PALOS HEIGHTS PUBLIC LIBRARY
BOARD OF TRUSTEES MINUTES
February 12, 2004


Call to Order:
President Beverly Meyer called the meeting to order at 7:05 p.m. in the temporary Library, 6509 West 127th Street, Palos Heights, Illinois.  Present were Trustees: Bill Poore, Cal Bouma, Patricia Muller, Pat Eden, John Eckman, Birgit LaMantia and Diana Roscich who arrived at 7:17 p.m.  Trustee Beth Barista was absent.  

Also present were Administrative Librarian Elaine Savage and Administrative Assistant Sheri Weissmann. 

Minutes:
Trustee LaMantia moved, Trustee Muller seconded, to approve the minutes of January 8, 2004.  On a voice vote the motion carried unanimously.

Treasurer’s Report:
Trustee LaMantia moved, Trustee Bouma seconded, to approve the February bills for a total of $30,197.65, and the total January bills for $50,498.14.  On a roll call vote the motion carried unanimously.  Trustee LaMantia moved, Trustee Poore seconded to approve the construction bills for February in the amount of $230,244.54. On a roll call vote, the motion carried unanimously.

President’s Report:
President Beverly Meyer distributed her annual report to the Board.

Librarian’s Report:
Administrative Librarian Savage reported that the “Have Books – Will Travel” grant is going well.  She also reported on voter registration at the library, a bathroom repair done this past month and the March 1st in-service day with a special program on organization.  She reported that the corporate replacement tax money and the 127th Street TIF monies have not been received and she will follow-up.

Administrative Librarian Savage distributed her annual report to the Board.

Correspondence:
None.

Budget & Finance:
Trustee LaMantia reported that two CDs are coming due.  She will review rolling over the amounts and re-investing them.

Policy:
Librarian Savage suggested that the Policy Committee meet in the near future to review and discuss the library’s policies in light of the new building, identifying the policies that need attention as well as creating some new policies.  Trustee Bouma asked if our insurance policy based on our new building was being reviewed.  The Administrative Librarian responded that it was.

Publicity:
None.

Building and Grounds:
None.

Parking Lot & Building Expansion:
Trustee Eden reported that the windows are in and the roof is near completion.  The brick work is progressing quickly.  A worker fell from the second floor on the construction site but is doing well.  She also reported that we have a new construction field superintendent.

Personnel Committee:
The Personnel Committee along with Trustee LaMantia, the former chairman of the Personnel Committee, met on February 2nd to discuss the Administrative Librarian’s evaluation.  Their evaluation summary was put in the Board folders.  Trustee Roscich stated that it was helpful to have the former chairman on the committee for this one meeting and moved to continue this process in the future along with adding this to the Procedure For Evaluating the Administrative Librarian.  The motion was seconded by Trustee Bouma.  On a voice vote the motion carried unanimously.

Trustee Roscich raised the question of where to keep the recorded executive session containing the Administrative Librarian’s evaluation.  Discussion ensued.  Trustee Roscich moved, Trustee Muller seconded that the recorded executive session of the Administrative Librarian’s evaluation will be sealed in an envelope and kept in the executive session file in the library.  On a voice vote, the motion carried unanimously.

Friends of the Library Liaison:
Trustee Poore reported that the Country House Fundraiser is doing well.  A total of approximately $800 was raised by the end of January.

City Council Liaison:
Trustee Eden reported that Ken Busse’s Lake Katherine TIF recommendations were discussed.  She also reported that there will be a Finance Committee meeting on March 2nd to present and pass the appropriations;  the budget is not final yet;  the Lake Katherine TIF will run to 2009 but will be amended in March.

Trustee Poore reported that there will be two advisory referendums (pool and recreation center) on March 16th.  Public Town Meetings at City Hall will be held on February 23rd and March 8th.

Donation:
The minutes from the last committee meeting were received.   Trustee Eden reported that she and Administrative Librarian Savage attended a tea which was sponsored by the McCord Foundation.  They are seeking donations from the Arts community.  They visited Charles Richards at the Regional Newspaper last Friday to discuss the fundraising campaign and gain support from the newspaper.  The Regional will also be highlighting the 60th anniversary of the library.  A $600.00 donation was given by Mr. Richards and he will serve as honorary chairman of our “Building Minds, the Next Step” donation program.

A letter is scheduled to go out around the  beginning of March regarding the donation brochure.  The committee is in the process of compiling a list of potential donors.

Old Business:  
None.

New Business:
Approval of Change Orders - Trustee Bouma moved, Trustee Eden seconded to approve the amount of $1690.44 for laminate on FF&E contract #3, with the approval being signed at a later date by Trustee Meyer or Trustee Eckman.  On a roll call vote, the motion carried unanimously.  Trustee Eden moved, Trustee Roscich seconded approval of change order #3  for the sum of  $7731.00.  On a roll call vote the motion carried unanimously.

Nominations for the Palmer Award - The Board decided that this will be revisited in July, 2004.

Executive Session Minutes:
Trustee Bouma moved, Trustee Muller seconded to approve the Executive Session minutes from October 9, 2003, December 11, 2003 and January 8, 2004.  On a voice vote, the motion carried unanimously.

Executive Session:
Trustee LaMantia moved, Trustee Poore seconded to go into executive session to discuss personnel/legal matters at 8:30 p.m.  On a voice vote, the motion carried unanimously. Sheri Weissmann then left the meeting.

Return to Regular Session:
At 9:20 p.m. the Board returned to its regular session.

Administrative Librarian Evaluation:
Following a very satisfactory evaluation, Trustee LaMantia moved and Trustee Eden seconded to award the Administrative Librarian a 2.1% cost of living and 2% merit raise for a total of 4.1% retroactive to January 1, 2004, for an annual salary of $74,155.  On a roll call vote, the motion passed unanimously.

Staff Compensation:
Trustee LaMantia moved and Trustee Muller seconded a motion to approve the recommendation from the Personnel Committee for staff tuition compensation.  The Administrative Librarian was instructed to make the offer.  On a voice vote, the motion passed unanimously.

Right of First Refusal:
Trustee Eden moved and Trustee Poore seconded to have the Administrative Librarian send the Ritz property right of first refusal offer.  The offer will include a cover letter specifying a response deadline and be sent by certified mail/return receipt.  On a voice vote, the motion carried unanimously.

Librarian Gift:
The Administrative Librarian opened her 15th anniversary gift that was previously given.

Adjournment:
Trustee Bouma moved, Trustee Muller seconded to adjourn the meeting.  On a voice vote the motion passed unanimously and President Beverly Meyer adjourned the meeting at 9:48 p.m.

William Poore
Secretary