PALOS HEIGHTS PUBLIC LIBRARY
BOARD OF TRUSTEES MINUTES
November 13, 2003


Call to Order:
Secretary Bill Poore called the meeting to order at 7:00 p.m. in the temporary Library, 6509 West 127th Street, Palos Heights, Illinois.  Trustee Cal Bouma was appointed to chair the meeting until the Board president arrived. President Beverly Meyer arrived at 7:07 p.m.  Present were Trustees: Beth Barista, Patricia Muller, Pat Eden, Diana Roscich who arrived at 7:12 p.m., and Birgit LaMantia who arrived at 8:16 p.m.  Absent was John Eckman.

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

Minutes:
Trustee Barista moved, Trustee Muller seconded, to approve the minutes of October 9, 2003.  On a voice vote the motion carried unanimously.

Treasurer’s Report:
The Treasurer’s Report was given by the Administrative Librarian in absence of the treasurer.  Trustee Barista moved, Trustee Muller seconded to approve the October bills in the amount of $235,354.88.  On a roll call vote, the motion passed unanimously.  Trustee Bouma moved, Trustee Muller seconded, to approve the November bills in the amount of $33,162.32.  On a roll call vote, the motion passed unanimously.  After discussion of the November construction checks for approval, Trustee Bouma moved, Trustee Eden seconded to eliminate the 5% OH&P  of $548.68 to Nicholas & Associates for the Builders Risk insurance on check #1043, thereby amending November checks for approval.  On a voice vote, the motion carried unanimously.  Trustee Bouma moved, Trustee Muller seconded, to approve the amended November construction checks of $243,069.57.  On a roll call vote, the motion passed unanimously.  Trustee Barista moved, Trustee Eden seconded to pay the debt service principal and interest of $297,108.33 to Amalgamated Bank of Chicago.  On a roll call vote, the motion passed unanimously.  It was agreed to reinvest the six-month CD principal and interest due 11/14/03 into a 60-day CD.

President’s Report:
The President reported that she attended the Palos Bank Breakfast at the Midlothian Country Club on October 22, 2003.

Librarian’s Report:
The Librarian reported that she has attended various finance and council meetings this past month in regard to the library’s levy and appropriation.  She reported that Mary Johnson was awarded a $4900 grant “Have Books Will Travel” from the state.  She provided various editorials and newspaper articles regarding library construction.  She reported that the Legislative Breakfast will be held on Friday, November 21st at the Acorn Public Library District in Oak Forest.  She also reported that our heating unit has been worked on and that the Chamber Holiday Party will be held on December 3rd.

Budget & Finance:
None.

Policy:
Librarian Savage presented the amended ALTA Ethics Statement for Public Library Trustees to be added to our policies.  Trustee Poore moved and Trustee Eden seconded to update the Ethics Policy Statement based on the ALTA Ethics Statement.  On a voice vote the motion carried unanimously.

Publicity:
None.

Building and Grounds:
None.

Parking Lot & Building Expansion:
Trustee Eden reported on the progress of the past month.  The slab has been poured, duct work and underground plumbing are currently being worked on.  We are waiting for the arrival of steel which should be delivered the week before Thanksgiving.

President Meyer appointed Trustees Barista and Poore to the Building Expansion Committee only for the November 19th Construction Meeting, for purposes of a final furniture/furnishings review.  Trustee Eden moved and Trustee Muller seconded to authorize the Board president to sign the six furnishings contracts.  On a voice vote, the motion carried unanimously.

Personnel:
None.

Friends of the Library Liaison:
Trustee Eden reported that there have been many Entertainment Books sold and there would be a Dominick’s Shop and Share the following week.

City Council Liaison:
Trustee Poore reported that there is a push for advisory referendums for a new pool and recreation center. He reported that:  The Simpson Clubhouse has been re-opened; no determination on Lake Katherine Nature Center operations; and no further decision on the TIF.  He also reported that the city is getting a new computer system.  Trustee Poore reported the Adopt a Tree & Beautification program awards will be held on November 18th at City Hall.  Additionally, he reported that:  Harris Bank will be going in on Harlem; that there is a push for a Harlem Facade Improvement Program; and a moratorium on building for Harlem Avenue until the City Council makes the master plan enforceable.  Trustee Eden reported that the city has received only $5,000 on Metra station permit fees of $27,000 and the Building Commissioner was previously advised not to pursue.

Trustee Poore moved and Trustee Eden seconded sending a copy of the Bill Czajkowski letter to the Mayor and Alderman McGrogan regarding the building permit and explanation of calculated fees for discussion at the Licenses Permits and Fees Committee.  On a voice vote, the motion carried unanimously.

Trustee Eden reported that the Millennium Statue will be behind the Mt. Carmel Shop from November 23 through November 28.

St. Alexander:
Trustee Barista moved and Trustee Muller seconded to drop the St. Alexander Committee.  On a voice vote the motion carried unanimously.

Donation:
Trustee Meyer drew the Board’s attention to the minutes from the October 13th and November 3rd Committee of the Whole meetings regarding the Donation Committee.  A third draft of the fundraising letter was approved at the Committee of the Whole meeting to be sent out in early February, 2004.

Trustee Eden presented the donation brochure.  After a few minor changes, Trustee LaMantia moved and Trustee Bouma seconded approving the brochure for future printing and distribution.  On a voice vote, the motion carried unanimously.

Old Business:
Right of First Refusal - The right of first refusal was discussed.  Trustee Eden will obtain the PIN # and get the legal description needed.  Our attorney will draft the legal document.

New Business:
Executive Session Recording - Trustee Meyer reported that a new state law will require all executive sessions to be recorded beginning in 2004.  This can be done either by audio or videotaping.  Trustee Poore moved and Trustee Roscich seconded to audio tape executive sessions beginning January 1, 2004.  On a voice vote, the motion carried unanimously.  The Administrative Librarian will purchase necessary equipment.

Authorize Auditor - A motion was made by Trustee Eden and seconded by Trustee LaMantia to authorize Thomas Ottenhoff, Ltd. as auditor for the year 2003.  On a voice vote, the motion carried unanimously.

2004 Board Meeting Dates - Trustee LaMantia moved and Trustee Barista seconded the approval of the 2004 Library Board Meeting dates.  On a voice vote, the motion carried unanimously.

2004 Levy and Appropriation - A motion was made by Trustee LaMantia and seconded by Trustee Muller, to approve the 2004 Levy and Appropriation. On a voice vote the 2004 Levy and Appropriation was approved unanimously.  Trustee LaMantia moved and Trustee Eden seconded to authorize the Board president to sign an accompanying letter to the Mayor and City Council in regard to the recent preparation of the Library’s Levy and Appropriation.

2004 Budget - Trustee LaMantia moved, Trustee Eden seconded to accept the 2004 Budget.  On a roll call vote, the motion carried unanimously.

Refinancing Mortgage - Trustee LaMantia moved, Trustee Barista seconded to allow the treasurer to lock into refinancing if a good rate.  On a voice vote, the motion carried unanimously.

Approval of Change Orders - To be added to subsequent agendas of the Library Board.

Adjournment:
Trustee Bouma moved, Trustee Muller 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