La Grange Park Library Board of Trustees

Board of Trustees Agenda November 24, 2009

 AGENDA

Meeting of the Board of Library Trustees of the La Grange Park Public Library District, November 24, 2009 at 7:00 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)

(a) Norm Eallonardo, Independent Construction Services, regarding status of 2009 HVAC work.

(b) Gabe Oppenheim, IT Manager/Reference Librarian, regarding Internet Librarian conference.

(c) Donna Fletcher and Larry Hammond, reporting the results of the community survey.

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.

(a) Strategic planning schedule.

(b) Approve resolution providing for the execution of an intergovernmental agreement with the Library Insurance Management and Risk Control Combination (“LIMRICC”)

and approve the intergovernmental agreement with proposed amendments.
8. New business.

(a) Motion to approve Ordinance No. 173: “Ordinance Levying and Assessing Taxes of La Grange Park Public Library District, Cook County, Illinois, for the Fiscal Year Beginning July 1, 2009 and Ending June 30, 2010.”

(b) Motion to approve Resolution No. 66: Instructions to the Office of the County Clerk indicating which funds to limit in the event the Library District exceeds the tax cap limitation of the funds subject to the Property Tax Extension Limitation Act.
(c) Motion to Approve “Annual Certification, Metropolitan Library System Public Library Membership FY 2009-2010.”
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.

Agenda Board of Trustees Meeting October 27, 2009

       AGENDA

Meeting of the Board of Library Trustees of the La Grange Park Public Library District, October 27, 

2009 at 7:00 p.m. in the Library, 555 N. La Grange Road, La Grange Park, IL 60526.

A few words from Dr. James Discipio, Village President, will start the meeting.

1.    Call to order.

2.    Roll call.

3.    Introduction of visitor(s): Norm Eallonardo, Independent Consultant Services, regarding
      2009 HVAC Replacement Work.
      Auditor Chris McClure to present FY09-10 report.

4.    Minutes of previous meeting(s).

5.    Treasurer’s report.

6.    Committee reports and actions.
   (a)    Finance committee.
   (b)    Policy and Personnel committee.
   (c) Library Development committee.

7.    Unfinished business.
   (a)     Upcoming November 4th special meeting to discuss community survey report.
   (b)    Strategic planning schedule.
   (c)    Reconfirm date for Truth-in-Taxation hearing (re: tax levy), November 24 at 6:30 p.m.

8.         New business. 
   (a)    Staff–volunteer holiday appreciation event (potluck brunch and afternoon staff in-service to be         held Friday, December 4).
   (b)    LIMRiCC (Library Insurance Management and Risk Control Combination): revised by-laws and intergovernmental agreement.  (Directors’ & Public Officials’ Liability Insurance).
   (c)    Motion to cancel December 22, 2009 meeting.

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.

Agenda Board of Trustees Meeting September 22, 2009

AGENDA

Meeting of the Board of Library Trustees of the La Grange Park Public Library District, September 22, 2009 at 7:00 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): Norm Eallonardo, Independent Consultant Services
2009 HVAC Replacement Work.
4. Minutes of previous meeting(s).
5. Treasurer’s report.
6. Committee reports and actions.
(a) Finance committee.
(b) Policy and Personnel committee.
(c) Library Development committee.
7. Unfinished business.
(a) Discuss status of community survey questionnaire.
(b) Motion to go into closed session to discuss personnel matters.
8. Closed session (personnel matters).
9. New business.
(a) Motion to approve adjustment of Executive Director’s salary.
(b) Motion to approve per capita grant application.
(c) Discuss copy for winter issue of Off the Shelves (Board Report column).
(d) Schedule meeting for early November to review tax levy draft.
(e) Discuss having a towing company monitor the parking lot after hours.
10. Communications, correspondence and meetings.
(a) MLS correspondence, meetings, etc.
(b) Friends of the Library.
(c) Other.
11. Children’s Services Director’s report.
12. Young Adult Librarian’s report.
13. Adult Services Director’s report.
14. Circulation Services report.
15. Executive Director’s report.
16. Open discussion.
17. Adjourn.

Agenda Board of Trustees Meeting August 25, 2009

Meeting of the Board of Library Trustees of the La Grange Park Public Library District, August 25, 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): Norm Eallonardo, Independent Consultant Services
2009 HVAC Replacement Work.
4. Minutes of previous meeting(s).
5. Treasurer’s report.
6. Committee reports and actions.
(a) Finance committee.
(b) Policy and Personnel committee.
- Approve policies and discuss/approve Executive Director’s position description.
(c) Library Development committee.
7. Unfinished business.
(a) Discuss status of community survey questionnaire.
(b) Review required material for Per Capita grant application.
8. Motion to go into closed session to discuss personnel matters (annual review of Executive Director).
9. New business.
(a) Motion to approve Ordinance No. 172: Ordinance providing for budget and appropriations of the La Grange Park Public Library District, Cook County, IL, for the fiscal year beginning July 1, 2009, and ending June 30, 2010.
(b) Motion to approve annual report to the Illinois State Library.
(c) Motion to approve adjustment of Executive Director’s salary.
(d) Motion to approve transfer of funds (FY 08-09 appropriations).
10. Communications, correspondence and meetings.
(a) MLS correspondence, meetings, etc.
(b) Friends of the Library.
(c) Other.
11. Children’s Services Director’s report.
12. Young Adult Librarian’s report.
13. Adult Services Director’s report.
14. Circulation Services report.
15. Executive Director’s report.
16. Open discussion.
17. 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): 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