PALOS HEIGHTS PUBLIC LIBRARY
BOARD OF TRUSTEES
MINUTES OF MEETING
May 13, 2004


Call to Order:
President Beverly Meyer called the meeting to order at 7:03 p.m. in the temporary Library, 6509 West 127th Street, Palos Heights, Illinois.  Present were Trustees: Beth Barista, Cal Bouma, John Eckman, Pat Eden, Birgit LaMantia, Patricia Muller (who left the meeting at 8:07 p.m.), Bill Poore and Diana Roscich.

Also present were Administrative Librarian Elaine Savage and Administrative Assistant Sheri Weissmann.  Guests included Tim Murney and Jack Schuch. 

Welcome of Guests:
President Meyer acknowledged the guests and moved to discuss old business first.

OLD BUSINESS:
St. Alexander’s Letter of Intent - St. Alexander’s had presented a letter of intent to the Board to construct a walkway from their property to connect directly to the Library’s sidewalk.  The Board requested that St. Alexander’s give the Library a site map of their property and a letter of proof of insurance by July 1st.  Trustee LaMantia moved, Trustee Roscich seconded to accept St. Alexander’s letter of intent pending a site map, legal and insurance matters.  On a voice vote the motion passed unanimously.  The Board discussed putting up a fence on our property with the possibility of a gate being put in at a later time.  Trustee LaMantia moved, Trustee Bouma seconded to refer this matter to the Building and Grounds Committee for further discussion.  On a voice vote the motion carried unanimously.  The guests left the meeting.

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

Treasurer’s Report:
Trustee LaMantia moved, Trustee Poore seconded, to approve the May bills for a total of $17,729.10 and the total April bills for $34,546.23.  On a roll call vote the motion carried unanimously.  Trustee LaMantia moved, Trustee Poore seconded to approve the construction bills for April in the amount of $562,211.80.  On a roll call vote, the motion carried unanimously.  

President’s Report:
None.

Librarian’s Report:
Administrative Librarian Savage reported that she attended the LACONI dinner on April 30th with Trustees Eden and LaMantia.  She also attended the Chamber luncheon and judged scholarships; she reported that Industrial Appraisal is recommending a new appraisal be done when construction is complete, and the Board concurred; the audit has been started; she and Jim Deiters have been investigating print/computer management systems and also working on self-checkout; she will be applying for various grants with assistance from Alice Stanley; the MWRD permit was received.

Correspondence:
President Meyer read a letter that she received from the state regarding per capita and FY05 equalization funds.  Deadline for submittal of FY05 grant funds is October.

Budget & Finance:
Trustee LaMantia reported that she will be transferring another CD on Friday.

Policy:
Trustee Eckman reported that several Library policies have been reviewed and some changes have been made.  Trustee Eckman moved, Trustee LaMantia seconded to accept the modified Library Donations to Groups and Organizations Policy.  On a voice vote the motion carried unanimously.  Trustee Eckman moved, Trustee LaMantia seconded to accept the Meeting and Conference Room Policy.  Trustee Barista moved, Trustee Eden seconded to refer the Meeting and Conference Room Policy back to the Policy Committee.  On a voice vote the motion carried unanimously.

Publicity:
Trustee Poore suggested holding a committee meeting to discuss Preview Night.

Building and Grounds:
Trustee Bouma, as Code Enforcement Officer, reported that he received a complaint from our neighbor, Mr. Ritz, who had concerns of his house flooding due to the Library’s construction.  Trustee Bouma assured him that this would not happen.  Trustee Bouma suggested that the Library’s fence should be in place by September.

Parking Lot & Building Expansion:
Trustee Eden reported that the tile on the outside and inside of the building is now being worked on; the council circle foundation is in; that the Board consider landscaping around the council circle; and getting a new sign for the Library with possible lighting for the sign.  Trustee LaMantia moved, Trustee Poore seconded to have the Building Expansion Committee investigate a new sign for the Library.  On a voice vote the motion carried unanimously.  Upon further discussion, Trustee Poore moved, Trustee Barista seconded to install a new sign and not install the old sign and to dispose of it.  On a voice vote the motion carried unanimously.

Personnel Committee:
Trustee Roscich reported that the Policy Committee had referred to the Personnel Committee a request to include staff Internet usage in the Personnel Policy.  A meeting will be set to discuss this matter.

Friends of the Library Liaison:
Trustee Poore reported that the Friends of the Library would like to donate a youth study room.  They have proposed donating $2500 now and paying the other $2500 within 12 months.  Trustee Barista moved, Trustee LaMantia seconded to accept this proposal.  On a voice vote the motion carried unanimously.  There will be two upcoming Farmers Market dates on July 7th and August 25th, where the Friends will set up; Entertainment Books will be coming August 2nd.

City Council Liaison:
Trustee Eden reported that the city has hired a new administrator; the city is discussing the Shepard Annexation, and that last’s years unpaid vehicle stickers will be followed-up with a letter and fines.  Trustee Poore reported that the Adopt a Tree judging as well as an antique car show will be held on August 12th.  He also reported that ARC of Orland Park will be hired as architect for the recreation center, and Innovative Aquatic Design will be the pool consultant. The first town meeting to discuss the pool and recreation center will be on June 2, 2004.

Donation:
Administrative Librarian Savage reported that our largest donation to date is from Mr. and Mrs. James Hayes in the amount of $10,000, for the Conference Room.  She reported that to date, we’ve received approximately $25,000 in donations and questioned the Board on the next step.  It was decided to hold a Donation Committee on Thursday, May 20, 2004 at 7:00 p.m. to discuss follow-up plans.

New Business:
Prevailing Wage - Trustee Eden moved, Trustee LaMantia seconded to adopt the Prevailing Wage Resolution.  On a voice vote, the motion passed unanimously.

Ethics Resolution - Trustee Eckman moved, Trustee LaMantia seconded to adopt the Ethics Resolution.  On a voice vote, the motion passed unanimously.

Non-resident Policy and Fee - Trustee Poore moved, Trustee Bouma seconded to participate in the Non-resident Policy and Fee Program.  On a voice vote, the motion passed unanimously.

Preview Night - The Board referred this to the Publicity Committee.

Moving/Sale procedures - The Board decided to discuss this at the Donation Committee Meeting scheduled for Thursday, May 20, 2004 at 7:00 p.m.

Telephones/Computers for New Building - Administrative Librarian Savage presented her recommendations.  Trustee LaMantia moved, Trustee Eden seconded to purchase Dell computers per E. Savage memo of May 13, 2004.  On a roll call vote, the motion passed unanimously.  Trustee Poore moved, Trustee Bouma seconded to purchase a NEC phone system, with the four year extended warranty per E. Savage memo of May 13, 2004.  On a roll call vote, the motion passed unanimously.

Staff Reallocation - Trustee LaMantia moved, Trustee Barista seconded to budget an additional 8 hours per month for youth services staff for pajama story time and Saturday family programs further to E. Savage memo of May 13, 2004.  On a roll call vote, the motion passed unanimously.  Trustee Bouma moved, Trustee Poore seconded investigating a part-time (20 hour) janitor/handyman for the new building and to advise results to the Board. On a voice vote, the motion passed unanimously.

Approval of Change Orders - Trustee Eden moved, Trustee LaMantia seconded to approve change order #5 in the amount of $6,482.00 for a new contract sum of $3,941,155.00.  On a roll call vote, the motion passed unanimously.

T.I.F. - Trustee Eden moved, Trustee Barista seconded to be a participating member in the T.I.F. intergovernmental agreement.  On a voice vote, the motion carried unanimously.

Adjournment:
Trustee Poore moved, Trustee Bouma seconded to adjourn the meeting.  On a voice vote the motion passed unanimously and President Beverly Meyer adjourned the meeting at 9:45 p.m.

William Poore
Secretary