BOARD OF TRUSTEES of the ELK GROVE VILLAGE PUBLIC LIBRARY Regular Meeting Tuesday, October 7, 2014 MINUTES APPROVED AGENDA REVIEW. COMMUNICATIONS None

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1 BOARD OF TRUSTEES of the ELK GROVE VILLAGE PUBLIC LIBRARY Regular Meeting Tuesday, October 7, 2014 President Barnett called the meeting to order at 7:30pm. There was present: Trustees: Dr. Timothy Burns, James J. Colgan, Don Henderson, Gil Schumm, JoAnn Shafar and Dr. Sheryl Stogis. Also present were Library Director Patrick McDonald, Business Manager Michael Mangini, Administrative Assistant Jennifer Slavick, Network Systems Josh Fulkerson, and Department Heads: Adult Services Lisa Post, Network Systems Judy Kennedy, Technical Services Donna Page, and Youth Services Adelaide Rowe. Absent: Circulation Deb Nelson. MINUTES APPROVED 1. Trustee Colgan moved, seconded by Trustee Schumm, that the Board approve the minutes of the Regular Board Meeting held September 2, AGENDA REVIEW Trustee Burns stated that he would like to remove the Executive Session Meeting from the agenda. President Barnett noted that the page numbers on the agenda under the financial report should be 8-16 rather than Trustee Schumm moved, seconded by Trustee Henderson, that the Board approve the removal of the scheduled Executive Session Meeting from the meeting agenda. COMMUNICATIONS None AUDIENCE TO VISITORS T.R. Johnson introduced himself to the Board. He explained that he intends to run for a trustee position next year. Larry Dohrer from Interior Design Group was also in attendance.

2 FINANCIAL REPORT ACCOUNTS PAYABLE SCHEDULE Trustee Colgan moved, seconded by Trustee Stogis, that the Board approve the Accounts Payable Schedule dated October 7, 2014 in the amount of $286, and the addendum in an amount of $5, for the Illinois Municipal Retirement Fund. AYES: Barnett, Burns, Colgan, Henderson, Shafar, Schumm, Stogis NAYS: None Trustee Colgan asked Michael Mangini if the payment check to Knudson Construction was the last payment, in which Mr. Mangini replied yes. REPORT ON BOARD COMMITTEES BUILDING AND GROUNDS: Trustee Colgan reported that the lighting project is almost complete. Some can lights still need to be installed at the Youth Services Reference Desk. The control panels will be finished next week. They are still waiting for a proposal for the front entry repair. Trustee Colgan suggested finding a different company to do the work. Regarding the air conditioning unit, they will need to knock out a portion of the wall so the workers can get the unit in the building. Director McDonald thanked President Barnett for bringing the Village s Private Participation Program construction program to his attention in relation to the proposed concrete curb work. Through the Private Participation Program, construction cost rates made available to the Village are available to Village residents and other entities in the Village. The rates vary year to year for these types of construction projects, and next year s rates are unknown at this point, but if this year s rates are applied to the curb work, there would be approximately a 30%-40% savings on the cost of the work. President Barnett stated that the curb repair will need to be done in the next 6-8 weeks, if not, they will have to wait until the spring. The consensus was to explore the Private Participation Program for the work in the spring. Trustee Colgan stated that they should keep in mind that they will need to replace the roof soon. Larry Dohrer from Interior Design Group reported that the lighting control panels are in, however there are 2 faulty modules that need to be replaced. Can lights will be added to the fixture in the Youth Services Department above the staff desk. The proposal has been put together for the Technical Services renovation, and their next step is to make a sketch design and working drawings. Mr. Dohrer and the Board discussed the proposal.

3 Trustee Colgan moved, seconded by Trustee Henderson, that the Board approve the proposal from Interior Design Group in the amount not to exceed $12,000 for the following services: Phase I Base building/ AS-Built conditions: $650 Phase II Space planning: $400 & space plan revisions/redraws - $200 Phase III Design development hourly N-T-E: $2,500 Phase IV Construction documents: $3,000 Phase V - Contract administration: $2,250 plus reimbursables Phase VI Project Management: $2,000 Phase VII Furn. acquisition management: $1,000 AYES: Barnett, Burns, Colgan, Henderson, Schumm, Shafar, Stogis NAYS: None Trustee Colgan moved, seconded by Trustee Schumm, that the Board approve the altering payment period to Interior Design Group from 30 days to 45 days. AYES: Barnett, Burns, Colgan, Henderson, Schumm, Shafar, Stogis NAYS: None Trustee Shafar asked where Tech Services will be working during the renovation. She suggested they move into the Lee Maternowski Meeting Room. POLICY: No report. PERSONNEL: Don Henderson stated that Sherry Casper s last day was Friday, October 3 rd. Her retirement party will be on Thursday, October 9 th. LEGAL AND FINANCE: No report. FRIENDS: President Barnett reported that Director McDonald was introduced to the Friends at their last meeting. Director McDonald stated that during the meeting they discussed a proposal for an upgrade to the Library s security camera system. If the Friends purchase the system, President Barnett mentioned that they would like recognition such as a plaque stating it was donated by the Friends of the Library. President Barnett also mentioned the Friends were also interested in a proposal to purchase a 3D printer. Trustee Burns stated that he attended the 5K Octoberfast, and saw a large mobile book library. He noticed a great response from many people. If the Friends are interested, they can go over and take a look.

4 COMMUNITY RELATIONS: Trustee Burns announced that the last Farmers Market will be on October 18 th. They will be having a Halloween Extravaganza with the vendors dressed up in costume. They will also have animals. Character Counts will be participating again with Toys for Tots, if the library is interested in being a drop-off location. In other news, there is an initiative primarily through the Des Plaines Library, School District 59, the Office of Mike Sweeney and Representative Marty Moylan s office regarding services in the trailer homes in Elk Grove Township. In the future, if needed, possibly a board trustee can get involved and be the library s representative. President Barnett thanked the people who attended the Celebration of Culture. The kids loved the improv. Trustee Schumm explained that the Art Association will have its annual Juried Art Show from October RAILS: Director McDonald reported that he attended the RAILS quarterly webinar update on September 11 th. The webinar addressed bringing service to unserved areas in the State. The webinar also addressed administrative roles for Illinois library systems. Some proposed updates to those roles include: dropping the proposed requirement of public libraries participating in statewide reciprocal borrowing, clarifying that the library system boards will address parameters for reciprocal borrowing, clarifying when special service cards or taxed library patrons can be sold, expanding the system standards to explicitly mention continuing education and consulting, expanding the library s responsibility for evaluating the consortia such as local library system automation programs, i-share, OCLC, and other shared catalogs, as well as clarifying when public libraries would consider service to unserved areas. Director McDonald mentioned that Adelaide Rowe will be attending the ILA Conference in Springfield from October Director McDonald will be viewing a webinar on top employment issues on October 23, as well as a webinar on Fair Labor Standards Act on October 9 th. He also reported there is an initiative amongst public libraries in the area serving District 214 schools to look at solutions for getting library card applications in school registration packets. Adelaide Rowe stated that she has spoken with Tom Spicer from the Arlington Heights Memorial Library. Arlington Heights ran a trial program in which they included library card registration with online school registration materials. Arlington Heights received more than seven hundred additional library card applicants as a result. President Barnett stated that Trustee Stogis expressed an interest in joining more board committees. Trustee Stogis was added to the Personnel, Friends, and Community Relations Committees. Trustee Burns stated that there should also be two people on the Board who will be involved with the union negotiation meetings.

5 REPORT FROM LIBRARY DIRECTOR AND DEPARTMENT HEADS Director McDonald thanked the Board, staff, and the community for making him feel so welcome during his first month as Library Director. There were three situations in the building this month in which emergency personnel had to be called. One occurred earlier this evening. Director McDonald thanked the staff for acting calmly and professionally in each situation. Overall checkout and door count statistics are down relative to last year s counts. On September 26 th, eleven staff members were congratulated for their service during the annual anniversary luncheon. Library board trustee candidates were able to start circulating petitions for election on Tuesday, September 23 rd, and the filing period for petitions is December 15- December 22, Deb Nelson and Rhonda Szewczyk will be attending a circulation conference in Madison on October 6-7. Trustee Burns stated that he would be in favor of transmitting board packets electronically. Director McDonald will explore options and present them at the next Board Meeting. Trustee Shafar suggested the library advertise its programs in the newspaper. Director McDonald will explore using the newspaper more to advertise library programs. Director McDonald explained that one of the recent emergency situations involved a staff member falling and hitting her head. Thankfully, she is reportedly doing well and expected back to work soon. The Board received a copy of the Library s most recent annual report which will need to be approved at next month s meeting. NEW BUSINESS 1. Due to the election, the Board agreed to change the November meeting date to Wednesday, November 5 th. It was suggested, starting in January, the start time for Board Meetings change to 7:00pm. Trustee Schumm moved, seconded by Trustee Stogis, that the Board approve changing the starting time of the monthly Regular Board Meeting from 7:30pm to 7:00pm on the first Tuesday of the month effective January On a voice vote, the motion was carried. 2. The Board reviewed and discussed the Library s progress relative to standards in Chapter 7 Collection Management and Resource Sharing of Serving our Public 3.0: Standards for Illinois Public Libraries.

6 3. The Board reviewed and discussed the library s current budget and library service. 4. The Board reviewed the FY 2015 Illinois Public Library Per Capita Grant application. 5. The Board discussed the methods available for determining the cost of a non-resident library card. Trustee Stogis moved, seconded by Trustee Schumm, that the Board approve to keep the non-resident card fee at $ President Barnett explained that there is a holiday celebration at 5:00pm on November 28 th. The library shares its parking lot for the event. There will be a tree lighting ceremony and fireworks. The Board will also need to accept the indemnity agreement. Trustee Schumm moved, seconded by Trustee Colgan, that the Board approve the closure of the library at 5:00pm on Friday, November 28 th, to allow the Village to use the library s parking lot for fireworks, and to accept the indemnity agreement. Trustee Schumm moved, seconded by Trustee Colgan, that the Board adjourn the Regular Session Meeting. On a voice vote, the motion was carried. The meeting was adjourned at 9:04pm. Respectfully Submitted, Gil Schumm, Secretary