The regular meeting of the Des Plaines Public Library Board of Trustees was held in the second floor conference room on Tuesday, March 20, 2001. President Eldon Burk called the meeting to order at 7:30 PM.

CITY COUNCIL COMMUNITY SERVICES COMMITTEE – Alderman Petersen.

Alderman Petersen stated that she enjoyed working with the Board of Trustees as the chair of the Community Services Committee. The Board thanked Alderman Petersen for her support of the library.

Susan Burrows asked why temporary workers employed by the library are paid from the Miscellaneous Contractual Services account rather than from the Temporary Wages fund. Sandra Norlin responded that the library follows the City of Des Plaines guidelines. Rhys Read replied that the standard practice is to pay temporary workers from Miscellaneous Contractual Services.

Susan Burrows reported the Finance Committee met on March 14, 2001. The Committee discussed the proposed lighting of the atrium sculpture. The Committee asked Sandra Norlin to obtain additional proposals from lighting designers for comparison to the proposals received from Schuler & Shook and Gibson Electric.

Susan Burrows also reported that the Committee discussed the re-establishing of the Buy A Brick fundraiser program with a start up date of August 2001. The proceeds from the sale will go to the Century Fund for Books and the Art Fund. The Committee also discussed increasing the cost of the bricks to $75 for 4" x 8", $150 for 8" x 8" and $250 for 8" x 8" logo bricks. Susan stated that the support from Friends of the Library would be required to proceed with the program and Inara Brubaker suggested that the Board proceed with plans for the sale of bricks and asked for a time frame for the brick project.

MOTION by Committee, to proceed with the Buy A Brick fundraising program with a kick off date of September 1, 2001 to coincide with the library anniversary and to increase the price of the engraved bricks to $75.00 for a 4" x 8" brick, $150 for an 8" x 8" brick and $250 for an 8" x 8" logo brick and proceeds from the fundraiser will be divided between the Century Fund for Books and the Art Fund. Vote: Ayes: All. Nays: None. MOTION CARRIED.

Sandra Norlin distributed the minutes of the July 18, 2000 meeting when the Board authorized Sandra Norlin to enter into a five year lease with U.S. Office Equipment to upgrade, increase and service the printing and copying equipment and debit card dispensers in the amount of $960 per month for the first six months and $1,875 per month thereafter. Sandra explained that due to a misinterpretation of the contract, the motion should have read $960 per month for the first six months and $2835 per month thereafter.

MOTION by Rhys Read, seconded by Inara Brubaker, to authorize Library Administrator, Sandra Norlin to sign a five-year lease with U.S. Office Equipment to  upgrade, increase and service the printing and copying equipment and debit card dispensers in the amount of $960.00 per month for the first six months and $2,835 per month thereafter. ROLL CALL VOTE: AYES: Brubaker, Burke, Burrows, Grice, Read, Yearwood. NAYS: None. MOTION CARRIED.

Hector Marino, Coordinator of Computer and Technical Services, distributed a report to the Board outlining equipment that will purchased by the library in 2001, The equipment includes four servers, 19 PCs, one iMac, labor and training and software for the computers. Sandra Norlin requested board approval to advertise for bids for the computer hardware and software.

Ellen Yearwood questioned whether more than one provider of equipment could bid. Hector Marino responded that there are three or four distributors for each brand of hardware and software.

Inara Brubaker asked if the library had investigated leasing this equipment and Sandra Norlin responded that the majority of libraries own the equipment. Rhys Read stated that leasing computer equipment would not be cost effective.

MOTION by Susan Burrows, seconded by Ellen Yearwood, to authorize Library Administrator, Sandra Norlin, to advertise for bids for 4 servers, 19 PCs, one iMac, labor and training and software for the computers. Vote: Ayes: All. Nays: None. MOTION CARRIED.

Sandra Norlin asked for Board approval on the replacement purchase of two boxes of microfilm that was lost during the moving process to the new building. Sandra reported that City Attorney, David Wiltse, has filed a claim on behalf of the library. The microfilm to be replaced includes 20 years of Time magazine and the Des Plaines Journal 1933 - 1953.

Ellen Yearwood asked how many requests for Time magazines the library receives and Sandra Norlin responded that students use the microfilm. William Grice asked if back copies of Time magazine are online and Sandra Norlin responded no, not the back issues in question.

MOTION by William Grice, seconded by Ellen Yearwood, to approve the purchase of microfilm for 20 years of Time magazine and the Des Plaines Journal in the amount of $16,894.90. ROLL CALL VOTE: AYES: Brubaker, Burke, Burrows, Grice, Read, Yearwood. NAYS: None. MOTION CARRIED.

BUILDING AND GROUNDS COMMITTEE

Sandra Norlin reported that the Des Plaines Fire Department had been called to the library due to the failure of the elevators. Sandra reported that Edwards Engineering will reconfigure the cooling systems for the elevators and this should alleviate the problem of the elevators malfunctioning. Susan Burrows asked if the temperature inside the elevators would be cooler once the cooling system was operating correctly and Sandra responded that she did not know if this would affect the temperatures inside the elevators, but would check into this matter.

Inara Brubaker asked if the gas smell reported by Mr. Botte at the February Board meeting had been investigated and Sandra Norlin responded that Gary Valente, Head of Building and Security had thoroughly investigated this report and could not find a gas leak. Joseph Botte will be contacted to inform him of this report.

Inara Brubaker asked why the clock was not working in front of the library building and Sandra Norlin responded that Gary Valente has contacted the City of Des Plaines concerning this problem, because it is the city’s responsibility.

Inara Brubaker asked who is responsible for the imperfections in the atrium sculpture and Sandra Norlin responded the library and the artists, Thinking Lightly. Inara reported imperfections in the polymer.

William Grice asked that additional signage be used to publicize the Board meetings. Sandra Norlin responded that additional signage will be printed for the Board meetings.

MANAGEMENT COMMITTEE – Ellen Yearwood, Chairman.

Ellen Yearwood distributed copies of revised Library Policies B and C and asked for Board approval. The Board will review Policy B and D and discuss at the April 17, 2001 Board Meeting.

MOTION by Committee to approve revisions to Library Policy C. Vote: Ayes: All. Nays: None. MOTION CARRIED.

PLANNING COMMITTEE - John Burke.

John Burke presented to the Board the revised Strategic Plan and asked for Board input for additional objectives. William Grice requested the Strategic Plan be discussed at the workshop being held on April 21 and John Burke responded the workshop would be on Board development not Board policy. Ellen Yearwood asked that the Plan be tabled until the April meeting. The Board will schedule the April 17 meeting to begin at 7:00 PM to discuss goals and objectives for the Strategic Plan.

The Board retreat will be held on Saturday, April 21, 2001 at the First Congregational Church from 9:00 AM – 3:30 PM. Walter Roth from Executive Service Corps reported that the Board would receive packets of information before the retreat and Board members asked that the information be mailed with the April Board packet on April 12.

FRIENDS OF THE LIBRARY – Inara Brubaker.

Inara Brubaker reported that the Friends Used Book Sale will be held at the Des Plaines Public Library from Friday April 27 through Sunday, April 29. The Friends annual meeting will be held on April 19 when the dedication of library rooms B and C will be dedicated to the Friends. Inara asked that the Board attend. The meeting will begin at 7:00 PM.

ADMINISTRATOR’S REPORT

New employees hired since February are Gwen LaCosse, Part-time Library Assistant II, Lisa Beauvais, Part-time Librarian I, Mary Ellen Lunde, Karen Stricker, Osman Ahmed, and Christopher Jost, Pages (part-time).

Veronica Schwartz has been promoted from Librarian I to the position of Head of Youth Services. She began her new duties March 5, 2001.

A quarterly all-staff meeting was held Thursday, March 15. The agenda included a version of the Orientation Program and the introduction of another opportunity to participate in the Learning Organization training. This opportunity involves work analysis and design.

Eight staff members have registered for the annual conference for library assistants, Reaching Forward.

Three staff members attended a one-day seminar presented by the Disney Corporation. The seminar encouraged creativity and customer service, highlighting the Disney methods.

As you can see from the charts and numerical reports, library business is thriving. Our registrations continue to grow, our attendance is up 39% over this month a year ago, and our circulation has increased by 8% year to date. The use of our meeting rooms is booming and reports from attendees at our programs have been positive and appreciative. It has been a very good month.

Public service is challenging because of the new spaces and distances in the library, but staff is working together on solutions. The Learning Organization/Work Design project may bring more changes, but they will be changes brought forward by staff members themselves, who will be trained in the specific skills of analyzing the work that needs to be done and designing processes to complete the work most efficiently.

Within the past month Sandra has met with the City Holiday Event Committee to help plan next December’s activities, the Executive Service Corps to plan the April 21 Board Planning Retreat, and the Library Cable Network Executive Committee. Sandra has conducted two interviews for the position of Head of Youth Services. On March 1, Sandra participated in a brainstorming session with a group gathered to begin the planning of the Poetry Corner. The group included library staff, Lohan designers, the donors, and our poetry consultant. Sandra was interviewed by Carol Kleiman for her syndicated column on Work/Life issues and was taped by the LCN crew for background footage for our new program "Checking in @ the Library." On March 3, Sandra and Eldon Burk and staff members Martha Sloan, Holly Sorensen, and Chris Posinger conducted tours for visiting librarians who were attending the national spring symposium for the Public Library Association.

NEW BUSINESS

Sandra Norlin asked for Board direction on the lease or purchase of plants for the library. Sandra reported that she has received several proposals for both leasing and purchasing. Inara Brubaker stated that in this economy plants are an extravagance. Ellen Yearwood stated that since employees of the library spend the most time in the building, plants should be placed in staff areas. Susan Burrows offered to solicit donations for plants. The Board deferred the discussion until the April 17, 2001 meeting.

Sandra Norlin presented to the Board a proposal from the Village of Rosemont to the Des Plaines Public Library to bill Rosemont for 75% of the cost which Village of Rosemont residents have to pay in order to obtain user’s privileges at the Des Plaines Public Library. Sandra reported that at this time if a Rosemont resident requests a library card, the resident must pay for the card and wait for reimbursement. Sandra reported that City Attorney, David Wiltse reviewed the agreement.

MOTION by Ellen Yearwood, seconded by John Burke, to authorize Library Board President, Eldon Burk to sign the Intergovernmental Agreement between the Des Plaines Public Library Board of Trustees and the Village of Rosemont to bill Rosemont for 75% of the cost which Village of Rosemont residents have to pay in order to obtain user’s privileges at the Des Plaines Public Library. Vote: Ayes: All. Nays: None. MOTION CARRIED.

Sandra Norlin stated that John Burke has been nominated for the Socrates Rand award and asked Board member to attend the Socrates Rand Spirit of Des Plaines Awards Dinner/Dance to be held on April 6, 2001.

CORRESPONDENCE

John Burke read a thank you note from former trustee, Betty Ritter.