The regular meeting of the Des Plaines Public Library Board of Trustees was held in the second floor conference room on Tuesday, June 19, 2001. President Eldon Burk called the meeting to order at 7:30 PM.

The following motions were presented to the Board by Finance Chairman, Susan Burrows:

MOTION by Susan Burrows, seconded by John Burke, to approve the renewal of the annual license agreement for Info USA Library Package from Info USA Marketing, Inc., May, 2001 – July, 2002 in the amount of $6,170.00. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Ciborowski, Read, Yearwood. NAYS: None. MOTION CARRIED.

MOTION by Susan Burrows, seconded by Ellen Yearwood, to approve the FY02 Illinois State Library Per Capita Grant Application. Vote: Ayes: All. Nays: None. MOTION CARRIED.

MOTION by Susan Burrows, seconded by Inara Brubaker, to approve the renewal of the Chicago Tribune Collection (WEB), January – December, 2002 from NewsBank, Inc. in the amount of $9,975.00. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Ciborowski, Read, Yearwood. NAYS: None. MOTION CARRIED.

MOTION by Susan Burrows, seconded by John Burke, to authorize Library Administrator, Sandra Norlin, to enter into an agreement with 3M for the purchase of the 3M Selfcheck System (6210) in the amount of $25,100.00 which includes installation, freight, and a one-year service agreement and which is in the best interest of the Des Plaines Public Library. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Ciborowski, Read, Yearwood. NAYS: None. MOTION CARRIED.

President Burk stated that purchase of the Dell Computers and Monitors was approved at the May 15, 2001 Board meeting. The Finance Committee was polled by telephone and approved the purchase of 19 Dell Dimension 8100 Computers and 19 15" Flat Panel Monitors from Dell Marketing L. P. in the amount of $39,159.00.

MOTION by Susan Burrows, seconded by John Burke, to approve the purchase of 19 Dell Dimension 8100 Computers and 19 15" Flat Panel Monitors from Dell Marketing L. P. in the amount of $39,159.00, which is in the best interest of the Des Plaines Public Library. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Ciborowski, Read, Yearwood. NAYS: None. MOTION CARRIED.

Susan Burrows asked the Board for approval for a six page fall newsletter that would include the Buy A Brick information and application. Sandra Norlin reported that the cost of a six page newsletter [28,000 copies] would be $5,980.00 and the cost of a 4 page newsletter would be $3,853.00 [25,500 copies]. Additional copies of the six page newsletter would be used for distribution at the library and other locations.

Eldon Burk asked Sandra Norlin if the additional costs for a six page newsletter could be absorbed by the current budget and Sandra Norlin responded yes. Eldon Burk suggested that any added costs for the newsletter be incorporated into the Buy A Brick fundraiser, if the fundraiser is approved by the Des Plaines City Council.

MOTION by Susan Burrows, seconded by Inara Brubaker, to authorize Library Administrator to approve a six page fall 2001 newsletter in the event the Buy A Brick fundraiser is approved by the Des Plaines City Council in an amount not to exceed $6,000.00, which is in the best interest of the Des Plaines Public Library.

ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Ciborowski, Read, Yearwood. NAYS: None. MOTION CARRIED.

MOTION by Rhys Read, seconded by John Burke, to amend the motion to approve the six page fall 2001 newsletter to include all expenses incurred for printing the additional two pages of the newsletter be paid for from the proceeds of the Buy A Brick fundraiser, which is in the best interest of the Des Plaines Public Library. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Ciborowski, Read, Yearwood. NAYS: None. MOTION CARRIED.

BUILDING AND GROUNDS COMMITTEE – John Ciborowski.

John Ciborowski reported that the emergency safety on the interior set of sliding automatic doors has been repaired.

The installation of a handicap accessible side door has been suggested to officials at the City of Des Plaines. The City states that the building meets the ADA requirements.

John Ciborowski also reported that the fresh air intake vents pulls cold air into the building which may cause interior pipes and the automatic sprinkler system to freeze up in the cold temperatures of winter. Gary Valente, Head of Building and Security Systems will meet with L. R. Development and City officials to address these issues.

The safety of the boat in the Youth Services department is being addressed by both the library and the designer of the boat. The designer will try and improve the design to insure the safety of the children that use it.

The striping of the parking garage adjacent to the library is to be completed within the next two weeks and will change the pattern of traffic to one way only.

Inara Brubaker asked why there are no fire extinguishers in the parking garage and Eldon Burk responded that there is a problem with theft of the extinguishers. Sandra Norlin responded that the City of Des Plaines is aware of the problem.

Rhys Read reported on his attendance at the 3^rd ward meeting. Rhys reported that he received a complaint about the lack of inside wall clocks on the plaza side of the building. Rhys Read also reported that residents asked for signage on the second floor of the parking garage which would direct patrons to the first floor entrance. Inara Brubaker suggested that signage be placed on every floor of the parking garage.

The Board reviewed three installation plans sent by artist, Pae White, for the third floor artwork. The plans included the estimated costs of additional materials required for the installation.

Susan Burrows explained the concept Pae White will use when designing the artwork.

Susan Burrows reported that the library would require donations to help with the cost of the third floor artwork and installation.

John Burke asked which installation design Patti Gilford, art consultant to the library, suggested and Sandra Norlin responded that Patti Gilford supported Plan 5 at an additional cost to the library of $8,500.00.

Inara Brubaker stated that she favored Plan 5, since the cost is minimal if projected over many years.

Ellen Yearwood asked how the additional cost of the art installation would be budgeted for and Eldon Burk responded that proceeds from the Buy A Brick fundraiser, if successful, would be used for the installation. Eldon explained that funds raised from Buy A Brick are divided between the book fund and the artwork fund through the Des Plaines Public Library Fund.

Sue D’Hondt asked if $8,500.00 would complete the cost of the artwork installation and asked for samples of Pae White’s work to present to the Friends at their next meeting. Eldon Burk stated that preliminary drawings were expected from Pae White in July. Sue D’Hondt stated that the Friends of the Library will not meet in July.

Rhys Read asked if the Board could approve funds designated for fourth floor artwork to be used for the installation of the third floor artwork and Susan Burrows responded there were no funds designated at this time for the fourth floor artwork.

Sue D’Hondt stated that the book sale scheduled for September would raise funds for the library, but stated that she would need the membership approval before any donation could be offered to the library.

MOTION by Inara Brubaker, seconded by Ellen Yearwood to accept Plan 5 for the installation of the third floor artwork designed by Pae White in the amount of $8,500.00, which is in the best interest of the Des Plaines Public Library. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Ciborowski, Read, Yearwood. NAYS: None. MOTION CARRIED.

Sandra Norlin reported that the cost of the commemorative plaque to be hung in the lobby of the library is $188.20.

MOTION by Susan Burrows, seconded by Rhys Read, to authorize payment of one-half of the cost of the commemorative plaque in the amount of $94.10 as per the agreement between the President of the Library Board and the Mayor of the City of Des Plaines. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Ciborowski, Read, Yearwood. NAYS: None. MOTION CARRIED

MANAGEMENT COMMITTEE – Ellen Yearwood, Chairman.

Ellen Yearwood reported that the Management Committee met on May 29, 2001. The Committee asked for approval of the revised Bylaws of the Board of Trustees and the revised Guidelines for Adult Services.

Ellen Yearwood explained the change to the Bylaws and to Article VIII.

MOTION by Committee to approve the revised Bylaws of the Board of Trustees. Vote: Ayes: All. Nays: None. MOTION CARRIED.

Ellen Yearwood explained the changes to the Guidelines for Adult Services policy.

MOTION by Committee to approve the revised Guidelines for Adult Services Policy. Vote: Ayes: All. Nays: None. MOTION CARRIED.

Ellen Yearwood distributed Library Policy C-8 [Rules of Conduct] and asked for Board discussion on allowing food and drink in the library.

Sandra Norlin reported that among library staff there were many different opinions concerning this issue.

John Ciborowski asked if more garbage receptacles would be needed if food and drink were allowed and Sandra Norlin responded that more receptacles may be needed.

Sue D’Hondt asked if each floor in the library had a restricted area and Sandra Norlin responded no, but food and drink could be restricted to certain areas if that were necessary.

Ellen Yearwood asked that the staff of the library develop a policy for Board review and possible approval.

MOTION by Ellen Yearwood, seconded by John Burke, to ask the staff of the Des Plaines Public Library to propose a policy for food and drink consumption in the library to be presented to the Board at the July 17, 2001 meeting, that would include costs of additional signage, suggestions for implementation and what would be needed if food and drink were allowed. Vote: Ayes: All. Nays: None. MOTION CARRIED.

FRIENDS OF THE LIBRARY – Inara Brubaker.

Inara Brubaker introduced Sue D’Hondt, the newly elected President of the Friends of the Library. Sue D’Hondt reported that the next Friends book sale will be September 14, 15 and 16. The shelving has been installed for the Friends ongoing book sale and sale of the books will begin soon. June Blue will coordinate the Buy A Brick fundraiser if approved by the City of Des Plaines. Sue also reported that the Friends will begin showing movies once a month on Sundays. The Friends donated the funds for the motion picture license. The Friends ordered 25,000 plastic book bags for library patrons. Inara Brubaker asked that additional signs be placed in the lobby of the library for the book sales.

ADMINISTRATOR’S REPORT

Rick Kinnebrew joined the staff as a part-time librarian in the Youth Services Department on June 11, 2001. Rick will begin full-time employment in September, 2001.

Christopher Jost resigned his position as library page effective June 12, 2001.

Plans have begun to work with the full-time staff of the circulation department to understand and develop individual skills and preferences in order to develop a team approach to overall departmental customer services goals.

The work of the Work Analysis Team continues. They have gathered information from nearly all staff members and have begun to interview individuals to obtain information about specific job duties and activities. They will formulate a recommended plan for work redesign, based on customer service, which will be presented in August.

Please consult the monthly statistical reports for the verification of the high rate of public use of our facilities, collection, and services. The analysis and comparison information from the Illinois State Library Public Library Statistics included in the board packets demonstrates that the Des Plaines Public Library’s use of funds and its public use of the services compares well to our surrounding libraries and to other libraries throughout the state that fall within profiles selected by the Library Research Center at the University of Illinois. Once again, our library compares favorably in what we produce for the budget we operate. The two areas that I would like to improve in percentage of residents registered for library cards and in collection size.

The letter from Roberta Johnson concerning the Literature For All of Us grant program deserves special recognition. All of us who were connected with this grant have received gratification from the experience because of how effective it was in fulfilling its goals of giving a group of individuals a voice to express themselves and giving the library staff the opportunity to hear and witness the depth of feelings of worthiness of the young women who participated. I think this was the perfect use of grant monies, because it allowed us to try something creative with a group of people who might not otherwise have been served through our normal operating budget.

Another activity worth noting is the outstanding effort put forth by the Youth Services Staff in conducting library tours for over 1400 6, 7, and 8^th graders during the month of May. As you can tell from the letter included in your packet, these efforts have had very positive results.

Since my last report I have represented the library at the following meetings and events: On May 16 I attended the meeting of the city Holiday Decorations Committee; on May 21 City Council, on May 22 the Annual Meeting of the Friends of the Library, on May 23 the Chicago Building Congress Awards Ceremony, on May 29 the Chamber/City Advisory Council, on May 30 the NSLS Library Trustees Meeting, on June 1 I conducted a tour of the library for Anders Dahlgren’s Library Building Planning class from Dominican University, on June 6 I along with Holly Richards Sorensen, Roberta Johnson, and Sarah Long, taped three more segments of the Library Cable Network’s "Check in @ your Library", on June 11 the District 62 Community Education Council meeting and the MERC Unity Dinner. I will attend the Annual Conference of the American Library Association in San Francisco from Friday, June 15 through Monday, June 18.

NEW BUSINESS

Rhys Read will attend the July 16 City Council meeting, Ellen Yearwood the August 6 meeting, and John Burke the August 20 meeting.

NOMINATING COMMITTEE – Susan Burrows, Chairman.

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

MOTION by John Burke, seconded by Ellen Yearwood, to enter into an Executive Session at 9:53 PM to discuss Purchase or Lease of Real Property, Personnel - Compensation, and Litigation – Probable. Vote: Ayes: All. Nays: None. MOTION CARRIED.

The regular session reconvened at 11:17 PM and was called to order by President Eldon Burk.

MOTION by Rhys Read, seconded by Inara Brubaker to approve the recommendation made in Executive Session regarding Compensation of a Specific Employee. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows Ciborowski, Read, Yearwood. NAYS: None. MOTION CARRIED.

MOTION by John Burke, seconded by John Ciborowski, to approve the recommendation made in Executive Session regarding the resolution of the contract with Library Bureau Steel in the amount of $2,723.93. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows Ciborowski, Read, Yearwood. NAYS: None. MOTION CARRIED.