BOARD OF TRUSTEES
Minutes of the Regular Meeting
May 20, 2008

The regular meeting of the Des Plaines Public Library Board of Trustees was held in the second floor conference room on Tuesday, May 20, 2008. President Noreen Lake called the meeting to order at 7:01p.m.

ROLL CALL.

Roll call indicated the following board members were present:
Matthew Bogusz, Eldon Burk, Noreen Lake, George Magerl, Jerry Mahony.

Also Present: Sandra Norlin, Holly Richards Sorensen, Carol Kidd, Heather Imhoff, Karen McBride, Matt Bellamy.

Absent: Maria Bahamon, Rhys Read, Elaine Tejcek.

CONSIDERATION OF THE AGENDA.

MOTION by Eldon Burk, seconded by George Magerl, to accept the agenda, as written. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

PUBLIC COMMENTS AND QUESTIONS

None

Karen McBride, Web Services Librarian, stated that the library website is in the process of being redesigned and will be available to the public on or about May 29, 2008. Karen demonstrated how the website can be used by library patrons and the public. Matt Bogusz asked if statistics could be obtained for the library website that separates in-house users versus users who are using the website from another location.

Alderman Moylan was not in attendance.

CONSENT AGENDA

Noreen Lake asked that VII. Consent Agenda. D. Acceptance of Reports. 1. Director's Report be removed from the Consent Agenda.

A revised Director's Report will be included in the June 2008 Board packet.

Matthew Bogusz asked why computer users statistics were increasing, but library attendance was decreasing. It was noted that the door counter was not working for 4-5 days in the month of May. We will extrapolate from average daily use to get an acceptable approximate number.

MOTION by George Magerl, seconded by Jerry Mahony, to approve the Consent Agenda, as amended. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

CONSENT AGENDA

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

1. Over the Counter Receipts	$	11,663.87
2. Petty Cash Expenditures	$	8.69
3. Budget Expenditures for April	$	556,683.43
4. Expenditures Year to Date	$	1,902,423.99
5. Revenue for April	$	37,155.01
6. Revenue Year to Date	$	645,565.05

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

April 07, 2008	$	177,466.38
April 21, 2008	$	68,851.55
Total	$	246,317.93

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

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

April 07, 2008	$	177,466.38
April 21, 2008	$	68,851.55
Total	$	246,317.93

DIRECTOR’S REPORT

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

I.    PERSONNEL

New employee for April/May 2008:  Robert Walker, Building and Security Assistant.

Resignations/Separations:  Olivia Gugalo and Jakub Kocyan, Pages, Circulation Services.

II.    STAFF DEVELOPMENT

Our annual Inservice Day for all staff was held Thursday, May 8.  The theme for the day was "Techno Zoo," and prepared and encouraged staff at all levels to appreciate, experience, and learn to use new forms of technology to help them in their work, learning, and play.  The staff committee, headed by Holly Sorensen, planned an enjoyable and productive day.  The keynote speaker was our own Karen McBride.  She has recently returned from the national Computers in Libraries Conference where she gave a presentation on the use of video for library websites.  She is an accomplished and informative speaker. Head of Adult Services, Roberta Johnson, also attended this conference.

Five Department Heads attended a day long seminar at North Suburban Library System headquarters on April 29.  The topic was transformational change.  We were both inspired and reassured, having already successfully implemented many of the recommendations at our library. 

Ten staff members attended a full day conference for library support staff, Reaching Forward, on May 9.

III.    PATRON SERVICES

We continue to increase the number of items circulated while the number of in person visits to the library decreases, year to date. Use of the self-check remains at 46%.  Use of computers on the second floor (youth services) increased by 18% over last April, and by nearly 4% on the fourth floor.  Since we discontinued the contract with NetLibrary for eaudiobooks, the use of our PlayAways increased dramatically, and the circulation of audiobooks increased slightly in the adult collection and decreased in the youth services collection.

The sixth annual Do the Dewey Fundraiser was held on Saturday, April 26.  Attendance at the event was the highest ever at approximately 300 and the net results, although not yet official, will be well over $14,000, to be shared equally with the Rotary Club of Des Plaines.

IV.   OTHER PROFESSIONAL ACTIVITIES

I attended the Chamber of Commerce Board meeting (4/17), the Chamber Scholarship Selection committee meeting (4/18), and the Friends of the Library Roundtable (4/22). Along with Department Heads I attended the “Embracing Change & Transforming Libraries Communities” symposium at NSLS (4/29). I attended the Library Production Studio Executive committee meeting (5/1) and the NSLS Board meeting (5/19).

May 12 through 14 I, along with Trustees Noreen Lake and Elaine Tejcek, participated in the American Library Association’s Legislative Days in Washington, D.C.

NEW BUSINESS

Eldon Burk, Chair of the Management Committee, asked the Board to approve changes to library policy Section D – Personnel Policy.

MOTION by Committee to approve changes to library policy Section D – Personnel Policy. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

Eldon Burk asked the Board to approve and accept the following job descriptions:
Assistant Director
Administrative Assistant
Administrative Services Clerk
IT Assistant – Full-time.

MOTION by Committee to approve and accept the following job descriptions:
Assistant Director
Administrative Assistant
Administrative Services Clerk
IT Assistant – Full-time.
VOTE: AYES: All. NAYS: None. MOTION CARRIED.

Noreen Lake will attend the June 2 City Council meeting, Eldon Burk the June 16 meeting, George Magerl, the July 7 meeting and Matthew Bogusz the July 21 meeting. 

President Noreen Lake asked for volunteers to serve on the nominating committee.  George Magerl, Eldon Burk and Matthew Bogusz will serve on the Committee.

Jerry Mahony stated that he will not seek reelection to the Board.

Heather Imhoff, Head of Public Information, reported that the 2008 Do the Dewey fundraiser netted more than $14,000.00 and was attended by approximately 250 people. Heather also reported that online ticket sales totaled more than $2,100.00.

Library Director Sandra Norlin reported that the Des Plaines Public Library requested proposals for an automated sorting and RFID system from four vendors. Three responses were received, but one of the responses was a letter declining to submit a proposal.  The responses for the RFID system were from SirsiDynix in the amount of $840,094 and Bibliotheca in the amount of $493,610. Sandra also reported that the total appropriation for this system in the 2008 budget is $702,392.

Sandra Norlin’s recommendation to the Board was a modified proposal from SirsiDynix in the amount of $707,772, because of the reliability of the 3M products and service. Sandra recommended the SirsiDynix proposal for the following reasons:

1. The tested reliability of the 3M products and service. The Des Plaines Public Library has relied upon 3M security materials and detection systems for 20 years and has confidence in their products, service, and personnel.
2. The library’s integrated automation system is provided by SirsiDynix. The RFID security, checkout, checkin, and automated sorting systems must be compatible with this system. SirsiDynix does not recommend the Bibliotheca system because it has not yet been tested for compatibility.
3. Bibliotheca headquarters is in Switzerland. No one from this company has visited the site for personal knowledge of our library. This company may be trying to “buy the market” through aggressive pricing that underbids the companies currently serving the library market to obtain a foothold with libraries. I am concerned that with this low bid will come change orders that will increase the cost of the project, delays that will cause us to miss our deadline of December, 2008, and a lack of responsive, onsite service.

Matthew Bogusz asked why the total amount for the RFID system was not budgeted for in the 2008 budget and Sandra Norlin responded that an additional workstation was added to the Request for Proposal and that there was an increase in the number of tags required, in addition to some other changes. Matthew Bogusz asked if there was an increase in the cost of the equipment and Matt Bellamy, 3M Library Systems representative, answered that the pricing did not change. Matthew Bogusz stated that he did not think that enough research had been done to prove that the Bibliotheca equipment and the service they would provide would not work with the current library equipment.

MOTION by Eldon Burk to accept the proposal from SirsiDynix to provide an RFID Materials Handling and Security System as modified through mutual agreement in the amount of $707,772, subject to legal review of the terms and conditions of the agreement, which is in the best interest of the Des Plaines Public Library.

MOTION by George Magerl, seconded by Jerry Mahony, to amend the motion by striking out the words “in the amount of $707,772” and inserting the words “for a cost not to exceed $707,800.”  ROLL CALL VOTE: AYES: Burk, Lake, Magerl, Mahony. NAYS: Bogusz. MOTION CARRIED.

Sandra Norlin asked for Board approval to award the contract for the maintenance agreement for the chiller and HVAC equipment to McQuay. The cost for the maintenance agreement will be shared with the City of Des Plaines. McQuay has agreed to add the maintenance for the chiller at a reduced cost. The agreement would be for five years and the cost for the first year would be $21,060, with increases each year thereafter. The City Council will also be asked to vote on this agreement. Bedco Mechanical also submitted a proposal for these services.

MOTION by Jerry Mahony, seconded by George Magerl, to award the contract for the maintenance agreement for the chiller and HVAC equipment to McQuay, which is in the best interest of the Des Plaines Public Library. ROLL CALL VOTE: AYES: Bogusz, Burk, Lake, Magerl, Mahony. NAYS: None. MOTION CARRIED.

Sandra Norlin stated that she received a request from Linda Forman, Chairman of the Special Events Commission and Taste of Des Plaines, who asked that the library provide access to their meeting rooms for the following times:

Friday, June 6 until 12:00 midnight
Saturday, June 7 from 8:00 a.m. – 12:00 midnight
Sunday, June 8 from 9:00 a.m. – 8:00 p.m.

Sandra Norlin stated that the library has increased their budget to include extra hours for a security monitor to be at the library for Taste of Des Plaines and the City of Des Plaines New Year’s Eve celebration. Matt Bogusz asked what the cost to the library would be to have a security monitor at work when the library was closed. Matt also asked that the library track the costs to the library for this year to compare to the expenses from last year.

MOTION by Jerry Mahony, seconded by George Magerl, to allow access to library’s meeting rooms for the Taste of Des Plaines and to keep a log of the hours that the library was open before and after the normal opening and closing of the library.  VOTE: AYES: All. NAYS: None. MOTION CARRIED.

Sandra Norlin asked for Board approval to advertise for bids for a new janitorial contract.

MOTION by Eldon Burk, seconded by Jerry Mahony, to authorize Library Director Sandra Norlin to advertise for bids for a new janitorial contract. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

MOTION by Eldon Burk, seconded by Jerry Mahony, to approve an agreement with the Illinois Library Systems Directors Organization to continue to provide service to the library for processing charitable donations as 501(c)(3) status at a cost of $25.00 per check, after the first five checks are processed at no cost to the library per year. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

ANNOUNCEMENTS

Noreen Lake, Elaine Tejcek and Sandra Norlin attended National Library Legislative Day in Washington, DC on May 12, 13 and 14.

Library Director Sandra Norlin announced that she will not run for re-election to the Board of the North Suburban Library System when her current term expires in June, 2008.

EXECUTIVE SESSION

MOTION by Eldon Burk, seconded by George Magerl, to enter into an Executive Session at 9:44 p.m. to discuss Probable or Imminent Litigation and Compensation, Discipline or Performance of a Specific Employee. VOTE:  AYES:  All.  NAYS:  None.  MOTION CARRIED.

The regular session reconvened at 10:21 p.m. and was called to order by President Noreen Lake.

EXECUTIVE SESSION ACTION

MOTION by George Magerl, seconded by Jerry Mahony, to approve the recommendation made in Executive Session pertaining to Compensation and Performance for the Library Director. ROLL CALL VOTE:  AYES: All. NAYS: None. MOTION CARRIED.

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

Meeting adjourned at 10:24 p.m.

Minutes prepared by Carol Kidd.

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