Board of Trustees River Forest Public Library Regular Board Meeting Minutes March 16th, 2010 7:30pm Call to Order & Roll Call President Margaret Horstman called the regular meeting to order at 7:33pm. The roll was taken. Present were Trustees Genie Halloran, Harley Beck, Joan O’Connor, and Alice Calabrese. Trustees Mark Coe and Joan Cusack were excused. Also present were Director Sophia Anastos, and staff member Rebecca Thornton, and Ann Grimes of the League of Women Voters. Staff member Sue Quinn arrived at 8:30pm. Audience to Visitors, Trustee and Staff Comments Trustee O’Connor presents a card that was received from former staff member Joy Donahue. She also brought the Board’s attention to an article in the OPRF Foundation Newsletter written by Director Anastos. Consent Agenda After a brief discussion about Township dues, President Horstman asked for a motion to approve the consent agenda. Trustee Calabrese moved to approve the Warrant and Benefit List for the period of February 1, 2010 through February 28, 2010 including checks numbered from 9553-9631 for a total of $68,593.34 with the Minutes from the February 16th meeting. Trustee Halloran seconded the motion and a roll call vote was taken. Ayes: Trustees Horstman, Beck, Halloran, Calabrese, and O’Connor Nays: None Absent: Trustees Coe and Cusack Communications A. Announcements -Director Anastos announced that the library was successful in their application for the Live and Learn Construction Grant and will be receiving $2,700 to be used to purchase ADA accessible furniture for the main service areas in the library. B. Patron Suggestions Director’s Report/Strategic Initiatives Care and Improvement of the Building: -A majority of the Strategic Initiatives for 2010-2011 will focus on the building. -A list of the building assets have been compiled and the next step will be to work with a building consultant to develop a building plan that involves a timeline of maintenance on building assets and possible costs for replacements and repairs. This will allow the library to plan for the future of the building and prevent further deferred maintenance. -The upgrading of the Staff Room is now finished and the staff are enjoying a bright, clean, welcoming space. Maintain an Effective and Efficient Organization: -Committee reports will be added to the Board Meeting after the Director’s Report. -Gretel Stock-Kupperman came in to assist in optimizing the staff organization and accurate job descriptions. -Staff member and recent Dominican GSLIS graduate Katie Bradley was selected out of 80 candidates for a full-time job at Downer’s Grove Public Library. River Forest Public Library hopes to mentor more library students into careers going forward. -April 16th is a Staff In-Service Day. Systematic Outreach to the Community: -Director Anastos received a letter thanking staff members Sue Quinn and Ellen Cutter for their involvement in the Early Childhood Care and Education Event and their excellent contributions. -The evening of April 16th the library will be hosting an all-ages open house called “Lights on at the Library.” The Trustees were invited and strongly encouraged to attend. -There will be a Town Hall Meeting held by Congressman Davis on April 7th at the Community Center. Trustees were invited to attend. At the end of the Director’s Report Director Anastos asked the Trustees for their opinion on the new format she is using. Over the next few Board Meetings Director Anastos hopes to structure a new report that reflects the Strategic Initiatives that are being completed as well as give a narrative view of what is occurring in the library in a way that is similar to how the SENSE report captured it. Old Business The Trustees continue their Outreach efforts. Trustee O’Connor has attended the Service Club, and several meetings with the Friends of the Library. Trustee O’Connor also mentioned that the Friends of the Library would love to see Trustees at the upcoming booksale. A discussion occurred about potential book donation partnerships for several organizations in need after the booksale. New Business 2010-2011 Library Budget: President Horstman asks for a motion to approve the Budget for the 2010-2011 fiscal year with changes to the Staff Training, Professional Development, Printing/Copy, and Postage & Delivery lines to accommodate the funds received from the Live and Learn Construction Grant. Trustee Halloran moved to approve the budget, Trustee Calabrese seconded the motion. A roll call vote was taken. Ayes: Trustees Horstman, Beck, Halloran, Calabrese, and O’Connor Nays: None Absent: Trustees Coe and Cusack Children’s Library: Head of Children’s Services Sue Quinn presented her proposal for a remodel of the Children’s Room. The Board Meeting temporarily moved to the Children’s Rooms as she explained the changes and helped visualize the new layout. On returning to the Meeting Room President Horstman requested a motion to approve the Children’s Room space to be redesigned with a budget at or below $40,000. Trustee Calabrese moved to approve the Children’s Room redesign, Trustee Halloran seconded. A roll call vote was taken. Ayes: Trustees Horstman, Beck, Halloran, Calabrese, and O’Connor Nays: None Absent: Trustees Coe and Cusack 735 Club: Legal issues prevent the library from executing the proposed 735 Club plan as originally presented. A discussion occurred to figure out what could be done with the idea to preserve the intent behind the plan. A decision was reached to implement a 735 Club/Development Committee that would handle Fundraising efforts and the Public Relations surrounding those efforts. The first job the 735 Club/Development Committee will be to organize the Children’s Room grand reopening after the redesign. Trustees Beck and Coe volunteered to be on the Committee. An invitation for the Friends of the Library to join the Committee will be extended. Committee Meetings: The proposed dates for Committee Meetings are on Monday, Wednesday, and Friday the first week of each month at 9am. Facilities Committee: First Wednesday at 9am Policy Committee: First Friday at 9am Development Committee: TBD, but tentatively first Monday ay 9am Adjournment At 9:50 PM, Trustee O’Connor moved the meeting be adjourned. Trustee Beck seconded the motion. The motion passed unanimously.