Board Minutes
December 16, 2003

BOARD OF TRUSTEES
Minutes of the Regular Meeting
December 16, 2003

The regular meeting of the Des Plaines Public Library Board of Trustees was held in the second floor conference room on Tuesday, December 16, 2003. President Lake called the meeting to order at 7:01 PM.

Members Present: Eldon Burk, Susan Burrows, Noreen Lake, Jeremiah Mahony, Rhys Read, Elaine Tejcek, Susan Weinberg.

Members Absent: William Grice.

Also Present: Sandra Norlin, Martha Sloan, Hector Marino, Carol Kidd, Leslie Steiner, Wally Meyer, Sue D'Hondt.

CONSIDERATION OF THE AGENDA.

MOTION by Eldon Burk, seconded by Elaine Tejcek, to accept the agenda as written. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

PUBLIC COMMENTS AND QUESTIONS.

None.

CITY COUNCIL COMMUNITY SERVICES COMMITTEE - Alderman Carla Brookman.

Alderman Brookman absent. No report.

CONSENT AGENDA

MOTION by Eldon Burk, seconded by Rhys Read, to accept the Consent Agenda, as written. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

MOTION by Eldon Burk, seconded by Rhys Read, to approve the Financial Reports for November 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 $ 15,101.32
2. Petty Cash Expenditures $ 3.50
3. Budget Expenditures for November $ 349,591.95
4. Expenditures Year to Date $ 4,128,555.51
5. Revenue for November $ 20,398.35
6. Revenue Year to Date $ 4,474,587.69

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

November 03, 2003 $ 23,037.96
November 17, 2003 $ 90,138.44
Total $ 113,176.40

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

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

November 13, 2003 $ 97,118.09
November 24, 2003 $ 98,314.19
Total $ 195,432.28

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

ADMINISTRATOR'S REPORT

PERSONNEL

New employee for December 2003 is Herbert Schlenzig, Part-Time Security Monitor.

STAFF DEVELOPMENT

The Adult Services Staff visited the History Resources Center in Des Plaines for a tour and a discussion of local history and genealogy resources at the Center.

Several staff members attended a presentation of new features of the SIRSI iBistro system at the CCS meeting on December 3.

The quarterly All-Staff meeting on Thursday, December 9 will introduce the results of the reclassification project, including introducing the new salary groups and schedule. Mary Jane Kepner will help with the presentation and discussion.

The Staff Holiday Party will be held in Friends' Meeting Rooms B/C on Wednesday, December 17 from 5 to 7 PM. The party is a gift to the staff from the Trustees, Department Heads, and the Friends of the Library.

PATRON SERVICES

We celebrated the milestone of having circulated over one million items during the current calendar year on December 3. The millionth circulation occurred sometime on December 1. Congratulations to the staff who has worked so efficiently and so diligently to attain this impressive goal. This effort begins with the collection development and circulation policies and takes many people to order, process, shelve and reshelve a collection that is attractive and useful to our residents.

Our year to date (11/30/03) circulation has increased 12.39% over last year during the same period. Thirty-eight percent of the materials checked out were from the Youth Services collections. Audiovisual circulation was 43% of the total (30% in Youth Services, 51% in Adult materials). Patrons used self-check for 23% of the total circulation.

Our meeting rooms were used a total of 131 times in November, with 2,958 people in attendance.

OTHER PROFESSIONAL ACTIVITIES

I chaired the Library Cable Network Executive Committee meeting on 11/20, attended the Public Library Administrator's Forum at North Suburban Library System Headquarters and the farewell party for retiring administrator Carol Larson of the Ela Area District Library in Lake Zurich on 11/21. I assisted Board President Noreen Lake and Finance Committee Chair Rhys Read at the City Council budget discussion on 11/24. On 11/25 I presented a talk on the State of the Library at the Friends of the Library general meeting. I attended the City Holiday Decorations Committee meeting on 12/4, the CCS Governing Board meeting and the SIRSI demonstration at NSLS headquarters on 12/3. As President of the LCN Executive Committee I gave welcoming remarks at the LCN 20th Anniversary Celebration program at the Skokie Public Library on 12/5. I attended a meeting of the Rotary fundraising committee to discuss a proposal for a 2003 Do the Dewey fundraiser and the Board Art Committee meeting on 12/8. On 12/10 I will attend the De Paul University Advisory Board meeting, the Library Volunteer Holiday Party, and chair the Do the Dewey planning meeting. On Monday, December 15, I will participate in the Synergy: Illinois Library Leadership Training selection committee to select the coming year's participants.

OLD BUSINESS

MOTION by Susan Weinberg, seconded by Susan Burrows, to approve the proposal from Lohan Caprile Goettsch Architects to provide drawings and specifications for the modifications for the Community Services transition in an amount not to exceed $5,000, which is in the best interest of the Des Plaines Public Library. ROLL CALL VOTE: AYES: Burk, Burrows, Lake, Mahony, Read, Tejcek, Weinberg. NAYS: None. MOTION CARRIED.

NEW BUSINESS

MOTION by Susan Burrows, seconded by Eldon Burk, to approve payment to Thomson Gale in the amount of $9,500, which is in the best interest of the Des Plaines Public Library. ROLL CALL VOTE: AYES: Burk, Burrows, Lake, Mahony, Read, Tejcek, Weinberg. NAYS: None. MOTION CARRIED.

MOTION by Susan Burrows, seconded by Elaine Tejcek, to approve payment to NewsBank in the amount of $8,044, which is in the best interest of the Des Plaines Public Library. ROLL CALL VOTE: AYES: Burk, Burrows, Lake, Mahony, Read, Tejcek, Weinberg. NAYS: None. MOTION CARRIED.

MOTION by Rhys Read, seconded by Susan Burrows, to approve the 2004 Salary Schedule to become effective January 1, 2004. ROLL CALL VOTE: AYES: Burk, Burrows, Lake, Mahony, Read, Tejcek, Weinberg. NAYS: None. MOTION CARRIED.

MOTION by Rhys Read, seconded by Susan Burrows, to approve the transfer of funds within the 2003 Library Budget to cover all 2003 appropriation deficit categories and to transfer any remaining balance to the Library Fund for 2004. ROLL CALL VOTE: AYES: Burk, Burrows, Lake, Mahony, Read, Tejcek, Weinberg. NAYS: None. MOTION CARRIED.

MOTION by Rhys Read, seconded by Susan Burrows, to approve the 2004 appropriation and the 2003 levy and to direct Carol Kidd to deliver the information to the City of Des Plaines. ROLL CALL VOTE: AYES: Burk, Burrows, Lake, Mahony, Read, Tejcek, Weinberg. NAYS: None. MOTION CARRIED.

MOTION by Susan Burrows, seconded by Eldon Burk, to approve the second annual "Do the Dewey" fundraiser in conjunction with the Rotary Club of Des Plaines to be held on April 17, 2004 at the library, with proceeds being divided evenly between the Des Plaines Public Library Foundation and the Rotary Foundation. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

Eldon Burk reported that the Art Committee met with Patti Gilford of Patti Gilford Fine Arts on December 11, 2003. Eldon Burk explained that the Friends of the Library would like to donate a sculpture of Abe Lincoln to the library, but they have not received final approval from their members yet. The Friends will hold a Special Meeting on January 6, 2004 to discuss the purchase of artwork for the library. Eldon Burk asked for Board approval to extend the library's contract with Patti Gilford for an additional 20 hours of consultant work at a cost of $125 per hour in the amount of $2,500.00.

MOTION by Committee, to approve a contract for up to 20 hours of consultant work by Patti Gilford, Patti Gilford Fine Arts, at a cost of $2,500.00 to be paid with funds from the Library Community Foundation/Des Plaines Public Library Fund. ROLL CALL VOTE: AYES: Burk, Burrows, Lake, Mahony, Read, Tejcek, Weinberg. NAYS: None. MOTION CARRIED.

Sandra Norlin reported that the low bid for the Rotary Heritage Room was from H.B. Barnard Company in the amount of $63,335.

MOTION by Rhys Read, seconded by Jerry Mahony, to accept the bid for modifications to the Rotary Heritage Room from H.B. Barnard Company in the amount of $63,335, which is in the best interest of the Des Plaines Public Library. ROLL CALL VOTE: AYES: Burk, Burrows, Lake, Mahony, Read, Tejcek, Weinberg. NAYS: None. MOTION CARRIED.

ANNOUNCEMENTS

Noreen Lake reported that the Library Administrator's job description has been revised and will be presented to the Management Committee at their next meeting.
Eldon Burk asked Leslie Steiner to publicize the Buy A Brick fundraiser for the holidays.

Susan Weinberg asked that a grid be prepared for the engraved bricks in front of the library. The Board discussed asking a volunteer organization to prepare the grid.

Sandra Norlin stated that Veronica Schwartz, Head of Youth Services, will head up the "Relay for Life" fundraiser in 2004.

Noreen Lake wished the staff of the library a happy holiday.

EXECUTIVE SESSION

MOTION by Susan Burrows, seconded by Rhys Read, to enter into an Executive Session at 8:10 PM to discuss Semi-Annual Review of Executive Session Minutes. VOTE: Ayes: All. Nays: None. MOTION CARRIED.

The regular session reconvened at 8:20 PM and was called to order by President Noreen Lake.

MOTION by Eldon Burk, 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:

December 18, 2001 - Semi-Annual Review of Executive Minutes.
February 18, 2003 - Purchase or Lease of Real Property.
July 15, 2003 - Semi-Annual Review of Executive 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. ROLL CALL VOTE: AYES:

MOTION by Rhys Read, seconded by Eldon Burk, to adjourn the regular meeting. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

The meeting adjourned at 8:21PM.

Minutes prepared by Carol Kidd.

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