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ATTACHMENT a MINUTES ELMHURST PUBLIC LIBRARY BOARD of TRUSTEES Tuesday, May 21, 2013 Administration Conference Room, 7:30 P.M

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ATTACHMENT a MINUTES ELMHURST PUBLIC LIBRARY BOARD of TRUSTEES Tuesday, May 21, 2013 Administration Conference Room, 7:30 P.M ATTACHMENT A MINUTES ELMHURST PUBLIC LIBRARY BOARD OF TRUSTEES Tuesday, May 21, 2013 Administration Conference Room, 7:30 p.m. President Susan Sadowski called the May 21, 2013 meeting of the Board of Trustees to order at 7:34 p.m. in the Administration Conference Room. Board members in attendance included Marsha Baker, Ingrid Becton, Monica Iacono, Teresa Menolascino, William Ryan, Jan Vanek, and Linda Wheaton. Carol Jacobsen was absent. Also in attendance were Library Director Mary Beth Campe, Assistant Director of Public Services Catherine Ingram, and Assistant Director of Administration Services Marcy Rodriguez. There were no visitors The first order of business was the approval of the Minutes of the April 16, 2013 Regular Board Meeting. Jan Vanek moved: THEREFORE BE IT RESOLVED: That the Minutes of the April 16, 2012 Regular Meeting be approved with recommended changes. Linda Wheaton seconded the motion. The motion carried. The next order of business was the approval of the May 21, 2013 Accounts Payable. Ingrid Becton moved: THEREFORE BE IT RESOLVED: That the May 21, 2013 check register be approved for payment. Marsha Baker seconded the motion. Director Campe distributed the monthly credit card statements and small check register. She responded to several questions about the invoices. The motion carried. Director Campe presented the Financial Reports. She mentioned that although the Library took in less than was budgeted, spending was under. Ms. Campe noted that there were two transfers from reserves, $3,000 from the LEA Fund and $60,000 from the Gavin Fund. The transfer was $232,000 less than what was allocated from the reserves. In June, Ms. Campe will bring the preliminary 2014 budget for discussion. The budget will be presented to the City Council in October. Ms. Campe stated that in June she will present the fund balance plan to the Library Board. Minutes Elmhurst Public Library Board of Trustees May 21, 2013 Page 2 In her Director’s Report, Ms. Campe reported that according to the latest LACONI survey, Elmhurst ranks second in per capita circulation. One hundred and twenty six Chicago area libraries participated in the survey. Arlington Heights was the only library that had a higher rate of circulation per capita. Elmhurst’s rate of circulation per capita was 33.5. This means that we are one of the busiest libraries in the State. Ms. Campe noted that circulation was up 1% over last year for a total circulation in 2012/2013 of 1,496,925. Visitor counts were up 2% for a total of 566,508. Next, Ms. Campe gave an update on current projects. The web site redesign is well under way and will debut sometime this summer. The meeting room AV upgrade is also progressing nicely. The Library is working with a hired technical advisor to write the bid specs for the project. The specs should be ready in June/July. We will advertise for bids shortly thereafter and hopefully begin installing the new equipment sometime in October. Ms. Campe mentioned that staff is working with Innovative Interfaces to implement the new catalog system. The Library is looking at going standalone in early September. The system will be upgraded in October. Ms. Campe gave an update on the M-rated video game censorship issue. Four (4) emails were received in response to a request from Mr. Schuetz that appeared in a local newspaper, asking Elmhurst residents to send a letter to the Board of Trustees supporting improved selection criteria for choosing video games. Conversely, four (4) emails were received from citizens who are concerned with the censorship efforts of Mr. Scheutz. These citizens asked that the Library resist the efforts of this group of concerned citizens to restrict access of video games to adults. In the President’s Report, Ms. Sadowski stated that the Library received a thank you letter from UCCA about the food donated as part of the food for fines program. There was no Unfinished Business. The first order of New Business was a draft of the letter to be sent to Mayor Morley about Board reappointments. The next order of New Business was the approval to donate the Caroline D. Wade self portrait to the Historical Museum. Marsha Baker moved: THEREFORE BE IT RESOLVED: That the Library donate the Caroline D. Wade self portrait to the Historical Museum. Jan Vanek seconded the motion. The motion carried. Minutes Elmhurst Public Library Board of Trustees May 21, 2013 Page 3 The next order of New Business was the annual performance review form for the Director. Ms. Campe handed out a copy of the form used in previous years. The review will take place in an Executive session at the July Board Meeting. The next order of New Business was the review of several policies. Jan Vanek moved: THEREFORE BE IT RESOLVED: That the policies be approved as presented. 5.5 OVERDUE AND/OR CLAIMED RETURNED MATERIALS The Library Director is authorized to set fines for overdue materials. In order to encourage return of long overdue material, moderate maximum fines will be charged. Information on fines is available at the Circulation Desk and on the Library’s web site. Overdue notices are sent to individuals two weeks after material is due. If material has not been returned six weeks after the due date, a final bill for material is mailed. In addition to overdue notices, individuals who add an email address to their Library record may receive notification 3 days before most items are due. This “courtesy notice” is a reminder to renew or return materials before the due date. Individuals are responsible for returning materials on time whether or not notices are received. Borrowing privileges are suspended when material becomes six weeks overdue. Reinstatement of borrowing privileges occurs when the individual returns the overdue material and pays the accumulated fines or when the price of the item along with the processing fee is paid in full. Borrowing privileges are also suspended when fines have accumulated to an amount to be set by the Library Director. Accounts with $50 or more in in overdue fines or billed materials will be referred to a collection agency. When a person informs the Library that material has been returned that the Library has no record of receiving, the individual will be held responsible for the material until it is returned or until the full price of the material along with the processing fee has been paid. The Library will assist individuals in these cases by searching the shelves for the material and notifying them of the results of the search. Minutes Elmhurst Public Library Board of Trustees May 21, 2013 Page 4 Return of Library materials is of great importance, and any procedure that the Library follows in an individual case will be in keeping with this philosophy. Adopted 6/20/89; Revised 5/15/90, 12/21/04; 6/16/09 5.4 MATERIALS AVAILABILITY When material needed by an eligible borrower* is not available (not owned or not on shelf) at the Elmhurst Public Library (EPL), the borrower may place a request for this material. When the material is available for checkout, the borrower will be notified that the material will be held for a specified period of time to be determined by Library staff. The loan period for items received from other libraries is determined by the lending library. The borrower is responsible for overdue fines and charges for lost or damaged materials received from other libraries. These fines and fees, determined by the lending library, may be higher that than those charged by EPL. All interlibrary loan requests filled within Illinois will be at no charge to the requesting patron. Individuals will be charged a reasonable fee (to be determined by administrative staff) for out-of-state interlibrary loan requests to cover lending library fees and mailing expenses for this material. Individuals will be charged a reasonable fee (to be determined by administrative staff) for all photocopy requests. *Eligible borrowers are EPL cardholders and cardholders from libraries with reciprocal borrowing privileges who work or own taxable property in Elmhurst. EPL participates in the statewide Reciprocal Borrowing (RBP) which allows an EPL cardholder to check out materials from other participating libraries throughout the state. A list of those libraries that do not participate is available at the Circulation Desk. Individuals are responsible for charges and fees for lost, damaged, or late returned RBP materials. Elmhurst Public Library, as a member of the Metropolitan Library System, honors reciprocal borrower cards from cooperating intersystem and intersystem libraries. Adopted 4/18/00 to take effect 5/1/00; 5/19/09 Minutes Elmhurst Public Library Board of Trustees May 21, 2013 Page 5 3.1 LIBRARY BILL OF RIGHTS The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services. 1. Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation. 2. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval. 3. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment. 4. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas. 5. A person’s right to use a library should not be denied or abridged because of origin, age, background, or views.
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