HELEN M. PLUM MEMORIAL PUBLIC LIBRARY DISTRICT
BOARD MEETING MINUTES
May 8, 2012

I. Call to Order

President Carlson called the meeting of the Board of Trustees to order at 7:00 p.m. in the Board Room of the Plum Library.

II. Roll Call

Present: Trustees Brandt, Brenniman, Kankovsky, Larkin, McWilliams, and Carlson
Absent: Trustee Wiggins
Staff Members Present: Director Harris, Business Office Assistant Moore
Visitors: None

III. Public Presentation to or Discussion with the Board of Trustees

None

IV. Adoption of the Agenda

The Board reviewed the agenda. Trustee Larkin moved, and it was seconded:

- - -TO ADOPT THE AGENDA AS PRESENTED.

- - -All ayes – Motion Carried

V. Committee reports, including action items

- - -A. Building and Grounds
- - -None
- - -B. Community Relations
- - -The Community Relations Committee will meet May 16th. Discussion regarding advertising for Tuesday afternoon movies will be on the agenda.
- - -C. Director Relations
- - -The Board will meet in closed session this evening to discuss the Director’s annual evaluation. The Director Relations Committee will meet on May 21st to present the Board’s final evaluation to him.
- - -D. Policy Committee
- - -None
- - -E. Strategic Planning Committee
- - -None

VI. Consent Agenda

The Board reviewed the consent agenda which includes the following:
- - -A. Minutes
- - - -1. Board meeting, April 10, 2012
- - -B. Financials
- - - -1. Investment Report dated April 30, 2012
- - - -2. Statement of Revenue and Expenditures vs. Annual Budget dated April 30, 2012
- - - -3. Cash Disbursement Detail Report dated April 1 through April 30, 2012

Trustee McWilliams moved, and it was seconded:

- - -TO APPROVE THE ITEMS ON THE CONSENT AGENDA AS PRESENTED.

- - -All ayes, – Motion Carried

- - -The Board discussed the necessity of having Adult Services Department Head; Linda Schehl trained in preparing the budget as a back up to the Director. Director Harris agreed and added that his intention is to start the process as he begins to make revisions to the working budget. He reassured the Board of Trustees that he is also creating a step by step manual for his work.

VII. Unfinished Business

None

VIII. New Business

- - -A. Report from Jill McWilliams on attendance at ALA Lobby Day
Trustee McWilliams expressed her gratitude for the opportunity to attend the ALA Lobby Day in Washington, D.C. on April 23-24. Printed materials were distributed to the Board.
- - -B. Report from Trustees on attendance at LACONI banquet
Trustees Brenniman and McWilliams expressed gratitude to the Board for allowing them to attend the event which was mainly an evening of socializing and fun. They noted that it was a pleasure to see gifts and awards presented to the LACONI officers.

- - -C. Honoring and thanking Friends of the Library
The Friends of the Library have voted to dissolve. The Board discussed ways to show appreciation for their work over the years and decided to hold the June Board meeting in the Auditorium and invite significant Friends officers from the past 20 years for refreshments and photos.

- - -D. Review of Director’s Performance Evaluation Forms
Chairman Brenniman stated that the Director’s performance evaluation forms have been fine tuned regularly and were most recently reviewed in February 2012. He stated that Trustees are welcome to attend Director Relations Committee meetings or to send comments or suggestions on the form to the Committee beforehand.

- - -E. ACTION ITEM: Approval of member for Advisory Committee
None

- - -F. ACTION ITEM: Use of Friends of the Library money
The Friends of the Library have voted to dissolve. They have donated funds in the bank (about $9,500) to the Library for the purpose of sponsoring the summer reading programs, at the same level as during 2012 ($4,200), until the money runs out. Since the Board, by policy, accepts gifts without condition, Trustee Kankovsky moved, and it was seconded:

- - - -TO ACCEPT A DONATION FROM THE FRIENDS OF THE LIBRARY AND TO USE THIS MONEY SOLELY TO SPONSOR THE SUMMER READING PROGRAMS, AT THE SAME LEVEL AS IN 2012.

- - - -All ayes, – Motion Carried

- - -G. ACTION ITEM: Approval of non-resident library card participation
The Board briefly discussed participation in the non-resident card program. Trustee Kankovsky moved, and it was seconded:

- - - -TO PARTICIPATE IN THE NON-RESIDENT CARD PROGRAM FOR THE YEAR JULY 1, 2012 TO JUNE 30, 2013, AND TO USE THE TAX-BILL FORMULA FOR THE NON-RESIDENT CARD.

- - - -All ayes, – Motion Carried

IX. Communications

None

X. Librarian’s Report

The Board reviewed Mr. Harris’s written report and discussed the requests from Mr. Norvin Hackhel that the Library erect an American flag at the entrance. The Board briefly discussed the pros and cons of such a display outside, as in Henderson Plaza, vs. inside the Library entrance. The Board suggested that Director Harris write to Mr. Hackhel before ordering and finalizing any flag display.

Director Harris noted that he has been in contact with the family of Virginia “Sunny” Egan regarding the donations (approximate $3000) received in her memory. He has suggested replacing either the outdated sign in front of the Library or one of the Library display cases with something more useful and attractive. The family will take the ideas into consideration when they discuss the best way to honor Mrs. Egan.

In regard to transitioning activities of the Friends of the Library: Director Harris is working on how to deal with donated books. By law, in order for us to sell books apart from a Friends organization the Library must charge sales tax. Director Harris will also be managing the remaining community groups for the Friends display case, which is booked through 2012. In the future the community displays may utilize a different case. The postcards will be donated to the Park District.

The Board discussed the possibility of getting staff photographs and a digital directory so that Trustees can recognize staff more readily.

XI. Closed Session – personnel, negotiations and legal matters

Trustee Brenniman moved, and it was seconded:
- - -TO GO INTO CLOSED SESSION, PER THE OPEN MEETINGS LAW, 5ILCS120/2(C)(1), TO DISCUSS THE PERFORMANCE OF A SPECIFIC EMPLOYEE OF THE LIBRARY

- - -Roll call vote. All ayes - Motion Carried (Trustees Brandt, Brenniman, Larkin, Kankovsky, McWilliams, and Carlson)

The Board went into closed session at 8:02 p.m.

XII. Return to Open Session

The Board reconvened in open session at 8:15 p.m.

XIII. Call to Order

President Carlson called the meeting of the Board of Trustees to order at 8:15 p.m. in the Board Room of the Plum Library.

XIV. Roll Call

Present: Trustees Brandt, Brenniman, Kankovsky, Larkin, McWilliams, and Carlson
Absent: Trustee Wiggins

XV. Public Presentation or Discussion with the Board

None

XVI. ACTION ITEM: Vote to Affirm Decisions Made in Closed Session
Trustee Kankovsky moved, and it was seconded:

- - -TO ACCEPT THE DIRECTOR’S PERFORMANCE EVALUATION AS PRESENTED.
- - -All ayes – Motion Carried

XVII. Adjournment
Meeting adjourned at 8:17 p.m.

Notes taken by Norma Moore

Approved: __________________________________________
Board Secretary