BOARD OF TRUSTEES
Minutes of the Regular Meeting
August 21, 2007

The regular meeting of the Des Plaines Public Library Board of Trustees was held in the second floor conference room on Tuesday, August 21, 2007. President Noreen Lake called the meeting to order at 7:02 p.m.

OATH OF OFFICE

President Noreen Lake administered the Oath of Office to Trustee Vice President Jerry Mahony.

ROLL CALL

Roll call indicated the following board members were present: Maria Bahamon, Matthew Bogusz, Eldon Burk, William Grice, Noreen Lake, George Magerl, Jerry Mahony, Rhys Read, Elaine Tejcek.

Also Present: Sandra Norlin, Hector Marino, Carol Kidd, Gary Valente, Wally Meyer. Mary Ellicson, Karen McBride, Roberta Johnson, Alderman Martin Moylan.

CONSIDERATION OF THE AGENDA

Eldon Burk asked that XVII. Management Committee Report be moved to F. under XI. New Business and that XI. New Business. F. Contract for Services from Outsource Solutions Group - $13,500.00 [Action Item] be moved to XVII. Matthew Bogusz asked that H. Continuing Education be added to XI. New Business.

MOTION by Eldon Burk, seconded by William Grice, to accept the agenda, as modified. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

PRESENTATION TO MARY ELLICSON

President Noreen Lake thanked former trustee, Mary Ellicson, for serving on the library board from 2004 – 2007.

PUBLIC COMMENTS AND QUESTIONS

Wally Meyer, President of the Friends of the Library, congratulated library staff on hosting the popular Harry Potter Extravaganza on July 20, 2007, which the Friends of the Library sponsored. Wally Meyer stated that the Friends of the Library would like to support other programs of this caliber.

CITY COUNCIL COMMUNITY SERVICES COMMITTEE – Alderman Martin Moylan.

Alderman Moylan was in attendance, but did not give a report.

CONSENT AGENDA

MOTION by Rhys Read, seconded by Jerry Mahony, to accept the Consent Agenda, as written. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

Matthew Bogusz asked Library Director Sandra Norlin why she thought circulation was down in July 2007 compared to July 2006 and Sandra responded that she thought that it may be that patrons are going to the library’s website to reserve materials or gather information rather than coming to the library and it may be that we are beginning to experience a new usage pattern.

Matthew Bogusz also asked why the percentage of use of online reference products was down 47% and Sandra Norlin responded that the library is tracking the usage in a different way to better reflect how patrons are utilizing the databases.

Matthew Bogusz asked if the statistics for use of online reference products could be included in the board packet as another chart and Sandra Norlin responded that the chart will be in the September packet.

CONSENT AGENDA

Following monthly reports to be reviewed and placed on file for audit:

MOTION by Rhys Read, seconded by Jerry Mahony, to approve, subject to audit, expenditures authorized by the Library Director and Board Representatives for library Warrant Registers as follows:

ROLL CALL VOTE: AYES: Bahamon, Bogusz, Burk, Grice, Lake, Magerl, Mahony, Read, Tejcek. NAYS: None. MOTION CARRIED.

MOTION by Rhys Read, seconded by Jerry Mahony, to approve, subject to audit, expenditures for salaries made by the Library Director as follows:

ROLL CALL VOTE: AYES: Bahamon, Bogusz, Burk, Grice, Lake, Magerl, Mahony, Read, Tejcek. NAYS: None. MOTION CARRIED.

DIRECTOR’S REPORT

Please note: I have received no official requests for confidential information since my last report.

PERSONNEL

New Employees for July/August 2007 are Olivia Gugalo, Page, 07/03/07 Cuyler Jenkins, Page, 07/16/07 Elliott Rowe, Circulation Services Clerk, 07/09/07 Angel Matias, Page, 07/09/07 Nancy Stewart, Page, 07/26/07.

Resignations/Separations for July/August 2007 are Susan Holstrom, PT Reference Librarian, 07/31/07 Kimberly McDuffee, Technology Page, 08/06/07, Mary Mulcrone, Page, 08/10/07 Leslie Steiner, Head of Public Information Services, 07/24/07.

STAFF DEVELOPMENT

The next All-Staff meeting will be held on Wednesday, September 12 at 8 AM. The featured event will be a presentation, “Movement Matters,” given by a personal trainer and fitness coach who will describe how everyday movements can affect our health and wellness.

Four staff members have applied for grants to attend FIL, the annual book fair in Guadalajara.

Jill Franklin will take part in the Sister Library staff exchange program in February, 2008.

PATRON SERVICES

Our Summer Reading Clubs were very active this summer. The Adult and Teen SRC had 133 adults and 75 teens participating. The children’s program had 2009 enrolled and 1054 who completed all requirements. Look for the Carnival of Reading t-shirts the finishers are wearing. The pre-readers listened to 13,376 and our independent readers read for 10,176 hours in June and July. The attendance at the programs was also high.

The highlight of the summer was the Harry Potter extravaganza held on July 20/21 from 9:30 to just after midnight. It’s hard to tell from the reports and fan letters who appreciated the evening most, the 96 kids, their parents, or the staff and volunteers who worked on the planning and the night at Hogwarts. For a taste of this splendid event, please look at the video on our website.

The month in numbers shows a decline in use and attendance, except for attendance at programs and meetings. Just over half of all items circulated in July were print, with DVDs as the only medium gaining in use. Patrons used self check to circulate 48% of all items checked out of the main library.

OTHER PROFESSIONAL ACTIVITIES

I was on vacation July 20 through 27 and August 9 through 13.

I attended the Library Production Studio Executive Committee meeting on July 19. On August 2, I participated in a Trustee Training seminar at NSLS with Noreen Lake. We were part of a four-person panel discussing budget and finance matters for trustees. I also attended the Chamber of Commerce After Hours event at Duncan Flooring on August 14.

PRESENTATION ON OPEN MEETINGS ACT – Carol Kidd.

Carol Kidd presented information on recent changes to the Open Meetings Act.

Roberta Johnson, Readers’ Services Manager, invited the Board to attend the library Croquet Tournament on Saturday, September 8, 2007. The board will form a team consisting of Matt Bogusz, Elaine Tejcek and Noreen Lake.

NEW BUSINESS

MOTION by Eldon Burk, seconded by George Magerl, to declare the following equipment surplus and obsolete property and to dispose of the equipment according to library policy.

Computers
Make-Model Serial Number Status
Dell Dimension 8100-P4-40G-256K-DVD 51ZRM01 Working
Dell Dimension 8100-P4-40G-256K-DVD 2YYRM01 Working
Dell Dimension 8100-P4-40G-256K-DVD BWYRM01 Working
Dell Dimension 8100-P4-40G-256K-DVD HYYRM01 Working
Dell Dimension 8100-P4-40G-256K-DVD HWYRM01 Working
Dell Dimension 8100-P4-40G-256K-DVD DYYRM01 Working
Dell Dimension 8100-P4-40G-256K-DVD 90ZRM01 Working
Dell Dimension 8100-P4-40G-256K-DVD 9YYRM01 Working
Dell Dimension 8100-P4-40G-256K-DVD 10ZRM01 Working
Dell Dimension 8100-P4-40G-256K-DVD F1ZRM01 Working
Dell Dimension 8100-P4-40G-256K-DVD 32ZRM01 Working
Dell Dimension 8100-P4-40G-256K-DVD G3ZRM01 Working
Dell Dimension 8100-P4-40G-256K-DVD 2XYRM01 Working
Dell Dimension 8100-P4-40G-256K-DVD BXYRM01 Working
Dell Dimension 8100-P4-40G-256K-DVD 4ZYRM01 Working
Dell Dimension 8100-P4-40G-256K-DVD 5WYRM01 Working
Dell Dimension 8100-P4-40G-256K-DVD 6XYRM01 Working

Monitors
Make-Model Serial/Tag Number Status
Dell E771 – 17” CRT MX-0419TG-47801-279-B4Z8 Working
Dell E771 – 17” CRT MX-0419TG-47801-1BN-B138 Working
Dell E771 – 17” CRT MX-0419TG-47801-278-B2TC Working
Dell E771 – 17” CRT MX-0419TG-47801-278-B2VH Working
Dell E771 – 17” CRT MX-0419TG-47801-279-B4YW Working
Dell E771 – 17” CRT MX-0419TG-47801-279-B4Z4 Working
Dell E771 – 17” CRT MX-0419TG-47801-279-B2VD Working
Dell E771 – 17” CRT MX-0419TG-47801-279-B4YZ Working
Dell E771 – 17” CRT MX-0419TG-47801-279-B4Z7 Working
Dell E771 – 17” CRT MX-0419TG-47801-279-B4YU Working
Dell E771 – 17” CRT MX-0419TG-47801-279-B4YV Working

VOTE: AYES: All. NAYS: None. MOTION CARRIED.


MOTION by William Grice, seconded by Jerry Mahony, to declare (1) building automation system computer and (1) monitor surplus and obsolete property and to dispose of the equipment according to library policy. VOTE: AYES: All. NAYS: None. MOTION CARRIED.
Sandra Norlin will present the first draft of the 2008 budget to the Finance Committee on Wednesday, September 5, 2007 and to the Board on September 18, 2007. The final budget is scheduled to be approved at the October Board meeting.

George Magerl reported that the Planning Committee met to discuss the all-day board retreat on Saturday, September 15, 2007. Miriam Pollack of Miriam Pollack and Associates will be the facilitator for the meeting.

The request to purchase a new ICN 10 Mbps Line in the amount of $15,600.00 was postponed. The Board asked that additional information be gathered about other technology.

MOTION by William Grice, seconded by Rhys Read, to postpone the purchase of a new ICN 10 Mbps Line and to direct staff to investigate all alternative technology and to talk to the City of Des Plaines staff and Des Plaines schools to inquire about the possibility of a partnership with them on the new ICN line. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

MOTION by Rhys Read, seconded by William Grice, to approve payment to Cooperative Computer Services in the amount of $11,207.74, which is a budgeted expense and is in the best interest of the Des Plaines Public Library. ROLL CALL VOTE: AYES: Bahamon, Bogusz, Burk, Grice, Lake, Magerl, Mahony, Read, Tejcek. NAYS: None. MOTION CARRIED.

MANGAGEMENT COMMITTEE MEETING

MOTION by Committee, to approve changes to library policy C-1 Registration Eligibility, Company Courtesy Cards as follows:

Company Courtesy Cards

A courtesy card will be issued in the name of a public or private corporation or entity located within the city limits of Des Plaines. The card will be issued to a company librarian or to a person designated as company librarian, for a period of one year. The card is issued for the circulation of work-related materials only. A courtesy card shall be offered to elected officials, according to policy.

VOTE: AYES: All. NAYS: None. MOTION CARRIED.

MOTION by Commitee, to pay the service club membership fees for two employees, which is in the best interest of the Des Plaines Public Library.

MOTION by Rhys Read, seconded by Maria Bahamon to amend the motion to read:

“to pay the service club membership fees for two employees in an amount not to exceed $500.00”, which is in the best interest of the Des Plaines Public Library. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

MOTION by Committee, to approve the addition of the following policy to the library policy:

Employment of Relatives

It shall be the policy of the Des Plaines Public Library that immediate family or relatives of a serving Board of Trustee will not be hired. The immediate family shall include spouse, child (including stepchild or legal custody), daughter or son-in-law, grandchild, parent, step parent, spouse’s parent, grandparent, spouse’s grandparent, sister, brother, step-sister or brother, sister or brother-in-law, or legal guardian. The definition of relative for the purpose of this section shall include those relatives identified under the immediate family plus aunts, uncles, nieces, nephews, first cousins and spouses of any of them.

Further, the Des Plaines Public Library does not allow two (2) or more relatives to work in the same department/division in circumstances where one relation occupies a position that supervises the other relation or has influence involving the relation’s employment, promotion, supervision, salary advancement, or other personnel decisions. If such situations occur, the Des Plaines Public Library will assign the more recently hired or promoted employee to a different department, division, work unit or shift, as appropriate.

VOTE: AYES: All. NAYS: None. MOTION CARRIED.

Sandra Norlin reported to the Board that she is concerned that the library building is slowly deteriorating due to the lack of proper cleaning by the cleaning companies who are hired using the bid process. Sandra stated that the companies bid low and after a short period of time try to clean the 82,000 sq ft building with only 2 – 3 people for a few hours each evening. The results are that valuable library staff time is spent calling the cleaning companies reporting problems that should have been addressed by the cleaning company. The library has changed cleaning services several times and the results are the same. Sandra asked for Board approval to waive the bid process and enter in an agreement with Mueller Building Services to clean the library building. Mueller has been highly recommended by other libraries for their attention to detail.

MOTION by Eldon Burk, seconded by Maria Bahamon, to give seven days notice to the current cleaning company and enter into an agreement with Mueller Building Services, Inc. and to reconsider the contract at any time, which is in the best interest of the Des Plaines Public Library. ROLL CALL VOTE: AYES: Bahamon, Bogusz, Burk, Grice, Lake, Magerl, Mahony, Tejcek. NAYS: Read. MOTION CARRIED.

Matthew Bogusz asked the Board to consider a continuing education program sponsored by the library offering SAT, GED and other classes to help students and adults prepare for tests. Matthew referred to the Atlanta-Fulton Public Library System in Atlanta, GA, who offers these services to their patrons. Sandra Norlin stated that she thinks that the library may be able to offer these services to patrons and will pursue with Board approval.

ANNOUNCEMENTS

Noreen Lake stated that North Suburban Library System offers training courses for library trustees and encouraged the Board to attend.

Noreen Lake received a letter of complaint from a patron regarding the level of noise in the building, how the toilets flush and how the meeting rooms are used. Noreen distributed a copy of the letter from Reme C. Aleck and Rose B. Lisnek to trustees and stated that she and Sandra Norlin will meet with the patrons making the complaint.

Sandra Norlin reported that the library received a grant in the amount of $2,800 from Target for the support of Centennial Reading for the Family. The donation will be used to sponsor a storyteller for the October 7 Centennial Celebration and to purchase bilingual books to give away on that day.

Elaine Tejcek congratulated library staff on the grand Harry Potter Extravaganza on July 20. Elaine said that the Friends of the Library were very involved in the program.

George Magerl and Matthew Bogusz stated that they were interested in attending the ILA Conference in Springfield in October and will contact Carol Kidd, who will make their reservations.

Sandra Norlin reported that the library roof has not been repaired. Gary Valente stated that the roof is not leaking at this time, but the temporary patches will not last. The Board is concerned due to the large amount of rain that has fallen in the past week.

William Grice left the meeting at 9:31 p.m.

EXECUTIVE SESSION

MOTION by Eldon Burk, seconded by Jerry Mahony, to enter into an Executive Session at 9:38 p.m. to discuss Deliberations Concerning Salary Schedules for One or More Classes of Employees. VOTE: AYES: All. NAYS: None. MOTION CARRIED.
The regular session reconvened at 10:39 p.m. and was called to order by President Noreen Lake.

ROLL CALL.

Roll call indicated the following board members were present: Maria Bahamon, Matthew Bogusz, Eldon Burk, Noreen Lake, George Magerl, Jerry Mahony, Rhys Read, Elaine Tejcek.

Members Absent: William Grice.

ACTION FOLLOWING EXECUTIVE SESSION

MOTION by Elaine Tejcek, seconded by George Magerl, to recommend the new salary schedule effective January 1, 2008 prepared by the Management Association of Illinois, to bring employees who are below the minimum range up to the minimum and to adjust the salary schedule yearly as of January 1. ROLL CALL VOTE: AYES: Bahamon, Burk, Lake, Magerl, Mahony, Tejcek. NAYS: Bogusz, Read. MOTION CARRIED.

MOTION by Eldon Burk, seconded by George Magerl, to recommend that staff salary increases remain the same as in 2007. ROLL CALL VOTE: AYES: Bahamon, Bogusz, Burk, Lake, Magerl, Mahony, Read. NAYS: Tejcek. MOTION CARRIED.

MOTION by Eldon Burk, seconded by Jerry Mahony, to recommend that the following positions be exempt from Civil Service:
Head of Public Information Services
Head of Building and Security Services
to take effect upon approval of the Des Plaines Civil Service Commission.
VOTE: AYES: All. NAYS: None. MOTION CARRIED.

MOTION by Eldon Burk, seconded by Jerry Mahony, to recommend that the following positions be exempt from the Fair Labor Standards Act, based on the recommendation from the Management Association:
IT Manager
Head of Public Information Services
Head of Building & Security Services
Page Supervisor
Assistant Head of Circulation Services
to take effect August 22, 2007.
VOTE: AYES: All. NAYS: None. MOTION CARRIED.

CONTRACT FOR SERVICES FROM OUTSOURCE SOLUTIONS GROUP

MOTION by Jerry Mahony to approve payment to Outsource Solutions Group to build a firewall in the amount of $13,500.00, which is in the best interest of the Des Plaines Public Library.
MOTION failed for lack of a second.

MOTION by Rhys Read, seconded by Jerry Mahony, to approve payment to Outsource Solutions Group to extend the existing contract to build a firewall in the amount of $13,500.00, which is in the best interest of the Des Plaines Public Library. ROLL CALL VOTE: AYES: Bahamon, Bogusz, Burk, Lake, Magerl, Mahony, Read, Tejcek. NAYS: None. MOTION CARRIED.

MOTION by Jerry Mahony, seconded by Elaine Tejcek, to adjourn the regular meeting. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

Meeting adjourned at 10:50 p.m.

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