Board Capsule
March 21, 2000

EXECUTIVE SESSION 

The regular meeting of the Des Plaines Public Library Board of Trustees was held in the Large (#1) meeting room on Tuesday, March 21, 2000. President Eldon Burk called the meeting to order at 6:47 PM. 

Rhys Read took the Oath for Office of Trustee. 

MOTION by William Grice, seconded by Susan Burrow, to concur with consensus in Executive Session that the following Executive Session minutes no longer require confidential treatment and are available for public inspection: 
October 19, 1993 -Doll Collection, Mall Property 
April 18, 1995 -Acquisition of Smuk Property 
May 16, 1995 -Acquisition of Smuk Property, UFDC Lease 
June 20, 1995 -Acquisition of Smuk Property, Resolution for New Library 
August 15, 1995 -Acquisition of Smuk Property 
October 30, 1995 -Acquisition of Imanual Lutheran School Property 
January 16, 1996 -Semi-Annual Review of Minutes 
February 20, 1996 -UFDC Lease Negotiations 
March 19, 1996 -Approval of February 20 and February 27 Minutes 
August 20, 1996 -Semi-Annual Review of Minutes 
December 17, 1996 -Administrator’s Review 
July 15, 1997 -Downtown Redevelopment 
August 19, 1997 -Downtown Redevelopment 
September 16, 1997 -Downtown Redevelopment 
October 21, 1997 -Downtown Redevelopment 
November 18, 1997 -Downtown Redevelopment 
December 16, 1997 -Downtown Redevelopment 
April 27, 1999 -Purchase or Lease of Real Property

And further concur with consensus in Executive Session that the need for confidentiality still exists as to all or part of the remaining Executive Session minutes. Vote: Ayes: All. Nays: None. MOTION CARRIED. 

PUBLIC COMMENTS AND QUESTIONS. 

Mr. Jack Hallett of Hallett Movers read a statement explaining his concern regarding the bid he submitted for packing and moving services for the Des Plaines Public Library. He explained that Hallett Movers is very competitive and disagreed with the Board’s decision that his bid was irregular due to the inclusions of special conditions. 

President Burk explained that the bid documents were reviewed by the City Attorney, Raymond Bartel, and the Board made their decision based on this review and the recommendation of the Library Administrator. President Burk also stated that a contract has been entered into with Federal Companies. The Board thanked Mr. Hallett for attending the meeting and explaining his position. The Board asked Sandra Norlin to send a thank you letter Mr. Hallett. 

BUILDING AND GROUNDS COMMITTEE - Betty Ritter, Chairman. 

Ken Hutson of OSG, Inc. reported that the anticipated completion date of the new library is June 12, 2000. Library Bureau Steel has notified Lohan Associates that shelving installation will take longer than anticipated and completion date is now July 7, 2000. Ken Hutson advised the Board that Lohan will contact Library Bureau Steel to try to expedite installation of the shelving. 

Ken Hutson reported that the Lohan requirement for 3000psi grout was considered excessive, since it does not appear to be a building code requirement. The City of Des Plaines and Lohan Associates will approve the work that has been done. 

Susan Burrows asked if the steel beam for the hanging sculpture connection had been installed. Ken Hutson replied not at this time, but that the beam will be installed after the Board makes its decision on a sculpture. 

Ken distributed the FF&E Budget dated March 21, 2000. William Grice asked Ken Hutson to report on Change Orders for the library only. Ken explained that Des Plaines Public Library Change Orders were listed on page 2 of the FF&E budget distributed. 

MOTION by Susan Burrows, seconded by Inara Brubaker, to authorize the construction of the boat and banners at a cost not to exceed $35,000. ROLL CALL VOTE: Ayes: Brubaker, Burk, Burke, Burrows, Grice, Ritter, Read. Nays: None. MOTION CARRIED. 

MOTION by Susan Burrows, seconded by William Grice, to authorize construction of the Heritage Room at a cost not to exceed $85,000. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Grice, Ritter, Read. NAYS: None. MOTION CARRIED. 

MOTION by William Grice, seconded by Inara Brubaker, to approve Henricksen Change Order #3 at a cost not to exceed $3,592.57, to approve Corporate Concepts Change Order #2 at a cost not to exceed $2,146.18, to approve Henricksen Change Order #2 at a cost not to exceed $28,730.91 and to approve change to shelving height by Library Bureau Steel at no cost to the library. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Grice, Ritter, Read. NAYS: None. MOTION CARRIED. 

MOTION by Susan Burrows, seconded by John Burke, to approve the proposal submitted by Aquaticare for set-up of the fish tank, that includes plants and lights, and six weeks of maintenance. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Grice, Ritter, Read. NAYS: None. MOTION CARRIED. 

Hector Marino, Coordinator of Computer and Technical Services, reported to the Board his findings for the proposed telecommunications system for the new library. Hector obtained information from three vendors and staff recommendations and highly recommended the Northern Telecom Norstar Digital Communication System. 

MOTION by Rhys Read, seconded by Susan Burrows, to authorize Library Administrator, Sandra Norlin to advertise for bids for the Northern Telecom Norstar Digital Communication System. Vote: Ayes: All. Nays: None. MOTION CARRIED. 

Betty Ritter reported that Gary Valente has begun spring cleanup on the exterior grounds of the library and has arranged for repair and painting of the wall adjacent to the doll mezzanine stairwell. 

MANAGEMENT COMMITTEE - Ellen Yearwood, Chairman. 

Eldon introduced Karen Wallace, Head of Community Services, who reported on recent activities in the Community Services Department. Karen distributed the schedule for the Mobile Library and informed Board members of programs sponsored by Community Services. The Mobile Library will celebrate their 30th anniversary in November. Karen also explained that the library volunteer program will be expanded and invited the Board to attend a Volunteer Tea on April 11, 2000 at 2:00 PM. 

Leslie Steiner presented to the Board proposals for Web Design Consultants. Leslie explained that the library is seeking approval for an outside firm to design the library web page. Leslie reported that three Des Plaines based companies were invited to submit proposals on the Web site design and that her recommendation is Graphic Solutions/Bell Cow based on comparisons and previous experience working with Graphic Solutions and Bell Cow. 

MOTION by William Grice, seconded by Betty Ritter, to authorize Library Administrator, Sandra Norlin, to enter into an agreement with Graphic Solutions/Bell Cow for Web Design Consultants in an amount not to exceed $11,860. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Grice, Read, Ritter. NAYS: None. MOTION CARRIED. 

FRIENDS OF THE LIBRARY - Inara Brubaker 

Inara Brubaker reported the next Friends meeting will be held on Tuesday, March 28, 2000 at 7:00 PM. Inara asked that the Library Board send a sympathy letter to the family of Janet Evans. 

ADMINISTRATOR’S REPORT 

Eileen Finnander and Bianca Maks began work as Assistant Clerks in Circulation Services. Susan Hoffman began as Librarian I, Cataloger in Technical Services. Kathy Kyrouac began as Webmaster in Public Information Services. Sarah McGowan has resigned her position as Librarian I, Adult Services. Roberta Johnson has accepted the promotion to Librarian II, Readers Services Manager. We have made offers to candidates for Head of Circulation Services and Library Assistant I in Circulation Services and are awaiting their acceptances. Jeanne Meyer has accepted our offer as Library Assistant II (Readers Services). 

Sharon Colby (Wellspring Associates) has begun her work with the staff. She has completed three sessions with the Executive Team (Martha, Hector, and Sandra) and has begun her work with the Technical Services Department. A full-day retreat is scheduled for the Technical Services Department on Monday, March 20. 

Eleven staff members have registered for the Reaching Forward Conference for library assistants on April 14. 

Hector Marino attended the Computers in Libraries Conference in Washington, DC, March 15-17. 

The first Quarterly All-Staff meeting of 2000 was held on March 9. 

Focus Group sessions are underway, under the direction of the Executive Services Corps. 

Sandra received a report on the use of the library’s BVM Kiosks from March 29 through December 31, 1999. Of the total 77,001 inquiries, 62.2% were job-related inquiries, 10% were health-related, 22.3% were food and entertainment-related, and 5.5% were business related. 

490 children participated in the Winter Reading Club activities. We have placed the order for the Cyber Patrol Internet filtering software. 

In addition to the Art Committee, Grand Opening, Fund-Raising Event, and Ceremonial Move Committee meetings, Sandra attended a 2-day seminar on fund-raising fundamentals at North Suburban Library Systems, a NorthStarNet planning session at the Rolling Meadows library, S.L.U.R.P. at the Prospect Heights Public Library, a Public Library Administrators Forum at North Suburban Library Systems, an Executive Committee meeting of Library Cable Network, two library site tours, a District 62 Board meeting at which our library received an award for outstanding partnership in education, two City Council meetings and the Chamber/City Advisory /Group meeting. 

Library staff have participated in Northwest 2001 and Human Care Coalition educational forum on Census 2000, Sam’s Club Children’s Book Fair and the Chamber of Commerce Luncheon. 

NEW BUSINESS 

Willard Strassburger, President of the Des Plaines Art Guild made a brief presentation to the Board promoting local artists for consideration by the Art Committee. Eldon Burk explained that Patti Gilford will search out artists for the new building, but examples of local artists work would be forwarded to Patti Gilford. 

Inara Brubaker contacted Charles Moore, a local harpist, for information regarding the cost of a performance. Mr. Moore charges $150.00 for each two-hour performance. 

OTHER 

Sandra Norlin asked Board members to authorize her to reschedule the staff In-Service Day to the first week the library is closed. 

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