PALOS HEIGHTS PUBLIC LIBRARY
BOARD OF TRUSTEES MINUTES
March 11, 2004


Call to Order:
President Beverly Meyer called the meeting to order at 7:00 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 , Beth Barista, and Diana Roscich (arrived at 7:25 p.m.)

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

Minutes:
Trustee LaMantia moved, Trustee Barista seconded, to approve the minutes of February 12, 2004. On a voice vote the motion carried unanimously.Treasurer’s Report:
Trustee LaMantia moved, Trustee Eden seconded, to approve the March bills for a total of $18,064.31, and the total February bills for $35,845.07.  On a roll call vote the motion carried unanimously.  Trustee LaMantia moved, Trustee Muller seconded to approve the construction bills for February in the amount of $605,201.96 or $605,342.47 depending on rent amount agreed upon.  On a roll call vote, the motion carried unanimously.  There was a consensus taken by the Board for the Administrative Librarian to call the lawyer regarding the lease/rent increase.  Trustee LaMantia advised that she had renewed the jumbo CDs.

President’s Report:
None.

Librarian’s Report:
Administrative Librarian Savage reported on the PLA conference in Seattle.  She also reported that adult services are investigating an automatic book reserve system.  She presented the completed library cookbook for the “Building Minds:  The Next Step” fundraiser.

Correspondence:
A brochure from Engberg Anderson was received.

Budget & Finance:
Trustee LaMantia reported that a $350,000 CD to cover furnishings cost was taken out to get a better rate and will mature in May, 2004.

Policy:
Librarian Savage presented a revised Circulation & Fines Policy.  She stated that the interlibrary loan rules were updated as now they are specified in the SWAN database.  Also, a change in video renewals was presented.  Trustee Eckman moved, Trustee LaMantia seconded to approve the revised Circulation & Fines Policy.  On a voice vote the motion carried unanimously.  Librarian Savage told the Board about VESSA (Victims’ Economic Security & Safety Act).  It was decided that no policy was needed at this time, but a procedure is needed.  Trustee Eden moved, Trustee Muller seconded to refer this to the Policy Committee.  On a voice vote the motion carried unanimously.  The Meeting Room policy was discussed and it was decided to investigate the rates of other libraries and city rates as well.  Chairman Eckman reported that he would meet periodically with the Administrative Librarian to review policies.

Publicity:
None.

Building and Grounds:
None.

Parking Lot & Building Expansion:
Trustee Eden reported on the building progress.  The MWRD permit is waiting for final approval; the masonry is 90% completed; and the HVAC rough is about 75% completed.  There is a water main problem that is being addressed.  Trustee Eckman moved and Trustee Bouma seconded a motion to approve payment of $5,623 for sprinkler redesign contingent upon approval by Firedyne.  On a roll call vote, the motion passed unanimously.

Personnel Committee:
None.

Friends of the Library Liaison:
Trustee Poore reported that the Country House Fundraiser earned $1289.03 for the library and the Entertainment Books raised $600.00.  He also reported that there will be a membership drive which goes from May 2004-May 2005.

City Council Liaison:
Trustee Eden reported possible changes in zoning for property at 134th & Ridgeland.  Trustee Poore reported that there will be a slight increase in resident water rates; that the city is looking at annexing Shepard High School; and that there the 2003 level of funding for Lake Katherine will basically be maintained for 2004.

Donation:
A $1000 donation was received from Mr. Richards at the Regional Newspaper.   The Mayor, Palos Bank and the Palos Heights Woman’s Club have all been personally contacted.  Currently a list of potential donors is being compiled and the letters will be mailed next week.  Donor recognition was discussed which included sending thank you notes (President Meyer will work on) and inviting them to the library’s dedication.

Old Business:
None.

New Business:
Approval of Change Orders - None

State Annual Report - Trustee Bouma moved, Trustee Eden seconded to sign the State Annual Report Certification.  On a voice vote, the motion passed unanimously.

Executive Session:
Trustee Barista moved, Trustee Eden seconded to go into executive session to discuss legal and personnel matters at 8:35 p.m.  On a voice vote, the motion carried unanimously. Sheri Weissmann then left the meeting.

Return to Regular Session:
At 8:46 p.m. the Board returned to its regular session.  Trustee Eckman moved and Trustee LaMantia seconded to approve the Executive Committee minutes of February 12, 2004.  On a voice vote, the motion passed unanimously.  Trustee Roscich moved and Trustee Muller seconded to add an item to the Administrative Librarian’s evaluation form to specifically comment on goal results.  On a voice vote, the motion passed unanimously.

Adjournment:
Trustee Roscich moved, Trustee Muller seconded to adjourn the meeting.  On a voice vote the motion passed unanimously and President Beverly Meyer adjourned the meeting at 8:50 p.m.

William Poore
Secretary