Board of Trustees Regular Meeting August 17, 2010 7:00 PM McCullough Room AGENDA I. Call to order, roll call, and determination of quorum II. Pledge of Allegiance III. Consent agenda (Any trustee may remove items from the consent agenda for separate action by the Board.) ACTION a. Secretary’s report: Approval of minutes as received or corrected i. Regular meeting of July 20, 2010 ii. Executive session of July 20, 2010 b. Financial statements for July 2010. c. Library Director’s report for August 2010. d. Patron suggestions for July 2010. e. Approval of developer donation agreements (if any). RESOLVED, THAT THE CONSENT AGENDA BE APPROVED AS PRESENTED. IV. Item(s) removed from consent agenda, if any. ACTION V. President’s report. INFORMATION VI. Reports of other trustees. INFORMATION VII. Correspondence, communications, and public comments. INFORMATION a. Written: i. Memoranda from attorney Roger Ritzman. ii. Other. b. Public comments Visitors are asked to introduce themselves at this time and present any issues they wish to discuss. Visitors wishing to address specific agenda items will be granted two to five minutes per item at the discretion of the President not to exceed a total of twenty minutes. VIII. Approval of bills payable and payrolls. ACTION RESOLVED, THAT THE BILLS PAYABLE FOR AUGUST 2010 AND PAYROLLS FOR JULY 2010 BE APPROVED FOR PAYMENT. IX. Reports of the standing committees. INFORMATION a. Policy—Meeting of August 2, 2010. b. Building & Grounds— Meeting of August 16, 2010. c. Finance—Meeting of August 10, 2010. d. Personnel—Meeting of August 2, 2010. e. Trustee Development—Meeting of August 10, 2010. X. Progress report on the long-range plan. INFORMATION XI. New business a. Building project: Final design and construction documents. INFORMATION b. Amendment to architect’s contract. ACTION RESOLVED, THAT AMENDMENT #3 TO THE AGREEMENT WITH NAGLE HARTRAY DANKER KAGAN MCKAY PENNEY ARCHITECTS LTD FOR REVISING THE DESIGN RELATED TO THE DELETION OF THE CAFÉ BE APPROVED. c. Fate of the Reading Garden. INFORMATION AND POSSIBLE ACTION d. Award of contract for HVAC replacement project. ACTION RESOLVED, THAT THE CONTRACT FOR THE HVAC REPLACEMENT PROJECT BE AWARDED TO [TBD]. e. Ordinance 2010/2011-2: Tentative Annual Budget and Appropriations. ACTION RESOLVED, THAT THE BOARD ADOPT ORDINANCE 2010/2011-2, TENTATIVE BUDGET AND APPROPRIATIONS FOR FISCAL YEAR 2010-2011. f. Setting the public hearing for the annual budget and appropriations. ACTION RESOLVED, THAT THE PUBLIC HEARING FOR THE ANNUAL BUDGET & APPROPRIATIONS BE SET FOR TUESDAY, SEPTEMBER 21, 2010, AT 6:45 P.M. IN THE CONFERENCE ROOM g. Filing of the Illinois Public Library Annual Report (IPLAR) for fiscal year 2009-2010. ACTION RESOLVED, THAT THE ILLINOIS PUBLIC LIBRARY ANNUAL REPORT (IPLAR) FOR FISCAL YEAR ENDED JUNE 30, 2010, BE ACCEPTED FOR FILING. h. Closing Sunday, December 26, 2010, and Sunday, January 2, 2011. ACTION RESOLVED, THAT THE LIBRARY CLOSE SUNDAY, DECEMBER 26, 2010, AND SUNDAY, JANUARY 2, 2011. i. Trustee development i. Photographs of trustees on the in-house slide show. INFORMATION AND POSSIBLE ACTION ii. Library email accounts for trustees. INFORMATION AND POSSIBLE ACTION iii. Board presentation to trustee candidates: October 2, 1:00-3:00 p.m. ACTION j. Requirements for the Per Capita Grant application for fiscal year 2011. INFORMATION AND ACTION i. Review of Policy 1001 Bylaws. ii. Prioritization of the table of contents of Serving Our Public 2.0: Standards for Illinois Public Libraries. k. Policy work i. Revisions to Staff Manual. ACTION 1. Revision to Personnel Policy 303 Vacation Benefits 2. Revision to Personnel Policy 309 Bereavement Leave 3. Revision to Personnel Policy 507 Overtime 4. Revision to Personnel Policy 510 Emergency Closings 5. New Personnel Policy 320 457 Savings Plan ii. Revision to Board Policy 3001: Access to Materials, second reading. INFORMATION XII. Public forum Visitors who wish to address the Board at this time are asked to introduce themselves. This item on the agenda will take no more than 15 minutes. The President of the Board will divide this 15-minute segment by the number of persons who have requested to speak to the Board to determine the amount of time allotted to each person. The President will then call on those people one at a time to stand and address the Board for no more than the allotted time. XIII. Announcements a. By the chair i. Communications to the public ii. Upcoming calendar 1. Trustee development: Saturday, September 11, 2010, 9:30 a.m. 2. Public hearing for the annual budget and appropriations: Tuesday, September 21, 2010, 6:45 p.m. 3. Next regular board meeting: Tuesday, September 21, 2010, 7:00 p.m. 4. Next committee meetings a. Finance—TBD b. Personnel—TBD c. Policy— Monday, Septermber 13, 2010, 7:00 p.m. d. Building and Grounds—TBD e. Trustee Development—TBD 5. Other dates a. Illinois Library Association Annual Conference— Tuesday, September 28 – Thursday, September 30, 2010, Chicago b. By other trustees or the director XIV. Adjournment. ACTION RESOLVED, THAT THE MEETING BE ADJOURNED.