VERNON AREA PUBLIC LIBRARY DISTRICT

 

Board of Library Trustees Meeting – June 19, 2006

 

Minutes of the Meeting of the Board of Library Trustees of May 15, 2006

 

  1. Roll Call

 

President Goldstein called the meeting to order at 7:03 p.m.

 

President Goldstein thanked the Trustees and Department Heads for their support and notes during the past several weeks.

 

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

and Stover.

 

Trustees absent: None.

 

Staff present: Director Meyer, Head of Adult Services Vlcek, Head of Youth Services Costello, Head of Patron Services Territo, Manager of Information Technology Martin, Head of Support Services L. Foss, Head of Building Services Kay, and Recording Secretary Miller.

 

Also present was Nancy Nichols of the Adlai E. Stevenson High School Foundation.

 

Ms. Nichols presented the Board of Library Trustees with a brief history of the Adlai E. Stevenson Foundation which included a summary of the programs and services it provides to Stevenson High School.  She reviewed the current project it is working on which will include a public sculpture by artist Richard Hunt and the Garden of Peace, Hope and Remembrance.  She answered several questions regarding the Foundation’s fund raising efforts and costs of the actual sculpture and gardens.  The dedication of the sculpture and garden will be September 17, 2006 and Ms. Nichols stated it might be an opportunity for some shared programming with the library.  Ms. Nichols left the Board of Library Trustees meeting at 7:18 p.m.

 

  1. Approval of the Minutes of the Previous Meeting

 

Trustee Kasten moved and Trustee Stover seconded to approve the minutes of the regular meeting of the Board of Library Trustees of April 15, 2006.  Voice Vote was unanimous. Motion carried.

 

 

 

 

  1. New Business

 

a)     Acceptance of a Proposal for the Replacement of Humidifiers

 

The Facilities Committee reviewed the proposals received for replacement of the humidifiers.  Costs presented include parts, labor and one year warranty on parts and labor.  Discussion was held. Trustee Peterson moved and Trustee Apostolakis seconded to accept the low proposal from CMI in the amount of $13,897 for the replacement of the humidifiers.  Ayes: Apostolakis, Berman, J. Foss, Goldstein, Kasten, Peterson and Stover.  Nays: None.  Motion carried unanimously.

 

b)     Discussion and Acceptance of a bid for Remedial Work

 

Director Meyer and Head of Building Services Kay reported that initially, proposals were received for this work; however, due to the scope of the project, it was opened for public bid. Boelter and Yates wrote the bid specifications and oversaw the bidding process.  Discussion was held on several options to complete this work including: accept the one bid received from Rudnick, reject the bid from Rudnick and re-bid the project, reject the bid from Rudnick and have Kay serve as the general contractor.  Trustee Stover moved and Trustee J. Foss seconded to accept the bid from Rudnick in the amount of $59,040 for the remedial work on the south wall of Adult Services.  Ayes: Berman, J. Foss, Goldstein, Kasten and Stover.  Nays: Apostolakis and Peterson. Motion carried.

 

             c)   Discussion and Approval of a Proposal for Financial Audit

 

Director Meyer reported the library’s current agreement with John Blackburn of Swarztrauber & Co. to conduct annual fiscal audits ended last year.  A new proposal has been received by Swarztrauber & Co. to continue to provide for annual fiscal audits for a one year or three year option.  Discussion was held. Trustee Apostolakis moved and Trustee Kasten seconded to retain Swarztrauber & Co. to provide annual fiscal audits for a period of three years.  Ayes: Apostolakis, Berman, J. Foss, Kasten, Stover. Nays: Peterson. Present: Goldstein.  Motion carried.

 

  1. Old Business

 

 a)  Conclusion of the Cultural Assessment

 

       No discussion was held on this item.

 

 

 

 

  1. Approval of the Financial Reports for April 2006

 

Director Meyer reported he will be signing the paperwork in the morning to finalize the Illinois Short Term Fund and we can begin drawing on it after that. Property tax payments will begin on May 26.  Discussion was held on several items from the April financial reports. Trustee Kasten moved and Trustee Apostolakis seconded to approve the Warrant Lists and Statements for April 2006.  Ayes: Apostolakis, Berman, J. Foss, Goldstein, Kasten, Peterson and Stover.  Nays: None.  Motion carried unanimously.

                                                                                                                             

  1. Committee Reports

 

a)   Ad Hoc Library Foundation Committee

 

Trustee Peterson reported that he and Trustee J. Foss met with the Friends of the Library to discuss the mission statement and goals of a Library Foundation.  They provided insight and answered questions for the Friends. The Ad Hoc Committee met just prior to the evening’s Board of Library Trustees meeting.

 

The Board concurred that the Friends of the Library and a Library Foundation should remain two separate groups with Friends of the Library representatives serving on the Foundation Committee.  The next Ad Hoc Library Foundation Committee meeting will be June 6 at 6:30 p.m. Trustee Stover was asked to convey this meeting time to the Friends of the Library so they might have a representative present.

 

  1. Management Reports

 

President Goldstein thanked Nancy McDonald (Administration) for the   excellent job she did in planning the annual Staff Appreciation Dinner.

He also thanked the Lincolnshire Garden Club for the benches placed in

front of the library.

 

a)  Director’s Report

 

Director Meyer stated that he met with the Village of Buffalo Grove and Indian Trails Public Library regarding the proposed shared facility.  He reported to the group that our survey did not indicate a strong enough need or desire for a branch at this time.  At the time of the meeting, the Indian Trails Library Board had not officially discussed the issue.  Director Meyer reported that the state library association (ILA) has changed their requirements for the Annual Per Capita Grant in that one trustee must attend a continuing education program to be eligible.  Programs are available from several sources including NSLS. Meyer will provide information regarding continuing education events to the Trustees.  The shirts being purchased for the staff were shown to the Board. Director Meyer and L. Foss researched several more sources and found only more expensive ones.  The library name and logo will be embroidered on the shirts.

 

b)   Department Heads’ Report

 

President Goldstein noted that Phil Wertz of the Sedgebrook Retirement Community was named an Outstanding Lake County Senior by the Lake County Council for his work in creating a library at Sedgebrook and for registering more than 100 residents there as new patrons at the Vernon Area Public Library District.  President Goldstein thanked Territo for his work in assisting Mr. Wertz.  Costello stated that the LTA classes at CLC were for a certificate in the Library Technical Assistance program which is similar to a Masters, but does not require as many classes.  Territo explained that E-Pay is a link on our website to the State Treasurer’s Office website where patrons can pay their fines by credit card. More VAPLD patrons are utilizing this service than from other libraries where it is available.  Kay stated the vinyl flooring in the staff lounge was replaced.  Martin explained the reason an audit was conducted on the library telephone system usage was to gather information to provide more efficient service in the future.  Martin also stated a Technology Expo would be held for the library staff on Friday, May 19 to review new technologies, databases and products.

 

c)   Approval of the Personnel Report for April 2006.

 

Trustee Kasten moved and Trustee Apostolakis seconded to approve the Personnel Report for April 2006.  Ayes: Apostolakis, Berman, J. Foss, Goldstein, Kasten, Peterson and Stover.  Nays: None. Motion carried unanimously.

 

      8.   Communications and Correspondence

 

None.

 

      9.   Other

 

            None.

 

     10.  Public Discussion

 

None.

 

11.   Executive Session

 

Trustee Peterson moved and Trustee Kasten seconded to move into Executive Session under the Open Meetings Act, IV. A, 4 at 8:45 p.m.  Ayes: Apostolakis, Berman, J. Foss, Goldstein, Kasten, Peterson and Stover.  Nays: None. Motion carried unanimously.

 

Trustee Apostolakis moved and Trustee Kasten seconded to come out of Executive Session at 9:33 p.m.  Ayes:  Apostolakis, Berman, J. Foss, Goldstein, Kasten, Peterson and Stover.  Nays:  none.  Motion carried.

 

Trustee Apostolakis moved and Trustee Kasten seconded to accept the Primer/Michaels proposal to conduct a survey of Department Heads to follow up the cultural survey conducted last year.  The cost of the survey is not to exceed $1,500.00.  Ayes:  Apostolakis, Berman, J. Foss, Goldstein, Kasten, Peterson.  Nays:  none.  Abstain:  Stover.  Motion carried.

 

  12.    Adjournment

 

            Trustee Apostolakis moved and Trustee Peterson seconded to adjourn at 9:39 p.m.

 

Respectfully submitted,

 

 

 

____________________________

Joseph M. Foss III, Secretary

 

 

 

 

                                                                            ___________________________

                                                                             George I. Goldstein, President