Board Minutes

BOARD OF TRUSTEES
Minutes of the Regular Meeting
July 20, 2004

The regular meeting of the Des Plaines Public Library Board of Trustees was held in the second floor conference room on Tuesday, July 20, 2004. President Noreen Lake called the meeting to order at 7:05 PM.

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

Members Absent: Mary Ellicson.

Also Present: Sandra Norlin, Martha Sloan, Hector Marino, Carol Kidd, Marty Moylan, Laura Muresan, Tom Madalinski, Cindy Madalinski, Ken Sorensen, Kristin Sorensen, Anita Vaughan, Pam Stone, Patricia Thompson, Kimberley Bilotich, Mayumi Aaberg, Jeff Bilotich, Michelle Orris.

CONSIDERATION OF THE AGENDA.

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

PUBLIC COMMENTS AND QUESTIONS.

Kimberly Bilotich read a prepared statement in support of installing filters on computers on the fourth floor of the library. Kimberly Bilotich stated that she disagreed with the Board's current policy which allows unfiltered access to the Internet to patrons over the age of 14. President Lake asked that this issue be referred to the Management Committee.

Eldon Burk, Chair of the Management Committee, scheduled a Management meeting for Tuesday, July 27, 2004 at 7:00 PM, to be held in the second floor conference room.

Marty Moylan asked that the Board act decisively on the filtering issue.
Laura Murseon stated that she was disturbed by the library's Internet Access Policy.

Anita Vaughan stated that she is opposed to internet filtering and that filters do not work effectively in screening out unwanted sights.

Patricia Thompson stated that she is in favor of Internet filtering and was grateful that the library barred a patron who was arrested at the Des Plaines Public Library for public indecency.

President Lake thanked the visitors for coming and stated that the Board reviewed and revised the Internet Access Policy at the June 15, 2004 Board meeting. President Lake stated that the computers in the Youth Services department are filtered and that the filters do not solve all problems.

CITY COUNCIL COMMUNITY SERVICES COMMITTEE - Alderman Carla Brookman.

Alderman Brookman called to say that she was unable to attend because of a family emergency.

CONSENT AGENDA

Elaine Tejcek asked that V.D.2. Friends of the Library Report be removed from the Consent Agenda.

Susan Weinberg asked that V.D.3. Management Committee Report be removed from the Consent Agenda.

Elaine Tejcek asked that the Friends of the Library report be amended to read "The amount of $242 over the $8,000 originally approved for the Lincoln Bronze sculpture, pedestal and cost of the celebration was accepted and approved by the Friends of the Library at their June 22, 2004 meeting. "

MOTION by Rhys Read, seconded by Susan Burrows, to approve the Friends of the Des Plaines Public Library report dated June 22, 2004, as amended. VOTE: AYES. All. NAYS: None. MOTION CARRIED.

Susan Weinberg asked that library policy A-2 Confidentiality of Records I. Patron Records. C. be changed to read:

C. Patron 14 years and older may obtain information about materials they have currently checked out upon providing information to library staff that identifies them with their registration information.

MOTION by Susan Burrows, seconded by Rhys Read to approve the Management Committee report, as amended. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

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

MOTION by Susan Burrows, seconded by William Grice, to approve the Financial Reports for June 2004. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

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

1. Over the Counter Receipts $ 11,463.00
2. Petty Cash Expenditures $ 48.14
3. Budget Expenditures for June $ 534,622.29
4. Expenditures Year to Date $ 2,471,281.06
5. Revenue for June $ 259,477.65
6. Revenue Year to Date $ 2,546,696.48

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

June 07, 2004 $ 40,362.09
June 21, 2004 $ 58,152.99
Total $ 98,515.08

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

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

June 10, 2004 $ 99,218.14
June 22, 2004 $ -1,272.61
June 24, 2004 $ 101,997.76
Total $ 199,943.29

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

MOTION by Committee to approve proposed changes to Policy A-1 through A-14. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

DIRECTOR'S REPORT

Note: No official inquiries or requests for confidential information have been received since the last report.

PERSONNEL

New employees for June/July are George Hatzis and Ruben Rodriguez, part-time pages in Circulation Services.

Resignations/separations for June/July are Lyubov Vasilik, Stephanie Puente, and Vanessa Nelson, part-time pages in Circulation Services.

STAFF DEVELOPMENT

Dick Sem, security consultant, held meetings with Department Heads, supervisors, and security monitors in addition to all staff meetings that were attended by 97 staff members. I have received his draft report assessing our security strengths and suggesting improvements. Mr. Sem based his report on these meetings, written statements from staff, an audit of our physical plant and our policies as well as his specialized training and knowledge of the security field.

Hector Marino, Sue Pirie, and Holly Sorensen attended the American Library Association's Annual Conference in Orlando, FL. Hector is a member of several committees, including the incoming president's transition task force, International Relations, and Sister Libraries, and is chair of two subcommittees. He has been invited to and will be sponsored by REFORMA to represent their organization at the International Federation of Library Associations (IFLA) at their conference in Buenos Aires in August. Holly Sorensen is a member of the ALA Membership Committee. Sue Pirie attended meetings of interest to catalogers and technical services managers.
On July 19 eight staff will attend an all day workshop at NSLS led by Maureen Sullivan. This is a follow-up program on Focus Groups and team leadership for the four libraries that participated in the Learning Organization training.

PATRON SERVICES

We had a good group of staff, family members, and Trustees walking along with the Mobile Library as our entry in the Des Plaines 4th of July Parade on Saturday, July 3.

Compared to June 2003, we experienced an increase in circulation, a small increase in cardholders, and a small decline in attendance. The trend of increased circulation of audiovisual materials as a portion of the total circulation continues. In June AV circulation accounted for 52% of the adult materials circulation and 34% of the children's. AV circulation accounts for 46% of the total circulation. Self-check usage remains steady at 22% of all checkouts. Patron assistance in Adult Services increased by 30.5%, but decreased in both Youth Services (7.2%) and Circulation Services (17.36%). We continue to experience increased demand for Interlibrary Loan services, with requests from other libraries exceeding the requests we make to other libraries.

I have received some interesting information as a result of the planning to rearrange and shift collections on the third floor. We estimate that of our Feature Videos (not DVDs), 51% of the collection is on the shelf and 93% of Nonfiction Videos are on the shelf. Eighty-nine percent of Large Print and 83% of Mysteries are on the shelf. These figures will help us decide how aggressively to weed these and other collections before we allocate shelf space.

The ribbon-cutting event for the Kevin Luthardt storytime room mural on June 12 was well attended by families, friends of the artist, Friends of the Library and Library Trustees. The exuberance of the event matched the spirit of the mural.

OTHER PROFESSIONAL ACTIVITIES

I attended a Parliamentary Procedure workshop at NSLS with Noreen Lake on June 16, a Library Cable Network Executive Committee meeting on June 17, walked in the 4th of July Parade on July 3, attended my first CCS Executive Committee as President Elect on July 7, and will attend another LCN EXCOMM meeting and a directors' discussion group on July 15 and the Learning Organization refresher workshop on July 19.

I enjoyed two weeks' vacation in June, traveling to Norway with my husband. I will be absent from work to attend the Williams Syndrome National Conference in Grand Rapids, Michigan June 21 through 25.

OLD BUSINESS

Susan Burrows asked Eldon Burk to write a thank you letter to the Friends of the Library for their many donations to the library, including the bronze statue and contributions to library artwork.

NEW BUSINESS

Sandra Norlin reported that the agreement between the Des Plaines Public Library and the Village of Rosemont for Mobile Library Service to Rosemont will renew automatically on September 1, 2004, unless either party terminates the agreement.

William Grice asked Sandra Norlin to write a letter to Rosemont's Finance Director, John Hochstettler, explaining that if costs to operate the Mobile Library increase this year (2004/2005) or next year (2005/2006) that these increases would be billed to the Village of Rosemont.

MOTION by Eldon Burk, seconded by William Grice, to renew the agreement with the Village of Rosemont for Mobile Library Service at the same rate as last year.

Jerry Mahony will attend the August 2 City Council meeting, Elaine Tejcek the August 16 meeting, William Grice the September 7 meeting and Rhys Read the September 20 meeting.

Hector Marino, Head of Computer and Technical Services, distributed information on replacement costs for 10 new servers and software to run the servers. The servers would be purchased from Dell Computers in the amount of $26,546 and the software would be purchased from GHA in the amount of $5,937.23. The servers include three Dual 2.8 GHz Xeon; 2 GB RAM; 2x36GB HD, two Dual 2.8GHz Xeon; 2GB RAM; 3x73GB HD and five P4, 2.8GHz; 2GB Ram; 2X80GB HD. The software includes 10 Windows 2003 Server w/200 CALs, one Exchange 2003 w/100 CALs, one ARCserve Backup and one SQL Server. The cost to purchase the servers and software is a budgeted expense for 2004.

MOTION by William Grice, seconded by Susan Weinberg, to purchase from Dell Computers three Dual 2.8 GHz Xeon; 2 GB RAM; 2x36GB HD, two Dual 2.8GHz Xeon; 2GB RAM; 3x73GB HD and five P4, 2.8GHz; 2GB Ram; 2X80GB HD in the amount of $26,546.

Rhys Read asked why the library required 10 new servers and recommended combining applications and purchasing five new servers rather than 10. Hector Marino responded that the library must be prepared to handle many new upgraded applications and that some applications require separate servers.

MOTION by William Grice, seconded by Susan Burrows, to add to the motion "in the best interest of the Des Plaines Public Library." ROLL CALL VOTE: AYES: Burk, Burrows, Grice, Lake, Mahony, Tejcek, Weinberg. NAYS: Read. MOTION CARRIED.

MOTION by Susan Burrows, seconded by William Grice, to purchase from GHA 10 Windows 2003 Server w/200 CALs, one Exchange 2003 w/100 CALs, one ARCserve Backup and one SQL Server in an amount not to exceed $6,000.00. ROLL CALL VOTE: AYES: Burk, Burrows, Grice, Lake, Mahony, Read, Tejcek, Weinberg. NAYS: None. MOTION CARRIED.

ANNOUNCEMENTS

Sandra Norlin reported that 1311 children and 128 adults signed up for the Summer Reading Program.
Sandra Norlin invited the Board to participate in voter registration and become deputy registrars.

The Finance Committee will meet on August 11, 2004 at 6:00PM to discuss 2005 budget planning.

President Lake received a telephone call from Mayor Arredia asking if there was a problem with the library supporting the New Year's Eve celebration in 2004. Board members asked Noreen Lake if payment had been received for damages to the library incurred from last year's New Year's Eve celebration and President Lake responded that payment has not been received. The Board will not take action on whether to participate in the New Year's Eve celebration until contacted by the City of Des Plaines.

NOMINATING COMMITTEE

MOTION by Susan Burrows, seconded by Eldon Burk, to reaffirm the slate of officers, Noreen Lake, President, William Grice, Vice President and Carol Kidd, Secretary, by acclamation. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

The officers took the Oath of Office.

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

The meeting adjourned at 8:45PM.

Minutes prepared by Carol Kidd.

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