Board Capsules
July 16, 2002

The regular meeting of the Des Plaines Public Library Board of Trustees was held in the second floor conference room on Tuesday, July 16, 2002. President John Ciborowski called the meeting to order at 7:01 PM.

PUBLIC COMMENTS AND QUESTIONS

Terry Murphy from the Society of Children's Book Writers and Illustrators asked for Board approval to hold monthly meetings at the library. Terry explained that the group meets one time per month for two hours on Saturday mornings and that Illinois Chapter is insured. President Ciborowski referred to the Public Meeting Room Use Policy which states that the priorities for meeting room use are library -sponsored programs and meetings, meetings of nonprofit Des Plaines Community groups or organizations whose aims are educational, cultural, or civic in nature and meetings of other nonprofit groups the majority of whose members are residents of Des Plaines. Karen Rhine, a member of the group, is a resident of Des Plaines. Eldon Burk stated that any library or community special events would take priority over any outside meetings. The Board advised Terry Murphy that the meeting room request would be added to the agenda as New Business.

Sue D'Hondt, President of the Friends of the Library, reported that the Friends will hold their next used booksale October 18 - 20. Sue also reported that the Friends are considering purchasing new audio equipment for library meeting room use. Sue reported that a donation from the Janet Evans Memorial Fund has paid for framing the historical photographs that will hang in the Rotary Heritage Room. Inara Brubaker asked Sue D'Hondt if the Friends would financially support the installation of a wrought iron fence to be installed between the train station and the library and Sue responded that after reviewing the Friends Charter, that this is not a Friends function.

Susan Burrows stated that at the July 15, 2002 City Council meeting, the Council discussed adopting a 3.75% telecommunication tax. Susan stated that this tax would be a burden on the library.

CONSENT AGENDA

Noreen Lake asked that VI.-A., Approval of the Minutes of the Regular Board Meeting - June 18, 2002, VI.-B., Acceptance of Financial Reports for June, 2002 and VI.-C., Approval of Library Expenditures be removed from the Consent Agenda.

Noreen Lake asked that the minutes of the June 18, 2002 meeting be changed from 911 to 9/11.

Noreen Lake asked why Over the Counter Receipts for 2002 are less than 2001. Martha Sloan responded that the library has not made any changes to the way over the counter receipts are collected, but will research the matter and report back to the Board. Rhys Read stated that printers are very reasonable and that patrons previously using the library's copy machines may now print their items at home. Hector Marino stated that fewer copies are being made at the library. Noreen Lake responded that this reduction in library income should be considered during budget discussions. Noreen Lake also stated that in Fund 2130, Illinois Library Per Capita Grant, the line item 960070, Auto/Travel Expenses is over budget. Martha Sloan responded that library staff has attended most major conferences already and Rhys Read stated that the line items will balance out.

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

1. Over the Counter Receipts $ 7,972.31
2. Petty Cash Expenditures $ 6.60
3. Budget Expenditures for June $ 340,930.73
4. Expenditures Year to Date $ 1,967,200.38
5. Revenue for June $ 10,430.07
6. Revenue Year to Date $ 2,126,542.35

MOTION by Rhys Read, seconded by Inara Brubaker, to approve, subject to audit, expenditures authorized by the Library Administrator and Board Representatives for library Warrant Registers as follows:

June 03, 2002 $ 45,790.57
June 17, 2002 $ 60,791.81
Total $ 106,582.38

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

MOTION by Rhys Read, seconded by Inara Brubaker, to approve, subject to audit, expenditures for salaries made by the Library Administrator as follows:

June 13, 2002 $ 86,683.27
June 27, 2002 $ 90,327.95
Total $ 177,011.22

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

ADMINISTRATOR'S REPORT

New employee for June/July: Petra Hollibaugh, Librarian I, Youth Services.

Resignations/Separations: Steven Jablonski, Part-time Librarian I, Annette Ter Antonians, Assistant Clerk, and Mona Vady, Clerk.

Retirement: Jean Brusca, Library Assistant II, Circulation Services, retired July 15, 2002, under the Early Retirement Incentive program.

Hector Marino, Coordinator of Computer and Technical Services, has been appointed Chair of the International Relations Committee of REFORMA, an ALA-affiliated organization to promote library services to Latinos and Spanish-speaking people.

Martha Sloan is working on implementation of the marketing and display ideas presented to us in the final report of the grant project. Morton Coburn, who oversees the building projects of the Chicago Public Library, consulted on this project.

Attendance (30%) and circulation of materials (10.4%) continue their increase over the same six months of 2001. Please note the large increase in internet use, use of the computer lab, and group study rooms. To date, over 19,000 people have attended meetings and programs in our meeting rooms. As of July 10, 1000 children have registered in the Summer Reading Club, Reading Rocks!

Pae White, artist of the Third Floor mural, will oversee a reinstallation of portions of the mural on August 19.

We are in the process of making changes to our web site in order to increase usability for our patrons. Kathy Kyrouac and Leslie Steiner are managing this project.

Leslie Steiner coordinated the planning and execution of the Library's entry in the City Fourth of July Parade. Under her direction, the committee presented our celebration of our freedoms and the democracy that supports them.

Plans are underway to participate in and promote the community-wide reading event for Ray Bradbury's Dandelion Wine, in cooperation with Maine West High School and the City of Des Plaines.

I represented the library at the Chamber/City Advisory Committee breakfast meeting on June 25, the city's planning meeting for the 9/11/02 commemorative event on June 27. Gary Valente and I attended the Chamber of Commerce meeting at which the Police Department and a security company demonstrated the use of a new surveillance/monitoring service available to the police and businesses and services (6/27). I attended the State of NorthStarNet meeting at NSLS headquarters in Wheeling on June 28 and marched with the staff and board members in the Fourth of July parade. July 8 and 9 Martha Sloan, Hector Marino, and I attended a seminar on the Dynamics of Organizational Culture. The speakers presented fascinating and useful information on understanding the nature of organizational culture and the impact of change within organizations.

NEW BUSINESS

Rhys Read read the motion from the Finance Committee requesting approval to purchase 15 computers and flat screen monitors and 16 computers and monitors from Dell Corporation in the amount of $35,561.00. Susan Burrows reported that the library has an ongoing computer replacement program. Hector Marino reported that Dell is a reliable company, with good customer service and support and competitive prices compared to Gateway and Compac.

MOTION by Committee, to purchase 15 computers and flat screen monitors from Dell Corporation in the amount of $19,065.00, which includes shipping and some software and 16 computers and monitors from Dell Corporation in the amount of $16,496.00, which includes shipping and some software, and it is in the best interest of the Des Plaines Public Library that bidding requirements be waived. ROLL CALL VOTE: Ayes: Brubaker, Burk, Burke, Burrows, Ciborowski, Lake, Read, Yearwood. Nays: None. MOTION CARRIED.

Susan Burrows reported that the next Finance Committee meeting will be on August 6, 2002 at 6:00 PM to discuss the preliminary budget.

MOTION by Eldon Burk, seconded by Inara Brubaker, to approve meeting room use by the Society of Children's Book Writers and Illustrators, but that library programs and community events would take precedent over these meeting room requests. Vote: Ayes: All. Nays: None. MOTION CARRIED.

ANNOUNCEMENTS

Noreen Lake thanked Leslie Steiner for her planning for library participation in the City of Des Plaines Fourth of July parade.

Susan Burrows reported that the new engraved bricks have been installed.

Eldon Burk reported on plans for a new handicap accessible door off the parking garage.

NOMINATING COMMITTEE - Eldon Burk.

The new officers took the Oath of Office. John Ciborowski was elected President, John Burke, Vice President and Carol Kidd, Secretary.

MOTION by Susan Burrows, seconded by Ellen Yearwood to accept the slate of officers by acclamation. Vote: Ayes: All. Nays: None. MOTION CARRIED.

MOTION by Rhys Read, seconded by Inara Brubaker, to enter into an Executive Session at 7:40 PM to discuss Purchase or Lease of Real Property and Semi-Annual Review of Executive Minutes. Vote: Ayes: All. Nays: None. MOTION CARRIED.

The regular session reconvened at 8:00 PM and was called to order by President John Ciborowski.

MOTION by Ellen Yearwood, seconded by Susan Burrows, to concur with consensus in Executive Session that the following Executive Session minutes no longer require confidential treatment and are available for public inspection:

March 21, 2000 - Review of Minutes
December 19, 2000 - Administrator's Review, Review of Minutes

And further concur with consensus in Executive Session that the need for confidentiality still exists as to all or part of the remaining Executive Session minutes. Vote: Ayes: Brubaker, Burk, Burke, Burrows, Ciborowski, Lake, Read, Yearwood. Nays: None. MOTION CARRIED.

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