BOARD OF TRUSTEES
HELEN M. PLUM MEMORIAL PUBLIC LIBRARY DISTRICT
Minutes – Regular Meeting
September 14, 2010
President Cindy Ward called the meeting of the Library Board of Trustees to order at 7:00 p.m. in the Board Room of the Plum Library.
Present: Trustees Brenniman, Carlson, Johnson, Kankovsky, Ward, Warda and Wiggins.
Absent: None
Staff Members Present: Robert Harris and Norma Moore
Visitors: None
PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:
None
CHANGES OR ADDITIONS TO THE AGENDA:
None
OLD BUSINESS:
None
NEW BUSINESS: REPORTS AND DISCUSSION:
Content of closed session minutes
Trustee Johnson expressed concern regarding the lack of content in some of the closed session minutes. She believes the minutes should be more informative. The Board discussed the issue and decided that in future more detailed notes should be provided so that more complete minutes could be put in writing.
Ms. Carlson requested that Mr. Harris explore whether or not votes can be taken in closed session.
Strategic Plan
The Strategic Planning Committee reported on the September 8th meeting. A temporary revision was presented for Board review. Mr. Harris will work with staff to develop goals. An objective to complete the Strategic Plan was set for approximately 3-6 months, in time for the Library Board Trustee election.
Downtown development plan
The Board discussed the Village of Lombard downtown development plans, one version of which includes moving the Library to the old DuPage Theater site in a 60,000 square foot building (which is not enough space for a new Library). Mr. Harris shared his communication with Community Development Director Bill Heniff, expressing concern that the report may be misleading to the public. Mr. Heniff offered to “incorporate language into the 1B concept that makes the redevelopment option for the library muted and reference generic office spaces, and that if desired in the future, could be used for uses such as medical offices, libraries or other office functions. This would keep the window open but does not represent that the library is moving.”
The Library Board reaffirmed its position to remain on our current site in case of building expansion, and will convey the same to the Village in writing.
Opening of closed session minutes
Upon recommendation of the Audit Committee, Ms. Warda moved, and it was seconded that:
THE BOARD OPEN THE FOLLOWING CLOSED SESSION MINUTES:
• July 13, 1999
• August 10, 1999
• September 8, 2006
• November 10, 2009
• January 12, 2010
• March 17, 2010
• April 29, 2010
All ayes – Motion Carried
Approval of minutes:
The Board reviewed the minutes of the August 10, 2010 Audit Committee meeting. Ms. Warda moved, and it was seconded, that:
THE BOARD APPROVE MINUTES OF THE AUGUST 10, 2010 AUDIT COMMITTEE MEETING AS PRESENTED.
All ayes, by committee members – Motion Carried
The Board discussed the following facts regarding the December 8, 2009 closed session meeting that are referenced in the Audit Committee minutes:
• No notes of the December 8, 2009 closed session meeting were presented
• Therefore no formal minutes could be composed
• No audio recording was made (due to human error)
• The written minutes (approved at the February 2010 regular Board meeting) were provisional
Mr. Harris will compile a document that will reference the above stated facts for the permanent record.
The Board reviewed the minutes of the August 10, 2010 regular Board meeting. Mr. Kankovsky moved, and it was seconded, that:
THE BOARD APPROVE MINUTES OF THE AUGUST 10, 2010 REGULAR BOARD MEETING AS PRESENTED.
All ayes – Motion Carried
The Board reviewed the minutes of the September 8, 2010 Strategic Planning Committee meeting. Mr. Kankovsky moved, and it was seconded, that:
THE BOARD APPROVE MINUTES OF THE SEPTEMBER 8, 2010 STRATEGIC PLANNING COMMITTEE MEETING AS PRESENTED.
All ayes, by committee members – Motion Carried
Financial Reports:
Ms. Warda moved for:
THE ACCEPTANCE OF INVESTMENT REPORT DATED AUGUST 31, 2010 SHOWING A COMBINED BALANCE OF $2,414,857.19
Roll call vote. All ayes – Motion Carried (Brenniman, Carlson, Johnson, Kankovsky, Warda, Wiggins and Ward)
Ms. Warda moved for:
THE ACCEPTANCE OF THE STATEMENT OF REVENUE AND EXPENDITURES
VS. ANNUAL BUDGET DATED AUGUST 31, 2010.
Roll call vote. All ayes – Motion Carried (Brenniman, Carlson, Johnson, Kankovsky, Warda, Wiggins and Ward)
Ms. Warda moved for:
THE CONFIRMATION OF THE CASH DISBURSEMENT DETAIL REPORT DATED AUGUST 1 TO AUGUST 31, 2010 IN THE AMOUNT OF $108,531.30.
Roll call vote. All ayes – Motion Carried (Brenniman, Carlson, Johnson, Kankovsky, Warda, Wiggins and Ward)
Reports of Standing Committees:
Building & Grounds Committee
None
Community Relations Committee
Chair Ms. Carlson will contact committee members to set a date.
Director Relations Committee
Chair Mr. Brenniman will contact committee members to set a date.
Policy Committee
None
Strategic Planning Committee
The Strategic Planning Committee will set a date once Mr. Harris has had the opportunity to meet with staff.
Communications:
The Historical Society sent a thank you note to the Library for a $100 donation.
LIBRARIAN’S REPORT:
The Board reviewed Mr. Harris’s and Department Heads’ written reports.
Dates to remember:
Wednesday, September 15, 11:30 a.m. The monthly Chamber of Commerce lunch is being catered at our Library, and the program includes a tour and explanation of resources we have to help the business community. Trustees are welcome to attend, and the Library will pay for their lunch.
Monday, September 27, 7:30 p.m. Hearing on the 2010-2011 Budget.
Tuesday-Thursday, September 28 – 30. ILA Conference.
Monday, October 4, 7:00 p.m. Friends of the Library Board meeting.
ADJOURNMENT:
There being no further business, Mr. Kankovsky moved, and it was seconded, to adjourn. All ayes, motion carried. Ms. Ward declared the meeting adjourned at 8:27 p.m.
Notes taken by Norma Moore
Approved: __________________________________________ Board Secretary