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Meeting Minutes -- May 21, 2009

May 21, 2009
7:30 p.m.

The Vice Chair, Colleen Van Auken, called the meeting to order at 7:30 p.m.

Present: J. Fausone, M. Siegrist, G. Snow, D. Turner, C. Van Auken

Absent: J. Gillig

Also Present: E. Davis, S. Rzetelny

Call to Audience

No comments (R. Havenstein-Coughlin, A. Heidemann)

Approval of Agenda

The agenda was approved with additions

Approval of Minutes

Minutes of the April 16th Meeting were approved as written

Communications

  • Spotlight Players thank you to the library for allowing them to use the library for costuming during the Relay for Life event on May 16th
  • J. Gillig’s resignation email
    • J. Fausone moved and D. Turner supported a motion to receive and accept J. Gillig’s resignation
    • The motion passed unanimously 09/5-21-1

Report of the Library Director

  • Three applications have been received to date for the trustee vacancy
  • Eva reminded the board that she will be on vacation from 5/22 through 5/29/09
  • Jungle Java has signed the one-year lease agreement. Copies of the signed agreement will be mailed to Jungle Java partners

Old Business

New Business

  • Term of Chairperson Clarification – Bylaws, Article II, Section 3 states: Vacancies in office shall be filled by Board ballot at the next regular meeting of the Board except for the office of Chairman. In such instances, the Vice-Chairperson shall assume the duties of the office for the remainder of the current term. Section 4: No officer shall serve more than two consecutive one-year terms in the same office. Discussion was held and it was determined that Colleen Van Auken would serve the remainder of this term and be allowed to serve one additional term as Chairperson
  • Vice Chair Nominations
    • G. Snow moved and D. Turner supported the motion for the appointment of Michael Siegrist to the office of Vice Chairman
    • The motion passed unanimously 09/5-21-1
  • Board Vacancy Process – Discussion was held concerning the timeline for filling the board vacancy. The following schedule was determined:
    • Thursday, June 18th Regular board meeting – Discuss applicants, schedule interviews, develop interview questions.
    • Thursday, July 2nd – Special board meeting in the community room to conduct interviews
    • Thursday, July 16th Board Meeting – Select and notify candidate. Request Terry Bennett to swear in new candidate at regular August meeting
    • Thursday, August 20th Board Meeting – New candidate sworn in, new board photo taken
  • Discussion was held on the topic of the interview process. Trustee Snow suggested a panel of three applicants all being asked the same questions to enable comparison of answers. Trustee Turner suggests individual interviews to focus solely on each candidate. Discussion continued with the preference and decision to hold individual interviews.
  • Acoustical Study – The library has received many comments about the poor acoustics in the Community Room. Kolano and Saha were retained to perform an acoustical study which was given to the board. Surface-mounted acoustical panels or a stretch fabric system was recommended by Kolano and Saha. Photos of suggested sound-managing materials were distributed. All options produce about the same acoustical absorption and the decision would be based on aesthetics. Eva reported that Jim Laffey has been given ideas for the best placement of the material with lighting and sprinkler heads being a factor. Chair Van Auken suggested that due to the present economic situation we should consider postponing this project until the economy rebounds. Vice Chair Siegrist commented on the Acoustical Report’s statement that speech intelligibility in the Community Room is diminished when English is a second language, as it is for many of our patrons. Eva requested direction from the Board as to whether to pursue this as a 2010 budget item. Trustee Fausone would like administration to come back with quotes and samples for the recommended systems and suggested this may become a community or foundation project
  • Audit Request for Proposal (RFP) – Gail Bell prepared an Audit RFP which was distributed for the board’s review. Eva queried other libraries and prepared a list of possible auditors. Discussion was held regarding the validity of retaining Plante & Moran, our current auditors, which would maintain continuity or hire a new auditing firm with fresh eyes. The trustees would like the three year term in the RFP clarified. Eva was given direction to negotiate a three-year price with Plante & Moran, return to the board, and further board discussion will take place at the next meeting

Other

Call to Audience

No Comments

Adjourn

Meeting was adjourned at 8:23 p.m.
James Fausone – Secretary/Treasurer