La Grange Park Library Board of Trustees

Revised Agenda June 23, 2009

     

       REVISED AGENDA

 

Meeting of the Board of Library Trustees of the La Grange Park Public Library District, June 23, 2009 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): Jeff Kraus, Vice-President, Investments, Wayne Hummer

           

4.         Minutes of previous meeting(s).

 

5.            Treasurer’s report.

 

6.      Committee reports and actions.

Assign trustees to committees (Board President makes assignments).

(a)     Finance committee.

- Schedule meeting to review tentative Budget & Appropriations for FY 09-10 (legal budget).

- Motion to close all Illinois Funds accounts and move said monies to the Library’s Wayne Hummer account.

(b)  Policy and Personnel committee.

- Approve policies and discuss/approve Executive Director’s position description.

 (c) Library Development committee.

Discuss Board Report column for fall issue of Library newsletter (July 15 deadline for copy).

 

7.            Unfinished business.

           2009 HVAC Replacement Work.

 

8.         New business.  Motions to approve the following (a-d):

(a)     Ordinance No. 168: Public library non-resident cards.

(b)     Ordinance No. 169: Monthly board meeting dates for FY 09-10.

(c)     Ordinance No. 170: Prevailing rate of wages.

(d)     ILLINET/OCLC Services program renewal agreement.

(e)     Select two trustees to audit Secretary’s books.

(f)     Community survey questionnaire.

(g)     July regular monthly meeting – reschedule?

 

9.            Communications, correspondence and meetings. 

 (a) SLS 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.

 

Revised Agenda June 23, 2009

REVISED AGENDA

Meeting of the Board of Library Trustees of the La Grange Park Public Library District, June 23, 2009 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 09-10 (legal budget).
(b)     Policy and Personnel committee.
Approve policies and discuss/approve Executive Director’s position description.
 (c)  Library Development committee.
Discuss Board Report column for fall issue of Library newsletter (July 15 deadline for copy).

7.    Unfinished business.
    2009 HVAC Replacement Work.

8.    New business.  Motions to approve the following (a-d):
(a)    Ordinance No. 168: Public library non-resident cards.
(b)    Ordinance No. 169: Monthly board meeting dates for FY 09-10.
(c)    Ordinance No. 170: Prevailing rate of wages.
(d)    ILLINET/OCLC Services program renewal agreement.
(e)    Select two trustees to audit Secretary’s books.
(f)    Community survey questionnaire.
(g)    July regular monthly meeting – reschedule?

9.    Communications, correspondence and meetings. 
 (a) SLS 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.

Board of Trustees Minutes March 24, 2009

The Board of Trustees of the La Grange Park Public Library met at 7:32 p.m. in regular session on Tuesday, March 24, 2009.

 

Call to Order/Roll Call

The meeting was called to order by President Hurley.  Upon roll call, the following persons were present: Trustees Fagan, Cavaliere, Kaminski, Foster, and Hurley.  Executive Director Dixie Conkis was also present.  The following persons were not present: Trustees Lee and Dominguez.  Rick Cavaliere served as temporary Secretary.

 

Introduction of Visitor(s)

Rebecca Brzeczek was present and observed meeting.

 

Minutes of Previous Meetings

Trustee Foster motioned, seconded by Fagan, to approve the Regular Minutes (as corrected) of February 24, 2009, and the motion passed.

 

Trustee Kaminski motioned, seconded by Fagan, to approve the Special Minutes of February 18, 2009, and the motion passed.

 

Treasurer’s Reports

Trustee Fagan motioned, seconded by Kaminski, to approve March’s disbursements of $32,208.11, and the motion passed 5-0, following a roll call vote. 

 

Committee Reports

a.  Finance Committee – No report.

 

b.  Policy and Personnel Committee – Meeting scheduled for 7:00 p.m. on April 14, 2009, to review policies and to draft a procedure for Executive Director evaluation.

 

c.  Library Development Committee – No report.

 

Unfinished Business

a.  Trustee Fagan motioned, seconded by Foster, to approve the intergovernmental agreement among the La Grange Public Library, La Grange Park Public Library, and Elementary School District #102 to provide public library cards to teachers and the motion passed 5-0 following a roll call vote. 

 

b.  Trustee Foster motioned, seconded by Kaminski, to approve proposal submitted by AMSCO Engineering Inc. and, subject to review by the Library’s attorney, the motion passed 5-0 following a roll call vote.  The Board discussed the HVAC system replacement and funding options.  The Board decided to ask the Library’s attorney Tim Stratton, John Repsholdt, and Jamie Rachlin to attend the April 28, 2009, Regular Board Meeting to discuss funding options to finance payment for replacement of the HVAC system. 

 

c.  The Board discussed the vacancy on the Library Board.

 

d.  The Board discussed strategic planning, including community surveys.  The Board reviewed the letter submitted by Donna Fletcher on March 19, 2009, regarding a community survey.  Survey specialist Donna Fletcher and strategic planner Mary Jane Kepner to attend the Special Meeting scheduled at 7:30 p.m. on April 14, 2009.  Rebecca Brzeczek left the meeting at 8:45 p.m.

 

New Business

The Board discussed new business.

 

Communications, Correspondence and Meetings

Executive Director Conkis and Hurley discussed visiting Springfield for Library Day on April 23, 2009.  The Board discussed Friends of the Library and its meetings scheduled for 7:00 p.m. on the second Tuesday of each month.

 

Reports

All reviewed.

 

Open Discussion

The Board was open for discussion.  The Board discussed the Children’s Center and the reading program. 

 

Trustee Foster motioned, seconded by Fagan, to adjourn the meeting at 9:06 p.m. and the motion passed.

 

Respectfully submitted,

 

Rick Cavaliere

Trustee

 

 

 

 

 

Agenda Board of Trustees Meeting April 28, 2009

Meeting of the Board of Library Trustees of the La Grange Park Public Library District, April 28, 2009, 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):  Attorney Timothy Stratton and Financial Advisor John Repsholdt.

 

Discuss and motion to approve:

“Ordinance authorizing and providing for an Installment Purchase Agreement for the purpose of paying the cost of purchasing real or personal property, or both, in and for the La Grange Park Public Library District, Cook County, Illinois, and authorizing and providing for the issue of not to exceed $800,000 General Obligation (Limited Tax) Debt Certificates, Series 2009, of said District evidencing the rights to payment under such Agreement, prescribing the details of the Agreement and Certificates, and providing for the security for and means of payment under the Agreement of the Certificates.”

4.         Minutes of previous meeting(s).

 

5.            Treasurer’s report.

 

6.            Committee reports and actions.

(a)     Finance committee.

(b)     Policy and Personnel committee.

(1) Motion to approve policies as reviewed and revised.

(2) Motion to go into closed session for the purpose of discussing personnel matters.

(3) Closed session.

(4) Motion to adjourn closed session and return to regular session.

 (c)  Library Development committee.

 

7.            Unfinished business.

(a)     Discuss status of HVAC system replacement project and elevator repair.

(b)     Discuss vacancy on Library Board.

(c)     Discuss and motion to conduct a community survey using the services of a consulting firm.

(d)  Discuss and motion to engage a consultant to facilitate the Library’s strategic planning process.

 

8.         New business. 

 

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.

Board of Trustees Minutes February 24, 2009

The Board of Trustees of the La Grange Park Public Library met at 7:35 p.m. in regular session on Tuesday, February 24, 2009.

 

Call to Order/Roll Call

The meeting was called to order by President Hurley. Upon roll call, the following persons were present: Trustees Cavaliere, Dominguez, Fagan, Foster, Kaminski, Lee, and Hurley.  Executive Director, Dixie Conkis was also present.

             

Introduction of Visitor(s)

Norm Eallonardo, Independent Construction Services was present

 

Discuss Replacement of lower level HVAC system (AHU-1)

Norm Eallonardo presented to the Board replacement options and recommendations for the lower level HVAC system. The Board discussed the time line for the project stating the necessity to start the process as soon as possible. Trustee Foster motioned, seconded by Cavaliere to approve preparation of bid package drawings and specifications per replacement option 2 – replacement with VAV System for $475,000 and the motion passed 7-0.

 

Trustee Fagan motioned, seconded by Lee to approve Norm Eallonardo as Owner’s Representative for the HVAC replacement project and the motion passed 7-0.

 

Minutes of Previous Meetings

Trustee Foster motioned, seconded by Cavaliere to approve the Regular Minutes of January 27, 2009 and the motion passed.

 

Treasurer’s Reports

Trustee Dominguez motioned, seconded by Lee to approve February’s disbursements of $36,173.51 and the motion passed 6-0, following a roll call vote. Trustee Fagan left the meeting at 8:25 pm

 

Committee Reports

a.   Finance Committee – No report

 

b.   Policy and Personnel Committee – No report

 

c.   Library Development Committee – No report.

 

Unfinished Business

a.   Trustee Lee motioned, seconded by Foster to approve “Resolution Establishing Bidding and Purchasing Policy as amended and the motion passed 6-0.

 

b.   The Board discussed the financial forecast and decided to wait until the bids come in from the HVAC project to make a final decision on financing the project.

 

c.   The Board discussed the La Grange Park Cool Coalition’s request to endorse and sign their letter to the Village and decided to draft a letter about cooperating with the Village in taking steps towards working together to improve our local environment. Trustee Lee will relay this response to the La Grange Park Cool Village Coalition on behalf of the Library Board.

 

d.   The Board discussed the vacancy on the Library Board.

 

e.   Executive Director Conkis stated there were changes made to the Intergovernmental Cooperative Agreement among the La Grange Public Library, La Grange Park Public Library, and Elementary School District #102 to provide public library cards to teachers. The Board tabled the motion to approve the agreement as amended until the March meeting.

 

f.    The Board discussed conducting a community survey and would like to ask if Donna Fletcher could come to a meeting to discuss the survey with the Board.

 

g.   The Board discussed the strategic planning project and would like to ask if Mary Jane Kepner of Kepner and Associates could attend a meeting to discuss the project with the Board.

 

New Business

a.   Executive Director Conkis met with Rick Cortez about doing an art project in the Children’s Department (open staircase area). Once again Rick and his wife Becky will donate all their labor and time; the only cost to the Library is for materials. Executive Director Conkis presented several samples of art work for the project. The cost would be approximately $10,000.  The Board discussed the need for fundraising on this project.

 

b.   Executive Director Conkis presented Library Attorney Tim Stratton’s proposal to present a trustee orientation workshop for the Board.  The Board discussed his proposal and alternative training workshops that are available for Trustees.

 

Communications, Correspondence and Meetings

Executive Director Conkis announced that Library Day in Springfield is April 23^rd; all Board members are welcome to attend. The Doings newspaper quoted Executive Director Conkis stating that Library usage is on the rise.

 

 

Reports

All Reviewed

 

Open Discussion

The Board was open for discussion.

 

Dominguez motioned, seconded by Kaminski to adjourn the meeting at 10:00 p.m. and the motion passed. 

 

Respectfully submitted,

 

Mary Dominguez

Secretary

Board of Trustees Minutes January 27, 2009

The Board of Trustees of the La Grange Park Public Library met at 7:30 p.m. in regular session on Tuesday, January 27, 2009.

 

Call to Order/Roll Call

The meeting was called to order by President Hurley. Upon roll call, the following persons were present: Trustees, Foster, Fagan, Kaminski, Lee, Dominguez and Hurley.  Executive Director, Dixie Conkis was also present.

 

Appointment and Oath of Office 

Trustee Lee motioned, seconded by Foster to appoint Rick Cavaliere as library trustee to fill Marc Silver’s unexpired term and to serve until the April 2009 Library Election.

 

Rick Cavaliere took the Oath of Office and was sworn in as Library Trustee.

 

Introduction of Visitor(s)

Lawrence Rosenthal, PhD from Miriam Pollack + Associates, Patty Rocco from the League of Women Voters, and John Repsholdt from Ehlers and Associates were all in attendance.

 

Strategic Planning and Community Surveys

Lawrence Rosenthal, PhD presented Miriam Pollack + Associates’ proposal to the Board for the facilitation of a strategic planning process. He went over the three options available to the Library and answered the Board’s questions.

 

La Grange Park Cool Village Coalition

Patty Rocco addressed the Board on behalf of the La Grange Park Cool Village Coalition. She discussed the four steps the Village of La Grange Park can take in an effort to reduce the carbon emissions produced by the Village. She is asking the La Grange Park Library to endorse and sign the Coalition’s letter to the Village. The motion to endorse and sign the Coalition’s letter was tabled until the February meeting.

 

Financial Forecast

John Repsholdt from Ehlers and Associates presented a draft financial report including a “Summary of Audited Financial Statements of the La Grange Park Library.”  Discussion ensued about issuing debt certificates to cover the Library’s needs.  The Library must have a realistic expectation of what its needs are and then draw up an Ordinance for Issuance of Debt Certificates.  Also, if the Library decides to issue debt certificates, it must adhere to the specific guidelines of debt certificates: a 6 month deadline for signing contracts and a 3 year deadline for finishing the project and using 85% of the borrowed money. 

 

 

 

 

 

Minutes of Previous Meeting(s)

Trustee Fagan motioned, seconded by Lee to approve the Minutes of November 25, 2008, Property Tax Limitation Act Truth-In-Taxation Public Hearing on the 2008 Tax Levy and the motion passed 7-0.

 

Trustee Foster motioned, seconded by Fagan to approve the Regular Minutes of November 25, 2008 and the motion passed 7-0.

 

Trustee Foster motioned, seconded by Lee to approve the Special Meeting Minutes of January 21, 2009 and the motion passed 7-0.

 

Treasurer’s Reports

Trustee Dominguez motioned, seconded by Kaminski to approve January’s disbursements of $50,204.53 and the motion passed 7-0, following a roll call vote.

 

Trustee Dominguez motioned, seconded by Kaminski to approve December’s disbursements of $36,312.12 and the motion passed 7-0, following a roll call vote.

 

Committee Reports

a.   Finance Committee – No report.

 

b.   Policy and Personnel Committee – No report.

Trustee Fagan will contact other committee members about setting up a date and time for a meeting.

 

c.   Library Development Committee – No report.

      Trustee Cavaliere will replace Trustee Silver’s position on this committee.

 

Unfinished Business

a.   President Hurley reported on the HVAC project. The system is working much better. It was tested and balanced. Some of the VAV boxes in the offices along the north wall of the second floor may be replaced. The lower level HVAC system is still a problem. We received an estimate from Amber Mechanical for a system: $257,000 for equipment and an estimated $40,000 for the control system. The library will hire a mechanical engineer, Dan McCurdy, to look over Amber’s quote.  Mr. McCurdy will be paid an hourly rate for a second opinion and is available to prepare the specs for the HVAC system bid proposal.

 

b.   Executive Director Conkis completed the ILA survey inquiring about library capital projects that might qualify for economic stimulus funding.  Letters requesting economic stimulus funding for replacement of the Library’s HVAC system were sent to Senator Durbin and U.S. Representative Lipinski.

 

c.   There is still one vacancy open on the Library Board, which is a four- year term.

 

New Business

a.   Trustee Lee motioned, seconded by Dominguez to authorize the Board President, or Executive Director, to sign a contract with the lowest cost electricity provider that wins the NIMEC (Northern Illinois Municipal Cooperative) bid request, and the motion passed 7-0.

 

b.   Trustee Foster motioned, seconded by Cavaliere to approve the intergovernmental agreement among the La Grange Public Library, La Grange Park Public Library, and Elementary School District #102 to provide public library cards to teachers, and the motion passed 7-0.

 

Communications, Correspondence and Meetings

Resident Betty Sanders and other Library patrons thanked Library staff for the good job they are doing with the homebound delivery and reference services.

 

The Friends of the Library annual report showed they made $24,509.07 in sales during calendar year 2008.

 

Reports

All Reviewed.

 

Open Discussion

Susan Fagan attended the ALA Midwinter Conference in Denver last weekend.

 

Cavaliere motioned, seconded by Foster to adjourn the meeting at 10:15 p.m., and the motion passed. 

 

Respectfully submitted,

 

 

Mary Dominguez

Board of Trustees Minutes November 25, 2008

The Board of Trustees of the La Grange Park Public Library met at 7:30 p.m. in regular session on Tuesday, November 25, 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, Lee, Silver, Kaminski, Fagan and Foster.  Executive Director, Dixie Conkis was present.

Trustee Dominguez was absent.

                                                                    

Introduction of Visitor(s)

Rick Cavaliere attended the beginning of the meeting to introduce himself and voice his interest in serving as trustee.  Katie Lou Fagan, possible future Trustee, attended and listened intently to the proceedings.

 

Minutes of Previous Meeting(s)

Trustee Fagan motioned, seconded by Foster, to approve the Regular Minutes of October 28, 2008 and the motion passed.

 

Treasurer’s Report

Trustee Lee motioned, seconded by Kaminski, to approve the Invoices to be Paid for the amount of $44,321.81 for the month of October, 2008 and motion passed 6-0 following a roll call vote.

 

Committee Reports

a.   Finance Committee –

Trustee Foster discussed Finance Committee meeting held on November 11, 2008.  The Truth-in-Taxation Public Hearing was conducted earlier in the evening.

 

b.   Policy and Personnel Committee –

      The Gift Policy is on hold until legal counsel can review.

 

c.   Library Development Committee – No report.

 

Unfinished Business

1. Building issues – President Hurley reported that work is progressing smoothly and that the shrouds have been installed over the openings on second floor.  It is already noticeable that much less heat is being lost.  Air flow will be tested and balanced.
2. 2009 Election – Rick Cavaliere has agreed to take the two year term of Marc Silver who is resigning.  There is still one more position on the Board which has no candidate yet.
3. Strategy and Financial Planning – Ehlers and Associates is producing a financial forecast draft by first week of December.
4. Strategic Plan – The library has received a proposal from Mary Jane Kepner for the facilitation of a Strategic Plan.  Miriam Pollock and Larry Rosenthal will attend January Board meeting to discuss options for facilitating a community survey.

 

New Business

1. Foster motioned, seconded by Silver, to approve Ordinance No. 166: Ordinance levying and assessing taxes of the La Grange Park Public Library District, Cook County, IL for the fiscal year beginning July 1, 2008, and ending June 30, 2009.  Motion passed following a role call vote with 6 ayes, no opposed.
2. Foster motioned, seconded by Silver, to approve Resolution No. 64: Resolution to limit certain funds in accordance with the tax cap and to request no limitation on the Corporate Fund.  Motion passed following a role call vote with 6 ayes, no opposed.
3. Foster motioned, seconded by Kaminski, to approve “Annual Certification, Metropolitan Library System Public Library Membership FY 2008-2009.”  Motion passed following a role call vote with 6 ayes, no opposed.
4. Foster motioned, seconded by Lee, to cancel the December 23 Board meeting.
5. Dixie proposed using the services of Timothy Stratton as legal counsel.  Board indicated their approval.

 

 

Communications, Correspondence and Meetings

• It was noted that the Friends of the Library elected new officers and will be reviewing their bylaws.
• Dixie noted the Library staff potluck.

 

Reports

All Reviewed

 

Open Discussion

The Board was open for discussion.

 

President Hurley motioned, seconded by Trustee Silver to adjourn the meeting at 9:00 p.m. and the motion passed. 

 

Respectfully submitted,

 

 

Ann Lee

Acting Secretary

Board of Trustees Minutes October 28, 2008

The Board of Trustees of the La Grange Park Public Library met at 7:30 p.m. in regular session on Tuesday, October 28, 2008.

 

Call to Order/Roll Call

The meeting was called to order by President Hurley. Upon roll call, the following persons were present: Trustees, Dominguez, Fagan, Foster, Kaminski and Lee. Executive Director, Dixie Conkis was present. Trustee Silver was absent.

                         

Introduction of Visitor(s)

Chris McClure of McClure Inserra & Company presented the FY 07/08 annual financial report.

 

Minutes of Previous Meeting(s)

Trustee Foster motioned, seconded by Lee to approve the Regular Minutes of September 23, 2008 and the motion passed.

 

Treasurer’s Report

Trustee Lee motioned, seconded by Dominguez to approve the Invoices to be Paid Report for the amount of $60,246.02 for the month of October, and the motion passed 6-0 following a roll call vote.

 

Committee Reports

a.   Finance Committee – Trustee Foster referred to the presentation of the audit and scheduled a Finance meeting for November 11^th at 7:00 p.m. to review the tentative 2008 tax levy ordinance.

 

b.   Policy and Personnel Committee – No report – the Gift Policy has remained tabled. Trustee Fagan scheduled a meeting for November 11 at 7:30 p.m. to discuss the Gift Policy and the Child Safety Policy.

 

c.   Library Development Committee – Trustee Lee wrote the Board report article for the Fall/Winter Newsletter.  Trustee Lee suggested adding the name of the Friday Night Movies Film schedule on the web site. Trustee Fagan suggested more advertising of the Library’s programs in the local newspapers.

 

Unfinished Business

a.   President Hurley reported on the HVAC project. The roof top units that contain the air conditioning units do not have to be altered. Also, air vents do not have to be added to the piping on the second floor. This is a savings of approximately $13,000, but other things were identified that need to be done. There is a lot of air leaking from the exhaust fans just below the barrel-vaulted ceiling. Amber Mechanical recommends installing louvered panels (shrouds) and actuators. Also, they will have to remove the existing fan guards. All of this comes to approximately $6,000.

 

The lower level furnace is requiring daily attention. Amber Mechanical is preparing a quote for the replacement of this unit. We should have the quote by the end of the week.

The Board is contemplating the burden of the expense of a new furnace; first the Library will have to do a 5 – 10 year financial forecast. Once that is done the Board will be able to get the required specs and drawings needed in order to go out to bid on a new furnace.

 

b.   Discussion about the 2009 library election ensued.

 

c.   Trustee Foster motioned, seconded by Lee not to close the Library on July 3, 2009 and the motion passed.

 

New Business

 

a.   The Truth-In-Taxation hearing will be held on November 25^th at 7:00 p.m.

 

b.   Discussion ensued about who will be hired to do the strategic plan and how it will be done. Several plans and outside contractors were recommended by the Trustees. Executive Director Conkis will get information for the Board to review at the next Board meeting.

 

Communications, Correspondence and Meetings

Trustee Lee gave the Board information about “Tools for Trustees”. Executive Director Conkis announced that the La Grange Library is celebrating its 1^st year anniversary in the new facility on November 9 – all are invited to attend. The Village recognized the Library in its Newsletter for participating in the Fall Festival; Children’s Assistant, Debra Holmes hosted the “Scary Story Telling”.

 

The annual Election Meeting of the Friends will be held in November.

 

Now for some sad news - the Library’s Attorney, Vincent Biskupic passed away on October 20, 2008; he will be sorely missed by the Library. He was a true friend of the Library.

 

The Board directed Executive Director Conkis to consult with a new attorney, as needed, as long as she stayed within the $2000 guideline.

 

 

Reports

All Reviewed.

 

Open Discussion

The Board was open for discussion.

 

Dominguez motioned, seconded by Foster to adjourn the meeting at 9:45 p.m. and the motion passed. 

 

Respectfully submitted,

 

 

Mary Dominguez

Secretary

Board of Trustees Minutes September 23, 2008

The Board of Trustees of the La Grange Park Public Library met at 7:30 p.m. in regular session on Tuesday, September 23, 2008.

 

Call to Order/Roll Call

The meeting was called to order by President Hurley. Upon roll call, the following persons were present: Trustees, Dominguez, Foster, Kaminski and Lee. Executive Director, Dixie Conkis was present. Trustees Fagan and Silver were absent.

                         

Introduction of Visitor(s)

There were no visitors.

 

Minutes of Previous Meeting(s)

Trustee Foster motioned, seconded by Kaminski to approve the Regular Minutes of August 26, 2008 and the motion passed.

 

Treasurer’s Report

Trustee Dominguez motioned, seconded by Lee to approve the Invoices to be Paid Report for the month of September in the amount of $51,922.25, and the motion passed 5-0 following a roll call vote.

 

Committee Reports

a.   Finance Committee – Trustee Lee asked about the safety of our investments due to the country’s current condition. Trustee Foster reported that our funds are safe. They are in the Illinois Funds and fully protected. 

 

b.   Policy and Personnel Committee – No report – the Gift Policy has remained tabled.

 

c.   Library Development Committee – No report

 

Unfinished Business

a.       President Hurley reported on the HVAC project. President Hurley, Executive Director, Dixie Conkis and Sharlene Bereckis met with Norm Eallonardo from Independent Construction Services, Chris Shoff from Amber Mechanical Contractors and Craig Norwicki from Control Engineering.  Norm said they are making progress and that he would do everything that’s needed until all is rectified. All the testing and balancing work is done for now but the systems will be tested and balanced again after all the changes have been completed. Amber installed new valves to help the water flow. Norm also reported that the roof top enclosures that contain the air conditioning units are hurricane proof and may not be causing any problems so they are going to hold off on removing them unless it is absolutely necessary. The bad news is that the lower unit furnace is very old and not working up to capacity. The drain pans are rusting away. The internal cooling units and the power burner need to be rebuilt or replaced.  A new condenser with four stages of cooling is needed. There were 7 service calls since May on the furnace and it was recommended that the unit be replaced as soon as possible.  The furnace needs to work with the roof top units to maintain the correct pressure in the building.  We are now in negative pressure in the building. The general consensus of the board is that no more money should be put into the lower unit.

 

b.   Trustee Kaminski motioned, seconded by Lee to approve the maintenance agreement with Amber Mechanical Contractors based upon the provision that it be reworked in the event we purchase and install a new furnace and the motion passed.

 

c.   The Board discussed the Ethics Ordinance and the status of its revision. The Board directed Executive Director Conkis to send it to the Attorney for his review.

 

New Business

a.   Trustee Dominguez motioned, seconded by Foster to approve the Per Capita Grant Application and the motion passed 5-0 following a roll call vote.

 

b.   Discussion ensued about the 2009 Library Election.

 

c.   President Hurley volunteered to write the winter issue of “Off the Shelves” if time allows.

 

d.   Trustee Lee motioned, seconded by Dominguez to table the approval of closing on July 3, 2009 and the motion passed.

 

Communications, Correspondence and Meetings

Executive Director Conkis reminded the Board about the MLS annual meeting on October 8 at 9:00 a.m. till 12:00 p.m. All are encouraged to attend.

 

La Grange Park resident, Ann Krug wrote in the Chicago Tribune that she loves The Friends of the Library and its book shop. The annual Election Meeting of the Friends is on November 2.  New Friends of the Library member, Jim Ryan will review the bylaws pro bono.

 

President Hurley and the Board congratulated Dixie Conkis for her 25 years of service as Director of the La Grange Park Library.

 

Reports

All Reviewed

 

Open Discussion

The Board was open for discussion.

 

Dominguez motioned, seconded by Foster to adjourn the meeting at 9:20 p.m. and the motion passed. 

 

Respectfully submitted,

 

 

Mary Dominguez

Secretary

Board of Trustees Minutes August 26, 2008

The Board of Trustees of the La Grange Park Public Library met at 7:30 p.m. in regular session on Tuesday, August 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 Hurley, Lee, Silver, Kaminski and Foster.  Executive Director, Dixie Conkis was present.

Trustees Fagan and Dominguez were absent.

                                                                    

Introduction of Visitor(s)

There were no visitors.

 

Minutes of Previous Meeting(s)

Trustee Foster motioned, seconded by Silver, to approve the Regular Minutes of July 22, 2008 and the motion passed.

 

Treasurer’s Report

Trustee Lee motioned, seconded by Kaminski, to approve the Invoices to be Paid for the amount of $55,741.11 for the month of August, 2008 and motion passed 5-0 following a roll call vote.

 

Committee Reports

a.   Finance Committee –

      Board discussed Treasurer’s Report including an expense for professional services which will be placed in the correct category.

 

b.   Policy and Personnel Committee –

      The Gift Policy is on hold until Trustee Fagan returns.

 

c.   Library Development Committee – Board discussed alternate possibilities for another Nadine’s Festival.  There are currently no plans to conduct the festival which is typically held in February.  Director Conkis indicated that there are funds available but not enough resources and time to plan a February 2009 festival.  Trustee Silver suggested that, instead of one annual event, we consider small events throughout the year.

 

Unfinished Business

a. Building issues – President Hurley reported that work is progressing smoothly and that the consultant has suggested and begun to oversee some small changes such as adding sensors.  The consultant also suggested installing shades in the Quiet Reading Room.

 

New Business

1. Foster motioned, seconded by Silver, 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 beginning July 1, 2008, and ending June 30, 2009.  Motion passed following a role call vote with 5 ayes, no opposed.
2. All Board members confirmed they have read the Ethics Ordinance.  It must be reviewed by the attorney to make changes reflected in the State Employees Ethics Act.
3. Lee motioned, seconded by Kaminski, to approve the Illlinois Public Library Annual Report for La Grange Park Public Library.  Motion passed.

 

 

 

Communications, Correspondence and Meetings

Director Conkis pointed out that the Friends of the Library 30^th anniversary event will be September 21, 2008.  Trustee Kaminski indicated he would contact the planners to offer his assistance.

 

Director Conkis passed around an American Libraries Association publication praising a  Dow Jones print ad which promotes librarians.

 

Trustee Foster offered kudos to the Children’s Department for the excellent attendance at recent events including the Flea Circus and summer reading events.

 

Trustee Hurley has been nominated for a Metropolitan Library System Trustee of the Year Award.

 

The Library will participate in the Scary Story Hour at the Village Fall Festival to be held on October 18. 

 

The Library received a thank you from the Annual Rose Show for the book donated and given to one of the winners.

 

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,

 

 

Ann Lee

Acting Secretary