PALOS HEIGHTS PUBLIC LIBRARY
BOARD OF TRUSTEES
MINUTES OF MEETING
June 10, 2004


Call to Order:
President Beverly Meyer called the meeting to order at 7:02 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, Bill Poore and Diana Roscich.

Also present were Administrative Librarian Elaine Savage and Administrative Assistant Sheri Weissmann.  Guests included June & Edward Anhalt, Palos Heights residents, Coleen Doody, a new Library employee, Charlotte Belczak, Marjorie Hultquist, Eileen Lunter & Ruth Joy from the Palos Heights Woman’s Club, and Pauline Pastore, a Palos Heights resident. 

Welcome of Guests:
President Meyer acknowledged the guests who introduced themselves and stated the reason for their attendance at the meeting.

June & Edward Anhalt:  
June Anhalt presented some of her art work and offered to paint a portrait for the new library building.  The Board said they would consider her offer and get back to her in a few weeks. The Anhalts then left the meeting.

Coleen Doody:  
Coleen Doody, a new page at the Library introduced herself to the Board.  She left the meeting shortly afterwards.

Palos Heights Woman’s Club:  
Charlotte Belczak, President of the Palos Heights Woman’s Club queried the Board about appropriate donations from the Woman’s Club.  A possible donation was an outside bronze sculpture.  They also felt a plaque recognizing the Club would be appropriate in the new building.  The Board decided to discuss this at a Donation Committee meeting, and the Palos Heights Woman’s Club will consult with their Project Committee.  A future joint meeting was proposed.  The Palos Heights Woman’s Club members then left the meeting.

Pauline Pastore:  
Palos Heights resident Pauline Pastore voiced some complaints she has regarding the new library building.  She stated that the lights on the second floor were very bright and shine directly into her home.  She asked that they be toned down.  She was also concerned about the closeness of the new building to her property and what she perceived as an invasion of privacy to her back yard area.  She asked that some privacy measures be taken such as a possible screen or landscaping.  The Board assured her that the Building Expansion Committee would investigate her complaints.  Mrs. Pastore then left the meeting.

Minutes:
Trustee Bouma moved, Trustee Barista seconded, to approve the minutes of May 13, 2004. On a voice vote the motion carried unanimously.

Treasurer’s Report:
Trustee LaMantia moved, Trustee Poore seconded, to approve the June bills for a total of $16,230.55 and the total May bills for $141,706.27.  On a roll call vote the motion carried unanimously.  Trustee LaMantia moved, Trustee Barista seconded to approve the construction bills for May in the amount of $437,975.59 less $331.15 being contested.  On a roll call vote, the motion carried unanimously.  Trustee Eden moved, Trustee Roscich seconded a motion for Elaine Savage to write Morris Engineering to clarify billing regarding “Misty Meadows”.   On a voice vote, the motion carried unanimously.

President’s Report:
President Meyer stated that she has written thank you notes for the donations that have come in and will continue to do so.  She also reported that she and Administrative Librarian Savage visited Eileen Fetta at Citizen’s Financial Bank to discuss a possible donation.

Librarian’s Report:
Administrative Librarian Savage reported that the Fire Department inspected our temporary locations and there are a couple of violations.  She asked the Board how they would like her to proceed.  Trustee Bouma will look into the exit lights and Trustee Roscich will look into the ceiling tiles that need to be replaced.  Librarian Savage reported that she is working on grants with Alice Stanley.  She also reported that the “Have Books – Will Travel program has been a success and is scheduled to continue through October.  An additional $500.00 is needed to continue the program through the end of the year.  Trustee Eden moved, Trustee LaMantia seconded to approve and additional $500.00 to continue the “Have Books – Will Travel” program through December, 2004.  On a roll call vote, the motion carried unanimously.  Librarian Savage reported that employee health insurance has only increased $14.40 for the year and that the non-resident fee for the Library is now $225.00 per year.  Librarian Savage will be attending the Lions Club dinner with President Meyer on June 16th.

Correspondence:
President Meyer reported that a note was received from Alene Korby for the wording on Leonard Korby’s nameplate for the adult study room.

Budget & Finance:
None.

Policy:
Trustee Eckman, chairman of the Policy Committee, reported that several Library policies have been reviewed and some changes have been made.  Trustee Eckman moved to adopt the following policies on behalf of the Policy Committee:  Circulation (revised), Internet, Study Room, Patron Behavior (as amended), Library Donation, Freedom of Information, Display Case & Cube, Meeting and Conference Rooms (as amended), Building Custodian job description. On voice votes the motions carried unanimously.  

Publicity:
Trustee Poore distributed to the Board an updated copy of the moving sale procedures.  Trustee Poore reported that there will be no alcohol served at the Preview Night due to insurance considerations.  The Preview Night will be held from 7-9 p.m. on August 5th and will be $15.00 per ticket.  Invitations will go out the first week of July.  The Friends will sell tickets at the Farmers Market.  Trustee Eckman distributed a volunteer sheet to the Board for the Library sale and encouraged them to participate.  He asked for the sheet back with their chosen volunteer times at the next Board meeting.

Building and Grounds:
None.

Parking Lot & Building Expansion:
Trustee Eden reported that the council circle forms have been put in; the trailer is moving and the building will be cleaned on Monday; for the punch list, a committee of the Design Team, the Expansion Committee and Administrative Librarian Elaine Savage will be present; the quilt is all put together and ready for a border; a fiberglass sign is now being considered for the Library; a picture of our Library is framed and ready to hang; a landscaping meeting will need to take place to discuss restoration work along the back of the building; some of the signs in the parking lot will need to be replaced.  She also reported that a construction truck was stuck in the mud where the cables and lines are, which is a concern for the Board as they are hoping that this will not cause problems in the future with phone lines and cables.  Trustee Eden moved, Trustee Poore seconded that the Building Expansion Committee may accept the bid on appliances when they come in.  On a voice vote the motion carried unanimously.  Trustee Eden moved, Trustee Bouma seconded that the Building Expansion Committee may make any decisions needed for the completion of the building by June 30th, with the exception of the sign.  On a voice vote the motion carried unanimously.  Trustee Barista suggested that if the fabricated sign is around the same price as the natural sign, the Board should consider purchasing the natural sign.

Personnel Committee:
None.

Friends of the Library Liaison:
None.

City Council Liaison:
Trustee Eden reported that a liquor license has been issued for the new Italian restaurant in town; there was a T.I.F. amendment meeting on June 1st; the city Finance Committee passed an environmental clean-up on Public Works land; first quarter discretionary impact fees were also passed.  Trustee Poore reported that the curfew ordinance has been revised; there will be two upcoming Pool and Recreation Center town meetings on June 23rd and July 15th, which are open to the public; there will be a fireworks display on July 4th at 9:00 p.m.

Donation:
Administrative Librarian Savage reported that she followed-up on LaSalle and Archer Bank, and that she and President Meyer visited Eileen Fetta at Citizen’s Financial Bank.  Pat Eden is to contact First Midwest Bank.  She also reported that the second fundraising letter to potential donors was sent out. A Donation Sub-Committee was formed with President Meyer, Trustee LaMantia, and Trustee Barista.  They will meet to discuss the Palos Heights Woman’s Club donation and issues involving artist donations.

Old Business:
St. Alexander’s Agreement - Administrative Librarian Savage reported that she has heard from our attorney, but not from the insurance company or the school.  It was decided to wait to hear further from representatives of St. Alexander’s and to discuss this issue at the July Board meeting.

New Business:
Annual Audit - Administrative Librarian Savage reported that the audit is not done.  A special Board meeting is scheduled for Wednesday, June 16, 2004 at 9:45 a.m. before the construction meeting, to approve the audit.

MLS Board Election - President Meyer volunteered to cast the Board’s vote for the Metropolitan Library System Board election.

Approval of Change Orders - None.

Retired Library Employee Library Card - Trustee LaMantia moved, Trustee Muller seconded to issue a library card to retired 30-year employee Lucille Schneider, as long as she still lives in an unincorporated area.  On a voice vote, the motion carried unanimously.  Administrative Librarian Savage will send her a letter with a library card.

Food and Drink in Library - Administrative Librarian Savage will investigate other libraries’ policies and insurance issues.

Additional Donation Items - Trustee Poore moved, Trustee Roscich seconded to add the Teen Room and Circulation Desk to the list of donation items in the Library.  The donation amount will be determined by the architect.  On a voice vote, the motion carried unanimously.

Adjournment:
Trustee LaMantia moved, Trustee Barista seconded to adjourn the meeting.  On a voice vote the motion passed unanimously and President Beverly Meyer adjourned the meeting at 9:25 p.m.
Secretary

William Poore


PALOS HEIGHTS PUBLIC LIBRARY
Board of Trustees
Minutes of Special Meeting
June 23, 2004


Call to Order:
Vice President John Eckman 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 and Pat Muller.

Absent were Trustees Birgit LaMantia, Beverly Meyer, Bill Poore and Diana Roscich.

Also present was Administrative Librarian, Elaine Savage.

Acceptance of Audit for 2003:
Cal Bouma moved and Pat Eden seconded to accept the audit prepared by Ottenhoff, Ltd.  A brief discussion followed.  On a roll call vote the motion passed unanimously.

Administrative Librarian, Elaine Savage explained that the library is being audited by the state on the $75,000 granted for the parking lot.  She will send information requested.  It was also reported that Clara Van Howe has made a donation to be applied to the purchase of 3 arm chairs.

Also discussed were the timers for the parking lot lights.  Elaine will check with the architect about 2 timers and how they will be set up along with the restoration of the parking lot.

The need for a bumper on the wall for strollers was also discussed.

Trustee Beth Barista moved and Trustee Pat Eden seconded to adjourn at 7:34 p.m.

Patricia Muller