2009 Meeting Minutes

North Riverside Public Library District

2400 S. DesPlaines Avenue

North Riverside, IL 60546

Minutes of the meeting of December 14, 2009

 

1.  Open of Meeting

The meeting was called to order by Annette Corgiat at 7:37 pm.  Roll call was taken.

Present: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Absent: Curt Bley

 

Also Present: Director Bob Lifka, Jean DiMonte from DiMonte & Associates & Nathan Pasbrig from O’Neill & Gaspardo, LLC

 

A quorum was established.

 

There were no visitors at this meeting

 

Andrea DeRosier made a motion to approve the agenda as presented. Brad Lanken seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

2.  Open Forum

Nathan Pasbrig presented the financial statements audit for fiscal year that ended June 30, 2009 and 2 letters that need to be signed. The first letter is the management letter, the second letter is the letter to inform the Board of anything that he found in the audit that was significant that needed to be reported to the Board, and both letters were explained to the Board.

 

3.  Financial reports

A. Jean DiMonte presented the financial statements for the month ending November 30, 2009.  She recommended a transfer of $80,000.00 this is due to a large payout to a contractor.

b. Treasurer Lanken had nothing further to report

4.  Consent Agenda

Andrea DeRosier made a motion to approve the consent agenda with the transfer of $80,000.00. Jim Manika seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

5.  Committee Reports

a. Buildings and Grounds (Curt Bley, chairman)

1.  Final Petra Payout – Director Lifka said the check is on the warrant list and an indemnification was in the packet.

Brad Lanken made a motion to distribute the check in the amount of $49,000.00 to the insurance company.  Jim Manika seconded the motion. A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

Kay Subaitis moved to accept the indemnification agreement.  Andrea DeRosier seconded the motion.  Roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

Upon leaving the building yesterday, a slant in the sidewalk was noted by the “Secret Garden” statue.  This needs to be discussed at a future Buildings and Grounds meeting and needs to be looked at.

 

b. Community Liaison (Jim Manika, chairman)

Nothing new.  In the village newsletter they asked for donations to put in shelves and glass cases for the Historical Society in the Library.

 

c. Finance (Brad Lanken, chairman)

1. Hiring Tax Appeals Law Firm – Right now, the Library does not need this as the school district is doing it and we can get information from them.

 

2.    Adopt Audit – Brad Lanken made a motion to adopt the audit as presented by Nathan Pasbrig ob O’Neill & Gaspardo.  Jim Manika seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

3.    Budget Reductions – looking to reduce operating expenses to close to $60,000.00.

Brad Lanken made a motion to approve the new operating budget with expenses cut by $56,481.00.  Kay Subaitis seconded the motion. A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

There are some unforeseen variables that may occur so the Library would have to go into the reserve to cover those costs.  Treasurer Lanken recommended that the Finance Committee look at trying to cut the budget an additional $40,000.00.  Director Lifka will also talk to the department heads to see what they could find to cut.

 

d.    Long Range Planning (Andrea DeRosier, chairman)

About half way done with the strategic plan.  The next step is to talk about the financial goals for the Library.  This should go to the Finance Committee.  The next meeting will be after the holidays.

 

e.    Personnel (Kay Subaitis, chairman)

1.    Holiday gifts for staff – no gifts this year due to budget cuts

Annette Corgiat made a motion to not purchase gifts for staff this year.  Mary Lee seconded the motion. A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

2.    Pension checks – Kay Subaitis made a motion to approve the 6% semi annual pension checks for the full time personnel.  Brad Lanken seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

 

f.       Policy (Mary Lee, chairman)

1.     Adopt policy regarding response to law enforcement requests for Library records and user information

Mary Lee made a motion to approve the policy about the law enforcement requests.  Kay Subaitis seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

 

2.    Adopt revised movie policy

Mary Lee made a motion to change the movie policy to state that nonresidents will be charged $1 per day and a $2 movie fine with the max the cost of the movie effective January 15, 2010.  Andrea DeRosier seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

 

 

6.  President

a. Adopt 2010 Meeting schedule

Andrea DeRosier made a motion to that the meetings will be kept on the second Monday evening of the month at 7:30 p.m.  Kay Subaitis seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

 

b.    Adopt ordinance approving intergovernmental agreement with MLS for delivery of reciprocal borrowing services

This is something new from the MLS.  Kathleen researched this and said it would be less expensive to do this internally.  She provided a written report.

Brad Lanken made a motion to opt out of the MLS intergovernmental agreement.  Mary Lee seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

7. Other Action Items

a. Kay Subaitis made a motion to approve the minutes of the November 9th Board Meeting, November 16th Special Meeting, November 16th Public Hearing, November 9th Finance Committee Meeting, November 16th Finance Committee Meeting, November 16th Personnel Committee Meeting, November 30 Long Range Planning Committee Meeting, December 10th Finance Committee Meeting.  Brad Lanken seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

 

b. Brad Lanken made a motion to approve warrant list 09-12a in the amount of $5,561.07.  Kay Subaitis seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

8.  Information Items

a. Committee Meetings –Finance committee meeting on January 7, 2010 at 7:00 pm.

 

b. Calendar – Add finance meeting

 

c. Memorial Books Report – no changes

 

d. Correspondence – From suggestion box, Andrea DeRosier read a thank you for the chess board set; a suggestion that Teaching Company CDs and DVDs be purchased; and a suggestion to put a description about the movies in the handout. She also read a thank you note from Mary Cooper for the holiday potluck party.

 

e. Equipment service / inspection log – all up to date

 

f. Board action log – all up to date

 

g. Trustee continuing education – MLS is talking about a series of workshops on the first Saturday of each month at the headquarters in Burr Ridge, when more details are available, they will be passed on.

 

h. Friends of the Library – next meeting in March, tomorrow are drawing for the fruit basket, more space in the perpetual book sale.

 

i. Grants – nothing right now

 

j. Advocacy – nothing tonight

 

k. Foundation – Director Lifka passed out slips for the Jewel shop n share days.

 

9.    Closed Session

There was no need for a closed session tonight

 

10.                       Adjournment

Jim Manika made a motion to adjourn the meeting at 9:32 pm

Kay Subaitis seconded the motion. A roll call vote was taken

Ayes: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

 

Minutes of the Special Meeting of November 16, 2009

 

2.      Open of Meeting

President Annette Corgiat called the meeting to order at 7:15 p.m.  Roll call was taken.

Present: Annette Corgiat, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Absent:  Curt Bley, Andrea DeRosier

Also Present: Robert J. Lifka, Library Director

A quorum was established.

 

2. Action Items

a. Kay Subaitis moved to adopt the agenda as presented. Jim Manika seconded the motion.  A roll call vote was taken

Ayes: Annette Corgiat, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion Carried.

 

b. Bard Lanken moved to adopt the Levy Ordinance as presented. Mary Lee seconded the motion.  A roll call vote was taken

Ayes: Annette Corgiat, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion Carried.

 

c. Kay Subaitis moved to adopt the ordinance authorizing the borrowing of $300,000.00 in tax anticipation warrants as presented. Brad Lanken seconded the motion.  A roll call vote was taken

Ayes: Annette Corgiat, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion Carried.

 

3.  Adjournment

Kay Subaitis made a motion to adjourn the meeting at 7:30 pm.  Brad Lanken seconded the motion. A roll call vote was taken.

Ayes: Annette Corgiat, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion Carried.

 

 

Respectfully Submitted,

Robert J. Lifka

 

Minutes of the meeting of November 9, 2009

 

1.  Open of Meeting

The meeting was called to order by Annette Corgiat at 8:30 pm.  Roll call was taken.

Present: Annette Corgiat, Andrea DeRosier, Curt Bley, Brad Lanken,

Mary Lee, Jim Manika, Kay Subaitis

Absent: None

 

Also Present: Director Robert J. Lifka & Jean DiMonte from DiMonte & Associates

 

A quorum was established.

 

There were no visitors at this meeting

 

Kay Subaitis made a motion to approve the consent agenda. Curt Bley seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Curt Bley, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

 

2.  Open Forum

No one was present.

 

3.  Financial reports

A. Jean DiMonte presented the financial statements for the month ending October 31, 2009.  She recommended a transfer of $60,000.00.

4.  Consent Agenda

a. Curt Bley made a motion to approve the financial statements as presented.  Andrea DeRosier seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Curt Bley, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

b. Curt Bley made a motion to approve Warrant List 09-11.  Andrea DeRosier seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Curt Bley, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

a. Curt Bley made a motion to approve the transfer of $60,000.00.  Andrea DeRosier seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Curt Bley, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

 

5.  Committee Reports

a. Buildings and Grounds (Curt Bley, chairman)

1.  Final Petra Payout – No report.

 

b. Community Liaison (Jim Manika, chairman)

1.    Food for Fines – The Board accepted Director Lifka’s recommendation

that the Library repeat the Food for Fines program instituted in 2008. Under the program, donations to the Riverside Township Food Pantry will be accepted as payment of overdue materials’ fines, one nonperishable food item for every dollar (or less) owed in overdue fines from December 1 to December 23.

 

c. Finance (Brad Lanken, chairman)

1.      Tax Anticipation Warrants – Treasurer Lanken presented to the Board a

recommendation that $300,000.00 in tax anticipation warrants be borrowed from First American Bank to cover the shortfall caused by the delayed collection of property taxes in Cook County. Failure to take action could cause the Library to default on the principal and interest payments on the bond totaling $220,421.25 due December 1. The terms of the loan would be 3-1/2 percent interest for 60 days at a cost of $1,000.00. The law firm of Chapman and Cutler has proposed handling all paperwork needed for the transaction at a cost of $1,800.00. Treasurer Lanken made a motion to borrow $300,000.00 in tax anticipation warrants from First American Bank under the terms described and accept the proposal from Chapman and Cutler if the law firm’s services are determined to be required. Mary Lee seconded the motion.  A roll call vote was taken.

 

Ayes: Annette Corgiat, Andrea DeRosier, Curt Bley, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

2. Treasurer Lanken also scheduled a Finance Committee meeting at 7:30 p.m. Monday November 16 to discuss further reductions to the working budget in light of additional property assessment appeals verdicts that will decrease the anticipated property tax revenue beyond the surplus in the original working budget.

 

d.    Long Range Planning (Andrea DeRosier, chairman)

1. Secretary DeRosier scheduled a Long Range Planning Committee meeting for 7 p.m. Monday November 30.

 

e.    Personnel (Kay Subaitis, chairman)

1. Vice President Subaitis scheduled a Personnel Committee meeting for

8:30 p.m. Monday November 16.

 

2. Holiday Gifts for Staff – The Board supported the concept of giving holiday

gifts to staff members but expressed concern regarding the amounts of funds

available. Trustee Subaitis offered to bring a recommendation to the Finance

Committee meeting that would not cost the Library as much money as was

spent in 2008.

 

3. Holiday Pot Luck – Although the annual Board-Staff Christmas Dinner

was cancelled previously due to budgetary constraints, Annette Corgiat suggested a Holiday Pot Luck be held in the Library. The date was set for Sunday December 13 at 4 p.m.

 

f.        Policy (Mary Lee, chairman)

1.    Trustee Lee scheduled a Policy Committee meeting for 7 p.m. on Monday

December 14 to discuss incorporating into the Library’s Policy Manual an Investment Policy and a Policy Regarding Response to Law Enforcement Requests for Library Records and User Information. The Investment Policy was included in the previous Policy Manual but omitted when the revised Policy Manual was adopted in February 2009. Director Lifka informed the Board that a proposed Policy Regarding Response to Law Enforcement Requests for Library Records and User Information has been submitted for review to Bob Kay of Peregrine, Stime, Newman, Ritzman and Bruckner, the Library’s legal counsel.

 

6. Other Action Items

a. Kay Subaitis made a motion to approve the minutes of the October 12

Board meeting, September 30 Personnel Committee meeting, October 12

Policy Committee meeting, November 2 Building and Grounds Committee

meeting and November 5 Finance Committee meeting. Curt Bley seconded

the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Curt Bley, Brad Lanken, Mary Lee,

Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

b. Curt Bley made a motion to approve warrant list 09-11a in the amount of

$6,881.32.  Brad Lanken seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Curt Bley, Brad Lanken, Mary Lee,

Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

 

 

 

 

 

 

7.  Information Items

a. Committee Meetings –

1. Finance Committee, 7:30 p.m. Monday November 16.

2. Personnel Committee, 8:30 p.m. Monday November 16

3. Long Range Planning Committee, 7 p.m. Monday November 30

4. Policy Committee, 7 p.m. Monday December 14

 

b. Calendar – No changes tonight other than the committee meetings just

scheduled.

 

c. Memorial Books Report – Tamara Handricks donated “Return to Hundred

Acre Woods,” “Owly No. 5,” “Goodnight Goon,” “Runaway Mummy” and

“Where the Wild Things Are: Movie Storybook” in recognition of June

Meka’s 90th birthday.

 

d. Correspondence – Secretary DeRosier read a suggestion from the

Suggestion Box regarding Youth Services titles and Youth Services

Librarian Susan Locander’s response.

 

e. Equipment service / inspection log – all up to date

 

f. Board action log – all up to date

 

g. Trustee continuing education – Director Lifka informed the Board that an

attempt was being made to resurrect the library trustee group that had met

monthly in 2008 at different libraries. The group’s next meeting will be

January 28, 2010, in the Elmwood Park Library.

 

h. Friends of the Library – Vice President Subaitis invited all to the annual

Holiday Open House sponsored by the Friends of the Library from noon to 3

p.m. Saturday December 5. Vice President Subaitis also informed the Board

that the Friends of the Library would be holding a members-only raffle for a

holiday fruit basket.

 

i. Grants – Director Lifka informed the Board that the State Library has unveiled

the “shovel ready project” survey that was first mentioned in the summer.

 

j. Advocacy – nothing tonight

 

k.  Foundation –  nothing tonight

 

8.    Closed Session

There was no need for a closed session tonight

 

 

 

 

 

 

 

9.    Adjournment

     Vice President Subaitis made a motion to adjourn the meeting at 9:40 p.m.

Trustee Manika seconded the motion.  A roll call vote was taken

Ayes: Annette Corgiat, Andrea DeRosier, Curt Bley, Brad Lanken, Mary Lee,

Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

Respectfully Submitted,

Robert J. Lifka

 

 

Minutes of the meeting of October 12, 2009

 

1.  Open of Meeting

The meeting was called to order by Annette Corgiat at 7:36 pm.  Roll call was taken.

Present: Annette Corgiat, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Absent: Curt Bley, Andrea DeRosier

 

Also Present: Director Robert J. Lifka, & Jean DiMonte from DiMonte & Associates

 

A quorum was established.

 

There were no visitors at this meeting

 

Kay Subaitis made a motion to approve the agenda with change to consent agenda, increasing the amount to transfer to $70,000.00. Brad Lanken seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

 

2.  Open Forum

No one was present.

 

3.  Financial reports

A. Jean DiMonte presented the financial statements for the month ending September 30, 2009.  She recommended a transfer of $70,000.00. The problem right now is that taxes are coming out later than expected which will delay when the money will come into the Library, things are going to be tight for a little while. She will keep a real close eye on the finances.  The levy ordinance is a proposal.

b. Treasurer Lanken reported that there is no longer 6 months of bills in savings.  That reserve needs to be replenished as possible.

4.  Consent Agenda

Brad Lanken made a motion to approve the consent agenda with the transfer of $70,000.00.  Kay Subaitis seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

 

5.  Committee Reports

a. Buildings and Grounds (Curt Bley, chairman)

1.  Final Petra Payout – Trustee Bley is absent tonight and Director Lifka said there is nothing going on to report tonight.

 

b. Community Liaison (Jim Manika, chairman)

1.  Survey –  Nothing new to report tonight

 

2.  Historical Society – Waiting to hear back from Dr. Queenella Miller, Village Clerk and Historical Society liaison

 

c. Finance (Brad Lanken, chairman)

1.  Salary Increases – Reported in the minutes from September 21st Personnel Committee meeting.  The committee is recommending to the Board to approve the salary increases that were discussed at this meeting.

Brad Lanken made a motion to increase the salary of seven part-time employees by 4% at a cost of $2,063.88.  Kay Subaitis seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Brad Lanken, Jim Manika, Kay Subaitis

Abstain: Mary Lee

Nays: None

Motion carried

 

2.    Levy Ordinance – Brad Lanken made a motion to post the proposed property tax levy ordinance for the North Riverside Public Library District  for 30 days and schedule a public hearing at 7 p.m. Monday November 16, 2009, and a special meeting at 7:15 p.m. Monday November 16, 2009.  Jim Manika seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

 

3.    Delayed tax bills – Director Lifka and Treasurer Lanken met this past Saturday.  Tax Anticipation Warrants is an option and they will look into this further.  Another option would be to pay only the interest on the loan and not the principal for this month and catch up later.  Another option brought up by Jean DiMonte was to make partial payments to some of the vendors and then making it up later.  They will look into all of these options to get more information so they are ready if this happens.  Director Lifka will also check with the accountant at the village.

 

d.    Long Range Planning (Andrea DeRosier, chairman)

Trustee DeRosier is absent, nothing to report tonight. Long range planning is now being done at each committee to find out what their long range goals and plans are and then the committee will meet again to work on putting it all together as a long range plan.

 

e.    Personnel (Kay Subaitis, chairman)

Trustee Subaitis had nothing further to report.  Evaluation materials have been given to Director Lifka and he needs time to review before the next meeting is set.

 

f.        Policy (Mary Lee, chairman)

1.    Trustee Lee made a motion to revise the circulation policy to include the wording in the first paragraph and wording in the third paragraph and to add a line about our policies apply to patrons of all Libraries at the end of the policy.  Jim Manika seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

 

 

6.  President

a. LIMRiCC Intergovernmental Agreement – Insurance pool for health insurance and unemployment.  They have not been reviewed and revised in about 10 years.  A committee reviewed and revised and made some recommendations.  This needs to be addressed by all Library Boards in either October or November.

Kay Subaitis made a motion to approve the resolution for LIMRiCC as presented.  Brad Lanken seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

 

 

7. Other Action Items

a. Kay Subaitis made a motion to approve the minutes of the September 14th Board meeting, June 6th Finance Committee meeting, July 11th Finance Committee meeting, July 20th Finance Committee meeting, August 10th Policy Committee meeting, September 14th Public Hearing, September 14th Personnel Committee meeting, September 21st Long Range Planning Committee meeting, September 21st Personnel Committee meeting and October 10th Finance Committee meeting. Jim Manika seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

b. Brad Lanken made a motion to approve warrant list 09-10a in the amount of $9,240.70.  Jim Manika seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

8.  Information Items

a. Committee Meetings – None were set tonight.  Buildings and Grounds is meeting October 28th at 7:00 pm

 

b. Calendar – No changes tonight

 

c. Memorial Books Report – one item was added from Barbara Silvestri in memory of Gary Lance “The Beatles: Complete Scores”.

 

d. Correspondence – Trustee DeRosier is absent, nothing this evening

 

e. Equipment service / inspection log – all up to date

 

f. Board action log – all up to date

 

g. Trustee continuing education – nothing tonight.

 

h. Friends of the Library – meeting on Wednesday to recap the book sale, about $1800.00 was made.  Memberships are up.

 

i. Grants – still waiting for the state Library about shovel ready project.

 

j. Advocacy – nothing tonight

 

k. Foundation –  minutes of their three meetings were handed out tonight.  They are continuing Buona Beef benefit nights, the second Wednesday of every month. Macy’s shop for a cause is this Saturday, Carsons is November 14th. Carol Spale forwarded information to block captains about the fundraisers and asked them to pass around. They are planning to have some type of event during National Library week, just in the very beginning planning stage at this time.

 

9.    Closed Session

There was no need for a closed session tonight

 

10.                       Adjournment

Jim Manika made a motion to adjourn the meeting at 8:56 pm

Mary Lee seconded the motion  A roll call vote was taken

Ayes: Annette Corgiat, Brad Lanken, Mary Lee, Jim Manika, Kay Subaitis

Nays: None

Motion carried

 

 

 

 

Minutes of the meeting of September 14, 2009

 

1.  Open of Meeting

The meeting was called to order by Kay Subaitis, president pro tem, at 7:36 pm.  Roll call was taken.

Present: Curt Bley, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika

Kay Subaitis

Absent: Annette Corgiat

 

Also Present: Director Bob Lifka, & Jean DiMonte from DiMonte & Associates

 

A quorum was established.

 

There were no visitors at this meeting

 

Curt Bley made a motion to approve the agenda as presented. Mary Lee seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika

Kay Subaitis

Nays: None

Motion carried

 

 

2.  Open Forum

No one was present.

 

3.  Financial reports

a. Jean DiMonte presented the financial statements for the month ending August 31, 2009.  She recommended a transfer of $60,000.00.

b. Treasurer Lanken had nothing further tonight

4.  Consent Agenda

Andrea DeRosier made a motion to approve the consent agenda with the transfer of $60,000.00.  Brad Lanken seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika

Kay Subaitis

Nays: None

Motion carried

 

 

 

 

 

5.  Committee Reports

a. Buildings and Grounds (Curt Bley, chairman)

1.  Staff workroom expansion – plans have come from Newman Architecture.

 

2.  Final Petra Payout – Bob Kay has a plan to pay out the $55,000.00  Pay Graybar $5800 plus dollars which was ordered by the court, Bane Nelson has agreed on an amount of $11,000 plus  Library District Attorney Bob Kay suggests that the remaining money goes to the surety company  There is still one subcontractor, Dan Dempsey, that is saying he is owed money, but General Contractor Abe Assaf of Petra Contracting says that he has been paid  Director Lifka has forwarded copies of bills from Mr. Dempsey to see what happens from there  Bob Kay is suggesting that Mr. Dempsey should file a claim with the Surety. Bob Kay is drafting an agreement with the Surety that Dan Dempsey would be paid out of the money the Surety received if Mr. Dempsey files suit against the Library

 

Curt Bley made a motion to accept the agreement made by Bob Kay and for him to present the offer to them and then when it comes back the Board will decide what to do from there.  Brad Lanken seconded the motion  A roll call vote was taken

Ayes: Curt Bley, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika

Kay Subaitis

Nays: None

Motion carried

 

 

3.  Parking Lot Security Cameras – Director Lifka Obtained another bid from a company recommended by Brad Lanken There is not money in the budget at this time It can be revisited in the future

 

4.  Lower Level Moisture Issue –  Johnson Flooring came in and took out tiles and put in new ones  Now just wait to see what happens.

 

5  Floor Mat Vendor – Roscoe is the current company  Director Lifka is not happy with them  He has 2 other companies that have lower price and that are used by another Library  One of the other Libraries is not satisfied with them

Curt Bley made a motion that Director Lifka is authorized to change floor mat companies from Roscoe to Specialty Mats.  Andrea DeRosier seconded the motion  A roll call vote was taken

Ayes: Curt Bley, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika

Kay Subaitis

Nays: None

Motion carried

 

 

b. Community Liaison (Jim Manika, chairman)

1.  Survey –  Summer reading program final survey is in, a meeting will be set to discuss it

 

2.  Historical Society – Dr. Queenella Miller, Village Clerk who is heading up the effort to start a Historical Society, is coming tomorrow morning to see the space that the Library is offering them

 

c. Finance (Brad Lanken, chairman)

1.  2009-10 Budget – A copy of the budget was passed out to all Board members  Treasurer Lanken thanked Director Lifka and his staff on the good job they have done on working on the budget.   There were no questions or concerns

 

a  Treasurer Lanken made a motion to adopt the 2009-10 operating budget  Jim Manika seconded the motion  A roll call vote was taken

Ayes: Curt Bley, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika

Kay Subaitis

Nays: None

Motion carried

 

b  Holiday Closings – The administrators felt that it would be more beneficial to the Library to close on the additional Federal holidays that were not originally included rather than close early on Saturdays  Since Sundays are already closed, it would be harder for Patrons if the Library is closed early on Saturday and totally closed on  Sundays

Treasurer Lanken made a motion to close on the holidays stated in the finance committee minutes instead of closing early on Saturdays  Curt Bley seconded the motion

Ayes: Curt Bley, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika

Kay Subaitis

Nays: None

Motion carried

 

 

c  Salary Increases – Finance committee is recommending to freeze all salaries until further notice  It will be reevaluated quarterly to see if something can be done financially  to increase salaries in some way  After the inequities are figured out then this can be done  Finance committee needs to meet with Director Lifka to see what the cost of the inequities will be  It was suggested that when this decision is made, a memo go out to staff explaining what and why this is happening

 

2       Adopt Budget and Appropriations Ordinance –

Brad Lanken made a motion to approve the budget and appropriations ordinance for 2009-10 in the amount of $1,564,95600  Mary Lee seconded the motion  A roll call vote was taken

Ayes: Curt Bley, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika

Kay Subaitis

Nays: None

Motion carried

 

 

d. Long Range Planning (Andrea DeRosier, chairman)

There will be a meeting next Monday at 7:00 pm.

 

 

 

e.    Personnel (Kay Subaitis, chairman)

Nametags –

Jim Manika made a motion to approve the personnel committee’s recommendation from their meeting  Curt Bley seconded the motion A roll call vote was taken

Ayes: Curt Bley, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika

Kay Subaitis

Nays: None

Motion carried

 

 

f.       Policy (Mary Lee, chairman)

Mary Lee scheduled a meeting for October 12th at 7:00 pm  to discuss the procedure of how to react if the Library is ever served with a subpoena or warrant.

 

 

6.  President

a. Per Capita Grant Requirements –All Board members are asked to review the documents on the website that Director Lifka sent out that the State Library is asking Boards to look at.

 

b. October Meeting – The Library is closed on Columbus Day, which is the Board meeting what should happen with the meeting? The Board informally agreed the meeting will be held at 7:30 pm at Buona Beef in Hillside.

 

7. Other Action Items

a. Curt Bley made a motion to approve the minutes of the August 10th  Board meeting and the September 12th Finance Committee Meeting. Jim Manika seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika

Kay Subaitis

Nays: None

Motion carried

 

b. Curt Bley made a motion to approve warrant list 09-09a in the amount of $3,119.84.  Jim Manika seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika

Kay Subaitis

Nays: None

Motion carried

 

8.  Information Items

a. Committee Meetings – Monday, September 21st is Long Range Planning meeting at 7:00 pm and a personnel meeting at 8:00 pm to discuss the inequities salary increase possibility, Finance committee will be meeting periodically, they will be emailed to set dates and times September 30th at 7:00 pm Personnel committee meeting to review the Director’s evaluation

 

b. Calendar – Make changes for the Holiday closings that were approved tonight

 

 

 

c. Memorial Books Report – no changes tonight.

 

d. Correspondence – Andrea DeRosier read a thank you note from a patron for raffle prize from adult summer reading program

 

e. Equipment service / inspection log – all up to date

 

f. Board action log – all up to date

 

g. Trustee continuing education – nothing tonight.

 

h. Friends of the Library – October 3rd and 4th is annual book sale.  Some books were sold at the flea market yesterday

 

i. Grants – nothing tonight

 

j. Advocacy – nothing tonight

 

k. Foundation –  they are moving forward  very energetic, dedicated group  they have put together fundraisers at Buona Beef, Wendy’s, Macy’s and Carson’s

Will the foundation reimburse the Library for the start up costs?  Something to think about and decide in the future after they see how things are going for them to make money  They are buying things for the Library, so it is hard to then ask them for the money if they don’t raise a lot

 

9       Closed Session

There was no need for a closed session tonight

 

10 Adjournment

Mary Lee made a motion to adjourn the meeting at 9:01 pm  Curt Bley

seconded the motion  A roll call vote was taken

Ayes: Curt Bley, Andrea DeRosier, Brad Lanken, Mary Lee, Jim Manika

Kay Subaitis

Nays: None

Motion carried

 

 

 

Minutes of the meeting of August 10, 2009

 

1.  Open of Meeting

The meeting was called to order by Andrea DeRosier, president pro tem,  at 7:32 pm.  Roll call was taken.

Present: Curt Bley, Andrea DeRosier, Mary Lee, Jim Manika

Kay Subaitis arrived at 7:41 pm

Absent: Annette Corgiat, Brad Lanken

 

Also Present: Director Bob Lifka, & Jean DiMonte from DiMonte & Associates

 

A quorum was established.

 

There were no visitors at this meeting

 

Curt Bley made a motion to approve the agenda as presented. Mary Lee seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Andrea DeRosier, Mary Lee, James Manika

Nays: None

Motion carried

 

 

2.  Open Forum

No one was present.

 

3.  Financial reports

a. Jean DiMonte presented the financial statements for the month ending July 31, 2009.  She recommended a transfer of $60,000.00.

b. Treasurer Lanken is absent, no additional report

4.  Consent Agenda

Mary Lee made a motion to approve the financial statements. Curt Bley seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Brad Lanken, Mary Lee, Jim Manika & Kay Subaitis

Nays: None

Motion carried

 

Curt Bley made a motion to approve warrant List #09-08.  Mary Lee seconded the motion.

Ayes: Curt Bley, Andrea DeRosier, Mary Lee, Jim Manika & Kay Subaitis

Nays: None

Motion carried

 

Curt Bley made a motion to authorize the transfer of $60,000.00.  Mary Lee seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Andrea DeRosier, Mary Lee, Jim Manika & Kay Subaitis

Nays: None

Motion carried

 

 

5.  Committee Reports

a. Buildings and Grounds (Curt Bley, chairman)

1.  Young Adult Wall – Susan was asked to hold off on putting up additional shelves for now.

 

2.  Shovel-Ready Projects – Director Lifka reported that there may be funds available soon.  There will be a survey and then a bid process for the funds.  No more details have come through yet.  He is waiting for the guidelines.

 

3.    Lower Level Expansion – Two subcontractors were offered a compromise and one accepted a lower dollar amount and has signed waivers of lien.  They are ready to get paid.  Bob Kay said to hold everything until it was all ready.  Curt suggested that this particular contractor be paid.  Director Lifka was asked to call Bob Kay to ask his recommendation.

 

Curt Bley made a motion to approve payment of Bain Nelson on the condition that the lawyers approve that payment.  Kay Subaitis seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Andrea DeRosier, Mary Lee, Jim Manika & Kay Subaitis

Nays: None

Motion carried

 

4.  Parking Lot Security Cameras – Director Lifka reported that another vendor,Village Vac, is sending a representative on Tuesday August 11 to look and then submit a proposal.

 

5.  Lower Level Moisture Issue – Curt Bley reported that Johnson Flooring needs to come out to look at the problem next.  They will report on what they feel is the easiest way to repair the issue and what the cause may be.  The plumber came out and used the camera and found no leaks or anything that would be causing the problem.

 

b. Community Liaison (Jim Manika, chairman)

1.  Fundraising Campaign – Jim spoke to Buona Beef to see about doing a benefit night for the Library.  He will have more information next month about this.  Kay Subaitis reported that the foundation met.  Audrey Sprague is a member of the foundation.  She is doing some work on fundraising.  Jim will work with her on this issue.

 

2.  Survey – the committee met and talked about the survey.

 

3.  Historical Society – met last week.  It was decided to use the “cubby holes” in the meeting room and the area outside of the meeting room and across from the bathrooms.

Jim Manika moved to approve using the four cubby holes in the meeting room, the area by the Board photos outside the meeting room and across from the bathrooms as space for the Historical Society to display their items.  They will provide locked cabinets and insurance of their items.  There will be a contract between the Library and the society.  Curt Bley seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Andrea DeRosier, Mary Lee, Jim Manika & Kay Subaitis

Nays: None

Motion carried

 

c. Finance (Brad Lanken, chairman)

1.  2009-10 Budget – Director Lifka presented a report in Treasurer Lanken’s absence.  Director Lifka asked the Board to reconsider the salary increases since the cleaning company was lowered and made the surplus in excess of the desired $50,000.00.  It was suggested that a decision on this be held off until the full Board is present, especially Treasurer Lanken.  Approval of the budget will be held off until next month.  It was also proposed to change the budget that the holidays that were not chosen as closed days for the Library be changed to closed rather than changing the time the Library closes on Saturdays.  This will be discussed at the meeting when the budget is approved.

 

d. Long Range Planning (Andrea DeRosier, chairman)

Andrea DeRosier suggested that it is time to review this again at this time since there have been many changes at the Library since the last long range plan was done 4 years ago.

 

g.    Personnel (Kay Subaitis, chairman)

Kay Subaitis reported that the meeting for September 11th has been cancelled.  She is still waiting for people to return the evaluation materials to her.

 

h.     Policy (Mary Lee, chairman)

1.  Renewing Movies – Mary Lee suggested that patrons be allowed to renew movies one time.  The policy has been reworded and a sentence about renewal has been added.  The Library will not hold new movies.

 

Mary Lee moved to approve the new movie policy.  Kay Subaitis seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Andrea DeRosier, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

 

6.  President

a. Foundation – they met, however three members did not attend.  The following items were discussed: establish a monthly meeting date, fundraising, an annual event and having a brochure printed about the foundation.  The next meeting is  August 25th.  Director Lifka is attempting to schedule a speaker from another foundation to attend a future meeting and help them get started.

 

b. Per Capita Grant Requirements – this was discussed last month.  All Board members are asked to review the documents on the website that Director Lifka sent out that the State Library is asking Boards to look at.

 

c. Holiday Open House – Director Lifka would like to have one.  Friends of the Library would cover the expenses.  Is this okay?  The Board all agreed to go ahead and start making the plans.

 

7. Other Action Items

a. Curt Bley made a motion to approve the minutes of the July 13th Board meeting, the August 3rd Community Liaison committee meeting, the August 3rd Buildings and Grounds committee meeting and the August 8th Finance committee meeting. Kay Subaitis seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Andrea DeRosier, Mary Lee, Jim Manika & Kay Subaitis

Nays: None

Motion carried

 

b. Curt Bley made a motion to approve warrant list 09-08a in the amount of $6,183.48.  Jim Manika seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Andrea DeRosier, Mary Lee, Jim Manika & Kay Subaitis

Nays: None

Motion carried

 

8.  Information Items

a. Committee Meetings – Monday, September 21st at 7:00 pm will be a Long Range planning committee meeting

 

b. Calendar – September calendar states Sunday hours resume – will the Library actually open on Sundays – no, it was decided to be closed on Sunday for budget reasons.

 

Curt Bley made a motion that the Library remain closed on Sundays for budget reasons until further notice.  Kay Subaitis seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Andrea DeRosier, Mary Lee, Jim Manika & Kay Subaitis

Nays: None

Motion carried

 

c. Memorial Books Report – no changes tonight.

 

d. Correspondence – Thank You letter from Susan Locander for tuition assistance and salary increase in recognition of her MLIS.

 

e. Equipment service / inspection log – all up to date

 

f. Board action log – all up to date

 

g. Trustee continuing education – nothing tonight.

 

h. Friends of the Library – nothing tonight, they are meeting on Wednesday

 

i. Grants – nothing tonight

 

j. Advocacy – Meeting with State Senator Kimberly Lightford was very nice.  It was suggested that it be done with other politicians in the future. Sec. of State Jesse White was here the day of the Betty Scheck Shuffle; he came in to see the Library.  He really liked the stained glass.

 

k. Safety Security In-Service Summary – Director Lifka handed out a summary of what was discussed at the in-service.  The summary came from Officer Pelayo and Ms. Laverty.  A staff member sent a letter asking the Board to look at the item that suggested that last names not be on employee name badges.  This should be discussed at a personnel committee meeting.

 

9.    Closed Session

Kay Subaitis made a motion to close the meeting and go into closed session to discuss matters of personnel after which action may be taken. Curt Bley seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Andrea DeRosier, Mary Lee, Jim Manika & Kay Subaitis

Nays: None

Motion carried

 

Kay Subatis made a motion to return to open session.  Curt Bley seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Andrea DeRosier, Mary Lee, Jim Manika & Kay Subaitis

Nays: None

Motion carried

 

Curt Bley made a motion to adjourn the meeting at 9:00 pm.  Jim Manika seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Andrea DeRosier, Mary Lee, Jim Manika & Kay Subaitis

Nays: None

Motion carried

 

 

 

 

Minutes of the meeting of July 13, 2009

 

1.  Open of Meeting

The meeting was called to order by President Pro Tem Kay Subaitis at 7:30 pm.  Roll call was taken.

Present: Curt Bley, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Absent: Annette Corgiat, Andrea DeRosier

 

Also Present: Director Bob Lifka, & Jean DiMonte from DiMonte & Associates

 

A quorum was established.

 

There were no visitors at this meeting

 

Mary Lee made a motion to approve the agenda as presented. Curt Bley seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Brad Lanken, Mary Lee, James Manika & Kay Subaitis Nays: None

Motion carried

 

Mary Lee was appointed Secretary Pro Tem for this meeting.

 

2.  Open Forum

No one was present.

 

3.  Financial reports

a. Jean DiMonte presented the financial statements for the month ending June 30, 2009.  She recommended a transfer of $60,000.00.

4.  Consent Agenda

Curt Bley made a motion to approve the consent agenda with a clarification of the income and loss statements and a transfer amount of $60,000.00. Mary Lee seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Brad Lanken, Mary Lee, James Manika & Kay Subaitis Nays: None

Motion carried

 

5.  Committee Reports

a. Buildings and Grounds (Curt Bley, chairman)

1.  Young Adult Wall – Susan Locander, Youth Services librarian, would like to put up shelves along the wall rather than a mural.  It needs to be looked at further before a decision is made.

 

2.  Shovel-Ready Projects – Director Lifka passed out plans for the shovel ready projects.  Matt Hichens of Newman Architecture  will work on getting ball park figures so that it is ready if the state comes through with money.

 

3.  Lower Level Expansion – the board agreed to allow Director Lifka finish the final payouts according to the recommendatio of Bob Kay of Peregrine, Stime, Newman, Ritzman and Bruckner, the library district’s law firm. This needs to be documented by the surety company. Director Lifka will ask them for a letter.

 

Curt Bley made a motion to have Director Lifka send letters to the contractors asking them to settle for the amount that is in Bob Kay’s recommendation.  Brad Lanken seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Brad Lanken, Mary Lee, James Manika & Kay Subaitis Nays: None

Motion carried

 

4.  Parking Lot Security Cameras – the estimate that Director Lifka got was high, Curt Bley recommended discussing this at the next Buildings and Grounds committee meeting.

 

5.  Lower Level Moisture Issue – Matt Hichens & representatives of Johnson Floor Company asked for a plumber to come out and put a camera in the pipes.  The plumber came last week and based on his experience did not think a pipe was leaking there, so he did not want to put his camera through the drainage pipe.  Curt Bley would still like this done before the floor is dug up.  He will contact another plumber to see if they will run a camera down there as the next step and then have him run the camera behind the wall to see if there is something there.

 

b. Community Liaison (Jim Manika, chairman)

1.  Fundraising Campaign – Nothing further to report tonight.

 

2.  Survey – a children’s program survey was created and handed out to parents at the Summer Reading kick off program.  About 70 were handed out and about 40 were returned.  Next step will be a committee meeting to discuss the results of this survey.

 

3.  Historical Society – Jim Manika contacted Dr. Queenella Miller, village clerk, about this.  They met and it was suggested that one of the study rooms downstairs be the Historical Society room.  One of the men from Public Works will build cabinets; they would be ready sometime around the holidays.  Another idea is using the “cubbies” in the meeting room.  That was brought up before, but there was some concern about security.  Now the village is building display cases with sliding glass doors so it would be more secure.  The committee will continue to meet to figure this out.

 

c. Finance (Brad Lanken, chairman)

1.  2009-10 Budget – Treasurer Lanken, President Corgiat, Kay Subaitis and Director Lifka met on Saturday and went over the budget.  It was suggested to do fundraising and try to raise $10,000.00 at least then expenses would only have to be reduced by $30,000.00 to have a gain of $50,000.00 in the budget at the end of the fiscal year for capital improvements.  There will be a mandatory meeting of the committee of the whole to come up with items that could be cut to make the budget balance. The meeting will be next Monday July 20th at 7:00 pm.

 

2. Budget & Appropriation Ordinance – Jean DiMonte passed out the tentative one tonight for posting so that it can be posted for 30 days prior to adoption.  A public hearing needs to be scheduled before it can be adopted.  The next board meeting is not 30 days from now, so it will be done at the September Board meeting.

 

Brad Lanken made a motion to post the Tentative Budget & Appropriation Ordinance for 30 days and to schedule the public hearing for September 14th at 7:00 pm.  Curt Bley seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

 

3.  Adopt Building and Maintenance Levy –

Brad Lanken made a motion to adopt the building and maintenance levy.  Curt Bley seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

 

d. Long Range Planning (Andrea DeRosier, chairman)

Nothing to report tonight.

 

e.    Personnel (Kay Subaitis, chairman)

Nothing to report tonight

 

f.       Policy (Mary Lee, chairman)

Code of conduct policy should be available at the circ desk.  Director Lifka will be sure it is taken care of tomorrow.

 

6.  President

a.  Foundation – letters have been sent to the directors to set up a meeting.

 

b.  Per Capita Grant Requirement – every Board member needs to review state Library documents online as a requirement for the per capita grant.

 

c.  Senior Drop – in Anniversary lunch – the township will pay for it, it will be July 31st.

 

7. Other Action Items

a. Curt Bley made a motion to approve the minutes of the June 8 Board meeting, June 9 Community Liaison Committee meeting, June 30 Community Liaison Committee meeting as presented.  Mary Lee seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley,  Brad Lanken,  Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

b. Brad Lanken made a motion to approve warrant list 09-07a in the amount of

$7401.45 Mary Lee seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Mary Lee, James Manika

Nays: None

Motion carried

 

8.  Information Items

a. Committee Meetings –  Monday, July 20th at 7:00 pm –  Committee of the whole for finance, August 3rd at 6:30 pm – Community Liaison meeting & 7:00 pm Buildings and grounds Committee,  September 11th at 6:30 pm entire Board to go over Director’s evaluation.

 

b. Calendar – add meetings set tonight

 

c. Memorial Books Report – no changes at this time

 

d. Correspondence – nothing tonight

 

e. Equipment service / inspection log – all up to date

 

f. Board action log – all up to date

 

g. Trustee continuing education – nothing tonight.

 

h. Friends of the Library – nothing tonight

 

i. Grants – nothing tonight

 

9.  Adjournment

Curt Bley made a motion to adjourn the meeting at 9:30 pm. Mary Lee seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley,  Brad Lanken,  Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

Minutes of the meeting of June 8, 2009

 

1.  Open of Meeting

The meeting was called to order by President Corgiat at 7:44 pm.  Roll call was taken.

Present: Curt Bley, Annette Corgiat, Andrea DeRosier, Mary Lee, James Manika

Absent: Brad Lanken & Kay Subaitis

 

Also Present: Director Bob Lifka,

 

A quorum was established.

 

There were no visitors at this meeting

 

Curt Bley made a motion to approve the agenda with adding the vote for MLS added to action items to the consent agenda. James Manika seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Mary Lee, James Manika Nays: None

Motion carried

 

2.  Open Forum

No one was present.

 

3.  Financial reports

a. Jean DiMonte was not present.  Treasurer Lanken was also not present.  Jean dropped off the statements for all to review. Jean verified a transfer of $60,000.00 for tonight.

4.  Consent Agenda

Andrea DeRosier made a motion to approve the consent agenda with a transfer amount of $60,000.00. Curt Bley seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Mary Lee, James Manika Nays: None

Motion carried

 

5.  Committee Reports

a. Buildings and Grounds

1.  Young Adult Wall is still in a holding pattern

 

2.  The committee agreed to accept the “plan b” of the shovel ready projects. It was sent to the state. Representatives and Congressmen also received a copy. Liz Laske from Newman Architecture will be here on Thursday to take measurements.

 

3.  Lower Level Expansion – there was a letter from Bob Kay, the attorney with his recommendation as to what to do about the remaining subcontractors handed out tonight.

There was some moisture in the lower level near the help desk and in the boys restroom.  Johnson Flooring was called in to check the floors.  A report was sent to Matt Hichens of Newman Architecture.  Director Lifka is waiting for his response.

 

4.  Parking Lot Security Cameras – Director Lifka obtained the name of the company that is installing security cameras at Komarek School.  He called and left a message for them and is waiting for a response.

 

b. Community Liaison

1.  Fundraising Campaign – Nothing further to report tonight.

 

2.  Survey – The committee met and went over the survey.  They want to hand out surveys to adults that attend programs and have them fill it out while they are there.  Adults that are at kids programs will fill out a survey at the end of those programs also.  It was also discussed at the meeting to tap into the village.  The Village website isn’t linked to the Library.  James Manika will contact them and ask them to link to the Library.

 

c. Finance

Treasurer Brad Lanken is absent, so there is no report tonight.

 

d. Long Range Planning

Nothing to report tonight.

 

e.    Personnel

1. The recommendation of the committee after their meeting was for the Library District to continue to pay full health insurance premiums for the three fulltime employees for one more year.

 

Curt Bley made a motion to keep the fulltime employees’ Health Insurance the same as this year for one more year.  James Manika seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Mary Lee, James Manika Nays: None

Motion carried

 

Andrea DeRosier made a motion to issue the pension checks as presented by Director Lifka. Curt Bley seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Mary Lee, James Manika Nays: None

Motion carried

 

f.       Policy

1.  Mary Lee moved to accept the patron code of conduct.  Andrea DeRosier seconded the motion.

 

 

6.  President

1.  A meeting of the North Riverside Library Foundation will be set.

 

7. Other Action Items

a. Mary Lee made a motion to approve the minutes of the May 11 Board meeting, May 28 Personnel Committee Meeting, May 28 Buildings and Grounds Committee Meeting and June 1 Community Liaison Committee Meeting. Andrea DeRosier seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Mary Lee, James Manika

Nays: None

Motion carried

 

b. Curt Bley made a motion to approve warrant list 09-06a in the amount of $8,671.82 Andrea DeRosier seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Mary Lee, James Manika

Nays: None

Motion carried

 

c. James Manika made a motion to approve the Prevailing Wage ordinance.  Andrea DeRosier seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Mary Lee, James Manika

Nays: None

Motion carried

 

d. James Manika made a motion to recommend the following for the MLS Board, Brad Lanken; William Coffey, LaGrange Public Library; Milfred Moore, Matteson Public Library; Sylvia Jenkins, Moraine Valley Community College.  Curt Bley seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Mary Lee, James Manika

Nays: None

Motion carried

 

8.  Information Items

a. Committee Meetings –  James Manika called a community liaison meeting for Tuesday, June 9th at 7:00 pm, Finance meeting is July 11th at 9:00 am

 

b. Calendar – Add community liaison meeting on June 9th at 7:00 pm, add Finance committee meeting on July 11th at 9:00 am

 

c. Memorial Books Report – Board purchased books for Mayor Richard Scheck

 

d. Correspondence – Andrea read a letter from Director Lifka for the books purchased for Mayor Scheck

 

e. Equipment service / inspection log – all up to date

 

f. Board action log – all up to date

 

g. Trustee continuing education – nothing tonight.

 

h. Friends of the Library – they are meeting Wednesday at 7:00 pm

 

i. Grants – nothing tonight

 

9.  Adjournment

Mary Lee made a motion to adjourn the meeting at 9:05 pm.  Curt Bley seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Mary Lee, James Manika

Nays: None

Motion carried

 

Minutes of the meeting of May 11, 2009

 

1.  Open of Meeting

The meeting was called to order by Kay Subaitis at 7:35 pm.  Roll call was taken.

Present: Curt Bley, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Absent: Annette Corgiat

 

Also Present: Director Bob Lifka, Jean DiMonte of DiMonte and Associates,

 

A quorum was established.

 

There were no visitors at this meeting

 

Curt Bley made a motion to approve the agenda as presented. James Manika seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

2.  Open Forum

No one was present.

 

3.  Financial reports

a. Jean DiMonte presented the financial statements for the month ending
April 30, 2009. Payment of debt certificates was made this month. Jean recommended a transfer of $60,000.00.

b. Finance Committee Report – They met last Saturday.  Treasurer Lanken gave a report from the minutes of the meeting. Donations come under the other income fund.  Recode assets on PNL for Bob so that it is easier to determine where money comes from.
Brad Lanken made a motion for the committee to move forward to mapping items and adjusting the line items on the 2009-10 budget. Mary Lee seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried



 

4.  Consent Agenda

Curt Bley made a motion to approve the consent agenda with a transfer amount of $60,000.00. Brad Lanken seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

5.  Discussion Items

a. No additional report.

 

b. Nothing new to report from fundraising committee.

 

c. Nothing more at this time.

 

d. Young adult wall – on hold right now.

 

e.    The administration is working on drafting a patron code of conduct policy.  They are soliciting other libraries for suggestions.

 

f.       The Foundation is in place; President Corgiat needs to set up a meeting with the Board and the Foundation.

 

g.    Mayor’s Golf Outing is scheduled for Monday, June 8th.  Lunch only. Board Members were asked to let Director Lifka know if they want to go.

 

h.     Shovel-ready projects, Director Lifka shared drawings that were done by Dawn.  This should go to the Buildings and Grounds committee.  These plans are just to have something ready if money becomes available.

 

i.        Budget planning is in process.

 

j.        Senior Drop-In attendance has gone down quite a bit.  Should it continue to be something that takes so much time, space and coffee and refreshments?  They could meet in the staff lounge.  Maybe talk to those that come to encourage them to invite friends to attend to try to get the numbers up again.  Director Lifka passed out flyers at Senior Fair and will try to get it back in the Landmark.  See what happens the next few months.

 

k.     Director Lifka passed out a copy of the ballot for the Metropolitan Library System Board election.  The Library gets one vote.  Anyone have any suggestions?  Trustee DeRosier will do some research and let Director Lifka know who to vote for.

 

l.        It was suggested that tribute books for outgoing Mayor Richard N. Scheck be tied to NASCAR or Little League. Director Lifka will work with Reference Librarian John Zmola.

 

m.  Nothing other was added tonight.

 

 

 

6.  Action Items

a. Andrea DeRosier made a motion to approve the minutes of the April 13th Board meeting, the February 11th Community Liaison Committee Meeting, the February 28th Finance Committee Meeting, the March 27th Building and Grounds Committee Meeting as submitted.  Curt Bley seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

b. Curt Bley made a motion to approve warrant list #09-05a in the amount of $14,661.10.  Brad Lanken seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

c. Nothing to report.

 

d. Andrea DeRosier made a motion to approve the contract on resealing and restriping the parking lot.  Curt Bley seconded the motion.  Roll call vote was taken.

Ayes: Curt Bley, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

e. Parking lot security cameras need to be discussed at a Buildings and Grounds committee meeting.

 

f.       Andrea DeRosier made a motion to approve the non-resident card ordinance 090501 as presented.  Curt Bley seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

g.    The full time employee’s health insurance will increase a lot.  There are options that need to be discussed at the personnel meeting.

 

h. Director Lifka’s vacation reporting – who should he be reporting to?  Trustee Manika will take over from Trustee Bley.

 

7. Information Items

a. Personnel committee will meet on May 28th at 7:00 pm, Buildings and Grounds committee will meet on May 28th at 8:00 pm, Finance committee will meet on Saturday, June 6th at 10:00 am., and Policy committee will meet on June 8th at 7:00 pm.  Community Liaison committee will meet on June 1st at 7:00 pm

 

b. No additional changes to the calendar.

 

c. No changes to the Memorial Books report.

 

d. Thank you note from staff for dinner and csa volunteers for their luncheon.

 

e. The equipment service / inspection log is up to date.

 

f. Board action log is up to date.

 

g. Trustee Continuing Education, flyers were handed out.

 

h. The Friends had nothing to report tonight.

 

i. There are no grants available at this time.

 

 

8.  Closed Session

There was no closed session requested tonight.

 

 

9.  Adjournment

Curt Bley made a motion to adjourn the meeting at 9:15 pm.  Mary Lee seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

 

Minutes of the meeting of April 13, 2009

 

1.  Open of Meeting

The meeting was called to order by President Corgiat at 7:35 pm.  Roll call was taken.

Present: Curt Bley, Annette Corgiat, Mary Lee, James Manika & Kay Subaitis

Absent: Andrea DeRosier, & Brad Lanken

 

Also Present: Director Bob Lifka, Jean DiMonte of DiMonte and Associates, & Ruth Ann Blyth

 

A quorum was established.

 

There were no visitors at this meeting

 

Kay Subaitis made a motion to approve the agenda as presented. Jim Manika seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

2.  Open Forum

Ruth Ann Blyth presented the final survey report.

 

3.  Financial reports

Jean DiMonte presented the financial statements for the month ending
March 31, 2009. March was a good collection month for taxes.  Jean recommended a transfer of $60,000.00.

4.  Consent Agenda

Kay Subaitis made a motion to approve the consent agenda with a transfer amount of $60,000.00. Mary Lee seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

5.  Discussion Items

a. No additional report, Treasurer Lanken is absent.

 

b. Nothing new to report from fundraising committee.

 

c. Ms. Blyth  gave report earlier in the meeting. A committee meeting should follow to go over the survey results.  Trustee Manika will set a meeting.

d. Young adult wall – no change as of yet.

 

e.    Staff Appreciation dinner is on May 3rd at JC’s Pub.  All set.  Director Lifka will get the candy.  Staff members are allowed to bring a guest if they pay for them.  The staff members who are being honored can bring 1 guest.  There are 5 being honored.

 

f.       The administration is working on drafting a patron code of conduct policy.  They are soliciting other libraries for suggestions.

 

g.    The Foundation has been approved by the IRS.  It has to be registered with the state.  They need to have a board meeting.

 

h.     Mayor’s Golf Outing is scheduled for Monday, June 8th.  Trustee Manika and Trustee Bley may want to golf, but they want to know the price first. President Corgiat wants to attend the lunch.

 

i.        Nothing other was added tonight.

 

6.  Action Items

a. Curt Bley made a motion to approve the minutes of the March 9th Board meeting, the February 11th Community Liaison Committee Meeting, the February 28th Finance Committee Meeting, the March 27th Building and Grounds Committee Meeting as submitted.  Jim Manika seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

b. Kay Subaitis made a motion to approve warrant list #09-04a in the amount of $6,117.31.  Jim Manika seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

c. Nothing to report.  A lot of progress was made in March, nothing has happened in April.

 

d. Kay Subaitis made a motion to adopt the resolution for the 20 year employees as presented with the names inserted.  Curt Bley seconded the motion.  Director Lifka will print on parchment paper and frame them to be presented at the employee recognition dinner.

Ayes: Curt Bley, Annette Corgiat, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

 

 

 

e.  Kay Subaitis made a motion to research and purchase a book in honor of Mayor Scheck on his retirement with a cost of approximately $50.00 Jim Manika seconded the motion. A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

f.  Kay Subaitis made a motion to authorize Director Lifka to get a contract with Unique Management, the collection agency.  Curt Bley seconded the motion. A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

 

7. Information Items

a. Volunteer appreciation luncheon is on April 22nd at Noon at Giron’s in Brookfield.

 

b. National Library Week is April 12th through 18th.  A proclamation will be read at the village board meeting on Monday, April 6th.

 

c. Thursday, May 7th is the Senior Fair in North Riverside.  Library has a table.

 

d. Director Lifka will attend the Health Insurance Meeting tomorrow and report to the Board.

 

e. No committee meetings were scheduled this evening.

 

f. Add Finance Committee meetings for the Saturday before the May Board meeting.  Time will be determined. May 17th is the last Sunday of being open until the fall.

 

g. Two new books were purchased.

 

f. There was no correspondence to read tonight.

 

g. The equipment service / inspection log is up to date.

 

h. Board action log is up to date.

 

i. Trustee Continuing Education, there is nothing additional at this time.

 

j. The Friends had nothing to report tonight.

 

k.     There are no grants available at this time.

 

l.        Director Lifka passed out an index page for the policy manual, please put into your manual.

 

m. Director Lifka passed out a policy on nepotism.  It was sent to him, so he wanted to share it with the Board just to look at it.

 

8.  Closed Session

There was no closed session requested tonight.

 

 

9.  Adjournment

Kay Subaitis made a motion to adjourn the meeting at 9:4 pm.  Mary Lee seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

 

Minutes of the meeting of March 9, 2009

 

1.  Open of Meeting

The meeting was called to order by President Annette Corgiat at 7:38 pm.  Roll call was taken.

Present: Curt Bley, Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Absent: No One

 

Also Present: Director Bob Lifka, Jean DiMonte of DiMonte and Associates

 

A quorum was established.

 

There were no visitors at this meeting

 

Kay Subaitis made a motion to approve the agenda as presented. Jim Manika seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

2.  Open Forum

No visitors

 

 

3.  Financial reports

Jean DiMonte presented the financial statements for the month ending
February 28, 2009. She recommended a transfer of $60,000.00. Some tax money has come in so far.  They will continue to come in through March.

4.  Consent Agenda

Brad Lanken made a motion to approve the consent agenda with a transfer amount of $60,000.00. Curt Bley seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

5.  Discussion Items

a. Brad Lanken reported that the committee met to discuss the operating budget and to finalize the director’s budget and treasurer’s report.  The operating budget was presented to the Board.

 

 

b. There was some discussion about Bingo as a possibility for a fundraiser.  Curt Bley will schedule a meeting to further discuss.

 

c. Director Lifka is trying to get in touch with Ruthanne Blythe regarding the survey.

 

d. Young adult wall – Komarek Art Club is interested in doing a mural.  They may also do it in the children’s meeting room.  Annette Corgiat suggested contacting the art group from the rec center to see if they are interested also.

 

e.    Staff Appreciation dinner is on May 3rd at JC’s Pub.  Annette Corgiat and Marion Kirin, Director Lifka’s administrative assistant, will go there and plan further details.

 

f.       Mary Lee talked about having someone from the Library go out to read to seniors that cannot read.  Director Lifka does go out and drop off books to homebound if they request it.  Mary Lee would like to see this program expanded and she volunteered to participate in this.  Director Lifka will talk to Carol Spale of the Village’s Department of Neighborhood Services  to identify the homebound who might benefit from this program. Then if needed, he will recruit more people who would be willing to deliver books and possibly visit with the people when they are comfortable.

 

g.    Mary Lee suggested that the comments and complaints that come into the suggestion box be brought to the Board so they know if there is something that needs to be addressed.  Director Lifka said he will report to the Board if there is anything to report. He will also create a form for the suggestion box.

 

h.     Mary Lee asked Director Lifka to create a table of contents for the policy manual.  He is working on this.

 

6.  Action Items

a. Curt Bley made a motion to approve the minutes of the February 9th Board Meeting.  Kay Subaitis seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

b. Brad Lanken made a motion to approve warrant list #09-03a in the amount of $12,119.95.  Andrea DeRosier seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

c. There was some progress on the Lower Level expansion.  Abe Assaf of Petra Contracting, the general contractor, is trying to get the waivers together.  The list of subcontractors has been contacted.  Some of them have provided waivers.  Some of them have already been paid, so the list is not as long as the Board thought.  Four more are being paid today by the bond company. Checks will not be issued without Board approval.

 

d. Brad Lanken made a motion to approve the resolution to transfer funds between accounts that was presented by Jean DiMonte in the amount of $33,768.00 from the capital improvement fund into the Building Fund and the amount of $150,000.00 from the building fund cash balance into the cash balance of the investment/savings account at First American Bank. Andrea DeRosier seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

7. Information Items

a. Volunteer appreciation luncheon is on April 22nd at Noon at Giron’s in Brookfield.

 

b. National Library Week is April 12th through 18th.  A proclamation will be read at the village board meeting on Monday, April 6th.

 

c. Curt Bley scheduled a community liaison committee meeting on Saturday, March 14th at 10:00 am to talk about scheduling Bingo.  Brad Lanken scheduled a finance committee meeting for Saturday, April 4th at Noon.

 

d. There were no additional changes to the calendar.

 

e. There were no changes to the Memorial Books report.

 

f. Andrea DeRosier had no correspondence to read tonight.

 

g. The equipment service / inspection log is up to date.

 

h. Board action log is up to date.

 

i. Trustee Continuing Education, there is nothing at this time.

 

j. The Friends had nothing to report tonight.

 

k.     There are no additional grants available at this time.

 

8.  Closed Session

There was no closed session requested tonight.

 

9.  Adjournment

Kay Subaitis made a motion to adjourn the meeting at 9:07 pm.  Mary Lee seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

 

Minutes of the meeting of February 9, 2009

 

1.  Open of Meeting

The meeting was called to order by President Corgiat at 7:30 pm.  Roll call was taken.

Present: Curt Bley, Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Absent: no one

 

Also Present: Director Bob Lifka, Jean DiMonte of DiMonte and Associates, Mary Cozzolino from Golden Security Insurance Agency.

 

A quorum was established.

 

Mary Cozzolino from Golden Security Insurance Agency was in the audience today.

 

Andrea DeRosier made a motion to approve the agenda as presented.  Kay Subaitis seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

2.  Open Forum

Mary Cozzolino from Golden Security Insurance Agency was here for her annual visit. She reported that nothing was changing for this year.  The only change is that there is no longer an additional storage area off site.

 

3.  Financial reports

Jean DiMonte presented the financial statements for the month ending January 30, 2009 and a revised financial statement as of December 31, 2008 with the building fund combined in. She recommended a transfer of $60,000.00.

Treasurer Lanken had nothing further to report.

4.  Consent Agenda

Treasurer Lanken made a motion to approve the consent agenda with a transfer amount of $60,000.00. Trustee Subaitis seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

5.  Discussion Items

a. Mary gave her report earlier.

 

b. The committee met last Saturday.  It was decided to go ahead and combine the financial statements which Mrs. DiMonte presented this evening.  Some ideas for cost cutting were discussed.  For additional information, see the minutes from the meeting.

 

Brad Lanken made a motion to close the Library on Mother’s Day.  Andrea DeRosier seconded the motion.  Roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

Brad Lanken made a motion to raise the facsimile rates.  Curt Bley seconded the motion. Roll call vote was taken

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

Treasurer Lanken made a motion to eliminate invites to guests to dinners for staff and Board members this year.  This is due to the cut in the budgets.  The staff that is getting a significant recognition will be allowed to bring a guest only. Trustee Lee seconded the motion. A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

c. There is nothing to report on fundraising at this time a meeting will be set tonight.

 

e.    There is nothing to report on the survey at this time.  Director Lifka has not been able to get in touch with Ruthanne Blyth, who conducted the survey in 2008 He will continue trying.

 

f.        Proposed resolution was revised.  Director Lifka will present final at the April 13th meeting to be voted on.  They can invite their families to attend the Board meeting refreshments will be served after the meeting. This meeting will start at 7:00 pm.

 

g.    The employee appreciation dinner was set for May 3rd at JC’s Pub at

5:30 pm.

 

h.     Young Adult wall – Director Lifka is waiting to hear back from the art teacher at Komarek.  Trustee Bley will email some photos of murals he has done.

 

i.         Nothing other was added to tonight’s agenda.

 

 

 

6.  Action Items

a. Trustee Subaitis made a motion to approve the minutes of the January 12th   Board Meeting, the January 12th Policy / By Laws committee meeting, the January 21st Personnel committee meeting and the February 7th Finance committee meeting as presented.  Trustee Bley seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

b. Trustee Subaitis made a motion to approve warrant list #09-02a in the amount of $14,117.13. Trustee Bley seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

c. Director Lifka reported last month that the bond company had called Matt Hichens, the Library District architect.  Director Lifka has not heard anything since then from Mr. Hichens.  Director Lifka received a call today from Abe Assaf of Petra Contracting.  He told him that he is waiting to hear from the bond company.  Mr. Assaf said he will call Mr. Hichens.

 

d. Trustee Lee made a motion to adopt policies with the changes to fines and cost of facsimiles.  Trustee Subaitis seconded the motion.  Roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

e. Trustee Subaitis presented two personnel policies for meal break and extended time off for part time personnel that were discussed at the personnel meeting. She emailed them to everyone for review.

 

Trustee Subaitis made a motion to approve the revised personnel policy #506 rest and meal breaks for hourly personnel as presented.  Trustee Bley seconded the motion.

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

Trustee Subaitis made a motion to approve the revised policy # 310 extended time off for part time personnel.  Trustee Bley seconded the motion. Roll call vote taken

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

f. The volunteer recognition lunch was set for April 22nd at Giron’s in Brookfield at Noon.

 

g. Trustee Subaitis made a motion to approve the 3 year audit proposal from O’Neil and Gaspardo as presented.  Trustee Lanken seconded the motion.  Roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

 

7. Information Items

a. Committee Meetings – Trustee Bley called a fundraising committee meeting to get some ideas on February 11th at 6:30 pm.  Trustee Lanken called a finance committee meeting on February 28th at 10:00 am.

 

b. There were no changes to be made to the calendar tonight. April calendar

is not correct.  Director Lifka will correct before the next meeting.

 

d. There were no changes to the Memorial Books report.

 

e. Secretary DeRosier had no correspondence to read.

 

f. The equipment service / inspection log is up to date.

 

g. Board action log is up to date.

 

h. Flyer about March 3rd workshop at MLS was passed out.

 

i The Friends have nothing to report.  There will not be a spring book sale.  It will be in October only this year.

 

j. There are no grants available at this time.

 

 

8.  Closed Session

There was no need for a Closed session tonight.

 

 

9.  Adjournment

Trustee Bley made a motion to adjourn the meeting at 9:00 pm.  Trustee Lee seconded the motion.  A roll call vote was taken.

Ayes: Curt Bley, Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

 

Minutes of the meeting of January 12, 2009

 

1.  Open of Meeting

The meeting was called to order by President Corgiat at 7:30 pm.  Roll call was taken.

Present: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Absent: Curt Bley

 

Also Present: Director Bob Lifka, Jean DiMonte of DiMonte and Associates arrived at 7:45 pm.

 

A quorum was established.

 

There were no visitors at this meeting

 

Kay Subaitis made a motion to approve the agenda as presented.  Jim Manika seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

2.  Open Forum

No visitors

 

 

3.  Financial reports

Jean DiMonte presented the financial statements for the month ending December 31, 2008. She recommended a transfer of $70,000.00.

The January statement will look different as the building fund will be combined with the general fund and all will be on one statement.

Brad Lanken moved to transfer and eliminate the capital project fund and make that a part of the building and assets.  Jim Manika seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried





4.  Consent Agenda

Kay Subaitis made a motion to approve the consent agenda with a transfer amount of $70,000.00. Mary Lee seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

5.  Discussion Items

A. Treasurer Lanken passed out the 2008-09 operating budget.  There was a net profit of approximately $20,000.00 for this fiscal year.  The finance committee was asked to look for ways to cut expenses and increase revenue an additional $10,000.00.  Fines & other items were increased; other items were cut or frozen.  These changes will make the final $31,600.00 estimated net profit for this year.  The finance will meet again to try to come up with another $10,000.00 to add to that $31,600.  This will make the total $41,600.00 and the goal is $50,000.00 per year.

 

Treasurer Lanken moved to increase print out charge to 20 cents per print, photo copies to 20 cents and 10 cents for seniors and increase facsimile charge to $1.50 per page and $1.00 per additional page effective February 1st.  Kay Subaitis seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

Treasurer Lanken made a motion to adjust the forecasted expenses for staff training from $10,000.00 per year to $3,500.00 per year.  Andrea DeRosier seconded the motion.  A roll call vote was taken

Ayes: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika & Kay Subaitis

Nays: None

Motion carried

 

b. There was nothing additional to report on fundraising tonight.  This needs   to be looked at again in future months.

 

c. Director Lifka is waiting for more information from Ruthanne, she is working on it.

 

d. Director Lifka passed out the resolution that was passed 5 years ago for the same ladies’ 15th anniversary.  It needs to be reworded for this year.  It would be presented at the employee appreciation celebration possible on May 3rd.  Please look into wording for a new resolution to be passed at a future meeting.

 

e.    There was some discussion about allowing patrons to have drinks with covers in the Library.  It was decided that it is not necessary at this time.

 

f.       Young adult wall needs to be decorated.  The art club from RB doesn’t think they can do it.  It was suggested that Director Lifka call Komarek school to see if they can do anything or call Riverside Arts center.  Another suggestion was to put it in the newsletter to see if any residents are interested in doing it.

 

g.    Kay Subaitis suggested that a policy be created for rest and meal breaks for full time personnel and unpaid leave of absence for part time personnel.  She will email these policies and have a committee meeting to discuss them..

 

h.     Nothing was added to the agenda for tonight.

 

6.  Action Items

A. Kay Subaitis made a motion to approve the minutes of the December 8th  Board Meeting, & January 10th Finance committee meeting. Brad Lanken seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika  & Kay Subaitis

Nays: None

Motion carried

 

B. Brad Lanken made a motion to approve warrant list #09-01a in the amount of $8.067.75. James Manika seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika  & Kay Subaitis

Nays: None

Motion carried

 

c. There was nothing to report on the Lower Level expansion.

 

d. Jean will present next month.

 

e. Mary Lee made a motion to adopt the by-laws as recommended by the attorney as presented.  Andrea DeRosier seconded the motion. A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika  & Kay Subaitis

Nays: None

Motion carried

 

f. The Library will be closed on Friday, January 30th so that staff can renew their CPR & AED as mandated by the state.

 

 

7. Information Items

a. FMLA changes took effect on January 1st.  When they are announced further, the Library policy will need to be updated.

 

b. Personnel Committee will meet on for Wednesday, January 21st at 6:30 pm to discuss the 2 policies that were discussed earlier.  Finance committee will meet on Saturday, February 11th at 10:00 am.

 

c. There were no additional changes to be made to the calendar tonight.

 

d. There were no changes to the Memorial Books report.

 

e. Andrea DeRosier read thank you notes from Barb Sylvestri, Georgette, & the entire staff for the gifts and dinner.  Annette read a thank you note from Andrea DeRosier for the plant.

 

f. The equipment service / inspection log is up to date.

 

g. Board action log is up to date.

 

h. Trustee Continuing Education.  Andrea attended a session on the election procedures.  Director Lifka mentioned February 5th workshop for Trustees at MLS headquarters and February 28th annual Illinois Library workshop at the Marriott in Lisle.

 

I. The Friends aren’t meeting this month.  The executive committee voted to purchase CD browser bins for the adult and children’s departments.  In February it will be decided whether or not there will be a book sale in April.

 

j.        There are no grants available at this time.

 

8.  Closed Session

Kay Subaitis made a motion to go into closed session to discuss personnel.

Mary Lee seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika  & Kay Subaitis

Nays: None

Motion carried

 

9.  Closed Session

Kay Subaitis made a motion to come out of closed session and return to open session. Mary Lee seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika  & Kay Subaitis

Nays: None

Motion carried

10.  Adjournment

Kay Subaitis made a motion to adjourn the open meeting at 9:10 p.m.  Mary Lee seconded the motion.  A roll call vote was taken.

Ayes: Annette Corgiat, Andrea DeRosier, Brad Lanken, Mary Lee, James Manika  & Kay Subaitis

Nays: None

Motion carried