The regular meeting of the Des Plaines Public Library Board of Trustees was held in the second floor conference room on Tuesday, July 17, 2001. President Eldon Burk called the meeting to order at 7:30 PM.

CITY COUNCIL COMMUNITY SERVICES COMMITTEE – Rosemary Argus.

Alderman Argus voiced her concern about the door from the parking garage into the library not being handicap accessible. Alderman Argus has requested that the City of Des Plaines speak with the developer about changing this door. Alderman Argus asked that the library van parking space be designated a handicap parking space and Sandra Norlin responded that Gary Valente, Head of Building & Security is awaiting direction from the City of Des Plaines on this matter.

Rhys Read asked if state funds were still available for the door to the parking garage to be replaced with an automatic door and Eldon Burk responded that the funds were no longer available through the State of Illinois through Representative Rosemary Mulligan.

Inara Brubaker requested signage for the new book drop and Sandra Norlin responded that the signage has been ordered.

BOARD REVIEW OF DEPARTMENT ACTIVITIES - Rosemary Lee.

Sandra Norlin introduced Rosemary (Corky) Lee, Library Assistant II in the Adult Services Department to the Board. Corky presented information on the "Literature for All of Us" grant awarded to the Des Plaines Public Library in the amount of $2,900.00. Corky explained that young women from Maryville Academy, ages 12 – 17 years were participants in the program and that the program was not only successful, but very rewarding.

FINANCE COMMITTEE – Susan Burrows

Susan Burrows distributed minutes from the July 11, 2001 Finance Committee meeting. Susan reported that Alderman Dick Sayad and Alderman Rosemary Argus attended the meeting and asked that the library not request additional funding for 2002.

Susan Burrows distributed information on the donor sign system proposed by ASI Sign Systems. Eldon Burk asked why the library did not go out for bid for the sign system and Susan Burrows responded that specifications from Lohan Associates indicated a preference for ASI Sign System and Sandra Norlin responded that ASI Sign Systems has provided signage throughout the library building.

William Grice asked if the donor signs would remain indefinitely on the wall or if the signs would be removed and replaced with new donor names after a specified period of time. Susan Burrows responded that this will be addressed at the next Finance Committee meeting.

Susan explained that the silkscreen cost for the Donor Board is on a per line of copy basis at $17.82 and is not included in the quote total of $6,813.77. Susan Burrows asked for Board approval to proceed with the donor sign system.

MOTION by Committee, to authorize Library Administrator, Sandra Norlin, to enter into an agreement with ASI Sign Systems for the purchase of the various donor sign system components in an amount not to exceed $9,000.00 which includes the cost of inserts and installation, and is in the best interest of the Des Plaines Public Library. ROLL CALL VOTE: AYES: Brubaker, Burk, Burrows, Ciborowski, Grice, Read. NAYS: None. MOTION CARRIED.

Sandra Norlin asked for Board approval for an upgrade to the current contract with Panasonic/U.S. Office Solutions, Inc. at a cost of $2,715.00 per month for a period of 60 months. Hector Marino, Coordinator of Computer & Technical Services distributed an informational sheet listing the differences between the current agreement and the new agreement. The new agreement includes a reduced payment of $2,715.00 per month; the previous payment was $2,835.00 per month. The new agreement will include four new black & white digital copiers to replace four black & white analog copiers for public use, one new black & white digital copier for staff use to replace one black & white digital copier for staff use, one new black & white digital copier for staff use, one new digital color copier for public & staff use, network connection: windows 2000 with time control software for internet sign-ups, one print pay station and will begin on August 1, 2001 with the first six months free.

MOTION by Susan Burrows, seconded by Inara Brubaker to approve the upgrade to the current contract with Panasonic/U.S. Office Solution, Inc. at a cost of $2,715.00 per month for a period of 60 months. ROLL CALL VOTE: AYES: Brubaker, Burk, Burrows, Ciborowski, Grice, Read. NAYS: None. MOTION CARRIED.

BUILDING AND GROUNDS COMMITTEE – John Ciborowski.

John Ciborowski reported that the library continues to work with the City of Des Plaines regarding ongoing HVAC problems that affect the cooling of the building and the operation of the elevators. John explained that the elevators malfunction when temperatures get too warm inside the elevators machine room

MANAGEMENT COMMITTEE – Ellen Yearwood, Chairman.

Sandra Norlin distributed a statement of policy for food and beverages prepared by library staff. The policy recommendation is as follows:

Suggested Policy – [Beverages in covered containers are welcome in the library.]

Suggested signage – [Beverages in covered containers are welcome in the library. Patrons please dispose of your containers and clean up all spills immediately. Library staff will assist you upon request.]

Current policy – Section C-8, Rules of Conduct, 3. Eating and drinking are prohibited in public areas, except for meeting rooms.

Susan Burrows asked why library staff does not want food in the library and Sandra Norlin responded that food items are messier and odors can linger after the food has been eaten. Sandra also stated that vermin and insect problems are a consideration. John Ciborowski agreed that food odor may be offensive to other library patrons and staff. Eldon Burk asked if food would be allowed on the veranda, but the Board agreed that the policy would be changed to include covered drinks only.

MOTION by Susan Burrows, seconded by Inara Brubaker, to allow beverages in covered containers in the library and to review the library policy [Section C-8, Rules of Conduct] at the December 2002 Board meeting. Vote: Ayes: All. Nays: None. MOTION CARRIED.

Eldon Burk asked when the policy would take effect and Sandra Norlin responded immediately.

Sandra Norlin reported on a meeting room request from ICMA to hold a meeting with employers of local municipalities for the purpose of soliciting business. The Board discussed the request and the consensus was to deny the request for ICMA to use the meeting room.

PLANNING COMMITTEE – John Burke

John Ciborowski reported that Executive Service Corps will present a final report and their recommendations to the Board at the August 21, 2001 Board meeting.

SYSTEM MEMBERSHIP – John Ciborowski.

John Ciborowski reported on his attendance at the North Suburban Library System Membership meeting where Marshall Keyes, library futurist, spoke on global trends and demographic changes in this country.

Rhys Read asked if the Des Plaines Public Library was reaching out to the Hispanic community and Sandra Norlin responded that there are library sponsored programs for the Hispanic population and that the library was awarded a diversity grant and received funds for an intern for the summer.

FRIENDS OF THE LIBRARY – Inara Brubaker.

Inara Brubaker introduced Sue D’Hondt, President of the Friends of the Library. Sue reported that she has asked for approval from the Friends to underwrite the additional costs of installing the Pae White artwork on the third floor of the library, but does not have an answer at this time.

The Friends Book Sale will be held at the library from September 14 through September 16, 2001. The ongoing bookshelf program has netted $100.00 in just two weeks and the Friends are delighted with the response from library patrons.

Inara Brubaker asked the Board to remember that the Friends make a large contribution to the library and work very hard.

ADMINISTRATOR’S REPORT

New employees for June/July, 2001 are Philip Semon, who is an intern through an Illinois Arts Grant project with North Suburban Library Foundation. Philip, who will begin college next fall, won the Frank Lloyd Wright prize at Oak Park High School this year. Kate Rodriguez began as Page on 7.11.01 and John LaBuda began as Monitor on 6.29.01.

Deborah Samborski, Frank Nelson, Daniel O’Connell, and Florin Felecan ended their employment during this past month.

Several staff members were trained to use new software that was installed within the last month. The Work Analysis Team is preparing for their final report, which is due in August. They have received written reports of job activities from all staff members and have interviewed several staff to discuss their work in more detail.

Increased library use is evident in all categories for which we keep records. The increase of nearly 50% in attendance (year to date) at the library is remarkable and has a concomitant effect in all public service points. Staff who handle telephone inquiries, registrations, directional questions, reference questions, computer assistance and signups, activities associated with circulating and returning materials, and interlibrary loan have all performed well to keep up with this increased demand for their attention and assistance.

Several programs deserve special mention in this report. The summer reading clubs for both adults and youth have very healthy participation. The programming for teens is especially strong, with a growing number of participants and a growing enthusiasm for the activities among the participants. The Teen Poetry Night is an excellent example of this. Partnerships have produced excellent and well-attended programs this month as well. We cooperated with Oakton Community College to present a portion of Bluestem Festival programming at the library, concluding with a performance of the Northwest Symphony Orchestra. The Family Heritage Festival was presented at the library, planned by the Historical Museum Staff, and very well attended by the public. And, our Fourth of July parade entry helped to make our presence known by all Independence Day celebrants.

Summer Reading Club registration and activities are very strong as well. Over 800 children and 150 adults have registered for the SRC, which culminates in our annual celebration on August 5.

Sandra attended a follow-up session on leadership development at the invitation of the Illinois State Library in Bloomington, IL on June 22; the Rotary International Convention in San Antonio, TX June 23 through 28; City Council Committee of the Whole meeting on July 9, the Council - Board Meeting on July 10, and the Board Finance Committee Meeting on July11. Her year as Rotary Club President began on July 1.

Inara Brubaker reported that she has had comments from patrons regarding the library. Inara reported that patrons feel lost at the front entrance of the library and staff could offer additional assistance. Inara also reported complaints about staff being too curt with patron requests who may appear more limited in their knowledge of library use.

Inara did state that the comments she has received regarding the library have been more positive than negative.

Sandra Norlin responded that customer satisfaction is a most important factor and that a work analysis team has been formed and led by consultant Maureen Sullivan.

Sandra reported that after the meeting with Cate McNeely, the department heads have implemented a program to ask three patrons three questions each week. The suggested questions included "How was the service?" "Did you find what you were looking for?" Susan Burrows stated that there has been an increase in attendance at the library with a staff that has not grown with the attendance.

Sue D’Hondt asked for additional signage for the next Friends book sale.

NEW BUSINESS

William Grice asked for Board approval to change the Board’s meeting time to 7:00 PM instead of 7:30 PM.

MOTION by Rhys Read, seconded by Susan Burrows, to approve the regular monthly Board of Library Trustees meeting dates for the period August 2001 through July 2002 and to change the meeting time to 7:00 PM. Vote: Ayes: All. Nays: None. MOTION CARRIED.

MOTION by Rhys Read, seconded by Inara Brubaker, to approve the Library Closings for the period August 2001 through July 2002. Vote: Ayes: All. Nays: None. MOTION CARRIED.

MOTION by William Grice, seconded by Inara Brubaker, to increase the Non-Resident Fee from $150.00 per family per year to $165.00 per family per year for period July 1, 2001 through June 30, 2002. Vote: Ayes: All. Nays: None. MOTION CARRIED.

Sandra Norlin will notify the Village of Rosemont about the change in the Non-Resident Fee in accordance with the Intergovernmental Agreement.

Sandra Norlin distributed a list of the contents of the Safety Deposit Box as of July 17, 2001.

NOMINATING COMMITTEE – Susan Burrows, Chairman.

The new officers took the Oath of Office. John Ciborowski was elected President, John Burke, Vice President and Carol Kidd, Secretary. John Burke will take the Oath of Office at the August 21, 2001 Board Meeting.

ANNOUNCEMENTS

Alderman Argus asked board members if they would consider televising their meetings in Room 102 at the City of Des Plaines. Eldon Burk responded that the library meetings could be taped at the library with a delayed broadcast time, but that cost of the tapings would be a consideration. The Board consensus was to continue to have their meetings at the library, but to continue to explore other options. President Burk appointed a Committee to review the options available to the library regarding broadcasting their meetings. President Burk appointed William Grice, Susan Burrows and John Ciborowski to the Committee. The Committee will meet at the City of Des Plaines in the Council Chambers with Alderman Argus on July 30, 2001 at 10:00 AM.

MOTION by Inara Brubaker, seconded by Rhys Read, to enter into an Executive Session at 10:01 PM to discuss Purchase or Lease of Real Property and Semi-Annual Review of Executive Session Minutes. Vote: Ayes: All. Nays: None. MOTION CARRIED.

The regular session reconvened at 10:55 PM and was called to order by President John Ciborowski.

MOTION by Eldon Burk, seconded by William Grice, that the need for confidentiality still exists as to all of the remaining Executive Session minutes. Vote: Ayes: All. Nays: None. MOTION CARRIED.

MOTION by Inara Brubaker, seconded by William Grice. to adjourn the regular meeting. Vote: Ayes: All. Nays: None. MOTION CARRIED.

The meeting adjourned at 10:55 PM.

Minutes prepared by Carol Kidd.