Board of Trustees River Forest Public Library River Forest, Illinois Minutes Regular Board Meeting October 16th, 2007 7:00PM Call to Order & Roll Call President Mark Coe called the regular meeting to order at 7:00 p.m. Roll call was taken. Present at the meeting were Trustees Coe, Horstman, Fischer, O’Connor, Beck and Halloran. Trustee Cusack was excused. Also present were Acting Directors Deirdre Brennan and Sarah Hampson and staff member Blaire Ranucci. Audience to Visitors, Trustee and Staff Comments Roof Overview with John Markanich from Mac Brady Roofing Consultants came to present a roof overview. He explained that Mac Brady had been brought on in July of 2005. He provided a breakdown of what had been done at the library, including an evaluation of roofs, preparing specifications, they got the building watertight again. In 2006, Mac Brady responded to leaks (3 times), found and identified what was wrong, and got the leaks secured. The last call to Mac Brady was placed in January. Mac Brady is currently preparing final report for this year. The shingled roof is failing because there isn’t adequate ventilation. Mac Brady advises that a ventilation study be conducted. Trustee Coe said that some repairs would still fit within the budget of capital improvements. An evaluation of the skylight has not been conducted because it is not considered a part of roofing. Trustee Fischer motioned that the meeting go into Executive Session at 7:35 PM. Trustee Horstman seconded. The motion was carried. The Regular Meeting was reconvened at 8:15 PM. Consent Agenda Mr. Coe explained the parts of the Consent Agenda. The October Consent Agenda included the September Treasurer’s Report and the Warrant and Benefit List for the period of September 11 through October 12, 2007 including checks numbered from 7321-7398. Trustee Fischer moved that the Board accept the Consent Agenda. Trustee Halloran seconded. The motion passed unanimously. Approval of the minutes of the executive session were moved to be approved during the Executive Session. The minutes of the special meeting were deferred. There were no donations. Trustee was pleased to see Rosetta Stone on the warrant list. Interim Director Hampson indicated that Rosetta Stone was trying to change its policy regarding remote access. Trustee Coe noted that the library is underbudget on income. There is negative income in the ASK budget line. Director Hampson will look into the timing of money. Recurring payment are not going to Lighthouse. The materials budget line is underbudget. Director Brennan indicated that monies may be able to be directed elsewhere. Director Hampson said that October and November can be heavier buying months. The current staff is not ordering at the level of Department Heads, but they are ordering smart. The library has not received any negative comments about material purchases. A roll call was taken and all trustees voted “aye”. Communications A. Announcements Staff had a great meeting on Monday with Kay. She walked staff through the process. There was an open discussion and questions. Sam Cresswell was introduced as the staff liaison. B. Patron Suggestions Director’s Report - The statistics still need to be changed to reflect the format the board wants. -Trustee Coe wanted to know if we have ever limited the number allowed in Toddler Time in the past. Director Hampson said that the program is usually drop in. Children’s Services has tried to do registration, but that does not work. The program is extremely popular. Children’s Services is trying to limit to a first come first serve group. The program is still drop in and flexible. So far, this change has not generated any ill will. Old Business A. Extend Intergovernmental agreement - The agreement will be extended 3 months effective October 25th. Trustee O’Connor motioned to approve. Trustee Fischer seconded. A roll call was taken and all said “aye”. The motion carries. - Trustee O’Connor wondered what would happen if a director started before the end of the contract. The contract can be changed in that situation. B. Review Trustee Orientation Document - Trustee Fischer indicated that systems need to be put into place. The Board will submit a document in the next few months. C. Hollabird & Root Contract Update - Trustee Coe has a detailed message into Maria Segal. He will contact Molly Ryan to find out additional contact information and determine who was involved. New Business A. Technology Presentation by Aron Skog from Oak Park Public Library Aron Skog is the IT manager at OPPL. He has been helping out the library for the last few months. Skog said that the existing network is doing well. A lot of technology is being underutilized and underlying problems were never fully addressed. IT manager at OP. Helping out at RF for the last few months. Issues in a document. An inventory has been completed and warranties have been tracked. Many of the PCs experienced a motherboard problem that is common for PCs purchased in 2003. This was not identified with the previous service group. All PCs in the library were configured slightly differently. IT intends to make better use of what we have. They will repair what is sick. A cycle will be put in place for when components need to be replaced. The wireless network has issues. The setup may have been faulty. Aron Skog will interview contracted companies for service to the library. IT will manage any contracted vendor. Other options with technology can be explored in the future, such as web hosting, email, blogs, etc. Oak Park IT is contracted for 4 hours a week. Trustee Coe pointed out that the Board does not select the vendor. Oak Park IT is allowed to interview and select a vendor. The Board questioned whether an outside vendor was needed. Skog said that fixing issues at River Forest would take a long time for Oak Park IT. It would be better to have someone who could lay out a plan and do the labor. There would not be a division of attention and it would be a more stable arrangement. Vendor hours, etc, does not have to be permanent. Trustee O’Connor liked the idea of a tech liaison. Trustee Fischer motioned that the meeting go into Executive Session at 8:52 PM. Trustee Horstman seconded. The motion was carried. Respectfully Submitted, Elizabeth Gearen Fischer