Board of Trustees River Forest Public Library River Forest, Illinois Minutes of the Regular Meeting August 28th, 2007 7:30 PM Call to Order and Roll Call President Mark Coe called the regular meeting to order at 7:30 p.m. Roll call was taken. Present at the meeting were Trustees Coe, Cusack, Horstman, Fischer, O’Connor, Beck and Halloran. Also present was Acting Director Sarah Hampson and staff members Ellen Cutter & Blaire Ranucci. One villager was present in the audience. Audience to Visitors, Trustee and Staff Comments Ms. Fischer expressed gratitude for Blaire (Valentine) Ranucci’s assistance with the facilities presentation materials. Consent Agenda Mr. Coe requested a motion on the Consent Agenda. The August Consent Agenda included the July Treasurer’s Report and the Warrant and Benefit List for the period of July 18th to August 22, 2007 including checks numbered from 7214-7275. Total expenditures for the period were $58,333.11. Ms. Fischer moved that the Board accept the Consent Agenda. Ms. Cusack seconded. During discussion, Ms. Cusack noted that over $600,000 was in the account. A roll call vote was taken and the motion carried unanimously. Trustee Coe asked about an accounting credit from the Friends of the Library (FOL). Director Hampson explained that there is a new accounting process between the FOL and the Library. Trustee Coe also noted the unusually large IMRF expense. Staff will provide follow-up information on this expense. Director Hampson fielded specific questions from trustees relating to collection expenditures during the months of staff transition. Communications A. Announcements - The Directors have hired a new ASK program manager. - Aron Skog, OPPL’s Technology specialist, will be evaluating computers at RFPL. - Villager Tom Cusack requested that additional displays be installed at the Library for River Forest citizens who have served the country during wartime. a. Patron Suggestions -The format has changed to show whether a patron suggestion was received via email or in-house. Director’s Report Highlights: The Director’s statistical report showed a significant drop in video circulation and an increase in DVD format. A sizable increase in patron reference questions is due to staff’s better diligence about recording. The people counter has been unreliable because, if jostled, it will stop working without staff realizing that it is not working. For that reason, statistics were not available for the month. Ellen Cutter provided feedback on the Emerging Technologies Workshop that was mentioned in Board reports. Considering the size of our Library, Ms. Cutter is of the opinion that the library is up-to-date with many of the emerging technologies presented at the workshop. Old Business A. Review of the Holabird & Root Project Trustee Fischer described the current Capital Improvement funds in the context of the recent funding for and care of the building, especially since the building renovation of 1992. She provided historical data to note that investments in Capital Improvements have been tiny relative to both the overall Library budget and to the size and age of the building. She pointed out that no Capital Improvement funds exist in projected budgets past FY 2007-2008 when the $457,000 non-referendum bond funds will be exhausted. Ms. O’Connnor voiced the need for immediate repairs within the building and suggested that some of the remaining funds be applied to those repairs. (The roof report will be checked for recommended timetable of upgrades and repairs.) Ms. Fischer expressed her opinion that the Library should develop a masterplan for the facility that is consistent with usage patterns that now provide library service to villagers of every age in contrast with the two predominant groups (children and seniors) who used the building when the Library was renovated in 1992. Trustees expressed their appreciation for her overview, and considered it to be a helpful component of the new board’s orientation process. It was generally agreed that the Holabird Root preliminary design schemes presented in March of 2007 were off the mark in terms of suggested scope and also in terms of some critical assumptions and design decisions. Mr. Coe confirmed that he plans to contact the firm regarding the invoice they submitted to RFPL. New Business Language pertaining to Trustees in the RFPL Policy & Procedure Manual must be evaluated for the per capita grant. The directors will come back with a recommendation for policy. Executive Session At 9:15, Trustee Fischer moved to go into Executive Session. Trustee Cusack seconded. The motion carried unanimously. Adjournment At 9:47, Trustee Halloran moved that the regular meeting be adjourned. Ms. Cusack seconded. The motion carried unanimously.