PALOS HEIGHTS PUBLIC LIBRARY
BOARD OF TRUSTEES MINUTES
December 11, 2003


Call to Order:
President Beverly Meyer called the meeting to order at 7:02 p.m. in the temporary Library, 6509 West 127th Street, Palos Heights, Illinois.  Present were Trustees: Bill Poore, Cal Bouma, Beth Barista, Patricia Muller, Pat Eden, Birgit LaMantia, John Eckman and Diana Roscich who arrived at 7:16 p.m.

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

Minutes:
Trustee LaMantia moved, Trustee Barista seconded, to approve the minutes of November 13, 2003.  On a voice vote the motion carried unanimously.

Treasurer’s Report:
Trustee LaMantia moved, Trustee Poore seconded, to approve the December bills for a total of $20,340.70, and the total November bills for $616,582.09.  Trustee LaMantia moved, Trustee Poore seconded to approve the construction bills for December in the amount of $250,329.35. On a roll call vote, the motion carried unanimously.  Librarian Savage noted the first bond principal and interest payment was paid.  She also stated that a new line item will be added to the construction budget for furnishings.

President’s Report:
The President reported that she attended the Palos Heights Chamber of Commerce Holiday Party on December 3, 2003.

Librarian’s Report:
Administrative Librarian, Elaine Savage reported that she received a legal opinion from Klein, Thorpe & Jenkins regarding the State of Illinois’ newly passed ethics law asking to rescind our policy.  Trustee LaMantia moved, Trustee Bouma seconded to rescind the gift ban policy.  On a voice vote the motion passed with one opposing vote.

Librarian Savage reported that the Policy Committee will meet when we get some new direction from the state regarding the ethics policy.

Ms. Savage also reported on the December 5th staff in-service day in which the library staff traveled to both the Elmhurst Public Library and Oak Park Public Library to observe their newly constructed facilities. Focus groups regarding the SLS/CLS merger were discussed.  Staff and Board are encouraged to sign up.  The Palos Heights Woman’s Club made a sculpture donation for the new library building.

Correspondence:
The Administrative Librarian reported that the library received a thank you note from Jim Deiters for the baby gift, a Thanksgiving card from the Care of Trees, a Christmas card from Agati, and a letter of apology from the Mayor regarding the levy/appropriation process this year.

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 and reported on project costs and contingencies.  The steel structure is going along smoothly. The brick will probably not be laid at this time because of the cold temperatures, however, work will continue on the inside of the building once the roof is in place.  The committee met with the architects last week regarding contingency costs and change orders.  Some of the items discussed were gravel, floor drains, builders risk insurance, irrigation lines, and permit fees.

Personnel:
None.

Friends of the Library Liaison:
Trustee Poore reported that effective January 1, 2004, the Country House Restaurant in Alsip, IL. will donate 40% of the restaurant tab to the Friends of the Library for the months of January and February when library patrons present a coupon.  Distribution of the coupons will begin soon.  Trustee Poore also reported that 80 Entertainment Books have been sold to date, with a total profit of $320.00. We have ordered more books to sell throughout December.

City Council Liaison:
Trustee Eden reported that the City Council chambers will be getting a new audio system and that there will be a City Council Committee of the Whole meeting after mid-December to discuss the 2004 budget.  Other issues reported on included TIF expenditures and status of zoning regarding Harris Bank.  Trustee Poore reported that advisory referenda to plan a new pool and recreation center will be on the March 2004 ballot.

Donation:
None.

Old Business:
Right of First Refusal - Trustee Eden moved, Trustee LaMantia seconded to have our attorney draw up the right of first refusal for the Ritz property.  On a voice vote, the motion carried unanimously.

Refinancing Mortgage - Trustee LaMantia received a letter of loan approval from Palos Bank to refinance the library’s mortgage at 4.2% for 5 years.  Trustee LaMantia moved, Trustee Muller seconded to pass this resolution.  On a roll call vote, the motion carried unanimously.

Holiday Party - The library holiday party was discussed.  It was very nice, with some minor improvements to be made for next year. The entertainment was enjoyed by all.  It was decided to hold the party in the new library building in 2004.

Budget Amendment - Librarian Savage drew the Board’s attention to the revised budget which showed line items # 657 and 658, bond principal and bond interest.  Trustee LaMantia moved, Trustee Poore seconded to accept the revised budget with a new total of $1,401,970.00.  On a roll call vote, the motion carried unanimously.

New Business:
Approval of Change Orders - Trustee LaMantia moved, Trustee Barista seconded to approve change order #1  in the sum of $50,136.  On a roll call vote the motion carried unanimously.

Executive Session - Trustee LaMantia moved, Trustee Muller seconded to go into executive session to discuss personnel matters at 8:20 p.m.  On a voice vote, the motion carried unanimously.

Return to Regular Session - At 8:40 p.m., the Board returned to its regular session.

Trustee Bouma moved, Trustee LaMantia seconded to refer to the Personnel Committee the matter of staff compensation.  On a roll call vote, the motion passed unanimously.

Adjournment:
Trustee LaMantia moved, Trustee Poore seconded to adjourn the meeting.  On a voice vote the motion passed unanimously and President Beverly Meyer adjourned the meeting at 8:42 p.m.

William Poore
Secretary