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January 13, 2010
Minutes of the regular meeting of the Board of Trustees of the Skokie Public Library held
in the Skokie Public Library Board Room, Wednesday, January 13, 2010.
CALL TO ORDER
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APPROVAL OF THE MINUTES OF THE REGULAR MEETING OF DECEMBER 9,
2009 .
Mr. Graham made a motion, seconded by Dr. Wozniak,to approve the minutesofthe
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regular meetingofDecember 9, 2009, subject to additions and/or corrections.
Mrs. Hunter would like the paragraph on page 10 of the December 9, 2009 minutes that
begins ''With the donations received in her husband Harry's memory ... " changed to _.
"With donations received by the Library in her husband Harry's memory, Mrs. Hq.nter
said the AV area will be dedicated with a plaque in his name and a yearly film talk by a
notable film critic will be held. The monthly film flyer will teflect the Harry H. Hunter
dedication."
The minutes were approved as corrected and placed on file.
Mr. Graham asked that the Board move the regular order of business and go directly to
Investment Policy. The Board agreed.
INVESTMENT POLICY.
Mr. Nowak, Village Finance Director and an original board member ofiMET, Illinois ·
Metropolitan Investment Fund, answered questions from the Board on the Library's
possible participation in IMET. Discussion ensued regarding legal counsel for IMET,
how IMET work~; number .of staff employed by IMET, IMET membership; IMET fees;
and rate of return.
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The Board thanked Mr. Nowak for coming to the meeting and for his pelp throughout the
years. Mr. Nowak left the meeting at 7:54p.m.
CONSENT AGENDA (Financial Statements; Circulation Rep~rt; Library Use Statistics;
. Report(s) from Department Head(s); Gifts; Personnel)
·Mrs. Panilli made a motion, seconded by Dr. Wozniak:
MOTION:
THAT THE SKOKIE PUBLIC LIBRARY BOARD OF TRUSTEES'
APPROVE THE FINANCIAL STATEMENTS, SUBJECT TO AUDIT,
AND THAT TBE FOLLOWING CONSENT. AGENDA JTEMS BE
PLACED ON FILE:
· 1. CIRCULATION REPORT
2. LIBRARY USE STATISTICS
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3. REPORT(S) FROM DEPARTMENT HEAD(S)
4. GIFTS: INMEMORYOFHARRYH.HUNTER: $50. FROM DR.
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AND MRS. IRWIN RICH;$1,000. FROM DIANA HUNTER; $18.
FROM BARBARA L. KEER IN MEMORY OF BRENDA B. WEISS
FOR P~RCHASEOF .A BOOK ON CD; $35. FROM DR. WILLIAM
H. WEHRMACHER IN APPRECIATION; $50. FROM MR. AND
MRS. JOEL SIEGEL INAPPRECIATION; 100 SHARESOF
GENERAL ELECTRIC STOCK FROM GLORIA BLOOM_IN
APPRECIATION
5. PERSONNEL: HIRE: LYNNANNE PEARSONJ FULL-TIME
MANAGER OF ADULT POPULAR SERVICES, ADULT
SERVICES DEPARTMENT, EFFECTIVE FEBRUARY 2, 2010.
The motion was approved unanimously.
BILLS
A motion was made by Mr. Graham, seconded by Mrs. Rich:
MOTION:
THAT THE. SKOKIE PUBLIC LIBRARY BOARD OF TRUSTEES
APPROVE THE BILLS, SUBJECT TO AUDIT.
The roll call vote for approval was unanimous.
DIRECTOR'S REPORT.
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USAGE-_---Circulation in December was up 29% to 173,046 for the month. Use of Adult
DVDs more than doubled from last December and other A V formats also showed str~:mg
. gains. However, Youth book Circulation was also up nearly 20% and Adult books nearly
10%. Eight of eleven Adult NF categories reached five year highs for the inonth this past
December, bringing the whole category ofNF to a high when compared with other recent
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Decembers. Adult Fiction, World Languages, Books on CD, and Youth Fiction, NF and
World Languages also had monthly highs. The Bookmobile had an increase of24% in
circulation for December. The Gate Count was up over 12% to60,726----high for
December which has three closed days and one early closing. Total use of online
databases was up 16% while External use was up 35% and the number of distinct
individuals using online databases was up 39% for the month. Increases were st~ong in
use of Safari Books Online, Tumble )3ooks and Consumer Reports which was a new
online feature this year. .
VILLAGE SURVEY---.:.The Village conducted their biannual survey as devised by the
Interm!tional City Managers' Association this falL .One question asked whether you or
other household n:iembers used the Library or any of its services in the.past twelve
months. A total of 83%.ofrespondents answered affirmatively, while 17% said that no
one in the household had used the Library in the past year. Amongthose who used the
Library, 17% said they (or a family member)used the Library once or twice during the
year; 25% reported use 3-12 times. during the year; 19% reported use 13-26 times in the
year; and 22% said that they or a family member used the Library more than 26 times
during the year .. ·
PARKING LOT UPDATE----After a meeting with the Metropolitan Water Rec-lamation
District attended by representatives from Gewalt Hamilton, Chicagoland Paving, Village
engineering and the Library, the Village filed a formal request for ail extension which
was granted until May .15 for compliance with the drainage modifications required by the
MWRD. It appears that everyone is willing to do their part to rein~dy the situation so,
although it will be a hardship to have the parking lot tom up in part in the spring, it looks
like everything will be made right. Library attorneys are monitoring the situation.
STRATEGIC PLANNING----A Committee has been selected for preparation of a new
three year plan for the Library. The first meeting will be held January20. Staff expect to
hear preliminary findings from CIVICTechnologies January 22 and to get other input
from key community leaders. Three committees on Technology, Market Analysis, and
Outreach & Partnerships will also meet during February and March. Mrs. Anthony
expects to bring a draft plan to the Board for consideration at the April Board meeting.
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Trustees John Graham and John Wozniak will represent the Board in the planning
process. Mrs; Anthony will report progress each month to the Board._
COMING TOGETHER IN SKOKIE----A new initiative to encm.irage more in-depth
understanding of the various cultures represented in Skokie has been launched with the
partnership among Skokie Public Library, District 219 and the Village. Oakton
Community College and the Indian Community ofNiles Township are also participating.
The business community is represented by the Holiday Inn. Over thirty programs are
planned from late January through mid-March. The central feature of the initiative is the
reading of Motherland byVineeta Vijayaragahavan. Multiple book discussions will be
held and the author will speak at both high schools and the Library March 8 a,_nd at
Oakton Community College March 9. Mrs. Anthony hopes that Board members will read
the book and participate in some of the programming. The Board is invited to the kick-off
event which is an observation of Republic Day being held at Niles West under the
sponsorship of the Indian Community ofNiles Township. An invitation to the kick-:off
and a study guide for Motherland \\;ere given to the Board.
STAFF DAY WRAP UP----:-StaffDay 2009 was another successful event with largely
very positive evaluations from participants. Mrs. Ant~·wny's remarks to staff were.
distributed. Karen Parrilli was there for the day. Board President Diana Hunter, John
W cizniak and Zelda Rich were also there for parts of the session. Mrs. Anthony
appreciates the Board's support for this annual event as it is the one time eachyear when
the whole staff gets together, quite an achievement considering the various shifts and
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schedules which make ,the Library's long open hours possible.
ALA MIDWINTER----The day aftedhe Board meeting, Mrs. Anthony will fly to Boston
for the Midwinter meeting of the American Library Association. Mrs. Anthony will
'attend meetings of the Library Support Staff Certification Committee, the PLA
Leadership Task Force, the PLA Budget and Finance Committee and the PLA
Endowment Committee. Mrs. Anthony will also chair two meetings 9fthe ALA Public
and Cultural Programs Advisory Committee. Mrs. Anthony will be back in the Library
Tuesday, January 19. Six other staff
will travel to Boston_for the Midwinter meetings.
Mrs. Anthony announced that Alice Calabrese-Berry, Director of Metropolitan Library
System, will retire in October.
SKOKIE PUBLIC LIBRARY COPIER AND VENDING CARD (PAY-FORCOPY/PRINT) SYSTEM REPLACEMENT
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Mark Kadzie, Network Manager, asked for the Board's approval for two separate but
related proposals.
Mr. Kadzie is requesting Board approval of an agreement for the leasing of new public
copiers. The current lease for the seven public copiers (six black-and-white and one
color) concludes in April2010. These will be replaced by six copiers, all ofwhich will
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make both black-and-white and color copies .
. There are five very determined. vendors vying for the Library's business,_ as well as recent
new year manufacturer incentives.
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The five companies making proposals and the copiers they are offering are as follows: .
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Company
Copier Manufacturer
CDS Office Technologies
Konica-Minolta
Image Systems and Business Solutions (ISBS)
Savin (Ricoh)
Chicago Office Technology Group (COTG)
Xerox
ImageTec
Toshiba
Des Plaines Office Equipment (DPOE)
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Sharp
Mr. Kadzie distributed a comparative spreadsheet of the five proposals. Mr. Kadzie
recommends Image Systems and Business Solutions (ISBS). ISBS was chosen for its
overall value, the copiers ease· of use and reliability. ISBS received the best
recominendations from the most libraries. The l~ase would. be for ·60 months at a. cost(.of
$620.00 per m9nth.
Mr. Kadzi~ also requests approval in the amount of$27,160 for replacing the vending
· card (pay for copy/print) system.
Reasons for replacing the current system include:
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It is more than ten years old; replacing it now will solidify this function for the next
ten years.
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The c.oin-op boxes are no longer manufactured; finding parts and having them
repaired is becoming more difficult each year.
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The coin-op boxes are not networkable, so collecting usage statistics is not possible.
Manual meter reading and meter resetting is required regularly ..
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The coin-op boxes only support a single copier type at a time, either color or blackand-white, but not both.
I? replacing this system the intention· is to go from a separate magnetic-striped card to an
online barcode system that uses the patton's Library card barcode. The new system works
in essentially the same way as the old magnetic stripe system except barcode scanners
replace mechanical card readers and money deposits are recorded in a database instead of
being stored on the card itself.
Advantages to this new online barcode system include:
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The consolidation of the vending card with a patron's Library card.
The elimination of mechanical card readers and the problems inherent in reading
damaged vending cards.
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Unlike the money-:.encoded vending cards, with PIN protection, a lost Library card ·
will not result in the loss of the patron's vending funds.
After discussion, Mr. Graham made a motion, seconded by Mr. Basofin:
·MOTION:
. THAT THE SKOKIE PUBLIC LIBRARY BOARD OF TRUSTEES
ACCEPT THE PROPOSAL FROM IMAGE SYSTEMS AND
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BUSINESS
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SOLUTIO~S
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(ISBS) ·FOR A 60 MONTH (5 YEAR) LEASE
FOR SIX COPIER UNITS AT A COST OF $620.00 PER MONTH ..
Thy. roll call vote for approval was unanimous.
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After further discussion, Mr. Graham made a motion, seconded by Dr. Wozniak:
MOTION:
THAT THE SKOKIE PUBLIC LIBRARY BOARD OF TRUSTEES
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APPROVE THE PROPOSAL FROMTBS (TODAY'S BUSINESS
SOLUTIONS; INC.) IN THE AMOUNT OF $27,160.00 TO REPLACE
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. THE VENDING CARD (PAY FOR COPY/PRINT) SYSTEM.
The roll was called: Mr. Basofin-yes; Mrs. Rich-yes; Mrs. Greer-no; Mrs. Parrilliyes; Mr. Graham-yes; Dr. Wozniak-·yes; Mrs. Hunter-yes. The motion passed.
Mr. Kadzie left the meeting at 8:33 p.in.
PRELIMINARY DRAFT OF FY 2011 OPERATING BUDGET
Mrs·. Anthony distributed a first draft of an Operating Budget for FYr 2011. This will be revised
each month as better information is received to rnake firm~r· esti~ates of anticipated expenses.
The budget is based on the 2009 levy of $12;141 ,0161 which is inclusive of debt obligation. There
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is an allowance of $11,675,826. for the General Operating FU:nd. As has.been the practice in
recent years, Mrs. Anthony has included an amount for Capital Expense within' the Operating
Budget. The amount in this line is sufficient to handle larger capital expenses during FY 2011 and
to absorb any shortfall in revenues collected. The Library will hope to have some revenues left at
year end to carry over to the Reserve Fund for Sites and Buildings or to the Working CashFund.
Mrs. Anthony has received early warning that the property tax bills may again be delayeq in
mailing in Fall, 2010.
The Employment Cost Index for the full year of 2009 is not yet available from the Bureau of
Labor Statistics but should be available by next month. Following are some notes to individual
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·lines that may require more explanation:
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.Professional Services -This year the Library had greater anticipated expense due to strategic
plan (CIVICTechnologies contract) and last year higher expense due to parking lot. Mrs.
Anthony doesn't anticipate any significant projects requiring professional services in FY
2011.
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Insurance (Health, Dental & Life)- Expense this past year included ca. $180,000. in
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penalties for leaving the NSLS insurance plan. Mrs. Anthony has deducted that amount and
added an allowance for a 10% increase i:n rates. At this time .it is unlmown what the rate
increase will be beginning in July (st~rt of plan year) and still rnay not know when it is time
to adopt the budget.
•
Printing & Publicity- Costs have increased in this area due to a large number of programs
and therefore expanded Update publication each quarter.
•
Cable/Media Lab- An allowance is made for hiring freelancers !O.film.the Young Steinway
concerts and for expenses related to niaintenance of the Media Lab.
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Additional draft budgets will be looked at each month until
a: final budget is submitted for
adoption by the Board in April.
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Mrs. Hunter suggested getting interns from Columbia College to film the Young Steinway.
concerts.
Mr. Graham is concerned about the shortfall in tax collections. Mr.' Graham would like to know
what the shortfall was in FY 09 and FY 08.
AUDIOVISUAL UPDATES IN PETTY AUDITORIUM
We are tremep.dously fortunate to have such a wonderful auditorium, enabling the
Library to provide concerts and other performances that are simply not possible in most
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libraries. The Library has gotten behind, however, in terms of AV and sound capabilities
in that room, so $40,000 was included in this year's capital budget for updates.
The primary improvements that will come from this project are:
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The ability to use a laptop at the podium on the stage to control a presentation using
the existing projector in the booth, eliminating the need to place a cart containing the
laptop.and portable projector in the midst of the audience, with attendant risk of
people tripping over power cords or damaging the equipment.
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The ability to play and control recorded music from CD or iPod from the podium or
l
backstage. This is a very important feature for dance perfonnances in particular, and
for some youth and family programs. Staff have jury-rigged primitive control using
. an iPod from the front of the stage, but it is not a permanent solution. Playing CDs
from the booth, as is currently done, is problematic and was designed for a bygone
· era in which a sound technician staffed programs.
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Two monitor speakers on stage for jazz, world, and dance performances. Performers
. who aren't classical musicians expect the Library to have these, and we don't.
• Bodypack microphones for speakers. These are the headset, microphones that tend to
produce b~tter sound quality.
• A securable podium (which will keep unauthorized users out) with Crestron touch
screen technology that will operate like the AV systems in the rest of the building,
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thus reducing the learning curve for staff who use the equipment iri.frequently ..
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The ability to play Blu-ray discs, which we cannot currently do.
Christie Robinson attempted to obtain three bids for this project. One company never
provided a: quote after touring the Petty and discussing the requirements (Rich Simon,
. Anna Caran, and Christie Robinson conducted the tours and interviewed the company
representatives). Ofthe two quotes received, Frostline is the company recommended·.
They have been very responsive and come highly recommended by the Niles Library,
which used Frostline for their new training lab. The other company is based in California
and uses a local supplier to do the work. The price is similar, but staff do not believe the
specifics of their solution would meet the Library's needs as well as the Frostline
proposal, and it seems better overall to have control of the project locally.
Board approval of the Petty audiovisual improvements is requested at a cost of
$33,824.75. The project will also require separately a few hours of an. electrician's time
and potential repair of some of the existing microphone jacks, which have not been
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diagnosed and estimated. The installation will take about three days in mid-March, during
· the week ·so that weekend use of the auditorium is not disrupted.
· Discussion followed. Mrs. Greer asked ifthere was a component for making the updates
handicap acces.sib1e whereby a motion or auditory component could be added. Mrs.
Anth,ony will check on this.
Mr. Graham made a motion, seconded by Dr. Wozniak.:
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MOTION:
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THAT THE SKOKIE PUBLIC LIBRARY BOARD OF TRUSTEES
APPROVE THE QUOTE FROM FROSTLINE INC. TO PROVIDE
AUDIOVISUAL UPDATES IN THE PETTY AUDITORIUM FOR A
COST OF $33,824.75.
The roll call vote for approval was unanimous.
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POLICY ON COMPLIANCE WITH ILLINOIS FREEDOM OF INFORMATION ACT
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Mrs; Anthony stated that she has been advised by our attorneys (Robbins, Schwartz,
Nicholas,
Li~on
& Taylor, Ltd.) that the Illinois Freedom oflnformation Act_has been
amended by Public Act 96-542, effective January 1, 2010. The Board should adopt a
policy re acknowledgement of the obligation and intent to comply with the revised
statute. A model policy from RSNL&T was distributed for Board adoption.
The changes to FOlA prescribe more explicit steps for responding to requests for public
records and shorten the deadline for responses from seven business days to five business
days with a potential five-day extension. These more stringent requirements, together .
with stiffer penalties for compliance failure, make it advisable to have a back-up FOIA
Officer. RSNL&T has provided administrative procedures.
The Board has already designated Susan Dickens to serve as the Library's primary
Freedom oflnformation Officer. With the Board's approval, Karolyn Fukuda will·serve
as back-up Freedom oflnformation Officer .. Both are required to complete training which
can be done online by June 30, 2010. The State 'is sponsoring online training for FOIA
. January 15 and for the Open Meetings Act February .1. Our law firm is also sponsoring
training. Susan and Karolyn will both complete the training as required.
Board approval of the FOIApolicy is requested, along with approval ofKarolyn Fukuda
as 1he back-up FOIA officer. Mr. Graham made-a motion, seconded by Dr. Wozniak:
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MOTION:
THAT THE SKOKIE PUBLIC LIBRARY BOARD OF TRUSTEES
APPROVE KAROLYN FUKUDA AS BACK-UP FREEDOM OF
INFORMATION OFFICER.
Theroll call vote for approval was unanimous.
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. A motion was 1nade by Mr. Graham, seconded by Mrs. Parrilli:
MOTION:·
THAT THE SKOKIE PUBLIC LlBRARY BOARD OF TRUSTEES
APPROVE THE FREEDOM OF INFORMATION ACT (FOIA) POLICY
AS PRESENTED (ATTACHED).
The roll call vote for approval was unanimous.
ASSISTANCE FORTHE WILLIAM LEONARD PUBLIC LIBRARY DISTRICT
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Mrs. Anthony spoke with Priscilla Coatney, Library Administrator of the William
Leonard Public Library District; to see how they were doing. Ms. Coatney couldn't thank
Mrs. Anthony enough for the Skokie Public Library's generosity which really got them
through the late pr~perty tax distribution this fall. Ms. Coatney mentioned that local
residents lack the transportation to get to the Midlo_thian or Blue Island libraries which
are the closest neighboring public libraries so the community really benefitted from
keeping the William Leonard Publi~ Library open.
A few other public libraries have provided a little help, but "nothing like that from.
Skokie" according to Ms. Coatney. Senator Meeks increasedliis pledge of assistance ·
from $50,000. to $1 00,000., but it would come as a loan and Ms. Coatney didn't know
how they would repay it. Still, all the elected officials representing the community are
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. aware <?fthe Library's Circumstances and have promised to seek long term solutions.
Tax money seemed to be coming in pretty well fi:om the Fall collection so Ms. Coatney thinks they have made it through the crisis ..
Mrs. Anthony recommends resuming use ofthe book sale funds for purchases for the
Skokie PublicLibrary collection as of January, 2010. A bond has been forged wi,ththe
William Leonard Public Library District and we will rem~in linked should another crisis
develop.
Mr. Graham made a motion, seconded by Mrs. Rich:
MOTION:
THAT THE SKOKIE PUBLIC LIBRARY BOARD OF TRUSTEES
RESUME USING THE BOOK SALE FUNDS FOR PURCHASES FOR
THE SKOKIE PUBLIC LIBRARY.
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Skokie Public Library Policy on Compliance with
The Illinois Freedom of Information Act
The Board of Trustees ofthe Skqkie Public Library recognizes the right of members of
the public to have access to public records in accordance with the provisions of the
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Illinois Freedom oflnformation Act ("FOIA" or the "Act"), and affirms that it is the
policy of the Library to comply with the Act.
The Library Director shall designate one or more officials or employees of the Library to
serve as its Freedom oflnformation Officer(s), and shall develop and implement
administrative procedures to effect compliance with the Act.
. Adopted by Skokie Public Library.
Board of Trustees, January 13, 2010
Statutory authority:
5 ILCS 14011 et seq.
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The roll was called: Mr. Basofin-yes; Mrs. Rich-yes; Mrs .. Greer-yes; Mrs. Parrillino; Mr. Graham-yes; Dr. Wozniak-·yes; Mrs. Hunter-.yes. The motion passed.
INVESTMENT POLICY
Mrs. Hunter ~hanked Mr. Graham and Mr. Basofin for reading !MET's 42-page
Declaration of Trust.
After discussion, Mr. Graham made a motion, seconded by Dr. Wozniak:
THAT THE SKOKIE PUBLIC LIBRARY BOARD OF TRUSTEES
MOTION:
APPROVE INVESTMENT IN THE IMET CONVENIENCE FUND.
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The roll was called: Mr. Basofin-yes; Mrs: Rich-·yes; Mrs. Greer-no; Mrs. Parrilliye~; Mr. Graham-yes; Dr. Wozniak-yes; Mrs. Hunter-yes. The motion passed.
...
NORTH SUBURBAN LIBRARY SYSTEM
· Report from Mr. Basofin·
Mr. Basofin had no report as there was no NSLS meeting iri Dycember.
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The NSLS: Skokie Public Library 2009 Report Card and the Email to Caroly~ Anthony,
et al,from Robert Doyle dated January 2010 re "Our Libraries" article. by Sarah Long·
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were noted.
COMMENTS FROM TRUSTEES
There were no Comments from Trustees.
ADJOURNMENT
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At 9:11p.m. a motion was made by Dr. Wozniak, seconded by Mrs. Parrilli to adjourn ·
the regular meeting. The motion passed u~animously .
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~~~~- '81 e iLo
Zelda R. Rich, Secretary ·
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Minutes, Wednesday, January 13, 2010
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Skokie Public Library. Board of Trustees
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Rich, Zelda R. (Secretary)
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1/13/2010
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PDF
12 p.
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Public Libraries -- Illinois -- Skokie
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LBM20100113.pdf
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Skokie Public Library, Skokie, IL
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eng
2000s (2000-2009)
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2010s
library board meetings