River Forest Public Library
Board of Trustees
Minutes of Regular Meeting
August 23, 2005

Call to Order
President Molly Ryan called the regular meeting of the Board to order at 7:21 p.m.  Present were Ms. Ryan, Director Mrs. Bussey, Mr. Coe, Ms. Horstman, Mr. Soffer, Mrs. Cusack, Mrs. Fischer and Mrs. Daly.  

Audience to Visitors, Trustee and Staff Comments
Trustee Elizabeth Fischer commented that her experience attending a Metropolitan Library System Orientation Training session with Mrs. Bussey was valuable.  She stated that the MLS’s strategic planning process which is called “Zephyr”,  is “rock solid” and could provide resources to our library.  She encouraged Trustees to attend a session at the MLS, or to check out the information on their website.

Mrs. Bussey introduced Nancy Kerr, the new Head of the Children’s Department, to the Board.

Village President Frank Paris addressed the Board of Trustees.   The Village Board is currently considering whether to propose Home Rule to the voters.  Mr. Paris explained his understanding of Home Rule and its impact on the Village and the Library.  Legislative authority from the state to local communities of populations over 25,000 is automatic.  Mr. Paris stated that smaller communities apply for Home Rule status. Mrs. Bussey suggested that information about Home Rule be included in the Library’s web site.  Trustees asked further questions regarding what if any affect Home Rule would have on the Library.  Mr. Paris believes there would be little or no impact on the Library. The Board thanked Mr. Paris for coming to the meeting.

Consent Agenda
The Board reviewed the minutes of the July 12, 2005 regular meeting.  Additionally, Trustees reviewed the Warrant List of Bills Payable for the period of July 13-August 23, 2005 covering checks #5383-5521 and the payroll and benefits list.  The grand total of all expenditures was $81,633.68.  Trustees reviewed the July Treasurer’s Report.  Mrs. Daly moved that the Board approve the July 2005 Consent Agenda.  Mr. Soffer seconded.  A roll call vote was taken.  Voting aye were Trustees Ryan, Coe, Fischer, Soffer, Cusack, Horstman and Daly.  There were no nays.  The motion carried unanimously.

Communications
The following were Mrs. Bussey’s communications to the Board: 
-A copy of the letter she sent thanking Harriet Hausman for the donation of her “Reflections” books to the library
-A letter stating that the Library received a $4000 grant from the State of Illinois to expand its audio/visual collections
-A communication from the National Endowment for the Humanities which has awarded a “We the People” Bookshelf to the Children’s Department
-An article by Janet Petsche and Gerard Dempsey of Klein, Thorpe and Jenkins entitled New Developments in Library Law
-The schedule for the Library In-Service Day which was held on Friday, August 12
-A copy of the Taste of the Library Scavenger Hunt
-A copy of the article, Hip Lit for Hip Chicks, by Rebecca Vnuk, Head of Adult Services, which was published in the July 2005 issue of the Library Journal

Five Patron Suggestions were recorded during the month of July 2005 (#s 108-112).

Director’s Report
A. Statistical Report- Trustees noted that non-fiction is circulating more, PC usage is up, DVD usage is up, and video usage is down.
B. Written Report- Mrs. Bussey presented the July Director’s report, noting especially the success of the Taste of the Library.  President Ryan thanked the Friends of the Library for their generous donations to the Taste of the Library.  
C. Departmental Reports- Board members reviewed the reports and expressed their gratitude to the department heads for these informative reports.   Mrs. Bussey will be inviting one department head to come to each monthly Board meeting to give a report.  This will occur at the beginning of each meeting.
D. Announcement- Mrs. Bussey announced that beginning in September, Computer Catalog Training classes will be held once a month, with both daytime and evening sessions.  These classes will be well advertised.

Old Business
A. Book Loan Period Change- Mrs. Bussey reported that the change of the length of the loan period has been well received.
B. Latchkey Lab Update- Mrs. Bussey will work with the staff to create a proposal of what a new after school program would look like, what it will be called, and cost estimates of such a program.  She will report to the Board at the September meeting.
 
New Business
A. Telephone Consultant Proposals- Mrs. Bussey contacted seven telephone consultants.  She was able to get three proposals.  Mrs. Bussey’s recommendation was that the Board adopt the proposal of the KJWW Engineering Consultants.  After much discussion however, the Board concluded that the use of Applied Telecom Technologies would be more cost effective.  Board members recommended that Howard Gadorus of Applied Telecom be hired to do the RFP. It was further recommended that an Ad Hoc Committee be formed to then evaluate bids for the new phone system. Mr. Soffer volunteered to chair this committee. Mrs. Bussey, Mrs. Fischer and Mr. Coe will serve as committee members.  Mr. Coe moved that the Board adopt the proposal of Applied Telecom Technologies as amended in the discussion.  Mrs. Cusack seconded.  A roll call vote was taken.  Voting aye were Trustees Soffer, Ryan, Coe, Horstman, Cusack, Fischer and Daly.  There were no nays: the motion carried unanimously.

Mr. Coe needed to leave the meeting at 9:15 p.m. due to a prior commitment.  There was still a quorum.

B. Roof Survey Proposal- Mrs. Fischer stated that she reviewed the roof survey, and did not see a proposed solution to the problem with the skylight.  Mrs. Bussey said that she would like to schedule a meeting of the Capital Improvements Committee before the next regular Board meeting.  She will invite Jim Pavlecic of Base Ten, the architectural firm which performed the roof survey to discuss the survey, the roof proposal and the skylight issues and possible solutions.  The Capital Improvements Committee scheduled a meeting for Saturday, September 10 from 9-11 a.m.  Ms. Ryan encouraged all Board members to attend.

C. Emergency Response Information- Mrs. Bussey researched the emergency response information by contacting local police, the Library’s insurance company and the Library attorneys.  Based on this research, she presented a proposal to put a new emergency response policy in place.  Mrs. Cusack moved that the Board replace the current emergency response policy with the proposed new policy.  Mrs. Fischer seconded.  A vote was taken: all ayes, no nays, the motion carried unanimously.

D. and E. Proposals to Edit Existing Code of Conduct and Unattended Children Policies- Ms. Ryan suggested that the Policy Committee meet before the next regular Board meeting to review these proposals and come to the next Board meeting with the committee’s recommendations. Mrs. Daly will schedule this meeting. 

F. Trustee Fact File- Board members discussed Chapters 10 through 14 of the Trustee Fact File.  Ms. Ryan suggested that the Policy Committee meet in December or January to develop a Public Relations Policy.

Executive Session
At 9:35 p.m. Mrs. Cusack moved that the Board go to executive session.  Mr. Soffer seconded. The motion carried unanimously.

Adjournment
At 10:12 p.m. Ms. Horstman moved that the meeting be adjourned.  Mrs. Daly seconded.  A vote was taken and the motion carried unanimously.

Respectfully submitted,
Diane Daly, Secretary