Board Capsules
November 18, 2003

The regular meeting of the Des Plaines Public Library Board of Trustees was held in the second floor conference room on Tuesday, November 18, 2003. President Lake called the meeting to order at 7:01 PM.

Public Comments and Questions

Sue D'Hondt reported that the Friends of the Des Plaines Public Library will celebrate their 50th Anniversary on May 21, 2004.

Sue D'Hondt asked the Board to support proposed artwork the Friends would like to donate to the library. Susan Burrows recommended that the Friends approve the artwork at their next Roundtable meeting and when approved the Art Committee would add the item to the agenda for their next meeting. William Grice stated that when all the correct procedures were in place the Board could take action.

Presentation to Outgoing Trustee

President Noreen Lake thanked former trustee, John Ciborowski, for his 7 years of service to the library.

Consent Agenda

MOTION by Susan Burrows, seconded by Susan Weinberg, to accept the Consent Agenda, as written. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

MOTION by Susan Burrows, seconded by Susan Weinberg, to approve the Financial Reports for October 2003. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

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

1. Over the Counter Receipts $ 10,814.98
2. Petty Cash Expenditures $ 40.45
3. Budget Expenditures for October $ 502,584.06
4. Expenditures Year to Date $ 3,777,898.26
5. Revenue for October $ 17,453.33
6. Revenue Year to Date $ 2,991,740.96

MOTION by Susan Burrows, seconded by Susan Weinberg, to approve, subject to audit, expenditures authorized by the Library Administrator and Board Representatives for library Warrant Registers as follows:

October 06, 2003 $ 32,232.08
October 20, 2003 $ 124,153.23
Total $ 99,864.23

ROLL CALL VOTE: AYES: Burrows, Lake, Grice, Mahony, Read, Tejcek, Weinberg. NAYS: None. MOTION CARRIED.

MOTION by Susan Burrows, seconded by Susan Weinberg, to approve, subject to audit, expenditures for salaries made by the Library Administrator as follows:

October 02, 2003 $ 99,961.57
October 16, 2003 $ 97,876.83
October 30, 2003 $ 98,754.26
Total $ 296,592.66

ROLL CALL VOTE: AYES: Burrows, Grice, Lake, Mahony, Read, Tejcek, Weinberg. NAYS: None. MOTION CARRIED.

Administrator's Report

Personnel

New Employees for October/November are: Angela Socha, Part-time Assistant Clerk, and Stephanie Puente, Part-time Page, both in Circulation Services.

Resignations/Separations: Jenna Murski, Page Supervisor and Bryan Wolfe, Part-time Page, both in Circulation Services, and Jessica Lopez, Part-time Technology Page, Computer Services.

Mei-Na Chen has transferred from her position as Technical Services Assistant to Page Supervisor.

Staff Development

Nine staff members attended a Learning Organization reunion hosted by Ela Area Library District staff on Friday, November 7.

Audrey Gorman attended a Department Heads meeting on November 12 to discuss accessibility for all library patrons.

The 2003 Annual Report from North Suburban Library System indicated that 27 Des Plaines Staff members attended 59 continuing education events at NSLS during their last fiscal year.

Patron Services

We are nearing our goal of one million items circulated during 2003. With total circulation to date at 907,121, and November and December estimates of 87,000 and 75,000, the millionth circulation should occur during the first or second week of December. A staff committee is planning a celebration for the public on the day the millionth item is circulated.

During the month of October we increased our circulation by 13.26% over the previous October. Our year to date circulation has increased 11.31% over this period in 2002. Children's items accounted for 38% of the total items circulated. The Mobile Library circulation increased by 17% over the previous October. Audiovisual items accounted for 43% of the total items circulated (Children's, 31% and Adult's 51%). Patrons used Self-Check to check out 23% of the items circulated.

The North Suburban Library System's annual report listed Des Plaines Reciprocal Borrowing activities as 40,271 items borrowed from other libraries by Des Plaines cardholders and 64,958 items lent from our collection to cardholders of other libraries.

The November 2003 issue of American Libraries includes the article "Public Library Circulation and Expenditures Increase in 2002", [p. 54-55]. The report indicates that taken as a whole, U.S. public libraries ' circulation and expenditures both increased in 2002. The median circulation per capita throughout the U.S. for 2002 was 6.1; Des Plaines Public Library was 16.9. The median expenditure per capita was $23.82; Des Plaines' was $79. The median for expenditures per item circulated was $4.06; Des Plaines' was $4.70. The median for material expenditures per capita was $3.43; Des Plaines' was $12.63. The median percent of the budget for materials was 15%; Des Plaines' was 16%.

Other Professional Activities

I attended the Library Cable Network Executive Committee meeting on 10/23; the De Paul Community Advisory Committee meeting on 11/5; the Friends of the Library 50th Anniversary Celebration Committee meeting on 11/6; and SLURP (area libraries' executives' networking) on 11/14.

Old Business

President Noreen Lake reported on the new committee assignments. Susan Weinberg will replace Rhys Read as System Representative.

New Business

Elaine Tejcek will attend the December 1 City Council meeting, Noreen Lake the December 15 meeting, Susan Weinberg the January 5 meeting and Rhys Read the January 19 meeting.

Sandra Norlin asked for Board approval to terminate the current janitorial contract with Crystal Maintenance Service Corp. and to award the contract to the next highest bidder, Majesty Maintenance, Inc. in the amount of $3,385.00 per month. The contract will begin December 1, 2003 and end June 26, 2005.

MOTION by William Grice, seconded by Susan Burrows, to enter into an agreement with Majesty Maintenance for janitorial services for the Des Plaines Public Library and Mobile Library in the amount of $3,385.00 per month to begin December 1, 2003 and end June 26, 2005 and to terminate the current janitorial agreement with Crystal Maintenance Service Corp. effective November 30, 2003. ROLL CALL VOTE: AYES: Burrows, Grice, Lake, Mahony, Read, Tejcek, Weinberg. NAYS: None. MOTION CARRIED.

Sandra Norlin asked for board approval to purchase 16 Dell computers and monitors in the amount of $15,344. Sandra Norlin explained that the purchase was approved at the August 19, 2003 board meeting, but that the line item for computer hardware has exceeded the budgeted amount. Sandra explained that this was due to computer hardware that had been purchased with grant monies and that problems with 3M equipment in 2002 resulted in invoices budgeted for in 2002 not being paid until 2003.

MOTION by Rhys Read, seconded by Susan Burrows, to approve the purchase of 16 Dell computers and monitors at a cost of $15,344, which is in the best interest of the library and that the contingency reserve fund my be used to purchase these computers if needed. ROLL CALL VOTE: AYES: Burrows, Grice, Lake, Mahony, Read, Tejcek, Weinberg. NAYS: None. MOTION CARRIED.

Sandra Norlin reported on the Architectural Services Proposal requested from Lohan Caprile Goettsch Architects for the preparation of drawing and specifications to accommodate the new configuration of departments for the transfer of Community Services to other departments.

MOTION by Susan Burrows, seconded by Rhys Read, to approve the Architectural Services Proposal from Lohan Caprile Goettsch Architects for the preparation of drawings and specification to accommodate the new configuration of departments for the transfer of the Community Services Department to other library department in an amount not to exceed $5,000.

William Grice asked that the motion be tabled until the Building and Grounds Committee can meet and review the proposal.

Susan Burrows withdrew her motion to approve the Architectural Services Proposal.

MOTION by Rhys Read, seconded by Susan Burrows, to approve payment to Thomson Gale in the amount of $8,705.53, which is in the best interest of the Des Plaines Public Library. ROLL CALL VOTE: AYES: Burrows, Grice, Lake, Mahony, Read, Tejcek, Weinberg. NAYS: None. MOTION CARRIED.

MOTION by Susan Burrows, seconded by Rhys Read to approve payment to 3M in the amount of $8,980.00, which is in the best interest of the Des Plaines Public Library. ROLL CALL VOTE: Burrows, Grice, Lake, Mahony, Read, Tejcek, Weinberg, NAYS: None. MOTION CARRIED.

Announcements

The library will discuss their budget with the City Council on Monday, November 24, 2003. The meeting will begin at 6:30 PM and Rhys Read will present the library's budget to the City Council.

Noreen Lake reported that the Des Plaines Public Library was featured in American Libraries. A picture of the libraries banned books display was sent in by Leslie Steiner, Head of Public Information. The trustees commended Leslie Steiner for her success in publicizing our library.

Correspondence

Sandra Norlin reported that the Library Community Fund will charge $600 per year for their services beginning January 1, 2004.

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