Public Hearing on the Budget & Appropriations for Fiscal Year 2003-2004
August 26, 2008 - 7P.M.
AGENDA
1. CALL TO ORDER.
2. ROLL CALL.
3. INTRODUCTION OF VISITORS.
4. DISCUSSION OF BUDGET AND APPROPRIATIONS FOR FY 2008-2009.
5. ADJOURNMENT.
August 26, 2008 - 7P.M.
AGENDA
1. CALL TO ORDER.
2. ROLL CALL.
3. INTRODUCTION OF VISITORS.
4. DISCUSSION OF BUDGET AND APPROPRIATIONS FOR FY 2008-2009.
5. ADJOURNMENT.
Meeting of the Board of Trustees of th La Grange Park Public Library District, August 26,
2008 at 7:30pm
in the Library, 555 N. LaGrange Road, LaGrange Park, IL 60526.
1, Call to order.
2. Roll call.
3. Introduction of visitor(s).
4. Minutes of previous meeting(s).
5. Treasurer's report.
6. Committee reports and actions.
(a) Finance committee
(b) Policy and Personnell committee. Motion to approve policy changes.
(c) Library Development committee.
7. Unfinished business.
8. New business.
(a) Motion to approve Ordinance No. 165; Ordinance providing for budget and
appropriations of the
La Grange Park Public Library District, Cook County, IL, for the fiscal year July 1, 2008, and ending June 30, 2009.
(b) Motion to approve annual report to the Illinois State Library
(c) Review Ethics Ordinance (required for per capita grant application).
9. Communications, correspondence and meetings.
(a) MLS Correspondence, meetings, etc.
(b) Friends of the Library
(c) Other.
10. Children's Services Director's report.
11. Young Adult Librarian's report.
12. Adult Services Director's report.
13. Circulations Services report.
14. Executive Director's report.
15. Open discussion.
16. Adjourn.
Meeting of the Board of Library Trustees of the La Grange Park Public Library District, July 22, 2008 at 7:30 p.m. in the Library, 555 N. La Grange Road, La Grange Park, IL 60526.
1. Call to order.
2. Roll call.
3. Introduction of visitor(s).
4. Minutes of previous meeting(s).
5. Treasurer’s report.
6. Committee reports and actions.
(a) Finance committee.
(b) Policy and Personnel committee.
Motion to approve policy changes.
(c) Library Development committee.
7. Unfinished business.
8. New business.
(a) Approve Ordinance No. 164: 0.02% Tax Levy for Building and Maintenance.
(b) Set date for Public Hearing on the Budget and Appropriations for FY 08-09 (August 22, 2008 at 7:00 p.m.).
(c) Conduct semi-annual review of closed session minutes to determine whether they can be made public.
(d) Approve “Designated Charitable Fund Agreement” between Library and Illinois Library Directors Organization (ILSDO).
9. Communications, correspondence and meetings.
(a) MLS correspondence, meetings, etc.
(b) Friends of the Library.
(c) Other.
10. Children’s Services Director’s report.
11. Young Adult Librarian’s report.
12. Adult Services Director’s report.
13. Circulation Services report.
14. Executive Director’s report.
15. Motion to go into Executive Session to discuss personnel matters.
16. Motion to accept recommendation for salary adjustment for Executive Director.
17. Open discussion.
18. Adjourn.
Meeting of the Board of Library Trustees of the La Grange Park Public Library District, June 24, 2008 at 7:30 p.m. in the Library, 555 N. La Grange Road, La Grange Park, IL 60526.
1. Call to order.
2. Roll call.
3. Introduction of visitor(s).
4. Minutes of previous meeting(s).
5. Treasurer’s report.
6. Committee reports and actions.
(a) Finance committee.
Schedule meeting to review tentative Budget & Appropriations for FY 08-09 (legal budget).
(b) Policy and Personnel committee.
Motion to approve policy updates
Executive Session for personnel matters
Motion to approve Executive Session discussion
(c) Library Development committee.
Discuss Board Report column for fall issue of library newsletter (July 15 deadline for copy).
7. Unfinished business.
8. New business. Motions to approve the following (a-f):
(a) Ordinance No. 161: Public library non-resident cards.
(b) Ordinance No. 162: Monthly board meeting dates for FY 08-09.
(c) Ordinance No. 163: Prevailing rate of wages.
(d) ILLINET/OCLC Services program renewal agreement.
(e) Transfer of Corporate funds to cover deficits in the following funds: Audit, IMRF, and Social Security.
(f) Approve working budget for FY 08-09.
(g) Select two trustees to audit Secretary’s books.
(h) Review of Open Meetings Act and Freedom of Information Act for Per Capita Grant
9. Communications, correspondence and meetings.
(a) MLS correspondence, meetings, etc.
(b) Friends of the Library.
(c) Other.
10. Children’s Services Director’s report.
11. Young Adult Librarian’s report.
12. Adult Services Director’s report.
13. Circulation Services report.
14. Executive Director’s report.
15. Open discussion.
16. Adjourn.
La Grange Park Public Library
Meeting Minutes, April 22, 2008
The Board of Trustees of the La Grange Park Public Library met at 7:30 p.m. in regular session on Tuesday, April 22, 2008.
Call to Order/Roll Call
The meeting was called to order by President Hurley. Upon roll call, the following persons were present: Trustees Hurley, Fagan, Dominguez, Lee. Silver, Kaminski and Foster (8:27 pm). Acting Director, Kate Zdenek was present.
Introduction of Visitor(s)
Ruth McGarry, Friends of the Library Board member was in attendance. She extended an invitation to the Library Board members to attend the Friends Board meetings. During daylight savings time, the Friends changed their meetings to the 2nd Tuesday of the month at 7:00 p.m. making it more feasible for all to attend.
Minutes of Previous Meeting(s)
Trustee Silver motioned, seconded by Lee to approve the Regular Minutes of April 1, 2008 and the motion passed.
Treasurer’s Report
Trustee Dominguez motioned, seconded by Lee to approve the Treasurer’s Report for the amount of $39,385.42 for the month of April 2008 and motion passed 6-0 following a roll call vote.
Committee Reports
a. Finance Committee – No report
b. Policy and Personnel Committee –
- The Investment of Public Funds Policy is on hold.
– Trustee Silver motioned, seconded by Dominguez to approve the Clavinova Digital Piano Policy as amended by the staff and to delete the Clavinova Users Agreement Form and the motion passed.
- The Confidentiality of Library Records Policy was reviewed and there were no changes.
– The Gift Policy is on hold.
c. Library Development Committee – Trustee Lee wrote the Spring Newsletter.
Unfinished Business
a. Building issues – President Hurley addressed the Board about the latest news about the building issues. Tom Posko did not send his report in time for the previously scheduled meeting, so President Hurley, Library staff, the new independent contractor, Norm Eallonardo (Independent Construction Services) all met. They agreed not to wait for Tom Posko and Norm would use the previous reports that we already have from Tom Posko. Norm, Control Engineering and Amber will all work together on fixing the problems. Norm suggests doing the improvements in stages to make it easier to detect the problems and to keep costs down. President Hurley asked whether there would be a warranty or a guarantee of the work this time and Norm stated that he would find that information out for the Board. He also suggested refurbishing and cleaning the boiler in lieu of replacing it. She will keep the Board apprised of all the details.
New Business
a. Acting Director, Kate Zdenek reported that the power pack was installed for the Emergency Light in the elevator.
Communications, Correspondence and Meetings
Trustee Fagan attended Legislative Day in Springfield in behalf of the Library. She met with
State Senator Louis Viverito to ask for him to vote against filtering in libraries.
President Hurley briefed the new Board members about the Library’s history with the monies invested in the Community Foundation and lost. She reported that we received an insurance check for $5217.48 from that incident. She will meet with Mrs. Kawalek and update her with the good news.
Acting Director Zdenek informed the Board of the following events the Board is invited to
Attend. The Village is honoring Mrs. Kawalek on April 25th with a tree planting at Poet’s Corner. The Chamber of Commerce is having breakfast with Dan Lipinski on May 12th at 7:30 a.m. and the West Suburban Chamber of Commerce is hosting a golf outing on June 23rd. The Library Volunteer event got cancelled and is now set for May 2nd at the Morton Arboretum.
Acting Director Kate Zdenek attended the Friends of the Library meeting and she is working on their section on the web site. The Friends are hosting a picnic on July 11th and they are donating $500 to the Young Adult Summer Reading Program.
Reports
All Reviewed
Open Discussion
The Board was open for discussion.
President Hurley motioned, seconded by Trustee Silver to adjourn the meeting at 8:40 p.m. and the motion passed.
Respectfully submitted,
Mary Dominguez
Secretary
La Grange Park Public Library Meeting Minutes, April 1, 2008
The Board of Trustees of the La Grange Park Public Library met at 7:30 p.m. in regular session on Tuesday, April 1, 2008.
Call to Order/Roll Call
The meeting was called to order by President Hurley. Upon roll call, the following persons were present: Trustees Hurley, Fagan, Dominguez, and Lee. Acting Director, Kate Zdenek was present. Trustees Foster, Kaminski and Silver were absent.
Introduction of Visitor(s)
There were no visitors.
Minutes of Previous Meeting(s)
Trustee Dominguez motioned, seconded by Lee to approve the Regular Minutes of February 26, 2008 with the amendments, and the motion passed.
Treasurer’s Report
Trustee Dominguez motioned, seconded by Lee to approve the Treasurer’s Report for the amount of $39,576.52 for the month of March, 2008 and motion passed 4-0 following a roll call vote.
Committee Reports
a. Finance Committee – Discussion ensued about the Budget and Appropriation Ordinance deadline of July 31, 2008.
b. Policy and Personnel Committee –
– Trustee Fagan motioned, seconded by Dominguez to approve the Meeting Room Policy with the changes as suggested by staff as well as increases for Security Deposits to $50.00 for all meeting room rentals and the motion passed 4-0 vote following a roll call vote.
– Trustee Fagan motioned, seconded by Lee to approve the Public Access Computer Policy with the staff’s recommendation of changing the age of the children needing supervision from 12 to 8 years old and the motion passed 4-0 vote.
– The Board reviewed the Ethics Statement for Public Library Trustees. The next tentative Policy and Personnel meeting is scheduled for April 16, 2008 at 7:00 p.m.
c. Library Development Committee – Trustee Lee will be writing the next Spring Newsletter.
Unfinished Business
a. Building issues – President Hurley addressed the Board about the latest news about the building issues. She set up a meeting with a new independent contractor, Norman Eallonardo, Tom Posko, and Control Engineering, the computer software analysts for the HVAC. She will keep the Board apprised of all the details.
New Business
a. Acting Director, Kate Zdenek reported the elevator did not pass the inspection due to the emergency light being out. Zdenek is ordering a new battery packet for the light. Also, there are new Elevator Safety Standards for the State of Illinois and the elevator has to be updated before 2009.
b. Fagan motioned, seconded by Dominguez to go into Executive Session to discuss personnel matters at 8:25 p.m. and the motion passed.
Fagan motioned, seconded by Lee to resume the regular meeting at 8:40 p.m. and the motion passed.
Dominguez motioned, seconded by Fagan to have Executive Director Conkis return to work
in mid May on a part time trial work period and the motion passed 4-0 vote.
Dominguez motioned, seconded by Lee to retain Kate Zdenek and Sharlene Bereckis at the
positions and salaries that the Board previously agreed to in regards to Executive Director
Conkis medical leave and the motion passed 4-0.
Communications, Correspondence and Meetings
Acting Director Zdenek informed the Board of the following events the Board is invited to
attend: The League of Women’s’ Voters is sponsoring an environmental event on April 19th at LTHS in the Reber Center from 8:45 am to 12:00 p.m.; the Library’s Volunteer Appreciation Luncheon on April 26th and the Plymouth Place Library Happening on April 21st at 2:00 p.m.
The Friends of the Library moved their meetings to 7 p.m. on the second Tuesday of the month. The Friends donated the money to purchase the plastic library bags given out to new Library patrons.
We received a letter from the Office of the Secretary of State awarding us our Per Capita Grant. The amount this year is $16,096.26.
Dania Aukstuolis, Reference Librarian, received a thank you note from a patron for work done on a research project.
Acting Director Kate Zdenek requested the Board to submit to her a copy of the receipt from the filing of the Statement of Economic Interest Statements.
Reports
All Reviewed
Open Discussion
The Board was open for discussion.
Dominguez motioned, seconded by Hurley to adjourn the meeting at 9:12 p.m. and the motion passed.
Respectfully submitted,
Mary Dominguez
Secretary
La Grange Park Public Library
Meeting Minutes, November 27, 2007
The Board of Trustees of the La Grange Park Public Library met at 7:30 p.m. in regular session on Tuesday, November 27, 2007.
Call to Order/Roll Call
The meeting was called to order by President Hurley. Upon roll call, the following persons were present: Trustees Hurley, Dominguez, Fagan, Kaminski, Lee and Silver. Executive Director Conkis and Trustee Foster were absent.
Introduction of Visitor(s)
There were no visitors present.
Minutes of Previous Meeting(s)
Trustee Silver motioned, seconded by Lee to approve the Regular Minutes of October 23, 2007 with the amendment for the approval of the treasurer’s report to read for the month of October in lieu of September, and the motion passed.
Treasurer’s Report
Trustee Dominguez motioned, seconded by Fagan to approve the Treasurer’s Report for the amount of $32,940.66 for the month of November 2007 and motion passed 5-0 following a roll call vote.
Committee Reports
a. Finance Committee – No report was given
b. Policy and Personnel Committee – There was no meeting due to scheduling conflicts and the need to get input from staff first. The committee members will schedule the next meeting in January. The Food & Beverage Policy and the Age Limit for Computers Policy will be reviewed.
c. Library Development Committee – No report was given.
Unfinished Business
There was no unfinished Business
New Business
a. Motion to approve Ordinance No. 160
Trustee Silver motioned, seconded by Trustee Lee to approve Ordinance No. 160: “Ordinance Levying and Assessing Taxes of La Grange Park Public Library District, Cook County, Illinois, for the Fiscal Year Beginning July 1, 2007 and Ending June 30, 2008 and the motion passed 5-0 following a roll call vote.
b. Trustee Lee motioned, seconded by Dominguez to cancel the December 25, 2007 regular monthly meeting and the motion passed.
c. The motion to approve remedial work on the HVAC system and Pepper Construction to supervise work was tabled pending further discussions with Pepper Construction about some moderations and guarantee of work.
Communications, Correspondence and Meetings
To date we received $735.00 donations through the Holiday Gift Fund. The Friends of the Library total sales for the month of October was $2646.85. They bought the Library a new refrigerator, the Book Page Publication and other items. All Board members are invited to attend the Chamber of Commerce Holiday lunch on December 5th at the LaGrange Country Club.
Reports
All Reviewed
Open Discussion
The Board was open for discussion.
Fegan motioned, seconded by Silver to adjourn the meeting at 8:55 p.m. and the motion passed.
Respectfully submitted,
Mary Dominguez
Secretary
La Grange Park Public Library Meeting Minutes, February 26, 2008
The Board of Trustees of the La Grange Park Public Library met at 7:30 p.m. in regular session on Tuesday, February 26, 2008.
Call to Order/Roll Call
The meeting was called to order by President Hurley. Upon roll call, the following persons were present: Trustees Fagan, Foster, Kaminski and Lee. Trustees Dominguez and Silver were absent. Acting Executive Director Zdenek was also present.
Introduction of Visitor(s)
There were no visitors.
Minutes of Previous Meeting(s)
Trustee Lee motioned, seconded by Kaminski, to approve the Regular Minutes of January 22, 2008 and the motion passed. Trustee Foster motioned, seconded by Fagan, to approve the minutes of the special session held on January 15, 2008, with amendments, and the motion passed.
Treasurer’s Report
Trustee Kaminski motioned, seconded by Fagan, to approve the Treasurer’s Report for the amount of $31,804.62 for the month of February 2008 and the motion passed 5-0 following a roll call vote.
Committee Reports
a. Finance Committee – Acting Director Zdenek noted that the per capita grant is coming in April this year, later than usual.
b. Policy and Personnel Committee – Trustee Fagan indicated that many policies need to be reviewed per the schedule, notably the Materials Selection Policy, last reviewed in 2005; the Meeting Room Policy, including security issues and the reservation system; Food and Drink Policy which is part of the Behavior Policy; rules for computer use; and Gift Policy for donating stocks. The Committee will meet on March 11.
d. Library Development Committee – Trustee Lee agreed to write the Board column for the upcoming newsletter.
Unfinished Business
a. Ongoing heating and ventilation issues: President Hurley has talked to Pepper Construction many times about heating problems. She recently contacted Independent Construction Services, a firm which has done work for many area libraries. A representative visited the library and indicated he would attend a Board meeting to discuss possible solutions. President Hurley will invite him to attend the next meeting.
New Business
a. Director Zdenek noted that the library would like to accommodate children playing video games in the large meeting room when there is no adult to supervise them. The Board discussed the possibility of placing a security camera in the meeting room. Trustee Fagan noted the $995 cost of a security camera with a maintenance contract. Trustee Lee to investigate any privacy concerns about placing a camera in that room. Acting Director Zdenek agreed that supervision would be provided until a camera is installed and the Supervision policy is rewritten.
Communications, Correspondence and Meetings
Trustee Lee attended the Legislators’ Breakfast at MLS on February 18 and reported on upcoming legislation.
Reports
All Reviewed
Open Discussion
The Board agreed to move the date of the next monthly meeting to Tuesday, April 1, 2008 since many members will be on vacation the previous week.
Foster motioned, seconded by Lee, to adjourn the meeting at 9:12 p.m. and the motion passed.
Respectfully submitted,
Ann Lee
Acting Secretary
La Grange Park Public Library Meeting Minutes, January 22, 2008
The Board of Trustees of the La Grange Park Public Library met at 7:30 p.m. in regular session on Tuesday, January 22, 2008.
Call to Order/Roll Call
President Hurley called the meeting to order. Upon roll call, the following persons were present: Trustees Hurley, Foster, Fagan, Dominguez, Kaminski, Lee and Silver. Acting Director, Kate Zdenek was present.
Introduction of Visitor(s)
Chris McClure from McClure Inserra & Company Chartered Accountants and Consultants was present.
Report by auditor Chris McClure
Chris McClure presented the FY 06/07 annual Audit Report. He addressed some concerns he has with the report which are fairly common due to the tax caps; some of the funds have a deficit balance that can be adjusted by transferring money from other funds. Also, the new auditing standard, SAS 112, states the need to prepare full disclosure financial statements in accordance with generally accepted accounting principals. Also, he recommended that the Director or Trustee to check all bank statements. The Board will make the necessary transfers, look into hiring another accounting firm to do the year end adjustments, and Treasurer Foster will check all bank statements during Executive Director Conkis’s leave of absence.
Minutes of Previous Meeting(s)
Trustee Silver motioned, seconded by Foster to approve the Regular Minutes of November 27, 2007 with the amendment of listing Trustee Silver as present for the meeting, and the motion passed.
Treasurer’s Report
Trustee Dominguez motioned, seconded by Silver to approve the Treasurer’s Report for the amount of $56,302.16 for the month of January 2008 and motion passed 7-0 following a roll call vote.
Committee Reports
a. Finance Committee – No report was given
b. Policy and Personnel Committee – There was no meeting due to scheduling conflicts and the need to get input from staff first. The committee members will schedule the next meeting in February. The Food & Beverage Policy and the Age Limit for Computers Policy will be reviewed. President Hurley stated the need to review the Gift Policy at the next meeting also.
c. Library Development Committee – No report was given.
d. Committee Appointments – President Hurley reported that the Committee Appointments needed to be revised because Trustee Silver was not on Board when the committees were appointed. The following appointments were changed/added:
Finance Committee: Remove Trustee Lee
Library Development Committee: Remove Trustee Lee and add Trustee Silver
Unfinished Business
a. Building issues -
New Business
Communications, Correspondence and Meetings
To date we received $735.00 donations through the Holiday Gift Fund. The Friends of the Library total sales for the month of October was $2646.85. They bought the Library a new refrigerator, the Book Page Publication and other items. All Board members are invited to attend the Chamber of Commerce Holiday lunch on December 5th at the LaGrange Country Club.
Reports
All Reviewed
Open Discussion
The Board was open for discussion.
Fagan motioned, seconded by Silver to adjourn the meeting at 8:55 p.m. and the motion passed.
Respectfully submitted,
Mary Dominguez
Secretary
Meeting of the Board of Library Trustees of the La Grange Park Public Library District, Tuesday, May 27, 2008 at 7:30 p.m. in the Library, 555 N. La Grange Road, La Grange Park, IL 60526.
1. Call to order.
2. Roll call.
3. Introduction of visitor(s).
4. Minutes of previous meeting(s)
(a) Motion to approve minutes.
5. Treasurer’s report.
6. Committee reports and actions.
(a) Finance committee.
(b) Policy and Personnel committee.
(1) Motion to approve policy changes
(c) Library Development committee.
7. Unfinished business.
(a) Building
(1) Motion to approve HVAC modifications
8. New business.
(a) Executive Session for personnel matters
(1) Motion to approve Executive Session discussion
(b) Annual building walk-through
(c) Summer meeting schedule
(d) Auditor’s engagement letter
9. Communications, correspondence and meetings.
(a) MLS correspondence, meetings, etc.
(b) Friends of the Library.
(c) Other.
10. Children’s Services Director’s report.
11. Young Adult Librarian’s report.
12. Adult Services Director’s report.
13. Circulation Services Director’s report
14. Executive Director’s report.
15. Open discussion.
16. Adjourn.
