Board Capsules
October 16, 2001

The regular meeting of the Des Plaines Public Library Board of Trustees was held in the second floor conference room on Tuesday, October 16, 2001. President John Ciborowski called the meeting to order at 6:59 PM.

Members Present: Inara Brubaker, Eldon Burk, John Burke, Susan Burrows, John Ciborowski, Noreen Lake, Rhys Read.

Members Absent: William Grice, Ellen Yearwood.

Also Present: Administrator Sandra Norlin, Carol Kidd, Martha Sloan, Hector Marino, Sue D’Hondt, Lila Small, Ralph Minnis, Mary Minnis, Holly Hleyan.

Susan Burrows asked that E. Approval of Revised FY2002 Budget to Include the Expenditures for Dental Insurance – Personal Services [918055] - $15,190.00 be removed from the Consent Agenda.

MOTION by Inara Brubaker, seconded by Eldon Burk, to amend the agenda by adding under VI. New Business. D. Approval of Annual Subscription for Student Resource Center Silver and Biographical Resource Center. E. Brick Placement in Library Plaza. F. Procedures for Handling Suspicious Substances. G. Bake Sale Request for Not for Profit Group. H. Commendation Letters. Vote: Ayes: All. Nays: None. MOTION CARRIED.

PUBLIC COMMENTS AND QUESTIONS

None.

CITY COUNCIL COMMUNITY SERVICES COMMITTEE – Rosemary Argus.

Alderman Argus absent. No report.

CONSENT AGENDA

MOTION by Eldon Burk, seconded by John Burke, to approve the Minutes of the regular Board Meeting of September 18, 2001, as written. Vote: Ayes: All. Nays: None. MOTION CARRIED.

Following monthly reports to be reviewed and placed on file for audit:

1. Over the Counter Receipts $ 8,944.64

2. Petty Cash Expenditures $ 58.40

3. Budget Expenditures for September $ 362,671.27

4. Expenditures Year to Date $ 3,139,097.14

5. Revenue for September $ 6,725.84

6. Revenue Year to Date $ 2,323,000.33

MOTION by Eldon Burk, seconded by John Burke, to be approved, subject to audit, expenditures authorized by the Library Administrator and Board Representatives for library Warrant Registers as follows:

September 04, 2001 $ 51,788.03

September 17, 2001 $ 89,181.43

Total $ 140,969.46

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

MOTION by Eldon Burk, seconded by John Burke, to be approved, subject to audit, expenditures for salaries made by the Library Administrator as follows:

September 06, 2001 $ 82,755.16

September 20, 2001 $ 84,011.10

Total $ 166,766.26

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

MOTION BY Eldon Burk, seconded by John Burke, to be approved, subject to audit, transfer entries to the Library account in September 2001 by the City of Des Plaines as follows:

Gasoline and Diesel Fuel (September) $ 133.36

Total $ 133.36

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

MOTION by Eldon Burk, seconded by John Burke, to authorize Library Administrator, Sandra Norlin, to advertise for Bids for Maintenance & Repair Services for Computers, Printers and Network. Vote: Ayes: All. Nays: None. MOTION CARRIED.

ADMINISTRATOR’ REPORT

New employees for August/September are Bindu Soni, David Stone, and Mercedes Golarza as Page I; and Marianne Orme, Part-time Librarian I.

Sally Bennett, Page I, resigned, effective September 25.

The first session of "Project Welcome" was held on October 1 at Friendship Park Conservatory. All full-time Circulation Department staff, Martha Sloan and I attended. Linda Leahy and Mary Dewyer of Peopleworks facilitated the meeting. The goal of this meeting was to give Susan Farid, Martha, and I the opportunity to describe our vision for customer service at the library. The session ended with all of us taking the Myers-Briggs Type Indicator inventory. There will be two more follow-up meetings with the full staff, with consultations for Susan Farid between the sessions.

The Department Heads took a field trip to the Mexican Fine Arts Museum in Chicago on October 3. We received a back room tour of their expanded facilities and viewed their excellent exhibits, including their annual Day of the Dead exhibit. We will be exploring partnership arrangements with the museum.

Our increases in services in all areas of the library continue. I’d like to commend the following staff members for outstanding service during this past month. Martha Sloan and Margie Borris wrote three applications for Illinois State Library grants and were awarded all three. One grant is for staff development, one for developing attractive displays for books on the first floor, and one is a development grant to discover how the library can best serve its new neighbors, both condo residents and business owners. With the pending Project Next Generation Grant, the total monetary award is about $32,000.

Veronica Schwartz and her Youth Services staff also deserve special recognition for their work in organizing and presenting the annual School Librarian’s Tea. Veronica headed up the annual Breast Cancer Awareness drive, earning $220 from staff contributions. You may have noticed donors wearing denim on October 5.

Margie Borris and Christine Posinger deserve our thanks for their successful efforts to plan an appropriate first anniversary celebration. Chris made arrangements for the entertainment and refreshments and Margie planned the Peace Pole Dedication, which was touching in its simplicity and pertinence. Martha Sloan oversaw the plans and preparations for this event.

Margie Borris is the producer of the power point presentation on the history of the Des Plaines Public Library. It will be broadcast on Channel 17.

Our new department, Readers’ Services, submitted a Year in Review report, which points how many readers aides they have prepared (132), how many book discussions they conducted (14), how many displays were created, newsletter columns written, and special projects managed. This department has added to the enjoyment of literature, film, and music for over 40,000 library patrons this past year.

I represented the library at weekly city department heads meetings, bi-weekly city council meetings, the Holiday Decorations Committee meeting, Library Cable Network Executive Committee meeting, Community Education Advisory Council, CCS Governing Board; conducted evaluations of staff who report to me; attended Finance and Art Committee meetings; the First Anniversary celebration, a meeting on Library Leadership at the State Library in Springfield; and taped a brief segment for Library Cable Network on the history of the library.

FINANCE COMMITTEE – Susan Burrows.

Susan Burrows reported that the library has a stable revenue source and the proposed FY2002 library budget will not increase the property tax levy. Susan reported a 50% increase in usage at the library and stated that the need for library services and materials will continue to grow.

Susan Burrows reported that the City of Des Plaines has passed on the cost of premiums for the employee dental insurance to each city department and the library’s cost for 2002 is $15,400. Susan stated that the funds will be allocated from the General Fund Balance.

MOTION by Committee to approve the addition of employee dental insurance premiums to the library FY2002 budget in the amount of $15,400 and that the funds be allocated from the General Fund Balance. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Ciborowski, Lake, Read. NAYS: None. MOTION CARRIED.

The next budget meeting will be at the City of Des Plaines on November 14, 2001.

NEW BUSINESS

John Burke will attend the November 5 City Council meeting, Rhys Read the November 19 meeting, Inara Brubaker the December 3 meeting and Eldon Burk the December 17 meeting.

Sandra Norlin reported that the library is waiting for pricing and a demonstration from Marc Pilipuf and Gibson Electric for lighting the atrium sculpture. Eldon Burk asked if an estimate had been requested from Juno Lighting and Sandra Norlin responded an estimate had been received, but that Juno Lighting does not offer the type of lighting the artist is recommending.

Sandra Norlin distributed copies of Pae White’s revised drawing for the third floor artwork. Sandra explained that the colors in the completed artwork will be more intense and that the whimsical faces are Pae’s trademark. Susan Burrows stated that the artwork will not incorporate the entire south wall. Eldon Burk stated that he and the Art Committee were not aware that the artwork would not be continuous across the wall.

President Ciborowski thanked the Friends of the Library for their generous contribution of $8,500.00 for the installation of the third floor artwork. John Ciborowski reported that the library owns the copyright to the Pae White design and will be able to have additional fundraisers that could include postcards and stationery.

Eldon Burk asked if the artwork would be installed by January 2002 and Sandra Norlin responded yes. Eldon proposed a library celebration for the unveiling of the artwork and Sandra Norlin proposed a Saturday evening celebration/fundraiser.

Ralph Minnis asked what kind of medium was being used for the artwork and John Ciborowski responded a very durable vinyl film that is colorfast.

MOTION by Committee to approve the final design from Pae White for the third floor artwork. Vote: Ayes: All. Nays: None. MOTION CARRIED.

MOTION by Susan Burrows, seconded by John Burke to approve payment in the amount of $13,518.75 to Proquest Information and Learning for annual microfilm subscription for the Chicago Tribune and New York Times. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Ciborowski, Lake, Read. NAYS: None. MOTION CARRIED.

Susan Burrows stated that the payment to Proquest is a budgeted item. Rhys Read asked if there was an alternative to the microfilming and Sandra Norlin replied that the library has all forms of medium, but that microfilm gives complete and full images. Sandra also stated that microfilm is still a credible source of storing data.

MOTION by Susan Burrows, seconded by John Burke, to approve payment in the amount of $8,351.00 to the Gale Group for subscriptions for Student Resource Center Silver and Biographical Resource Center. ROLL CALL VOTE: AYES: Brubaker, Burk, Burke, Burrows, Ciborowski, Lake, Read. NAYS: None. MOTION CARRIED.

Rhys Read asked if this subscription was a budgeted expense and Susan Burrows responded yes.

Noreen Lake asked if 52 of the engraved bricks could be turned around so that the viewing of these bricks would be easier. Noreen explained that when sitting on the benches in front of the library, certain bricks could only be viewed upside down. Eldon Burk responded that the bricks were installed before the benches. This matter was referred to the Building and Grounds Committee for further discussion and a cost analysis.

Several handouts were distributed to the Board on procedures that library personnel should follow when opening suspicious letters or packages. This information has been provided to library staff to ensure a safe work environment. The Board asked Sandra Norlin to post a sign in the library lobby warning that anyone involved in a hoax will be prosecuted to the full extent of the law.

Sandra Norlin reported that she was asked if the library board would permit a bake sale to be held in a library meeting room by a not for profit group. The Board consensus was to deny the request because the request does not conform to the library’s meeting room policy.

President Ciborowski asked that commendation letters be sent to Christine Posinger and Margie Borris for their organizational efforts in preparing the library for the First Year Anniversary Celebration. John Ciborowski also asked that Margie Borris receive a letter thanking her for the special library program she prepared on the history of the library. The Board consensus was to prepare and send the letters.

STAFF PRESENTATION – Roberta Johnson

Sandra Norlin introduced Roberta Johnson, Readers Services Librarian, in the Adult Services Department. Roberta demonstrated how iBistro will improve public access to our catalog. Roberta explained that the migration to SIRSI is completely on schedule and library staff will be trained on the new software.

Sandra Norlin commended Roberta Johnson on the wonderful job she has done with the SIRSI Migration.

ANNOUNCEMENTS

President Ciborowski reported that the first installment of the Rotary Club donation of $30,000 has been received in the amount of $10,000. This donation will be used for the Heritage Reading Room which will be named in honor of the Rotary Club. John Ciborowski stated that Sandra Norlin is the President of the Rotary Club this year.

President Ciborowski also thanked the Friends of the Library for their generous donation of $8,500 for the installation of the artwork for the third floor.

Noreen Lake reported that she attended a staff orientation and was very impressed with the professionalism of Sandra Norlin and the library staff.

Sandra Norlin reported that the final installment of the Live and Learn Construction Grant has been received in the amount of $25,000.00.

The Management Committee will meet on Tuesday, October 30, 2001 at 5:30 PM and will discuss the new state law that provides for reciprocal library use statewide but prevents people from finding the cheapest library card available. Sandra stated that the Des Plaines Public Library could choose not to participate in the program.

The Finance Committee will meet on Monday, November 12, 2001 at 6:00 PM in preparation for the budget hearing on November 14, 2001.

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

The meeting adjourned at 8:15 PM.

Minutes prepared by Carol Kidd.

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