The regular meeting of the Des Plaines Public Library Board of Trustees was held in the second floor conference room on Tuesday, May 15, 2001. President Eldon Burk called the meeting to order at 7:30 PM.

ART COMMITTEE – Eldon Burk, Chairman.

Susan Burrows introduced Pae White as the artist who will design and create the artwork for the third floor. Pae White explained that the artwork would be designed and then digitalized and adhered to the wall. Library consultant, Patti Gilford of Patti Gilford Fine Arts, stated that preliminary drawings would be expected from Pae in July with a tentative installation date of September or early October, 2001 in conjunction with the library’s first year anniversary.

CITY COUNCIL COMMUNITY SERVICES COMMITTEE – Rosemary Argus.

President Burk introduced Alderman Rosemary Argus to the Board.

Alderman Argus stated that she will listen and observe the Board and is happy to be the City’s liaison to the library. Alderman Argus reported that she met with Library Administrator, Sandra Norlin, to discuss library governance and city-library cooperative ventures, including the Taste of Des Plaines and Art Fair. Alderman Argus stated that the library is a wonderful asset to the community and that she would like to focus on the positive aspects of the library.

BOARD REVIEW OF DEPARTMENT ACTIVITIES.

Sandra Norlin introduced Heidi Krueger, Reference Librarian, to the Board. Heidi presented a short program on the new Virtual Reference Service that will be a new addition to services the library offers. Heidi reported that the Des Plaines Public Library as well as 11 other libraries are participating in this new service. President Burk asked if the Virtual Reference Service was being funded by a grant and Sandra Norlin responded that North Suburban Library System is the recipient of this grant.

Sandra Norlin introduced Hector Marino, Coordinator of Technical and Computer Services who reported that results from a computer services survey compiled by the library were very good. William Grice asked how many responses the survey received and Hector Marino responded 400 patrons responded. The target group for the survey was patrons using library computers and the Internet. Sandra Norlin stated that the survey had exceeded expectations and showed that librarians are doing a great job of keeping up with technological advances.

Hector Marino also reported that the library would change providers for the T1 Line with yearly savings to the library of $18,117.84. The library will switch from PSINet to Illinois Century Network.

FINANCE COMMITTEE – Susan Burrows

Sandra Norlin reported that the library has received a credit from the City of Des Plaines in the amount of $10,770.84 for heating expenses for the 841 Graceland building that were paid by the library after ownership was transferred.

Sandra Norlin reported that the bids had been opened for three (3) Compaq Servers with Compaq Accessories and one (1) Cisco PIX 515-R Firewall and the lowest responsible bidder was Computerland at a cost of $31,257.00.

MOTION by Susan Burrows, seconded by John Burke, to accept the bid from Computerland for three (3) Compaq Servers with Compaq Accessories and one (1) Cisco PIX 515-R Firewall in the amount of $31,257.00 as the lowest responsible bidder which is in the best interest of the Des Plaines Public Library. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Grice, Read. NAYS: None. MOTION CARRIED.

Sandra also reported that there were no bids submitted for the Computers and Monitors. Rhys Read asked why no bids were submitted and Sandra Norlin responded that a clause in the general conditions of the contract in the instructions to bidders stated that failure to meet the delivery schedule stated by the library would result in liquidity damages of $1,000.00 a day.

Sandra Norlin reported that Ace Computers did present bid packages to the library for both the computers and monitors and the firewall and servers, but did not attend the mandatory pre-bid meeting, so those bid packages were unopened. The City Attorney’s office advised Sandra not to open these bids.

Sandra Norlin asked the Board to waive the bid process on the computers and monitors and asked for approval to deal directly with Dell Computers. Eldon Burk asked why the library wants Dell computers and Hector Marino responded that Dell computers are superior to other brands. Rhys Read asked that the Board be given a quote on the cost of the computers and monitors. Susan Burrows asked that the Finance Committee give Sandra Norlin final approval on the purchase of the computers.

MOTION by Inara Brubaker, seconded by John Burke, to waive the bid process for 19 Dell Dimension 8100 Computers and 19 15" Flat Panel Monitors which is in the best interest of the Des Plaines Public Library and the City of Des Plaines and to purchase the computers and monitors directly from Dell Computer at a cost to be determined and approved by a poll of the Finance Committee. Vote: Ayes: All. Nays: None. MOTION CARRIED.

Sandra Norlin reported that the Lobby Logo Sculpture will be manufactured in brushed aluminum and that Lohan Associates has already been paid for the design services. Sandra distributed a drawing of the sculpture that included detailed elevations. The Xibitz company will manufacture and install the sculpture for $2,575.60 and ASI Sign Company gave a quote of $1,959.58, plus $531.21 for installation. Sandra reported that Lohan Associates recommended ASI Sign Company for the sculpture. The Board was given samples of the brushed aluminum letters for comparison.

MOTION by William Grice, seconded by Susan Burrows to authorize Library Administrator, Sandra Norlin, to accept the proposal for the Lobby Logo Sculpture from ASI Sign Company in the amount of $2,490.81 (amended from $1,959.58, which did not include the cost of installation) which will be placed behind the information desk in the lobby of the library. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Grice, Read. NAYS: None. MOTION CARRIED.

The motion was amended to include the installation charge of $531.23 quoted by ASI Sign Company.

Sandra Norlin asked for Board approval to rent 84 crates from Rent a Crate at a cost of $2,431 to reshelve the entire non-fiction collection and to shift the fiction collection to a more recognizable order. New fiction would be moved closer to the reader’s services desk so staff could assist patrons with their requests and new non-fiction would be moved to the fourth floor. The foreign language collection would also be moved.

MOTION by John Burke, seconded by Inara Brubaker, to authorize Library Administrator, Sandra Norlin, to rent 84 crates from Rent a Crate in the amount of $2,431. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Grice, Read. NAYS: None. MOTION CARRIED.

BUILDING AND GROUNDS COMMITTEE

Eldon Burk asked John Ciborowski to chair the Building and Grounds Committee and John accepted.

Sandra Norlin distributed the follow-up on feedback issues with changes typed in italics for the board to review.

Sandra reported that the problem with the doors in the lobby not opening manually is being addressed and Gary Valente continues to follow through on this problem.

The fourth floor security cameras are being relocated to better serve the staff and patrons.

Gary Valente is working with Pinto Construction to find a solution to damage caused by book carts to the interior library walls.

Inara Brubaker asked about the status of the parking garage book drop and the change to the traffic pattern in the parking garage. Eldon Burk responded that Howard Killian is still working on the problem.

Alderman Argus questioned whether the security system for books and tapes was working or not. Sandra Norlin responded that it is not working properly. The staff continues to monitor the system and will be conducting a survey of patrons and staff to determine the problem with the security checks. This information can be given to 3M so that this problem can be resolved.

The Board discussed the cost of lighting the atrium sculpture. Susan Burrows stated that at this time $2,500.00 is budgeted for the lighting. Inara Brubaker questioned whether or not the artists had made suggestions for lighting the sculpture and Eldon Burk responded that the artists had given instruction as to how the sculpture should be lit but not specific enough to take to lighting distributors and installers. John Burke offered to try and solicit the expertise and equipment from a local lighting firm.

MANAGEMENT COMMITTEE – Ellen Yearwood, Chairman.

Inara Brubaker reported that the Management Committee met on April 26, 2001. The Committee reviewed the Guidelines for Adult Services, the Staff Computer and Internet Use Policy and the Bylaws of the Board of Trustees. Inara stated that the Committee will meet again on May 29 to further review both the Guidelines for Adult Services and the Bylaws of the Board of Trustees. Inara distributed copies of the new Staff Computer and Internet Use Policy and asked for Board approval.

MOTION by Committee to approve the Staff Computer and Internet Policy. Vote: Ayes: All Nays: None. MOTION CARRIED.

PLANNING COMMITTEE – John Burke

John Burke explained the function of the Strategic Plan to Rosemary Argus and advised that changes have been made to the Strategic Plan and will be included in the June Board packet for review and approval at the June Board meeting.

John also reported that the Board met on April 21, 2001 for a retreat organized by Executive Service Corps to improve the Board both individually and collectively. John stated that Mayor Arredia spoke with the Board at the retreat.

FRIENDS OF THE LIBRARY – Inara Brubaker.

Inara Brubaker reported that the Friends book sale netted slightly over $5,000.00. Inara stated that final figures are not in yet. Inara also reported that the Board of Trustees will dedicate meeting rooms B and C at the Friends meeting on Tuesday, May 22, 2001 at 7:00 PM.

ADMINISTRATOR’S REPORT

New employees for April/May are Joanna Sliwinska, Library Assistant I in Circulation Services; Michelle Meyer-Edley, Librarian I, Adult Services; Heather Jordan, LAI (PT), Technical Services; and Jaime Gutierrez, Intern in Community Services.

Anthony Marino, Christina Conley and Karen Stricker, all Pages in Circulation resigned effective April/May.

Our annual inservice day was held Thursday, May 10 at the Lattof YMCA in Des Plaines. The Y staff conducted several small group lectures and team building exercises to enhance skill levels in healthy choices and group problem solving. We held a program of this type four years ago. Several staff members suggested that we repeat it for them and for the new members added to our staff since the first event.

Use of our services continues to increase. Circulation is up by 9.51% over 2000, year to date. Registration is now 70% of the population (1990 census) and library attendance is up over 2000, year to date, by 44.5%. Meeting room use, online searches, and patron assistance have all increased. We predicted that our daily attendance would increase from an average of 1100 per day in the old building to 1500 per day in the new building. The average for the month of April was 1410, with 13 days of over 1500 attendance, including a high of 1986 on April 16 (Easter Monday). Our peak attendance days are Mondays and Tuesdays, although Sundays are more heavily attended when the hourly average attendance is counted.

Our customer service is being studied from several angles. Our Work Analysis/Design Team is studying what we do, across departmental lines, to provide customer service. We hired Cate McNeely, Director of the Richmond (B.C.) Public Library, which has gained national attention for customer service innovations, to provide a one-day consulting visit to our library. And, we will work with Peopleworks to design an orientation/training program for the Circulation Services Department, based on the values of customer service as articulated through our policies and practices.

Date Due slips will be attached to all incoming books by Baker & Taylor, Ingram, and BWI as part of our processing services. Additional slips have been received for patrons to attach to the books that do not have date due slips.

I represented the library at the following events since my last report: The North Suburban Cook County Extension Advisory Council banquet on April 18 and Council meeting on April 19, the Chamber/City Advisory Council on April 24, and the Volunteer Recognition Dinner for Literacy Tutors on May 7. Susan Burrows and I gave an informal talk at the North Suburban Library Foundation breakfast on May 3 and I attended the meeting of the Midwest Chapter of REFORMA, which was held at the Des Plaines Library on April 24. I introduced the evening’s speaker, John W. Berry, the President-elect of the American Library Association. Hector Marino is President of the Midwest Chapter.

NEW BUSINESS

Sandra Norlin asked for Board approval to present a resolution to the Friends of the Library dedicating meeting rooms B & C to them.

MOTION by Inara Brubaker, seconded by Susan Burrows to present a resolution to the Friends of the Library on Tuesday, May 22, 2001 dedicating meeting rooms B & C to them. Vote: Ayes: All. Nays: None. MOTION CARRIED.

NEW BUSINESS

President Burk asked for Board approval to order the plaque honoring City and Library officials who were in office at the time the library opened. Eldon offered two samples of lettering from Rebel trophies.

MOTION by William Grice, seconded by John Burke, to authorize President Eldon Burk to act on behalf of the Board to order the plaque honoring City and Library officials who were in office at the time the library opened and to share the cost with the City of Des Plaines. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Grice, Read. NAYS: None. MOTION CARRIED.

President Burk appointed to the nominating committee Susan Burrows and John Burke and asked the Board to bring their recommendations to the June Board meeting.

Sandra Norlin reported that there will not be a City Council meeting on July 2, 2001.