Board Minutes

BOARD OF TRUSTEES
Minutes of the Regular Meeting
June 20, 2006

The regular meeting of the Des Plaines Public Library Board of Trustees was held in the second floor conference room on Tuesday, June 20, 2006. President Noreen Lake called the meeting to order at 7:02PM.

ROLL CALL.

Roll call indicated the following board members were present: Eldon Burk, Mary Ellicson, Noreen Lake, Jerry Mahony, Rhys Read, Elaine Tejcek, Susan Weinberg.

Members Absent: William Grice.

Also Present: Sandra Norlin, Martha Sloan, Hector Marino, Leslie Steiner, Carol Kidd, George Magerl, Wally Meyer, Wayne Serbin, Sue D’Hondt, Ralph Minnis, Edith Winnicki.

CONSIDERATION OF THE AGENDA.

MOTION by Rhys Read, seconded by Jerry Mahony, 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.

President Lake reported that Alderman Brookman was in attendance at a neighborhood meeting and would not attend the Board meeting.

CONSENT AGENDA

Susan Weinberg asked that B. Acceptance of Financial Reports for May 2006 be removed from the Consent Agenda.

Susan Weinberg asked Library Director Sandra Norlin to explain why the budgeted line item 970270 – Printing, Reproducing, Binding was overspent. Sandra Norlin explained that the library was awarded an LSTA Grant (Building Community Through Creative Conversations) and that $4,000.00 of the grant funds were budgeted for Supplies, Postage & Printing, but that that $4,000.00 was added to line item 970100 Supplies in the 2006 Budget.

MOTION by Susan Weinberg, seconded by Jerry Mahony, to accept the Financial Reports for May 2006, as presented. VOTE: AYES: Burk, Ellicson, Lake, Mahony, Read, Tejcek, Weinberg. NAYS: None. MOTION CARRIED.

Sandra Norlin introduced Edith Winnicki, who is working at the library as a practicum student as a requirement for her Library Technology and Information program degree at the College of DuPage.

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

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

1. Over the Counter Receipts $ 10,844.61
2. Petty Cash Expenditures $ 33.02
3. Budget Expenditures for May $ 371,379.02
4. Expenditures Year to Date $ 2,043,524.91
5. Revenue for May $ 12,128.77
6. Revenue Year to Date $ 2,550,719.81

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

May 01, 2006 $ 50,975.32
May 15, 2006 $ 33,081.62
Total $ 84,056.94

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


MOTION by Eldon Burk, seconded by Susan Weinberg, to approve, subject to audit, expenditures for salaries made by the Library Director as follows:

May 11, 2006 $ 119,777.80
May 25, 2006 $ 124,199.49
Total $ 243,977.29

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

DIRECTOR’S REPORT

I have not received an official inquiry for confidential patron information since my last report.

PERSONNEL

No new hires or separations to report this month.

STAFF DEVELOPMENT

Staff members are participating in a number of interdepartmental committees to plan 1) the library’s team fundraising for the annual Relay for Life events on June 17 and 2) the library’s entry in the Fourth of July parade.

Nancy Mazzie has received a scholarship from the Illinois State Library to attend the annual school and public library training institute held at Bradley University in Peoria.

The Department Heads have planned our annual field trip. This year we will visit the new McCormick Tribune Freedom Museum and Millennium Park in downtown Chicago on Wednesday, July 12. We have found these excursions to be informative, energizing, and team-building.

PATRON SERVICES

We had mixed results in May. Our circulation of items decreased by 8.24% compared to May, 2005. Most (6200) of the decrease is in book circulation. However, all other areas of library activity are increasing over last year at this time. Attendance is up 4.6%; we have 750 more registered borrowers; meeting room use is up 17.7%; and use of our computers and databases has also increased significantly. Last month our computers were used over 8,000 times in the Youth Services and the Adult Services departments. I think it’s interesting that low tech is still attractive to small children, who used our train packets 6,347 times in May.

The Adult Services staff has launched a new computer instruction service in which they give one on one training for patrons who need help getting started using the internet and other computer services. They are completely booked for June.

OTHER PROFESSIONAL ACTIVITIES

I attended a Trends Discussion for Library Directors facilitated by Miriam Pollack on 5/18. Illness prevented my attending the Reaching Forward Conference on 5/19. I attended the NSLS Board Meeting on 5/22 and was elected to serve another two-year term on the board. I attended the Friends of the Library Annual Meeting on 5/23, chaired the CCS Governing Board meeting on 5/25, attended a meeting in Glen Ellyn for the College of DuPage’s Library Technical Assistant practicum program on 6/1. We are supporting Edith Winnicki in her practicum assignment during the COD summer session. I attended a meeting of the program subcommittee for the Frisbie Senior Center on 6/1, City Council on 6/5 and chaired a Database Managers Task Force meeting for CCS at Glencoe on 6/6. I attended two Chamber of Commerce meetings, one board meeting/luncheon sponsored by Senator Cheryl Axley and the State Chamber of Commerce on 6/8 and a Board Development Committee meeting on 6/9. On 6/14 I will chair the CCS Executive Committee meeting. On 6/15 I will attend the LCN Executive Committee meeting in the morning and participate in the Des Plaines Park District’s needs assessment stakeholder interview in the afternoon.

NEW BUSINESS

Eldon Burk explained changes made to the Library Policy, Sections A and C.

MOTION by Committee, to approve changes to Library Policy, Section A – General Policies, A-3, A-4, A-6, A-8, A-11, A-13 and Section C – General Regulations, C-2, C-3, C-5, C-5D, C-6, C-7, C-8, C-10, C-11, C-11A. VOTE : AYES : All. NAYS : None. MOTION CARRIED.

MOTION by Rhys Read, seconded by Elaine Tejcek, to approve the regular monthly Board of Library Trustees meeting dates, every month except January 2007, which would convene at 4:00 PM, for the period August 2006 through July 2007. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

MOTION by Rhys Read, seconded by Jerry Mahony, to increase the Non-Resident Fee from $240.00 per family per year to $260.00 per family per year for the period July 1, 2006 through June 30, 2007.

MOTION by Eldon Burk, seconded by Susan Weinberg, to approve payment to Reference USA in the amount of $11,332.00, which is in the best interest of the Des Plaines Public Library. VOTE: AYES: Burk, Ellicson, Lake, Mahony, Read, Tejcek, Weinberg. NAYS: None. MOTION CARRIED.

MOTION by Susan Weinberg, seconded by Jerry Mahony, to approve payment to McQuay in the amount of $7,347.00, which is in the best interest of the Des Plaines Public Library. VOTE: Ayes: Burk, Ellicson, Lake, Mahony, Read, Tejcek, Weinberg. NAYS: None. MOTION CARRIED.

MOTION by Mary Ellicson, seconded by Jerry Mahony, to approve the ILLINET/OCLC Services Program Renewal Agreement FY2007 in the amount of $6,329.05, which is in the best interest of the library. ROLL CALL VOTE: AYES: Burk, Ellicson, Lake, Mahony, Read, Tejcek, Weinberg. NAYS: None. MOTION CARRIED.

Hector Marino, Coordinator of Computer and Technical Services, gave a presentation on the Sister Library Project with the Benjamin Franklin Library in Guadalajara, Mexico. Sandra Norlin reported that Hector will give a similar presentation at the ALA conference in New Orleans.

President Lake reported that the Des Plaines Healthy Community Partnership Foundation will hold a fundraiser on Saturday, June 24, 2006 at the Arlington Race Track. The cost for a ticket for Day at the Races is $75.00 and President Lake asked if anyone would attend. Eldon Burk stated that he had already purchased a ticket and would attend as a representative of the library. The Board discussed whether or not to reimburse Eldon Burk for the cost of the ticket. Eldon Burk declined the offer to be reimbursed.

MOTION by Susan Weinberg, seconded by Elaine Tejcek, to reimburse Eldon Burk $75.00 for the cost of the ticket for Day at the Races sponsored by the Des Plaines Healthy Community Partnership Foundation. VOTE: AYES: Ellicson, Mahony, Weinberg, Tejcek. NAYS: Read. ABSTAIN: Burk, Lake. MOTION CARRIED.

President Lake reported that the Chair of the Building and Grounds Committee, William Grice, asked that the Friends of the Library discussion be forwarded to the Building and Grounds Committee. President Lake stated that William Grice would contact Committee members to set a date for the meeting.

Sandra Norlin asked the Board to approve a proposal from Corporate Concepts in the amount of $11,796.79 to reorganize the carrels and shelves on the second and fourth floors. Sandra Norlin explained that this will improve the way the collection is shelved and displayed and that the library is using as much of the current furniture as possible in the renovation.

Rhys Read asked why the library was not going out for bid for this project and Sandra Norlin responded that Corporate Concepts was the original successful bidder and provider of the library furniture and that the Knoll furniture we purchased from Corporate Concepts had a lifetime guarantee. Rhys Read asked that Sandra Norlin contact Knoll to ask about other distributors who would give the library a price quote for this furniture.

MOTION by Jerry Mahony, seconded by Elaine Tejcek, to approve payment to Corporate Concepts for goods and services for the second and fourth floor renovations in the amount not to exceed $11,796.79 and that Sandra Norlin will make inquires to other companies to verify that this is best decision for the library and is in the best interest of the Des Plaines Public Library. VOTE: AYES: Burk, Ellicson, Lake, Mahony, Read, Tejcek, Weinberg. NAYS: Read. MOTION CARRIED.

ANNOUNCEMENTS

President Lake reported that the Des Plaines Relay for Life fundraiser was held on June 17 and 18 and was well represented by the library.

Sandra Norlin invited the Board to march in the July 4th parade.

Sandra Norlin reported that the library board must review and report on Chapter VI, “Programming” and Chapter VII, “Access” from the book Serving Our Public: Standards for Illinois Public Libraries to comply with Per Capita Grant requirements. These chapters will be discussed at the July 18, 2006 Board meeting. Sandra also reported that at least one library trustee is required to attend a continuing education event sponsored by the Illinois State Library, the Illinois Library Association or a regional library system and share the information with the rest of the board and in a narrative format for the Per Capita Grant application.

OTHER

Sandra Norlin reported that the group “Citizens for Legal Immigration” has reserved library meeting rooms B/C for a meeting to be held on Saturday, June 24, 2006 and that the Des Plaines Police Department will be in attendance to prevent potential problems from occurring. Eldon Burk asked who would be responsible for damages to the library if they occurred and Sandra Norlin responded that it is the responsibility of the library cardholder who booked the meeting rooms. The meeting is open to the public.

Sandra Norlin asked for a volunteer from the Board to serve on the Centennial Celebration Committee and Eldon Burk will serve on the Committee. Sandra reported that the meetings will begin in July.

NOMINATING COMMITTEE

Susan Weinberg reported that the Nominating Committee voted to approve the slate of officers, Noreen Lake, President, William Grice, Vice President and Carol Kidd, Secretary, for 2006 -2007.

President Lake asked Board members to contact her about which committees they would like to serve on for 2006 – 2007. Rhys Read volunteered to serve as Systems Representative.
Susan Weinberg reported that the Nominating Committee discussed putting in place a plan of action that would prepare board members to hold office. This will be discussed at the November Board meeting.

EXECUTIVE SESSION

MOTION by Rhys Read, seconded by Mary Ellicson, to enter into an Executive Session at 8:25 p.m. to discuss Semi-Annual Review of Executive Session Minutes. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

The regular session reconvened at 8:35 p.m. and was called to order by President Noreen Lake.

MOTION by Rhys Read, seconded by Mary Ellicson, not to release any Executive Session Minutes on file. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

Elaine Tejcek asked Sandra Norlin to provide back-up information for items listed under New Business, if possible. Elaine asked for copies of invoices and an explanation of the purchase. It was decided that an asterisk would be placed next to New Business items that include an explanation.

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

The meeting adjourned at 8:45 p.m.

Minutes prepared by Carol Kidd.