LA GRANGE PUBLIC LIBRARY
Special Board of Trustees Meeting
Thursday, April 3, 2008
7:30 p.m.
Location:        Donna Raymond Board Room

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Present: Becky Spratford, Chairperson; Caroline Coryell, Mary Nelson

Absent: None

Staff: Debbie Darwine, Head of Reference and Readers Services

Visitors: None

The meeting was called to order at 12:30

There were no public comments regarding items on the agenda

There was no unfinished business

New Business

Discussion of the Dierkes Community Room Policy and booking procedures:  Debbie passed out the current draft policy and the room booking form and explained the basic procedure to the committee.  Mary Nelson expressed concern that the room should only be used by non-profit groups and there should only be adults booking it.  Debbie confirmed that those stipulations are already in the draft policy.

The committee moved on to a discussion of the $10 fee the Library currently charges for use of the Dierkes Community room.  The committee was in agreement that this should be changed to a refundable fee, to be returned if the room is left in good order.  Caroline stated (and the group agreed) that the library was built with tax payer money already, and the users of the Dierkes Community Room must be La Grange cardholders, so we should not charge them more to use the room; it should be refundable.  Mary felt the fee should be raised to $50 so that the users will take care with the room.  However Becky and Caroline felt that the $10 fee for half of the room and $20 for the entire room, refundable, should be retained.  The committee agreed to keep the fee as before.

Becky stated that if the fee was no refundable, the Library staff must come up with a new procedure to return the money.  Debbie reported that currently a staff member from Patron Services unlocks the room for the renters and then relocks it when the meeting is over.  If it is refundable, the renters must tell someone they are done, and a procedure must be put in place to both assess the room and return the fee.  Becky expressed concern about putting a member of the staff on the spot at the moment the room was vacated.  Debbie said she would talk to Pat Prohl, Head of Patron Services about creating a procedure.  Since procedure is out of the committee’s scope, they moved on.

Caroline had a few questions about used of the hospitality center and recycling in the Dierkes Community Room.  Debbie will look into answers.  Debbie also told the committee about the types of groups who have already used the room and went over the current procedures.

Debbie agreed to work on the policy for presentation at the March 18 Board meeting.  Becky agreed to get approval of the amended policy on the agenda.

Caroline then had an addition to New Business.  She was told someone came into the library with 6 boxes of books and was told that the library could not take them because there was not anywhere to store them.  Caroline felt the Library needs a policy of what to do when larger book donations come in.  The committee decided they would talk to the FOL to see if something could be worked out.  In the meantime, Caroline was going to talk to Steve Moskal about temporary storage for the upcoming FOL book sale.

Becky then remembered that if we pass a policy on March 18 to make the fee for using the Dierkes Community Room refundable, would be have to refund everyone from March 19-May (the current last month of bookings).  That would be a logistical nightmare.  Debbie stated that if we made the effective date 7/1/08 we would be safe because that is more than 3 months after March 18, and the room cannot be booked further than 3 months in advance.

The committee decided it would recommend that the Board accept the policy as Debbie will amend it.  Debbie will get copies to all Board members for their Board packets.

Motion:  To adjourn was made by Caroline and seconded by Mary.  The vote was unanimous.

The meeting was adjourned at 1:24 pm

Respectfully Submitted,

Becky Spratford

Chairperson

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Present: Jane Byczek, Becky Spratford

Absent: Mary Nelson

Trustee: Caroline Coryell

Staff: None

Visitors: None

Meeting opened at 5:30 p.m. by Chairman Jane Byczek.

Meeting adjourned at 6:42 p.m. 

Respectfully submitted,
 
Caroline Coryell
Trustee

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Present: Becky Spratford, Chairperson; Caroline Coryell, Mary Nelson

Absent: None

Staff: Steve Moskal, Library Director

Visitors: None

The meeting was called to order at 7:34 pm.

There were no public comments regarding items on the agenda.

There was no unfinished business.

New Business:

• Discussion of Smoking Policy:  The group looked at the La Grange Village policy on smoking.  Becky suggested having a designated smoking area.  The policy states that there can be no smoking within 20 feet of any entrances, windows that can open, or fresh air intake vents.  It was discussed that this really eliminates any part of the Library property to be made into a smoking area except for the West Lot.  The committee agreed that allowing smoking in the West parking lot was not only a bad idea in terms of safety, but it was also unfair to the neighbors.

The Village requires we post a “No Smoking” sign to conform with their signs.  The group decided that Steve should hang the sign in the colonnade where it will be easily seen.

Finally, the committee decided that they will recommend at the Board meeting that language is added to the Library policy manual stating that the Library complies with all State, County, and Village smoking Ordinances.

• Discussion of library policies as downloadable PDF on Library Website:   Becky described how the policies would appear on the Website.  Caroline agreed that it was a great idea to help patrons at all hours.  Steve said he would make sure the Trustees’ e-mail addresses were removed from the current manual.  He also thought we might even be able to make the policy documents searchable.

Motion:  To recommend to the entire Board that the Library policies be placed on the website was made by Caroline and seconded by Mary.  The vote was unanimous

Motion:  To adjourn was made by Mary and seconded by Caroline.  The vote was unanimous.

The meeting was adjourned at 7:56 pm

Respectfully Submitted,

Becky Spratford

Chairperson

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Meeting opened by President Bill Coffee at 7:30 p.m.

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1.      Call to order
2.      Public Comments regarding items on the agenda
3.      Minutes
o         Board Meeting, February 19, 2008
o         Planning and Policy Committee, January 22, 2008
o         Finance, Personnel and Archives Committee, February 14, 2008
o         Planning and Policy Committee, February 27, 2008
4.      Communications
5.      Owner’s Representative Report
o         Progress report
6.      Library Director’s Report
o         Director’s written report and comment – Steve Moskal
o         Operating & New Building Warrants – Steve Moskal  request for board approval
7.      Treasurer’s Report
8.      Committee Reports
o         Building and Grounds – Wolf, Coryell & Taylor
o         Finance, Personnel and Archives – Byczek, Spratford & Nelson
o         Legislation – Taylor
o         Planning and Policy – Spratford, Coryell & Nelson
o         Metropolitan Library System – Coffee
o         Friends of the Library – Byczek
o         Public Relations & Marketing – Coryell, Wolf & Taylor
o         Long Range Planning –Spratford, Byczek & Wolf
o         Village Liaison – Nelson
o         Duelm Family Liaison – Byczek
o         New Building – Nelson
New Building Sub-Committees:
o         Administration & Coordination – Nelson
o         Design & Construction – Coryell, Wolf & Taylor
o         Donations, Fundraising & Grants –Spratford, Nelson & Byczek
o         Moving and Relocation - Spratford
   
9.      Unfinished Business
10.    New Business (Any other items not listed here are for discussion only)
o         Revision of COBRA policy section in Personnel Manual – report by Planning & Policy Committee
o         Revision of Dierkes Community Room policy – report by Planning & Policy Committee
o         Presentation of Preliminary 2008-2009 Operating Budget – Steve Moskal
11.    Public Comments regarding matters not on the agenda
12.    Executive Session (The Board of Trustees may decide, by a roll call vote, to convene in executive session if there are matters to discuss confidentially, in accordance with the Open Meetings Act.)

13.   Adjournment

14.   The next Regular Library Board meeting is scheduled to be held on April 15, 2008 in the Donna Raymond Board Room.

[If special accommodations are required for a person with a disability, please notify the Library at 352-0576 twenty-four hours in advance of this meeting]

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AGENDA

1. Call to Order
   
2. Public Comments regarding items on the agenda
   
3. Unfinished Business
   
4. New Business
   
·        Discussion of “La Grange Public Library Policy on Continuation Insurance Coverage Rights Under COBRA and Illinois Insurance Code” (document has been distributed to members on March 4)
5. Public Comments regarding matters not on the agenda
   
6. Adjournment
   

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