VERNON AREA PUBLIC LIBRARY DISTRICT

 

Board of Library Trustees Meeting – April 17, 2006

 

Minutes of the Meeting of the Board of Library Trustees of March 20, 2006

 

  1. Roll Call

 

President Goldstein called the meeting to order at 7:00 p.m.

 

Trustees present:  Berman, J. Foss, Goldstein, Kasten and Peterson.

 

Trustees absent: Apostolakis, Stover.

 

Staff present: Director Meyer, Head of Youth Services Costello, Head of Technical Services Soltysiak, Head of Patron Services Territo, Manager of Information Technology Martin, Head of Building Services Kay, Recording Secretary Miller and Web Developer Puszynski.

 

  1. Approval of the Minutes of the Previous Meeting

 

Trustee Peterson moved and Trustee Kasten seconded to approve the minutes of the regular meeting of the Board of Library Trustees of February 20, 2006 with the following correction: page 4, line 20 should be Lisa Smith, not Lisa Beauvais.

Voice vote was unanimous. Motion carried.

 

  1. New Business

 

a)     Approval of the Library Card Registration Policy

 

Director Meyer distributed revised copies of the Library Card Registration Policy which has been reviewed and approved by attorney Bob Smith. Director Meyer reviewed the changes with the Trustees. Director Meyer stated that no policy was being changed; we are just articulating what our policy is. This will provide for a written policy should someone trying to obtain a library card wish to see it. Also discussed and clarified were the terms out-of-district and non-resident as well as the use of the word “currently”. Trustee Kasten moved and Trustee J. Foss seconded to adopt the Library Card Registration Policy. Ayes:  Berman, J. Foss, Goldstein, Kasten and Peterson. Nays: none. Motion carried unanimously.

 

b)     Approval of the North Suburban Library System Reciprocal Borrowing Program Tenets

 

Director Meyer served on the NSLS committee that drafted these tenets. The NSLS Board of Directors approved these tenets and would like to see all member libraries have them on record as an agreement to follow these rules. These tenets keep most of the control over reciprocal borrowing with the local libraries and call on each library to review them once a year to see if changes are necessary. Territo reported that no negative responses were received from the public following our latest RPB changes and that borrowing did go up a few percentage points. Trustee Peterson moved and Trustee Kasten seconded to approve the North Suburban Library System Reciprocal Borrowing Program Tenets. Ayes: Berman, J. Foss, Goldstein, Kasten and Peterson. Nays: none. Motion carried unanimously.

 

  1. Old Business

 

None.

 

  1. Financial Reports

 

The Board of Library Trustees began to discuss the Financial Reports for February, but due to a typographical error on the agenda deferred this item to

the April Board meeting.

                                                                                                                             

  1. Committee Reports

 

a)   Facilities Committee

 

Trustee Kasten reported the committee met and discussed remedial repairs to the building, space issues and the reallocation of departments in both the new and old library buildings. Kay reported she has received proposals for the humidifier replacement and the best time of year to conduct this project was discussed. Kay would prefer the work be done in the spring.  Bid specifications should be done soon, and advertisements for the bids would then be placed. Director Meyer stated that bid specifications do not need to be approved by the Board.  Its next step would be to accept a specific bid if it so choose. Trustee Kasten moved and Trustee Berman seconded to approve the report of the Facilities Committee. Ayes: Berman, J. Foss, Goldstein, Kasten and Peterson. Nays: none. Motion carried unanimously.

 

b)         Ad Hoc Library Foundation Committee

 

Trustee Peterson reported the committee met on February 27 to discuss the possibility of forming and developing a foundation. The Board concurred that no tax dollars should be spent to develop a foundation; rather monies should come from fines and fees. Director Meyer contacted attorney Bob Smith regarding establishment of a foundation and Mr. Smith has agreed to handle the legal work involved. Trustee Peterson moved and Trustee Kasten seconded to accept the report of the Ad Hoc Committee. Ayes: Berman,

J. Foss, Goldstein, Kasten and Peterson. Nays: none. Motion carried unanimously. The next meeting of the committee was scheduled for

April 5 at 6:30 p.m.

 

  1. Management Reports

 

a)     Director’s Report

 

Director Meyer updated the Board of Library Trustees on the proposed joint facility of the Village of Buffalo Grove, the Buffalo Grove Park District, Indian Trails Library and the Vernon Area Public Library District. Since no data was available regarding this project, a short survey was sent to 200 patrons that live within one mile of the proposed site to see what interest there might be. Indian Trails was also conducting a survey with their patrons living within one mile of the site. The information will be compiled once it is received. At the meeting of the entities involved, discussion was held on perhaps changing the proposed library to a popular materials library of approximately 5,000 square feet. The size of the library portion would be dependent on what the libraries can afford to lease and operate. Director Meyer distributed the Budget Calendar for FY 2007 and reviewed upcoming events to help facilitate the budget. Several committee meetings will need to be set at the April Board meeting. Director Meyer stated a number of employees would be out of town the following week for the PLA meeting in Boston and the Computers in Libraries Conference in Washington, D.C. At Trustee Peterson’s request, Director Meyer will obtain a copy of the Indian Trails Foundation Bylaws.

 

b)     Department Heads’ Reports

 

Territo and Director Meyer reported on discussions held with Trinity International University and NSLS to develop a reciprocal borrowing agreement for the university students. Because Trinity is a member of NSLS, students living on campus are considered reciprocal borrowers.  The library will be following the precedent set by Lake Forest Public Library and Lake Forest College’s reciprocal borrowing agreement.

 

c)     Approval of the Personnel Report for February 2006.

 

Trustee Peterson moved and Trustee Kasten seconded to approve the Personnel Report for February 2006. Ayes: Berman, J. Foss, Goldstein, Kasten and Peterson. Nays: none. Motion carried.

 

      8.   Communication and Correspondence

 

Sunrise Assisted Living thanked the library for the program presented on transportation. Director Meyer stated Patron Services employees Laura Fantom and Beth Maras create original programs to present at assisted living facilities. They have raised the bar on outreach services and deserve credit, recognition and thanks for their work.

 

9.    Other

 

Web Developer Valerie Puszynski presented the library’s new website to the Board of Library Trustees. She reported that the redesign of the library’s website began with the Community Survey conducted by the library. That was followed with Focus Groups and an Online Survey. The website was then developed following a user active design protocol. She stressed the need for the website to be user friendly, developed for the user, as well as its need to be interactive. She reviewed the six major concentrations of the website with the Board. Puszynski reported some testing with the public has been conducted in programs and that the new website was very well received. The library will go live with the new website on Friday, April 14.

 

      10.  Public Discussion

 

None.

 

11.   Executive Session

 

Trustee Peterson moved and Trustee Kasten seconded to move into Executive Session under Open Meetings Act, IV. A.4, 15 to discuss personnel matters at 8:18 p.m. Ayes:  Berman, J. Foss, Goldstein, Kasten, Peterson.  Nays:  none.  Motion carried.

 

Trustee Peterson moved and Trustee Kasten seconded to come out of Executive Session at 8:50 p.m.  Ayes:  Berman, J. Foss, Goldstein, Kasten, Peterson.  Nays:  none.  Motion carried.

 

      12.  Adjournment

 

Trustee Kasten moved to adjourn at 8:51 p.m.

 

Respectfully submitted,

 

 

 

____________________________

Joseph M. Foss III, Secretary

 

_____________________________

George I. Goldstein, President