BOARD OF TRUSTEES
Minutes of the Regular Meeting
October 20, 2009

The regular meeting of the Des Plaines Public Library Board of Trustees was held in the second floor conference room on Tuesday, October 20, 2009. President Noreen Lake called the meeting to order at 7:00 p.m.

ROLL CALL.

Roll call indicated the following board members were present: Eldon Burk, Selma D’Souza, Myrtle Klebe, Noreen Lake, George Magerl, Elaine Tejcek, Jennifer Tsalapatanis.

Absent: Jeffery Rozovics.

Also Present: Sandra Norlin, Carol Kidd, Holly Richards Sorensen, Heather Imhoff, Susan Moylan Krey, Don Sofolo, Dan Klobnak, Dick Sayad, Alderman Dan Wilson, Alderman Matthew Bogusz.

PLEDGE OF ALLEGIANCE

OATH OF OFFICE

Susan Moylan Krey took the oath of office.

CONSIDERATION OF THE AGENDA.

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

PUBLIC COMMENTS AND QUESTIONS

None.

CITY COUNCIL COMMUNITY SERVICES COMMITTEE – Alderman Dan W. Wilson.

Alderman Wilson asked if the library had reserve funds to pay for expenses until property tax payments are received from the Cook County Treasurer’s office. Library Director Sandra Norlin responded that the library has a balance fund that will cover interim expenses until property tax payments are received.

Alderman Wilson asked Sandra Norlin if homeless people who come to the library stay all day and Sandra responded that the homeless use the library facilities and services year round. Some stay for brief periods, others may stay longer.

CONSENT AGENDA

MOTION by Eldon Burk, seconded by Jeff Rozovics, to approve the Consent Agenda, as modified. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

CONSENT AGENDA

Elaine Tejcek asked to remove D. Acceptance of Report. 1. Director’s Report from the Consent Agenda.

Noreen Lake asked to remove B. Acceptance of Financial Reports for September 2009 and D. Acceptance of Reports. 2. Friends of the Library Report, September 22, from the Consent Agenda.

Noreen Lake stated that the Expenditure Status Report was from the Accounting Period 10/09 and should have been from the Accounting Period 09/09. Carol Kidd provided corrected copies to the board members.

MOTION by George Magerl, seconded by Myrtle Klebe, to approve the Financial Reports for September 2009, as modified. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

Elaine Tejcek stated that the Board Packet included a report written by Veronica Schwarz, Head of Youth Services, on her attendance at the ILA Conference in Peoria, October 7 – 9. Elaine commented that the report was very informational and congratulated Veronica on her very well written report.

MOTION by Eldon Burk, seconded by Elaine Tejcek, to accept the Director’s Report, as written. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

Noreen Lake asked Myrtle Klebe if she would confirm the amount for the year-to-date Book Shelf Sales for 2009, since the amount reported seemed high.

MOTION by Eldon Burk, seconded by George Magerl, to approve the Consent Agenda, as modified. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

CONSENT AGENDA

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

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

ROLL CALL VOTE: AYES: Burk, D’Souza, Klebe, Moylan Krey, Lake, Magerl, Tsalapatanis, Tejcek. NAYS: None. MOTION CARRIED.

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

ROLL CALL VOTE: AYES: Burk, D’Souza, Klebe, Moylan Krey, Lake, Magerl, Tsalapatanis, Tejcek. NAYS: None. MOTION CARRIED.

DIRECTOR’S REPORT

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

PERSONNEL

Resignation: Nishaat Saiyed, Part-time Circulation Assistant.

STAFF DEVELOPMENT

Three recipients of the Staff Bonus Awards have been selected for this quarter. They will receive these awards on Tuesday, October 20. If it is possible for them to attend the Board Meeting, I will introduce them to the Trustees; if not, I will announce their names.

We held a quarterly All-Staff meeting on September 15. Over 80 employees attended. The agenda included a discussion of the new parking arrangements for staff and the 2010 Budget. We also had a productive brainstorming session to help begin the plans for the 2010 programming theme of “Getting You There.”

Veronica Schwartz attended the ILA Conference in Peoria, October 7-9 in her capacity as Chairperson of the Young Adult Services Forum. She submitted an excellent report, which I have included in the Board Packet for your information.

Our All-Staff Meeting will be held on Tuesday, September 15 from 8 to 10 AM.

PATRON SERVICES

Circulation is continuing to increase. This month’s activities surpassed last September’s by 16%. Adult Fiction showed the largest increase (22%). Self-Check was used in 70% of all transactions from the library. Fine collection has increased by 7%, year to date. We will soon make available payment online by credit card through the State of Illinois epay service and tonight’s agenda includes a request for approval of the purchase of hardware and software to allow credit card payment at the self-check units. Library Directors whose libraries have already implemented payment of fines and fees through credit and debit cards have reported dramatic increases in the collection of fines.

Attendance is also up by 14% over September 2008. Virtual attendance is up as well. Thus far this year there have been 904,945 visits to the library’s website. In-house computer use has increased by nearly 23% on the adult floor and decreased slightly on the second floor.

126 ebooks were checked out in the month of September, and 21 new patrons used this service.

The Adult Learning Center on HelpNow, offers online, realtime assistance with the following: preparation for the GED, for the US Citizenship Test, writing a resume, and learning to use Word, Excel, and PowerPoint.

OTHER PROFESSIONAL ACTIVITIES

On September 17, I served as a volunteer assistant for the Annual Chamber of Commerce Golf Outing; on September 18, I attended a program on Workers Compensation presented through the Illinois Public Employer Labor Relations Association and a SLURP (area library directors networking group) meeting; on September 22, I attended the meeting of the Friends of the Library; on September 23 the meeting of the CCS Governing Board of Directors; on September 26 I served as a volunteer for both the Chamber of Commerce Board and the Rotary Club at the first annual Fall Fest at Lake Park in Des Plaines. I worked as a volunteer for the Friends of the Library Booksale on October 2. I was on vacation October 5 through 12.

OTHER INFORMATION

A Freedom of Information Act Request was received in our office on October 5 and filled on October 13, according to the requirements of the Act.

NEW BUSINESS

MOTION by Jennifer Tsalapatanis, seconded by Susan Moylan Krey, to reconsider the September 15, 2009 vote to “Approve Proposal for Video Display System”. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

MOTION by Eldon Burk, seconded by Elaine Tejcek, to approve the purchase of a Video Display System from Global Enterprise Technologies, Inc. in the amount of $21,973.95, which is a budgeted expense and in the best interest of the Des Plaines Public Library. VOTE: AYES: Burk, D’Souza, Klebe, Lake, Magerl, Tejcek. NAYS: Moylan Krey, Tsalapatanis. MOTION CARRIED.

MOTION by Jennifer Tsalapatanis, seconded by Susan Moylan Krey, to waive the rules to allow Mr. Dick Sayad to address the Board of Trustees. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

Mr. Dick Sayad, 290 Shannon Court, addressed the Board and asked if there was a warranty on the video display system equipment. Dan Klobnak and Don Sofolo, Outsource Solutions Group, responded that a one- year warranty was included in proposal for the Video Display System and that there was an option to renew after one year. The estimated cost for the renewal of the warranty after one year is 10% - 20% of the original equipment costs. Mr. Sayad stated that the board should know what they are getting involved in. Mr. Sayad asked what the software cost and Heather Imhoff, Head of Public Information Services, responded that the software was included in the price. Mr. Sayad wanted four or five people to see a product demonstration. President Lake stated that discussion of this purchase had been discussed at at least three other board meetings.

MOTION by Eldon Burk, seconded by Elaine Tejcek, to approve the purchase of Display Units for the Community Art Project Display in the amount of $12,079.48, which will be funded through the Des Plaines Public Library Donation Fund. VOTE: AYES: Burk, D’Souza, Klebe, Lake, Magerl, Tejcek. NAYS: Moylan Krey, Tsalapatanis. MOTION CARRIED.

MOTION by Elaine Tejcek, seconded by Jennifer Tsalapatanis, to approve payment to Gale Cengage Learning for Biography Resource Center and Student Resource Center Renewal in the amount of $10,222.96, which is a budgeted expense and in the best interest of the Des Plaines Public Library. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

MOTION by George Magerl, seconded by Eldon Burk, to approve payment to Kasco Printing in the amount of $5,480.00 for processing and printing of the newsletter, which is a budgeted expense and in the best interest of the Des Plaines Public Library. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

MOTION by George Magerl, seconded by Selma D’Souza, to approve library closings from January 1, 2010 through January 1, 2011. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

MOTION by Committee, to approve the Emergency Succession Plan, as presented. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

President Lake stated that she attended the City Council Budget meetings with Jeffery Rozovics, Sandra Norlin and Holly Richards Sorensen. Library Director Norlin explained revisions to the FY2010 budget documents and the reductions in salaries and benefits.

MOTION by Eldon Burk, seconded by Susan Moylan Krey, to waive the rules to allow Alderman Matthew Bogusz to address the Board of Trustees. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

Alderman Matthew Bogusz asked when the city provided benefits information to the library and then stated that he was told by city staff that library personnel had benefit information on October 6. He also stated that he holds the city staff to a high standard and that city staff provided benefits information to the library before the budget meeting.

Mr. Dick Sayad, 290 Shannon Court, said the library does not have on-site accounting and if the library did have on-site accounting the library would not have to ask the City of Des Plaines for insurance benefit information.

Library Director Sandra Norlin stated that she received a telephone call from City Attorney David Wiltse and he stated that his department will no longer provide legal services to the library. Jennifer Tsalapatanis asked if this was a decision that should have been made by the City Council and Alderman Bogusz answered that this decision is made by the City Manager. Sandra Norlin stated that the City previously provided legal, finance, vehicle maintenance and repair and human resources services to the library. President Lake stated that if the City is no longer providing these services to the library, the library board would have to budget for these services.

MOTION by Jennifer Tsalapatanis, seconded by George Magerl, to give the aldermen in attendance the opportunity to go back to the city council when the council next reconvenes and ask what their official stand is on providing services to the library. (No vote was taken on this motion)

President Lake asked if a board member should attend the November 5 City Council budget meeting.

MOTION by Jennifer Tsalapatanis, seconded by George Magerl, to direct a representative from the Board to go before the City Council on Thursday, November 5 in an official position to ask if the city council wants to continue to work to provide city services to the library. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

Eldon Burk volunteered to attend the City Council budget meeting on Thursday, November 5 as a representative from the Board.

Sandra Norlin stated that the services provided by Outsource Solutions Group have been customized for the library and that staff and patrons continually receive outstanding customer service. Sandra recommends renewing their contract for 2010 and going out for proposals for 2011.

MOTION by Eldon Burk, seconded by Selma D’Souza, to approve the renewal of the IT Services Contract with Outsource Solutions Group for the year 2010 in the amount of $325,000, and it is in the best interest of the Des Plaines Public Library that the bid procedures be waived in this case. VOTE: AYES: Burk, D’Souza, Klebe, Lake, Magerl, Tejcek. NAYS: Moylan Krey, Tsalapatanis. MOTION CARRIED.

MOTION by Jennifer Tsalapatanis, seconded by Susan Moylan Krey, to amend the motion to read “not to approve a single bid contract for the IT Services Contract.” VOTE: AYES: Tsalapatanis, Moylan Krey. NAYS: Burk, D’Souza, Klebe, Lake, Magerl, Tejcek. MOTION FAILED.

MOTION by Eldon Burk, seconded by Elaine Tejcek, to call for the question. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

MOTION by Elaine Tejcek, seconded by Myrtle Klebe, to approve the purchase of credit/debit card readers and bank processing software for 3M Self-Checks in the amount of $21,820.00. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

ANNOUNCEMENTS

Sandra Norlin stated the annual Des Plaines Public Library/Des Plaines Rotary Club fundraiser “Do the Dewey”, will be held on Saturday, April 24, 2010.

MOTION by George Magerl, seconded by Elaine Tejcek, to host the library fundraiser Do the Dewey on Saturday, April 24, 2010. VOTE: AYES. All. NAYS: None. MOTION CARRIED.

George Magerl attended the Illinois Library Association conference in Peoria and reported on proposed changes to the Freedom of Information Act.

Eldon Burk will attend a library summit on November 9 – 10 on how to improve library services in Illinois.

MOTION by Eldon Burk, seconded by Myrtle Klebe, to adjourn the regular meeting. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

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