River Forest Public Library Board of Trustees Regular Board Meeting Minutes April 15, 2008 Call to Order & Roll Call President Mark Coe called the meeting to order at 7:30 pm. Secretary Fischer called the roll. Trustees Coe, Horstman, Fischer, Halloran, O’Connor and Beck were present. Trustee Cusack was excused. Director Anastos and staff members Sam Cresswell and Blaire Ranucci were also present. Audience to Visitors, Trustee and Staff Comments Trustees commented favorably on the Welcome Reception which drew an estimated 70 guests. Director Anastos expressed her appreciation to the trustees for hosting the event. Consent Agenda Trustee Coe requested a motion to approve the February Consent Agenda which included the March Treasurer’s Report and the Warrant and Benefit List for the period of March 12 through April 12 including checks numbered from 7725-7803 excluding check 7764. Total expenditures for the period were $82,276.08. (The minutes of the Regular Meeting on March 25, 2008 will be available in May.) During discussion, Trustee Halloran asked for detail about the payment to Lighthouse for IT services. Trustee Coe explained that the cost was from last fiscal year. Director Anastos expects to determine the scope of IT work for 2008-2009 with Aaron Skog of OPPL in the near future. Trustee Fischer moved to accept the April Consent Agenda. Trustee Horstman seconded. A roll call vote was taken and passed unanimously. Communications A. Announcements Director Anastos informed the Board that MLS has scheduled a long range strategic planning meeting for library trustees which will be held at Elmwood Park’s Library. B. Patron Suggestions During discussion of patron’s suggestions, Director Anastos explained that the library layout does not accommodate the needs of the 11-18 age group. Director Anastos pointed out that the building needs to be able to accommodate more technology and multimedia. Trustees discussed the need for a comprehensive strategy for the library collections, programs and facility. Director’s Report Director Anastos informed the Board that monthly financial and statistical reports will be redesigned for clarity. Ms. Anastos expects to present a prototype for both in early summer. Director Anastos continued her orientation to River Forest and the Library. She attended many meetings and met with assorted Village personnel. Director Anastos expressed her concerns about the condition of the Library chiller and its position on the roof of the Library. Trustees discussed previous recommendations and funds to resolve the problem. Director Anastos expects to gather additional professional opinions and recommend a course of action in May. Old Business A. Intergovernmental Agreement with Oak Park Public Library The new pricing for OPPL services (HR, IT and maintenance) was reviewed. Trustee Coe requested a motion to approve the Intergovernmental Agreement. Trustee Fischer moved to accept the revised Agreement. Trustee O’Connor seconded. A roll call was taken and passed unanimously. Subject to the consent of both Directors, the Agreement will be reviewed in six months and is set to expire (or be renewed) in May 2009. B. Continued Evaluation of Employee Health Insurance Director Anastos provided a comparison of the Library’s health insurance coverage with the Village’s The Village pays for 85% of employee and/or spouses and dependents medical expenses while the Library currently pays 75% of employee’s insurance expenses and 0% for spouse and/or dependents. Trustees were interested in finding out the insurance policies for libraries that Illinois Management Association recommended as “benchmark” libraries. The rates for Library employee insurance seem high compared with other like-sized businesses. Trustees wondered whether the Library could partner with any other community organizations (such as the school district) for more favorable rates. Trustee Coe asked Director Anastos to compile information from another competitive source and asked Ms. Anastos to evaluate different structures, such as employees and employees plus spouse and/or family. C. Budget The budget will be discussed in detail at the June Regular Board Meeting. New Business A. Roof and HVAC (to be discussed again in June). B. Director Evaluation Kay Speyer, Human Resource consultant from OPPL, recommended that trustees consider a procedure for evaluation of the new Director in a timely and constructive fashion. She is ready to offer her services and a blueprint for discussion by the River Forest Library Trustees. Trustees requested that Ms. Speyer’s forms and PLA forms would included in the May packet Trustees agreed to discuss a plan for evaluation at the June meeting. Trustees discussed a slate of officers for the upcoming fiscal year. Elections will occur at the beginning of the May meeting. As a group, trustees discussed slating Margaret Horstman as President and Joan O’Connor as Vice President. The Treasurer and Secretary positions were still under discussion due to the absence of Ms. Cusack. Trustees were in general agreement about the need to recruit qualified trustees for the two seats that will open in April 2009. Trustees discussed compliance with the Open Meetings Act. Mr. Coe encouraged trustees to read and comply with the handout he received at a recent seminar he attended. Executive Session (None) Adjournment At 9:55pm, Trustee Halloran moved that the meeting be adjourned. Trustee Fischer seconded. The motion passed unanimously. Respectfully Submitted, Elizabeth Gearen Fischer