River Forest Public Library Board of Library Trustees Minutes of Regular Meeting February 21, 2006 Call to Order The meeting was called to order at 7:15 p.m. by Vice President Mark Coe. Roll call was taken. Present were Trustees Cusack, Coe, Horstman and Soffer as well as Director Bussey. Trustee Fischer arrived at 7:35 p.m. and Trustee Daly at 8:15 p.m. Trustee Ryan was excused. Audience to Visitors and Trustee and Staff Comments Visitor Chriss Crement commented that it would be helpful if the library staff were able to override the two hour time limit on the computers if someone needed to use the computers for a longer period of time, and if no other patron was waiting to use them. Trustee Coe voiced concern with the Children’s Room after school. The older children seem quite rambunctious and it is evident that some type of program is needed for them. Efforts continue to try to raise money for such a program (ASK). There is also an issue with backpacks being left on the floor in the Children’s Room. Director Bussey said that this “backpack parking” is an issue that will be dealt with in the remodeling. John Williams of the Oak Park River Forest Township Youth Services gave a presentation to the Board on the Intergovernmental Agreement. Also present were Bert Patania, the team supervisor and Jim Fitch, the Township Mental Health Board liaison. Mr. Williams’ presentation stressed the importance of the backing of all service organizations in the community as well as the reality of gang activity in our neighborhoods. Magan Szwarek, Young Adult Librarian, gave a presentation. She has been in the position for ten months. She has weeded 50% of the collection (about 750 books). Some of these books were replaced and one-third of the collection is new. Many new graphic novels have been purchased. The Teen Council has been instrumental in developing new programs to attract teens, and the Anime Club was started. Consent Agenda The minutes of the regular meeting of January 11, 2006, the Warrant List for the period of 1/11/’06 to 2/21/’06 including check numbers 5925 – 6048 for a grand total of $70,149.70, and the Treasurer’s Report were on the agenda. A question arose regarding the Director authorizing a payment to Baker and Taylor for budgeted library materials expenditures in an amount which exceeded the $2,500 monthly vendor limit currently outlined in the River Forest Public Library procedures. Mrs. Bussey proposed the spending limit be re-examined in the future regarding Baker and Taylor, specifically now that the majority of print materials for adult, teen and children are purchased from this one vendor. Trustee Cusack made a motion to accept the Consent Agenda. Mrs. Fischer seconded. A roll call vote passed the motion unanimously. Communications A. Announcements-Mrs. Bussey shared the following with the Board- 1. A letter was received notifying the Library that it is one of 632 Illinois libraries to have been awarded the per capita grant for 2006, in the amount of $14,328.50. 2. Pauline Grippando announced her resignation, effective February 28, 2006. 3. The “One Book, Two Villages” project has begun. The book is Ray Bradbury’s Fahrenheit 451. Many activities have been planned for the next few months including a flyer with questions, discussion groups at local firehouses and a teen movie viewing night. 4. Mrs. Bussey received letters which included positive feedback about the Donuts and Dads program (2) and her participation in the Rotary Storytelling Festival for Literacy. 5. Mrs. Bussey discovered a document in the library- the 1989-1994 Long Range Plan. Several Trustees asked to read the document as well. B. Donations- Kate Bussey has donated a piano to be used for programming. The Friends of the Library paid to have the piano moved and tuned. Mr. Soffer moved, and Mrs. Cusack seconded the motion to accept the donation of the piano. All voted aye. It was suggested that donations become part of the Consent Agenda. C. Patron Suggestions- Six patron suggestions (#s 162-167) and the Director’s replies were recorded during the month of January, 2006. Director’s Report- A. Statistical Report- Board members reviewed the January statistics. Mrs. Bussey noted that card usage is up 13% for adults and 19% for children. Also, the MP3 players are being used, and a new device called a Playaway, which has individual digital recorded books, is being tried. B. Written Report- Highlights 1. Mrs. Bussey reported that to date $6250 in endowment contributions to the Liebner Fund have been received. (These funds will be matched by the Community Foundation’s matching grant.) 2. A Dominican University Library Science student will conduct a patron satisfaction survey here at the library between now and the end of April. 3. Commitments to date for the ASK after school program have been made in the amount of $5,500. C. Departmental Reports- Board members reviewed the thorough and informative reports from the department heads. Old Business A. Capital Improvements Progress Report – Mrs. Bussey Mrs. Bussey gave the following updates to the Board: - The roof repairs are complete, and there were no leaks during a recent rain - Circulation modernization system is in process - The RFP for “As Built” drawings has been released - The RFP for a new chiller has been released - The new phone system is in working order including the automated attendant - HVAC work is under way – the VAV boxes and thermostats have been inspected and repairs will begin soon B. Strategic Plan Update – Mr. Coe Mr. Coe reported on the meeting with Village President Frank Paris with regard to the ongoing parking issue. Mr. Paris suggested that more data about current parking availability be gathered before further discussion. Also, the Board discussed residents’ use of the Dominican University and Concordia University libraries. It was suggested that links to those libraries be added to our web site. Mrs. Bussey will look into the possibility. C.By-Laws – Term Limits (Mr. Soffer) and Meeting Dates (Mrs. Bussey)- Mr. Soffer gave a presentation on the effect of changing the Library Board Trustees’ terms from six to four years. Board members concluded that no change could take effect at present. Therefore, this by-law will be discussed again in January 2007. Mrs. Bussey previously suggested that the regular board meetings be held on the third Tuesday of each month in order for all statistics and financial reports to be available. Mrs. Fischer moved that the Board hold their regular monthly meeting on the third Tuesday of each month instead of the second Wednesday effective immediately. Mrs. Cusack seconded. A roll call vote was taken. Voting aye: Mrs. Fischer, Mrs. Cusack, Ms.Horstman, Mr. Coe, Mr. Soffer and Mrs. Daly. There were no nays: the motion carried unanimously. New Business A. Increased Usage – Mrs. Bussey Mrs. Bussey reported to Board members that with increased usage of the library, more issues arise. She stated that she and the staff members are aware of these issues and have been and will continue to be proactive in dealing with them. B. Finance Committee- Fiscal Year ’06-“07 Budget – Mr. Soffer Board Treasurer Mr.Soffer presented the proposed FY ’06-’07 budget to the Board. Mrs. Cusack moved that the Board approve the proposed budget. Mrs. Fischer seconded. A roll call vote was taken. Voting aye were Mr. Coe, Mr. Soffer, Ms Horstman, Mrs. Cusack, Mrs. Fischer and Mrs. Daly. There were no nays: the motion carried unanimously. Executive Session At 9:39 p.m. Mrs. Cusack moved to go to executive session. Mrs. Fischer seconded. Adjournment At 9:45 p.m. Mr. Soffer moved that the meeting be adjourned. Mrs. Cusack seconded. Respectfully submitted, Diane Daly, Secretary