River Forest Public Library Board of Trustees Minutes of Regular Board Meeting April 18, 2006 Call to Order President Molly Ryan called the regular meeting of the Board to order at 7:17p.m. Present were Library Director Mrs. Bussey and Trustees Ryan, Coe, Cusack, Fischer, Horstman and Soffer. Ms. Daly was excused. Audience to Visitors,Trustee and Staff Comments Ellen Cutter reviewed her progress after one year as outreach coordinator. She highlighted developments on the Library website; working relationships with multiple community organizations and successes with word of mouth marketing. Representatives from Sente Rubel Bosman Lee Architects presented and reviewed Record Drawing floorplans—lighting and reflected ceiling plans and electrical floorplans are in progress. When asked for observations about space allocation in the building, the firm noted congestion in staff spaces and small, split teen spaces. Rebecca Vnuk, Head of Adult Services, expressed her appreciation for the Library sponsoring her attendance at the PLA conference and provided a summary of her participation in it. Molly Ryan, RFPL Board President, announced that she will not seek another term as board president. She believes it is in the best interest of the Library for the leadership transition to occur in 2006. Consent Agenda Mr. Coe made a motion to approve the consent agenda, and Mrs. Cusack seconded. A Roll call vote was taken. Voting aye were trustees Ryan, Coe, Soffer, Horstman, Fischer and Cusack. The consent agenda included the Minutes of Regular Meeting March 21, 2006; the March Treasurer’s Report; the Warrant List for the period of March 21, 2006 to April 18th, 2006 with outlay totaling $59,013.88. Check range was 6118-6151. Voided checks were 6123, 6124 and 6151. Communications from the Director --Donations: There were no donations this month. --The Library consolidated its phone bills for a reduction totally roughly $100 per month. The savings offset service costs that came with the new phone/voicemail system. --The Mary and Edwin Liebner endowment revenue is slowing. Ms. Bussey provided trustees with copies of a flyer describing the Library’s endowment program. Ms. Bussey expects to engage Legacy Partners in a discussion about endowment development. Mr. Coe suggested the formation of a committee of trustees and patrons to further the effort. --Patron Suggestions:This month’s discussion highlighted criticism of noise in Library. A discussion of need for noise and quiet to co-exist in the space available ensued. Director and Departmental Report Review Statistical: Children’s circulation was discussed. Noting the change to a three-week borrowing period, Ms. Bussey feels that the annual monthly comparisons will be more meaningful once we can compare against same borrowing periods. Other statistics and staff observations indicated that cards use and Library use is rising. Written Report: Ms. Bussey highlighted a meeting with Mary Liebner’s contacts Jeff and Frances Kraft who are villagers with landscaping expertise. (Discussed further below.) --Ms. Fischer made note of the Director’s 25% commitment of time per month to the Capital Improvement projects. Trustees were in general agreement that it is a top priority and a discussion ensued about the status of planning for capital improvements. Questions arose about the exact timing of expenditures required as part of the bond money agreement. Ms. Bussey will seek answers to those questions. It was determined that the Library is prepared to engage the services of a library planning consultant. Ms. Fischer agreed to draft a ‘Definition of Scope” describing the outcomes expected. Discussion about timing of community involvement in the planning process led trustees to consider public design sessions no later than 9/06. It was noted that hosting planning sessions during July or August would likely be unsuccessful due to vacation habits of key participants. Old Business Capital Improvements Progress Report (Ms. Bussey) Ms. Bussey introduced a proposal by a local landscape design company, Once Upon This Earth. She requested support for implementing their proposal immediately since the growing season is underway and she deemed their proposal to be in keeping with use of Capital Improvement Landscaping budget. Ms. Fischer requested that in preparation for any investment in plant material, that the consultants provide an automated method of watering the new plant material. Ms. Bussey will investigate a sprinkler system before moving forward with installation. New Business --Request to Modify Routine Banking Procedures (Ms. Bussey) Mr. Soffer and Ms. Bussey recommended that the board amend the routine banking procedures so that any two officers could authorize a payment between $2500 and $10,000. Mrs. Cusack moved to approve the recommendation. Mr. Coe seconded. The motion carried unanimously. --RFPL Webpage Review by Ms. Bussey--postponed until May. --.MLS Strategic Planning Update:Ms. Bussey—postponed until May. Executive Session At 10:02, Mr. Soffer moved to adjourn to Executive Session. Ms. Bussey and visitors left the room. At 10:22, the regular meeting was resumed. Adjournment At 10:24pm, Ms. Cusack moved that the meeting be adjourned. Ms. Fischer seconded. Respectfully submitted, Elizabeth G. Fischer Substituting for Ms. Daly