June Minutes

PALOS HEIGHTS PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES OF MEETING June 9, 2005 Call to Order: President Birgit LaMantia called the meeting to order at 7:00 p.m. in the Library, 12501 S. 71st Avenue, Palos Heights, Illinois.  Present were Trustees: Patricia Muller, Bill Poore, Beverly Meyer, Timothy Murney, Pat Eden, Frank Petrosino and Beth Barista.  Also present were Administrative Librarian Elaine Savage and Administrative Assistant Donna Ondriska. Trustee Diana Roscich was absent. Minutes: Trustee Meyer moved, Trustee Eden seconded, to approve the minutes of May 12, 2005.  On a voice vote the motion carried unanimously. Treasurer’s Report: Trustee Eden moved, Trustee Poore seconded, to approve the additional May bills in the amount of $35,548.64. On a roll call vote the motion carried unanimously. Trustee Eden moved, Trustee Barista seconded to approve the June bills of $19,935.50.  On a roll call vote, the motion carried unanimously. President’s Report: President LaMantia had no report and distributed the new committee sheet. Librarian’s Report: Administrative Librarian Savage presented her written report. The ad in the Regional listed the board members incorrectly and will be rerun free of charge. Per the personnel policy, she informed the Board that Administrative Assistant Donna Ondriska had requested a medical leave of absence for two weeks due to surgery. Trustee Barista moved to grant the leave, Trustee Murney seconded. On a voice vote, the motion carried unanimously. Correspondence: The President reported that the Library received a letter from Fred Schlipf of the Urbana Free Library and a thank-you note from Mary Costin. Budget & Finance: Trustee Eden stated the committee will meet soon to review accounts. Policy: Trustee Meyer announced that everyone should have a copy of the revised Meeting, Conference and Storytime Room rental policy. Publicity: None. Building and Grounds: Trustee Barista reported that the committee recommended Elite of Tinley Park for the elevator maintenance contract. Trustee Meyer moved to accept their bid, Trustee Poore seconded. On a roll call vote, the motion carried unanimously. Trustee Barista reported that the committee recommended Amber Mechanical for the HVAC maintenance contract. Trustee Barista moved to accept their bid, Trustee Poore seconded.  On a roll call vote, the motion carried unanimously. Trustee Barista stated that the committee still needs to discuss items such as carpet cleaning, floor grout cleaning and fire extinguishers and will schedule at a later date. Parking Lot & Building Expansion: Trustee Eden reported that the tile in front of the stairway and cabinets on the second floor had been repaired. A meeting with the HVAC contractor, mechanical engineer and architect still needs to be arranged. Personnel: None. Friends of the Library Liaison: Trustee Poore reported on the Book Sale in August, with the preview night on the 11th. The Friends need volunteers to help out. He noted the Friends were greeters at the first Farmers Market on June 1st and that it had been moved to a new location this year. City Council Liaison: Trustee Eden reported that the Courtney/Kramarski election issue was discussed at the last Council Meeting. There will be a public hearing on June 28th at 7pm. Trustee Poore mentioned that the City has approved the Memorandum of Understanding with the Lake Katherine Nature Center and Botanic Gardens. Fireworks and the Parade will be held on the 3rd of July. Donation: Trustee Barista gave a sub-committee report. The committee has agreed to put name plates on the donated chairs and has discussed the designs with Noral Jewelers who will be providing samples. The 10 wooden chairs will be screwed in and have rounded corners and the 9 in the Meeting Room will have sticky tape. Trustee Barista moved to no longer accept donations for chairs, Trustee Muller seconded.  On a voice vote, the motion carried unanimously. Trustee Barista noted Noral is working on the plaques for the circulation desk and for the painting. She presented the finished plaque for the bench. Trustee Barista met with Mr. and Mrs. Anhalt and discussed a spot to place her painting to the right of the first floor Study Rooms. Trustee Barista moved to place the painting in that agreed spot, Trustee Muller seconded. On a voice vote, the motion carried unanimously. Trustee Eden recommended all future donations be accepted in writing. Old Business: None New Business: Annual Audit - The audit has not been completed yet. It was agreed to have a special board meeting on Thursday, June 16th at 7:30pm to accept the audit. St. Alexander and Sidewalk - Administrative Librarian Savage presented a site plan and a letter on the proposed sidewalk from Jack Schuch. The Board discussed the pros and cons. Trustee Eden moved to have St. Al’s and the Board President negotiate the major items: path material to be used on Library property, gate responsibility, hours to be opened and liability issues, Trustee Barista seconded. On a voice vote, motion carried unanimously. Trustee Murney recommended that the Library have final approval to remove the gate or leave permanently locked. Building Warranty/HVAC Acceptance - Administrative Librarian Savage reviewed copy of a June 9th letter from our attorney to the contractor discussing unresolved issues. Trustee Eden moved for the Building Expansion Committee the right to negotiate those items further to the attorney’s letter, Trustee Barista seconded. On a voice vote, the motion carried unanimously. Adjournment: Trustee Poore moved, Trustee Petrosino seconded to adjourn the meeting.  On a voice vote the motion passed unanimously. President Birgit LaMantia adjourned the meeting at 8:05 p.m. William Poore Secretary SPECIAL BOARD OF TRUSTEES MEETING MINUTES June 16, 2005 Call To Order: President Birgit LaMantia called the meeting to order at 7:49 p.m. in the Library, 12501 S. 71st Avenue, Palos Heights.  Present were Trustees Pat Eden (via telephone conferencing), Birgit LaMantia, Beverly Meyer, Bill Poore and Pat Muller. Trustees Frank Petrosino, Beth Barista, Diana Roscich, and Tim Murney were absent. Also present was Administrative Librarian Elaine Savage. Welcome of Guests: The Board welcomed Joseph Meyer of Selden Fox, Ltd. Approve Audit: Joseph Meyer presented the Audit Report Draft for the year ended December 31, 2004 dated June 7, 2005 that included the SAS 61 Letter and the Management Letter.  Trustee Muller moved and Trustee Meyer seconded a motion to accept the Audit Report.  On a roll call vote, the motion carried unanimously. Adjournment: Trustee Poore moved and Trustee Muller seconded to adjourn the meeting.  On a voice vote the motion passed unanimously and President LaMantia adjourned the meeting at 8:26 p.m. William Poore Secretary

 

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