January 2008 Agendas

February 2008 Agendas

March 2008 Agendas

April 2008 Agendas

May 2008 Agendas

June 2008 Agendas

January 8 2008 Board of Trustees Minutes

BOARD OF TRUSTEES
HELEN M. PLUM MEMORIAL LIBRARY
Minutes – Regular Meeting
January 8, 2008

President Kankovsky called the meeting of the Library Board of Trustees to order at 7:05 p.m. in the Board Room of the Plum Library.

Present: Trustees Kankovsky, Brenniman, Kerr, Ward, Warda and Wiggins.

Absent: Trustee Carlson

Staff Members Present: Amling, Culhane, Harris, Howe, Kee, Ragona, Schehl and Moore.

Visitors: None

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:

None

CHANGES OR ADDITIONS TO THE AGENDA:

Trustee Brenniman requested an addition to the agenda regarding fundraising.

OLD BUSINESS:

President Kankovsky shared some correspondence from our lawyers and wished to remind board members of proper speech. The correspondence stated that Library representatives should be extremely cautious when commenting on persons or companies with whom the Library has business dealings. The brief discussion that followed lead Trustee Kerr to request clarification through a presentation by our lawyers to the Board. Mr. Harris will schedule this.

NEW BUSINESS: REPORTS AND DISCUSSION:

Fund Raising

Trustee Brenniman has scheduled a meeting on Jan. 29, 2008 for Bob Harris, Wayne Kankovsky and himself to meet with Association Development Solutions, a fundraising-consulting firm. The Library will not be charged for this meeting and will be under no obligation. They will report results of the meeting at the next regularly scheduled Board meeting.

Trustee Ward is familiar with other alternatives and said that any outside group the Library uses should specialize in capital campaigns. She asked if funds would be solicited from the immediate community or from grants. She pointed out that the Library should investigate College of DuPage's extensive database on grants.

Strategic plan

The Board reviewed a reformatted version of the plan presented. Mr. Harris requested that a Strategic Planning Committee meeting be scheduled to take place before the next regularly scheduled Board meeting.

Open closed session minutes

The Ad Hoc Committee to Review Closed Session Minutes recommends opening some closed session minutes. Ms. Warda moved that

The Board open closed session minutes of July 18, 2007 and August 14, 2007.

All ayes – Motion Carried

Motion to open closed session minutes

The Policy Committee met on January 3rd. The Board reviewed the following recommendations from that meeting.

Videotapes and DVDs Policy

Ms. Wiggins moved to

adopt the revised Videotape and DVD policy, and incorporate it into the Policy on the Use of Library Materials and Facilities as corrected.

All ayes – Motion Carried

Policy on Holidays

Ms. Wiggins moved to

adopt the Policy on Holidays and incorporate it into the Policy on the Use of Library Materials and Facilities.

All ayes – Motion Carried

Policy on the Use of Materials and Facilities

Ms. Wiggins moved to

adopt the Policy on the Use of Library Materials and Facilities as CORRECTED.

All ayes – Motion Carried

Reference Policy

Ms. Wiggins moved to

adopt the Reference Policy as presented.

All ayes – Motion Carried

Policy Governing Patron Behavior

Ms. Ward moved to

adopt the Policy Governing Patron Behavior as CORRECTED.

All ayes – Motion Carried

Policy on Unattended Children

Ms. Wiggins moved to

adopt the Policy on Unattended Children as presented.

All ayes – Motion Carried

Internet Policy

The Board reviewed the changes proposed and remanded it back to the Policy committee.

Sunday Hours Plan

Mr. Kerr moved to

remove the “Sunday Hours Plan, September 10, 2002” from policies, and incorporate parts of it into other policies as appropriate.

All ayes – Motion Carried

Approval of Minutes

The Board reviewed the minutes of the December 11, 2007 Ad Hoc Committee to Review Closed Session Minutes meeting. Ms. Wiggins moved that:

THE BOARD APPROVE MINUTES OF THE December 11, 2007 Ad Hoc Committee to Review Closed Session Minutes MEETING AS PRESENTED.

All ayes, by committee members – Motion Carried

The Board reviewed the closed session minutes of the December 11, 2007 Ad Hoc Committee to Review Closed Session Minutes meeting. Ms. Warda moved that:

THE BOARD APPROVE closed session MINUTES OF THE December 11, 2007 Ad Hoc Committee to Review Closed Session Minutes MEETING AS PRESENTED.

All ayes, by committee members – Motion Carried

The Board reviewed the minutes of the December 11, 2007 Board meeting. Ms. Warda moved that:

THE BOARD APPROVE MINUTES OF THE DECEMBER 11, 2007 BOARD MEETING AS PRESENTED.

All ayes – Motion Carried

The Board reviewed the minutes of the December 18, 2007 Building and Grounds Committee meeting. Mr. Brenniman moved that:

THE BOARD APPROVE MINUTES OF THE DECEMBER 18 , 2007 Building and Grounds COMMITTEE MEETING AS PRESENTED.

All ayes, by committee members – Motion Carried

The Board reviewed the minutes of the December 19, 2007 Special Boardmeeting. Ms. Wiggins moved that:

THE BOARD APPROVE MINUTES OF THE December 19, 2007 SPECIAL BOARD MEETING AS PRESENTED.

All ayes – Motion Carried

The Board reviewed the minutes of the December 20, 2007 Community Relations Committee meeting. Ms. Ward moved that:

THE BOARD APPROVE MINUTES OF THE DECEMBER 20 , 2007 Community Relations COMMITTEE MEETING AS PRESENTED.

All ayes, by committee members – Motion Carried

The Board reviewed the minutes of the January 3, 2008 Policy Committee meeting. Ms. Wiggins moved that:

THE BOARD APPROVE MINUTES OF THE January 3, 2008 Policy Committee MEETING AS PRESENTED.

All ayes, by committee members – Motion Carried

Financial Reports

Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED DECEMBER 31, 2007 SHOWING A COMBINED BALANCE OF $3,095,518.57 AS PRESENTED.

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

Ms. Warda moved for:

THE ACCEPTANCE OF THE STATEMENT OF REVENUE AND EXPENDITURES VS. ANNUAL BUDGET DATED DECEMBER 31, 2007 AS PRESENTED.

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

Ms. Warda moved for:

THE CONFIRMATION OF THE CASH DISBURSEMENT DETAIL REPORT DATED DECEMBER 1 TO DECEMBER 31, 2007, TOTALING $42,427.05 AS PRESENTED.

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

Reports of Standing Committees:

Building & Grounds
None

Community Relations Committee
None

Director Relations Committee
None

Policy Committee
None

Strategic Planning Committee
None

Communications:
Thank you notes for the Holiday brunch from Carol Meisenheimer and Marlene Schalund
were received and shared with the board.

LIBRARIAN’S REPORT:

Upon a suggestion from Bob Harris, the Board decided that it is no longer necessary to vote on expenditures from the Edgar Robbins Fund. These funds can now be spent at the discretion of the Head of the Young Peoples Department along with the Director's approval.

Thank you to Linda Schehl for coordinating the Inside Writing and Publishing workshop for DuPage County. The first in a series of free seminars will take place Saturday, January 12, 2008 at the Bloomingdale Public Library.

Director Bob Harris has started a Blog.

Trustee Ward asked how the progress on installation of WiFi is coming. Bob responded that Curt Stacey, Head of Information Technology is working on it.

Dates to remember:

* Lombard Bible Church community celebration, January 12, evening

* Building & Grounds Committee meeting, January 15, 9:00 a.m., Board room

* Friends of the Library Board meeting, Monday, January 28, 7:00 p.m., Board room

* Friends of the Library general program, Sunday, February 3, 2:00 p.m. - Bel Sonore Chamber Ensemble

* Community Relations Committee meeting, February 21, 8:30 a.m., Board room

* Illinois Library (lobbying) Day, Thursday, April 10, Springfield

* National Lobby Day, Washington, D.C., May 18, 2008

ADJOURNMENT:

There being no further business, Ms. Wiggins moved to adjourn. Mr. Kankovsky declared the meeting adjourned at 8:28 p.m.

Notes taken by Norma Moore
Approved: __________________ Board Secretary

February 12 2008 Board of Trustees Minutes

BOARD OF TRUSTEES
HELEN M. PLUM MEMORIAL LIBRARY
Minutes – Regular Meeting
February 12, 2008

President Kankovsky 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 Kankovsky, Brenniman, Carlson, Kerr, Ward, Warda and Wiggins.

Absent: None

Staff Members Present: Amling, Culhane, Harris, Kee, Ragona, Schehl, Stacey and Moore.

Visitors: David Hanneman, John Mangold and Jeff Borchardt from Capstone and the Library's lawyer, Roger Ritzman

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:
None

CHANGES OR ADDITIONS TO THE AGENDA:
None

OLD BUSINESS:
None

NEW BUSINESS: REPORTS AND DISCUSSION:
Fund Raising - Capstone
David Hanneman, President of Capstone gave an overview of the fundraising and feasibility study processes his firm supplies and answered questions.

Legal issues - Roger Ritzman
Roger Ritzman provided a handout and discussed defamation and slander and answered questions.

Strategic plan
A revised plan was distributed to The Board for review. Discussion was deferred to the regularly scheduled March Board meeting.

Board self-evaluation
Mr. Brenniman recommended that the current Board self-evaluation form be improved. The Director Relations committee will review it and suggest revisions.

Transfer of unexpended funds from 2006/07
Ms. Warda moved that:

Unexpected funds IN THE AMOUNT OF $295,099 be moved into the Special Reserve Fund.

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

Additional I. T. staff

The Strategic Planning committee has reviewed the extensive I. T. projects list. A lengthy discussion took place about hiring additional full time staff in order to progress with the projects more rapidly. Mr. Kerr suggested that this be remanded back to the Strategic Planning committee for more ideas. A meeting date will be scheduled.

Additional Funding for firewall and a spy ware security appliance

The Strategic Planning committee has recommended immediate release of additional funds needed for a new firewall, as well as spyware firewall. Note that this also adds $5,200 to the 2008/09 budget, and every year thereafter. Ms. Carlson moved to

APPROVE UP TO $13,000 ADDITIONAL FUNDING FROM THE SPECIAL RESERVE FUND FOR A NEW MAIN FIREWALL AND A SPYWARE FIREWALL.

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

Approval of Minutes

The Board reviewed the minutes of the January 8, 2008 Board meeting. Mr. Kerr moved that:

THE BOARD APPROVE MINUTES OF THE January 8, 2008 BOARD MEETING AS CORRECTED.

All ayes – Motion Carried

The Board reviewed the minutes of the January 15, 2008 Building and Grounds Committee meeting. Mr. Kerr moved that:

THE BOARD APPROVE MINUTES OF THE January 15, 2008 Building and Grounds COMMITTEE MEETING AS CORRECTED

All ayes, by committee members – Motion Carried

The Board reviewed the minutes of the February 6, 2008 Strategic Planning Committee meeting. Mr. Kerr moved that:

THE BOARD APPROVE MINUTES OF THE February 6, 2008 Strategic Planning Committee MEETING AS CORRECTED

All ayes, by committee members – Motion Carried

Financial Reports

Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED January 31, 2008 SHOWING A COMBINED BALANCE OF $2,894,790.29 AS PRESENTED.

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

Ms. Warda moved for:

THE ACCEPTANCE OF THE STATEMENT OF REVENUE AND EXPENDITURES VS. ANNUAL BUDGET DATED January 31, 2008 AS PRESENTED.

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

Ms. Warda moved for:

THE CONFIRMATION OF THE CASH DISBURSEMENT DETAIL REPORT DATED JANUARY 1 TO January 31, 2008, TOTALING $118,770.99 AS PRESENTED.

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

Reports of Standing Committees:
Building & Grounds
None

Community Relations Committee
None

Director Relations Committee
The Director's evaluation form was distributed to Trustees.
These need to be completed and returned to Ms. Warda by February 25.

Policy Committee
None

Strategic Planning Committee
None

Communications:
None

LIBRARIAN’S REPORT:

Dates to remember:

* Building and Grounds Committee meeting, February 19, 9:00 a.m., Board room

* Community Relations Committee meeting, February 21, 8:30 a.m., Board room

* Illinois Library (lobbying) Day, Thursday, April 10, Springfield

* National Lobby Day, Washington, D.C., May 18, 2008

ADJOURNMENT:

There being no further business, Ms. Wiggins moved to adjourn.
Mr. Kankovsky declared the meeting adjourned at 10:08 p.m.

Notes taken by Norma Moore

Approved: ______________________________ Board Secretary

March 11 2008 Board of Trustees Minutes

BOARD OF TRUSTEES
HELEN M. PLUM MEMORIAL LIBRARY
Minutes – Regular Meeting
March 11, 2008

President Kankovsky 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 Kankovsky, Brenniman, Carlson, Kerr, Ward, Warda and Wiggins.

Absent: None

Staff Members Present: Amling, Culhane, Harris, Howe, Ragona, and 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:
Engineering Study
Upon the recommendation of the Building and Grounds Committee, the Board decided not to do another engineering study on the state of our building. If we do one, it would be in conjunction with substantial architectural work on our building.

Board actions concerning driveway land exchange
The Board reviewed legal documents relative to the land exchange for the Park District driveway. Ms. Wiggins moved:

To execute a quit claim deed for Parcel A of the Intergovernmental Agreement with the Lombard Park District, dated December 4, 2007 .

All ayes – Motion Carried

Ms. Wiggins moved:

To adopt Ordinance # 2008-1, Declaring the Necessity or Convenience of Use, Occupation or Improvement of Certain Real Estate by the Helen M. Plum Memorial Library AS AMENDED.

All ayes – Motion Carried

Mr. Brenniman moved:

To adopt Resolution # 2008-1, A Resolution Authorizing and Approving the Sale and Conveyance of Certain Property by the Helen M. Plum Memorial Library AS AMENDED.

All ayes – Motion Carried

Ms. Warda moved:

To adopt the Amendment to Intergovernmental Agreement Between the Library and the Park District.

All ayes – Motion Carried

Mr. Brenniman moved:

To execute the Abrogation of Building Line on Plat of Subdivision of Mueller’s Division, DuPage County, Illinois.

All ayes – Motion Carried

Strategic plan
The Strategic Planning Committee voted to recommend to the full Board the adoption of the latest revision of the Strategic Plan. The Board reviewed it. Mr. Kerr moved:

To adopt the Strategic Plan dated February 8, 2008.

All ayes – Motion Carried

Acceptance of proposal from BCA
Mr. Kankovsky asked Burnidge Cassell Associates, the architects we used to plan the new Library in 2004, to give us a proposal to prepare a report of the work they did over several years and present background data to the current Board of Trustees. There was discussion concerning whether it would be worth the cost to educate the newer Trustees and question as to whether or not Trustees who served on the Board at that time could educate the current board on what was done in the past. Mr. Kerr moved:

To accept the proposal from Burnidge Cassell Associates dated February 11, 2008, in the amount of $2,000.

Roll call vote. Ayes - Kankovsky, Brenniman, Kerr, Warda, Wiggins

Nays - Carlson, Ward – Motion Carried

Approval of Minutes
The Board reviewed the minutes of the February 12, 2008 Board meeting. Mr. Brenniman moved that:

THE BOARD APPROVE MINUTES OF THE February 12, 2008 BOARD MEETING AS PRESENTED.

All ayes – Motion Carried

The Board reviewed the minutes of the February 19, 2008 Building and Grounds Committee meeting. Ms. Carlson moved that:

THE BOARD APPROVE MINUTES OF THE February 19, 2008 Building and Grounds COMMITTEE MEETING AS PRESENTED.

All ayes, by committee members – Motion Carried

The Board reviewed the minutes of the February 21, 2008 Community Relations Committee meeting. Ms. Warda moved that:

THE BOARD APPROVE MINUTES OF THE February 21, 2008 Community Relations Committee MEETING AS PREDENTED.

All ayes, by committee members – Motion Carried

The Board reviewed the minutes of the February 21, 2008 Strategic Planning Committee meeting. Ms. Carlson moved that:

THE BOARD APPROVE MINUTES OF THE February 21, 2008 Strategic Planning Committee MEETING AS PRESENTED.

All ayes, by committee members – Motion Carried

The Board reviewed the minutes of the March 5, 2008 Director Relations Committee meeting. Ms. Warda moved that:

THE BOARD APPROVE MINUTES OF THE March 5, 2008 Director Relations Committee MEETING AS PRESENTED.

All ayes, by committee members – Motion Carried

Financial Reports
Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED FEBRUARY 29, 2008 SHOWING A COMBINED BALANCE OF $2,742,851.62 AS PRESENTED.

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

Ms. Warda moved for:

THE ACCEPTANCE OF THE STATEMENT OF REVENUE AND EXPENDITURES VS. ANNUAL BUDGET DATED FEBRUARY 29, 2008 AS PRESENTED.

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

Ms. Warda moved for:

THE CONFIRMATION OF THE CASH DISBURSEMENT DETAIL REPORT DATED FEBRUARY 1 TO FEBRUARY 29, 2008, TOTALING $93,701.87 AS PRESENTED.

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

Reports of Standing Committees:
Building & Grounds
None

Community Relations Committee
None

Director Relations Committee
None

Policy Committee
None

Strategic Planning Committee
None

Communications:
Secretary Wiggins shared the invitation to the annual Business Recognition Awards Luncheon on April 16th at 11:30 am sponsored by the Lombard Chamber.

LIBRARIAN’S REPORT:

Dates to remember:

* Building & Grounds Comm. meeting
+ Wednesday, March 19th at 8:30 a.m., Board room
+ April 15, 9:00 a.m., Board room

* Special Board meeting to hear presentation from fundraising consultants, Wednesday, March 19, 7:00 p.m., Board room

* Friends of the Library Board meeting
+ Monday, March 24, 7:00 p.m., Board room
+ Monday, April 28, 7:00 p.m., Board room

* Policy Committee meeting, Wednesday, March 25, 7:00 p.m., Board room

* Illinois Library (lobbying) Day, Thursday, April 10, Springfield

* Friends of the Library general program, Sunday, April 13, 2:30 p.m. Abner Ganet, a World War II veteran, will speak on the war and concentration camps.

* Community Relations Committee meeting, Thursday, April 17, 8:30 a.m.

* Intergovernmental dinner, April 23, 7:00 p.m., Harry’s Dancing Room, Westin Conference Center

* Director Relations Committee, April 30, 7:00 p.m.

* National Lobby Day, Washington, D.C., May 18, 2008

ADJOURNMENT:
There being no further business, Ms. Wiggins moved to adjourn. Mr. Kankovsky declared the meeting adjourned at 8:06 p.m.

Notes taken by Norma Moore
Approved: ______________________________ Board Secretary

April 8 2008 Board of Trustees Minutes

BOARD OF TRUSTEES
HELEN M. PLUM MEMORIAL LIBRARY
Minutes – Regular Meeting
April 8, 2008

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

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

Absent: None

Staff Members Present: Amling, Culhane, Harris, Howe, Ragona, and Moore.

Visitors: Sarah Meisch from the Lombard Spectator, and Lombard residents, Matt & Dorie Kershaw, John W. Biehl, Bill French, Beth Gelman, Ray & Judy Mazzolini, Mary Ann Eastman, Robert Difino, Stan Fukvoka, Rick & Kris Sirovatka, Deb Dynako, Kathy Talan and Brad Janisch and others.

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:
Brad Janisch, 109 S. Charlotte, urged the Library Board of Trustees to engage in cooperative facilitative discussions with the Village of Lombard, the Lombard School District and the Lombard Park District regarding the 101 S. Main Street property.

Matt Kershaw, 508 S. School, encouraged the Library Board of Trustees to consider possibilities for other properties. He believes that the Library Board should consider a move to the 101 S. Main Street property site as a once in a lifetime opportunity that would benefit the entire community.

Judy Mazzolini, 538 N. Grace, expressed her belief that the library should stay where it is in order to honor the Plum's legacy. She feels that the library should expand on its current site using the property next door.

Beth Gelman representing Lombard Town Center, encouraged the Library's participation in all conversations regarding the property at Main and Parkside.

Trustee Ginny Carlson suggested an open forum so that residents could both hear and comment on the Library's plans. She feels the Library would benefit from tapping into public interest. Trustee Brenniman concurred, adding that it would be a good opportunity to clear up any misconceptions and set the record straight.

CHANGES OR ADDITIONS TO THE AGENDA:
None

OLD BUSINESS:
None

NEW BUSINESS: REPORTS AND DISCUSSION:
Suggestions for discussion at intergovernmental dinner
President Kankovsky asked trustees to notify him if they had suggestions for discussion topics at the upcoming intergovernmental dinner.

Distribution of American Libraries to Trustees
President Kankovsky informally polled the trustees to see if they would be interested in receiving separate copies of the American Libraries publication or a routed copy as opposed to the Director reviewing it regularly and copying pertinent articles for them. Kristi Howe suggested that American Libraries weekly newsletter is available online thru e-mail sign up. It was agreed upon to route one copy.

Review of Illinois Ethics Law, 5 ILCS 430
The Board reviewed Illinois Ethics Law, 5 ILCS 430 as part of the requirement for the annual per capita grant. Mr. Harris noted that our policy calls for creation of an Ethics Commission. Mr. Kankovsky asked trustees to consider people in the community to nominate.

Adoption of Resolution 2008-2, Authorizing Intervention in Certain Tax Appeal Cases
The Board reviewed the resolution. Ms. Wiggins moved that:

THE BOARD ADOPT Resolution 2008-2, "A Resolution authorizing Intervention in Certain Tax Appeal Cases"

All ayes – Motion Carried

Reply to Village concerning 101 S. Main St.
The Board reviewed President Kankovsky's draft response letter to the Village of Lombard concerning 101 S. Main Street. Ms. Warda moved that:

THE BOARD SEND THE LETTER TO THE VILLAGE OF LOMBARD CONCERNING 101 S. MA in STreet AS PRESENTED.

Six ayes, one nay – Motion Carried

Acceptance of pre-reorganization plan
The Board reviewed the "pre-reorganization" plan. Various questions and concerns were addressed. Ms. Carlson moved that:

THE BOARD ADOPT THE CONCEPTS PRESENTED IN THE REPORT DATED MARCH 27, 2008, FOR BUILDING WORK

All ayes – Motion Carried

Acceptance of proposal from DesignGroup for pre-reorganization work
The Board reviewed the proposal from Jack Hedge of DesignGroup to work on the pre-organization plan. Ms. Carlson moved that:

THE BOARD accept the proposal from designgroup for design development and cost estimating on the building plan of March 27, 2008

Ms. Warda asked if accepting this proposal meant discarding the previous work done by DesignGroup. Mr. Kankovsky stated that in fact the previous work done led to this request. Mr. Kerr suggested that the proposal be amended to the reflect any work DesignGroup would need to do with the Village of Lombard in regard to code issues and legally acceptable and biddable drawings or a cost estimate for drawings. Ms. Carlson concurred and withdrew her motion. Mr. Harris will request a new proposal from DesignGroup.

Participation in non-resident library card program

Ms. Warda moved to:

PARTICIPATE IN THE NON-RESIDENT CARD PROGRAM FOR THE YEAR JULY 1, 2008 TO JUNE 30, 2009, AND TO USE THE TAX-BILL FEE FORMULA FOR THE NON-RESIDENT CARD.

All ayes – Motion Carried

Approval of Minutes

The Board reviewed the minutes of the March 11, 2008 Board meeting. Ms. Wiggins moved that:

THE BOARD APPROVE MINUTES OF THE MARCH 11, 2008 BOARD MEETING AS PRESENTED.

All ayes – Motion Carried

The Board reviewed the minutes of the March 19, 2008 Building and Grounds Committee meeting. Mr. Brenniman moved that:

THE BOARD APPROVE MINUTES OF THE MARCH 19, 2008 Building and Grounds COMMITTEE MEETING AS PRESENTED.

All ayes, by committee members – Motion Carried

The Board reviewed the minutes of the April 2, 2008 Director Relations Committee meeting. Ms. Warda moved that:

THE BOARD APPROVE MINUTES OF THE APRIL 2, 2008 Director RELATIONS COMMITTEE MEETING AS PRESENTED

All ayes, by committee members – Motion Carried

The Board reviewed the closed session minutes of the April 2, 2008 Director Relations Committee meeting. Ms. Warda moved that:

THE BOARD APPROVE closed session MINUTES OF THE APRIL 2, 2008 Director Relations Committee MEETING AS PRESENTED

All ayes, by committee members – Motion Carried

Financial Reports

Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED MARCH 31, 2008 SHOWING A COMBINED BALANCE OF $2,569,688.25 AS PRESENTED.

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

Ms. Warda moved for:

THE ACCEPTANCE OF THE STATEMENT OF REVENUE AND EXPENDITURES VS. ANNUAL BUDGET DATED MARCH 31, 2008 AS PRESENTED.

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

Ms. Warda moved for:

THE CONFIRMATION OF THE CASH DISBURSEMENT DETAIL REPORT DATED MARCH 1 TO MARCH 31 , 2008, TOTALING $69,975.76 AS PRESENTED.

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

Reports of Standing Committees:

Building & Grounds
None

Community Relations Committee
None

Director Relations Committee
President Kankovsky expressed his gratitude to the members of the committee
for their hard work on the new Director evaluation process.

Policy Committee
None

Strategic Planning Committee
None

Communications:
None

LIBRARIAN’S REPORT:
Mr. Harris has begun using a new format for his report.

Dates to remember:

* Friends of the Library Board meetings, Monday, April 7, Board room and Monday April 28, Board room

* Friends of the Library general program, Sunday, April 13, 2:30 p.m. Abner Ganet, a World War II veteran, will speak on the war and concentration camps.

* Community Relations Committee meeting, Thursday, April 17, 8:30 a.m.

* DLS Day, Pheasant Fun, Friday, April 25, 8:30 a.m. to 4:00 p.m.

* Director Relations Committee, April 30, 7:00 p.m.

* LACONI Trustee Dinner, May 16, Oak Brook Bath & Tennis Club

* Friends-only special event at the Library, May 16

ADJOURNMENT:
There being no further business, Ms. Warda moved to adjourn to closed session for the purposes of discussing the Director's performance evaluation.

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

The Board went into closed session at 7:48 p.m.

The Board resumed open session at 8:50 p.m.

Present: Trustees Brenniman, Carlson, Kerr, Ward, Warda, Wiggins and Kankovsky

Staff Members Present: Harris

Visitors: None

Mr. Kerr moved, and it was seconded, to approve the performance evaluation as discussed in closed session.

All ayes – Motion Carried.

There being no further business, Mr. Brenniman moved to adjourn.

All ayes – Motion Carried. Mr. Kankovsky declared the meeting adjourned at 9:06 p.m.

Notes taken by Norma Moore

Approved: _____________________________________
Board Secretary

May 13 2008 Board of Trustees Minutes

BOARD OF TRUSTEES
HELEN M. PLUM MEMORIAL LIBRARY
Minutes – Regular Meeting
May 13, 2008

President Kankovsky 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 Kankovsky, Brenniman, Carlson, Warda and Wiggins.

Absent: Trustees Kerr and Ward

Staff Members Present: Amling, Culhane, Howe, Kee, Ragona and Schehl

Visitors:

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:
None

CHANGES OR ADDITIONS TO THE AGENDA:
None

OLD BUSINESS:
None

NEW BUSINESS: REPORTS AND DISCUSSION:
Proposal for public forums
The Board reviewed Mr. Harris's suggestions for planning two public forums. Mr. Brenniman would like to have definitive plans with regard to re-organization or new building before the forums take place. The Board decided the following:

* Two public forums will be scheduled, one on a Saturday at 2:00 p.m. and one on a Wednesday evening at 7:00 p.m. hopefully in June.
* Scheduling should specifically avoid conflict with other village meetings
* At least four trustees should be present at each forum.
* Wayne Kankovsky or Bob Harris will act as chairman.
* Mr. Harris will need to check with Jack Hedge of DesignGroup about his schedule. Mr. Hedge should only attend if it could be incorporated with another one of his visits to the library.
* No food or drink will be served.
* Chairs in rows, table at the front for trustees.
* Comment cards and/or question cards will be made available.
* The focus of the forums will be on future plans without addressing specific funding or referendum.

Report on intergovernmental dinner
Trustee Kankovsky reported on the intergovernmental dinner he attended.

Report on DLS Day
Trustee Kankovsky reported on the programs he attended at DLS Day

Report on ILA Library Day in Springfield
Trustee Brenniman reported on his attendance at the ILA Library Day in Springfield. He met with Representatives Pihos, Ribolletti and Biggins and Senators Cronin and Pankau on supporting library issues.

Candidates for ethics commission
According to the Ethics Policy, a three person Ethics Commission should be appointed.
Mr. Kankovsky recommended John Schroder and/or Kathy Schroder, 1342 S. Rebecca (630) 620 5448, District 44 School Board. Any other suggestions should be forwarded to Bob Harris.

Bylaws vote
The Board reviewed the reference checks provided by Mr. Harris. Ms. Warda moved that:

THE BOARD WAIVE THE BYLAWS REQUIREMENT CALLING FOR THREE QUOTATIONS FOR INDIVIDUAL EXPENDITURES OVER $5,000, AND TO ACCEPT THE PROPOSAL FROM PRUEHS & ASSOCIATES FOR A FUND RAISING FEASIBILITY STUDY FOR $26,475.

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

Acceptance of proposal from DesignGroup for pre-reorganization work
Ms. Carlson moved that:

THE BOARD accept the proposal OF APRIL 13, 2008 from designgroup for design CONCEPTUAL DESIGN AND COST ESTIMATE ON A PRE-ORGANIZATION PROJECT, IN THE AMOUNT OF $15,100.

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

Waive bylaws to award contract for boiler repair
Mr. Brenniman requested that Mr. Harris review the bylaws for any restrictions that may be in place with regard to waiving written bylaws. Ms. Carlson moved that:

THE BOARD WAIVE THE BYLAWS REQUIREMENT CALLING FOR THREE QUOTATIONS FOR INDIVIDUAL EXPENDITURES OVER $5,000, AND TO ACCEPT THE PROPOSAL FROM CRUISE BOILER AND REPAIR CO. FOR REPAIR TO THE PACIFIC BOILER IN THE AMOUNT OF $7,880.

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

Closing the library August 5 for an in-service day
Ms. Warda moved that:

THE BOARD CLOSE THE LIBRARY ON TUESDAY, AUGUST 5, 2008 FOR A LIBRARY IN-SERVICE DAY.

All ayes – Motion Carried

Comments at Bill Lichter’s retirement party
The Board decided not to make a speech at Bill Lichter's retirement party.

Approval of Minutes
The Board reviewed the minutes of the April 8, 2008 Board meeting. Ms. Wiggins moved that:

THE BOARD APPROVE MINUTES OF THE April 8, 2008 BOARD MEETING AS PRESENTED.

All ayes – Motion Carried

The Board reviewed the closed session minutes of the April 8, 2008 Board meeting.
Ms. Wiggins moved that:

THE BOARD APPROVE closed session MINUTES OF THE April 8, 2008 BOARD MEETING AS PRESENTED.

All ayes – Motion Carried

The Board reviewed the minutes of the April 15, 2008 Building and Grounds Committee meeting. Mr. Brenniman moved that:

THE BOARD APPROVE MINUTES OF THE April 15, 2008 Building and Grounds COMMITTEE MEETING AS PRESENTED.

All ayes, by committee members – Motion Carried

The Board reviewed the minutes of the April 17, 2008 Community Relations Committee meeting.
Ms. Wiggins moved that:

THE BOARD APPROVE MINUTES OF THE April 17, 2008 Community Relations Committee MEETING AS PRESENTED.

All ayes, by committee members – Motion Carried

The Board reviewed the minutes of the, April 29, 2008 Special Board meeting. Ms. Wiggins moved that:

THE BOARD APPROVE MINUTES OF THE, April 29, 2008 Special Board meeting AS PRESENTED.

All ayes – Motion Carried

The Board reviewed the minutes of the April 30, 2008 Director Relations Committee meeting.
Ms. Warda moved that:

THE BOARD APPROVE MINUTES OF THE April 30, 2008 Director RELATIONS COMMITTEE MEETING AS PRESENTED.

All ayes, by committee members – Motion Carried

The Board reviewed the closed session minutes of the April 30, 2008 Director Relations Committee meeting. Ms. Warda moved that:

THE BOARD APPROVE closed session MINUTES OF THE April 30, 2008 Director Relations Committee MEETING AS PRESENTED.

All ayes, by committee members – Motion Carried

The Board reviewed the minutes of the, May 6, 2008Special Board meeting.
Ms. Wiggins moved that:

THE BOARD APPROVE MINUTES OF THE, May 6, 2008 Special Board meeting AS PRESENTED.

All ayes – Motion Carried

Financial Reports:
Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED April 30, 2008 SHOWING A COMBINED BALANCE OF $2,437,896.56 AS PRESENTED.

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

Ms. Warda moved for:

THE ACCEPTANCE OF THE STATEMENT OF REVENUE AND EXPENDITURES VS. ANNUAL BUDGET DATED April 30, 2008 AS PRESENTED.

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

Ms. Warda moved for:

THE CONFIRMATION OF THE CASH DISBURSEMENT DETAIL REPORT DATED April 1 to 30, 2008 in the amount of $59,946.37 AS PRESENTED.

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

Reports of Standing Committees:

Building & Grounds
None

Community Relations Committee
None

Director Relations Committee
None

Policy Committee
None

Strategic Planning Committee
None

Communications:
None

LIBRARIAN’S REPORT:

The Board reviewed the written report.

Dates to remember:

* Friends of the Library Board meeting, Monday, June 23, Board room

* Friends of the Library "Members Only Night", Friday, May 16, 6:30 p.m.

* LACONI Trustee Dinner, May 16, Oak Brook Bath & Tennis Club

* Lilac Parade, Sunday, May 18, 1:30 p.m.

* Policy Committee meeting, Monday, May 19, 7:00 p.m., Board Room

* Building and Grounds Committee meeting, Tuesday, May 20, 8:30 a.m., Training Room

* Bill Lichter's, Retirement Party, Tuesday, May 27, Westin Conference Center, 4:30 to 8:30, speeches at 7:00 p.m.

ADJOURNMENT:

There being no further business, Ms. Warda moved to adjourn. Mr. Kankovsky declared the meeting adjourned at 8:40 p.m.

Notes taken by Denise Ragona

Approved: ______________________________

Board Secretary

June 10 2008 Board of Trustees Minutes

BOARD OF TRUSTEES
HELEN M. PLUM MEMORIAL LIBRARY
Minutes – Regular Meeting
June 10, 2008

President Kankovsky called the meeting of the Library Board of Trustees to order at 7:02 p.m. in the Board Room
of the Plum Library.

Present: Trustees Brenniman, Kerr, Ward, Warda, Wiggins and Kankovsky.

Absent: Trustee Carlson

Staff Members Present: Amling, Culhane, Harris, Moore, Ragona and Stacey

Visitors: John Pruehs and Janelle Barcelona from Pruehs & Associates

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:
None

CHANGES OR ADDITIONS TO THE AGENDA:
Wayne Kankovsky added discussion of a recent Daily Herald article.

OLD BUSINESS:
None

NEW BUSINESS: REPORTS AND DISCUSSION:
Pruehs & Associates
John Pruehs and Janelle Barcelona from Pruehs & Associates presented the progress to date on the Fundraising feasibility study. The Board of Trustees received a "who do you know" sheet to complete of possible interviewees. Board members suggested various names. Bob Harris authorized a $500 expenditure to purchase 2 network databases.

Pre-reorganization
Bob Harris presented a needs statement as requested by Pruehs & Associates as a basis for explanation of the fundraising efforts. He also requested clarification regarding the purpose of the Library's fundraising effort. The topic was discussed and President Kankovsky informally polled the Board. The final consensus was that funds raised would be primarily for a reorganization/renovation of the current building as outlined in DesignGroup's October 2007 reorganization study. Expansion is not on the table at this time. The board discussed the best way to present a fundraising effort .

Report on report on ALA Lobby Day and LACONI dinner
Trustee Cindy Ward gave a brief verbal reported on the ALA Lobby Day and the LACONI dinner she attended. Written reports will follow.

Commit funds for training
The Board discussed the in-service scheduled for August 5, 2008. Ms. Ward asked if this amount was reasonable and customary. Mr. Harris assured her that it was. Ms. Wiggins moved that:

THE BOARD COMMIT AN ADDITIONAL $5,000 FROM THE 2007/08 OPERATING BUDGET, TO COVER THE COST OF THE AUGUST 2008 IN-SERVICE.

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

Adoption of policies
The Board reviewed existing policies showing changes as recommended by the Policy Committee. Mr. Brenniman suggested that Mr. Harris forward the Drug and Alcohol Free Policy - Patrons to the Library attorneys for review. Mr. Kankovsky moved that:

THE BOARD ADOPT THE FOLLOWING POLICIES AS RECOMMENDED BY THE POLICY COMMITTEE:

Drug and Alcohol Free Policy - Patrons

Use of Library Materials and Facilities

Privacy Policy

Internet Policy

Personnel Policies

Overview
Appointments
Termination of Employment
Attendance and Schedules
Leave of Absence
Illness or Death in the Family
Jury Duty
Sick Leave
Vacations
Holidays
Personal Business Days
Salaries
Staff Development
Accidents
Discipline
Grievance Procedure
Recognition
Sexual Harassment
Tuition Reimbursement
Drug and Alcohol Free Policy - Staff
Training and Travel
Background Checks
Staff Records

All ayes – Motion Carried

Acceptance of bid for chiller replacement
Our consultant has reviewed the two bids received, asked any questions he had of the two companies submitting and made his recommendation. The board discussed his recommendation and issues surrounding it with the help of Denise Ragona, Business Manager. Ms. Ward moved that:

THE BOARD ACCEPT A BID FOR CHILLER REPLACEMENT IN THE AMOUNT OF $89,777.00 FROM SERVICE MECHANICAL .

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

Appointment of ad-hoc committee to review closed session minutes
Trustees Kerr, Wiggins, and Kankovsky volunteered to serve on the ad-hoc committee to review closed session minutes. The newly appointed committee will meet on Tuesday, July 8, 2008 at 6:30 p.m. in the Board room.

Approval of Minutes
The Board reviewed the minutes of the May 13, 2008 Board meeting. Mr. Brenniman moved that:

THE BOARD APPROVE MINUTES OF THE May 13, 2008 BOARD MEETING AS CORRECTED.

All ayes – Motion Carried

The Board reviewed the minutes of the May 19, 2008 Policy Committee meeting, Ms. Wiggins moved that:

THE BOARD APPROVE MINUTES OF THE May 19, 2008 Policy COMMITTEE MEETING AS PRESENTED.

All ayes, by committee members – Motion Carried

Financial Reports:

Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED MAY 31, 2008 SHOWING A COMBINED BALANCE OF $2,259,780.59 AS PRESENTED.

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

Ms. Warda moved for:

THE ACCEPTANCE OF THE STATEMENT OF REVENUE AND EXPENDITURES VS. ANNUAL BUDGET DATED MAY 31, 2008 AS PRESENTED.

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

Ms. Warda moved for:

THE CONFIRMATION OF THE CASH DISBURSEMENT DETAIL REPORT DATED MAY 1 TO May 31, 2008 in the amount of $ 132,146.80 AS PRESENTED.

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

Reports of Standing Committees:

Building & Grounds
None

Community Relations Committee
None

Director Relations Committee
None

Policy Committee
None

Strategic Planning Committee
None

Communications:

The Board received two thank you notes. One was from Deb Cimino expressing gratitude for reimbursement for the cost of her library classes at C.O.D. and one was from Marlene Schalund thanking Mr. Harris and Kristi Howe for their efforts and time in planning the staff luncheon

LIBRARIAN’S REPORT:

The Board reviewed the written report and discussed automation projects. Curt Stacey estimates that Wifi will be available in approximately six weeks.

Dates to remember:

Building and Grounds Committee meeting, Tuesday, June 17, 8:30 a.m., Board room

Community Relations Committee meeting Thursday, June 19, 8:30 a.m., Training Room

Friends of the Library Board meeting, Monday, June 23, 7:00 p.m., Board room

Policy Committee meeting Monday, June 30, 7:00 p.m., Board Room

Illinois Library Association Conference, Tuesday, September 23 - Friday September 26

DAILY HERALD ARTICLE:

President Kankovsky discussed his interpretation of a recent Daily Herald article with the Board.

He suggested that the Trustees be on the lookout for cooperative opportunities.

ADJOURNMENT:

There being no further business, Mr. Brenniman moved to adjourn.
Mr. Kankovsky declared the meeting adjourned at 9:40 p.m.

Notes taken by Norma Moore

Approved: ______________________________

Board Secretary

July 2008 Agendas

August 2008 Agendas

September 2008 Agendas

October 2008 Agendas

November 2008 Agendas

December 2008 Agendas

July 8 2008 Board of Trustees Minutes

BOARD OF TRUSTEES
HELEN M. PLUM MEMORIAL LIBRARY
Minutes – Regular Meeting
July 8, 2008

Vice President Kerr called the meeting of the Library Board of Trustees to order at 7:05 p.m. in the
Board Room of the Plum Library.

Present: Trustees Brenniman, Carlson, Kerr, Ward, Warda and Wiggins.

Absent: Trustee Kankovsky.

Staff Members Present: Amling, Harris, Kee and Moore

Visitors: None

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:
None

CHANGES OR ADDITIONS TO THE AGENDA:
Ms. Carlson requested that the Board discuss collecting the email addresses of patrons. Ms. Ward requested the Board discuss efforts to lead the community in conservation. Conservation will be discussed at the regularly schedule August Board meeting.

OLD BUSINESS:
None

NEW BUSINESS: REPORTS AND DISCUSSION:
Annual Report
Mr. Harris presented two documents pertaining to the annual report for 2007/08, a summary from the State Annual Report and the "Annual Report for 2007/08 per 75 ILCS 5/4-10." The Board reviewed both as mandated by state law.

Review of Open Meetings Act
The Board reviewed the Open Meetings Act as part of the Per Capita Grant requirement.

Review of Freedom of Information Act
The Board reviewed the Freedom of Information Act as part of the Per Capita Grant requirement.

Review progress on Serving Our Public, Chapter IX
The Board reviewed the Serving Our Public, Chapter IX as part of the Per Capita Grant requirement.

Allow raffle tickets to be sold for rain barrel
Mr. Harris has been asked to find space to display a rain barrel, which is to be raffled off to raise funds for the Conservation Committee of the Lombard Garden Club. The library has been asked to sell raffle tickets in conjunction with its display. The sale of tickets would require a vote by the Board for an exception to our policy, which reads:

No person shall be permitted to place in the Library any box, receptacle, or canister which solicits monetary donations nor shall any exhibit be permitted which advocates or solicits consideration of a product or item sold by any commercial or charitable enterprise.

Ms. Warda moved, and it was seconded, that:

THE BOARD ALLOW AN EXCEPTION TO THE POLICY ON EXHIBITS OF OCTOBER 10, 2006, TO PERMIT THE LIBRARY TO SELL RAIN BARREL RAFFLE TICKETS TO BENEFIT THE CONSERVATION COMMITTEE OF THE LOMBARD GARDEN CLUB.

Roll Call vote – Brenniman - No, Carlson – No, Kerr - No, Ward - Abstain, Warda - Yes

Wiggins – Yes. Two ayes, three nay, one abstain – Motion Denied

The Board discussed further options. Ms. Carlson moved, and it was seconded, that:

THE BOARD PERMIT THE LIBRARY TO DISPLAY THE RAIN BARREL WITH AN ADVERTISEMENT TO PURCHASE RAFFLE TICKETS ELSEWHERE.

Roll Call vote – Brenniman - No, Carlson – Yes, Kerr - Yes, Ward - Abstain, Warda - No
Wiggins – Yes. Three ayes, two nay, one abstain – Motion Passed

Adoption of policies
The Board reviewed existing policies showing changes as recommended by the Policy Committee.
Ms. Wiggins moved, and it was seconded, that:

THE BOARD ADOPT THE FOLLOWING POLICIES AS RECOMMENDED BY THE POLICY COMMITTEE:

Personnel Policies

Classification

Hours

Insurance

Freedom of Information Policy

Prohibited Gifts

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

Ms. Wiggins moved, and it was seconded, that:

THE BOARD REMOVE THE FOLLOWING POLICIES AS RECOMMENDED BY THE POLICY COMMITTEE:

General Objectives, 3/12/74

Ethics Statement for Public Library Trustees, 7/10/02

Policy on Gifts, 12/11/73

Library Closing - Extreme Emergency Situations, 1/12/88

Bill of Rights, 5/11/93

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

Approval of minutes:
The Board reviewed the minutes of the June 10, 2008 Board meeting. Mr. Brenniman moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE JUNE 10, 2008 BOARD MEETING AS CORRECTED.

All ayes – Motion Carried

The Board reviewed the minutes of the June 19, 2008 Community Relations Committee meeting, Ms. Ward moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE JUNE 19, 2008 COMMUNITY RELATIONS COMMITTEE MEETING AS CORRECTED.

All ayes, by committee members – Motion Carried

The Board reviewed the minutes of the June 25, 2008 Building and Grounds Committee meeting, Ms. Carlson moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE JUNE 25, 2008 BUILDING AND GROUNDS COMMITTEE MEETING AS CORRECTED.

All ayes, by committee members – Motion Carried

The Board reviewed the minutes of the June 30, 2008 Policy Committee meeting, Ms. Wiggins moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE June 30, 2008 POLICY COMMITTEE MEETING AS PRESENTED.

All ayes, by committee members – Motion Carried

Financial Reports:

Business Office Manager, Denise Ragona will present the Investment Report dated June 30, 2008 and the Statement of Revenue and Expenditures vs. Annual Budget dated June 30, 2008 at the next regularly scheduled Board meeting. Ms. Warda moved, and it was seconded, for:

THE CONFIRMATION OF THE CASH DISBURSEMENT DETAIL REPORT DATED JUNE 1 TO JUNE 30, 2008 IN THE AMOUNT OF $139,679.30 AS PRESENTED.

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

Reports of Standing Committees:

Building & Grounds
None

Community Relations Committee
None

Director Relations Committee
A meeting to review the Board Self Evaluation is scheduled for August 19, 7:00 p.m., Board room.

Policy Committee
The next Policy Committee meeting will be on September 2, 2008.

Strategic Planning Committee
None

Communications:
None

LIBRARIAN’S REPORT:

The Board reviewed the written report and discussed automation projects.

Dates to remember:

Building and Grounds Committee meeting, Monday, July 14, 7:00 p.m., Board room

In-service Day, Library Closed, August 5, 2008

Community Relations Committee meeting, Thursday, August 21, 8:30 a.m., Board Room

Policy Committee meeting, Tuesday, September 2, Training room

Illinois Library Association Conference, Tuesday, September 23 - Friday September 26

ADJOURNMENT:

There being no further business, Mr. Brenniman moved to adjourn. Mr. Kerr declared the meeting adjourned at 9:08 p.m.

Notes taken by Norma Moore

Approved: ______________________________

Board Secretary

August 12 2008 Board of Trustees Minutes

BOARD OF TRUSTEES
HELEN M. PLUM MEMORIAL LIBRARY
Minutes – Regular Meeting
August 12, 2008

President Kankovsky called the meeting of the Library Board of Trustees to order at 7:04 p.m. in the Board Room of the Plum Library.

Present: Trustees Brenniman, Carlson, Kankovsky, Kerr, Warda and Wiggins.

Absent: Trustee Ward.

Staff Members Present: Culhane, Harris, Howe, Ragona and Moore

Visitors: Kay Palecek, Merle Branner, Linda Slusar, Sharon Comstock, Craig Zomchek, Mardi Kaplan, Jessica Dickerson, Greg Gibbs

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:
Ms. Jessica Dickerson addressed the Board of Trustees with a complaint regarding the alleged rude manner in which she was treated by an employee she did not name. She also felt dismissed by the Director when she brought her concerns to him. She has written a letter that Mr. Harris should be receiving soon. The Board will review and discuss the matter once her letter has been received.

CHANGES OR ADDITIONS TO THE AGENDA:
None

OLD BUSINESS:
None

NEW BUSINESS: REPORTS AND DISCUSSION:

Waiving minimum requirement for quotes

Mr. Brenniman stated that the action of waiving any written Board policy or bylaws should be a rare exception. He expressed concern as to whether this is being done too often particularly in regard to Article 5, section 2, of our bylaws which states:

At least three quotations must be secured in advance on individual expenditures over $5,000. The formal bid process must be used for expenditures of $10,000 or more.

This was remanded to the Policy committee and it was noted that the bylaws are due for review and revision in December 2008.

Award to scholarship recipients

Ms. Wiggins moved, and it was seconded, to:

AWARD THE ROBBINS SCHOLARSHIPS TO THE FOLLOWING PEOPLE IN THE FOLLOWING AMOUNTS:

MS. MERLE BRANNER, $2,000 – DOMINICAN UNIVERSITY

MS. RACHEL SLOUGH, $2,000 – INDIANA UNIVERSITY

MS. PATRICIA SALVATINI, $2,000 – UNIVERSITY OF ILLINOIS

MS. MARY JO MINARICH, $500 – JOLIET JUNIOR COLLEGE

MS. KAY PALECEK, $500 – COLLEGE OF LAKE COUNTY

All ayes – Motion Carried

A brief reception was held to honor the Robbins Scholarship recipients. Ms. Branner and Ms. Palacek, both in attendance, extended their gratitude to both the Library Board of Trustees and the judges, Ms. Sharon Comstock and Linda Slusar, who were also present.

Elevator contract award

The Board reviewed the Bidder Evaluation for Elevator Upgrades Report in order to award the elevator contract. Ms. Wiggins moved, and it was seconded,

TO AWARD THE CONTRACT TO ANDERSON ELEVATOR COMPANY IN AN AMOUNT NOT TO EXCEED $64,480.00 PER THE BID DOCUMENTS ISSUED JULY 18, 2008.

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

Adoption of ADA transition plan, 2008

The Board reviewed a revised ADA transition plan. Ms Wiggins moved, and it was seconded,

TO ADOPT THE 2008 ADA TRANSITION PLAN.

All ayes – Motion Carried

Apply for per capita grant

The Board reviewed the application for the FY 2009 per capita grant. Ms. Warda moved, and it was seconded,

TO APPLY FOR THE FY 2009 PER CAPITA GRANT.

All ayes – Motion Carried

Opening of closed session minutes

Upon recommendation of the Ad Hoc Committee to Review Closed Session Minutes, Ms. Wiggins moved, and it was seconded that:

THE BOARD OPEN THE FOLLOWING CLOSED SESSION MINUTES:

March 8, 2003
March 11, 2003
April 8, 2003
April 14, 2003
September 13, 2005
January 18, 2007
August 29, 2007
December 11, 2007
April 2, 2008
April 8, 2008

All ayes – Motion Carried

Approval of minutes:

The Board reviewed the minutes of the July 8, 2008 Open Session of the Ad Hoc Committee to Review Closed Session Minutes meeting. Ms. Wiggins moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE JULY 8, 2008 OPEN SESSION OF THE AD HOC COMMITTEE TO REVIEW CLOSED SESSION MINUTES MEETING AS PRESENTED.

All ayes – Motion Carried

The Board reviewed the minutes of the July 8, 2008 Closed Session of the Ad Hoc Committee to Review Closed Session Minutes meeting. Ms. Wiggins moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE JULY 8, 2008 CLOSED SESSION OF THE AD HOC COMMITTEE TO REVIEW CLOSED SESSION MINUTES MEETING AS PRESENTED.

All ayes – Motion Carried

The Board reviewed the minutes of the July 8, 2008 Board meeting. Mr. Brenniman moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE JULY 8, 2008 BOARD MEETING AS PRESENTED.

All ayes – Motion Carried

The Board reviewed the minutes of the July 14, 2008 Building and Grounds Committee meeting. Mr. Brenniman moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE JULY 14, 2008 BUILDING AND GROUNDS COMMITTEE MEETING AS PRESENTED.

All ayes, by committee members – Motion Carried

The Board reviewed the minutes of the July 26, 2008 Special Board meeting. Mr. Kerr moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE JULY 26, 2008 SPECIAL BOARD MEETING AS CORRECTED.

All ayes – Motion Carried

Financial Reports:

Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED JUNE 30, 2008 SHOWING A COMBINED BALANCE OF $3,179,912.94 AS PRESENTED.

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

Ms. Warda moved for:

THE ACCEPTANCE OF THE STATEMENT OF REVENUE AND EXPENDITURES VS. ANNUAL BUDGET DATED JUNE 30, 2008 AS PRESENTED.

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

Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED JULY 31, 2008 SHOWING A COMBINED BALANCE OF $3,037,762.47 AS PRESENTED.

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

Ms. Warda moved for:

THE ACCEPTANCE OF THE STATEMENT OF REVENUE AND EXPENDITURES VS. ANNUAL BUDGET DATED JULY 31, 2008 AS PRESENTED.

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

Ms. Warda moved for:

THE CONFIRMATION OF THE CASH DISBURSEMENT DETAIL REPORT DATED JULY 1 TO JULY 31, 2008 IN THE AMOUNT OF $110,298.76 AS PRESENTED.

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

Reports of Standing Committees:

Building & Grounds
None

Community Relations Committee
None

Director Relations Committee
The August 19 th meeting to review the Board Self Evaluation needs to be rescheduled.

Policy Committee
None

Strategic Planning Committee
None

Communications:
None

LIBRARIAN’S REPORT:
The Board reviewed Mr. Harris’s and Department Head’s written reports.
Ms. Carlson and Ms. Warda expressed concern over Curt Stacey’s dismissal of Alan Harrington, IT system administrator.
Ms. Carlson commended Jan O’Connell (Adult Services) for her High School outreach efforts and suggested that they include Willowbrook High School as well as Glenbard East.
Ms. Carlson suggested that a Trustee join Laura Schindler (Adult Services) and Circulation at the upcoming Lombard Senior Fair on September 24.
After reviewing written reports, Ms. Warda highly praised the staff and expressed amazement at all of the work that gets accomplished.
Ms. Carlson would like the library to begin collecting patron e-mail addresses. Mr. Harris will soon be doing this through his blog and Karen Kee is activating Millennium and developing a plan.
The Library will be providing access on each Internet computer to “First Class”, software that allows students to communicate with schools in districts 44 and 87. Mr. Kankovsky mentioned that Madison School will host a training session on August 20, 2008.

Dates to remember:

Building and Grounds Committee meeting, Tuesday, August 19, 8:30 a.m., Board room

Community Relations Committee meeting, Thursday, August 21, 8:30 a.m., Board Room

Friends of the Library Board meeting, Monday, August 25, 7:00 p.m., Board Room

Special Board Meeting, Tuesday, August 26, 7:00 p.m., Board Room

Policy Committee meeting, Tuesday, September 2, 7:00 p.m., Training Room

Illinois Library Association Conference, Tuesday, September 23 - Friday September 26

Director Relations Committee meeting, Tuesday, September 30, 7:00 p.m., Board Room

ADJOURNMENT:

There being no further business, Mr. Brenniman moved to adjourn.
Mr. Kankovsky declared the meeting adjourned at 8:34 p.m.
Notes taken by Norma Moore

Approved: ______________________________
Board Secretary

September 9 2008 Board of Trustees Minutes

BOARD OF TRUSTEES
HELEN M. PLUM MEMORIAL LIBRARY
Minutes – Regular Meeting
September 9, 2008

President Kankovsky called the meeting of the Library Board of Trustees to order at 7:02 pm in the Board Room of the Plum Library.

Present: Trustees Brenniman, Carlson, Kerr, Ward, Wiggins and, Kankovsky

Absent: Trustee Warda.

Staff Members Present: Harris, Howe, Kee, Ragona and Moore

Visitors: None

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:
Denise Ragona, 502 E. Washington, addressed the Board with her concerns. She stated that she has been employed with the Library for 6 years and has seen different plans but no change. The staff has been cooperative, involved and helpful. She now feels it is up to the Board to act. She fears that everything will stop moving forward because some members of the Board are chasing a 3 ½ million dollar dream. Raising any amount of money will be a lot of work and in the mean time the building, staff and patrons have huge needs now. The desire to give the public daily access to the 2 nd floor arose more than two years ago and now the Board seems to have shifted its focus to the house/property next door. A 3 ½ million dollar project is not practical in these economic times and she asks the Board to be prudent. What can we do with what we have? She further asked the Board to stop re-analyzing the 12 pt. plan. We currently have a lot of ideas and analysis but no progress. If we have the money to demolish the house next door we should put those funds to better use in the building first, after all, some of our furnishings date back to 1978. She asked the Board to stop waiting to do anything until we can do everything.

CHANGES OR ADDITIONS TO THE AGENDA:
None

OLD BUSINESS:
None

NEW BUSINESS: REPORTS AND DISCUSSION:
Proposal for use of 126 W. Maple
Mr. Harris presented the Board with a written report outlining the possible options for the house at 126 W. Maple. Option 1: Improve the appearance of the house, and option 2: Demolish the house and reseed the lawn, or create parking. Ms. Wiggins asked if there is money in the budget to demolish the house. Mr. Harris responded that when the issue arose in years past an amount was placed in the budget but not in the current budget.

Mr. Kerr noted that the Building and Grounds committee recommended to the full board that the house be demolished in order to remove public perception that using the house is a viable option.

The Board asked Mr. Harris to obtain quotes by September 18 th to demolish the house (including re-grading and fence removal). Within the course of Board discussion middle management and administrative team members argued that demolishing the house next door also sends a message to the public that Library plans include a more immediate use of the space. They asked for a clear sense of direction from the Board to better inform the staff and patrons when they ask.

Proposal for benches and picnic table
Mr. Harris submitted his written plan for additional benches and a picnic table. The Board directed him to buy them

Green Libraries
Cindy Ward is increasingly interested in the Library taking a leadership role as a model in community for recycling issues. Ms. Ward mentioned a few of the ideas that the DuPage Library System website promotes. She thinks it would be wonderful for public relations as well. The ABITIBI paper retriever recycling/fundraising program is an interesting idea. Denise Ragona concurred but stated that the Library does not have a suitable place for the bin/s. Further discussion was remanded to the Building and Grounds committee.

Adoption of policies

The Board reviewed existing policies showing changes as recommended by the Policy Committee.

Ms. Wiggins moved, and it was seconded, that:

THE BOARD ELIMINATE THE FINANCIAL POLICY DATED JANUARY 12, 1999.

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

Ms. Carlson moved, and it was seconded, that:

THE BOARD ADOPT THE FOLLOWING POLICIES AS RECOMMENDED BY THE POLICY COMMITTEE:

Drug and Alcohol Free – Staff

Drug and Alcohol Free – Patrons

Exhibits

General Financial Policy

Investment Policy

Policy on Authority to Spend

Policy on Routine Banking Procedures

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

Approval of minutes:

The Board reviewed the minutes of the August 12, 2008 Board meeting. Ms. Wiggins moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE AUGUST 12, 2008 BOARD MEETING AS PRESENTED.

All ayes – Motion Carried

The minutes of the August 12, 2008 noted that Jessica Dickerson addressed the Board of Trustees with a complaint and that she said she had written a letter that Mr. Harris. The Board had decided to discuss the matter once her letter has been received. To date, a letter from Ms. Jessica Dickerson has not been received.

Ms. Carlson asked if Alan Harrington, IT system administrator will be replaced. Mr. Harris responded that Curt Stacey is currently interviewing but has not hired anyone. Ms. Carlson asked also about Karen Kee activating Millennium and developing a plan to collect e-mail addresses. Ms. Kee brought the Board up-to-date with her progress.

The Board reviewed the minutes of the August 19, 2008 Building and Grounds Committee meeting. Mr. Brenniman moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE AUGUST 19, 2008 BUILDING AND GROUNDS COMMITTEE MEETING AS CORRECTED.

All ayes, by committee members – Motion Carried

The Board reviewed the minutes of the August 21, 2008 Community Relations Committee meeting. Ms Wiggins moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE AUGUST 21, 2008 COMMUNITY RELATIONS COMMITTEE MEETING AS CORRECTED.

All ayes, by committee members – Motion Carried

The Board reviewed the minutes of the September 2, 2008 Policy Committee meeting. Mr. Kerr moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE SEPTEMBER 2, 2008 POLICY COMMITTEE MEETING AS PRESENTED .

All ayes, by committee members – Motion Carried

Financial Reports:

Ms. Wiggins moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED AUGUST 31, 2008 SHOWING A COMBINED BALANCE OF $2,805,367.43 AS PRESENTED.

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

Ms. Wiggins moved for:

THE ACCEPTANCE OF THE STATEMENT OF REVENUE AND EXPENDITURES VS. ANNUAL BUDGET DATED AUGUST 31, 2008 AS PRESENTED.

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

Ms. Wiggins moved for:

THE CONFIRMATION OF THE CASH DISBURSEMENT DETAIL REPORT DATED AUGUST 1 TO AUGUST 31, 2008 IN THE AMOUNT OF $115,814.31 AS PRESENTED.

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

Reports of Standing Committees:

Building & Grounds
The Building and Grounds Committee meeting scheduled for Sept. 16, 2008 has been cancelled.

Community Relations Committee
None

Director Relations Committee
None

Policy Committee
None

Strategic Planning Committee
None

Communications:
None

LIBRARIAN’S REPORT:

The Board reviewed Mr. Harris’s and Department Head’s written reports.

Mr. Harris would like to abolish the YP Programming account as such. He and Denise Ragona are currently examining the history and use of the funds.

Mr. Harris discussed safety vs. security with Park District representatives with regard to the decorative fencing idea on the plaza deck.

The Board designated Mr. Harris to vote on a DLS Board Trustee seat.

Dates to remember:

Friends of the Library Board meeting, Mon., Sept. 22, 7:00 p.m., Board Room

Special Board Meeting, Thurs., Sept. 18, 7:00 p.m., Training Room

Illinois Library Association Conference, Tues., Sept. 23 – Fri. Sept. 26

Director Relations Committee meeting, Tues., Sept. 30, 7:00 p.m., Board Room

Community Relations Committee meeting, Thurs., Oct. 16, 8:30 a.m., Training Room

The Board learned of a person who wanted to donate a large amount of money to improve the circulation desk.

The Board discussed the Park Board's reaction to the lack of Library action on neighboring property.

ADJOURNMENT:

There being no further business, Ms. Wiggins moved to adjourn. Mr. Kankovsky declared the meeting adjourned at 9:00 p.m.

Notes taken by Norma Moore

Approved: __________________________________________ Board Secretary

October 14 2008 Board of Trustees Minutes

BOARD OF TRUSTEES
HELEN M. PLUM MEMORIAL LIBRARY
Minutes – Regular Meeting
October 14, 2008

President Kankovsky called the meeting of the Library Board of Trustees to order at 7:00 pm in the Board Room of the Plum Library.

Present: Trustees Brenniman, Carlson, Kerr, Ward, Warda, Wiggins and Kankovsky

Absent: None

Staff Members Present: Amling, Culhane, Harris, Kee, Ragona and Moore

Visitors: None

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:
None

CHANGES OR ADDITIONS TO THE AGENDA:
At the request of Mr. Brenniman, the Board discussed appointing a citizen’s fundraising committee. Mr. Harris will be sending thank you letters to participants in the Pruehs and Associates interviews. He will peruse the database lists that Pruehs and Associates used and compile a list of 10-12 people who might be interested in participating on such a committee. Further discussion will take place at the regularly scheduled November Board meeting.

At the request of Mr. Brenniman, the Board discussed whether or not to make an exception to the meeting room policy to allow a group to meet more than 12 times a year, and chose not to do so.

OLD BUSINESS:
None

NEW BUSINESS: REPORTS AND DISCUSSION:
DLS Trustee Roundtable
Trustees Ward and Wiggins gave a verbal report on the recent Trustee roundtable they attended at the Bloomingdale Public Library.

ILA Conference
Mr. Harris shared his written notes on the conference and Trustees Warda and Carlson gave a verbal report on the Illinois Library Association Trustee Day.

Library reorganization:

Mr. Harris provided his written recommendations for a building reorganization plan. The plan lists prices as quoted from a construction company, not actual costs. He is hopeful that we may be able to do more than is listed. The Board discussed various aspects of the plan. Ms. Carlson cautioned that without the use of a trained professional the results may have a hodgepodge appearance. Mr. Kerr concurred and said that a professional interior designer would select furniture, signage and color schemes to create a cohesive design. Ms. Carlson moved, and it was seconded

TO DIRECT MR. HARRIS TO WORK WITH BUILDING PROFESSIONALS AS NEEDED SO AS TO PROVIDE REORGANIZATION OF LIBRARY SPACES, IN AN AMOUNT NOT TO EXCEED $400,000, FROM LIBRARY RESERVES.

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

Approval of minutes:

The Board reviewed the minutes of the September 9, 2008 Board meeting. Ms. Wiggins moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE SEPTEMBER 9, 2008 BOARD MEETING AS CORRECTED.

All ayes – Motion Carried

The Board reviewed the minutes of the September 18, 2008 Special Board meeting. Ms. Wiggins moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE SEPTEMBER 18, 2008 SPECIAL BOARD MEETING AS CORRECTED.

All ayes, by committee members – Motion Carried

The Board reviewed the minutes of the September 30, 2008 Director Relations Committee meeting and received the new Board self evaluation forms. Mr. Brenniman moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE SEPTEMBER 30, 2008 DIRECTOR RELATIONS COMMITTEE MEETING AS CORRECTED.

All ayes, by committee members – Motion Carried

Financial Reports:

Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED SEPTEMBER 30, 2008 SHOWING A COMBINED BALANCE OF $3,678,924.78 AS PRESENTED.

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

Ms. Wiggins moved for:

THE ACCEPTANCE OF THE STATEMENT OF REVENUE AND EXPENDITURES VS. ANNUAL BUDGET DATED SEPTEMBER 30, 2008 AS PRESENTED.

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

Ms. Wiggins moved for:

THE CONFIRMATION OF THE CASH DISBURSEMENT DETAIL REPORT DATED SEPTEMBER 1 TO SEPTEMBER 30, 2008 IN THE AMOUNT OF $111,258.47 AS PRESENTED.

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

Reports of Standing Committees:

Building & Grounds
The Building and Grounds Committee meeting scheduled for Sept. 16, 2008 has been cancelled.

Community Relations Committee
None

Director Relations Committee
The revised Board Self Evaluation forms were distributed. Trustees should complete them by October 31 st (anonymously if they wish). Mr. Brenniman offered to compile the results of the forms and have them ready for inclusion in the November Board packet, assembled on November 6th.

Policy Committee
None

Strategic Planning Committee
None

Communications:
Ms. Wiggins read a darling thank you note from Courtney Alstott who won tickets for “Walking with the Dinosaurs” from the Library.

LIBRARIAN’S REPORT:
The Board reviewed Mr. Harris’s and Department Head’s written reports.

Ms. Ward suggested that the Community Relations committee review the anonymous complaint letter that Mr. Harris received.

Ms. Amling, Marketing Coordinator, said that she is working along with Mr. Stacey, IT head, to review staff suggestions for a new web page. She anticipates choosing a web page designer in the next 3 months. Trustee Kerr urged that they get the job done in the next 30 days.

Ms. Kee, Head of Circulation, clarified the process of e-mail address collection.

The Trustees approve of adding the new bike rack but said it may not be lit well enough.

The subject of community forums arose. Mr. Kerr stated that given the nature of the improvements planned there may be no need for us to hold community forums. Public relations could invite the public to actually see and experience progress as it is made. Mr. Brenniman said that it is important to present the problem as a whole, (that we still need an addition), otherwise we may never go to referendum. Although no consensus was made, two forum dates (one weeknight and one Saturday) will not be planned until after the holidays, if at all.

Ms. Ward asked the Board to keep in mind that community forums should be the means to a goal and not the goal itself. The topic will be discussed more at the next Board meeting.

Dates to remember:

Community Relations Committee meeting, Thurs., Oct. 23, 8:30 a.m., Training Room

Chamber of Commerce Business Expo, Thurs., Oct 23, 10:00 a.m. to 3:00 p.m.

Friends of the Library Board meeting, Mon., Oct. 27, 7:00 p.m., Board Room

October 28 is the first day to circulate petitions for the April 7 Trustee elections. Terms expire for Trustees Carlson, Kerr, Ward and Wiggins.

Friends of the Library program “Creepy Classics”, Wed. Oct. 29, 6:30 p.m.

Special Board Meeting to review the 2009/2010 budget, Mon. Nov. 3, 7:00 p.m., Board Room

DLS Legislative Breakfast, Mon. Nov. 17, 8:30 to 11:00 a.m.

ADJOURNMENT:
There being no further business, Mr. Kerr moved to adjourn. Mr. Kankovsky declared the meeting adjourned at 8:50 p.m.

Notes taken by Norma Moore

Approved: __________________________________________ Board Secretary

November 11 2008 Board of Trustees Minutes

BOARD OF TRUSTEES
HELEN M. PLUM MEMORIAL LIBRARY
Minutes – Regular Meeting
November 11, 2008

President Kankovsky called the meeting of the Library Board of Trustees to order at 7:00 pm in the Board Room of the Plum Library.

Present: Trustees Brenniman, Carlson, Kerr, Ward, Warda, Wiggins and Kankovsky

Absent: None

Staff Members Present: Amling, Culhane, Harris, Howe, Kee, Ragona, Schehl and Moore

Visitors: Michael Cipolla, from Knutte & Associates

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:
None

CHANGES OR ADDITIONS TO THE AGENDA:
The Board will review the Library audit for 2007/2008 at the beginning of the meeting in order to hear from auditor, Michael Cipolla.

OLD BUSINESS:
None

NEW BUSINESS: REPORTS AND DISCUSSION:
Library audit for 2007/2008

The Board reviewed the Library audit for 2007/2008. Michael Cipolla from Knutte & Associates was available to answer questions. Ms. Warda moved and it was seconded to,

ACCEPT THE AUDIT REPORT FOR 2007/08 AS PRESENTED.

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

Board self-evaluation
The Board reviewed the summarized findings of the completed Board self-evaluations.

Community Forums
The Board discussed reasons for holding community forums. Community Forums would be helpful in order to get the community involved in fundraising efforts; however, keeping the community up-to-date regarding plans and dispelling any miscommunications can be done via public relations.

Fundraising
Mr. Harris said it is important for the Board to convey what we will be raising funds for. He will put together a volunteer committee based on information ascertained from Pruehs and Associates. This committee should be in place prior to moving forward with community forums.

Transfer of excess revenue over expenditures to reserves, from 2007/2008

Ms. Warda moved, and it was seconded,

TO TRANSFER EXCESS REVENUES OVER EXPENDITURES FROM 2007/2008 IN THE AMOUNT OF $174, 478 TO THE SPECIAL RESERVE FUND.

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

Close library for annual recognition brunch
The Board agreed that no motion is necessary in order to close the Library all morning, Wednesday, December 12, 2008 for the annual holiday and recognition brunch, and to open to the public at 1:00 p.m.

Approval of minutes:
The Board reviewed the minutes of the October 14, 2008 Board meeting. Mr. Brenniman moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE OCTOBER 14, 2008 BOARD MEETING AS PRESENTED.

All ayes – Motion Carried

The Board reviewed the minutes of the November 3, 2008 Special Board meeting. Ms. Ward moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE NOVEMBER 3, 2008 SPECIAL BOARD MEETING AS PRESENTED.

All ayes, – Motion Carried

The Board reviewed the minutes of the October 23, 2008 Community Relations Committee meeting. Ms. Ward moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE OCTOBER 23, 2008 COMMUNITY RELATIONS COMMITTEE MEETING AS CORRECTED.

All ayes, by committee members – Motion Carried

Financial Reports:

Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED OCTOBER 31, 2008 SHOWING A COMBINED BALANCE OF $3,551,822.57 AS PRESENTED.

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

Ms. Warda moved for:

THE ACCEPTANCE OF THE STATEMENT OF REVENUE AND EXPENDITURES VS. ANNUAL BUDGET DATED OCTOBER 31, 2008 AS PRESENTED.

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

Ms. Warda moved for:

THE CONFIRMATION OF THE CASH DISBURSEMENT DETAIL REPORT DATED OCTOBER 1 TO OCTOBER 31, 2008 IN THE AMOUNT OF $83,239.43 AS PRESENTED.

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

Reports of Standing Committees:

Building & Grounds
None

Community Relations Committee
None

Director Relations Committee
None

Policy Committee
None

Strategic Planning Committee
None

Communications:
None

LIBRARIAN’S REPORT:
The Board reviewed Mr. Harris’s and Department Head’s written reports.

Mr. Harris is in the process of meeting with construction management companies to implement some of the phases of the 12-point plan. He expects to hire a company soon and is developing a timeline for project. He anticipates completion of these first few phases by the end of March, 2009.

Ms. Ward asked if Mr. Harris or the staff have sensed any public displeasure to the closing of the two second floor meeting rooms for the construction project. The staff noted that most groups with dates booked were able to be moved into the auditorium on the dates available. However, staff also reiterated the ongoing public requests for a small private meeting room.

Mr. Harris is working with the Village of Lombard and the Park District to coordinate a sculpture show on the plaza deck during the summer of 2009.

Ms. Ward noted that two job postings for Information Technology Managers given to Trustees are interesting and might be good information. Mr. Harris was unaware of them or who distributed them to Trustees.

Dates to remember:

DLS Legislative Breakfast

Monday, November 17, 8:30 to 11 a.m., Bloomingdale Library

We are closed the following days as holidays

The day before Thanksgiving, November 26

The day before Christmas, December 24

The day before New Year’s, December 31

Policy Committee meeting

Monday, December 1, 7:00 p.m., Board Room

Holiday Brunch

Wednesday, December 17, 9:00 a.m. to 1:00 p.m., Villa Nova

Friends of the Library Board meeting

Monday, January 12, 7:00 p.m., Board Room

ADJOURNMENT:
There being no further business, Ms. Warda moved to adjourn. All ayes, motion carried. Mr. Kankovsky declared the meeting adjourned at 8:56 p.m.
Notes taken by Norma Moore
Approved: __________________________________________ Board Secretary

December 9 2008 Board of Trustees Minutes

BOARD OF TRUSTEES
HELEN M. PLUM MEMORIAL LIBRARY
Minutes – Regular Meeting
December 9, 2008

President Kankovsky called the meeting of the Library Board of Trustees to order at 7:00 pm in the Board Room of the Plum Library.

Present: Trustees Brenniman, Carlson, Kerr, Ward, Warda, and Kankovsky. Trustee Wiggins arrived at 7:20 pm.

Absent: None

Staff Members Present: Amling, Harris, Howe, Kee, Ragona, and Moore

Visitors: Kathryn Grondin of the Daily Herald and David Hulseberg from the Village of Lombard

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:
None

CHANGES OR ADDITIONS TO THE AGENDA:
None

OLD BUSINESS:
None

NEW BUSINESS: REPORTS AND DISCUSSION:
Report on DLS Legislative Breakfast – Trustees Carlson and Kankovsky
The Board heard a verbal report from Trustees Carlson and Kankovsky about the recent DLS Legislative Breakfast.

Conversion to district library
The Board heard a request from Village Manager David Hulseberg for our library to convert to a district library. The Board discussed various issues with regard to a conversion. Among them: elections, IMRF and Social Security, tax cap and referendum, electric bills for municipal buildings and annexation. The Board tabled further discussion until more information can be gathered. They will continue to take this request under advisement.

Appoint Committee to Review Closed Session Minutes
Trustees Carlson, Ward and Kankovsky volunteered to serve on the Committee to Review Closed Session Minutes.

Vote to affirm 2009 holiday schedule
The Board discussed the 2009 holiday schedule. It is shown below .

Closed:

Thursday, January 1 - New Year's Day
Sunday, April 12 - Easter UNPAID
Sunday, May 17 - Lilac Parade Day UNPAID
Sunday, May 24 - Sunday before Memorial Day UNPAID
Monday, May 25 - Memorial Day
Saturday, July 4 - Independence Day
Sunday, July 5 – Independence Day Sunday UNPAID - special for 2009 only
Sunday, September 6 – Sunday before Labor Day UNPAID
Monday, September 7 - Labor Day
Wednesday, November 25
Thursday, November 26 - Thanksgiving
Thursday, December 24 - Christmas Eve
Friday, December 25 - Christmas
Thursday, December 31

Ms. Ward moved, and it was seconded to:

AFFIRM THE 2009 HOLIDAY SCHEDULE AS PRESENTED.

All ayes – Motion Carried

Mr. Harris will survey to determine other library positions on Thanksgiving holiday closings. The Board agreed to discuss this further and amend the holiday schedule if necessary.

Approval of policies:
Ms. Wiggins moved, and it was seconded, to:

APPROVE THE DISPOSAL OF SURPLUS LIBRARY MATERIALS POLICY
AS RECOMMENDED BY THE POLICY COMMITTEE.

All ayes – Motion Carried

Ms. Wiggins moved, and it was seconded, to:

APPROVE THE NON-TAX FUNDS POLICY AS RECOMMENDED BY THE POLICY COMMITTEE.

All ayes – Motion Carried

Ms. Wiggins moved, and it was seconded, to:

APPROVE THE BYLAWS AS RECOMMENDED BY THE POLICY COMMITTEE.

All ayes – Motion Carried

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

APPROVE THE FRIENDS OF THE LIBRARY POLICY AS RECOMMENDED BY THE POLICY COMMITTEE.

All ayes – Motion Carried

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

APPROVE THE MEETING ROOMS POLICY RECOMMENDED BY THE POLICY COMMITTEE AS AMENDED.

All ayes – Motion Carried

Approval of minutes:
The Board reviewed the minutes of the November 11, 2008 Board meeting. Ms. Carlson moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE NOVEMBER 11, 2008 BOARD MEETING AS PRESENTED.

All ayes – Motion Carried

The Board reviewed the minutes of the December 1, 2008 Policy Committee meeting. Ms. Wiggins moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE DECEMBER 1, 2008 POLICY COMMITTEE MEETING AS PRESENTED.

All ayes, by committee members – Motion Carried

Financial Reports:

Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED NOVEMBER 30, 2008 SHOWING A COMBINED BALANCE OF $3,371,618.10 AS PRESENTED.

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

Ms. Warda moved for:

THE ACCEPTANCE OF THE STATEMENT OF REVENUE AND EXPENDITURES VS. ANNUAL BUDGET DATED NOVEMBER 30, 2008 AS PRESENTED.

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

Ms. Warda moved for:

THE CONFIRMATION OF THE CASH DISBURSEMENT DETAIL REPORT DATED NOVEMBER 1 TO NOVEMBER 30, 2008 IN THE AMOUNT OF $127,601.14 AS PRESENTED.

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

Reports of Standing Committees:
Building & Grounds
None

Community Relations Committee
None

Director Relations Committee
None

Policy Committee
None

Strategic Planning Committee
None

Communications:
None

LIBRARIAN’S REPORT:
The Board reviewed Mr. Harris’s and Department Head’s written reports.

Mr. Harris continues to research fundraising. He reiterated that it is essential for the Board to convey what in particular we wish to raise funds for, before moving forward with the effort to form a volunteer committee and plan community forums. Trustees suggested targeting a piece of the current reorganization plan. Mr. Harris continues to progress with the reorganization of library spaces. As a cost effective plan is being developed the scope of work is being refined. He suggested that as we progress further the purpose for which to raise funds may become apparent.

Some Trustees expressed concerns over the lack of progress with regard to technology. Mr. Kankovsky urged them to bear in mind internal improvements made rather than only external transparent improvements.

Jennifer Amling and Kristi Howe fielded questions regarding the new webpage timeline.

Dates to remember:

Holiday Brunch
Wednesday, December 17, 9:00 a.m. to 1:00 p.m., Villa Nova

We are closed the following days as holidays
The day before Christmas, December 24
The day before New Year’s, December 31

Building & Grounds Comm. meeting (TENTATIVE)
Tuesday, December 16, 8:30 a.m., Board Room
Tuesday, January 13, 8:30 a.m.

Friends of the Library Board meeting
Monday, January 12, 7:00 p.m., Board Room

Community Relations Comm. meeting
Thursday, January 15, 8:30 a.m.

Filing dates for Trustee petitions at the Village Hall
Monday, January 19 to Monday, January 26

Friends of the Library program
Sunday, January 25, 2:00 p.m.

ADJOURNMENT:

There being no further business, Mr. Kerr moved to adjourn. All ayes, motion carried. Mr. Kankovsky declared the meeting adjourned at 9:05 p.m.
Notes taken by Norma Moore

Approved: __________________________________________ Board Secretary

January 2009 Agendas

February 2009 Agendas

March 2009 Agendas

April 2009 Agendas

May 2009 Agendas

June 2009 Agendas

January 13 2009 Board of Trustees Minutes

BOARD OF TRUSTEES
HELEN M. PLUM MEMORIAL LIBRARY
Minutes – Regular Meeting
January 13, 2009

President Kankovsky called the meeting of the Library Board of Trustees to order at 7:03 p.m. in the Auditorium of the Plum Library.

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

Absent: None

Staff Members Present: Amling, Harris, Howe, Kee, Ragona, Schehl and Moore

Visitors: Bob Kay, Library Attorney and Kris Johnson, 376 Elizabeth.

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:
None

CHANGES OR ADDITIONS TO THE AGENDA:
None

OLD BUSINESS:
None

NEW BUSINESS: REPORTS AND DISCUSSION:
IMRF/FICA employer’s share
The Board discussed converting to a district library. Library attorney, Bob Kay was present to assist with the discussions. Various aspects of conversion were covered. Among them:

Providing “transparency” to the taxpayers

The cost of payments and proposed increase of the employer’s share of IMRF and Social Security

The village plans to delete these library retirement expenses from their 2009/2010 budget

The payment of electric bills

Provisions of the Property Tax Extension Limitation Act

The procedure for transferring the tax

The Board discussed the Library’s options. It was decided to have Mr. Harris and Mr. Kankovsky draft a letter to Village Trustees informing them of the Library Boards intention to progress toward converting to a library district by resolution in time to be able to submit the 2009 tax year levy to pay employer’s share of IMRF and FICA, as well as the Library’s electric bill, effective June 1, 2010. The Library will request that the Village continue to pay for the IMRF and FICA expenses for library employees for fiscal year 2009-2010, until May 31, 2010 since the Library’s 2008 levy has already been submitted.

Mr. Kay advised us that, as part of the conversion process, we can petition the court to include a levy amount to include funding to meet our obligations, such as the employer’s share of IMRF and FICA, as well as the electric bill which we would have to pay.

The Library will hire BMO Capital Markets GKST, Inc., to work with the Village to verify the financial information we need.

Fundraising
Mr. Kankovsky commented, and the Board agreed, that since a fundraising amount and purpose is not clearly defined at this time, discussion can be deferred.

Approval of minutes:
The Board reviewed the minutes of the December 9, 2008 Board meeting. Mr. Brenniman moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE DECEMBER 9, 2008 BOARD MEETING AS PRESENTED.

All ayes – Motion Carried

Financial Reports:
Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED DECEMBER 31, 2008 SHOWING A COMBINED BALANCE OF $3,111,561.13 AS PRESENTED.

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

Ms. Warda moved for:

THE ACCEPTANCE OF THE STATEMENT OF REVENUE AND EXPENDITURES VS. ANNUAL BUDGET DATED DECEMBER 31, 2008 AS PRESENTED.

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

Ms. Warda moved for:

THE CONFIRMATION OF THE CASH DISBURSEMENT DETAIL REPORT DATED DECEMBER 1 TO DECEMBER 31 , 2008 IN THE AMOUNT OF $90,571.88 AS PRESENTED.

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

Reports of Standing Committees:
Building & Grounds
The meeting set for January 20, 2009 will need to be rescheduled.

Community Relations Committee
None

Director Relations Committee
None

Policy Committee
None

Strategic Planning Committee
None

Communications:
Ms. Wiggins shared three notes from staff thanking the Board of Trustees for the Christmas brunch and gift certificates.

LIBRARIAN’S REPORT:
The Board reviewed Mr. Harris’s and Department Head’s written reports.
Mr. Harris expressed his concerns over the unreliability of scheduling off duty policemen on Tuesday evenings. The Board encouraged him to consider finding a more reliable service.

Dates to remember:

The Friends of the Library Board meeting originally scheduled for
Monday, January 12, 7:00 p.m., Board Room has been rescheduled for
Monday, January 26, 7:00 p.m., Storyhour room

Community Relations Comm. meeting
Thursday, January 15, 8:30 a.m.

Filing dates for Trustee petitions at the Village Hall
Tuesday, January 20 to Monday, January 26

Friends of the Library program
Sunday, January 25, 2:00 p.m.

Policy Committee meeting
Wednesday, February 25, 7 p.m., Story time room

ILA Trustee Forum Workshop, Marriott Hickory Ridge Conference Center, Lisle
Saturday, February 28

DLS Day, Pheasant Run Resort, St. Charles
Monday, May 18

ADJOURNMENT:
There being no further business, Ms. Wiggins moved, and it was seconded, to adjourn. All ayes, motion carried. Mr. Kankovsky declared the meeting adjourned at 8:47 p.m.

Notes taken by Norma Moore
Approved: __________________________________________ Board Secretary

February 10 2009 Board of Trustees Minutes

BOARD OF TRUSTEES
HELEN M. PLUM MEMORIAL LIBRARY
Minutes – Regular Meeting
February 10, 2009

President Kankovsky 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, Kerr, Ward, Warda, Wiggins and Kankovsky.

Absent: None

Staff Members Present: Amling, Harris, Howe, Kee, Ragona, Schehl and Moore

Visitors: Carol Reiman, 528 Green Valley Drive

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:
None

CHANGES OR ADDITIONS TO THE AGENDA:
None

OLD BUSINESS:
None

NEW BUSINESS: REPORTS AND DISCUSSION:
IMRF/FICA employer’s share

The Board discussed the proposed intergovernmental agreement offered by the Village concerning our retirement funding. Mr. Harris does not recommend signing the agreement as written, as it would expose the Library to significant costs we can’t afford, particularly if the Village offers early retirement. Mr. Harris urged Trustees to be in contact with Village officials to be sure they are fully aware of the ramifications to the Library. Mr. Harris will send the trustees an email outlining the points to cover on this issue when they meet or discuss this topic with the Village officials/trustees.

Open closed session minutes

Upon recommendation of the Ad Hoc Committee to Review Closed Session Minutes, Ms. Ward moved, and it was seconded that:

THE BOARD OPEN THE FOLLOWING CLOSED SESSION MINUTES:

December 20, 2004
June 14, 2005
April 11, 2006
July 23, 2007
July 8, 2008

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

Approval of minutes:
The Board reviewed the meeting minutes of the Ad Hoc Committee to Review Closed Session Minutes dated January 13, 2009. Ms. Carlson moved, and it was seconded, that:

THE BOARD APPROVE THE MEETING MINUTES OF THE AD HOC COMMITTEE TO REVIEW CLOSED SESSION MINUTES DATED JANUARY 13, 2009 AS CORRECTED.

All ayes by committee members– Motion Carried

The Board reviewed the meeting minutes of the Closed Session of the Ad Hoc Committee to Review Closed Session Minutes dated January 13, 2009. Ms. Ward moved, and it was seconded, that:

THE BOARD APPROVE THE MEETING MINUTES OF THE CLOSED SESSION OF THE AD HOC COMMITTEE TO REVIEW CLOSED SESSION MINUTES DATED JANUARY 13, 2009 AS CORRECTED.

All ayes by committee members– Motion Carried

The Board reviewed the minutes of the January 13, 2009 Board meeting. Ms. Warda moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE JANUARY 13, 2009 BOARD MEETING, AS PRESENTED.

All ayes – Motion Carried

The Board reviewed the minutes of the January 15, 2009 Community Relations Committee meeting. Ms. Wiggins moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE JANUARY 15, 2009 COMMUNITY RELATIONS COMMITTEE AS PRESENTED.

All ayes by committee members– Motion Carried

The Board reviewed the minutes of the January 29, 2009 Building and Grounds Committee meeting. Mr. Kerr moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE JANUARY 29, 2009 BUILDING AND GROUNDS COMMITTEE AS CORRECTED.

All ayes by committee members– Motion Carried

Financial Reports:

Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED JANUARY 31, 2009 SHOWING A COMBINED BALANCE OF $2,914,323.48 AS PRESENTED.

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

Ms. Warda moved for:

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

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

Ms. Warda moved for:

THE CONFIRMATION OF THE CASH DISBURSEMENT DETAIL REPORT DATED JANUARY 1, 2009 TO JANUARY 31, 2009 IN THE AMOUNT OF $73,399.90 AS PRESENTED.

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

Reports of Standing Committees:

Building & Grounds
None

Community Relations Committee
Ms. Ward noted that the Community Relations Committee has written a new charge statement that will be presented to the Policy Committee.

Director Relations Committee
None

Policy Committee
None

Strategic Planning Committee
None

Communications:
Ms. Wiggins shared a thank you note from Claudia Krauspe.

LIBRARIAN’S REPORT:

The Board reviewed Mr. Harris’s and Department Head’s written reports. Mr. Kankovsky noted that the current statistics report shows attendance at an average of 700 people a day.

Mr. Harris has hired OEC Business Interiors for the Library space reorganization. He is prepared to hire a contractor but is waiting to have their fee restructured. It is not yet known when any work will begin.

The Board discussed some ideas to alleviate the problems caused by the homeless community. Mr. Harris views this as a community wide problem, not just library problem.

Dates to remember:

Friends of the Library Board meeting
Monday, February 23, 7:00 p.m., Elmhurst Clinic meeting room

Policy Committee meeting
Wednesday, February 25, 7 p.m., Story time room

ILA Trustee Forum Workshop, Marriott Hickory Ridge Conference Center, Lisle
Saturday, February 28

Friends of the Library general meeting
Sunday, April 19, 2:00 p.m.

ILA Legislative Day, Springfield
Strategy Dinner, Wednesday, April 22
Lobby Day, Thursday, April 23

DLS Day, Pheasant Run Resort, St. Charles
Monday, May 18

ADJOURNMENT:

There being no further business, Ms. Wiggins moved, and it was seconded, to adjourn. All ayes, motion carried. Mr. Kankovsky declared the meeting adjourned at 8:11 p.m.

Notes taken by Norma Moore

Approved: __________________________________________ Board Secretary

March 10 2009 Board of Trustees Minutes

BOARD OF TRUSTEES
HELEN M. PLUM MEMORIAL LIBRARY
Minutes – Regular Meeting
March 10, 2009

President Kankovsky 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, Kerr, Ward, Warda, Wiggins and Kankovsky.

Absent: None

Staff Members Present: Amling, Harris, Howe, Kee, Schehl and Moore

Visitors: Kris Johnson, 376 S. Elizabeth

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:
None

CHANGES OR ADDITIONS TO THE AGENDA:
None

OLD BUSINESS:
Mr. Kankovsky reported that the recent Library/Kiwanis “Read around the World” program was a success. There were 15-20 children and their parents in attendance.

NEW BUSINESS: REPORTS AND DISCUSSION:

IMRF/FICA employer’s share
The Board discussed the pending Intergovernmental Agreement between the Library and the Village of Lombard. It was suggested that we reply with a variation as soon as possible.
Mr. Kankovsky and Mr. Harris will work on new wording and seek out legal review. It should circulate via email to Trustees within the next couple of days.

The Board reviewed the letter from our law office to Ms. Anna Harkins, Assistant State’s Attorney regarding the conversion process of a Local Library to a District Library. The letter addresses the need for further discussion about the Tax Extension Limitation Law in order to resolve any potential concerns. Trustees agreed that it would be important to schedule a meeting with legal representation and the Village of Lombard in order to avoid any misunderstandings.

Policies
The Board reviewed changes to policies as recommended by the Policy Committee as shown below:

B-9. Bylaws. The Board reviewed the recommended changes to the Bylaws. A vote will be taken at the regularly scheduled April Board meeting.

B-10. Indemnification / Insurance. The Policy Committee recommended keeping the content essentially as is, but changing the form from a resolution to a policy. Mr. Kerr moved, and it was seconded, to

APPROVE THE INDEMNIFICATION / INSURANCE POLICY AS AMENDED.

All ayes – Motion Carried

B-11. Search warrants - conventional. The Policy Committee recommended keeping this policy as is. Ms. Wiggins moved, and it was seconded, to:

AFFIRM THE SEARCH WARRANTS - CONVENTIONAL POLICY AS IT EXISTS.

All ayes – Motion Carried

B-12. Search warrants - PATRIOT ACT. The Policy Committee recommended keeping this policy as is. Ms. Wiggins moved, and it was seconded, to:

AFFIRM THE SEARCH WARRANTS - PATRIOT ACT POLICY AS IT EXISTS.

All ayes – Motion Carried

B. Use of contractors. The Policy Committee recommended that this list of administrative guidelines be eliminated as a policy. Ms. Ward moved, and it was seconded, to:

REMOVE THE USE OF CONTRACTORS POLICY FROM THE LIBRARY POLICIES.

All ayes – Motion Carried

B. Smoking. The Policy Committee recommended that this be eliminated; as it is already in our patron behavior rules. Ms Carlson moved, and it was seconded, to:

REMOVE THE SMOKING POLICY FROM THE LIBRARY POLICIES.

All ayes – Motion Carried

C. School cooperation. The Policy Committee Recommend that this list of guidelines be eliminated as a policy. Ms. Wiggins moved, and it was seconded, to:

REMOVE THE SCHOOL COOPERATION POLICY FROM THE LIBRARY POLICIES.

All ayes – Motion Carried

C-1. Exhibits. The Policy Committee recommended the refined policy that addresses three essential ways in which people want to use our facilities to promote their own interests—by providing materials for distribution (quantities of leaflets, free newsletters, etc.); personal collections (art displays, collectibles, etc.); and single posters, flyers and signs. . Ms. Carlson moved, and it was seconded, to:

REPLACE THE POLICY ON EXHIBITS WITH THE POLICY ON EXHIBITS, POSTERS AND BROCHURES.

All ayes – Motion Carried

U-1. Policy on the use of library materials and facilities. Upon Mr. Harris’s recommendation the Policy Committee concurred that the Days and Hours of Service portion of the policy should be amended to reflect that the Library will close at 5 p.m. on the day before Thanksgiving. Ms. Wiggins moved, and it was seconded, to:

TO APPROVE THE POLICY ON THE USE OF LIBRARY MATERIALS AND FACILITIES IS POLICY AS AMENDED.

All ayes – Motion Carried

U-5. Materials Selection Policy. The Board reviewed the Materials Selection Policy as amended Ms. Wiggins moved, and it was seconded, to:

TO APPROVE THE MATERIALS SELECTION POLICY AS AMENDED.

All ayes – Motion Carried

Approval of minutes:
The Board reviewed the minutes of the February 10, 2009 Board meeting. Ms. Wiggins moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE FEBRUARY 10, 2009 BOARD MEETING, AS PRESENTED.

All ayes – Motion Carried

The Board reviewed the minutes of the February 25, 2009 Policy Committee meeting. Ms. Wiggins moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE FEBRUARY 25, 2009 POLICY COMMITTEE AS PRESENTED.

All ayes by committee members– Motion Carried

Financial Reports:
Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED FEBRUARY 28, 2009 SHOWING A COMBINED BALANCE OF $2,774,061.06 AS PRESENTED.

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

Ms. Warda moved for:

THE ACCEPTANCE OF THE STATEMENT OF REVENUE AND EXPENDITURES
VS. ANNUAL BUDGET DATED FEBRUARY 28, 2009 AS PRESENTED.

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

Ms. Warda moved for:

THE CONFIRMATION OF THE CASH DISBURSEMENT DETAIL REPORT DATED FEBRUARY 1 TO 28, 2009 IN THE AMOUNT OF $75,275.79 AS PRESENTED.

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

Reports of Standing Committees:
Building & Grounds
None

Community Relations Committee
None

Director Relations Committee
The Board reviewed the proposed recommendations for the Director’s evaluation procedure. The next meeting of the Director Relations Committee will be Wed. March 18 at 6:00 p.m.

Policy Committee
None

Strategic Planning Committee
None

Communications:
Ms. Wiggins shared a thank you note from Kathleen Iozzo for flowers she received from the Board after her recent surgery. Mr. Kankovsky notified the Board that Secretary of State, Jesse White has granted us $53,000 for the per capita grant. The Library should receive the funds this summer.

LIBRARIAN’S REPORT:
The Board reviewed Mr. Harris’s and Department Head’s written reports. Mr. Harris presented the new library card that Karen Kee has designed and announced plans to eliminate the patron card file utilizing a signature pad system instead. All circulation stations will soon have the capacity to issue new library cards. He also noted plans to eliminate the current information desk having the telephone answered in the circulation work room.

Trustees questioned when we will see construction evidence of the reorganization project and whether or not we will be done by May 2009. Mr. Harris responded that he has not provided a timeline yet as it is dependent upon the lead time for delivery of furnishings and carpet. Lead times vary from vendor to vendor and final design and furnishing choices have not been made. He will meet with OEC interiors on March 12 th to discuss revisions to the design.

Mr. Harris has met with Paul Friedrichs, Executive Director of the Lombard Park District and Dan Whittington, President of Lombard Town Centre looking for ideas to alleviate the problems in the Library caused by the homeless community. Mr. Harris views this as a community wide problem, not just a Library problem. Although they both seemed sympathetic neither the parks or downtown Lombard are as adversely effected by the issue.

Dates to remember:

Friends of the Library Board meeting
Monday, April 6, 7:00 p.m.

National Library Week
April 12-18

Friends of the Library general meeting
Sunday, April 19, 2:00 p.m.

ILA Legislative Day, Springfield
Strategy Dinner, Wednesday, April 22
Lobby Day, Thursday, April 23

Lilac Ball, Carlisle Banquet Hall
Friday, May 8

ALA Legislative Day, Washington, D.C.
Monday-Tuesday, May 11-12

LACONI Trustee/Librarian Banquet, Oak Brook
Friday, May 15

Lilac Parade
Sunday, May 17, 1:30 p.m.

DLS Day, Pheasant Run Resort, St. Charles
Monday, May 18

ADJOURNMENT:
There being no further business, Ms. Wiggins moved and it was seconded, to adjourn. All ayes, motion carried. Mr. Kankovsky declared the meeting adjourned at 8:30 p.m.

Notes taken by Norma Moore

Approved: __________________________________________ Board Secretary

April 14 2009 Board of Trustees Minutes

BOARD OF TRUSTEES
HELEN M. PLUM MEMORIAL LIBRARY
Minutes – Regular Meeting
April 14, 2009

President Kankovsky called the meeting of the Library Board of Trustees to order at 7:03 p.m. in the Training Room of the Plum Library.

Present: Trustees Brenniman, Carlson, Kerr, Ward, Wiggins and Kankovsky.

Absent: Trustee Warda

Staff Members Present: Harris, Howe, Kee, Ragona, Schehl and Moore

Visitors: Kristine Johnson, 376 S. Elizabeth, Lombard

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:
None

CHANGES OR ADDITIONS TO THE AGENDA:
None

OLD BUSINESS:
None

NEW BUSINESS: REPORTS AND DISCUSSION:
IMRF/FICA IGA
The Board discussed the latest version of the intergovernmental agreement (IGA) in process between the Library and the Village of Lombard, whereby the Village would give the Library six months after June 1, 2009, to convert to a library district, and continue to pay into IMRF and Social Security on behalf of Library employees, as they have always done.

District conversion
The Board discussed the papers, still in development, for conversion to a library district and asked that our attorneys continue working on this.

Review policies:
B-9. Bylaws
The Board reviewed changes to the bylaws as recommended by the Policy Committee concerning the role of the Community Relations Committee. Ms. Wiggins moved, and it was seconded, to:

ADOPT THE BYLAWS AS REVISED

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

Participation in Non-Resident Library Card service
The Board reviewed the Library’s participation in the non-resident card program. Ms. Carlson moved, and it was seconded, to

PARTICIPATE IN THE NON-RESIDENT CARD PROGRAM FOR THE YEAR JULY 1, 2009 TO JUNE 30, 2010, AND TO USE THE TAX-BILL FEE FORMULA FOR THE NON-RESIDENT CARD.

All ayes – Motion Carried

Approval of minutes:
The Board reviewed the minutes of the March 10, 2009 Board meeting. Ms. Wiggins moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE MARCH 10, 2009 BOARD MEETING, AS PRESENTED.

All ayes – Motion Carried

The Board reviewed the minutes of the March 18, 2009 Director Relations Committee meeting. Ms. Wiggins moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE MARCH 18, 2009 DIRECTOR RELATIONS COMMITTEE AS PRESENTED.

All ayes by committee members– Motion Carried

Financial Reports:
Ms. Wiggins moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED March 31, 2009 SHOWING A COMBINED BALANCE OF $2,545,164.50 as PRESENTED.

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

Ms. Wiggins moved for:

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

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

Ms. Wiggins moved for:

THE CONFIRMATION OF THE CASH DISBURSEMENT DETAIL REPORT DATED MARCH 1 to MARCH 31, 2009 IN THE AMOUNT OF $125,972.27 AS PRESENTED.

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

Reports of Standing Committees:

Building & Grounds
None

Community Relations Committee
None

Director Relations Committee
None

Policy Committee
None

Strategic Planning Committee
None

Communications:
Ms. Wiggins shared a thank you note from Victoria Mishalik regarding the Lego Train Weekend Program and a thank you note from the Hoopston Public Library District regarding the Standard & Poor’s register we shared.

LIBRARIAN’S REPORT:
The Board reviewed Mr. Harris’s and Department Head’s written reports.

Dates to remember:

Budget meeting
to be scheduled between Monday, April 27 and Wednesday, May 6

Friends of the Library general meeting
Sunday, April 19, 2:00 p.m.

ILA Legislative Day, Springfield
Strategy Dinner, Wednesday, April 22
Lobby Day, Thursday, April 23

Statement of Economic Interests
Friday, May 1

Senior Expo, York Township Center
Friday, May 1, 10 a.m. to 2 p.m.

Lilac Ball, Carlisle Banquet Hall
Friday, May 8

ALA Legislative Day, Washington, D.C.
Monday-Tuesday, May 11-12

LACONI Trustee/Librarian Banquet, Oak Brook Bath and Tennis Club.
Friday, May 15

Lilac Parade
Sunday, May 17, 1:30 p.m.

DLS Day, Pheasant Run Resort, St. Charles
Monday, May 18

Friends of the Library Board meeting
Monday, June 1, 7 p.m.

ADJOURNMENT:
There being no further business, Ms. Wiggins moved and it was seconded, to adjourn. All ayes, motion carried. Mr. Kankovsky declared the meeting adjourned at 8:06 p.m.

Notes taken by Norma Moore

Approved: __________________________________________ Board Secretary

April 27 2009 Special Meeting Board of Trustees Minutes

BOARD OF TRUSTEES
HELEN M. PLUM MEMORIAL LIBRARY
Minutes – Special Meeting – April 27, 2009

President Wayne Kankovsky called a special meeting of the Library Board of Trustees to order at 7:02 p.m. in the Library Board Room.

Trustees present: Mr. Brenniman, Mrs. Carlson, Mr. Kankovsky, Mr. Kerr, Mrs. Ward, Mrs. Warda, and Mrs. Wiggins.

Others present: Bob Harris, Library Director, Norma Moore, Business Office Assistant and Kristine Johnson

PUBLIC COMMENT: None

ACTION ITEMS:

2009/2010 Budget

Trustees reviewed recommendations for 2009/2010 income and expenditures. Mr. Harris voiced his concerns over adding additional permanent full time employees in our current economy but acknowledged that in certain departments the library has never been busier. Mr. Kankovsky asked that we keep it in mind in terms of the service being provided.

The Board asked Mr. Harris to examine the costs the Library incurs with Inter-Library Loan, specifically postage related.

Ms. Carlson questioned a new budget item, paying Kiwanis dues. Mr. Harris suggested placing the discussion on the May Board meeting agenda.

Mrs. Warda moved, and it was seconded:

TO APPROVE THE WORKING BUDGET FOR 2009/2010 IN THE AMOUNT OF $4,481,379. AS PRESENTED.

Roll call vote: Brenniman, AYE; Carlson, AYE; Kerr, AYE; Ward, AYE; Warda, AYE; Wiggins, AYE; Kankovsky, AYE. Motion carried unanimously.

Mrs. Warda moved, and it was seconded:

TO APPROVE THE LISTING OF COMMITTED FUNDS AS LISTED APRIL 14, 2009.

Roll call vote: Brenniman, AYE; Carlson, AYE; Kerr, AYE; Ward, AYE; Warda, AYE; Wiggins, AYE; Kankovsky, AYE. Motion carried unanimously.

ADJOURNMENT: There being no further business, Ms. Wiggins moved, and it was seconded, to adjourn. All ayes, motion carried. Mr. Kankovsky declared the meeting adjourned at 8:28 p.m.

Minutes written by Norma Moore

Board Secretary

May 12 2009 Board of Trustees Minutes

BOARD OF TRUSTEES
HELEN M. PLUM MEMORIAL LIBRARY
Minutes – Regular Meeting
RETIRING BOARD
May 12, 2009

President Kankovsky called the meeting of the Library Board of Trustees to order at 7:03 p.m. in the Board Room of the Plum Library.

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

Absent: None

Staff Members Present: Adamski, Culhane, Harris, Howe, Kee, Ragona, Rivet, Schehl and Moore

Visitors: Kristine Johnson, 376 S. Elizabeth, Lombard, Sandra Hill, 106 S. Montclair Ave, Glen Ellyn and Brigitte O’Brien, Village Clerk

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:
The Board welcomed new employee, Julie Adamski, part time Information Technology Support Specialist and she shared a few words about herself.

CHANGES OR ADDITIONS TO THE AGENDA:
Mr. Kankovsky requested that voting on the final Director’s evaluation be added to the retiring board agenda thereby eliminating the need for the new board to go into closed session. There were no objections.

OLD BUSINESS:
None

NEW BUSINESS: REPORTS AND DISCUSSION:
Action Items:

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

THE BOARD APPROVE THE MINUTES OF THE APRIL 14, 2009 BOARD MEETING, AS CORRECTED.

All ayes – Motion Carried

The Board reviewed the minutes of the April 27, 2009 Special Board meeting. Ms. Warda moved, and it was seconded, that:

THE BOARD APPROVE THE MINUTES OF THE APRIL 27, 2009 SPECIAL BOARD MEETING, AS PRESENTED.

All ayes – Motion Carried

The Board reviewed the minutes of the April 29, 2009 Open Session of the Director Relations Committee meeting. Mr. Brenniman moved, and it was seconded, that:

THE BOARD APPROVE THE MINUTES OF THE APRIL 30, 2009 OPEN SESSION OF THE DIRECTOR RELATIONS COMMITTEE AS PRESENTED.

All ayes by committee members– Motion Carried

The Board reviewed the minutes of the April 29, 2009 Closed Session of the Director Relations Committee meeting. Ms. Warda moved, and it was seconded, that:

THE BOARD APPROVE THE MINUTES OF THE APRIL 30, 2009 CLOSED SESSION OF THE DIRECTOR RELATIONS COMMITTEE AS PRESENTED.

All ayes by committee members– Motion Carried

2009 Director’s Evaluation
The Board reviewed the performance evaluation as recommended by the Director Relations committee. Mr. Brenniman moved, and it was seconded, to:

APPROVE THE 2009 PERFORMANCE EVALUATION OF THE DIRECTOR

All ayes – Motion Carried

Financial Reports:
Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED APRIL 30, 2009 SHOWING A COMBINED BALANCE OF $2,369,881.23 as PRESENTED.

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

Ms. Warda moved for:

THE ACCEPTANCE OF THE STATEMENT OF REVENUE AND EXPENDITURES VS. ANNUAL BUDGET DATED APRIL 30, 2009 AS PRESENTED.

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

Ms. Warda moved for:

THE CONFIRMATION OF THE CASH DISBURSEMENT DETAIL REPORT DATED APRIL 1 to APRIL 30 , 2009 IN THE AMOUNT OF $ 65,716.22 AS PRESENTED.

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

Reports of Standing Committees:
Building & Grounds
None

Community Relations Committee
None

Director Relations Committee
None

Policy Committee
None

Strategic Planning Committee
None

Recognition of retiring Trustee
The Board expressed gratitude for Mr. Gary Kerr and all his hard work and expertise in serving the Board of Trustees and the Library during his term.

ADJOURNMENT:

There being no further business, Mr. Kerr moved and it was seconded,

TO ADJOURN THE MEETING "SINE DIE"

All ayes – Motion Carried

Mr. Kankovsky delcared the meeting adjourned at 7:14 p.m.

Notes taken by Norma Moore

July 2009 Agendas

August 2009 Agendas

September 2009 Agendas

October 2009 Agendas

November 2009 Agendas

December 2009 Agendas

July 14 2009 Board of Trustee Minutes

BOARD OF TRUSTEES

HELEN M. PLUM MEMORIAL LIBRARY

Minutes

ANNUAL MEETING

July 14, 2009

President 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, Warda, Wiggins and Ward.

Absent: None

Staff Members Present: Harris, Howe, Kee and Moore

Visitors: Phil Wade of Morris Wade Associates, Inc.

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:

None

CHANGES OR ADDITIONS TO THE AGENDA:

OLD BUSINESS:

Building reorganization – Phil Wade

Owner’s representative, Phil Wade of Morris Wade Associates, Inc. introduced himself and gave updates to his written report. The overall scope of work and funding of $400,000 are nearly in alignment. The first priority will be to relocate the Technical Processing department. Selection of furniture and carpeting will be the first step as OEC estimates lead time on delivery is between 3-5 weeks for furnishings and 4-6 weeks on carpet. Once these choices are made orders will be placed and we can begin getting the areas ready with electrical work, painting, removal of old carpet etc. OEC will be here to take field measurements Thursday, July 16. We could expect some deliveries as early as mid – late September.

An overage in the budget of approximately $60,000 exists but includes a $30,000 contingency to allow for any surprises (one might find in a building this old) and re-carpeting the entire building. We may find some flexibility in what areas of the building will be re-carpeted. The carpet will cost $35 per square yard and is a good quality carpet tile product that will come with an amount of replaceable stock.

Mr. Wade will also be working with Julie Adamski, IT Systems Support Specialist, about air conditioning the computer workroom. They will be exploring portable units.

District conversion / Intergovernmental Agreement

The Board discussed District conversion and reviewed the latest revisions to the IGA. The Board is in favor of this version being presented to the Village Board.

NEW BUSINESS: REPORTS AND DISCUSSION:

Annual Report

In compliance with state law the Board reviewed the Annual report.

Trustee reports from ALA conference

Kris Johnson shared her written report on her attendance of the ALA conference.

Strategic Plan

The Board reviewed the revised Strategic Plan. Ms. Johnson moved, and it was seconded, to:

TABLE APPROVAL OF THE STRATEGIC PLAN DATED JULY 8, 2009 AND REMAND IT TO THE STRATEGIC PLANNING COMMITTEE MEETING FOR REVISIONS.

All ayes – Motion Carried

Approval of minutes:

The Board reviewed the minutes of the June 9, 2009 regular Board meeting. Mr. Kankovsky moved, and it was seconded, that: 

THE BOARD APPROVE MEETING MINUTES OF THE JUNE 9, 2009 REGULAR BOARD MEETING AS PRESENTED.

All ayes – Motion Carried

The Board reviewed the minutes of the June 9, 2009 Building and Grounds Committee meeting. Mr. Kankovsky moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE JUNE 9, 2009 BUILDING AND GROUNDS COMMITTEE AS PRESENTED.

All ayes by committee members– Motion Carried

Financial Reports:

Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED JUNE 30, 2009 SHOWING A COMBINED BALANCE OF $3,194,104.13 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 JUNE 30, 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 JUNE 1 TO JUNE 30, 2009 IN THE AMOUNT OF $125,822.29 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

Ms. Ward requested a meeting to discuss materials regarding the evaluation of partnerships and sponsorships originally brought to committee in October 2008 in further detail. A meeting date will be chosen.

Director Relations Committee

None

Policy Committee

None

Strategic Planning Committee

A meeting will be scheduled to discuss the Strategic Plan dated July 8, 2009.

Communications:

Ms. Warda is continually impressed by the Department Head reports and praised the staff for all that they do. Ms. Wiggins likes the invitation to the Lincoln Douglass debate display.

LIBRARIAN’S REPORT:

The Board reviewed Mr. Harris’s and Department Head’s written reports.

Karen Kee spoke to the Board with regard to ILL costs.

The Board briefly discussed setting limits on the amount of DVD’s any patron can take out at one time. Mr. Harris strongly opposes the setting of limits.

Dates to remember:

Lincoln Program, Sunday, July 19, 2:00 p.m. Representative Bob Biggins will be here at 1:45 p.m. to receive his “Read” poster, and meet and greet.

Friends of the Library Board meeting is scheduled for Monday, August 3

I will be on vacation August 3-7.

August 13. Library closed for staff inservice day.

A tour of the building will be given at 6:30 p.m. just prior to the regularly scheduled August Board meeting.

ADJOURNMENT:

There being no further business, Mr. Brenniman moved, and it was seconded, to adjourn. All ayes, motion carried. Ms. Ward declared the meeting adjourned at 8:59 p.m.

Notes taken by Norma Moore

Approved: __________________________________________ Board Secretary

August 11 2009 Board of Trustees Minutes

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

September 8 2009 Board of Trustee Minutes

BOARD OF TRUSTEES

HELEN M. PLUM MEMORIAL LIBRARY

Minutes – Regular Meeting

September 8, 2009

President 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, Warda, Wiggins and Ward.

Absent: None

Staff Members Present: Harris, Howe, Kee, Rivet, Schehl and Moore

Visitors: Phil Wade, Morris Wade Associates, Inc.

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:

None

CHANGES OR ADDITIONS TO THE AGENDA:

OLD BUSINESS:

Update on Building reorganization

Mr. Wade was available to answers questions from the Board regarding his written report and timeline on the building reorganization project.

He noted that the work on the second floor has begun and that he does not anticipate that it will cause any interruption to patron service.

Mr. Wade noted that budget refinements are ongoing. He will provide a cost report outlining invoices and payments once bills start getting submitted and subsequently paid. In this way the Board will be able to track expenses against the budget.

The Board discussed the possibility of allocating more funds from the reserve fund if necessary in order to avoid eliminating key parts of the project.

Mr. Harris will list the old furnishings on Craig’s list (and other places) that he has had moved to the house next door.

District Conversion

The Board discussed the district conversion and timeline. Although the Board agreed that informing the public is very important they also concurred that widespread publicity need not occur until the process is complete. Changes will not affect day to day service nor be visible on real estate tax bills until they are received in 2011.

Progress on phone system

Mr. Harris reported on progress toward getting a new phone system. He hopes to have a consultant contract signed before the end of September.

NEW BUSINESS: REPORTS AND DISCUSSION:

Review of Illinois Local Library Act

The Board reviewed the Local Library Act.

Review of Administrative Ready Reference

The Board reviewed the online database “Administration Ready Reference.”

Resolution to convert to district library

The Board reviewed the written resolution to convert to a district Library. Mr. Kankovsky moved, and it was seconded, that:

THE BOARD RESOLVE TO CONVERT TO A DISTRICT LIBRARY FROM A MUNICIPAL LIBRARY, EFFECTIVE JANUARY 1, 2010.

All ayes – Motion Carried

Approval of minutes:

The Board reviewed the minutes of the August 11, 2009 regular Board meeting. Mr. Brenniman moved, and it was seconded, that:

THE BOARD APPROVE MEETING MINUTES OF THE AUGUST 11, 2009 REGULAR BOARD MEETING AS CORRECTED.

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

Financial Reports:

Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED AUGUST 31, 2009 SHOWING A COMBINED BALANCE OF $2,807,485.77 AS PRESENTED.

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, 2009 AS PRESENTED.

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, 2009 IN THE AMOUNT OF $64,097.08 AS PRESENTED.

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

Reports of Standing Committees:

Building & Grounds

None

Community Relations Committee

A Community Relations Committee meeting is scheduled for September 9, 2009 at 7:00 p.m.

Director Relations Committee

A Director Relations Committee meeting is scheduled for September 16, 2009 at 6:30 p.m.

Policy Committee

None

Strategic Planning Committee

None

Scheduling of Committees meetings:

None

Communications:

Ms. Wiggins shared a thank you note from Ms. Christine Edison winner of the Carol Anne Robbins Scholarship.

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, Mr. Kankovsky moved, and it was seconded, to adjourn. All ayes, motion carried. Ms. Ward declared the meeting adjourned at 8:45 p.m.

Notes taken by Norma Moore

Approved: __________________________________________ Board Secretary

October 13 2009 Board of Trustees Minutes

BOARD OF TRUSTEES

HELEN M. PLUM MEMORIAL LIBRARY

Minutes – Regular Meeting

October 13, 2009

President 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, Warda, Wiggins and Ward.

Absent: None

Staff Members Present: Harris, Howe, Kee, Rivet, Schehl and Moore

Visitors: Elizabeth Riesche from ColeTaylor Bank and Phil Wade from Morris Wade Associates, Inc.

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:

None

CHANGES OR ADDITIONS TO THE AGENDA:

The order of the agenda was changed in order to accommodate the presenting guests.

CDARS investment program

Elizabeth Riesche from ColeTaylor Bank presented the CDARS investment program to Trustees and was available to answer questions.

OLD BUSINESS:

Reorganization progress report – Phil Wade

Mr. Wade was available to answers questions from the Board regarding his written report and timeline on the building reorganization project.

NEW BUSINESS: REPORTS AND DISCUSSION:

District Conversion

The Board reviewed materials from Mr. Ritzman regarding District conversion. Mr. Harris noted that the petition has been filed and a court date will probably be set in November.

Board self-evaluation

The Board received the Board self-evaluation. Completed forms need to be returned to Director Relations Committee Chair, Mr. Brenniman by October 20 th.

Facebook

The Board reviewed a written report from Kristi Howe and Michelle Kilty concerning social networking tools as they apply to the library, including such things as Facebook and Twitter.

Raffle prizes at Christmas brunch

Mr. Kankovsky wanted clarification regarding the decision by the Community Relations Committee to abstain from involvement in the Raffle prizes at Christmas brunch. Ms. Ragona told the brief history of the prizes at the brunch and Mr. Harris explained that it was only a few employees that complained about not winning prizes and that this was not a good representation of the staff. The Trustees upheld the decision to be ineligible for prizes.

FY 2010 Per capita grant application

The Board reviewed the annual per capita grant application. Mr. Kankovsky moved, and it was seconded, to:

APPLY FOR THE FY 2010 PER CAPITA GRANT FORM THE STATE OF ILLINOIS.

All ayes – Motion Carried

LIMRiCC agreement

The Board reviewed proposed changes to the bylaws of the “Library Insurance Management and Risk Control Combination (LIMRiCC), which is organized by the Metropolitan Library System (MLS). They have asked us to enter into a new intergovernmental agreement, which has also been changed. LIMRiCC provides cooperative purchase of unemployment insurance. The enclosed letter explaining the changes also makes reference to, JSIP (Joint Self-Insurance Program) or PHP (Joint Purchase of Health Insurance Program) which we do not participate in. We only participate in the unemployment compensation program (UCGA). Mr. Brenniman moved, and it was seconded

TO APPROVE THE PORPOSED AMEDNMENTS TO THE LIMRiCC BY-LAWS AND INTERGOVERNMENTAL AGREEMENTS AS DESCRIBED IN LIMRiCC’S LETTER TO THE PLUM LIBRARY DATED SEPTEMBER 23, 2009, AND FULLY SET FORTH IN THE FINAL DRAFT BY-LWAS AND INTERGOVERNMENTAL AGREEMENT FOR THE UNEMPLOYMENT COMPENSATION PROGRAM.

All ayes – Motion Carried

Approval of minutes:

The Board reviewed the minutes of the September 8, 2009 regular Board meeting. Mr. Brenniman moved, and it was seconded, that:

THE BOARD APPROVE MEETING MINUTES OF THE SEPTEMBER 8, 2009 REGULAR BOARD MEETING AS PRESENTED.

All ayes – Motion Carried

The Board reviewed the minutes of the September 9, 2009 Community Relations Committee meeting. Mrs. Warda moved, and it was seconded, that:

THE BOARD APPROVE MEETING MINUTES OF THE SEPTEMBER 9, 2009 COMMUNITY RELATIONS COMMITTEE MEETING AS PRESENTED.

All ayes by committee members– Motion Carried

The Board reviewed the minutes of the September 16, 2009 Director Relations Committee meeting. Mr. Brenniman moved, and it was seconded, that:

THE BOARD APPROVE MEETING MINUTES OF THE SEPTEMBER 16, 2009 DIRECTOR RELATIONS COMMITTEE MEETING AS PRESENTED.

All ayes by committee members– Motion Carried

The Board reviewed the closed session minutes of the September 16, 2009 Director Relations Committee meeting. Ms. Carlson moved, and it was seconded, that:

THE BOARD APPROVE THE CLOSED SESSION MEETING MINUTES OF THE SEPTEMBER 16, 2009 DIRECTOR RELATIONS COMMITTEE MEETING AS PRESENTED.

All ayes by committee members– Motion Carried

Financial Reports:

Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED SEPTEMBER 30, 2009 SHOWING A COMBINED BALANCE OF $3,724,149.31 AS PRESENTED.

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 SEPTEMBER 30, 2009 AS PRESENTED.

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 SEPTEMBER 1 TO SEPTEMBER 30, 2009 IN THE AMOUNT OF $154,435.61 AS PRESENTED.

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

Reports of Standing Committees:

Building & Grounds

None

Community Relations Committee

None

Director Relations Committee

A Director Relations Committee meeting is scheduled for October 14, 2009 at 7:00 p.m.

Policy Committee

A Policy Committee will need to be scheduled after the Christmas holiday to review various policies.

Strategic Planning Committee

None

Scheduling of Committees meetings:

None

Communications:

Ms. Wiggins shared a thank you note from Ms. Kate Bach coordinator of Project Free. Ms. Carlson received a patron complaint by phone and briefly shared the issue with the Board. Ms. Ward shared a thank you note from patron, Ms. Gail Knudson.

LIBRARIAN’S REPORT:

The Board reviewed Mr. Harris’s and Department Head’s written reports.

Dates to remember:

Sunday, October 18, 2 p.m. Friends of the Library Board sponsored program, “Ghost Stories from the Civil War”.

Saturday, October 24, 9:30 to 4 p.m. Trustee Mini-Conference, Yorkville Public Library.

Monday, October 26, 8:30 – 11 a.m. DLS Fall Legislative Breakfast, DLS Headquarters

Friends of the Library Board meeting, Monday, November 30, 7 p.m.

Staff/Trustee Christmas brunch, December 17, 9 a.m. to 1 p.m.

Ms. Wiggins left the meeting at 8:55 p.m.

Report from ALA Conference – Wayne Kankovsky

The Board recieved a packet of materials from Mr. Kankovsky. Ms. Ward suggested that Trustees, Committees and staff review various items more extensively as follows:

For the entire Board to review

Surviving in Tough Economy: An Advocacy Institute Workshop



Preparing for a Budget Presentation: A Checklist (Item 2): 

Making Your Case with Decision-Makers (Item 3): 

Tips for a Successful Campaign in a Tough Economy (Item 4):



Additional Trustee Training and Certification material provided by the North Suburban Library System (Item 6)

What can $930 Million Do for Library Services Nationwide? (Item 8)

(The websites associated with) Not So Silent Partners: Libraries and Local Economic Development

Community Relations

Positive Messaging in a Tough Economy (Item 5)

Selected Findings on Libraries and Economic Development (Item 7)

Tips on Partnering with Various Service Organizations (Item 9)

Building and Grounds Committee

(The websites associated with)Small Scale Green – Libraries and Sustainable Communities

Library Staff 

2.0(verload): What a small, understaffed library really needs

Report from ILA Conference – Cindy Ward, Ginny Carlson, Kris Johnson

Ms. Carlson made her written report available to Trustees for later review. Ms. Ward and Ms. Johnson will make their reports at later date via email.

ADJOURNMENT:

There being no further business, Ms. Carlson moved, and it was seconded, to adjourn. All ayes, motion carried. Ms. Ward declared the meeting adjourned at 9:36 p.m.

Notes taken by Norma Moore

Approved: __________________________________________ Board Secretary

October 28, 2009 Board of Trustees Minutes – Special Meeting

President Cynthia Ward called a special meeting of the Library Board of Trustees to order at 7:00 p.m. in the Library Board Room.

Trustees present: Mr. Brenniman, Mrs. Carlson, Mr. Kankovsky, Mrs. Ward, Mrs. Warda, and Mrs. Wiggins.

Others present: Bob Harris, Library Director

PUBLIC COMMENT: None

ACTION ITEMS:

2010/2011 Budget: The Board reviewed the recommended 2010/2011 appropriation budget and 2009 levy, and special reserve fund plan.

Discussions involved explanations of the amounts, and questions about them.

Mr. Harris was directed to look into paying sales tax on items we sell that would be subject to such tax.

It was noted that a new phone system might require a maintenance contract during 2010/2011.

Linnea Warda moved, and it was seconded, to levy property taxes for the tax year 2009 in the following amounts:

Operating Fund $ 2,876,575.

Audit Fund $ 3,500.

Liability Insurance Fund $ 20,000.

TOTAL TAX LEVY: $ 2,900,075.

Roll call vote was taken: Mr. Brenniman AYE, Mrs. Carlson AYE, Mr. Kankovsky AYE, Mrs. Ward AYE, Mrs. Warda AYE, and Mrs. Wiggins AYE. All ayes, motion carried.

Linnea Warda moved, and it was seconded, to appropriate funds for fiscal year 2010/2011 in the following amounts

Operating Fund $ 3,093,664.

Audit Fund $ 3,500.

Liability Insurance Fund $ 20,000.

Board of Trustees Fund $ 918,668.

Special Reserve Fund $ 369,264.

TOTAL APPROPRIATION $ 4,405,096.

Roll call vote was taken: Mr. Brenniman AYE, Mrs. Carlson AYE, Mr. Kankovsky AYE, Mrs. Ward AYE, Mrs. Warda AYE, and Mrs. Wiggins AYE. All ayes, motion carried.

Linnea Warda moved, and it was seconded, to establish a Special Reserve Fund for the 2010/2011 fiscal year, as per the Illinois Local Library Act, 75 ILCS 5/5-8.

Roll call vote was taken: Mr. Brenniman AYE, Mrs. Carlson AYE, Mr. Kankovsky AYE, Mrs. Ward AYE, Mrs. Warda AYE, and Mrs. Wiggins AYE. All ayes, motion carried.

ADJOURNMENT: There being no further business, Mr. Kankovsky moved, and it was seconded, to adjourn. All ayes, motion carried. Mrs. Ward declared the meeting adjourned at 8:15 p.m.

Minutes written by Bob Harris

Board Secretary

November 10, 2009 Board of Trustees Minutes

BOARD OF TRUSTEES

HELEN M. PLUM MEMORIAL LIBRARY

Minutes – Regular Meeting

November 10, 2009

President 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, Warda, Wiggins and Ward.

Absent: None

Staff Members Present: Harris, Howe, Kee, and Ragona

Visitors: None

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:

None

CHANGES OR ADDITIONS TO THE AGENDA:

None

OLD BUSINESS:

Reorganization progress report – Phil Wade

Mr. Wade was available to answers questions from the Board regarding his written report and timeline on the building reorganization project. No changes were made to the budgeted schedule showing projected costs at $459,000. One workstation in Technical processing was measured incorrectly. OEC will absorb the cost of the necessary correction. The computer room air-conditioning is a bit problematic. We may have to have pipes run through the building to an external condenser. Mr. Wade has consulted with a mechanical engineer and should have more information in the next few days. The new circulation desk had a tentative delivery date of December 11 th but it may be later.

The timeline schedule prepared was based on keeping the library open. Mr. Harris wants to close the library in order to compress the schedule. The consensus of the Board is to close the library if necessary, as long as it’s reasonable and not excessive. Mr. Harris reported that we have access to other funds and wanted to know how firm the Board is in sticking to $400,000 budget. The Board consensus was to provide available funds as needed. Ms. Carlson, Ms. Johnson, Ms. Warda and Ms. Ward all stated that finishing the entire project is very important. There was discussion on the orientation of shelves on the first floor. If shelves were changed there would be a 15% loss of space.

Report from Community Forum – Kris Johnson

Kris Johnson reported on her attendance at the Village’s Community Forum.

Report on DLS Legislative Breakfast – Wayne Kankovsky, Ginny Carlson, Cindy Ward

Trustees Kankovsky, Carlson and Ward reported on the DLS Legislative Breakfast.

NEW BUSINESS: REPORTS AND DISCUSSION:

Board self-evaluation

The Board received and discussed the compiled Board self-evaluation forms.

District Conversion

The Board discussed the District conversion and timeline.

Review of Final Judgment Order for District Conversion

The Board reviewed the Final Judgment Order for District Conversion. 

Designation of Freedom of Information Act Officer and Open Meetings Act Officer

The Board discussed designating one or more people (staff or Trustees) as Freedom of Information Act Officer and also Open Meetings Act Officer. Ms. Carlson moved, and it was seconded by Mr. Brenniman, that:

THE BOARD APPOINT BOB HARRIS AS FREEDOM OF INFORMATION ACT OFFICER.

After some discussion, Ms. Carlson and Mr. Brenniman withdrew the motion. This was deferred to the December regular Board meeting. Mr. Harris, meanwhile will check with staff.

Approval of minutes:

The Board reviewed the minutes of the October 13, 2009 regular Board meeting. Mr. Brenniman moved, and it was seconded, that:

THE BOARD APPROVE MEETING MINUTES OF THE OCTOBER 13, 2009 REGULAR BOARD MEETING AS PRESENTED.

All ayes – Motion Carried

The Board reviewed the minutes of the October 14, 2009 Director Relations Committee meeting. Mrs. Warda moved, and it was seconded, that:

THE BOARD APPROVE MEETING MINUTES OF THE OCTOBER 14, 2009 DIRECTOR RELATIONS COMMITTEE MEETING AS PRESENTED.

All ayes by committee members– Motion Carried

Financial Reports:

Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED OCTOBER 30, 2009 SHOWING A COMBINED BALANCE OF $3,668,517.88 AS PRESENTED.

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 OCTOBER 31, 2009 AS PRESENTED.

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 OCTOBER 1 TO OCTOBER 31, 2009 IN THE AMOUNT OF $85,584.11 AS PRESENTED.

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

Reports of Standing Committees:

Building & Grounds

None

Community Relations Committee

Ms. Carlson suggested that Community Relations Committee be in charge of the Open House.

Director Relations Committee

None

Policy Committee

None

Strategic Planning Committee

None

Scheduling of Committees meetings:

None

Communications:

None

LIBRARIAN’S REPORT:

The Board reviewed Mr. Harris’s and Department Head’s written reports.

Dates to remember:

Friends of the Library Board meeting, Monday, November 30, 7 p.m.

District Conversion Hearing, Tuesday, December 1, 9:00 a.m., Courtroom 2005, DuPage County Courthouse, Wheaton

Christmas at the Library, Glenbard East Madrigal Singers, Saturday, December 5, 6;30 to 8:30 p.m.

Staff/Trustee Christmas brunch, December 17, 9 a.m. to 1 p.m.

Ms. Wiggins moved, and it was seconded to:

GO INTO CLOSED SESSION FOR THE PURPOSE OF DISCUSSING THE APPOINTMENT, EMPLOYMENT, COMPENSATION, DISCIPLINE, PERFORMANCE, OR DISMISSAL OF A SPECIFIC EMPLOYEE OF THE HELEN M. PLUM MEMORIAL LIBRARY..

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

The Board went into closed session at 9:00 p.m.

The Board returned to open session at 9:30 p.m.

ADJOURNMENT:

There being no further business, Ms. Warda moved, and it was seconded, to adjourn. All ayes, motion carried. Ms. Ward declared the meeting adjourned at 9:30 p.m.

Notes taken by Denise Ragona

Approved: __________________________________________ Board Secretary

December 8 2009 Board of Trustees Minutes

BOARD OF TRUSTEES

HELEN M. PLUM MEMORIAL LIBRARY

Minutes – Regular Meeting

December 8, 2009

President 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, Warda and Ward.

Absent: Trustee Wiggins

Staff Members Present: Harris, Howe, Kee, Ragona, Rivet and Moore.

Visitors: Mike Cipolla, Knutte & Associates and Phil Wade, Morris Wade Associates, Inc.

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:

None

CHANGES OR ADDITIONS TO THE AGENDA:

The Board rearranged the order of events in order to accommodate visiting speakers Mike Cipolla and Phil Wade.

OLD BUSINESS:

Audit report

Mike Cipolla from Knutte & Associates presented the Board with the annual audit report.

Ms. Johnson moved, and it was seconded, to

ACCEPT THE AUDIT REPORT FOR FISCAL YEAR 2008/2009.

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

Reorganization progress report – Phil Wade

Mr. Wade was available to answer questions from the Board regarding his written report and timeline on the building reorganization project. The Library will be closed December 28 – January 5 for construction work on the first floor.

District Conversion

The hearing on conversion to a Library District occurred December 1 and went smoothly. The conversion will be official effective January 1, 2010.

NEW BUSINESS: REPORTS AND DISCUSSION:

Appointment of Freedom of Information Act Officer

The Board discussed the designation of a Freedom of Information Act Officer. Mr. Kankovsky moved, and it was seconded, that:

THE BOARD APPOINT KRISTI HOWE AS FREEDOM OF INFORMATION ACT OFFICER.

Mr. Kankovsky amended his motion as follows, and it was seconded, that:

THE BOARD APPOINT KRISTI HOWE AS FREEDOM OF INFORMATION ACT OFFICER AND AUTHORIZE THE DIRECTOR TO APPOINT OTHERS AS NEEDED.

All ayes – Motion Carried

Appointment of Open Meetings Act Officer

The Board discussed the designation of an Open Meetings Act Officer. Ms. Carlson moved, and it was seconded, that:

THE BOARD APPOINT DENISE RAGONA AS OPEN MEETINGS ACT OFFICER.

All ayes – Motion Carried

Transfer FY09 unspent income to Special Reserve Fund

The Board discussed the transfer of excess revenues over expenditures into the Special Reserve Fund. Ms. Warda moved, and it was seconded, to

TRANSFER EXCESS REVENUES OVER EXPENDITURES FROM FISCAL YEAR 2008/2009 IN THE AMOUNT OF $94,628 TO THE SPECIAL RESERVE FUND.

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

Vote on 2010 holiday schedule

The Board discussed the holiday schedule for 2010. Independence Day will be officially observed by the U.S. government on Monday, July 5. The Board discussed possibly being closed that day as a paid holiday, and Sunday as an unpaid day. Ms. Warda moved, and it was seconded, to

APPROVE THE 2010 HOLIDAY SCHEDULE AS PRESENTED.

All ayes – Motion Carried

Appointment of an Ad Hoc Committee to Review Closed Session Minutes

Mr. Brenniman, Mr. Kankovsky and Ms. Ward volunteered to serve on a committee to review closed session minutes. The Committee will meet before January Board meeting.

Approval of minutes:

The Board reviewed the minutes of the October 28, 2009 Special Board meeting. Mr. Brenniman moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE OCTOBER 28, 2009 SPECIAL BOARD MEETING AS PRESENTED.

All ayes – Motion Carried

The Board reviewed the minutes of the November 10, 2009 regular Board meeting. Mr. Kankovsky moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE NOVEMBER 10, 2009 REGULAR BOARD MEETING AS PRESENTED.

All ayes – Motion Carried

The Board reviewed the minutes of the November 10, 2009 Closed Session Board meeting. Mr. Kankovsky moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE NOVEMBER 10, 2009 CLOSED SESSION BOARD MEETING AS PRESENTED.

All ayes – Motion Carried

Financial Reports:

Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED NOVEMBER 30, 2009 SHOWING A COMBINED BALANCE OF $3,461,356.66 AS PRESENTED.

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

Ms. Warda moved for:

THE ACCEPTANCE OF THE STATEMENT OF REVENUE AND EXPENDITURES
VS. ANNUAL BUDGET DATED NOVEMBER 30, 2009 AS PRESENTED.

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

Ms. Warda moved for:

THE CONFIRMATION OF THE CASH DISBURSEMENT DETAIL REPORT DATED NOVEMBER 1 to NOVEMBER 30, 2009 IN THE AMOUNT OF $133,138.38 AS PRESENTED.

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

Reports of Standing Committees:

Building & Grounds

None

Community Relations Committee

The Committee will meet in January 2010 to make plans for an open house celebration.

Director Relations Committee

The Committee will meet in January 2010 to review the Director Evaluation form.

Policy Committee

The Committee will meet in January 2010 to review a number of policies.

Strategic Planning Committee

None

Communications:

Ms. Johnson read thank you notes from Carol Glazier, Pat Poskocil and Cheryl Kovina.

LIBRARIAN’S REPORT:

The Board reviewed Mr. Harris’s and Department Head’s written reports.

Dates to remember:

Staff/Trustee Christmas brunch, Villa Nova, December 17, 9 a.m. to 1 p.m.

The Library will be closed for the holidays December 24 and 25, and December 31 and January 1.

The Library will be closed for carpeting, painting, electrical work, installation of the circulation desk, shelving and furniture, Monday, December 28 through Tuesday, January 5.

Friends of the Library program, Sunday, January 24, 2 p.m., “Dessert with the Director”. Cindy Ward and Mr. Harris will discuss reorganization and district conversion at this Friends-only program.

Friends of the Library Board meeting, Monday, January 25, 7 p.m.

Ms. Ward moved, and it was seconded to:

GO INTO CLOSED SESSION FOR THE PURPOSE OF DISCUSSING THE APPOINTMENT, EMPLOYMENT, COMPENSATION, DISCIPLINE, PERFORMANCE, OR DISMISSAL OF A SPECIFIC EMPLOYEE OF THE HELEN M. PLUM MEMORIAL LIBRARY.

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

The Board went into closed session at 9:15 p.m.

The Board returned to open session at 9:30 p.m.

ADJOURNMENT:

There being no further business, Ms. Warda moved, and it was seconded, to adjourn. All ayes, motion carried. Ms. Ward declared the meeting adjourned at 9:30 p.m.

Notes taken by Norma Moore

Approved: __________________________________________ Board Secretary

HELEN M. PLUM MEMORIAL LIBRARY BUILDING AND GROUNDS COMMITTEE MINUTES June 9, 2009

Call to order: The meeting convened at 6:30 p.m. in the Library Board Room. Present were Committee members Linnea Warda, Gary Brenniman and Wayne Kankovsky. Also present were Trustees Kris Johnson and Virginia Carlson, Director Bob Harris and Business Office Assistant Norma Moore.

Public comment: None

Action items: None

Selection of committee chairperson:

Mr. Kankovsky nominated himself as committee chair.

THE BOARD ELECTED WAYNE KANKOVSKY AS COMMITTEE CHAIR BY ACCLAMATION.

All ayes – Motion Carried

Update on building reorganization :

The committee reviewed a remodeling plan timeline that Mr. Harris distributed.

Mr. Harris has approved a quote for a new handrail outside the front entrance. It will be installed soon.

He is working with Julie Adamski and Don Nimms to pursue a new phone system. He is obtaining quotes for replacement of the partitions in the first floor restrooms.

Mr. Harris has received a quote of approximately $6000.00 from Jack Swissler for installing a floor drain and a handicapped accessible stall in the second floor bathroom.

Mr. Harris has accepted a quote from Side Job Bob to move the security door further east in the 2 nd floor hallway and to remove a portion of the wall for the new Technical Processing work area. This work should be done after June 22 nd.

The committee expressed concern that Mr. Harris is doing this work when he should be utilizing the services of a general contractor and the interior design company to their best advantage. The committee discussed saving money over saving time. The committee authorized the hiring of an owner’s representative to expedite the reorganization project. Mr. Harris has spoken to Phil Wade and will be in contact with him to work as owner’s representative.

Other building issues: None

Other: The next meeting will be scheduled as needed or requested.

Adjournment: There being no further business, Mr. Brenniman moved to adjourn. Mr. Kankovsky declared the meeting adjourned at 6:59 p.m.

Notes by Norma Moore

Approved:

Secretary

HELEN M. PLUM MEMORIAL LIBRARY COMMUNITY RELATIONS COMMITTEE MINUTES July 22, 2009

Chairman Ginny Carlson called the meeting to order at 7:05 p.m. in the Library Board room. Committee members Kris Johnson, Linnea Warda, Friends of the Library Liaison Susan Wiggins and Library Director Bob Harris were also present.

Public comment: There was no public comment.

Action items:

Evaluating community presence

The Committee requested that letters to community groups be sent again to offer speakers, particularly given the district conversion coming up.

The Committee discussed Library Card Sign Up Month and possible distribution of registration materials through local PTA’s. Mr. Harris will discuss this with Karen Kee and Jennifer Amling to determine if this is feasible or realistic.

The Committee discussed the issue of connection between social networking used by staff or Trustees and the library’s presence on the Internet. Mr. Harris wants to discuss it further at the August Board meeting for possible referral to the Policy Committee.

The Committee asked that whenever a staff member puts on a program, speech, or other presentation in the community, that time be allotted to discuss new services and other developments.

The Committee asked that one of our three budgeted community-wide postcards be used to explain district conversion. Mr. Harris recommended that it not go out until the district conversion is complete, however, he is open to explaining to small groups that this is what we are planning, as we go along. The Committee suggested that information be put in with the tax bills when they are mailed out in spring, to explain the changes and why the district’s taxes are higher than 2009. Mr. Harris will continue to be in touch with a representative from Gwen Henry’s office about an insert.

The Committee requested that we become more active about explaining the movement toward district conversion and renovation of the building. Mr. Harris will discuss ways to share the information with the public with Jennifer Amling.

The Committee suggested hosting a party, especially for the Park District Commissioners and Village Trustees, to thank them for intergovernmental cooperation. Mr. Harris wants to discuss the nature and timing of this at the August Board meeting.

The Committee discussed policy on partnerships and sponsorships, and policy on community involvement. Mr. Harris will revise the Naperville model policies with an eye toward our situation, and bring them to the Policy Committee for further discussion.

The Committee requested that the appearance of the porch on the house next door be improved. Mr. Harris said that this is in process.

The Committee would like a listing of each community groups that each Trustee is personally involved in. Mr. Harris will put this on the agenda for the August Board meeting.  

Friends of the Library

The Committee suggested holding specialized book sales, perhaps for children’s books only, or others. Mr. Harris will discuss this with staff and with the Friends of the Library.  

Patron comments

Replacement of the pay phone is still being investigated by Bob Harris.

Update on projects and issues

The Semi-Annual brochure is scheduled to be printed/distributed in November.  Question was raised on the value of doing the semi-annual brochure and there was discussion; and the committee agreed the exposure provided by this brochure was worth the cost and staff time.

National Library sign-up week prizes have not been discussed yet by the library staff.

Trustee involvement during the Friends book sale set up was discussed.

The next Community Relations committee meeting is scheduled for Wednesday, September 9th at 7:00 p.m.

Adjournment: There being no further business, Ms. Warda moved, and it was seconded to adjourn. Ms. Carlson declared the meeting adjourned at 8:58 p.m.

Secretary

Notes taken by Susan Wiggins.

HELEN M. PLUM MEMORIAL LIBRARY COMMUNITY RELATIONS COMMITTEE MINUTES September 9, 2009

Linnea Warda called the meeting to order at 7:08 p.m. in the Library Board room. Committee member Kris Johnson was present. Friends of the Library President May Anstee, Library Director Bob Harris and Business Office Assistant Norma Moore were also present.

Absent: Committee Chair Virginia Carlson

Public comment: There was no public comment.

Action items:

Trustee memberships in local organizations

Mr. Harris distributed the list of community groups that Trustees are involved in and a list of talking points to aid Trustees when discussing the Library with the public.

The committee reviewed the list of community organizations compiled by “Friends” member Leslie Sulla and Adult Service’s Librarian Linda Roberts in 2007 that was used to mail out letters recently and made recommendations for updating the list.  

Friends of the Library

May Anstee reported that the recent book sale ran smoothly. The addition of Historical books for auction was successful. The process will be refined and repeated at the next book sale. The continuous book sale is also doing well. Ms. Anstee asked Mr. Harris and Board President Cindy Ward to do a joint presentation on district conversion and reorganization for a “members only” meeting on January 24th.

Patron comments

Ms. Johnson shared a complaint she received from a citizen regarding the presence of the homeless community in and about the library. Mr. Harris commented that although the police presence on Tuesdays has been sometimes unreliable it is better recently and that incidents have declined. He is also looking into the possibility of hiring a monitor all day Tuesday and Wednesday morning.

Update on projects and issues

A Beta version of our new website will be available soon.

The Committee discussed the difficulties surrounding the use of volunteers. The regular volunteers we have in place in Technical Processing and Youth Service’s are helpful and very much appreciated. However setting aside specific projects, training and supervising additional volunteers would be far more effort than it is worth.

The Committee discussed payment of Kiwanis dues as compared to payment of Mr. Harris’ Rotary dues. As Trustees are each involved in various community groups, the committee advised recommending to the full board that rather than paying for only one Trustee’s dues for one community group that each Trustee be reimbursed the same amount annually toward community group membership dues. Mr. Harris recommended remanding this to the Policy Committee to discuss the specific figure.

The next Community Relations committee meeting is scheduled for the month of November. A specific date will be determined by Committee Chair Virginia Carlson.

Adjournment: There being no further business, Ms. Johnson moved, and it was seconded to adjourn. Ms. Warda declared the meeting adjourned at 8:50 p.m.

Secretary

Notes taken by Norma Moore.

HELEN M. PLUM MEMORIAL LIBRARY DIRECTOR RELATIONS COMMITTEE MINUTES October 14, 2009

Chairman Gary Brenniman called the meeting to order at 7:04 p.m.

Roll Call: Present were Committee members Gary Brenniman and Virginia Carlson. Board President Cynthia Ward and Director Bob Harris were also present.

Absent: Committee member Sue Wiggins.

Public comment: None

Changes or Additions to the Agenda:

A review of the Trustee self-evaluation form was added to the agenda.

New business:  

Trustee self-evaluation form

The committee will summarize the responses by trustees and present it to the full Board by the November meeting. It will include the mean, range, sample size and summary evaluation. Individual responses will be destroyed.

Progress on Director’s goals from 2009 Evaluation :  

Assistance for Director on projects:

Mr. Harris followed up on the recommendation in his evaluation to delegate responsibilities. He received limited response to a memo he sent to administrative staff listing projects he wanted to delegate. He proposed going outside the library to find a part time person for specific projects. He has found unused money budgeted for an electric bill that could pay for part-time help. The committee reviewed the items from the Strategic Plan listed in the memo and recommended that doing a staff analysis study and developing a fundraising plan justified outside help. The Committee recommended the remaining items be assigned to department heads.

The Committee agreed to give Mr. Harris until January to create a plan of attack for how to get assistance on the projects presented.

Team building among staff – Evaluation Goal

Mr. Harris has taken constructive steps to improve the professional camaraderie among staff. His goals are to foster a sense that the library is more important than individual jobs and departments and that we are all in this together. This includes bi-weekly individual conferences with department heads and bi-weekly administrative team meetings and developing an understanding of what other departments do.

Review of the Director’s evaluation forms used by staff and trustees :

The committee will revise the Director’s Evaluation form to be more closely aligned with the Director’s Job Description. Bob observed that the current evaluation is trait-based and the job description is task-based. Ms. Carlson will prepare a new evaluation form for trustees that merge the two. It will be similar in structure to the Staff Evaluation Form. A rough draft will be completed by the end of December.

Adjournment. There being no further business. Mr. Brenniman adjourned the meeting at 8:42 p.m.

Secretary

Notes taken by Cynthia Ward

HELEN M. PLUM MEMORIAL LIBRARY DIRECTOR RELATIONS COMMITTEE MINUTES September 16, 2009

Chairman Gary Brenniman called the meeting to order at 6:30 p.m.

Roll Call: Present were Committee members Gary Brenniman, Virginia Carlson, and Sue Wiggins. Board President Cindy Ward, Trustee Kris Johnson, Director Bob Harris and Office Assistant Norma Moore were also in attendance.

Public comment: None

Changes or Additions to the Agenda:

Anticipating going into closed session, Mr. Brenniman suggested a change in the order of the agenda so as to cover open session items first.  

New business:  

Trustee prizes at staff lunch:

Mr. Harris learned that some staff members object to the Trustees winning raffle prizes at the annual Christmas staff party. The Committee discussed it and agreed that as Trustees allocate the funds for the event and act as hosts they would not be eligible for raffle prizes. Mr. Harris will contact Trustees not present at this meeting.

Assistance for Director on projects:

Mr. Harris prepared a list of administrative projects (most of which come directly from the Strategic Plan) for which he would like assistance. The list was presented to Department Heads at a recent advisory meeting as Mr. Harris would prefer to use in house qualified staff before hiring out for help. He would rather not hire an Assistant Director because of space and budget constraints. He also noted that most of these are one time only projects “once they are done, they are done”. He expects a response from Department Heads soon

Ms. Johnson asked if the need for extra assistance has been a long standing issue and, if so, what has prevented Bob from getting help in the past. Mr. Harris stated that he had the perception that these things could get done and that the building project has taken up a lot of time.

Regardless of whether staff is able to fill in or a temporary “special projects” hire is needed the deadlines on the Strategic Plan for these items will have to be pushed back. Any discussion of reconfiguring of the budget can take place at the November Board meeting as needed.

Mr. Brenniman moved, and it was secondedto:

GO INOT CLOSED SESSION TO DISCUSS THE EMPLOYMENT AND PERFORMANCE OF A SPECIFIC EMPLOYEE OF THE HELEN M. PLUM MEMORIAL LIBRARY

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

The Committee went into closed session at 7:12 p.m.

The Committee returned to open session at 7:58 p.m.

The next meeting of the Director Relations Committee will be before the November Regular Board meeting, the date and time to be determined.  

Adjournment. There being no further business, Ms. Carlson moved to adjourn the meeting, and it was seconded. All ayes, motion carried. Mr. Brenniman adjourned the meeting at 8:00 p.m.

Secretary

Notes taken by Norma Moore

HELEN M. PLUM MEMORIAL LIBRARY STRATEGIC PLANNING COMMITTEE MINUTES June 2, 2009

Call to order: The meeting convened at 7:00 p.m. Present were Committee members Linnea Warda, Wayne Kankovsky, and Kris Johnson. Bob Harris, Library Director was also present.

Public comment: None

Election of Chairperson: Kris Johnson moved, and it was seconded, to nominate Wayne Kankovsky as Chairman. All ayes, motion carried.

Review and revision of Long Range Plan:

The Committee reviewed the most recent version of the Strategic Plan, which had been amended by Mr. Harris with many changes. As staff have not had time to fully respond to this, it will be shared with them, and changes will be brought to the attention of the Committee.

Mr. Harris was asked to provide a Gantt chart, so that beginning and ending times of various action steps can be shown visually along with items prioritized.

Item 8.5 should add “Budget for additional staff as needed”.

The Committee discussed getting additional help for various administrative projects for Mr. Harris, and he will consider how this can be done.

The Committee also asked Mr. Harris to highlight certain action steps that could be assigned to someone else, to expedite progress.

Adjournment. There being no further business, Ms. Warda moved, and it was seconded, to adjourn. All ayes, motion carried. Mr. Kankovsky adjourned the meeting at 8:12 p.m.

Secretary

Notes taken by Bob Harris

HELEN M. PLUM MEMORIAL LIBRARY STRATEGIC PLANNING COMMITTEE MINUTES July 29, 2009

Call to order: Committee Chair Wayne Kankovsky called the meeting to order at 7:03. Present were Committee members Kris Johnson and Linnea Warda. Also present were Trustees, Ginny Carlson, and Cindy Ward, Director Bob Harris and Business Office Assistant Norma Moore.

Public Comment: None

Review and revision of Strategic Plan:

The Committee reviewed the most recent version of the Strategic Plan and some background materials provided by Ms. Johnson. She voiced concern over the fact that a “mini survey” she did with Trustees indicated many opinions and that everyone is not on the same page. Some view the strategic plan as a working document, an ever changing to-do list of goals rather than something written in stone.

Cindy Ward expressed concern about making widespread changes to the current document (written in 2006 to extend to 2012) because it includes public input. Any changes made need to be noted as amendments rather than altering what was intended to last until 2012. Mr. Kankovsky posed the question to the committee: “At what point do we make an entirely new document?” Ms. Ward reiterated that the intention was to repeat the process in 2012. Mr. Kankovsky stated that we can perform a formalized process with community input then.

The Committee began an exhaustive review of the current strategic plan beginning with a discussion of the vision and missions statements while keeping in mind the differences between vision, mission, goals and strategies. The committee amended the current Vision statement because it does not make mention of our major goal, which is to improve the library facilities.

The Committee made further changes to the plan as documented.

Ms. Warda moved, and it was seconded,

TO RECOMMEND TO THE FULL BOARD THE REVISIONS TO THE STRATEGIC PLAN DATED JULY 29, 2009.

All ayes- motion carried

Adjournment. There being no further business, Ms. Warda moved, and it was seconded, to adjourn. All ayes, motion carried. Mr. Kankovsky adjourned the meeting at 8:28 p.m.

________________________________________________________________________ Secretary

Notes taken by Norma Moore

Minutes of the Helen M. Plum Memorial Library Board of Trustees Ad Hoc Committee to Review Closed Session Minutes OPEN SESSION July 14, 2009

The meeting was called to order at 6:30 p.m. in the Library Board room.

Trustees Present: Kris Johnson, Linnea Warda, Sue Wiggins and Wayne Kankovsky.

Ms. Warda moved, and seconded, to:

GO INTO CLOSED SESSION TO REVIEW CLOSED SESSION MINUTES

All ayes – motion carried.

The Committee went into closed session at 6:31 p.m.

The Committee returned to open session at 6:40 p.m.

Ms. Warda moved, and it was seconded, to recommend to the full Board opening the closed session minutes of:

March 14, 2006

January 13, 2009

April 29, 2009

All ayes. Motion carried

There being no further business, Ms. Warda moved, and it was seconded, to adjourn. All ayes, meeting adjourned at 6:41 p.m.

Notes by Sue Wiggins

Approved: ___________________________

Board Secretary

January 2010 Agendas

February 2010 Agendas

March 2010 Agendas

April 2010 Agendas

May 2010 Agendas

June 2010 Agendas

July 2010 Agendas

August 2010 Agendas

September 2010 Agendas

October 2010 Agendas

November 2010 Agendas

December 2010 Agendas

January 12, 2010 Ad Hoc Minutes

The meeting was called to order at 6:30 p.m. in the in the Library Board room.

Trustees Present: Gary Brenniman, Wayne Kankovsky and Cindy Ward.

Ms. Ward moved, and it was seconded, to:

GO INTO CLOSED SESSION TO REVIEW CLOSED SESSION MINUTES

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

The Committee went into closed session at 6:30 p.m.

The Committee returned to open session at 6:45 p.m.

Roll call. Trustees Present: Gary Brenniman, Wayne Kankovsky and Cindy Ward.

Ms. Ward moved, and it was seconded, to recommend to the full Board opening the closed session minutes of:

July 14, 2009

All ayes. Motion Carried

There being no further business, Mr. Brenniman moved, and it was seconded to adjourn. All ayes, meeting adjourned at 6:46 p.m.

Notes by Cindy Ward

Approved: ___________________________

Board Secretary

January 12, 2010 Board of Trustees Minutes

BOARD OF TRUSTEES

HELEN M. PLUM MEMORIAL PUBLIC LIBRARY DISTRICT

Minutes – Regular Meeting

January 12, 2010

President Ward called the meeting of the Library Board of Trustees to order at 7:07 p.m. in the Board Room of the Plum Library.

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

Absent: None

Staff Members Present: Harris, Howe, Kee, Ragona and Moore.

Visitors: Phil Wade, Morris Wade Associates, Inc.

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:

None

CHANGES OR ADDITIONS TO THE AGENDA:

None

OLD BUSINESS:

Reorganization progress report – Phil Wade

Mr. Wade gave updated information and was available to answers questions from the Board regarding his written report and timeline on the building reorganization project.

NEW BUSINESS: REPORTS AND DISCUSSION:

Committee on the homeless

Ms. Johnson recommended inviting various representatives of organizations impacted by the presence of the homeless on Tuesday nights to a meeting. The Board agreed that discussing the homeless issues at a meeting, involving representatives from the Village, local churches, and other interested parties, was a good idea.

Approval of minutes:

The Board reviewed the minutes of the December 8, 2009 regular Board meeting. Mr. Kankovsky moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE DECEMBER 8, 2009 REGULAR BOARD MEETING AS CORRECTED.

All ayes – Motion Carried

Mr. Kankovsky moved that:

THE BOARD APPROVE MINUTES OF THE NOVEMBER 10, 2009 CLOSED SESSION BOARD MEETING AS AMENDED.

Although these minutes were approved at the regularly scheduled December Board meeting, Mr. Harris recommended that the Board reconsider them.

The minutes state that “The Board discussed possible changes and additions to the personnel policies” which is not congruent with the stated purpose of the meeting, which is “to discuss the appointment, employment, compensation, discipline, performance or dismissal of a specific employee”. Under the Open Meetings Act, discussing policies is not an allowable exception to open meetings. Policies must be discussed in open session. Mr. Kankovsky withdrew his previous motion. Mr. Kankovsky moved, and it was seconded, that:

THE BOARD AMEND THE CLOSED SESSION MINUTES OF THE NOVEMBER 10, 2009, BOARD MEETING,

FROM: "THE BOARD DISCUSSED POSSIBLE CHANGES AND ADDITIONS TO THE PERSONNEL POLICIES."

TO: "THE BOARD DISCUSSED THE EMPLOYMENT OF A SPECIFIC EMPLOYEE OF THE LIBRARY."

All ayes – Motion Carried

The minutes of the December 8, 2009 Closed Session Board meeting were unavailable. The Board will review them at the regularly scheduled February Board meeting.

The Board reviewed the minutes of the January 11, 2010 Director Relations Committee meeting. Mr. Brenniman moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE JANUARY 11, 2010 DIRECTOR RELATIONS COMMITTEE MEETING AS CORRECTED.

All ayes by committee members– Motion Carried

Financial Reports:

Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED DECEMBER 31, 2009
SHOWING A COMBINED BALANCE OF $3,136,547.54 AS PRESENTED.

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 DECEMBER 31, 2009 AS PRESENTED.

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 DECEMBER 1 TO 31, 2009, IN THE AMOUNT OF $123,331.07 AS PRESENTED.

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

Reports of Standing Committees:

Building & Grounds

None

Community Relations Committee

The Committee will meet in January 27, 2010 to make plans for an open house celebration.

Director Relations Committee

The next Director Relations Committee meeting is scheduled for February 8, 2010.

Policy Committee

The Committee will meet on January 20, 2010 to review a number of policies.

Strategic Planning Committee

None

Communications:

Ms. Wiggins read thank you notes for the Christmas brunch from the Youth Services Department, Gerri Dean, Marlene Schalund, Carol Meisenheimer and Angela Schultz.

LIBRARIAN’S REPORT:

The Board reviewed Mr. Harris’s and Department Head’s written reports.

Dates to remember:

Policy Committee meeting, Wednesday, January, 20, 7 p.m.

Friends of the Library program, Sunday, January 24, 2 p.m., “Dessert with the Director”. Cindy Ward and Mr. Harris will discuss reorganization and district conversion at this Friends-only program.

Friends of the Library Board meeting, Monday, January 25, 7 p.m.

Community Relations Committee meeting, Wednesday, January 27, 7 p.m.

ADJOURNMENT:

There being no further business, Mr. Brenniman moved, and it was seconded, to adjourn. All ayes, motion carried. Ms. Ward declared the meeting adjourned at 9:00 p.m.

Notes taken by Norma Moore

Approved: __________________________________________ Board Secretary

February 9, 2010 Board of Trustees Minutes

BOARD OF TRUSTEES

HELEN M. PLUM MEMORIAL PUBLIC LIBRARY DISTRICT

Minutes – Regular Meeting

February 9, 2010

President Ward called the meeting of the Library Board of Trustees to order at 7:07 p.m. in the Board Room of the Plum Library.

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

Trustee Wiggins arrived at 7:08

Absent: None

Staff Members Present: Harris, Howe, Rivet and Moore.

Visitors: None

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:

Kris Johnson relayed a message from the AARP tax preparers who appreciate access to the business office for making copies.

CHANGES OR ADDITIONS TO THE AGENDA:

Ms. Ward added a report on the “Serving the Homeless” workshop to the agenda.

Report on “Serving the Homeless” workshop

Trustees Johnson and Ward both attended the MLS workshop “Serving the Homeless”. Ms. Ward shared her written report while both commented on how timely and useful the workshop was given the upcoming forum involving the community on February 25, 2010. Ms. Johnson recommended that the Trustees read the book Public Library Services for the Poor: Are We Doing all We Can? written by the presenters of the program Leslie Edmonds Holt and Glen Holt. She further recommended that the Policy Committee review the Policy on Patron Behavior, the Policy on Unattended Children and the Drug and Alcohol Policy.

OLD BUSINESS:

Update on building reorganization

Mr. Harris gave updated information regarding the report he had received from Phil Wade of Morris Wade Associates, Inc.

NEW BUSINESS: REPORTS AND DISCUSSION:

Organizational dues for Trustees

Mr. Kankovsky asked that the topic of Trustee dues for membership in community organizations be discussed by the Policy Committee.

Slide presentation on reorganization

Mr. Harris showed a PowerPoint presentation on the Library reorganization.

Vote to open closed session minutes

The Ad Hoc Committee to Review Closed Session Minutes recommends opening the minutes of July 14, 2009.

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

TO OPEN THE CLOSED SESSION MINUTES OF JULY 14, 2009

All ayes – Motion Carried

Policy on Community Involvement

The Policy Committee recommends four policies for adoption. The Board reviewed the Policy on Community Involvement. Ms. Wiggins moved, and it was seconded:

TO ADOPT THE POLICY ON COMMUNITY INVOLVEMENT AS PRESENTED.

After further discussion the Board remanded The Policy on Community Involvement to the Policy Committee for further review.

Policy on Partnerships and Sponsorships of Library Events

The Board reviewed the Policy on Partnerships and Sponsorships of Library Events. Ms. Carlson moved, and it was seconded:

TO ADOPT THE POLICY ON PARTNERSHIPS AND SPONSORSHIPS OF LIBRARY EVENTS AS PRESENTED.

After further discussion the Board remanded The Policy on Partnerships and Sponsorships of Library Events to the Policy Committee for further review.

Policy on Division of Responsibility Between Board and Director

The Board reviewed the Policy on Division of Responsibility Between Board and Director. Ms. Wiggins moved, and it was seconded:

TO ADOPT THE POLICY ON DIVISION OF RESPONSIBILIITY BETWEEN BOARD AND DIRECTOR AS AMENDED.

All ayes – Motion Carried

Policy on Patron Confidentiality

The Board reviewed the Policy on Patron Confidentiality. Ms. Carlson moved, and it was seconded:

TO ADOPT THE POLICY ON PATRON CONFIDENTIALITY AS AMENDED.

All ayes – Motion Carried

Adoption of Director’s evaluation form

The Director Relations Committee has revised the form used by Trustees for the Director’s performance evaluation. Ms. Wiggins moved, and it was seconded:

TO ADOPT THE "BOARD OF TRUSTEES COMMENTS ON DIRECTOR'S JOB PERFORMANCE" FORM AS AMENDED.

All ayes – Motion Carried

The Director Relations Committee has revised the form used by the Administrative Team for the Director’s performance evaluation. Ms. Carlson moved, and it was seconded:

TO ADOPT THE "ADMINISTRATIVE TEAM COMMENTS ON DIRECTOR'S JOB PERFORMANCE" FORM AS PRESENTED.

All ayes – Motion Carried

Approval of minutes:

The Board reviewed the minutes of the Closed Session, Board meeting, December 8, 2009. Ms. Carlson moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE DECEMBER 8, 2009 CLOSED SESSION BOARD MEETING, AS AMENDED.

All ayes – Motion Carried

The Board reviewed the minutes of the Ad Hoc Committee meeting, January 12, 2010. Ms. Johnson moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE JANUARY 12, 2010 AD HOC COMMITTEE MEETING AS PRESENTED.

All ayes by committee members– Motion Carried

The Board reviewed the minutes of the Closed session, Ad Hoc Committee meeting, January 12, 2010. Ms. Johnson moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE JANUARY 12, 2010 CLOSED SESSION, AD HOC COMMITTEE MEETING, AS AMENDED.

All ayes by committee members – Motion Carried

The Board reviewed the minutes of the January 12, 2010 regular Board meeting. Ms. Warda moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE JANUARY 12, 2010 REGULAR BOARD MEETING AS AMENDED.

All ayes – Motion Carried

The Board reviewed the minutes of the Policy Committee meeting, January 20, 2010. Ms. Wiggins moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE JANUARY 20, 2010 POLICY COMMITTEE MEETING, AS AMENDED.

All ayes by committee members – Motion Carried

The Board reviewed the minutes of the Community Relations Committee meeting, January 27, 2010. Ms Carlson moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE JANUARY 27, 2010 COMMUNITY RELATIONS COMMITTEE MEETING, AS AMENDED.

All ayes by committee members – Motion Carried

The Board reviewed the minutes of the Director Relations Committee meeting, February 3, 2010. Mr. Brenniman moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE FEBRUARY 3, 2010 DIRECTOR RELATIONS COMMITTEE MEETING, AS PRESENTED.

All ayes by committee members – Motion Carried

Financial Reports:

Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED JANUARY 31, 2010 SHOWING A COMBINED BALANCE OF $2,844,969.44 AS PRESENTED.

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 JANUARY 31, 2010 AS PRESENTED.

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 JANUARY 1, 2010 TO JANUARY 31, 2010 IN THE AMOUNT OF $223,342.52 AS PRESENTED.

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

Reports of Standing Committees:

Building & Grounds

None

Community Relations Committee

None

Director Relations Committee

None

Policy Committee

None

Strategic Planning Committee

None

Communications:

None

LIBRARIAN’S REPORT:

The Board reviewed Mr. Harris’s and Department Heads written reports.

Dates to remember:

Thursday, February 18, 7:30. Mr. Harris will make a presentation to the Butterfield East Homeowners Association about our being a library district.

Wednesday, February 24, 7:00 p.m. Community Relations Comm. meeting

Monday, March 8, 7:00 p.m. Friends of the Library Board meeting.

Sunday, April 11, 3:00 p.m. Library open house

ADJOURNMENT:

There being no further business, Mr. Brenniman moved, and it was seconded, to adjourn. All ayes, motion carried. Ms. Ward declared the meeting adjourned at 9:43 p.m.

Notes taken by Norma Moore

Approved: __________________________________________ Board Secretary

March 9 2010 Board of Trustees Minutes

BOARD OF TRUSTEES

HELEN M. PLUM MEMORIAL PUBLIC LIBRARY DISTRICT

Minutes – Regular Meeting

March 9, 2010

Secretary Wiggins 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 Johnson, Kankovsky, Warda, and Wiggins.

Absent: President Cynthia Ward, Vice President Virginia Carlson, Trustee Gary Brenniman and Director Bob Harris

Staff Members Present: Howe, Ragona and Moore.

Visitors: None

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:

None

CHANGES OR ADDITIONS TO THE AGENDA:

Kris Johnson requested the opportunity to present an update from the community forum on the homeless and from the meeting with State Representative Sandy Pihos.

Sue Wiggins wished to share her impressions regarding a recent out of state library visit.

Community forum on the homeless

Kris shared a thank you note from Rob Hatfield, Senior Minister at First Church of Lombard.

The next forum is scheduled for March 16 th. An invitation list is being formed for an April meeting as well. Alternate sites are being explored for the time period justprior to and after the local PADS shelter opens. Basic library rules and penalties for breaking the rules need to be posted clearly. A trustee asked if the police are reporting the names of offenders to PADS.  

Sandy Pihos.

Kris Johnson spoke briefly about the meeting with State Representative Sandra Pihos on March 5 th at the Glen Ellyn Library. Cindy Ward, Bob Harris, and Denise Zielinski from DLS also attended. Ms. Pihos spoke about Medicaid reform, pension reform, setting priorities, no new programs and an end to State borrowing. She noted that it is important to let the public know how you are cutting back.

Fort Myers Library

Sue Wiggins had the opportunity to visit the Fort Myers Library in Lee County, Florida and was very impressed. She shared some of the particulars.

OLD BUSINESS:

Update on building reorganization

The Board reviewed Mr. Wade’s written progress report on the reorganization and current project schedule. Kristi Howe provided updated information.

NEW BUSINESS: REPORTS AND DISCUSSION:

Ordinance Electing Participation in IMRF

In order to become a full IMRF employer, the Board must adopt an ordinance to participate in IMRF as a district. Mr. Kankovsky moved, and it was seconded,

TO ADOPT AN ORDINANCE OF PARTICIPATION IN THE ILLINOIS MUNICIPAL RETIREMENT FUND.

All ayes – Motion Carried

Resolution to open bank accounts at Cole Taylor Bank

In order to participate in the CDRs program, outlined at the October 2009 board meeting, the Board needs to adopt an ordinance to open bank accounts at Cole Taylor Bank. Mr. Kankovsky moved, and it was seconded,

TO OPEN BANK ACCOUNTS AT COLE TAYLOR BANK.

All ayes – Motion Carried

Participation in Non-Resident Library Card service

The Board discussed the Library’s participation in the non-resident card program and by which method the Library will use to determine the fee. Mr. Kankovsky moved, and it was seconded,

TO PARTICIPATE IN THE NON-RESIDENT CARD PROGRAM FOR THE YEAR JULY 1, 2010 TO JUNE 20, 2011, AND TO USE THE TAX-BILL FEE FORMULA FOR THE NON-RESIDENT CARD.

All ayes – Motion Carried

Approval of minutes:

The Board reviewed the minutes of the February 9, 2010 regular Board meeting. Ms. Warda moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE FEBRUARY 9, 2010 REGULAR BOARD MEETING AS AMENDED.

All ayes – Motion Carried

The Board reviewed the minutes of the Community Relations Committee meeting, February 28, 2010. Ms. Warda moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE FEBRUARY 28, 2010 COMMUNITY RELATIONS COMMITTEE MEETING, AS AMENDED.

All ayes by committee members – Motion Carried

Financial Reports:

Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED FEBRUARY 28, 2010 SHOWING A COMBINED BALANCE OF $2,844,969.44 AS PRESENTED.

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

Ms. Warda moved for:

THE ACCEPTANCE OF THE STATEMENT OF REVENUE AND EXPENDITURES VS. ANNUAL BUDGET DATED FEBRUARY 28, 2010 AS PRESENTED.

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

Ms. Warda moved for:

THE CONFIRMATION OF THE CASH DISBURSEMENT DETAIL REPORT DATED FEBRUARY 1, 2010 TO FEBRUARY 28, 2010 IN THE AMOUNT OF $155,526.10 AS PRESENTED.

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

Reports of Standing Committees:

Building & Grounds

None

Community Relations Committee

The date for the Open House has been changed to Sunday, May 2nd

Director Relations Committee

The next meeting will be on Wednesday, March 17 th.

Policy Committee

None

Strategic Planning Committee

None

Communications:

None

LIBRARIAN’S REPORT:

The Board reviewed Mr. Harris’s and Department Head’s written reports.

Dates to remember:

Wednesday, April 7, 7:00 p.m. Community Relations Committee

Sunday, April 25, 2:00 p.m. Friends of the Library general meeting and program

Sunday, May 2, 3:00 to 5:00 p.m. Library Open House

Monday, May 24, 7:00 p.m. Friends of the Library Board meeting.

Saturday, June 26 – Tuesday, June 29. ALA Conference, Washington D.C.

Tuesday, June 29. ALA Lobby Day, Washington, D.C.

ADJOURNMENT:

There being no further business, Mr. Kankovsky moved, and it was seconded, to adjourn. All ayes, motion carried. Ms. Wiggins declared the meeting adjourned at 8:25 p.m.

Notes taken by Norma Moore

Approved: __________________________________________ Board Secretary

April 13 2010 Board of Trustees Minutes

BOARD OF TRUSTEES

HELEN M. PLUM MEMORIAL PUBLIC LIBRARY DISTRICT

Minutes – Regular Meeting

April 13, 2010

President Cynthia Ward called the meeting of the Library Board of Trustees to order at 7:02 p.m. in the Board Room of the Plum Library.

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

Absent: None

Staff Members Present: Harris, Kee, Schehl and Moore.

Visitors: None

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:

None

CHANGES OR ADDITIONS TO THE AGENDA:

Board review of the minutes of the Closed Session Director Relations Committee meeting on March 17, 2010 was added to the agenda.

OLD BUSINESS:

Update on building reorganization

Mr. Harris shared a simplified financial picture showing how much will remain in reserves once the reorganization project is completed, and how much the Library has committed to from reserves for other projects (I.T., etc.). 

Report on Homeless Committee – Trustee Johnson

Trustee Johnson gave her report on our Homeless Committee meetings.

NEW BUSINESS: REPORTS AND DISCUSSION:

Report on Intergovernmental dinner – Trustee Carlson

Trustee Carlson gave her report on her attendance at the Intergovernmental Dinner.

Budget schedule for 2010/2011 and 2011/2012

The Board reviewed steps needed to prepare the 2010/2011 working budget, and the 2010 levy and the 2011/2012 appropriation budget.

IMRF resolution to appoint authorized agent

The Board must pass a resolution concerning the Illinois Municipal Retirement Fund. The Board discussed the issue. Mr. Kankovsky moved, and it was seconded:

TO APPOINT DENISE RAGONA AS THE AUTHORIZED AGENT FOR IMRF.

All ayes – Motion Carried

Vacation policy

The vacation policy, most recently amended in June 2008, has one word that has misled our payroll service into depriving eligible part-timers of some of their earned vacation time. Further, the policy states that carried over vacation must be used by May 31, which used to be the end of our fiscal year; now that we are a district library, it is June 30. Mr. Kankovsky moved, and it was seconded:

TO CHANGE THE VACATION POLICY AS FOLLOWS:

FROM: Vacation time is non-cumulative and if not taken during the calendar year will be forfeited unless carried over to May 31 of the following year with the written consent of the Library Director.

TO: VACATION TIME IS NON-CUMULATIVE AND IF NOT TAKEN DURING THE CALENDAR YEAR WILL BE FORFEITED UNLESS CARRIED OVER TO JUNE 30 OF THE FOLLOWING YEAR WITH THE WRITTEN CONSENT OF THE LIBRARY DIRECTOR.

FROM: Vacation time is granted on January 1 for the upcoming calendar year, based on hours worked the prior calendar year.

TO: VACATION TIME IS GRANTED ON JANUARY 1 FOR THE UPCOMING CALENDAR YEAR, BASED ON HOURS PAID THE PRIOR CALENDAR YEAR, EXCLUDING OVERTIME PAY PAID FOR SUNDAYS.

All ayes – Motion Carried

Approval of minutes:

The Board reviewed the minutes of the March 9, 2010 regular Board meeting. Mr. Kankovsky moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE MARCH 9, 2010 REGULAR BOARD MEETING AS PRESENTED.

All ayes – Motion Carried

The Board reviewed the minutes of the Director Relations Committee meeting, March 17, 2010. Ms. Wiggins moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE MARCH 17 , 2010 DIRECTOR RELATIONS COMMITTEE MEETING, AS PRESENTED.

All ayes by committee members – Motion Carried

The Board reviewed the minutes of the Closed Session Director Relations Committee meeting, March 17, 2010. Ms. Wiggins moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE MARCH 17 , 2010 CLOSED SESSION DIRECTOR RELATIONS COMMITTEE MEETING, AS PRESENTED.

All ayes by committee members – Motion Carried

The Board reviewed the minutes of the Community Relations Committee meeting, April 7, 2010. Ms. Wiggins moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE APRIL 7, 2010 COMMUNITY RELATIONS COMMITTEE MEETING, AS AMENDED.

All ayes by committee members – Motion Carried

Financial Reports:

Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED MARCH 31, 2010 SHOWING A COMBINED BALANCE OF $2,326,414.69 AS PRESENTED.

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

Ms. Warda moved for:

THE ACCEPTANCE OF THE STATEMENT OF REVENUE AND EXPENDITURES VS. ANNUAL BUDGET DATED MARCH 31, 2010 AS PRESENTED.

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

Ms. Warda moved for:

THE CONFIRMATION OF THE CASH DISBURSEMENT DETAIL REPORT DATED MARCH 1, 2010 TO MARCH 31, 2010 IN THE AMOUNT OF $107,876.06 AS PRESENTED.

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

Reports of Standing Committees:

Building & Grounds

None

Community Relations Committee

The date for the Open House has been changed to Sunday, May 23 rd. Ms. Carlson asked that each Trustee consider acting as a docent along with staff members (to be determined) for each of the 7 tour areas on the route.

Director Relations Committee

The next meeting is to be scheduled.

Policy Committee

The next meeting is to be scheduled.

Strategic Planning Committee

The next meeting is to be scheduled.

Communications:

None

LIBRARIAN’S REPORT:

The Board reviewed Mr. Harris’s and Department Head’s written reports.

Dates to remember:

Sunday, April 25, 2:00 p.m. Friends of the Library general meeting and program

Friday, April 30, 6:00 p.m. Aurora Public Library Foundation fundraiser

Friday, May 7, 6:00 p.m. LACONI Trustee/Librarian dinner

Friday, May 7, Lilac Ball.

Monday, May 24, 7:00 p.m. Friends of the Library Board meeting.

Saturday, June 26 – Tuesday, June 29. ALA Conference, Washington D.C.

Tuesday, June 29. ALA Lobby Day, Washington, D.C.

Ms. Wiggins moved, and it was seconded to:

GO INTO CLOSED SESSION FOR THE PURPOSE OF DISCUSSING THE APPOINTMENT, EMPLOYMENT, COMPENSATION, DISCIPLINE, PERFORMANCE, OR DISMISSAL OF A SPECIFIC EMPLOYEE OF THE HELEN M. PLUM MEMORIAL PUBLIC LIBRARY DISTRICT.  

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

The Board went into closed session at 8:55 p.m.

The Board returned to open session at 9:30 p.m.

Ms. Wiggins moved, and it was seconded:

TO APPROVE THE DIRECTORS 2010 WRITTEN PERFORMANCE EVALUATIO AS REVISED IN CLOSED SESSION.

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

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 9:40 p.m.

Notes taken by Norma Moore

Approved: __________________________________________ Board Secretary

May 11, 2010 Board of Trustees Minutes

BOARD OF TRUSTEES

HELEN M. PLUM MEMORIAL PUBLIC LIBRARY DISTRICT

Minutes – Regular Meeting

May 11, 2010

President Cynthia 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, Kankovsky, Warda, and Wiggins and Ward.

Trustee Johnson arrived at 7:03 p.m.

Absent: None

Staff Members Present: Harris, Ragona, Schehl and Moore.

Visitors: None

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:

None

CHANGES OR ADDITIONS TO THE AGENDA:

None

OLD BUSINESS:

Update on building reorganization

Mr. Harris gave an update on the building reorganization.

Report on Homeless Committee – Trustee Johnson

Trustee Johnson gave her report on the third Homeless Committee meeting which was held on May 6. Representatives of two area churches, of the six invited, attended. The Board discussed the pros and cons of paying someone from PADS to be here on Tuesdays to work with the homeless who wait at the library. Mr. Harris, Cindy Ward and Kris Johnson will be calling nearby churches to see if they would help provide a daytime warming place on Tuesdays. The next meeting Homeless Committee w ill be in the fall.

Open house – progress report and suggestions

The Board discussed plans for the open house, May 23. They identified which Trustee will be a docent for certain areas. They include: Sue Wiggins, Adult Quiet Reading Room; Cindy Ward, front door; Wayne Kankovsky, Youth Services; Kris Johnson, Teen Area; Ginny Carlson, Adult Services; Gary Brenniman, Board Room and Technical Processing. The idea is that staff would also be at each station to help explain improvements for those areas.

The Board also discussed the possibility of treating, repairing or cleaning the wooden tops of bookcases, tables, counter tops, etc.

NEW BUSINESS: REPORTS AND DISCUSSION:

Policy on Community Involvement

The Board discussed the Policy on Community Involvement, specifically to what extent the Board would financially support dues for Trustees who join community organizations. One Trustee noted that the District 44, District 87, The Village of Lombard, and the Park District do not pay the community organizations dues of Trustees. Another noted that the Library paying for attendance at various conventions and dinners where they represent the Library is sufficient. Mr. Harris noted that a number of staff members’ dues are paid by the Library. After each Trustee weighed in informally on the subject the Policy was remanded back to the Policy Committee for further review .

Word changes to existing policies

The Policy Committee has observed that a number of policies refer to the Helen M. Plum Memorial Library by name, or refer to the Public Library Law from the Illinois Compiled Statutes. Ms. Wiggins moved, and it was seconded:

TO AUTHORIZE THE LIBRARY DIRECTOR TO MAKE ANY AND ALL ADMINISTRATIVE CHANGES TO EXISTING POLICIES BROUGHT ABOUT BY THE LIBRARY'S CONVERSION TO A LIBRARY DISTRICT.

All ayes – Motion Carried

Adoption of Policy on Sponsorships of Library Events

The Policy Committee recommended the adoption of the Policy on Sponsorships of Library Events. T he Board reviewed the policy. Ms. Wiggins moved, and it was seconded:

TO ADOPT THE POLICY ON SPONSORSHIPS OF LIBRARY EVENTS.

All ayes – Motion Carried

Bylaws revisions

The Board reviewed the proposed changes to the Bylaws as recommended by the Policy Committee. Voting on the changes will be on the agenda for the June meeting.

Fire alarm contract award

Mr. Harris received sealed bids for removal of the existing and replacement of a new fire alarm. He recommended that the Board award the work to Fox Valley Fire and Safety. Ms. Carlson moved, and it was seconded:

TO AWARD THE CONTRACT FOR REMOVAL OF THE EXISTING FIRE ALARM, AND INSTALLATION OF A NEW FIRE ALARM, CONSISTENT WITH THE BIDDING DOCUMENTS DATED MARCH 12, 2010, TO FOX VALLEY FIRE AND SAFETY, IN THE AMOUNT OF $32,500.

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

Employment of Director

Mr. Harris’s employment contract expires May 31, 2010. He is willing to work without a contract, and recommend that he be employed as an "at will" employee, on the same basis as all other staff. Ms. Johnson moved, and it was seconded:

TO EMPLOY ROBERT A. HARRIS AS LIBRARY DIRECTOR AFTER MAY 31, 2010. AS AN "AT WILL" EMPLOYEE, WITHOUT A WRITTEN CONTRACT, WITH SALARY AND FRINGE BENEFITS IN ACCORDANCE WITH THE SALARY SCHEDULE.

All ayes – Motion Carried

The Board asked to have the Director Relations Committee meet to discuss succession planning.

Approval of minutes:

The Board reviewed the minutes of the April 13, 2010 regular Board meeting. Ms. Johnson moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE APRIL 13, 2010 REGULAR BOARD MEETING AS PRESENTED.

All ayes – Motion Carried

The Board reviewed the minutes of the Policy Committee meeting, April 21, 2010. Ms. Wiggins moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE APRIL 21, 2010 POLICY COMMITTEE MEETING, AS CORRECTED.

All ayes – Motion Carried

The Board reviewed the minutes of the Director Relations Committee meeting, April 29, 2010. Mr. Brenniman moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE APRIL 29, 2010 DIRECTOR RELATIONS COMMITTEE MEETING, AS PRESENTED.

All ayes by committee members – Motion Carried

The Board reviewed the minutes of the Closed Session Director Relations Committee meeting, April 29, 2010. Ms. Wiggins moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE APRIL 29, 2010 CLOSED SESSION DIRECTOR RELATIONS COMMITTEE MEETING, AS PRESENTED.

All ayes by committee members – Motion Carried

Financial Reports:

Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED APRIL 30, 2010 SHOWING A COMBINED BALANCE OF $2,115,936.66 AS PRESENTED.

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 APRIL 30, 2010 AS PRESENTED.

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 APRIL 1, 2010 TO APRIL 30, 2010 IN THE AMOUNT OF $84,704.93 AS PRESENTED.

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

Reports of Standing Committees:

Building & Grounds

None

Community Relations Committee

None

Director Relations Committee

None

Policy Committee

None

Strategic Planning Committee

A meeting of the Strategic Planning Committee will be scheduled in July.

Communications:

Ms. Wiggins read a thank you note from Leslie Foster of the Art Association.

LIBRARIAN’S REPORT:

The Board reviewed Mr. Harris’s and Department Head’s written reports.

Dates to remember:

Sunday, May 16, 1:00 p.m. Lilac Parade

Monday, May 17. DLS Day at Pheasant Run in St. Charles.

Wednesday, May 19, 7:00 p.m. Community Relations Committee meeting.

Sunday, May 23, 3:00 p.m. Library Open House

Monday, May 24, 7:00 p.m. Friends of the Library Board meeting.

I will be on vacation May 24-May 28.

ADJOURNMENT:

There being no further business, Mr. Brenniman 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

June 8, 2010 Board of Trustees Minutes

BOARD OF TRUSTEES

HELEN M. PLUM MEMORIAL PUBLIC LIBRARY DISTRICT

Minutes – Regular Meeting

June 8, 2010

President Cynthia Ward called the meeting of the Library Board of Trustees to order at 7:04 p.m. in the Board Room of the Plum Library.

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

Absent: Trustees Brenniman and Johnson

Staff Members Present: Harris

Visitors: None

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:

None

CHANGES OR ADDITIONS TO THE AGENDA:

None

OLD BUSINESS:

Update on building reorganization

The Board reviewed a revised listing of reserve fund expenses. Mr. Harris reported that reorganization work is done. Some suggestions for further projects were made by Trustees. Estimated cost as of May 31, 2010, for reorganization is $507,358.33, which includes a few bills yet to be received. Reserve balance for unplanned expenses is estimated to be $272,438.10.

Library Website

A new beta version of the Library website will be available to see at www.helenplum.org.on June 10, it will be discussed by staff for future training needs, and continuation of population of pages, with a final date set for full release.

NEW BUSINESS: REPORTS AND DISCUSSION:

Budget timeline for 2011-2012 budget

The Library board set a date for a special meeting to discuss the 2011-2012 appropriation budget as August 23, 7 p.m., in the Board room.

Vote to approve revised Bylaws

The Board reviewed the recommended revised Bylaws. Ms. Wiggins moved, and it was seconded, that:

THE BOARD ADOPT THE REVISED BYLAWS AS RECOMMENDED.

All ayes – Motion Carried

Support for DuPage Library System

The DuPage Library System, in common with all other eight library systems in Illinois, is in danger of going out of business after July, 2011, unless promised funding is forthcoming from the State. The Board reviewed a sample letter of support. Mr. Kankovsky moved, and it was seconded, that:

THE BOARD SEND THE RECOMMENDED LETTER OF SUPPORT CONCERNING LIBRARY SYSTEMS, FROM THE BOARD OF TRUSTEES, TO SECRETARY OF STATE JESSE WHITE, AND TO INCLUDE THE NAMES OF EACH TRUSTEE ON THE LETTER.

All ayes – Motion Carried

Appointment of ad hoc Committee to Review Closed Session Minutes

President Ward appointed Trustees Wiggins, Warda and Kankovsky to an ad hoc committee to review closed session minutes. The committee meeting is at 6:30 p.m., Tuesday, July 13, in the Board room.

Approval of minutes:

The Board reviewed the minutes of the May 11, 2010 regular Board meeting. Ms. Warda moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE MAY 11, 2010 REGULAR BOARD MEETING AS PRESENTED.

All ayes – Motion Carried

The Board reviewed the minutes of the Community Relations Committee meeting, May 19, 2010. Ms. Carlson moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE MAY 19 , 2010 COMMUNITY RELATIONS COMMITTEE MEETING, AS PRESENTED.

All ayes by committee members – Motion Carried

Financial Reports:

Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED MAY 31, 2010 SHOWING A COMBINED BALANCE OF $1,834,221.93 AS PRESENTED.

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

Ms. Warda moved for:

THE ACCEPTANCE OF THE STATEMENT OF REVENUE AND EXPENDITURES VS. ANNUAL BUDGET DATED MAY 31, 2010 AS PRESENTED.

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

Ms. Warda moved for:

THE CONFIRMATION OF THE CASH DISBURSEMENT DETAIL REPORT DATED MAY 1, 2010 TO MAY 31, 2010 IN THE AMOUNT OF $174,021.90 AS PRESENTED.

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

Reports of Standing Committees:

Building & Grounds

None

Community Relations Committee

None

Director Relations Committee

A meeting of the Director Relations Committee meeting will be scheduled in July.

Policy Committee

None

Strategic Planning Committee

A meeting of the Strategic Planning Committee will be scheduled in September.

Communications:

Ms. Wiggins read a thank you note from Linnea Warda.

LIBRARIAN’S REPORT:

The Board reviewed Mr. Harris’s and Department Head’s written reports and discussed progress on some strategic plan goals.

ADJOURNMENT:

There being no further business, Ms. Warda moved, and it was seconded, to adjourn. All ayes, motion carried. Ms. Ward declared the meeting adjourned at 8:38 p.m.

Notes taken by Bob Harris

Approved: __________________________________________ Board Secretary

June 30, 2010 Board of Trustees Minutes - Special Meeting

BOARD OF TRUSTEES

HELEN M. PLUM MEMORIAL PUBLIC LIBRARY DISTRICT

Minutes – Special Meeting – June 30, 2010

President Cynthia Ward called a special meeting of the Library Board of Trustees to order at 7:04 p.m. in the Library Board Room.

Trustees present: Mr. Brenniman, Mrs. Carlson, Ms. Johnson, Mrs. Ward, Mrs. Warda, and Mrs. Wiggins.

Absent: Mr. Kankovsky

Others present: Bob Harris, Library Director

PUBLIC COMMENT: None

ACTION ITEMS:

Discussion:

Linda Schehl attended briefly to answer questions about e-books.

Board of Trustees calendar and budget process, 2010/2011:

The calendar for the annual budget process was discussed.  The Board agreed to discuss the 2010-2011 Tentative Budget and Appropriation Ordinance at the August 10 Board meeting, rather than have a special meeting August 23.

Action Items:

Vote to approve Working Budget, 2010/2011:

Mr. Brenniman moved and it was seconded to:

ACCEPT WORKING BUDGET FOR 2010/2011

Discussion followed. The budget was reviewed, and Mr. Harris addressed questions about it. The Board chose to remove $5,000 for e-books (Account 724), to remove dues for Kiwanis (Account 825), to reinstate $3,000 for professional landscaping (Account 852), and to add $2,000 to Replacements and Long Term Repair (Account 856).

Mr. Brenniman revised his motion and it was seconded to:

APPROVE THE 2010-2011 WORKING BUDGET IN THE AMOUNT OF $4,025,609 AS AMENDED.

Roll call vote: Brenniman, AYE; Carlson, AYE; Johnson, AYE; Ward, AYE; Warda, AYE; Wiggins, AYE; Motion carried unanimously. 

Vote to approve Committed Funds, 2010/2011

Mrs. Wiggins moved, and it was seconded to:

APPROVE THE LISTING OF COMMITTED FUNDS FOR 2010/2011 AS PRESENTED.

Roll call vote: Brenniman, AYE; Carlson, AYE; Johnson, AYE; Ward, AYE; Warda, AYE; Wiggins, AYE; Motion carried unanimously.

Vote to authorize payments by September 30 of obligations incurred during 2009/2010:

Mrs. Warda moved, and it was seconded to:

AUTHORIZE PAYMENTS BY SEPTEMBER 30 OF OBLICATIONS INCURRED DURING 2009/2010.

Roll call vote: Brenniman, AYE; Carlson, AYE; Johnson, AYE; Ward, AYE; Warda, AYE; Wiggins, AYE; Motion carried unanimously.

Mrs. Wiggins moved, and it was seconded that:

THE LIBRARY DIRECTOR HAS APPROVAL OF THE BOARD OF TRUSTEES TO MAKE DISBURSEMENTS FROM RESERVE FUNDS IN COMPLIANCE WITH THE BIDDING PROCESS.

Roll call vote: Brenniman, AYE; Carlson, AYE; Johnson, AYE; Ward, AYE; Warda, AYE; Wiggins, AYE; Motion carried unanimously.

ADJOURNMENT: There being no further business, Ms. Warda moved, and seconded, to adjourn. All ayes, motion carried. Mrs. Ward declared the meeting adjourned at 9:16 p.m.

Minutes written by Bob Harris

Board Secretary

 

 

BOARD OF TRUSTEES

HELEN M. PLUM MEMORIAL PUBLIC LIBRARY DISTRICT

Minutes – Regular Meeting

June 8, 2010

President Cynthia Ward called the meeting of the Library Board of Trustees to order at 7:04 p.m. in the Board Room of the Plum Library.

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

Absent: Trustees Brenniman and Johnson

Staff Members Present: Harris

Visitors: None

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:

None

CHANGES OR ADDITIONS TO THE AGENDA:

None

OLD BUSINESS:

Update on building reorganization

The Board reviewed a revised listing of reserve fund expenses. Mr. Harris reported that reorganization work is done. Some suggestions for further projects were made by Trustees. Estimated cost as of May 31, 2010, for reorganization is $507,358.33, which includes a few bills yet to be received. Reserve balance for unplanned expenses is estimated to be $272,438.10.

Library Website

A new beta version of the Library website will be available to see at www.helenplum.org.on June 10, it will be discussed by staff for future training needs, and continuation of population of pages, with a final date set for full release.

NEW BUSINESS: REPORTS AND DISCUSSION:

Budget timeline for 2011-2012 budget

The Library board set a date for a special meeting to discuss the 2011-2012 appropriation budget as August 23, 7 p.m., in the Board room.

Vote to approve revised Bylaws

The Board reviewed the recommended revised Bylaws. Ms. Wiggins moved, and it was seconded, that:

THE BOARD ADOPT THE REVISED BYLAWS AS RECOMMENDED.

All ayes – Motion Carried

Support for DuPage Library System

The DuPage Library System, in common with all other eight library systems in Illinois, is in danger of going out of business after July, 2011, unless promised funding is forthcoming from the State. The Board reviewed a sample letter of support. Mr. Kankovsky moved, and it was seconded, that:

THE BOARD SEND THE RECOMMENDED LETTER OF SUPPORT CONCERNING LIBRARY SYSTEMS, FROM THE BOARD OF TRUSTEES, TO SECRETARY OF STATE JESSE WHITE, AND TO INCLUDE THE NAMES OF EACH TRUSTEE ON THE LETTER.

All ayes – Motion Carried

Appointment of ad hoc Committee to Review Closed Session Minutes

President Ward appointed Trustees Wiggins, Warda and Kankovsky to an ad hoc committee to review closed session minutes. The committee meeting is at 6:30 p.m., Tuesday, July 13, in the Board room.

Approval of minutes:

The Board reviewed the minutes of the May 11, 2010 regular Board meeting. Ms. Warda moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE MAY 11, 2010 REGULAR BOARD MEETING AS PRESENTED.

All ayes – Motion Carried

The Board reviewed the minutes of the Community Relations Committee meeting, May 19, 2010. Ms. Carlson moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE MAY 19 , 2010 COMMUNITY RELATIONS COMMITTEE MEETING, AS PRESENTED.

All ayes by committee members – Motion Carried

Financial Reports:

Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED MAY 31, 2010 SHOWING A COMBINED BALANCE OF $1,834,221.93 AS PRESENTED.

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

Ms. Warda moved for:

THE ACCEPTANCE OF THE STATEMENT OF REVENUE AND EXPENDITURES VS. ANNUAL BUDGET DATED MAY 31, 2010 AS PRESENTED.

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

Ms. Warda moved for:

THE CONFIRMATION OF THE CASH DISBURSEMENT DETAIL REPORT DATED MAY 1, 2010 TO MAY 31, 2010 IN THE AMOUNT OF $174,021.90 AS PRESENTED.

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

Reports of Standing Committees:

Building & Grounds

None

Community Relations Committee

None

Director Relations Committee

A meeting of the Director Relations Committee meeting will be scheduled in July.

Policy Committee

None

Strategic Planning Committee

A meeting of the Strategic Planning Committee will be scheduled in September.

Communications:

Ms. Wiggins read a thank you note from Linnea Warda.

LIBRARIAN’S REPORT:

The Board reviewed Mr. Harris’s and Department Head’s written reports and discussed progress on some strategic plan goals.

ADJOURNMENT:

There being no further business, Ms. Warda moved, and it was seconded, to adjourn. All ayes, motion carried. Ms. Ward declared the meeting adjourned at 8:38 p.m.

Notes taken by Bob Harris

Approved: __________________________________________ Board Secretary

July 13, 2010 Board of Trustees Minutes

BOARD OF TRUSTEES
HELEN M. PLUM MEMORIAL PUBLIC LIBRARY DISTRICT

Minutes – Regular Meeting

July 13, 2010

President Cynthia Ward called the meeting of the Library Board of Trustees to order at 6:30 p.m. in the Lobby of the Plum Library. The Library Board toured the building and facilities and convened in the Board Room at 7:00 p.m.

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

Absent: Trustee Kankovsky

Staff Members Present: Harris, Howe and 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:
Trustee attendance at ILA Conference
The Board discussed Trustee attendance at professional conferences with an emphasis on early registration in order to take advantage of available early discounts. The Board would need to exceed the amount budgeted if several Trustees wish to attend the upcoming Illinois Library Association Conference. Ms. Wiggins expressed interest in attending Trustee Day as she has not done so in the past. Ms. Ward is also considering attending and Ms. Johnson would like to go to the Trustee day and dinner. The early bird deadline is August 9th. After further discussion the Trustees agreed to notify Office Assistant, Norma Moore by July 30th if they wish to be registered to attend.

Report on attendance at ALA Conference – Wayne Kankovsky
This report was deferred until the regularly scheduled August 2010 Board meeting.

Review of Serving Our Public 2.0
The Board reviewed the most recently published standards for Illinois public libraries and identified five major impacts or changes that may affect the library board and staff as a result of this review. These are 1) working toward a new library building; 2) developing a new strategic plan; 3) getting public input on our services and collections; 4) policy reviews; and 5) enhancing reference service with other electronic means, such as instant messaging, live chat, etc.”
The Board also briefly discussed a review of the bylaws.

Appointment of Ad-Hoc Audit Committee
Ms. Ward appointed herself, Ms. Johnson and Ms. Warda to serve on the 3-person ad-hoc Audit Committee. This committee will review our closed session minutes and do a Secretary’s audit August 10, 2010 at 6:30 p.m.

Adoption of Prevailing Wage Ordinance, 2010-2
The Board discussed the need to adopt a prevailing wage ordinance once a year to assure that any contractor hired by the Library will pay the prevailing wage, as determined each year by the Illinois Department of Labor. Ms Wiggins moved, and it was seconded:

TO ADOPT ORDINANCE 2010-2, AN ORDINANCE OF THE HELEN M. PLUM MEMORIAL PUBLIC LIBRARY DISTRICT, DUPAGE COUNTY, ILLINOIS, ASCERTAINING THE PREVAILING RATE OF WAGES FOR LABORERS, WORKERS AND MECHANICS EMPLOYED ON PUBLIC WORKS OF SAID DISTRICT.

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

Authorization of signatories on bank accounts
The Board reviewed depositories for library funds, and discussed signatories on bank accounts.
Ms. Carlson moved, and it was seconded:

THAT THE LIBRARY DEPOSITS ITS FUNDS IN THE FOLLOWING ACCOUNTS, AND THAT THE PRESIDENT, SECRETARY, AND TREASURER OF THE BOARD OF TRUSTEES AND/OR LIBRARY DIRECTOR BE AUTHORIZED TO SIGN ON THE FOLLOWING ACCOUNTS, AND THAT TWO SIGNATURES BE REQUIRED FOR EACH ACCOUNT:

Operating Funds:

Fifth Third Bank-Money Market
Fifth Third Bank-Checking
Fifth Third Bank-Payroll
Fifth Third Bank-Safe Deposit Box
Illinois Funds-Operating Fund

Liability Insurance Fund:

Illinois Funds-Liability Insurance Fund

Audit Fund:

Illinois Funds-Audit Fund

Special Reserve Fund:

Illinois Funds-Special Reserve Fund

Board of Trustees Funds:
Fifth Third Bank-Board of Trustees
Illinois Funds-Future
Illinois Funds-Endowment
Illinois Funds-Robbins Scholarship
Illinois Funds-Robbins Family Memorial
Illinois Funds-Youth Services Programming

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

Authorization of depositories for library funds
Ms. Warda moved, and it was seconded, to:

RESOLVE TO TRANSFER JUNE 30 CORPORATE FUND BALANCE EXCLUSIVE OF SALARIES EARNED IN 2009/2010 AND 2009 TAX RECEIPTS AND INTEREST EARNED THEREON, TO THE SPECIAL RESERVE FUND, SUBJECT TO AUDIT.

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

Approval of minutes:
The Board reviewed the minutes of the June 8, 2010 regular Board meeting. Ms. Wiggins moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE JUNE 8, 2010 REGULAR BOARD MEETING AS PRESENTED.

All ayes – Motion Carried

The Board reviewed the minutes of the Special Board meeting, June 30, 2010. Mr. Brenniman moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE JUNE 30, 2010 SPECIAL BOARD MEETING, AS PRESENTED.

All ayes – Motion Carried

Financial Reports:
Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED JUNE 30, 2010 SHOWING A COMBINED BALANCE OF $2,974,461.26 AS PRESENTED.

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

Ms. Warda moved for:

THE ACCEPTANCE OF THE STATEMENT OF REVENUE AND EXPENDITURES VS. ANNUAL BUDGET DATED JUNE 30, 2010 AS PRESENTED.

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

Ms. Warda moved for:

THE CONFIRMATION OF THE CASH DISBURSEMENT DETAIL REPORT DATED JUNE 1, 2010 TO JUNE 30, 2010 IN THE AMOUNT OF $119,055.89 AS PRESENTED.

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

Reports of Standing Committees:
Building & Grounds Committee
The Board reviewed the annual report of Building & Grounds Committee.

Community Relations Committee
The Board reviewed the annual report of Community Relations Committee.

Director Relations Committee
The Board reviewed the annual report of Director Relations Committee.

Policy Committee
The Board reviewed the annual report of Policy Committee. Mr. Harris will prepare for the next meeting and notify the committee of possible meeting dates.

Strategic Planning Committee
The Board reviewed the annual report of Strategic Planning Committee. A meeting will be scheduled for the end of the summer.

Communications:
None

LIBRARIAN’S REPORT:
The Board reviewed Mr. Harris’s and Department Head’s written reports as well as a timeline of legal requirements for the calendar year 2010.

Dates to remember:

Monday, August 2, 7:00 p.m. Friends of the Library Board meeting.

ADJOURNMENT:
There being no further business, Mr. Brenniman moved, and it was seconded, to adjourn. All ayes, motion carried. Ms. Ward declared the meeting adjourned at 9:00 p.m.

Notes taken by Norma Moore

Approved: __________________________________________ Board Secretary

August 10, 2010 Board of Trustees Minutes

BOARD OF TRUSTEES
HELEN M. PLUM MEMORIAL PUBLIC LIBRARY DISTRICT

Minutes – Regular Meeting

August 10, 2010

Vice President Virginia Carlson called the meeting of the Library Board of Trustees to order at 7:03 p.m. in the Board Room of the Plum Library.

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

Absent: President Ward

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:
Kris Johnson added to the agenda, under New Business Discussion:

- -Follow up from Diane Hatchet-Cohen

- -Report on her visit to Newport News, Virginia, Public Library

OLD BUSINESS:
None

NEW BUSINESS: REPORTS AND DISCUSSION:
Report on attendance at ALA Conference – Wayne Kankovsky
Mr. Kankovsky shared his verbal report and distributed written materials.

Follow up from Diane Hatchet-Cohen
Ms. Johnson followed up on the letter received from Diane Hatchet-Cohen and invited her to attend a Board meeting. Ms. Hatchet-Cohen granted permission for her letter to be submitted to the Lombardian for publication.

Report on visit to Newport News, Virginia, Public Library – Kris Johnson
Ms. Johnson reported on her tour of the Newport News, Virginia, Public Library (one of four municipal libraries there). She inquired about any issues they might have with the homeless community. She was given an overview of their 84 page behavior manual and she is prepared to share this information in more detail with the Community Relations Committee.

Approval of FY 11 Per Capita Grant application
The Board reviewed FY 11 Per Capita Grant application. Mr. Brenniman moved, and it was seconded:

TO APPLY FOR THE FY 11 PER CAPITA GRANT AS PRESENTED.

All ayes – Motion Carried

Approval of 2010/2011 Tentative Budget and Appropriation Ordinance, No. 2010/2011-002
The Board reviewed a Tentative Budget and Appropriation Ordinance for FY 2010-2011 (the budget for funds received and spent during FY 2011-2012). Mr. Kankovsky moved, and it was seconded:

TO PASS ORDINANCE 2010/2011-002, TENTATIVE BUDGET AND APPROPRIATION ORDINANCE FOR FY 2010-2011 AS AMENDED.

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

Approval of 2009/2010 State Library annual report (IPLAR)
The Board reviewed the FY 2009-2010 Illinois Public Library Annual Report, contingent upon approval of the President and Secretary. Mr. Kankovsky moved, and it was seconded:

TO APPROVE THE FY 2009-2010 ILLINOIS PUBLIC LIBRARY ANNUAL REPORT, CONTINGENT UPON APPROVAL OF THE PRESIDENT AND SECRETARY.

All ayes – Motion Carried

Approval of written annual report per 75 ILCS 16/30-65
The Board reviewed the FY 2009-2010 annual report, as per 75 ILCS 16/30-65. Mr. Kankovsky moved, and it was seconded:

TO APPROVE THE FY 2009-2010 ANNUAL REPORT, AS PER 75 ILCS 16/30-65

All ayes – Motion Carried

Acceptance of Audit Committee report
The Audit Committee met to review the Secretary’s minutes and other records for the period of January 1, to June 30, 2010. The Board reviewed the Audit Committee findings. Ms. Warda moved, and it was seconded:

TO ACCEPT THE REVIEW BY THE AUDIT COMMITTEE OF THE SECRETARY’S RECORDS FOR JANUARY 1, 2010 TO JUNE 30, 2010.

All ayes – Motion Carried

Set a date for the public hearing to discuss the tentative Budget and Appropriation Ordinance
Ms. Warda moved, and it was seconded:

TO SET THE DATE OF SEPTEMBER 14, 2010, AT 7:00 P.M. FOR A PUBLIC HEARING TO DISCUSS THE 2010-2011 TENTATIVE BUDGET AND APPROPRIATION ORDINANCE

All ayes – Motion Carried

Adoption of Succession Plan
The Board reviewed a Succession Plan for the Library Director and associated notes created by the Director Relations Committee. Mr. Kankovsky moved, and it was seconded:

TO ACCEPT THE SUCCESSION PLAN FOR LIBRARY DIRECTOR AS AMENDED.

All ayes – Motion Carried

Approval of minutes:
The Board reviewed the minutes of the July 13, 2010 regular Board meeting. Ms. Wiggins moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE JULY 13, 2010 REGULAR BOARD MEETING AS AMENDED.

All ayes – Motion Carried

The Board reviewed the minutes of the Director Relations Committee meeting July 14, 2010. Mr. Brenniman moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE JULY 14, 2010 DIRECTOR RELATIONS COMMITTEE MEETING, AS PRESENTED.

All ayes – Motion Carried

Financial Reports:
Ms. Warda moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED JULY 31, 2010 SHOWING A COMBINED BALANCE OF $2,664,525.63.

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

Ms. Warda moved for:

THE ACCEPTANCE OF THE STATEMENT OF REVENUE AND EXPENDITURES
VS. ANNUAL BUDGET DATED JULY 31, 2010.

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

Ms. Warda moved for:

THE CONFIRMATION OF THE CASH DISBURSEMENT DETAIL REPORT DATED JULY 1, 2010 TO JULY 31, 2010 IN THE AMOUNT OF $119,680.33.

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

Reports of Standing Committees:
Building & Grounds Committee
None

Community Relations Committee
None

Director Relations Committee
None

Policy Committee
The Policy Committee will set a date for a meeting.

Strategic Planning Committee
The Strategic Planning Committee will meet Wednesday, September 8th at 6:00 p.m. in the Board Room.

Communications:
None

LIBRARIAN’S REPORT:
The Board reviewed Mr. Harris’s and Department Heads’ written reports.

Dates to remember:

ILA Conference, September 28 – 30.

ADJOURNMENT:
There being no further business, Mr. Brenniman moved, and it was seconded, to adjourn. All ayes, motion carried. Ms. Carlson declared the meeting adjourned at 8:43 p.m.

Notes taken by Norma Moore

Approved: __________________________________________ Board Secretary

September 14, 2010 Board of Trustees Minutes

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

September 27, 2010 - Board of Trustees Minutes - Special Meeting

BOARD OF TRUSTEES
HELEN M. PLUM MEMORIAL PUBLIC LIBRARY DISTRICT

Minutes – Special Meeting – September 27, 2010

Secretary Sue Wiggins called a special meeting of the Library Board of Trustees to order at 7:30 p.m. in the Library Board Room.

Trustees present: Mr. Brenniman, Ms. Johnson, Mr. Kankovsky, Mrs. Warda, and Mrs. Wiggins.

Absent: Trustees Carlson and Ward

Others present: Bob Harris, Library Director

The public hearing on the proposed Annual Budget and Appropriation opened at 7:30 p.m.

PUBLIC COMMENT: None. Hearing none, Mrs. Wiggins declared the hearing closed at 7:31 p.m.

ACTION ITEMS:

Enact 2010/2011 Budget & Appropriation Ordinance in final form
The Board reviewed the 2010/2011 Budget & Appropriation Ordinance in final form.
Mr. Kankovsky moved and it was seconded to:

PASS ORDINANCE #2010/2011-003, THE FINAL BUDGET AND APPROPRIATION ORDINANCE FOR 2010-2011

Roll call vote: Brenniman, AYE; Johnson, AYE; Kankovsky, AYE; Warda, AYE; Wiggins, AYE. Motion carried unanimously.

Approve certified estimates of revenue for 2010/2011
The Board reviewed the certified estimates of revenue for 2010/2011. Mr. Brenniman moved, and it was seconded to:

ACCEPT THE CERTIFIED ESTIMATE OF ANTICIPATED REVENUES FOR 2010-2011.

Roll call vote: Brenniman, AYE; Johnson, AYE; Kankovsky, AYE; Warda, AYE; Wiggins, AYE. Motion carried unanimously.

ADJOURNMENT: There being no further business, Mr. Brenniman moved, and seconded, to adjourn. All ayes, motion carried. Mrs. Wiggins declared the meeting adjourned at 7:33 p.m.

Minutes written by Bob Harris

Board Secretary

October 12, 2010 - Board of Trustees Minutes

Minutes – Regular Meeting

October 12, 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 and Wiggins.

Absent: Trustee Warda

Staff Members Present: Robert Harris, Claudia Krauspe, Denise Ragona, and Norma Moore

Visitors: Mike Cipolla, from Knutte and Associates

PUBLIC PRESENTATION TO, OR DISCUSSION WITH, THE BOARD:
Mike Cipolla, from Knutte and Associates presented the audit for June 1, 2009 – December 31, 2009. The change in our status from a village library to a district library has necessitated our contracting for two audits, one for the period June 1, 2009 to Dec 31, 2009, and one for January 1, 2010 to June 30, 2010. The latter will be ready before the end of December. We will return to one 12-month audit per fiscal year thereafter.

Ms. Johnson shared a patron request for a coat rack in the adult quiet study area on the second floor.

The Board welcomed Claudia Krauspe, the new Head of Youth Services who was present to introduce herself to the Board.

CHANGES OR ADDITIONS TO THE AGENDA:
None

OLD BUSINESS:
Ms. Johnson asked Mr. Harris to explore the possibility of having “Books & Beyond” put on our website as well having the public television airing dates and times posted on the library monitor behind the circulation desk. She finds the program valuable and would like to increase its viewing.

NEW BUSINESS: REPORTS AND DISCUSSION:
Demonstration of eBooks – Linda Schehl
The demonstration of eBooks by Linda Schehl, Head of Adult Services, was postponed as she was not available.

Report on ILA Conference – Trustees Johnson, Kankovsky and Wiggins
Trustees Johnson, Kankovsky and Wiggins shared highlights from their recent attendance at the ILA Conference.

Discussion group for homeless people
Ms. Johnson requested feedback from the Board on the idea of having a weekly, brief meeting for homeless people every Tuesday, moderated by Mike McDuffee, who works with the homeless in Glen Ellyn. The Board left this matter to the administration.

Healthy Lombard
Ms. Johnson shared information regarding the Healthy Lombard initiative to combat childhood obesity within the Lombard Public School District. She noted that it should not be just for children and that businesses and public service organizations can and should get on board. Mr. Harris will explore if other libraries have a wellness program and he will call human resources at the Village of Lombard as well.

Board self-evaluation form
The Board self-evaluation form was distributed to Trustees. Completed forms should be returned to Mr. Brenniman’s library mailbox by October 19th, 2010.

Resolution determining estimated funds to be levied
The Board reviewed a resolution determining the estimate of funds to be levied, a requirement of the Truth in Taxation Law. Mr. Kankovsky moved, and it was seconded, that:

TO ADOPT A RESOLUTION DETERMINING THE ESTIMATE OF FUNDS TO BE LEVIED FOR 2010-2011.

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

Mr. Harris also presented a Tentative Levy Ordinance for 2010-2011 for Board review. A vote to adopt it will be placed on the agenda for regularly scheduled November Board meeting (after the Truth in Taxation Hearing November 9).

Approval of annual financial audit, June-December 2009
Mr. Kankovsky moved, and it was seconded:

TO ACCEPT THE AUDIT REPORT FOR JUNE 1, 2009 – DECEMBER 31, 2009.

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

Authorization to create notice under TITA
The Board requested that Mr. Harris prepare the Truth in Taxation Notice, for publication 7 to 14 days before our hearing. Mr. Kankovsky moved, and it was seconded:

TO HOLD A PUBLIC HEARING TO DISCUSS TRUTH IN TAXATION 2010-2011 ON NOVEMBER 9, 2010, AT 7:00 P.M.

All ayes, – Motion Carried

Close January 2, 2011
Mr. Harris proposed that the Library be closed January 2, 2011 in addition to Friday, December 31, 2010 and Saturday January 1, 2011. He would like to give staff a whole weekend, rather than have them be off Friday and Saturday (fixed holidays), and then come in to work 4 hours on Sunday. The Board will vote on all remaining holiday closings for 2011 at the regularly scheduled Board meeting in December. Ms. Johnson moved, and it was seconded:

TO CLOSE JANUARY 2, 2011, AS AN UNSCHEDULED UNPAID HOLIDAY.

All ayes, – Motion Carried

Approval of minutes:
The Board reviewed the minutes of the September 14, 2010 Regular Board meeting. Mr. Brenniman moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE SEPTEMBER 14, 2010 REGULAR BOARD MEETING AS CORRECTED.

All ayes, – Motion Carried

The Board reviewed the minutes of the September 27, 2010 Special Board meeting. Mr. Kankovsky moved, and it was seconded, that:

THE BOARD APPROVE MINUTES OF THE SEPTEMBER 27, 2010 SPECIAL BOARD MEETING AS PRESENTED.

All ayes, – Motion Carried

Financial Reports:
Ms. Wiggins moved for:

THE ACCEPTANCE OF INVESTMENT REPORT DATED SEPTEMBER 30, 2010, IN THE AMOUNT OF $3,455,558.56

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

Ms. Wiggins moved for:

THE ACCEPTANCE OF THE STATEMENT OF REVENUE AND EXPENDITURES VS. ANNUAL BUDGET DATED SEPTEMBER 30, 2010

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

Ms. Wiggins moved for:

THE CONFIRMATION OF CASH DISBURSEMENT DETAIL REPORT DATED SEPTEMBER 1 TO 30, 2010 IN THE AMOUNT OF $94,531.17

Roll call vote. All ayes – Motion Carried (Brenniman, Carlson, Johnson, Kankovsky, 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
A meeting has been set for Tuesday, October 26, 7:00 p.m.

Policy Committee
Pending meeting to be announced.

Strategic Planning Committee
Pending meeting to be announced.

Communications:
None

LIBRARIAN’S REPORT:
The Board reviewed Mr. Harris’s and Department Heads’ written reports.

Dates to remember:

Village of Lombard Downtown Plan Open House, hosted by the Library in our Auditorium, Wednesday, October 27, 6:00 to 8:45 p.m.

Monday, November 1. Friends of the Library Board meeting, 7:00 p.m.

ADJOURNMENT:
There being no further business, Mr. Brenniman moved, and it was seconded, to adjourn. All ayes, motion carried. Ms. Ward declared the meeting adjourned at 8:58 p.m.

Notes taken by Norma Moore

Approved: __________________________________________ Board Secretary