PALOS HEIGHTS PUBLIC LIBRARY
BOARD OF TRUSTEES
MINUTES OF MEETING
July 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: Beth Barista, Cal Bouma, John Eckman, Pat Eden, Patricia Muller, and Bill Poore.  Absent were Trustees Birgit LaMantia and Diana Roscich.

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

Minutes:
Trustee Eckman moved, Trustee Eden seconded, to approve the minutes of June 10, 2004. On a voice vote the motion carried unanimously.  Trustee Eden moved, Trustee Muller seconded to approve the Special Board meeting minutes of June 23, 2004.  On a voice vote the motion carried unanimously.

Treasurer’s Report:
Trustee Barista presented the Treasurer’s Report.  Trustee Barista moved, Trustee Bouma seconded, to approve the July bills for a total of $20,803.63 and the total June bills for $35,551.87.  On a roll call vote the motion carried unanimously.  Trustee Barista moved, Trustee Poore seconded to approve the construction bills for July in the amount of $370,656.89 less $331.15 being questioned.  On a roll call vote, the motion carried unanimously.  Trustee Eden moved, Trustee Poore seconded to hold a special Board meeting on August 19, 2004 at 7:00 p.m. to handle construction financial matters and any pertinent issues, and to authorize Administrative Librarian Savage to pay any regular bills before that Board meeting.  On a voice vote the motion carried unanimously.

President’s Report:
None.

Librarian’s Report:
Administrative Librarian Savage reported that the Library newsletters arrived with the moving/opening information; circulation and summer reading program remains good.  Two employees Joan Arndt and Alice Stanley have resigned; interviews are in process for hiring needed staff.  Administrative Librarian Savage distributed a new building procedures memo for staff to the Board along with samples of new letterhead designs.  Trustee Eden moved, Trustee Bouma seconded to adopt a chimney top design by Jim Deiters to be used on new stationary and with the color in the new library tones for the letterhead.  On a voice vote the motion passed with one opposed.

Correspondence:
Administrative Librarian Savage reported that she received a thank you note from a patron who obtained employment and credited the library staff for assisting.  President Meyer reported that she received an e-mail from Trustee Cal Bouma stating that he will be moving and will resign from the Board effective October 1, 2004.

Budget & Finance:
None.

Policy:
None.

Publicity:
Trustee Poore reported that invitations went out this week for Preview Night on August 5th and confirmed the Board members who will be attending.  He also reported that library bookmarks were handed out at the Farmers Market; Elite Magazine and the Southtown will be here with reporters and photographers for Preview Night; he is waiting to hear from the Star and Regional, Elena at the Regional will be writing an article on the library closing and moving; all of the local newspapers will be given information about our moving sale.  Trustee Eckman requested the moving sale volunteer forms from the Board members.

Building and Grounds:
Trustee Bouma moved, Trustee Barista seconded that a 3-point survey for a fence be obtained along the south property line.  On a voice vote, the motion carried unanimously.  Trustee Eden suggested including all tree trimming as the oak had already been directed to be done by the Building Expansion Committee.  Administrative Librarian Savage is getting this done.

Parking Lot & Building Expansion:
Trustee Eden reported that several items on the punch list still need to be addressed; there are landscaping concerns regarding drainage in the front, also discussion as to where various landscaping will be located; the stove, tack board and file cabinet issues need to be looked into; the quilt frame quote came in too high and plexiglass is being considered to keep the quilt from being touched; she requested an estimate of how much the Board would like to spend for a new library sign and the range given was between $5,000-$6,000.  Trustee Bouma also spoke about items on the punch list that needed to be addressed: concrete by the shed, the bike rack and the elevator door heads.  The Board discussed a suggestion from Stephanie from Engberg Anderson for a large plaque for the new building in the entry hall with the names of all the donors inscribed on it.  All donors who have given $5,000 or more will receive a separate plaque on the designated room in addition to their name being inscribed on the front foyer plaque.  Trustee Eden moved, Trustee Muller seconded to proceed with Stephanie’s concept of a plaque for the entry hall and a separate plaque for all donations of $5,000 and above.  On a roll call vote, the motion carried unanimously.

Personnel Committee:
Trustee Muller distributed a personnel policy addendum to the Board regarding employee internet use.  Trustee Muller moved, Trustee Eden seconded to adopt the personal policy addendum with the wording change in #6 to read “storage device”.

Friends of the Library Liaison:
Trustee Poore reported that bookmarks were distributed at the Farmers Market on July 7th which stated the Library’s dedication date and preview night, also some cookbooks were sold.  He reported that there will be another Farmer’s Market date in August at which time the Entertainment Books will be sold.

City Council Liaison:
Trustee Poore reported that a scooter ordinance was passed; the first quarter discretionary impact fees were also passed.  He also informed the Board that the city requires 5 ft. landscaping around any sign; he reported an administrative center for Palos Community Hospital at Route 83 and 75th Avenue had been approved.

Donation:
President Meyer directed the Board’s attention to the minutes from the June 23rd meeting.  Trustee Barista reported that she and Administrative Librarian Savage met with June Anhalt and took her around the library to discuss ideas for the painting she would like to donate.  She may or may not be doing the painting.  They will discuss this issue again in the Fall when the Fall story time schedule begins.  Trustee Barista agreed to be the spokesperson for potential donors.  President Meyer reported that she met with representatives from the Woman’s Club at the Library.  A bronze sculpture with a plaque or the circulation desk was suggested as a possible donation.  They are favorable to either suggestion and will let us know after they meet and discuss with their members.  President Meyer presented a motion from the Donation Sub-Committee recommending the Board present the Woman’s Club with a plaque, approximately 10 x 14 at the Library dedication.  The Sub-Committee will do the wording on the plaque.  On a roll call vote, the motion carried unanimously.  Trustee Poore moved, Trustee Bouma seconded adding three more possible donation items with amounts given by the architects:  2 services desks for $5,000, 6 bay windows for $5,000 and the library new book display for $3,000.  On a voice vote, the motion carried unanimously.  Administrative Librarian Savage reported to the Board that Citizen’s Financial will be donating $300, and a patron would like to donate a totem pole to the Library.  Upon discussion, the Board declined the totem pole.

Old Business:
St. Alexander’s Proposal - Administrative Librarian Savage reported that there is nothing to report per Jack Schuch as he could not get the principal, assistant principal and Father Cronin together to discuss this matter further.

New Business:
George Palmer Award Nominations - The Board deferred this to the September agenda.

Approval of Change Orders - Trustee Eden moved, Trustee Bouma seconded to accept change order #6 in the amount of $4,557.00 for painting, moving buzzers, cable T.V., millwork, and replacing the sink.  On a roll call vote, the motion carried unanimously.

Approval of Appliance Bids - Trustee Pat Eden made a Building and Expansion Committee motion to approve the appliance bid in the amount of $4,322.00.  On a roll call vote, the motion carried unanimously.

Self Check-out proposal - Administrative Librarian Savage distributed a proposal from Cen-Tek for a self check-out unit in the amount of $9,500, which will require a $995.00 annual fee for software upgrades and remote management.  Trustee Eckman moved, Trustee Muller seconded to accept the proposal and purchase the self check-out unit from Cen-Tek.  On a roll call vote, the motion carried, with one opposing vote.

Nominating Committee Appointment - President Meyer appointed Trustee Pat Muller as the chair of the Nominating Committee with Trustee John Eckman and Trustee Beth Barista as committee members.

Adjournment:
Trustee Bouma moved, Trustee Eden seconded to adjourn the meeting.  On a voice vote the motion passed unanimously and President Beverly Meyer adjourned the meeting at 9:22 p.m.

William Poore
Secretary