PALOS HEIGHTS PUBLIC LIBRARY
BOARD OF TRUSTEES
MINUTES OF MEETING
October 14, 2004


Call To Order:
President Birgit LaMantia called the meeting to order at 7:00 p.m. in the Library, 12501 S. 71st Avenue, Palos Heights.  Present were Trustees Beth Barista, John Eckman, Pat Eden, Birgit LaMantia, Beverly Meyer, Bill Poore, Pat Muller and Diana Roscich. Also present was Administrative Librarian Elaine Savage. 

Opening of Cleaning Services Bids:
Trustee Poore opened the four sealed bids in front of one guest from Cosmopolitan and they were as follows:

        1. Best Quality    $1695/month

        2. Cosmopolitan    $1946/month

        3. Cardinal Building Management    $2570/month

        4. Service Master    $3094/month

Administrative Librarian Savage will review the bids and make her recommendation at a special library board meeting to be held at 6:00 p.m. on Thursday, October 21.

Minutes:
Trustee Barista moved and Trustee Eckman seconded to approve the minutes of September 9, 2004.  On a voice vote, the motion carried unanimously.

Treasurer’s Report:
Trustee Eden moved and Trustee Barista seconded a motion to approve October bills in the amount of $76,254.76.  On a roll call vote, the motion carried unanimously.  Trustee Eden moved and Trustee Poore seconded a motion to approve construction checks in the amount of $264,313.94.  On a roll call vote, the motion carried unanimously.  Trustee Eden moved and Trustee Barista seconded a motion for the President to sign a final letter of acceptance re construction completion.  On a voice vote, the motion carried unanimously.

President’s Report:
None

Librarian’s Report:
Administrative Librarian Savage discussed her written Librarian’s Report.  She commented on the excellent article in Elite Magazine on the library dedication.  Trustee Roscich reported on the recent ILA meeting for trustees that she attended. We received a grant for foreign language materials.  We have received one bid to date for resurfacing and striping the parking lot that was approved by the Budget Committee in order to get it done before winter.  It was noted that Building and Grounds needs to obtain quotes next year for extension of the wood fence on the west property line.  Trustee Poore commented on the excellent 2004 HAPLR rating received by our library and Administrative Librarian Savage will obtain the detailed report.

Correspondence:
The Manhattan Library trustees sent a thank you note re their recent visit to our library.

Budget and Finance:
Trustee Eden advised that the committee has met on the 2005 budget and she is setting up a second meeting.  She further advised that we must closely watch upcoming annexation requests to ensure appropriate impact fees.

Policy:
None

Publicity:
Trustee Poore acknowledged and thanked Friends of the Library volunteers Betty Faust, Joan Meyers, Loretta Obora and Augusta Palm who helped make the library dedication an extremely successful event.

Building and Grounds:
Trustee Poore moved and Trustee Eckman seconded a motion to provide a special treatment in the spring to our oak tree in the front of the building at a cost of $135.  On a roll call vote, the motion passed unanimously.  Trustee Eden advised that only two vendors had been located who would quote on a quilt encasement proposal to prevent individuals from touching the quilt.  Parenti would totally encase the quilt for $5,767.96 while Imperial would encase the bottom part of the quilt for $2,475.00.  Trustee Poore moved and Trustee Eckman seconded a motion to approve the expenditure of $2,475.00 with Imperial and to have Trustee Eden finalize this project.  On a roll call vote, the motion passed unanimously.  Trustee Eden advised that two vendors had been located who would quote on the major donor plaque and they were Parenti at $4,980 and Imperial at $4,850.  Trustee Eden moved and Trustee Poore seconded a motion to approve the expenditure of $4,850 with Imperial.  On a roll call vote, the motion passed unanimously.  Trustee Eden moved and Trustee Muller seconded a motion to pay for the major donor recognition plaque, all other room plaques, the building sign and the quilt hanger/encasement program from impact fees.  On a roll call vote, the motion passed unanimously.   Trustee Poore requested that Building and Grounds look at obtaining a needed furniture piece to display/promote library programs in front of the used book bookshelves.  He also requested them to look at landscaping the chain link fence on the south property line and to pursue an underground sprinkler system for the landscaped areas with all projects to be considered in 2005 budgeting.

Building Expansion:
Trustee Eden reported that Morris Engineering fully reviewed our drainage program after the building was built and pronounced it satisfactory.  It was noted that our neighbor to the east has run piping from his downspouts to the east side of our building.

Personnel:
None.

Friends of the Library Liaison:
None.

City Council Liaison:
Trustee Eden reported that we were not notified about a recent TIF meeting and that the City is reviewing why they received less tax revenue than was called for in the recent referendum.

Donation Committee:
None.

Old Business:
Donor Recognition Committee - Trustee Eckman passed out recommendations for both a donor list and the major donor plaque with categories and examples.  Trustee Eckman moved and Trustee Meyer seconded a motion that the donor list and the major donor plaque are developed as per the Donor Recognition Committee submitted guidelines and that they are updated at yearend and quarterly thereafter.  On a voice vote, the motion carried unanimously.  Further, magnesium plaques available at Norel were recommended for the room plaques.  Trustee Meyer moved and Trustee Poore seconded a motion to purchase six room plaques from Norel with the Committee authorized to determine size and price.  On a roll call vote, the motion passed unanimously.  Trustee Barista discussed considerations re the smaller plaques that are still being reviewed by the committee.

New Business:
Announcement - Trustee Eckman announced that he is moving to Naperville early in 2005.

Signatures for Checks - Trustee Meyer moved and Trustee Barista seconded a motion to authorize a two signature financial policy.  On a voice vote, the motion carried unanimously.

Review of Executive Session Minutes - Trustee Poore as Secretary reviewed all closed executive session minutes and recommended that the minutes from January 8, 2004 be made public.  Trustee Meyer moved and Trustee Roscich seconded a motion to have all closed executive session minutes remain closed except for the minutes of January 8, 2004.  On a voice vote, the motion carried unanimously.

2005 Levy and Appropriation - Trustee Eden moved and Trustee Muller seconded a motion to accept the 2005 levy and appropriation of $1,081,400.   On a voice vote, the motion carried unanimously.

Chamber Request:
Administrative Librarian Savage advised that the Chamber of Commerce would like to hold their January catered annual dinner for 50 to 100 people at the library.  It was agreed that food would be limited to the meeting room.

Holiday Party:
The holiday party will be held at the library on Sunday, December5.

Industrial Appraisal Proposal:
Trustee Eden presented a proposal from Industrial Appraisal for GASB compliance in the amount of $3,000 plus $225 for an excel update file and $175 for each annual update.  Trustee Eden moved and Trustee Poore seconded a motion to accept the Industrial Appraisal proposal including the annual update.  On a roll call vote, the motion carried unanimously.

Auditor:
Administrative Librarian Savage will pursue a new auditor.

Woman’s Club Donation:
Trustee Meyer advised that the Woman’s Club wants to give us a statue of a girl sitting on a bench plus the bench plus an additional donation for a portion of the circulation desk after they receive the results of their December 11 fundraiser.  Trustee Meyer will advise the Woman’s Club that the bench will cost approximately $900 plus shipping plus installation on a concrete pad.

Executive Session:
Trustee Barista moved and Trustee Roscich seconded a motion to go into executive session for the purpose of approving executive session minutes re a personnel matter at 10:08 p.m.  On a voice vote, the motion carried unanimously.

Return to Regular Session:
At 10:10 p.m. the Board returned to its regular session.  Trustee Eden moved and Trustee Muller seconded a motion to approve the amended executive session minutes of September 9, 2004.  On a voice vote, the motion carried unanimously.

Adjournment:
Trustee Poore moved and Trustee Roscich seconded a motion to adjourn the meeting.  On a voice vote, the motion carried unanimously and President Birgit LaMantia adjourned the meeting at 10:11p.m.

William Poore
Secretary