Normal Public Library
Minutes of the Board of Trustees
May 27, 2009

Members present: Joan Steinburg, President, Amy Christensen, Susan Lash, Pamela Lewis, Jess Ray, Charles Sila, Karl Sila and Brian Chase (Library Administrator). Also present were Ruth Reeves, Jeanne Moonan, Tori Melican and Lolita Netter.

President Steinburg called the meeting to order at 6:04 pm.

Mr. C Sila moved to accept the agenda as presented. Ms Lewis seconded the motion and it carried 7-0. Mr. K Sila moved to accept the minutes of the previous meeting as presented. Ms Lewis seconded and the motion carried 7-0.

Ms. Steinburg introduced David McGrew of Van Gundy Insurance to explain directors and officers liability insurance. The Normal Public Library Board has never been covered under D&O coverage. The product is underwritten by Cincinnati Insurance, an A++ company. Both the Bloomington Public Library and Hudson Public Library Boards have this coverage. Cincinnati offers a $1 million policy for $2,500 per year and a $2 million policy for $3,500 per year. Each carries a $10,000 deductible. Discussion followed.

President’s Report
Committee memberships were updated.

Librarian’s Report
• Monthly financial report: The surveillance system has been repaired. Warranties have been updated on the library computers. The library is investigating updating to Office 2007. Additional shelving may be added to the paperback book area using shelves currently in storage.
• Parking: Parking is now available in the Young America parking lot on the northwest side of the Library. This lot will be available for patrons until August 1.
• Uptown Redevelopment: As construction in Uptown continues, a book drop for the Library may be included in the new mail drop island planned for North Street.
• RSA/ILS: The Resource Sharing Alliance has been having outages. Complaints have been received. Other systems are being investigated.
• Non-resident cards are available outside of the system for those in areas adjacent to Normal at a cost of $125. There are no current non-resident card holders.
• Individual e-mail address for board members was discussed. An option offered was to use the Normal-Library.org domain. It would cost $42.03 to create each new account.
• New 2009 Normal Public Library Policies, Procedures and Job Descriptions binders were handed out, including the Disaster Plan, Calendar of Board Procedures, and Serving Our Public 2.0: Standards for Illinois Public Libraries (Illinois Library Association, 2009). Additional documents will be added as they are revised and approved.
• The Town of Normal has developed and adopted an Identity Theft Policy and a Personal Information Protection Policy. Library staff members have received training in identity theft prevention and the protection of personal information. The Policy committee will consider adopting such a policy and report back to the Board.

Committee Reports
Finance
Ms Christensen moved that two payrolls totaling $129,889.95 and other expenditures of $70,589.86 be paid. Ms Lewis seconded. The motion carried 7-0.
Personnel
No Report
Buildings and Grounds
Wall mounted cigarette receptacles have been installed near the entrances. The addition of large pots at the North entrance is planned. Additional parking signs have been installed including a parking sign added to the Young American lot.
Policy
No Report

Unfinished business

Master Planning
Ms Steinburg and Mr. Ray will meet with town council members on June 11.

New Business
Directors and officers Insurance Mr. Ray moved and Ms Lewis seconded that the Board acquire Directors and Officers coverage of $1 million through David McGrew of Van Gundy Insurance with the intent to bid all insurance policies in 2010. The motion passed 7-0.

Audit Mr. C Sila moved and Ms Lewis seconded that the annual audit be approved as presented. The motion passed 7-0

Non-Resident Fee Mr. C Sila moved and Ms Lewis seconded that the board approve continuing to offer a non-resident card at $125. The motion carried 7-0.

Board E-mail Mr. Ray moved and Ms Lewis seconded that the library purchase individual e-mail address for each board member through the Normal-Library.org domain at a cost of $42.03. The motion passed 7-0.

Identity Theft and Personal Information Protection Policy Mr. Ray moved and Ms. Lewis seconded the motion that review and recommendation creating a library Identity Theft and Personal Information Protection Policy be moved to the Policy Committee. The motion passed 7-0.

Social Technologies and Internet Use Policy Social networking sites are currently not explicitly addressed in the library policy. These sites are currently blocked by the library network. Mr. Ray moved and Ms Lewis seconded the motion to have the Policy Committee make recommendations as to how library policy would be impacted by the addition of social networking. The motion passed 7-0.

The meeting was adjourned at 8:30 pm. The next regularly scheduled meeting will be on Wednesday June 24, 2009 at 6:00 pm.

Respectfully submitted,
Susan Lash
Secretary