BOARD OF TRUSTEES

HELEN M. PLUM MEMORIAL LIBRARY

Minutes – Regular Meeting

August 11, 2009

President Ward called the meeting of the Library Board of Trustees to order at 6:30 p.m. in the Board Room of the Plum Library. Mr. Harris gave the Trustees a brief tour of the building.

Present: Trustees Brenniman, Carlson, Johnson, Kankovsky, Warda, Wiggins and Ward.

Absent: None

Staff Members Present: Harris, Howe, Rivet and Moore

Visitors: Christine Edison and her family and Julie Ann Rodrian and her family.

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:

None

CHANGES OR ADDITIONS TO THE AGENDA:

Vote to grant Robbins Scholarships

Ms. Christine Edison and Ms. Julie Ann Rodrian winners of the Carol Anne Robbins Scholarships were present to meet the Board of Trustees and receive congratulations.

Mr. Kankovsky moved, and it was seconded, to:

AWARD A CAROL ANNE ROBBINS SCHOLARSHIP TO MS. CHRISTINE EDISON IN THE AMOUNT OF $1,800 (DOMINICAN UNIVERSITY) AND TO MS. JULIE ANN RODRIAN IN THE AMOUNT OF $5OO (COLLEGE OF DUPAGE).

All ayes – Motion Carried

OLD BUSINESS:

Update on building reorganization

The Board reviewed Mr. Wade’s written report on the building reorganization project.

District Conversion

The Board discussed the district conversion and timeline. Mr. Harris will write a statement for posting on our website to explain to patrons what district conversion will mean to them. 

NEW BUSINESS: REPORTS AND DISCUSSION:

Social Networking

The Board discussed whether the Library website or other resources should be linked to individual Trustee or staff personal sites, such as Facebook. Most agreed this is not good idea. Kristi Howe, Head of Youth Services, concurred and stated that if the Board wished to learn more about Social networking she and her knowledgeable staff would be happy to prepare the information and that Mr. Harris could arrange a presentation.

Thank you to Park and Village

The Board agreed that presenting the completed building reorganization and district conversion with an informal party for community groups would be nice. Various issues (who, what, where, why, and when) were touched upon briefly. The Community Relations Committee will discuss this further.

Trustee involvement in Community groups

The Board was surveyed in order to learn of each Trustee’s involvement in various community organizations, upon request of the Community Relations Committee.

Progress on phone system

Mr. Harris reported on progress toward getting a new phone system. He has interviewed and received a proposal from one firm for selection and installation.

Intergovernmental Agreement

The Board reviewed the intergovernmental agreement with the Village concerning the library’s retirement funding. Ms. Carlson moved, and it was seconded, to:

ENTER INTO AN INTERGOVENMENTAL AGREEMENT WITH THE VILLAGE OF LOMBARD CONCERNING PAYMENT FOR RETIREMENT.

Roll call vote. All ayes – Motion Carried (Brenniman, Carlson, Johnson, Kankovsky, Wiggins, Warda and Ward,)

Strategic Plan

The Strategic Planning Committee reviewed and revised the Strategic Plan at their July 29 meeting. The Board discussed it and recommended further revisions. Mr. Kankovsky moved, and it was seconded, to:

TO APPROVE THE STRATEGIC PLAN DATED JULY 29, 2009 AS AMENDED.

All ayes – Motion Carried

Opening of Closed Session Minutes

The Ad Hoc Committee to Review Closed Session Minutes recommends opening the following minutes:

March 14, 2006

January 13, 2009

April 29, 2009

Mr. Kankovsky moved, and it was seconded, to:

TO OPEN THE CLOSED SESSION MINUTES OF MARCH 14, 2006, JANUARY 13, 2009 AND APRIL 29, 2009

All ayes – Motion Carried

Approval of minutes:

The Board reviewed the minutes of the Ad Hoc Committee to Review Closed Session Minutes, July 14, 2009. Mr. Kankovsky moved, and it was seconded, that:

THE BOARD APPROVE MEETING MINUTES OF THE AD HOC COMMITTEE TO REVIEW CLOSED SESSION MINUTES, JULY 14, 2009 AS PRESENTED.

All ayes by committee members– Motion Carried

The Board reviewed the minutes of the Closed Session meeting of the Ad Hoc Committee to Review Closed Session Minutes, July 14, 2009. Mr. Kankovsky moved, and it was seconded, that:

THE BOARD APPROVE MEETING MINUTES OF THE CLOSED SESSION OF THE AD HOC COMMITTEE TO REVIEW CLOSED SESSION MINUTES, JULY 14, 2009 AS PRESENTED.

All ayes by committee members– Motion Carried

The Board reviewed the minutes of the July 14, 2009 regular Board meeting. Ms. Wiggins moved, and it was seconded, that:

THE BOARD APPROVE MEETING MINUTES OF THE JULY 14, 2009 REGULAR BOARD MEETING AS PRESENTED.

All ayes – Motion Carried

The Board reviewed the minutes of the July 22, 2009 Community Relations Committee meeting. Ms. Warda moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE JULY 22, 2009 COMMUNITY RELATIONS COMMITTEE AS CORRECTED.

All ayes by committee members– Motion Carried

The Board reviewed the minutes of the July 29, 2009 Strategic Planning Committee meeting. Mr. Kankovsky moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE JULY 29, 2009 STRATEGIC PLANNING COMMITTEE AS PRESENTED.

All ayes by committee members– Motion Carried

Financial Reports:

Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED JULY 31, 2009 SHOWING A COMBINED BALANCE OF $2,943,379.95 AS PRESENTED.

Roll call vote. All ayes – Motion Carried (Brenniman, Carlson, Johnson, Kankovsky, Wiggins, Warda and Ward,)

Ms. Warda moved for:

THE ACCEPTANCE OF THE STATEMENT OF REVENUE AND EXPENDITURES VS. ANNUAL BUDGET DATED JULY 31, 2009 AS PRESENTED.

Roll call vote. All ayes – Motion Carried (Brenniman, Carlson, Johnson, Kankovsky, Wiggins, Warda and Ward,)

Ms. Warda moved for:

THE CONFIRMATION OF THE CASH DISBURSEMENT DETAIL REPORT DATED JULY 1 TO JULY 31, 2009 IN THE AMOUNT OF $193,726.31 AS PRESENTED.

Roll call vote. All ayes – Motion Carried (Wiggins, Brenniman, Carlson, Johnson, Kankovsky, Warda and Ward,)

Reports of Standing Committees:

Building & Grounds

None

Community Relations Committee

None

Director Relations Committee

None

Policy Committee

None

Strategic Planning Committee

None

Scheduling of Committees meetings:

None

Communications:

LIBRARIAN’S REPORT:

The Board reviewed Mr. Harris’s and Department Head’s written reports. Mr. Harris reported on steps needed to improve the appearance of the house next door which may include front porch and stucco repair. The Board agreed that spending a few hundred dollars to improve the appearance of the house over the option of considerably more funds to tear it down.

Dates to remember:

Thursday, August 13. Library closed for staff in-service day.

Monday, October 5, 6 p.m. – 8 p.m. Public Library Board Members Roundtable, Roselle Library

Tuesday – Friday, October 6 – 9. ILA Conference, Peoria.

Thursday, October 8: Trustee Day at ILA

ADJOURNMENT:

There being no further business, Ms. Wiggins moved, and it was seconded, to adjourn. All ayes, motion carried. Ms. Ward declared the meeting adjourned at 9:37 p.m.

Notes taken by Norma Moore

Approved: __________________________________________ Board Secretary