MINUTES OF THE REGULAR MEETING OF THE BOARD OF LIBRARY TRUSTEES OF THE PALATINE PUBLIC LIBRARY DISTRICT, COOK COUNTY, ILLINOIS HELD AT THE PALATINE PUBLIC LIBRARY, 700 N. NORTH COURT, PALATINE IN SAID DISTRICT AT 7:07 P.M. ON JANUARY 9, 2008

CALL TO ORDER

President Barnes called the meeting to order at 7:07 p.m. Secretary Thomas was present.

ROLL CALL

HHUpon roll call, Trustees Barnes, Heggem, Illian, Jensen, Schersten, and Thomas were physically present. Also in attendance were Library Director Susan Strunk; Business Manager Joyce Griffin; Staff Members Maureen Galvan, Gayla Swansen, and Sue Breese; and Marilyn Shidle, of the Friends of the Library.

APPROVAL OF MINUTES

Trustee Illian moved, seconded by Trustee Jensen, to approve as amended the minutes of the regular meeting of December 12, 2007. The results of the roll call vote were:

AYE: Barnes, Heggem, Illian, Jensen, Schersten, and Thomas

NAY: None

ABSTAIN: None

ABSENT: Salter

MOTION CARRIED.

TREASURER’S REPORT

Operating Fund Treasurer’s Report and Warrant

Treasurer Jensen moved, seconded by Trustee Illian, that the Operating Fund Treasurer’s Report for the month ending December 31, 2007, be received and filed for audit and that Operating Fund Warrant #7 for the month of January 2008 in the amount of $360,023.74 be approved and authorized for disbursement. The results of the roll call vote were:

AYE: Barnes, Heggem, Illian, Jensen, Schersten, and Thomas

NAY: None

ABSTAIN: None

ABSENT: Salter

MOTION CARRIED.

Mid-Fiscal Year Financial Statement

Trustee Jensen moved, seconded by Trustee Illian, to accept the Palatine Public Library District’s Financial Statement for the period of July 1, 2007, through December 31, 2007. The results of the roll call vote were:

AYE: Barnes, Heggem, Illian, Jensen, Schersten, and Thomas

NAY: None

ABSTAIN: None

ABSENT: Salter

MOTION CARRIED.

PRESIDENT’S REPORT

Correspondence

None.

Report of Trustees who Reviewed Closed Session Minutes

Trustee Illian moved, seconded by Trustee Heggem, that the following sets of closed session minutes be moved into the public record:

August 8, 2007

September 11, 2007

October 24, 2007

December 12, 2007

The results of the roll call vote were:

AYE: Barnes, Heggem, Illian, Jensen, Schersten, and Thomas

NAY: None

ABSTAIN: None

ABSENT: Salter

MOTION CARRIED.

Trustee Illian moved, seconded by Trustee Heggem, that the Board Secretary destroy the verbatim audiotapes of the following closed sessions:

July 13, 2005

August 10, 2005

August 24, 2005

September 14, 2005

October 13, 2005

November 5, 2005

November 9, 2005

December 14, 2005

January 11, 2006

January 24, 2006

February 8, 2006

February 28, 2006

March 8, 2006

March 18, 2006

April 12, 2006

April 19, 2006

April 26, 2006

May 10, 2006

June 14, 2006

June 28, 2006

These audiotapes have met the 18-month retention requirement and are no longer of any use to the library district. The results of the roll call vote were:

AYE: Barnes, Heggem, Illian, Jensen, Schersten, and Thomas

NAY: None

ABSTAIN: None

ABSENT: Salter

MOTION CARRIED.

Trustee Illian moved, seconded by Trustee Heggem, that the Board Secretary retain the verbatim audiotapes of the following closed sessions as they have not met the 18-month retention requirement:

July 12, 2006

July 26, 2006

September 13, 2006

February 6, 2007

February 14, 2007

February 21, 2007

February 24, 2007

February 27, 2007

April 11, 2007

May 2, 2007

May 30-June 2, 2007

June 4, 2007

August 8, 2007

September 11, 2007

October 24, 2007

December 12, 2007

Trustees Illian and Trustee Heggem requested and President Barnes agreed that the previous motion shall be withdrawn.

Report of Trustees who Reviewed the Contents of the Lock Box

Trustees Jensen and Schersten submitted the December 31, 2007, inventory of the District’s Bank of Palatine lockbox. Within the next few weeks, Secretary Thomas will destroy any verbatim Executive Session tapes that the Board of Trustees had voted to destroy.

Secretary Thomas will submit a plan for reorganizing the contents of the lock box.

Spring Long Range Planning Meeting

The Long Range Planning Meeting will be held on April 12, 2007, at 9:00 a.m.

DIRECTOR’S REPORT

Overdue Notices

Director Strunk reported that “Return Service Requested” appears on the District’s overdue notices. The District receives notification if a patron has moved and, if possible, is supplied with the new address.

Newsletter

The next Newsletter will be mailed two weeks before the date of any event that is listed within.

Repair of Float Mechanism in the Cooling Tower

There was no warranty coverage in effect to cover any aspect of the recent repair of the float mechanism in the cooling tower.

Update on Technology Audit

Director Strunk provided an update on the status of the technology audit.

Approval of Amendment to Policy #11, Privacy Policy

The Board considered an amendment to Policy #11 due to the recent change in the privacy and confidentiality law.

Trustee Heggem moved, seconded by Trustee Jensen, to approve the amendment to Policy #11, the Privacy Policy, as revised, effective January 1, 2008. The results of the roll call vote were:

AYE: Barnes, Heggem, Jensen, Schersten, and Thomas

NAY: Illian

ABSTAIN: None

ABSENT: Salter

MOTION CARRIED.

Calendar

January 2008

January 14 Library Foundation Board meeting, 8:00 a.m.

January 30 Friends of the Library Board meeting, 7:00 p.m.

January 31 Library Foundation Fundraiser: Antiques Appraisal, 6:30–8:30 p.m.

February 2008

February 5 Primary Election

Main Library serves as a polling place

February 13 Regular Meeting of the Library Board of Trustees, 7:00 p.m., Main Library

February 15, 16, 17 Friends of the Library Book Sale

February 18 NSLS Legislative Breakfast, 8:30-10:30 a.m.

(Registration deadline is February 4^th)

March 2008

March 12 Regular Meeting of the Library Board of Trustees, 7:00 p.m., Main Library

March 14 NSLS Awards Banquet

March 25-28 Public Library Association Annual Conference, Minneapolis

FRIENDS REPORT

The Friends of the Library Board will meet on January 30, 2008.

A used book sale will be held on February 15, 16, and 17, 2008.

FOUNDATION REPORT

The Library Foundation Board will meet on January 14, 2008.

The Foundation will hold an Antiques Appraisal fundraiser on January 31, 2008.

NSLS REPRESENTATIVE

Trustee Heggem discussed NSLS, ILA, ALA, and local library events.

UNFINISHED BUSINESS

Director Strunk will request the provision of written confirmation from the District’s landlord regarding the completion of the roof repair on the Freeman Road Branch.

NEW BUSINESS

None.

ADJOURNMENT TO CLOSED SESSION

Trustee Schersten moved, seconded by Trustee Jensen, to adjourn the meeting to closed session at 9:39 p.m., for the purpose of the appointment, employment, compensation, discipline, performance or dismissal of a specific employee. The results of the roll call vote were:

AYE: Barnes, Heggem, Illian, Jensen, Schersten, and Thomas

NAY: None

ABSTAIN: None

ABSENT: Salter

MOTION CARRIED.

RECONVENE TO PUBLIC SESSION

President Barnes reconvened the regular meeting at 11:36 p.m.

ADJOURNMENT

President Barnes adjourned the meeting at 11:37 p.m.

____________________ ___________________

President Secretary