Board Capsule
May 16, 2000

The regular meeting of the Des Plaines Public Library Board of Trustees was held in the Large (#1) meeting room on Tuesday, May 16, 2000. President Eldon Burk called the meeting to order at 7:32 PM.

Eldon Burk introduced Patti Gilford of Patti Gilford Fine Arts. Ms. Gilford presented photographs of sculptural works of art created by Fred Nagelbach. The artwork of Fred Nagelbach will represent the Indian heritage of Des Plaines and include descriptive text. Betty Ritter asked if Fred Nagelbach had done artwork for other libraries, but Ms. Gilford was not sure and replied that she would research the question. Ms. Gilford assured the Board that the work done by Mr. Nagelbach would be site specific. Inara Brubaker asked that color not be part of the sculpture, but the backdrop be colored, she requested the pieces of artwork retain their natural colorings. Ms. Gilford responded that Mr. Nagelbach could do a mock-up if retained for the fourth floor. Ellen Yearwood stated that the artwork appeared crude and requested that all pieces look finished. Ellen also stated that she would like the artwork to look like a fine cabinet, not rough wood. Ms. Gilford responded that the pieces would not look like a fine cabinet and Ellen stated that the sculpture should be finished so the bark does not fall off.

Eldon Burk stated that the Board’s decision on the artwork of Fred Nagelbach might not be unanimous.

John Ciborowski stated that he was more comfortable with Mr. Nagelbach’s work, but asked if funds for the project were available. President Burk responded that not all funding has been secured at this time.

MOTION by Inara Brubaker, seconded by Susan Burrows to accept the concept of the artwork by Fred Nagelbach and also pending Board approval for the mock-up. Vote: Ayes: Brubaker, Burk, Burke, Burrows, Ciborowski, Ritter. Nays: Read. Abstain: Yearwood. MOTION CARRIED.

Ms. Gilford presented to the Board contracts prepared by Thinking Lightly and Robert Jessup. The Thinking Lightly contract requires a 50% deposit in the amount of $37,500 with a completion date of September 24, 2000. Eldon Burk asked Ms. Gilford if the framing and cables for the sculpture were included in the $75,000 cost and Ms. Gilford responded yes. The contract does not include the winch or holes for hanging the sculpture. Eldon reported that the sculpture would include a companion piece. The Robert Jessup contract requires a 50% deposit in the amount of $17,500 with a completion date of September 24, 2000. Ms. Gilford asked that the Board give their approval to these contracts. Susan Burrows requested that City Attorney, David Wiltse, review the contracts before the Board gives their approval. Eldon Burk will deliver the contracts to Attorney Wiltse’s office.

Susan Burrows asked who would hold creative control of the artwork for reproduction purposes. Ms. Gilford referred Susan to the contracts and stated that the rights to reproduce the artwork would be given to the Library Board by the artists.

Ms. Gilford asked the Board to lock-in contracts for artists Pae White and Fred Nagelbach for the third and fourth floors. A retainer of 10% was requested for both artists. Ms. Gilford asked that contracts state the artists would submit drawings or mock-ups of the proposed work. Each contract would expire in two years and the total amount of the retainer fees would be $4,000.

The Board was asked to approve $59,000 for artwork. Susan Burrows stated that funds for the atrium and second floor mural were available, but there are not funds for the third and fourth floors. Susan stated that the contingency fund should not be liquidated completely.

MOTION by Susan Burrows, seconded by John Burke to approve deposits for the atrium sculpture by Thinking Lightly in an amount not to exceed $37,500 and the second floor mural by Robert Jessup in an amount not to exceed $17,500 and to approve a 10% retainer fee for the proposed artwork of Pae White for the third floor and Fred Nagelbach for the fourth floor in an amount not to exceed $2,000 each, pending contract approval by City Attorney, David Wiltse. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Ciborowski, Read, Ritter, Yearwood. NAYS: None. MOTION CARRIED.

Eldon Burk stated that fundraising for artwork will include all four floors and not be site specific.

CITY COUNCIL COMMUNITY SERVICES COMMITTEE – Alderman Petersen.

Alderman Peterson asked what kind of roof is on the new building. Ken Hutson responded that information concerning roofing should be directed to Michael D’Onofrio for specific information.

Alderman Peterson asked if there will be a plaque in the new building honoring the City Aldermen. Eldon Burk responded that Michael Barnes of Lohan Associates will design donor and commemorative plaques that will coordinate with the style of the building. Eldon will contact Acting Mayor Anthony Arredia to discuss a donor plaque for the Aldermen.

Susan Burrows reported that the Finance Committee will meet on an ongoing basis to prepare a donation campaign.

Wayne Serbin asked what type of roof material is being used at the new library building. President Burk responded that Alderman Peterson will contact Michael D’Onofrio for the specific materials. Mr. Serbin also suggested that the library might find ideas for their newsletter in the Union League Club of Chicago Library.

BUILDING AND GROUNDS COMMITTEE – Betty Ritter, Chairman.

Betty Ritter introduced Ken Hutson of OSG, Inc. Ken distributed copies of the Project Status Report for the period May 2000. Ken reported that due to union difficulties and the resulting increase in labor costs, the installer that was originally scheduled to install the shelving, Midwest Library Systems, which is subcontracted to Library Bureau Steel, was released from the project. OSG, Inc. asked Lohan Associates to request proposals to install the shelving with union labor from both Henricksen and Corporate Concepts, with Henricksen’s proposal for $52,124.80, while Corporate Concepts proposal was for $27,260.00. Corporate Concepts was retained to install the shelving. The estimated cost for the change from Midwest Library Systems to Corporate Concepts is in the range of $10,000 and OSG, Inc. will review and determine the final costs to the Library Board for their approval.

Wayne Serbin asked when the new library would open and Sandra Norlin responded that the new library is tentatively scheduled to open August 1. Mr. Serbin also asked how long the library would be closed and Sandra responded one month.

Ken Hutson distributed copies of the FF&E Budget for May 16, 2000 and explained that the proposed artwork is not included in the budget.

MOTION by John Burke, seconded by Ellen Yearwood, to approve the Change Order for Brick Engraving in an amount not to exceed $16,000.00. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Ciborowski, Read, Ritter, Yearwood. NAYS: None. MOTION CARRIED.

MOTION by Susan Burrows, seconded by Ellen Yearwood, to approve the Change Order for Security Hardware in an amount not to exceed $27,000. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Ciborowski, Read, Ritter, Yearwood. NAYS: None. MOTION CARRIED.

Ken Hutson requested Board approval for the Change Order for the Electrical Data Poke Throughs in an amount not to exceed $77,000. John Ciborowski asked if this item was budgeted for and Ken Hutson replied no. Inara Brubaker asked that the City of Des Plaines absorb some of this cost and Ken Hutson responded that the work is the responsibility of the library. Inara Brubaker responded that the library cannot take on additional major costs.

MOTION by Susan Burrows, seconded by Ellen Yearwood, to accept the proposal from Corporate Concepts to install the remaining shelving in an amount not to exceed $28,000. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Ciborowski, Read, Ritter, Yearwood. NAYS: None. MOTION CARRIED.

John Ciborowski stated that he has changed jobs and now works for Henricksens and requests that he vote no. The Board stated that the motion concerned Corporate Concepts and not Henricksens, so it would not be necessary for him to vote no.

The Board discussed authorizing Ken Hutson to negotiate a contract with Library Bureau Steel regarding shelving costs and Ellen Yearwood stated that no motion should be needed, since Ken Hutson is competent to handle the negotiations. Ken Hutson will report back to the Board.

Betty Ritter questioned the Cable Origination Drop item on the agenda. Sandra Norlin reported that she received a phone call from AT&T to discuss the cable drop and that a meeting was held with AT&T, F. Wallace Douthwaite, City Manager and a cable commission representative. AT&T proposed no cost to the library for the cable drop, the only costs to be incurred by the library would be production costs if used. Betty Ritter stated that she did not see the point in installing the drop and Eldon Burk responded that if the library decided later to have the cable installed they would be charged. Susan Burrows stated that she is not interested in a cable drop. Eldon Burk asked Betty Ritter to bring the latest report from the Cable Commission meeting. Sandra Norlin stated that this was a generous offer from AT&T. Ellen Yearwood stated that the Board directed Mr. Suriano to return and he is not present at this meeting. Eldon Burk stressed that the cable drop would be cost free to the library and he would like to see the library at least have the capability to use the service if wanted. William Grice asked that this drop be installed. Betty Ritter asked that Sandra Norlin contact AT&T to see if they are supported by Ameritech.

MOTION by Rhys Read, seconded by Inara Brubaker, to authorize Library Administrator, Sandra Norlin, to accept the installation of the cable contingent upon there being no cost to the library. Vote: Ayes: All. Nays: None. MOTION CARRIED.

Inara Brubaker and Susan Burrows asked if there would be a line charge for the cable and Sandra Norlin reported there would not be a line charge.

MANAGEMENT COMMITTEE – Ellen Yearwood, Chairman.

Sandra Norlin introduced Hector Marino, Head of Computer & Technical Services, who reported on the activities in the Technical Services Department. A power point presentation included the locations of new computers and a step-by-step process on department operations.

Sandra Norlin distributed copies of Chapters I, II & V of Serving Our Public: Standards For Illinois Public Libraries for Board review. Sandra explained that one of the requirements for the Per Capita Grant is the review by the Board of these chapters. The application for the Per Capita Grant will be included with the June Board packet or distributed at the June Board meeting.

FRIENDS OF THE LIBRARY – Inara Brubaker.

The Friends annual meeting will be held on Tuesday, May 23 at 7:00 PM and Inara encouraged Board attendance. The bookshelf program has netted $875.00 as of April 25. The Friends will participate in the Book Brigade on Sunday, June 11, 2000.

ADMINISTRATOR’S REPORT

Michael Brouillete began work as Full-time Library Assistant I in Circulation Services on May 1. Bob Palmero began work on April 12 and Harris Lakhani began work on April 17, both in the Technical Services Department as Part-time Technology Pages.

Bianca Makes resigned her position on May 5 and Ronnie Andres resigned his position on May 12, both Part-time Assistant Clerks in the Circulation Department.

Sharon Colby completed her work with the Technical Services Staff and with the Executive Team and has begun her work with the Department Heads on teambuilding. The first session was held on May 10.

The second Orientation Meeting was held on May 10; five new employees attended. Eldon Burk attended to welcome the staff and extend greetings from the Board of Trustees.

All Department Heads attended a two-day workshop on Systems Thinking, which is one of the Five Disciplines of a Learning Organization. The Department Heads learned and practiced the techniques of "productive conversations" and charting and recognizing core issues and structural problems that present as small problems that are often solved without looking beneath the surface issues.

True to the trends first noticed in 1999, circulation of print materials is decreasing while circulation and use of non-print materials is increasing. Over two thousand people used our computer resources on site and between on site and remote users, over fifteen thousand searches were conducted last month. Registration of patrons has increased.

The Mobile Library paid special visits to the Park District Pre-School and to All American Day Care. Teen 2000, our teen advisory council, continues strong involvement and strong enrollment at nearly 40 members. Three staff members (Karen Wallace, Margie Borris, Penny Sympson), and Sandra attended Chamber of Commerce events this past month. The library continues to contribute to a monthly column in the Chamber newsletter.

Sandra attended the University of Illinois Extension Service Volunteer Dinner on April 19, the Library Cable Network Executive Committee meeting and the semi-monthly library tour on April 20 and May 4, the Ceremonial Move Committee meetings on April 25 and May 9, the Preview Party and Grand Opening Committee meetings on April 27, a demonstration of the SIRSI library automation system at Northbrook Public Library on April 28, the Rotary District Conference on April 28 and April 29, a meeting with poet/consultant William Bucinsky on May 1, City Council meeting on May 1, a Systems Thinking seminar on May 2 and May 3, a meeting with the artists for the new library on May 6, a meeting with restaurant owners on May 5, a SLURP meeting on May 12, and a Poetry Grant brainstorming meeting on May 15.

The Board agreed to have the monthly graphed statistics include the current year, as well as the previous two years, rather than the previous five years.

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