over a period of months. Old Business 1. The War Memorial hangings are complete and Mrs. Bussey has chosen a location for both memorials. It was suggested that the Library might want to host a ceremony in connection with their unveiling. 2. The Limited Tax Bonds are now available through the Village and Mrs. Bussey is preparing the invitation for design professionals to oversee the project. 3. The ByLaws review will be re-scheduled for February 2006. 4. The Library’s Department Heads will be assigned to participate on Standing Committees of the Board as follows: Head of Children’s will sit on the Finance Committee; Head of Adult Services will sit on the Policy Committee; Head of Circulation will sit on the Personnel Committee and Head of Technical Services will sit on the Facility and Equipment Committee. New Business Mrs. Bussey recommended that the board approve four In-Service Days during the next ten months Those dates are August 12, October 21, January 20, (2006), and April 21. All four dates fall on Fridays. It was agreed to check into the January date because it may coincide with final exam week at OPRFHS. Mrs. Bussey recommended closing the Library on these dates in order for the staff to have collective off-desk time to further staff development and provide time for in-house projects that are not feasible during regular business hours. Mrs. Daly moved to close the Library for the in-service days. Ms. Horstman seconded. The motion carried unanimously. Mrs. Bussey explained the non-residency library card rates formula she used to calculate $71.37 per year for an individual and $187.00 for a family. While it is rare for the RFPL to issue a non-residency card, the law requires the board to formally choose whether or not to issue them. Mrs. Fischer moved to affirm Mrs. Bussey’s intent to offer them at the rates she quoted. Mrs. Cusack seconded. The motion carried unanimously. Mrs. Bussey will check with the Park District and then authorize Mr. McCole to begin a digging project to identify the location of the time capsule on the front lawn of the Library. She conveyed a request from Mr. McCole that another container be added to the first, and the board referred the request to the Park District since they own the land surrounding the Library. Mrs. Bussey plans to install a plaque at the Circulation Desk to honor more than two decades of service by Mrs. Hella Westbrook. The trustees reviewed chapters one through five of the Trustee Fact File Review. During the July meeting, the board plans to review chapters six through nine. At 8:50pm, Mrs. Cusack moved to go into Executive Session and Mr. Soffer seconded. Executive Session Adjournment At 10:00 p.m. Mr. Coe moved that the meeting be adjourned. Mrs. Fischer seconded. The motion carried unanimously. Respectfully submitted, Diane Daly, Secretary/egf ?? ?? ?? ?? Page 1 of 3