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


CALL TO ORDER:
Vice-President John Eckman 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, John Eckman, Birgit LaMantia, Patricia Muller, Bill Poore, Pat Eden, and Beverly Meyer who arrived at 7:29 p.m. Absent were Cal Bouma and Diana Roscich. Also present were Administrative Librarian Elaine Savage and Administrative Assistant Sheri Weissmann. 

Welcome of Guests:
Elaine Savage introduced two new employees, Alice Stanley, Youth Services Assistant and Sheri Weissmann, Administrative Assistant.

Minutes:
Trustee LaMantia moved, Trustee Poore seconded, to approve the minutes of September 11, 2003 as corrected. On a voice vote the motion carried unanimously.

Treasurer’s Report:
Trustee LaMantia moved, Trustee Barista seconded, to approve the October bills for a total of $32,509.14, and the total September bills for $157,407.80. On a roll call vote the motion carried unanimously. Trustee LaMantia moved, Trustee Poore seconded to approve the construction bills for October in the amount of $154,426.33. On a roll call vote, the motion carried unanimously.

President’s Report:
The President reported that she attended the inauguration of the new President of Trinity Christian College. Ms. Meyer asked the Board for some suggestions for the Donation Committee, perhaps to form a Committee of the Whole to come up with a direction to identify projects. A motion was made by Trustee Poore and seconded by Trustee Eden to have a Committee of the Whole meeting on Monday, October 13, 2003 at 7:00 p.m. in the temporary Library, 6509 West 127th Street – Palos Heights, Illinois. On a voice vote, the motion carried unanimously.

Librarian’s Report:
The librarian reported that she met with the department heads and discussed procedures for the new library. She sent a copy of the Bill Czajkowski letter to the Mayor, as directed by the board, regarding the building permit and an explanation of calculated fees. To date there has been no response. A second request will be sent out. Ms. Savage attended the Senate Tax Cap hearing and a Library Filtering Meeting. She reported that the first “Palos Reads” program was very successful. She reported that Jim Deiters and students from Shepherd High School are providing one on one tutoring for seniors. She reported that the Fire Department made an inspection of our building and an electrician came out to make a minor adjustment. We are now carrying Terrorism Insurance which results in an increased cost of $200.00. Even if the library opted to waive the insurance, it would only result in a net savings of approximately $50.00. Some of this coverage is mandated by the state and federal government. She presented various newspaper articles of interest to the Board on new libraries in the area being built and their progression. In conclusion she reported that Zone 7 is planning a legislative breakfast in November.

Budget & Finance:
None.

Policy:
None.

Publicity:
None.

Building and Grounds:
None.

Parking Lot & Building Expansion:
Trustee Eden reported on the progress of the past month. Demolition is at 100%. The building project is on schedule and progressing properly. The sewer permit is in progress. The sign is now in the process of being made. Administrative Librarian Elaine Savage obtained a quote from Smitty’s for the fertilization and care of the Oak Tree on Library grounds. Trustee Eden made a motion to go ahead with the Fall tree fertilization, spending up to $200.00, but obtaining other estimates in addition to Smitty’s for the future care of the tree. Trustee Poore seconded the motion. On a roll call vote, the motion carried unanimously.

Friends of the Library Liaison:
Trustee Eden reported that she received a letter from the P.L.O.W.S. Council for the nomination of seniors and recommended Gussie Palms. There will be a luncheon on October 24, 2003. A letter will be sent out this week. Elaine Savage confirmed that the Entertainment Books will be promoted for Christmas sales in the November newsletter.

City Council Liaison:
Trustee Eden reported the replacement of playground equipment in leased parks and noted that District 128 communication has not been good with the City Council. She reported that Van Henkelum Funeral Home is for sale. Trustee Poore reported on the Business & Economic Fund Raiser at Sam Buca’s Restaurant. He noted that Busse Consulting had been awarded a contract for Phase I & II concerning the Lake Katherine TIF.

St. Alexander:
None

Old Business:
Acceptance of furnishing bids. As recommended by the Building & Expansion Committee, Trustee Eden moved for the acceptance of K-Tech as the responsible bidder for Contract One at $3247.50. On a roll call vote, the motion carried unanimously.
As recommended by the Building & Expansion Committee, Trustee Eden moved for the acceptance of Hendricksen & Company as the lowest responsible bidder for Contract Two at $84,452.68 (Library furnishings). On a roll call vote, the motion carried unanimously.
As recommended by the Building & Expansion Committee, Trustee Eden moved for the acceptance of Hendricksen & Company as the lowest responsible bidder for Contract Three at $33,896.44 (Systems furniture). On a roll call vote, the motion carried unanimously.
As recommended by the Building & Expansion Committee, Trustee Eden moved for the acceptance of Creative Business Interiors with terms and conditions outlined in the contract as the responsible bidder for Contract Four at $102,124.51 (Library case goods). On a roll call vote, the motion carried unanimously.
As recommended by the Building & Expansion Committee, Trustee Eden moved for the acceptance of Creative Business Interiors as the lowest responsible bidder for Contract Five at $13,218.32 (Library equipment). On a roll call vote, the motion carried unanimously.
As recommended by the Building & Expansion Committee, Trustee Eden moved for the acceptance of Embury Limited as the lowest responsible bidder for Contract Six at $62,839.10 (Book stacks). On a roll call vote, the motion carried unanimously.
As recommended by the Building & Expansion Committee, Trustee Eden moved that a copy of the bid recommendations be attached to the October 9, 2003 minutes of the Palos Heights Public Library Board. On a roll call vote, the motion carried unanimously.

New Business:
In-Service Day - Administrative Librarian Elaine Savage requested to close the Library for an in-service day on Friday, December 5, 2003 for the purpose of visiting the new Elmhurst and Oak Park Libraries. A motion for an in-service day in December was made by Trustee LaMantia and seconded by Trustee Barista. On a voice vote, the motion carried unanimously.

Executive Minutes - A motion was made by Trustee LaMantia to leave the executive minutes in the folder until April. Motion was seconded by Trustee Barista. On a voice vote, the motion carried unanimously.

Holiday Party - The Holiday Party will be held at Lake Katherine on December 7, 2003 at 6:00 p.m. Trustee Roscich and the Administrative Librarian will make arrangements.

Executive Session:
Trustee Eckman moved, Trustee LaMantia seconded to go into executive session to discuss a legal matter at 8:47 p.m.

Return to Regular Session:
At 8:57 p.m., the Board returned to its regular session.

Adjournment:
Trustee LaMantia moved, Trustee Eden seconded to adjourn the meeting. On a voice vote the motion passed unanimously and President Beverly Meyer adjourned the meeting at 8:58 p.m.

William Poore
Secretary