Board of Trustees River Forest Public Library Regular Board Meeting Minutes July 19, 2011 7:30pm Call to Order President Joan O’Connor called the regular meeting to order at 7:30 pm. The roll was taken. Present were Trustees Harley Beck, Alice Berry, Genie Halloran, Thomas Smedinghoff, and Claudette Zobel. Trustee Mary T. Small is excused. Also present were Director Sophia Anastos and staff members Sue Quinn and Joanna Bertucci. Visitors included Joe Huberty and Daniel Kabara of Engberg Anderson. Minutes of the Regular Meeting: June 21st, 2011 President O’Connor asked for a motion to approve the Trustee Orientation Minutes and the Regular Board Meeting Minutes from June 21, 2011. Trustee Smedinghoff moved to approve the Orientation and the Regular Board Meeting Minutes from June 21, 2011 and Trustee Halloran seconded the motion. The motion passed unanimously. Warrant List President O’Connor asked for a motion to approve the Warrant and Benefit List for the period of June 1 – June 21, 2011 including checks numbered 655-656 and 10753-1010822 for a total of $87,962.96. After some discussion, Trustee Berry moved to approve the Warrant and Benefit List for the period of June 1 – June 21, 2011, Trustee Beck seconded the motion and a roll call vote is taken: Ayes: Trustees Beck, Calabrese-Berry, Halloran, O’Connor, Smedinghoff, and Zobel Nays: None Excused: Trustee Small New Business - Report from Committees i. Policy Committee Report/Recommendation - No report from committee. ii. Facility Committee Report/Recommendation - Trustee Berry provided an update of Landscaping and Building Envelope Repair projects. 1. Director Anastos has signed a contract with Upland Design for Landscape Designs for the Library. 2. On July 14, 2011 the Facilities Committee met to open and read the bids for the Building Envelope Repair project. We received two bids, the committee looked through the documents and send them to Engberg Anderson for their review and recommendation. a. AGAE Contractors $285,000.00 b. DTS Enterprises, Inc. $140, 000.00 c. Joe Huberty and Daniel Kabara of Engberg Anderson discussed the bids, answered Trustee questions and made a recommendation to the board. Mr. Huberty and Mr. Kabara recommended that the Board accept the base bid as submitted by DTS for Building Enclosure Work. President O’Connor called for a motion to accept Engberg Anderson’s recommendation, Trustee Berry moved to approve that the Board accept the base bid as submitted by DTS for Building Enclosure Work, Trustee Halloran seconded the motion and a roll call vote was taken: Ayes: Trustees Beck, Calabrese-Berry, Halloran, O’Connor, Smedinghoff, and Zobel Nays: None Excused: Trustee Small Communications a. Patron Suggestions – None b. President O’Connor shared the Friends of the Library Book Sale was a success and acknowledged the Friends of the Library for their generous financial support of the Library’s Summer Reading Program and Continuing Education support for the staff. c. President O’Connor praised the Children’s Staff on a successful Animal Encounters Program on the library lawn in June. Additionally, President O’Connor complimented the Adult Staff on a successful Big Band performance program in June. Director’s Report a. Strategic Initiatives Report i. Director Anastos shared a report of current building projects. The work to the Building Envelope will be completed by the end of September and updates to the Adult Work spaces will be complete by the middle of August. Future projects include HVAC/roofing work and freshening up of our interior spaces. Additionally we expect to have our Fiber Optic line installed by the end September. ii. Our work with eTotty has been well received by staff and the community. We have installed software to aid in the creation of our marketing materials. iii. Blaise Dierks, Head of Adult Services, has hired two Library Science students, Vadim Seyfer and Rebecca Cohen, as Adult Reference Associates. iv. Margaret Banerji will host a meeting with Dominican University Practicum Advisers at the library in the Fall. b. Statistical Report c. Treasurer’s Report New Business (continued) iii. Other New Business - Per Capita Grant: Director Anastos shared a Governance and Administration checklist to the Board in preparation for the Per Capita Grant application due in October. Old Business - The August 16th Board meeting has been cancelled. - The Policy and Facility committees will likely meet in August. The 735 Finance Committee will begin work in September Executive Session -None Adjournment At 8:52 pm, President O’Connor asks for a motion to adjourn the meeting. Trustee Smedinghoff moves to adjourn meeting, Trustee Halloran seconds the motion. All are in favor and the motion passed unanimously. Respectfully Submitted, Harley Beck Secretary