The regular meeting of the Des Plaines Public Library Board of Trustees was held in the Large (#1) meeting room on Tuesday, June 20, 2000. President Eldon Burk called the meeting to order at 7:30 PM.

CITY COUNCIL COMMUNITY SERVICES COMMITTEE – Alderman Petersen.

Alderman Peterson congratulated the Library Board of Trustees and staff on the success of the Ceremonial Move held on June 11, 2000.

Alderman Peterson also congratulated Library Administrator, Sandra Norlin on the favorable study recently reported by the Library Research Center at Urbana, IL which compares five comparable northwest suburban Illinois libraries that ranked Des Plaines Public Library highest in circulation with the lowest cost to taxpayers.

BUILDING AND GROUNDS COMMITTEE – Betty Ritter, Chairman.

Betty Ritter introduced Anthony Oliver of Owners Services Group, Inc., who distributed the Des Plaines Public Library Project Status Report for June 2000. The report stated that the base construction project is scheduled to be available for the collection move on July 17, 2000 with final furniture installation anticipated to be substantially completed on or about July 17, 2000.

John Burke asked if the ongoing cement driver’s strike would delay the completion date of the new building and Mr. Oliver responded that the strike was not expected to impact the library move.

Mr. Oliver distributed the FF& E budget dated June 20, 2000 for the new library. Eldon Burk reported that the total cost to engrave the bricks for the Buy A Brick fundraiser was $15,416.47. Charlotte Storer reported that the net profit from the Buy A Brick fundraiser was $48,808.53.

John Ciborowski asked if the shelving installation problems had been resolved and Mr. Oliver responded yes. President Burk reported that an additional cost of approximately $1,500.00 would be incurred due to the union difficulties with Library Bureau Steel workers.

Sandra Norlin reported that the cost of the Electrical Data Poke Throughs may be split with the City of Des Plaines.

Inara Brubaker questioned Anthony Oliver about the length of time required for the brick to weather on the new building for uniformity in color. Mr. Oliver responded that Lohan Associates would monitor the situation.

MOTION by Susan Burrows, seconded by Inara Brubaker, to approve Change Order #3 for the installation of shelving on the third and fourth floors by Corporate Concepts in the amount of $23,935.00. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Ciborowski, Read, Ritter. NAYS: None. MOTION CARRIED.

MOTION by Susan Burrows, seconded by John Burke, to approve Change Order #4 for carrels that were not picked up in the future furniture change order by Corporate Concepts in the amount of $10,913.51. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Ciborowski, Read, Ritter. NAYS: None. MOTION CARRIED.

Susan Burrows reported that additional services from Lohan Associates would be required to design the roof support and surrounding areas for the atrium sculpture in an amount not to exceed $6,000.00.

MOTION by Inara Brubaker, seconded by Betty Ritter to approve Lohan Associates to design the support system for the atrium sculpture in an amount not to exceed $6,000.00. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Ciborowski, Read, Ritter. NAYS: None. MOTION CARRIED.

Sandra Norlin asked for Board approval to enter into an agreement with ASI Sign Systems for interior signage in the amount of $42,129.82.

MOTION by Committee, to authorize Library Administrator, Sandra Norlin, to enter into an agreement with ASI Sign Systems for interior signage in the amount of $42,129.82. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Ciborowski, Read, Ritter. NAYS: None. MOTION CARRIED.

Betty Ritter, Susan Burrow and Eldon Burk will review additional signage requests.

Dawn Brightfield of Lohan Associates reported that costs for Change Orders #4 and #5 for Henricksen’s included the split cost for routing of the end panels to produce a flush appearance and the back panels for the fish end panels at a cost of $12,743.95.

MOTION by Susan Burrows, seconded by Inara Brubaker, to approve the Henricksen Change Order #4 for split cost for routing of the end panels to produce a flush appearance in the amount of $3,300.00. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Read, Ritter. NAYS: Ciborowski. MOTION CARRIED.

MOTION by Susan Burrows, seconded by Inara Brubaker, to approve the Henricksen Change Order #5 for the back panels for the fish end panels in the amount of $9,443.95. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Read, Ritter. NAYS: Ciborowski. MOTION CARRIED.

A concept drawing by Robert Jessup was presented to the Board for their approval. Dawn Brightfield stated that Mr. Jessup will construct a maquette of the mural with Board approval of the drawing. Sandra Norlin stated the mural will include characters from fairytales and children’s literature. The Board requested that all cultures be represented in the mural. The Board discussed the drawing and asked Mary Ann Brown, Head of Youth Services to contact School District 62 for additional resources. Susan Burrows and Inara Brubaker will bring ideas to Mary Ann, who will convey the Board’s request to Robert Jessup and Patti Gilford of Patti Gilford Fine Arts.

FINANCE COMMITTEE – Susan Burrows

John Ciborowski asked if gas and diesel fuel costs were amortized over the year and Sandra Norlin responded that they were.

MOTION by Susan Burrows, seconded by John Burke, to approve the FY01 Illinois State Library Per Capita Grant Application. Vote: Ayes: All. Nays: None. MOTION CARRIED.

Hector Marino, Coordinator of Computer & Technical Services reported on the proposal for 3M equipment to be installed in the Circulation Department of the new library. The equipment includes Security Systems, Self Check, Workstations and Bookchecks with a 12-month service agreement effective after the expiration of the manufacturer’s 90 day warranty. Hector recommended Minnesota Mining and Manufacturing (3M) Company at a cost of $94,670.

MOTION by Rhys Read, seconded by Susan Burrows, to accept the proposal from Minnesota Mining and Manufacturing (3M) Company for 3801 Security System, 3802 Security System, 6210 Self Check, 955 Workstations and 955 Book Checks including a 12 month service agreement after the expiration of the manufacturer’s 90 day warranty and installation in the amount of $94,670.00. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Ciborowski, Read, Ritter. NAYS: None. MOTION CARRIED.

MOTION by Susan Burrows, seconded by Betty Ritter to accept the proposal from Convergent Communications, the lowest compliant bidder, to provide the Network Hub Equipment for the computers in the amount of $33,530.62. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Ciborowski, Read, Ritter. NAYS: None. MOTION CARRIED.

The Midland Computers bid was eliminated from consideration because it was received late.

Sandra Norlin reported that the request for proposal for the Acquisition of Computers and Monitors for the new building was delayed by one week, due to substantial changes to the bid documents. Sandra Norlin reported that the bids will be opened on June 26, 2000 at 10:00 AM and requested Board approval to accept the lowest responsible bidder. Betty Ritter, Susan Burrows and Eldon Burk will review the proposals and authorize Library Administrator, Sandra Norlin, to accept the lowest responsible bidder.

Eldon Burk requested Board approval for donor plaques for the Children’s Department for the mural and the aquarium. Eldon reported that the suggestion of the Finance Committee was to dedicate the children’s mural to the Paul Jung Family and the residents of Des Plaines who purchased bricks.

MANAGEMENT COMMITTEE – Ellen Yearwood, Chairman.

Sandra Norlin introduced Mary Ann Brown, Head of Youth Services, who reported on the activities in the Youth Services Department. Mary Ann’s presentation included updates on activities and materials in the Children’s Department. Sandra Norlin thanked Mary Ann for bringing serenity, energy and creativity to the Youth Services Department.

NOMINATING COMMITTEE – John Ciborowski, Chairman.

John Ciborowski reported that the Committee nominates Eldon Burk as President, John Burke as Vice-President and Carol Kidd as Secretary for a twelve-month term, beginning with the July Board Meeting.

Eldon Burk asked the Board to remain on the same Committees for one year.

FRIENDS OF THE LIBRARY – Inara Brubaker.

Inara Brubaker introduced the President of the Friends of the Library, Charlotte Storer. Charlotte reported that the Buy A Brick fundraiser netted $48,808.53.

ADMINISTRATOR’S REPORT

Heidi Krueger and Christina Tropea began work as Full-time Librarian I in Adult Services and David Whittingham was promoted to Library Assistant II, Full-time in Adult Services. Eileen Gladish began work as Library Assistant I, Full-time, in Circulation Services. Susan McCarthy, began work as Librarian I, Part-time in the Youth Services Department.

William Finnerty resigned his position on June 5. Bill recently completed his education for pharmacy.

Karen Wallace, Head of Community Services has submitted her resignation, effective July 1. We are all sad to think of work in this organization without Karen, because she has made remarkable contributions in every phase of our work together. Karen and her husband, a recent law school graduate, will return to Des Moines, IA, to be nearer their families, who need them now, and to begin her husband’s law practice. Karen has accepted a position as Librarian in the Drake University Law Library.

Staff Committees are working hard to anticipate problems and to organize the imminent move in order to minimize anxiety and maximize efficiency and enjoyment. Cow Times is an occasional publication of one committee that accepts concerns, researches topics and answers questions. The Fun committee has produced and managed several games and contests so that friendly competition between departments serves as a stress-reliever. The annual inservice day is planned for June 29. The topic of the day will be Moving Safely and Serenely. We have planned for back training/safe lifting sessions, a mid-day barbecue, an all staff organizing time, and a finale that includes an appropriate farewell to 841 Graceland.

Sharon Colby’s work with the Department Heads has produced very strong results. We have improved our meeting skills, added new techniques to help determine where decisions are appropriate and to help make better decisions in areas that are most in need of management level decisions.

Our patrons have given us a pleasant surprise this month. Circulation increased by nearly 7% while all else seems to be winding down. My interpretation of this change is that the library is on people’s minds more lately because of the excellent publicity we are receiving. Please note the shift in meeting room use from public programs to meetings, meeting, and meetings. The Ceremonial Book Move on June 11 was successful in every sense, but it required nearly weekly meetings to manage all the details that helped the operation come off smoothly.

In addition to several meetings of the Ceremonial Move, Preview Party, and the Grand Opening Committees, Sandra met with Eldon Burk and John Burke and representatives of the Executive Service Corps to discuss possible board development services for ESC. Sandra attended a Chamber of Commerce monthly breakfast, a retirement luncheon for Jack Klaus, City Economic Development Director, the Mayor’s Prayer Breakfast on May 25, the recognition banquet for Oakton Community College’s literacy volunteers on May 31, a Finance Committee Meeting on June 1. On June 6, Eldon Burk and Sandra met with a delegation of library personnel from Sarawak, Malaysia; the group included the Secretary of State of Sarawak as well. They were interested in touring public libraries in Chicago area and selected ours because it was under construction.

The next Board meeting will be held at Maine West High School in the Principal’s Conference Room.