PALOS HEIGHTS PUBLIC LIBRARY
BOARD OF TRUSTEES
MINUTES OF MEETING
January 9, 2003


CALL TO ORDER:
President Beverly Meyer called the meeting to order at 7:03 p.m. in the Library, 12501 S. 71st Avenue, Palos Heights. In the absence of the secretary, President Meyer appointed John Eckman as acting secretary. Present were Trustees Beth Barista, Cal Bouma, Pat Eden, Birgit LaMantia, and Bill Poore. Trustee Diana Roscich arrived at 7:25 p.m. Trustee Pat Muller was absent. Also present were Administrative Librarian Elaine Savage and Administrative Assistant Pamela Schumann. Jim Deiters Head of Public Services joined the meeting at 7:15. 

WELCOME OF GUESTS:
None

MINUTES:
Trustee LaMantia moved, Trustee Bouma seconded, to approve the minutes of the December 12, 2002, meeting. Bill Poore asked that the December minutes be corrected to read “The city ordinance for light pole height may be changed for residential and commercial - the same as the Naperville ordinance.” On voice vote the motion carried unanimously as corrected.

TREASURER'S REPORT:
Trustee Barista moved, Trustee LaMantia seconded, to approve the December additional bills of $34,437.22 for a total of $76,323.34 and the January bill list of $13,755.23. The Administrative Librarian also presented a bill from Morris Engineering for $4,385.00 for the survey. Trustee Bouma questioned the amount and lack of detail in the bill and it was tabled until next month. On roll call vote, the motion carried unanimously. Trustee Poore noted that the 2002 expenditures are $70,000 less than income. Trustee Poore questioned Line item 482-unemployment tax in the 2003 budget of $2,700. The Administrative Librarian explained the Library is self-insured.

PRESIDENT'S REPORT:
President Meyer reported that she presented the George Palmer award to Sheila Sosnicki in December at the holiday party.

LIBRARIAN’S REPORT:
Elaine distributed copies of her monthly report. She attended the TIF meeting and the City Council meeting when the bonds were sold. The department heads are working hard with good attendance at their programming. One of the large cement flower pots out front was damaged and ruined – a police report was made. The magazine sale is doing well. She will be interviewing soon for the youth services position. Trustee Poore complimented Elaine on the increase in circulation at the library for 2002.

The 7th DD meeting will be February 26th. Elaine asked about a special board meeting after this final DD meeting. After discussion, it was decided to hold a board meeting after the DD meeting on the same day, February 26th.

CORRESPONDENCE:
The Board received a thank you note from Pat Eden.

COMMITTEE REPORTS:
Budget & Finance - Elaine Savage reported to the Board that the treasurer’s bond will at least double in cost this year. Our insurance agent suggested having two signatures on the Library’s checking accounts as it would reduce the cost of the treasurer’s bond. The Board agreed that Elaine should look into amending our Financial Policy for two signatures. The current president and treasurer could be the two signatures.

It was noted that there will be a need for a construction audit during the building project in addition to the regular audit.

Policy:
No report. However, Trustee LaMantia requested a review of the closing policy to clarify it in view of the construction closings that will be coming up this year. The policy was sent to the Personnel Committee for review.

Publicity:
None

Buildings & Grounds:
None. Trustee Eden brought up the issue of the mud problem when the school children walk from St. Al’s to the Library. It was decided that the St. Al’s committee should address this problem with the school and maybe a wood chip path would be a workable solution. It was agreed that if Pat Muller is unavailable then the two other committee members can decide on a course of action.

Parking Lot & Building Expansion:
Elaine Savage presented her monthly report. Mr. Ritz (east neighbor) came into the Library to ask questions about the 4’ variance. The meeting regarding the variance will be held on January 27th at 7:00 p.m. at city hall. The most important fact for the city to remember is that the residents requested a larger meeting room, big enough to hold 100 people, and that is why the Library is requesting the variance.

Possible locations for the Library’s temporary quarters were discussed, but no decisions were made.

Elaine is looking for grants to assist in the expansion. She also discussed with the Board the idea of a new Library quilt. If one is to be done, then it is time to start planning and working on it. Pat Eden said she would contact a few people in town to see if there is an individual or quilt guild who can head up the project. Elaine also suggested getting a professional picture/photo of the Library as it is today with the new parking lot and entry.

Personnel:
None

Friends of the Library Liaison:
The Friends will meet next week on Wednesday, January 15th, at 3:00 p.m.  

City Council Liaison:
Pat Eden reported that the city is meeting with Stephen Yas again in January. The bonds were passed by the City Council; however, the Library will have to pay $29,000 in insurance because the city rating dropped from AAA to Baaa. The fire department and school district are asking questions about the TIF and Lake Katherine expenses. There have been no decisions made on how to fund Lake Katherine once the TIF expires. Regarding impact fees from the water and sewer, the school district is looking into it to make sure they get their funds.

St. Alexander’s:  
None

OLD BUSINESS:
Bond Sale - It was handled smoothly and went well.  

NEW BUSINESS:
Intergovernmental Agreement - Trustee LaMantia moved, Trustee Poore seconded, to approve the intergovernmental agreement between the Library and the City concerning payment of bond money and tax money directly to the Library. On voice vote, the motion carried unanimously. Elaine noted that $100,000 good faith money was deposited to our account at Palos Bank.

Executive Session:
Trustee LaMantia moved, Trustee Barista seconded to go into executive session at 8:15 p.m. to discuss personnel matters. On voice vote, the motion carried unanimously. Pamela Schumann then left the meeting.

Return to Regular Session:
At 8:45 p.m. the Board returned to its regular session.

Goal Extension for Jim Deiters:
Trustee LaMantia moved, Trustee Eden seconded, that Jim Deiters be allowed one additional year to begin his master’s degree program in library science. On voice vote, the motion carried unanimously.

Administrative Librarian Evaluation:
Trustee Barista moved, Trustee LaMantia seconded, the adoption of Administrative Librarian Elaine Savage’s goals for the coming year: (1) to assist in locating a temporary location for the library and plan a successful move and continuation of library services to the Palos Heights community; (2) to continue to work with the architects for a successful design, bid, and start of construction of the building project.

Palmer Award:
It was agreed that publicity chairperson Bill Poore will submit information to the Regional News regarding the granting of the Palmer Award.

ADJOURNMENT:
There being no further business, Trustee LaMantia moved, Trustee Bouma seconded, to adjourn. On voice vote, the motion carried unanimously, and President Meyer adjourned the meeting at 8:50 p.m.

Beverly Meyer
Secretary