Gail Borden Public Library District

Board of Trustee Meeting Minutes

January 12, 2010

7:00 P.M.

Board Trustees Ms. Bednar, Ms. Armenta, Ms. Knight, Ms. Thompson and Mr. Hopp were present. Trustees Mr. McCarthy and Ms. Moylan were absent. Executive Director Medal and various members of the staff and public were present.

Board Vice-President Bednar called the meeting to order at 7:02 p.m.

There were no comments from the audience.

Ms. Knight made a motion to approve bills in the amount of $286,758.87, including checks over $10,000 to be paid at the January 12, 2010 board meeting; seconded by Ms. Armenta. Following discussion, roll call resulted in 4 ayes, 2 absent, and 1 nay. Ms. Knight made a motion to approve the amended list of bills to be paid between January 12, 2010 and February 9, 2010; seconded by Ms. Thompson. Following discussion, roll call resulted in 4 ayes, 2 absent, and 1 nay.

Mr. Hopp made a motion to accept the corrected minutes of the December 8, 2009 board meeting open to modifications. This motion failed due to lack of a second. Ms. Knight made a motion to approve the corrected minutes of the December 8, 2009 board meeting as presented; seconded by Ms. Thompson. Roll call resulted in 3 ayes, 1 nay, 1 abstention, and 2 absent. Motion passed.

Executive Director Medal presented thank you notes from various staff and departments to the Board for recognizing them for their part in the award of the National Medal; Interfaith Food Pantry for the collection of food for the food drive donation; Downtown Neighborhood Association for our membership, partnership, and efforts to enable easy access to information; 1^st United Methodist Church for our contribution to their 6^th annual Reading Night; and the adult Latino students, instructors, and tutors of the Everyday English Program wished to thank Ms. Lytle for the library's support.

There was no Foundation Report; however, Executive Director Medal noted contributions from the Palmer Foundation in the amount of $2,645 and the Grand Victoria Foundation in the amount of $2,500 for the Black History Family Festival to be held February 6^th, and School District U-46 Foundation in the amount of $2,000 for the Discovery 2010 Science Expo to be held April 17^th. ILA is undertaking a study of future library cooperation for Illinois with work to be completed in one year. The date of February 10, 2010 has been established by the ILA Advocacy Committee as a “Snapshot of the Day in the Life of Your Library”. Libraries are being asked to collect statistics, comments, and photographs showing that libraries consistently provide invaluable services to their communities. Data will be submitted to ILA and used as talking points with our elected officials.

Directors Report

Executive Director Medal noted we had reached the 1 million mark in December for the number of items checked out so far this fiscal year. We are hoping to reach the 2 million mark before the end of the 2009-2010 fiscal year. This milestone was due both to the opening of the Rakow Branch and additional use of the library. We have reached the 1 year anniversary of the move to self-check machines. Currently, 94% of items are checked out through the self-check machines. This has enabled our staff to be utilized in more meaningful positions, such as at the Rakow Branch and in outreach programs. In December, 3M did a commercial shoot at the main library and the Rakow Branch showcasing 3M products being used to more quickly and efficiently serve the public. Online registration is now available at the Rakow Branch. Customers are required to provide identification when they come to pick up their cards. Ms. Medal met with State Reps. Tim Schmidt’s (along with Denise Raleigh) and Keith Farnham this month in an effort to provide them with library input and needs as they return to Springfield. The City of Elgin is initiating a proclamation to recognize the Black History Family Festival to be held the 1^st Saturday in February, each year. This will enable area organizations to be aware of this event when planning their calendars each year. Trustees were asked to take the time to stop at Circulation on their way out and congratulate Tina Ribordy for her retirement and 15 years of service to the Gail Borden Public Library District.

Executive Director Medal provided the board with updated information regarding a previously approved quote for digital signage.A new quote from a different company offering a product better suited to the library’s needs was presented. It was noted that this new quote is less money than the previous one. Mr. Hopp made a motion to table a decision on digital signage until next month. The motion failed due to a lack of a second. Ms. Armenta made a motion to approve the quote for digital signage from Global Enterprise Tech, Inc. for $18, 855.17; seconded by Ms. Thompson. Following discussion, roll call resulted in 4 ayes, 1 nay, 2 absent. Motion carries.

Mr. Hopp made a motion for future board meetings to be held in the neighboring room next door (Meeting Room 1). The motion failed due to a lack of a second. Mr. Hopp wanted his reasons made a part of the record. He felt the room was wider, allowing the board to spread out more and face the audience, more chairs per row allowing the audience to sit closer to the board, allow for a larger audience, and would allow the board to be heard better. Ms. Lytle requested the board look at the calendar before changing the location of the meeting as she already has programs booked in the room next door during the same time the board meeting will be held. Ms. Medal reiterated the reason for putting the board in the current room: the board does not have a large audience on a regular basis, use of the current room allows the other room to be utilized a more effective way by providing space which better accommodate public programs and meetings for larger groups. The audience in the back were asked if they were having a problem hearing. All indicated this was not a problem. It was also noted the board can hear well and there were still plenty of chairs available. Mr. Hopp made a motion to table discussion of the location of future board meetings to next month; seconded by Ms. Knight. Roll call resulted in 4 ayes, 1 nay, and 2 absent.

Ms. Armenta made a motion to approve opening the minutes of Closed Session of the June 30, 2009 board meeting; seconded by Ms. Knight. Roll call resulted in 5 ayes, 0 nays, and 2 absent.