Board of Trustees River Forest Public Library Regular Board Meeting Minutes September 20, 2011 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, Genie Halloran, Mary T. Small, and Thomas Smedinghoff. Trustees Alice Calabrese-Berry and Claudette Zobel are excused. Also present were Acting Director Sue Quinn and staff members Joanna Bertucci and Hadley Ford. Minutes of the Regular Meeting: June 21st, 2011 and Warrant List President O’Connor asked for a motion to approve the Regular Board Meeting Minutes from July 19, 2011 and the Warrant and Benefit Lists for the period of July 1-July 31, 2011, including checks numbered 657-658 and 10823-10869 for a total of $76,699.77 and the period of August 1-August 31, 2011 including checks numbered 659 and 10870-10978 for a total of $92,635.97. After some discussion, Trustee Beck moved to approve the Minutes from July 19, 2011 and Warrant and Benefit List for the period of July 1- July 31, 2011 and August 1-August 31, 2011 Trustee Halloran seconded the motion and a roll call vote is taken: Ayes: Trustees Beck, Halloran, O’Connor, Small and Smedinghoff Nays: None Excused: Trustees Calabrese-Berry and Zobel Communications a. Patron Suggestions – None b. Acting Director Sue Quinn shared the Director Anastos’ surgery went well and is showing positive signs for recovery. c. President O’Connor shared with the Board that Sue Quinn will be Acting Director while Director Anastos is on leave. d. President O’Connor was saddened to hear of the passing of Mrs. Mary Liebner, President of the Friends of the River Forest Public Library. Trustee Mary T. Small shared a poem honoring Mrs. Liebner. e. The Per Capita Grant is due October 15th, the library is still waiting on some figures from the state before the application can be completed and sent to the Illinois State Library. New Business - Report from Committees i. Policy Committee Report/Recommendation - Trustee Halloran shared that staff had been working to clarify patron policies regarding computer and Internet use and establishing staff policies as well. Information Technology and Digital Resources Librarian Hadley Ford was present to answer questions about the policies. Trustees discussed each policy and made minor amendments to their language. Ms. Ford will make all changes and include the date of board approval in the final documents. 1. Staff Equipment and Computer Use Policy a. Trustee Beck moved to approve the Staff Equipment and Computer Use Policy, Trustee Halloran seconded. All are in favor and the motion passed unanimously. 2. Staff Internet Policy a. Trustee Smedinghoff moved to approve the Staff Internet Policy as amended, Trustee Small seconded. All are in favor and the motion passed unanimously. 3. Patron Internet Policy a. Trustee Small moved to approve the Patron Internet Policy as amended, Trustee Beck seconded. All are in favor and the motion passed unanimously. 4. Patron Equipment and Computer Use Policy a. Trustee Halloran moved to patron the Patron Equipment and Computer Use Policy as amended, Trustee Smedinghoff seconded. All are in favor and the motion passed unanimously. . ii. Facility Committee Report/Recommendation 1. Engberg Anderson “HVAC Options Study” a. Sue Quinn provided background on issues that the library is currently having with its flat roof. b. Engberg Anderson has submitted a proposal for Roof Replacement Design, Bidding and Construction Phase Services for $19,600.00. This study will determine what type of roofing material is best and a suitable replacement chiller. c. The library is also indentifying options for possibly repairing the roof this roof or replacing the roof during the Fall and the chiller in the Spring. d. After some discussion, Trustee Beck moved to approve the Engberg Anderson Roof Replacement Design, Bidding and Construction Phase Services proposal for $19, 600.00. Trustee Halloran seconds and a roll call vote is taken. Ayes: Trustees Beck, Halloran, O’Connor, Small and Smedinghoff. Nays: None Excused: Trustee Calabrese-Berry and Zobel 2. Funds to Purchase and Install Two Chimney Liners a. Discussion of necessary repairs to both chimneys. These repairs include re-lining the chimneys, replacing the chimney caps, possibly installing vents in the chimneys, and replacing the log system. b. After discussion President O’Connor asked for a motion to approve repairs to the chimneys, including chimney liners, caps, vents, and logs, not to exceed $19,999.00. Trustee Smedinghoff moved to approve the motion, Trustee Small seconded. A roll call vote was taken. Ayes: Trustees Beck, Halloran, O’Connor, Small and Smedinghoff. Nays: None Excused: Trustee Calabrese-Berry and Zobel Director’s Report a. Statistical Report a. Hadley Ford shared a report on Adult Music CD Circulation Trends. b. Strategic Initiatives Report i. Sue Quinn provided updates on the current building projects. ii. Joanna Bertucci has worked on a Hiring Procedure to ensure that staff is being consistent when hiring for positions throughout the library. iii. Joanna Bertucci filed a Records Disposal Certificate with the Illinois State Library requesting permission to destroy non-essential library documents. We hope to hear about the status of our request within the coming weeks. iv. Sue Quinn reported on the Management Team In-Service facilitated by Gretel Stock-Kupperman in August. The purpose of this day was to track our progress on our Strategic Initiatives as well as the further integration of these initiatives into our daily work. 1. In order to meet that end, the management team has formed committees to tackle each of these initiatives. These committees will set goals and work on making further progress on these initiatives. a. Care for and Improve the Library Building: Joanna Bertucci, Sue Quinn/Sophia Anastos, and Ted Bodewes b. Maintain an Effective and Efficient Organization: Sue Quinn, Blaise Dierks, and Joanna Bertucci c. Market the Library: Hadley Ford, Ted Bodewes, and Margaret Banerji d. Pursue Creative Funding for a Sustainable Organization: Sophia Anastos e. Systematic Outreach to the Community: Margaret Banerji, Ellen Cutter, and Blaise Dierks. 2. Additionally, Gretel provided the team with tools and suggestions for setting up a collaborative programming process to create synergy between library departments programming efforts. The team has met a few times to brainstorm and create a formal process for this type of planning. c. Treasurer’s Report Executive Session -None Adjournment At 9:30 pm, President O’Connor asks for a motion to adjourn the meeting. Trustee Smedinghoff moves to adjourn meeting, Trustee Small seconds the motion. All are in favor and the motion passed unanimously. Respectfully Submitted, Harley Beck Secretary