River Forest Public Library Board of Trustees met March 21.
Here is the minutes provided by the Board:
• Trustees Present: Bevan, Calabrese-Berry, Crowell, Hill, O’Connor, and Smedinghoff
• Trustee Zobel was excused.
• Also Present: Sue Quinn (RFPL Director) and Joanna Bertucci (RFPL Materials & Business Services Manager)
Visitors and Guests
• None
Minutes
Regular Board Meeting: February 21, 2017
• Trustee Hill moved to accept the minutes of the February 21, 2017 Regular Board meeting. Trustee O’Connor seconded the motion and a vote was taken.
o Ayes: Crowell, Hill, O’Connor, and Smedinghoff o Abstain: Bevan and Calabrese-Berry o Excused: Zobel
February Treasurer’s Report
• February 2017 Warrant List: Trustee Crowell moved to accept the February 2017 warrant list. Trustee O’Connor seconded. There was discussion of one item:
- Question regarding the expense for fire extinguisher inspection. Ms. Bertucci explained that our fire extinguishers must be tested annually. Additionally, any malfunctioning extinguishers must be replaced. During the 2017 inspection, 4 extinguishers needed replacement.
- A roll call vote was taken.
• Ayes: Bevan, Calabrese-Berry, Crowell, Hill, O’Connor, and Smedinghoff
• Excused: Zobel
• Revenue Report: Property tax bills were due March 1st. The RFPL is at 97.6% of anticipated tax receipts. Smaller payments will continue to be received in March and April.
• Expense Report: No questions.
• Balance Sheet: No questions.
Communications
• President Smedinghoff shared that Greg Smith of Klein, Thorpe and Jenkins will present at the June Board meeting about tax options for the library. If Trustees have other legal topics they’d like discussed, please contact President Smedinghoff.
Director’s Report
Organization Structure/Training and Staff Development
• Director Quinn reported that Managers have completed their 2016 evaluations for all staff.
• Director Quinn and Amy Grossman (Children’s Services Manager) attended a one day program at the Management Association of Illinois on “Becoming the Totally Responsible Person” (TRP). TRP workshops help individuals and organizations deal with personal and collective problems by adopting a mindset focused on finding solutions. Other RFPL Managers will attend this program as well.
Facilities
• Dan Ruzik of Chicago Project Management is working on our Air Handler replacement feasibility study. Initial estimates for replacement and relocation of the air handler unit have come in around $105,000. Mr. Ruzik’s proposal will be presented at the next Facilities Committee meeting.
• The Facilities committee has asked staff to evaluate the spaces of the entire library. Ms. Bertucci has created a space analysis document for Managers to review and complete in their departments. The feedback from this document will be shared with the Facilities committee in June.
Fundraising
• Director Quinn listened to a podcast hosted by RAILS executive Director, Dee Brennan and Ryan Lovegood, Executive Director of the Warren-Newport Public Library (WNPL) regarding fundraising activities undertaken by WNPL.
Finance
• The Finance committee will meet on April 10th to discuss a strategy for investing excess
operating and capital improvement reserve funds in time deposits to earn a higher rate
of interest.
External Partnerships
• Director Quinn attended the Community Foundation’s “Big Idea Finalist Pitch Party” on February 25th and the Community Business Managers meeting on March 8th.
Staff Visit and Report
• RFPL Materials and Business Services Manager presented a strategic plan update.
• Trustees discussed current strategic plan model, made suggestions for improvement regarding survey dissemination, statistical reporting in the Board packet, and the digital formatting of the PDF packet.
• After discussion it was agreed that Trustees would approve a 2 year continuation of our current strategic plan. Director Quinn and Ms. Bertucci will start exploring planning models so that the next phase of strategic planning, which typically lasts 15-18 months, can begin in 2018. Trustees will be presented with revised strategic planning goal numbers in May.
New Business
• Committee Reports
• Collaborative Committee: Trustee Calabrese-Berry shared information regarding the Village wide calendar project. The cost of participation would be relative to our budget. The RFPL would upload events/activates to the calendar which would display the events of other public bodies in the Village.
• Finance Committee:
• Director Quinn presented the Complete Cleaning contract for daily building cleaning services.
• Trustees discussed the terms of the contract and asked Director Quinn to reach out to Complete Cleaning to edit the enforcement (#7) section as recommended by Trustee Hill and indicate that the contract is for two years.
• Trustee Crowell moved to accept the Complete Cleaning Contract with the above provisions. Trustee Calabrese-Berry seconded the motion and a vote was taken.
• Ayes: Bevan, Calabrese-Berry, Crowell, Hill, O’Connor, and Smedinghoff
• Excused: Zobel
• 2017-2018 Budget
• Trustees reviewed the final 2017-2018 as prepared by Director Quinn. Trustee Calabrese-Berry moved to approve the 2017-2018 Operating Budget. Trustee O’Connor seconded and a vote was taken.
• Ayes: Bevan, Calabrese-Berry, Crowell, Hill, O’Connor, and Smedinghoff
• Excused: Zobel
• Facility Committee: No report.
• Policy Committee
• Trustee Bevan presented the revised Patrons IV. Equipment and Computer Use policy. The policy is scheduled to be reviewed annually and changes were primarily textual. Trustee Bevan moved the updated policy from committee and a vote was taken to approve Patrons IV. Equipment and Computer Use.
• Ayes: Bevan, Calabrese-Berry, Crowell, Hill, O’Connor, and Smedinghoff
• Excused: Zobel
• Trustee Bevan brought forth the recommendation from the policy committee to approve Staff VIII. Computer Use policy. A roll call was taken and the motion carried.
• Ayes: Bevan, Calabrese-Berry, Crowell, Hill, O’Connor, and Smedinghoff
• Excused: Zobel
• Trustee Bevan explained that the previously passed Government Travel Expense Control Act policy also needs a formal resolution. A resolution dated March 21, 2017 was presented. A roll call was taken and the motion carried.
• Ayes: Bevan, Calabrese-Berry, Crowell, Hill, O’Connor, and Smedinghoff
• Excused: Zobel
May Meeting Date
• The May meeting will be Tuesday, May 23rd at 7:30 pm.
Adjournment
http://www.riverforestlibrary.org/wp-content/uploads/2017/03/3.21.17-Minutes-.pdf
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