BOARD OF TRUSTEES
Minutes of the Regular Meeting
January 19, 2010

The regular meeting of the Des Plaines Public Library Board of Trustees was held in the second floor conference room on Tuesday, January 19, 2010. President Noreen Lake called the meeting to order at 4:05 p.m.

ROLL CALL.

Roll call indicated the following board members were present: Selma D’Souza, Myrtle Klebe, Noreen Lake, George Magerl, Jeffrey Rozovics, Susan Moylan Krey.

Absent: Eldon Burk, Elaine Tejcek, Jennifer Tsalapatanis.

Also present: Sandra Norlin, Carol Kidd, Holly Sorensen, Roberta Johnson, Heather Imhoff, Gary Valente, Kent Green, Tim Ahlberg, Marge Scholl, Dan Wilson, Dan Klobnak, Trea Fotidzis.

PLEDGE OF ALLEGIANCE

CONSIDERATION OF THE AGENDA.

Sandra Norlin asked to add to New Business A. Discuss Elevator Service Contract.

MOTION by George Magerl, seconded by Myrtle Klebe, to accept the agenda, as presented.

PUBLIC COMMENTS AND QUESTIONS

None.

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

Alderman Wilson was in attendance but did not give a report.

CONSENT AGENDA

Noreen Lake asked that A. Approval of the Minutes of the Regular Board Meeting – December 15, 2009, be removed from the Consent Agenda.

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

The minutes were modified to reflect the following changes.

MOTION by Susan Moylan Krey, seconded by George Magerl, to accept the proposal From Lauterbach & Amen, LLP for accounting services for three years in the amount of $61,865.00, which is the lowest bid and is in the best interest of the Des Plaines Public Library. ROLL CALL VOTE: AYES: Burk, D’Souza, Klebe, Moylan Krey, Lake, Magerl, Rozovics, Tejcek. NAYS: NONE: None. MOTION CARRIED.

MOTION by Eldon Burk, seconded by Susan Moylan Krey, to accept the proposal from Pro/Data Payroll Services for payroll services for three years in the amount of $28,630.20, which is the lowest bid, and is in the best interest of the Des Plaines Public Library. ROLL CALL VOTE: AYES: Burk, D’Souza, Kleve, Moylan Krey, Lake, Magerl, Rozovics, Tejcek. NAYS: None. MOTION CARRIED.

MOTION by George Magerl, seconded by Susan Moylan Krey, to accept the minutes, as modified. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

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

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

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

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

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

LIBRARY DIRECTOR’S REPORT

JANUARY, 2010

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

PERSONNEL

New employees for January: Krystal Kelham and Fernando Martin, Promotion from Page to Page II, Circulation Services Department.

Resignations: Ellen Glickman, Manager of Creative Services and Oscar Arellano, Technical Services Assistant.

STAFF DEVELOPMENT

Plans are underway for an in service day on February 25 with Jamie LaRue, a nationally recognized speaker on community analysis and engagement for public libraries. He will lead an afternoon seminar for our Department Heads, along with the administrative teams from the Evanston and Zion-Benton public libraries. Evanston will host the session and the three libraries will share the cost of the speaker’s fee, transportation, and lodging. This is a low-cost solution to obtaining high quality continuing education.

PATRON SERVICES

The month of December, 2009 tallied a 17.43% increase over last December’s circulation (checkout) activities. Of that increase, the Youth Services collection book checkouts increased by 18% and DVDs by 20%. Adult book DVD checkouts increased by 18% each.

The annual checkout total for 2009 was 1,261,249, the all-time high for our library. Self-checkouts increased by 60%. At the end of the year, we have 40 local businesses that have registered for library cards. Although the numbers are not large, we have tripled the use of our downloadable ebooks since 2008. We served 390 patrons who have “checked out” nearly 1400 books. We have taken our services to schools and resident facilities and organizations throughout the city as well. In 2009 we made 10,536 staff visits to these community organizations.

Computer use has increased in nearly all areas. The website use increased by 12% to over 1.2 million hits. In-house computer use increased by 18% on the 4th floor, but decreased by 2.5% on the 2nd floor. The decrease in online products will be studied to determine if the decrease is attributable to the changed methods of counting usage or lack of interest or usability of the products themselves, or some of each.

The use of the Mobile Library decreased by 3% in 2009.

OTHER PROFESSIONAL ACTIVITIES

I will attend the Chamber of Commerce Board of Directors meeting on January 14.

Other staff and I have met with City Finance Department staff and representatives of both Pro/Data (payroll) and Lauterbach & Amen (accounting) to begin the transition process from the city to these two agencies.

UNFINISHED BUSINESS

MOTION by Susan Moylan Krey, seconded by Selma D’Souza, to approve a 5 year contract with Schindler Elevator Service at a cost of $6,600.00 for the first year with a cap of 3% on increases for the next four years. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

NEW BUSINESS

MOTION by George Magerl, seconded by Myrtle Klebe, to approve payment to FKI for a service agreement in the amount of $22,362.00 for the automated materials handler, which is a budgeted expense and in the best interest of the library. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

MOTION by George Magerl, seconded by Susan Moylan Krey, to approve payment to BrainFuse in the amount of $7000.00, which is a budgeted expense and in the best interest of the library. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

Gary Valente, Head of Building and Security Services, explained that he had secured three quotes to install an entryway heat diffuser above the front doors on the North side of the building. The lowest responsible bidder was Norman Electric, with a bid of $7,350.00. The Board directed Gary Valente to contact Norman Electric to confirm the installation no later than February 9, 2010. If the heat diffuser is not installed by February 9, 2010, the Board directed Gary Valente to attend a Board Meeting in the fall to revisit this purchase.

MOTION by George Magerl, seconded by Jeffery Rozovics, to approve the purchase and installation of an entryway heat diffuser to be installed by Norman Electric no later than February 9, 2010 in the amount of $7,350.00, which is a budgeted expense and in the best interest of the library. ROLL CALL VOTE: AYES: D’Souza, Klebe, Lake, Magerl, Rozovics . NAYES: Moylan Krey. MOTION CARRIED.

Roberta Johnson gave a presentation on a proposed reconfiguration of the fourth floor for the purpose of providing more space and better computer access for the patrons. Roberta explained that this item is budgeted for 2010. The Board discussed the reconfiguration and decided not to vote on the project. The Board suggested that Roberta try to prepare a less expensive alternative and present that to the Board in June or July.

MOTION by George Magerl, seconded by Jeffery Rozovics, to approve payment to (SRDS) Standard Rate and Data Service in the amount of $5,218.00, which is a budgeted expense and in the best interest of the library. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

MOTION by Myrtle Klebe, seconded by Selma D’Souza, to approve the purchase of two tickets, in the amount of $180.00, for the Chamber of Commerce Winter Garden Ball for President Lake and a guest. ROLL CALL VOTE: AYES: D’Souza, Klebe, Moylan Krey, Magerl. NAYES: None. MOTION CARRIED. ABSTAINED: Lake, Rozovics.

MOTION by George Magerl, seconded by Susan Moylan Krey, to declare the list of equipment, presented by Dan Klobnak, as surplus property and to direct, library director Sandra Norlin, to send a memo to Acting City Manager, Jason Slowinski, explaining that the library is required to offer the property to the City of Des Plaines for the first right to purchase such property for public or corporate purposes and to give the City of Des Plaines 30 days to respond to the request and then direct Sandra Norlin to offer this equipment to Honor Flight Chicago, a non-profit organization. VOTE: AYES: All NAYES: None MOTION CARRIED.

Gary Valente, Head of Building and Security, talked about the amount of obsolete, unuseable furniture items/pieces, aside from computer equipment, that are currently being stored in storage areas in the library. The city building inspector commented several months ago that these areas must be “cleaned up” in order to avoid a safety hazard violation. The Board asked that any items that could be salvaged and used be included on the surplus computer equipment list.

Sandra Norlin introduced Trea Fotidzis from First Midwest Bank who explained the two new accounts being opened at First Midwest Bank and the signature card requirements. The two new accounts are an Operating Account and a pass thru Payroll Account.

MOTION by George Magerl, seconded by Noreen Lake to direct Sandra Norlin to open two accounts with First Midwest Bank and execute the proper paperwork with Illinois Funds, to set up library accounts and to require two signatures on each check, one library signer and one board signer, and the designated signers should be Sandra Norlin, Holly Sorensen, Carol Kidd, Noreen Lake, George Magerl, Jeffery Rozovics. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

MOTION by George Magerl, seconded by Selma D’Souza, to approve payment to Automated Logic in the amount of $9,765.00, which is a budgeted expense and is in the best interest of the library. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

ANNOUNCEMENTS

The Board will participate in the Des Plaines Chamber of Commerce and Industry February “FOOD FIGHT.”

Noreen Lake stated that Mr. Martin Voss, Commander of the American Legion Post 36 in Des Plaines died on January 19, 2010.

The Finance Committee will meet on February 9, 2010 at 6:00p.m.

EXECUTIVE SESSION

MOTION by George Magerl, seconded by Myrtle Klebe, to enter into an Executive Session at 6:35 p.m. to discuss Compensation, Discipline or Performance of a Specific Employee and Pending or Imminent Litigation. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

The regular session reconvened at 7:04 p.m. and was called to order by President Noreen Lake.

EXECUTIVE SESSION ACTION

MOTION by George Magerl, seconded by Myrtle Klebe, to direct Sandra Norlin to contact library attorney, Gerard Dempsey, concerning the decision made in Executive Session. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

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

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