February 20, 2025 Minutes
The regular meeting of the Park Forest Public Library Board of Trustees opened at 7:30 pm.
Roll Call
Those present were:
Park Forest Public Library Board Members: Sevena Merchant, Felicia Rangel, Alan Shnay, and Jessica Rodrigues
Absent: Lance L. Jefferson (arrived 7:30 pm), Katherine Coleman, and Alice McBride
Park Forest Public Library Staff: Mary VanSwol and Tommie Taylor
Also present: Village Finance Director Mark Pries and Joshua Travis (arrived 7:33 pm)
Audit Review
Village Finance Director Mark Pries reviewed the 2024 audit with the Board. The letter from the auditor noted that it is an unqualified opinion, which means they did not find any problems. Village Finance Director Pries also talked about the auditor’s communication to the Board of Trustees and Management. The auditor’s letter did not find any weakness with internal controls. The auditor’s letter also recommends adopting a formal investment policy.
Trustee Rangel asked about how the library’s funds were invested. Village Finance Director Pries stated that money is in money market accounts.
Approval of Minutes
The minutes of the regular meeting of January 16, 2025, were approved as submitted.
Communications
Library Director VanSwol shared a card from a patron thanking the staff for outstanding service. Another patron anonymously gave the library an atomic clock for the Ringering Room.
Office of Cook County Clerk Monica Gordon sent the Board a request for help recruiting election judges for the upcoming election on April 1. The library has posted the flyer in the Info Zone.
Audience to Visitors
No one addressed the board.
Financial Report
Library Director VanSwol stated that the financial report was included in the packet.
Report of the Board President
President Merchant complimented the new artwork in the Ringering Room. She was very happy with the turnout for the Friends Meet & Greet. Trustee Rangel stated that the Friends is up to about 15 members. The next step is to have a meeting to elect officers.
Report of the Librarian
Library Director VanSwol thanked Village Finance Director Mark Pries for attending and speaking about the audit. The painting in the Ringering Room is done, and new-to-us artwork is now hanging on the walls. There are three policies up for first readings, two of them are original policies. Village Hall has heard that we will get only one EV charging station, but it will have two charging ports. The library will be closed February 28 for maintenance to the tile floor.
Report of the Olympia Fields Public Library Trustee
Library Director VanSwol stated that the Olympia Fields Public Library Board discussed ideas for their centennial in 2027.
Report of Committees
There were no more reports.
Employee Handbook and Personnel Policy – 2nd Reading
Trustee Jefferson moved that the Board approve the Employee Handbook and Personnel Policy as submitted.
Trustee Shnay seconded.
The motion passed.
Investment Policy – 1st Reading
Library Director stated that she borrowed heavily from the Village’s investment policy and policies from other libraries. She made sure to cover all of the sections recommended by the auditor.
President Merchant asked what the purpose of the policy is. Village Finance Director Pries answered that it governs how investments are made and what is allowed by the state. The policy shows that the Board has taken an interest in the finances and financial processes of the library. Trustee Rangel asked about suitable and authorized investments. Those investments are pulled from Illinois law. Trustee Rangel asked about internal controls and transactions. Village Finance Director Pries stated that transactions are mostly over email so that there is a digital trail. Trustee Rodrigues asked how the library could make investments. The board would vote to make an investment and then instruct the Village Treasurer to make the investment. Trustee Jefferson asked whether Mr. Pries has read the policy as submitted. Village Finance Director Pries has not read the policy. Trustee Rodrigues asked about the current liquidity. Village Finance Director Pries stated that the library should keep more in liquidity than one month. The Board discussed investments and liquidity.
Budget Policies – Fiscal – 1st Reading
The changes reflect the increase in the cost of materials. Trustee Rangel asked about the return check fee. Library Director VanSwol stated that the library rarely receives checks.
Notary Public Service Policy – 1st Reading
The Board discussed the notary service. Trustee Rangel asked about the bond. That is insurance for the notaries. Trustee Jefferson asked about filing with the state. That is an additional cost over the training.
Adjournment
The meeting adjourned at 8:26 pm.