Regular Meeting of the Board of Trustees
Princeton Public
Library Meeting Room
December 2007
January 2008
February
2008
March 2008
April 2008
Present: Board Members: Stephanie VanOrdstrand, Mike Bettasso, Laurie Bonucci, Alan Davidson, Dave Gillespie, Jennifer Alter, Carolyn Schafer, Mary Sue Phillips, also Library Director Carol Bird, Recording Secretary Marcie Jaggers
Absent: Bill Beneke
Public: Dr. John Throop of The Summit Planning Group in Peoria, Illinois
President Laurie Bonucci convened the meeting at 7:02 p.m.
Public Participation: None.
Laurie welcomed Dr. Throop to the meeting. Dr. Throop distributed a copy of his report entitled “Princeton Public Library; A Plan for the Future 2008-2012”. See attached. He noted that he will provide an addition to this report on discussions he had with members of the community by the end of this week. Dr. Throop reviewed each section of his report with the board. Lengthy discussion ensued. Some ideas Dr. Throop stressed and/or shared:
· The library is in a new space and a position it has never been before. Challenged to provide programming and activities for the community and challenged to raise the money to support it.
· The Capital Campaign Committee has done a wonderful job. There is more to do.
· A matrix can be developed to visualize a timeline for the strategic plan.
· Significant decisions need to be made in regard to the library’s geographic base.
· The library has a tremendous future ahead that will need focus. Marketing and fundraising will be very important.
· It is especially important to keep the library website current. Developing and upgrading the newsletter is very important.
· It is important to figure the costs if the bulk of the strategic plan is implemented – where the budget is today and where it will need to be in 2010 and so on.
· The board will need to be very disciplined and focused.
· He suggests seriously considering the formation of a library foundation to support the library.
· He suggests building a relationship between Carol, as library director, and the library director at Princeton High School. It is important to help her understand the value of the resources at Princeton Public Library and to find a way to supplement each other.
· If the board is interested in a community survey, please contact him.
Laurie asked Dr. Throop for his opinion regarding a community-wide foundation. A foundation specifically for the library would be his recommendation.
Laurie thanked Dr. Throop for his guidance through the strategic planning process. Dr. Throop expressed his appreciation for the opportunity to once again work with the board. He was excused from the meeting at this time.
MOTION 07-125 Alan moved to approve the regular
board minutes from October 17, 2007.
Dave seconded the motion, motion carried.
Laurie asked for any corrections or additions to the December 3, 2007 executive session minutes. Hearing none, those minutes were approved.
Treasurer’s Report.
MOTION 07-126 Mike moved to approve the Treasurer’s Report dated October 31, 2007. Carolyn seconded the motion, motion carried.
MOTION 07-127 Carolyn moved to approve the listing of bills as e-mailed on November 30, 2007. Dave seconded the motion, motion carried.
Alan presented a bill from BCA. Discussion ensued regarding punch list issues yet to be completed. In addition, there were recent issues with a roof leak and water leaking into the building near the drive-up book drop area. It was agreed to hold payment of the BCA bill at this time.
Alan presented two bills from A-Plus for snow removal: 12/5 for $255 and 12/7 for $220
Discussion ensued. Laurie offered to investigate the cost for snow removal from another source. It was pointed out by Alan that snow must be removed before 10:00 a.m. Mary Sue asked if we need to plow the entire lot when we are only using about half of it for parking.
Alan also presented the following bills:
$75 to Jeanette Morman for computer work
$3,250 to The Summit Planning Group for Dr. John Throop’s work on strategic planning
$132 for Dr. Throop’s mileage costs
$19.32 for Dr. Throop’s printing and copying costs
$588.50 to Ruby Parro for Capital Campaign work
MOTION 07-128 Mike moved to approve these bills as presented by Alan. Carolyn seconded the motion, motion carried.
Stephanie suggested that snow removal should go out for bids. Discussion ensued. The Building and Grounds Committee will look into this, considering removal needs to be done in the a.m. and the idea of not needing to clear the entire lot every time it snows.
Stephanie asked Carol to expound on the recent water leaks. Carol said that someone came from Sterling Roof to check into the 2 indoor leaks from the roof. The drainage pipes were totally iced up causing water to pool on the roof. He cleared the ice from the drains allowing water to drain. However, the rubber membrane must have a flaw to have allowed the water to leak through. Carol will follow up on this to get repairs secured while under warranty.
Carol will contact Key Builders to check into why water came in near the drive-up book drop area under the wall, dampening the carpet.
Board Member Reports. Carolyn and Alan compiled a summary of library fund balances and projected balances considering remaining construction expenses and capital campaign pledges/donations. See attached.
Other Correspondence. Stephanie met with Ellen Lawton at the library to give her a tour. Mrs. Lawton donated funds for the local history room and was very pleased with the room and the new library. Stephanie shared a note she received from Mrs. Lawton.
Administrative Reports:
The Youth Services report is attached.
The Director’s report is attached. Carol distributed a list of board meeting dates for 2008 and an updated statistics sheet to replace what was received in the mail. Carol noted the library will receive a donation from the Princeton Junior Women’s Club to be used toward our self-contained audio book collection. Carol will look into costs of window blinds for the public meeting room. Carol submitted the necessary technology report for the e-rate. Carol continues to work with the DAR to satisfy their regulations for the moving of a plaque and the mounting of a certificate near their flag donation.
Carol noted item #10 in her report. She will need to take 3 hours of training in January relating to the AskAway reference service.
New Building Reports:
Fund Raising/Capital Campaign Committee. Stephanie distributed an accounting of the Capital Campaign checking account. See attached. Stephanie noted that Ruby will continue to handle acknowledgments, mailing, updating the spreadsheet and other tasks for the Campaign through January 31, 2008. We need to consider who will pick up these duties after that date. One option is to hire Ruby for a couple hours per month.
Ron Peterson donated a car, a 2001 Grand Prix, that will be auctioned off with proceeds going to the Capital Campaign.
Stephanie noted that she should be receiving a bill from MTM Recognition for our expenses for the donor wall. She suggested a special meeting will be needed to approve payment of this bill before the next regular meeting. Discussion ensued. MOTION 07-129 Mike moved to approve payment to MTM Recognition for donor wall expenses from Capital Campaign funds not to exceed $15,000. Mary Sue seconded the motion. Carolyn asked for discussion. Discussion ensued. Mike withdrew the motion.
Stephanie reported that there are too many names for the current donor wall. It will be necessary to add a secondary plaque on the west wall of the café area. There is some material left from the slab purchased for the original wall the could possibly be used.
It was suggested that the signage for the local history room could be etched directly onto the glass of the door. Mary Sue noted the importance of using the same style and font as the other signage in the building.
Alan and Stephanie addressed the procedures regarding donation of stock to the Capital Campaign. Alan noted stocks have to be converted to cash within three days of receipt. It was agreed the funds can be deposited into the library’s discretionary fund by the bank and then transferred into the Capital Campaign. Necessary tax forms will be issued and acknowledgments sent.
Laurie noted that as the Capital Campaign comes to a close it may be a good time to start the Library Foundation to utilize those individuals that have been involved with the Campaign.
New Building Committee:
The question was raised as to a date for completion of all punch list items for the building. Mary Sue suggested the library board set a specific date. Laurie will talk to Greg Hubble.
Parking lot light. Carol distributed a note from Steve Matthews dated October 31, 2007, summarizing his discussions with representatives from Perry Memorial Hospital (PMH) regarding the parking lot light. See attached. An $1,800 bid from C&C Electric was received for the cost of changing the wiring so that the hospital would pay for the electricity to power the light not the library. Denny Miller spoke to Laurie this afternoon explaining the hospital’s view that Steve and Rex had a ‘gentlemen’s agreement’ that the library would pay for changing the wiring. Discussion ensued. It was agreed to find out if PMH plans to repair the light to working condition if the wiring is changed. There was concern that the library remain a “good neighbor” to PMH. There was concern that the library is not in any position to take on additional expenses at this time. It was suggested to get another bid to see if this could be done for less than $1,800. The board did not make a decision at this time. Laurie will call Denny Miller to discuss the issue further.
Old Business:
Carol needs feedback from the board regarding the disaster plan she distributed in October. Carol will get a copy of the plan to Mary Sue.
Mary Sue asked what was the next step with the strategic plan. Board members should review Dr. Throop’s report. Prioritizing and costing will take place at the January meeting.
New Business:
Carol reported on the 3-year Technology Plan she submitted to the PALS System. This plan will then be sent on to the State of Illinois. Carol noted the probable need for a technology staff person in the future. Alan asked Carol to provide a copy of the plan to the board for their review prior to the January board meeting.
Other Business:
Board members expressed thanks to Laurie and Margaret Martinkus for providing food at the strategic planning meetings.
Respectfully submitted,
Matson Public Library
Regular Meeting of the Board of Trustees
January 16, 2008
Princeton Public Library Meeting Room
Present: Board Members: Stephanie VanOrdstrand, Mike Bettasso, Laurie Bonucci, Alan Davidson, Dave Gillespie, Jennifer Alter, Mary Sue Phillips, Bill Beneke, also Library Director Carol Bird, Children’s Librarian Connie Kauffman, Recording Secretary Marcie Jaggers
Absent: Carolyn Schafer
Public: Jeff Fiegenschuh, Princeton City Manager
Donna Barker, Bureau County Republican
President Laurie Bonucci convened the meeting at 6:30 p.m.
Public Participation: Laurie welcomed the new city manager, Jeff Fiegenschuh.
MOTION 07-134 Alan moved to approve the regular board minutes and executive session minutes from December 12, 2007. Dave seconded the motion, motion carried.
Treasurer’s Report. Alan updated the report with some account totals that weren’t available at the time the report was completed. Alan reported, according to Clyde Wray, the bond issue has $19,426.21. This figure is more than last reported as interest had not been included.
There was brief discussion regarding utility bills. MOTION 07-135 Dave moved to approve the Treasurer’s Report dated December 31, 2007, the bills as presented by e-mail for payment by Alan on December 15, 2007, December 31, 2007, January 15, 2008, and a health insurance payment of $1,994.44 to the City of Princeton. Mike seconded the motion, motion carried.
MOTION 07-136 Mike moved to approve payment to Ruby Parro for Capital Campaign services in the amount of $459.25 and the bill from MTM Recognition for the donor wall and plaques as presented. Dave seconded the motion, motion carried.
Board Member Reports. None.
Other Correspondence. Board members looked through correspondence as shared by Carol. Carol noted an anonymous letter requesting that library statistics be published in the newspaper. It was agreed this is a good idea as well as getting statistics posted on the library website.
Administrative Reports:
The Youth Services report is attached. Connie noted she will be working from 1-9 p.m. on Wednesdays.
The Director’s report is attached. Carol showed board members a PlayAway, self-contained audio book as she describes in item #9. Carol noted that the AskAway (item #1) logo will be added to our library webpage as soon as our profile is complete. Our library will not man the live chat reference but we will respond to e-mail questions. Carol noted that meeting minutes can not be posted to the library’s webpage until after the board has approved them. The March 19, 2008, board meeting is the same night as a Friends of the Library reception to be held at the library. Mary encouraged board members to stop by this reception that begins at 5:30 p.m. with a program at 6:30 p.m. The board meeting may be moved to a different location in the library.
New Building Reports:
Fund Raising/Capital Campaign Committee. Stephanie reported pledges to date total $455,500.
Stephanie updated the board regarding progress on designing the additional donor wall area, signage for naming rooms, and recognition for outdoor donations including trees, furniture, etc… The board agreed that Ruby Parro should continue her work with the Capital Campaign for approximately 6-8 hours per month for an additional 4-6 months as needed. Stephanie noted an “end of campaign” acknowledgement will be prepared for the local newspaper in the near future.
New Building Committee:
Carol reported she is still working with Beth Ranney at BCA on furniture issues. The tabletops in the computer areas need to be changed. We received glossy tops and they should have been matte. The project has to be coordinated with a tech person as the cords for the equipment all have to be disconnected and reconnected as part of the process. Mike volunteered to stop by and talk to Carol about this project to determine if he could get some volunteers together to assist.
The cost for the heat tapes and installation is $3257.13, and the cost for masonry joints is $2677.27.
There continues to be issues with building leakage. Key Builders’ recommendation is to install heat tape on the west side downspouts to prevent freezing at an estimated cost of $3257.13. In addition, they recommend repairing cracks in the side of the building at an estimated cost of $2677.27. Discussion ensued. After much discussion it was agreed this problem should be addressed as soon as possible to avoid further damage. MOTION 07-137 Mike moved to approve going forward with needed repairs to cracks in the building and installation of heat tape on the downspouts, not to exceed the estimated amount. Alan seconded the motion, motion carried. The board also directed that both Key Builders and BCA be informed of the board’s impression that these issues should have been part of the original bid process. Laurie will follow-up with both Key Builders and BCA to inquire about the possibility of sharing the cost of these two projects.
Old Business:
MOTION 07-138 Alan moved to approve the Strategic Plan as distributed last month. Mary seconded the motion, motion carried.
Laurie asked if the board would want to appoint a Strategic Plan committee to work on prioritizing and implementation of the new Strategic Plan. Discussion ensued. It was agreed that the entire board would like to be part of this process. Laurie asked board members to read through the plan and prioritize 5-6 items.
New Business:
Library name. Currently nothing has changed legally from Matson Public Library to Princeton Public Library. Laurie asked the board to consider the library name change. This issue was tabled until next month.
Kelly Autrey-Webber has asked to use the old library building for the Harry Potter Festival later this year. It was agreed that we will need to wait to see what the status is of the building at that time.
Carol reported that shields will be added to the parking lot lights to reduce the brightness for the library’s neighbors. There will be no charge to do this. The shields will project the light downward into the lot.
Carol reported her concern regarding the burnout rate of fluorescent bulbs in the interior of the library. She continues to discuss this issue with Key Builders.
Other Business:
Laurie reported the need to vote, by ballot, for a Vice President of the library board. Ballots were distributed and Mary Phillips was unanimously elected.
MOTION 07-139 Dave moved to adjourn the regular meeting to executive session for the purposes of legal issues and personnel. Alan seconded the motion, a voice vote was taken, motion carried. The meeting was adjourned to executive session at 7:31 p.m.
MOTION 07-141 Mike moved to adjourn the regular meeting. Stephanie seconded the motion, motion carried. The meeting was adjourned at 7:42 p.m.
Respectfully submitted,
Marcie Jaggers, Recording Secretary
Regular Meeting of the Board of Trustees
February 20, 2008
Princeton Public Library Meeting Room
Present: Board Members: Stephanie VanOrdstrand, Carolyn Schafer, Laurie Bonucci, Alan Davidson, Dave Gillespie, Jennifer Alter, Mary Phillips, Bill Beneke, also Library Director Carol Bird, Children’s Librarian Connie Kauffman, Recording Secretary Marcie Jaggers
Absent: Mike Bettasso
President Laurie Bonucci convened the meeting at 7:00 p.m.
MOTION 08-013 Alan moved to approve the regular board minutes and executive session minutes from January 16, 2008. Dave seconded the motion, motion carried.
Treasurer’s Report. MOTION 08-014 Bill moved to approve the Treasurer’s Report dated January 31, 2008. Dave seconded the motion, motion carried. There was brief discussion about revising the design and layout of the Treasurer’s Report. Carol stated the software will be upgraded to the newest version.
MOTION 08-015 Jennifer moved to approve the bills as presented by e-mail on January 31, 2008 and February 15, 2008. Mary seconded the motion, motion carried.
MOTION 08-016 Dave moved to approve payment to Ruby Parro for Capital Campaign services in the amount of $473.00. Carolyn seconded the motion, motion carried.
MOTION 08-017 Carolyn moved to approve payment to Key Builders in the amount of $35,335.53. Stephanie seconded the motion, motion carried.
Alan noted that the balance of the bond issue will be used along with funds from the construction account to pay this Key Builders bill. He noted that $1,840,182.05 has been paid to Key Builders to date.
Carol noted that BCA met with a representative of the furniture vendor. It was made clear that no payment will be issued until all furniture problems are settled.
Board Member Reports. None.
Other Correspondence. None.
Administrative Reports:
The Youth Services report is attached. Laurie mentioned an e-mail received from Terry Madsen regarding Gaming Nights to attract young people to the library. Discussion ensued. Mary suggested also providing books and literature regarding careers involving the gaming industry.
The Director’s report is attached. Carol elaborated on some of the information in her report. It was agreed to change the time of the regular board meeting on Wednesday, March 19, 2008 to 7:30 p.m., to allow board members to attend the Friends event at 6:30 p.m. that evening. Carol pointed out new patron statistics of 82. A representative from the PALS System worked with Margaret regarding problems getting the website updated. Carol shared details of a continuing problem with sewer back-ups. Roto-Rooter provided services. Discussion ensued. Laurie will talk to Greg Hubble about BCA’s role in the plumbing design.
New Building Reports:
Fund Raising/Capital Campaign Committee. Stephanie reported pledges to date total $468,761.
Old Business:
Strategic Plan. Laurie suggested one more meeting to set a plan of action and milestones regarding the new strategic plan. A meeting was set for Wednesday, March 12th and 6:30 p.m.
Naming of the library. Laurie asked the board for discussion regarding the name of the library. Currently the library is operating as Matson Public Library DBA Princeton Public Library. Discussion ensued. Mary suggested naming the historical collection after the Matson family. MOTION 08-018 Alan moved to change the name from Matson Public Library to Princeton Public Library. There was additional discussion. Dave seconded the motion, the motion passed. There were two no votes.
sale of old library building. LaSalle Title will issue clear title for the property. Dave and Laurie will speak to Keith Cain to discuss selling the building and property. Bill noted that if the city doesn’t buy it, there must be a public auction. Carol met with local realtor Terry Ellberg and received the suggestion of starting at $60,000 for the small piece of property across the alley from the old library.
New Business:
Stephanie discussed the details of the second donor wall to accommodate names that don’t fit on the initial wall. See attached.
Jennifer met with Stoner Signs regarding etching glass on the door to the local history room. Stoners recommended a vinyl decal for around $95. Discussion ensued. Jennifer will find out the cost for actual etching on the glass and report back to the board.
Jennifer met with Mark Austin of A&M Products regarding the interior donor signs. Discussion ensued. Jennifer will report back to the board with her recommendation after further research.
Technology Plan. MOTION 08-019 Dave moved to accept the Technology Plan as presented in January. Alan seconded the motion, motion carried.
Jennifer reported an estimate was received of $3,500 for window blinds on the North window of the meeting room and the west door. Discussion ensued. Jennifer will work on getting another quote. It was suggested to check with Princeton High School about the blinds in their new learning center and cafeteria.
Respectfully submitted,
Matson Public Library
Regular Meeting of the Board of Trustees
March 19, 2008
Princeton Public Library Meeting Room
Present: Board Members: Stephanie VanOrdstrand, Laurie Bonucci, Alan Davidson, Dave Gillespie, Jennifer Alter, Bill Beneke, Mike Bettasso also Library Director Carol Bird, Children’s Librarian Connie Kauffman, Recording Secretary Marcie Jaggers
Absent: Carolyn Schafer, Mary Phillips
President Laurie Bonucci convened the meeting at 7:45 p.m.
MOTION 08-023 Alan moved to approve the regular board minutes and executive session minutes from February 20, 2008. Dave seconded the motion, motion carried.
Carol was asked to re-distribute the minutes from the February 23, 2008, Special Meeting for board review prior to next month’s meeting.
Treasurer’s Report. Alan noted that the line item Miscellaneous Administrative is over budget due to Dr. Throop’s services and Miscellaneous Expense is over mostly due to snow removal charges. There is a specific line item in next year’s budget for snow removal. Alan reported the balance in the Construction Account is approximately $7,643 and the Capital Campaign account $108,217. MOTION 08-024 Mike moved to approve the Treasurer’s Report dated February 29, 2008. Jennifer seconded the motion, motion carried.
Alan shared the details of a letter to BCA from a representative from the furniture company. The furniture company is offering a credit of $5,000 leaving a balance of $182,640.75 due. Discussion ensued regarding the significant displeasure the library board experienced when the furniture was not delivered before the opening of the library. It was agreed that the board would like an explanation of what the company based the $5,000 figure on. Carol and Laurie will talk to Beth at BCA. The board would like to have BCA’s feedback as to what is usual and customary in this type of situation. Carol will look for the original contract to find out if any terms were specified. Mike offered to help Carol.
MOTION 08-025 Mike moved to approve the bills as presented by e-mail on February 29, 2008 and March 15, 2008. Dave seconded the motion, motion carried.
MOTION 08-026 Dave moved to approve payment to Ruby Parro for Capital Campaign services in the amount of $137.50. Jennifer seconded the motion, motion carried.
Alan noted that the bank needs new resolutions and signature cards due to the name change of the library. It was agreed that the four officers and Bill Beneke (for convenience) should be listed on the signature. Discussion ensued. Alan agreed to follow up with the bank. Bill will review the legalities of the name change regarding what to report to the State of Illinois.
A slate of officers should be presented in April to be voted upon in May.
Board Member Reports. None.
Other Correspondence. Carol shared correspondence received including an assessment appeal and notice of the area and per capita grant.
Laurie read a letter from Carol informing the board of her plans to retire as library director effective June 30, 2008. Discussion ensued. The board expressed thanks to Carol and wished her well in her retirement.
Administrative Reports:
The Youth Services report is attached. Connie reported that the afternoon story hour will continue through May and then be discontinued.
The Director’s report is attached. Carol wanted to remind the board of the outstanding program available for blind and physically handicapped patrons including those suffering from the effects of stroke, Parkinson’s disease, macular degeneration, etc… A machine is provided for listening and materials are received and returned through postage-paid mail. Carol is the contact person for this program. The board agreed to again provide lunches for those volunteering at the Friends of the Library Book Sale.
April is volunteer month. Carol said the library staff would like to acknowledge volunteers with a brunch on Monday, April 14th ad 9:00 a.m. The board supported this idea.
New Building Reports:
Fund Raising/Capital Campaign Committee. Stephanie reported pledges to date total $540,000. Dave asked if donors would receive reminders of their balance due. Stephanie reported that about 30% are making payments on their pledge with the remaining 70% having paid their pledge in full. Alan asked if e-mail reminders could be used to save postage. Stephanie said Ruby Parro would be looking into the best means for sending reminders.
Stephanie presented two proposed layouts for the additional donor wall design. The board agreed on the design labeled “A”.
Mike asked about the signage in front of the library. Laurie stated that issue would be addressed again next month.
Jennifer reported that Stoners quoted $850 to etch on the glass of the local history room door. She also had a quote from a company in Kewanee of $150 for acid etching on the glass. Discussion ensued. It was agreed to go with the acid etching. The building committee will assist with the details of transporting the door to and from Kewanee.
Carmi Miller bequest. Stephanie discussed the possibility of taking a publicity photo with Frank Miller giving a check to the library for the bequest. She also mentioned the possibility of including Carmi Miller on the donor wall. Alan asked about recognizing other trusts that have funded the building project including the Martha Payden Trust and the Pierson Trust. Discussion ensued. The idea was suggested of putting the names on a separate plaque to hang in the library.
Stephanie noted the Capital Campaign has to be brought to an end. If the Carmi Miller bequest is included, the campaign reached its goal. Discussion ensued regarding the best way to report the summation of the campaign to the public.
New Building Committee:
Shades/blinds. Jennifer received a quote for shades in the public meeting room in the amount of $2,400. These are the same blinds as used in the Princeton High School media center.
Old Business:
Laurie reported that the Bureau County Historical Society is interested in the 15 Park Avenue West building. Carol & Laurie will meet with them. Laurie will also organize a time for board members who are interested to go to the old building for the purpose of preparing an inventory of remaining furniture items.
New Business:
Budget. Alan noted the per capita grant is a little less than last year and the figure will be updated in the proposed budget before it goes to City Hall. MOTION 08-027 Mike moved to approve the fiscal year 2008-09 budget as presented. Dave seconded the motion, motion carried.
Alan reported that when the fire department staff examined the new library building, Gary Hanna suggested the posting of a fire zone map. This map would illustrate where an alarm is initiating. Alan will talk to Gary and proceed with this.
Other Business:
Laurie distributed a listing of library board committees and those who are serving for 2008-2009. She noted that if three or more board members are meeting this must be publicized and open to the public. Contact Laurie if you have any questions.
Mike noted an article he read regarding notebook computers on a portable cart. Carol reported the system will be doing a group purchase in the next month.
Dave pointed out the board needs to meet to review the last six months of executive session minutes to determine if any minutes can be made public. Laurie said this will be done next month in executive session.
Stephanie shared that she is looking for opportunities to have question and answer sessions regarding procedures of the board. She said perhaps other newer board members feel the same. Laurie encouraged asking questions at any time during the meetings. Mike said if the board wants to know the reason something is done, probably the public feels the same. He suggested a “frequently asked questions” section on the library’s website.
MOTION 08-028 Dave moved to adjourn the regular meeting to executive session for the purposes of real estate, Section (c) (7), and personnel, Section (c) (1). Stephanie seconded the motion, a voice vote was taken, motion carried. The meeting was adjourned to executive session at 9:10 p.m.
MOTION 08-030 Bill moved to adjourn the regular meeting. Mike seconded the motion, motion carried. The meeting was adjourned at 9:39 p.m.
Respectfully submitted,
Regular Meeting of the Board of Trustees
April 16, 2008
Princeton Public Library Meeting Room
Present: Board Members: Stephanie VanOrdstrand, Laurie Bonucci, Alan Davidson, Dave Gillespie, Jennifer Alter, Bill Beneke, Carolyn Schafer, Mary Phillips, also Library Director Carol Bird, Recording Secretary Marcie Jaggers, Attorney Phil Lenzini
Absent: Mike Bettasso
President Laurie Bonucci convened the meeting at 7:00 p.m.
Per 5 ILCS 120/2 (c)(1), (c)(6), and (c)(11), Board President, Bonucci, called an executive session to discuss library issues relating to personnel, real estate, and legal matters. MOTION 08-036 Alan moved to adjourn the regular meeting to executive session. Dave seconded the motion, a voice vote was taken, motion carried. The meeting was adjourned to executive session at 7:01 p.m.
MOTION 08-038 Dave moved to contact Attorney Bolin regarding the Carmi Miller Estate to notify him of the board’s acceptance of proposal #3 dated April 1, 2008. Stephanie seconded the motion. A voice vote was taken with one no vote, motion carried.
MOTION 08-039 Carolyn moved to approve the regular board minutes and executive session minutes from March 29, 2008. Bill seconded the motion, motion carried.
Treasurer’s Report. MOTION 08-040 Bill moved to approve the Treasurer’s Report dated March 31, 2008 and the bills as presented by e-mail on March 31, 2008 and April 15, 2008. Carolyn seconded the motion, motion carried.
Alan noted that a $24,000 installment payment is due to the hospital by the end of April.
Board Member Reports. None.
Other Correspondence. Miscellaneous correspondence was passed around for members to review.
Administrative Reports:
The Youth Services report is attached. Carol noted that Connie and Margaret met recently with PHS librarian Renee Kozeal to discuss an online teen summer reading program.
The Director’s report is attached. Carol noted the Prisma magnifier, donated by the Lucille Walker estate, arrived today. Laurie asked Carol to put together a wish list of items for the library.
New Building Reports:
Fund Raising/Capital Campaign Committee. Stephanie reported the campaign is still receiving pledges.
MOTION 08-041 Dave moved to approve payment to Ruby Parro for Capital Campaign services in the amount of $35.00. Carolyn seconded the motion, motion carried.
New Building Committee:
Plumbing. Laurie reported that Roto-Rooter flushed out the plumbing. A camera was put through the pipes to check things out. Laurie, Carol, Tim Harris and BCA representatives Gregg Hubbell and Beth Ranney met to discuss the completion of new building issues. They also reviewed the plumbing layout. BCA pointed out they are confident the plumbing system is adequate. The state inspector reviewed the plans and signed off on them. It was confirmed that the library’s plumbing system is separate from the hospital’s plumbing.
Carol noted that the heat tapes on the downspouts and gutters will be turned off May 1 and turned on November 1.
Old Business:
Laurie briefly discussed the Smithsonian exhibit “Between Fences” that we will be hosting in March of 2009. She welcomed any board members who would like to help with this exhibition.
Laurie noted the board is available to Carol and the staff to assist in developing programming for the library.
Laurie asked Carol about updates to the library’s website. Specifically she noted the posting of board minutes and meeting agendas. Carol reported that Margaret will need to start over with the website design as it has been worked on by several different people and needs a clean start.
Bill agreed to report back next month regarding what needs to be done legally regarding the name change of the library.
Laurie reported that Key Builders has agreed to install the lettering for the name of the library and the outdoor furniture for $700.
Alan and Dave agreed to meet before next month’s regular board meeting to review the last 6 months of executive session minutes as required by law. They will need to determine if the minutes can be released to the public or if they must remain classified.
New Business:
Jennifer presented the following slate of officers for the 2008-09 fiscal year:
President Laurie Bonucci
Vice President Mary Phillips
Secretary Stephanie VanOrdstrand
Treasurer Alan Davidson
MOTION 08-042 Carolyn moved to accept the slate of officers as presented. Dave seconded the motion, motion carried.
Carol reported that Cisco will no longer support the two routers we are using. If the library goes with broadband over power lines perhaps they have their own routers. If not, the board should consider replacing those routers. Mary suggested speaking to the city about receiving broadband over power lines for no charge.
Other Business:
Stephanie asked the board for feedback on the director’s job description. Dave asked for a change in wording on item “4 C.” from “be apprised” to “stay apprised”. MOTION 08-043 Alan moved to accept the library director’s job description as amended. Dave seconded the motion, motion carried.
MOTION 08-044 Dave moved to accept Carol Bird’s letter of retirement with regret and a great deal of thanks for her years of service. Alan seconded the motion, motion carried.
Respectfully submitted,