PALOS HEIGHTS PUBLIC LIBRARY
BOARD OF TRUSTEES
MINUTES OF MEETING
April 8, 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 , Diana Roscich, and Beth Barista (who left at 8:45 p.m.).

Also present were Administrative Librarian Elaine Savage and Administrative Assistant Sheri Weissmann.  Guests included Tim Murney, Colleen Murney, Tom O’Mara, Jeff Prestinario, Jeff Barry, Norm Bilek, Brian Dempsey, Cindy Dempsey, Jack Torossian & Linda Torossian. 

Welcome of Guests:
Tim Murney submitted a proposal to the Board for a sidewalk to be built from St. Alexander’s to the Library to allow teachers to bring a student class to the Library. Many issues were discussed regarding safety, insurance, after school issues and better communication between leadership at St. Alexander’s and the Library.  The School Board has also received the proposal, but no school official was present.  Trustee LaMantia moved and Trustee Eden seconded to refer this proposal to a combined Building & Grounds Committee and Building Expansion Committee for further investigation and action.  On a voice vote, the motion carried unanimously.  The guests left the meeting at this time.

Minutes:
Trustee LaMantia moved, Trustee Barista seconded, to approve the minutes of March 11, 2004. On a voice vote the motion carried unanimously.

Treasurer’s Report:
Trustee LaMantia moved, Trustee Poore seconded, to approve the April bills for a total of $15,360.71, and the total March bills for $52,053.01.  On a roll call vote the motion carried unanimously.  Trustee LaMantia moved, Trustee Poore seconded to approve the construction bills for March in the amount of $487,588.78, contingent upon Administrative Librarian Savage investigating the Morris Engineering bills.  On a roll call vote, the motion carried unanimously.  Administrative Librarian Savage reported that the Library’s original rent amount was paid last month and will be paid this month on the recommendation of our attorney.

President’s Report:
President Meyer reported that she attended the Chamber Expo on Saturday, April 3rd.

Librarian’s Report:
Administrative Librarian Savage reported that she received a proclamation for National Library Week from the Mayor, which will be displayed in the Library and a copy will be printed in the Regional.  She also reported that surveys were sent out on the Have Books Will Travel grant which has received favorable responses; she represented the Library at the Chamber Expo along with Tara Oosterbaan; she showed the Board American Libraries magazine which featured  two pictures from our architect; Gene & Elaine Phillips recently gave a book donation to the Library in honor of the Library Board; and she reminded the Board of the upcoming LACONI dinner.

Correspondence:
Administrative Librarian Savage stated that she received notification of an upcoming TIF meeting. She also received a nice card and a donation from a resident.

Budget & Finance:
None.

Policy:
Trustee Eckman reported that he has been meeting with the Administrative Librarian to review policies, and that there will be a Policy Committee meeting tonight following the Board meeting.  He will have some policies to bring to the Board next month for review and approval.

Publicity:
None.

Building and Grounds:
None.

Parking Lot & Building Expansion:
Trustee Eden reported that the windows are complete; electrical is 80% complete; HVAC is 75% complete; plumbing is 85% complete; interior framing is complete; drywall is close to completion; roof is complete, however, we are waiting for the flashings before we can get a warranty; doors are in; the elevator is here and will be installed soon; millwork, hardware and granite are on schedule.  Trustee Eden reported that there was an error in billing for the installation of the transformer in back of the building for which Nicholas & Associates offered the Board a $1500.00 credit.  Also, there is a change order for a gravel drive.  Both items (total $13,932) are in the contract.  Trustee Eden moved, Trustee Poore seconded to request that Joe Huberty talk to Nicholas & Associates to try to negotiate a 50% credit of the $13,932.  On a voice vote, the motion passed unanimously.  Trustee Eden reported that a beam requiring additional work which was the architect’s error will cost $2625.00.  The Building Expansion Committee recommended splitting the cost 50/50.  Trustee Eden moved, Trustee LaMantia seconded to split the cost 50/50 with the architect.  On a voice vote, the motion carried unanimously.  Trustee Eden reported that the committee recommends asking our lawyer to write an intergovernmental agreement referencing the water vault on Library land.  She also reported that we have no MWRD permit yet.  Administrative Librarian Savage reported that the Library is not on the city ComEd franchise until we officially open.  She is in the process of getting quotes for the new phone system.  Administrative Librarian Savage distributed a tentative moving schedule for the Board.  It was decided that the best day for the Library dedication is Saturday, September 25, 2004.  A preview night is tentatively scheduled for August 5th.  

Personnel Committee:
None.

Friends of the Library Liaison:
Trustee Eden distributed membership forms to the Board from the Friends of the Library.

City Council Liaison:
Trustee Eden reported that the resolution was passed for National Library Week.

Donation:
Administrative Librarian Savage reported that there are still some addresses needed for the donor list.  Trustee LaMantia moved, Trustee Bouma seconded for the Board to obtain these addresses, and the addresses they cannot obtain will be dropped.  On a voice vote, the motion passed unanimously.

Old Business:
None.

New Business:
Approval of Change Orders - Trustee Eden moved, Trustee LaMantia seconded to accept change order #4 for a total of $11,510.00.  On a roll call vote, the motion passed unanimously.

Executive Session Minutes:
Trustee LaMantia moved, Trustee Muller seconded to approve the executive session minutes from March 11, 2004. On a voice vote, the motion carried unanimously.  Trustee LaMantia and Trustee Muller moved that all minutes will remain in executive session until further notice.  On a voice vote, the motion passed unanimously.

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 8:57 p.m.

William Poore
Secretary