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Board MinutesBOARD OF TRUSTEES The regular meeting of the Des Plaines Public Library Board of Trustees was held in the second floor conference room on Tuesday, January 18, 2005. President Noreen Lake called the meeting to order at 4:07 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, Carol Kidd, Leslie Steiner, Steve Schaefer, Michelle Orris. CONSIDERATION OF THE AGENDA.MOTION by William Grice, seconded by Susan Weinberg, to amend the agenda by adding under VII. New Business. H. Volunteer Report. VOTE: AYES: All. NAYS: None. MOTION CARRIED. PUBLIC COMMENTS AND QUESTIONS.Steve Schaefer invited the Board to attend a Veteran's benefit on April 1, 2005 at Manzo's Banquets. Mr. Schaefer explained that proceeds from the benefit will help to support the Lake Park Memorial Pavilion and the VFW 2992 Service Programs. Leslie Steiner, Head of Public Information, invited the Board to sign-up for the new online library newsletter. CITY COUNCIL COMMUNITY SERVICES COMMITTEE - Alderman Carla Brookman.Alderman Brookman absent. No report. CONSENT AGENDARhys Read asked that V.B. Acceptance of Financial Reports for December 2004 be removed from the Consent Agenda. Sandra Norlin asked that V.D.1. Director's Report be removed from the Consent Agenda. Rhys Read asked that subtotals be re-established on the Financial Reports. MOTION by Rhys Read, seconded by William Grice, to approve the Financial Reports for December 2004, as presented. VOTE: AYES: All. NAYS: None. MOTION CARRIED. Following monthly reports to be reviewed and placed on file for audit: 1. Over the Counter Receipts $ 7,676.51 Sandra Norlin reported that Internet service was interrupted on January 8, 2005, because the library's filtering software was not working. MOTION by William Grice, seconded by Susan Weinberg, to approve the Director's Report, as amended. VOTE: AYES: All. NAYS: None. MOTION CARRIED. MOTION by William Grice, seconded by Elaine Tejcek, to accept the Consent Agenda, as amended. VOTE: AYES: All. NAYS: None. MOTION CARRIED. MOTION by William Grice, seconded by Elaine Tejcek, to approve, subject to audit, expenditures authorized by the Library Director and Board Representatives for library Warrant Registers as follows: December 06, 2004 $ 68,981.73 ROLL CALL VOTE: AYES: Burrows, Grice, Lake, Mahony, Read, Tejcek, Weinberg. NAYS: None. MOTION CARRIED. MOTION by William Grice, seconded by Elaine Tejcek, to approve, subject to audit, expenditures for salaries made by the Library Director as follows: December 09, 2004 $ 107,976.46 ROLL CALL VOTE: AYES: Burrows, Grice, Lake, Mahony, Read, Tejcek, Weinberg. NAYS: None. MOTION CARRIED. DIRECTOR'S REPORTI have received no official requests for confidential information since the last report. PERSONNEL We received one resignation since the last report. Cathy Alberts, Part-time Reference Librarian, Adult Services, resigned effective 11/30/04. Three new Security Monitors, 2 full time, 1 part time, are scheduled to begin work mid-January. STAFF DEVELOPMENT Gail Johnson of Face to Face Communications conducted two training sessions for supervisors to prepare us for the 2005 performance evaluations, which will determine the compensation increases of all employees based on merit alone. These sessions were held during the Department Heads meetings of 12/22 and 12/29. Training for our new and current security monitors will take place on Saturday, January 29 and will be conducted by Dick Sem and Gary Valente. PATRON SERVICES Circulation of all materials in 2004 increased by .49% over 2003. Total circulation again surpassed one million items for the year. Patrons used self-check machines to check out 23% of the materials. Audiovisual materials, which make up 14% of the total collection, accounted for 45% of the items checked out. Although DVD circulation is rapidly outpacing videocassette circulation, videocassette circulation still accounted for 45% of all videos items checked out in 2004. At the end of the year, our collection totaled 301,592 items. We had a slightly lower patron count in 2004, but that is without counting the New Year's Eve attendance, which we conservatively estimate at 1,500. Our meeting rooms were used 728 times by 47,174 people in 2004. The differences between 2003 and 2004 for other patron services are as follows: Adult Services patron assistance, 15.8% increase; Youth Services patron assistance, 4.4% increase; and meeting room use, 1.5% increase. OTHER PROFESSIONAL ACTIVITIES There were no outside meetings in December following the Board Meeting. In January I have attended several city meetings concerning the 2005 budget, a woman library director's networking luncheon (1/6) and the CCS Executive Committee meeting (1/12). I attended the Des Plaines New Year's Eve celebration between 8 - 10 PM. OLD BUSINESSPresident Lake reported that the Des Plaines City Council voted not to charge the library for parking and administrative fees for 2005, but that the City will revisit these issues in preparation for the 2006 budget. The library will be charged for water and sewer at the resident rate, which the City of Des Plaines estimates at $5,800.00. The Board consensus was to ask the City to use the meters already installed at the library for billing purposes and not use the estimated amount of $5,800.00. Sandra Norlin reported that Gary Valente, Head of Building and Security Services, requested proposals for trash and recycling removal. The lowest proposal was received by Waste Management at a cost of $3,468 a year, which includes trash pickup five days a week and recycling pickup one day a week. The Board discussed reducing the levy, because the City of Des Plaines decided not to bill the library for parking and administrative fees in 2005. MOTION by Rhys Read, seconded by William Grice, to reduce the levy amount by $23,000.00. President Lake asked the Board to consider reducing the levy by $20,000.00 rather than $23,000.00, so that funds are available for legal fees if it becomes necessary to review the current lease. The Board discussed reducing the levy by $20,000.00. MOTION by Susan Burrows, seconded by Jerry Mahony, to accept a substitute motion to reduce the levy by $20,000.00. VOTE: AYES: Burrows, Grice, Lake, Mahony, Tejcek, Weinberg. NAYS: Read. MOTION CARRIED. The Board directed Library Director Sandra Norlin to begin obtaining proposals for services currently being provided by the City of Des Plaines for payroll, human resources, accounts payable and legal. NEW BUSINESSMOTION by Susan Burrows, seconded by Rhys Read, to approve payment to Thomson Gale in the amount of $11,000.00, 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 William Grice, to have Board meetings recorded for television broadcasts for the months of April, July and October in 2005 and January in 2006. VOTE: AYES: All. NAYS: None. MOTION CARRIED. Noreen Lake will attend the February 7 City Council meeting, Susan Burrows the February 22 meeting, Elaine Tejcek the March 7 meeting and Jerry Mahony the March 21 meeting. Eldon Burk entered the meeting at 4:54 PM. Sandra Norlin asked the Board to approve payment to Face to Face Communications and Training in the amount of $9,000.00, which will include customer service training. Rhys Read asked if the Face to Face Communications and Training expenditure was a 2005 budgeted item and Sandra Norlin responded that it was not. Sandra Norlin explained that $25,000 was budgeted for in 2005 for grant administration, but that the library was not awarded the grant; therefore money was available to pay Face to Face in the professional consulting category. Rhys Read stated that he did not feel that this expenditure was appropriate at this time. MOTION by Eldon Burk, seconded by Jerry Mahony, to approve payment to Face to Face Communications and Training in the amount of $9,000.00, which is 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. Sandra Norlin asked the Board to approve payment to Miriam Pollack & Associates in the amount of $6,000.00, which includes training for department heads. MOTION by Eldon Burk, seconded by Jerry Mahony, to approve payment to Miriam Pollack & Associates n the amount of $6,000.00, which is 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 William Grice, to approve payment to Cooperative Computer Services in the amount of $13,507.00, which is in the best interest of the Des Plaines Public Library. ROLL CALL VOTE: AYES: Burk, Burrows, Grice, Lake, Mahony, Read, Tejcek, Weinberg. NAYS: None. MOTION CARRRIED. MOTION by Rhys Read, seconded by Susan Burrows, to approve payment to Demco in the amount of $14,129.44, which is in the best interest of the Des Plaines Public Library. ROLL CALL VOTE: AYES: Burk, Burrows, Grice, Lake, Mahony, Read, Tejcek, Weinberg. NAYS: None. MOTION CARRRIED. ANNOUNCEMENTSSandra Norlin distributed a report that listed the services performed by library volunteers and the savings to the library. Sandra stated that Margie Borris, who is the Volunteer Coordinator, prepared the report. The Board of Trustees will participate in the Chamber of Commerce "Our Board Can Beat Your Board" contest by contributing to the Self-Help Closet and Pantry of Des Plaines. William Grice asked that either President Lake or another Board member attend the Chamber of Commerce annual dinner and installation of officers to be held on Friday, February 18, 2005. William Grice also asked that the library pay for the Board president and a guest to attend (or designated Board member) and asked that the library pay for the Library Director and a guest to attend the dinner. MOTION by Eldon Burk, seconded by William Grice, to ask President Lake and a guest to attend the Chamber of Commerce annual dinner and installation of officers on February 18 and to ask Library Director Sandra Norlin and a guest to attend the dinner and that the library pay for the tickets. ROLL CALL VOTE: AYES: Burk, Burrows, Grice, Lake, Mahony, Read, Tejcek, Weinberg. NAYS: None. MOTION CARRRIED. MOTION by Rhys Read, seconded by William Grice, to adjourn the regular meeting. VOTE: AYES: All. NAYS: None. MOTION CARRIED. The meeting adjourned at 5:24 PM. Minutes prepared by Carol Kidd. |
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