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MINUTES OF THE REGULAR MEETING OF THE BOARD OF TRUSTEES OF THE PARK RIDGE PUBLIC LIBRARY HELD AT 7:30 P.M. ON APRIL 17, 2007 IN THE FIRST FLOOR MEETING ROOM OF THE LIBRARY DRAFT CALL TO ORDER Mr. Schmidt called the meeting to order at 7:32 p.m. ROLL CALL TRUSTEES PRESENT: John Schmidt, President; Richard Van Metre, Vice President; Shlomo Crandus, Secretary; Dorothy Hynous, Treasurer; John Benka, Arthur Davis, Margaret Harrison, Patricia Lofthouse, TRUSTEES ABSENT: Eileen O'Neill-Burke. OTHERS PRESENT: Janet Van De Carr, Library Director; Jodi Bemis Whitney, John Doyle, Linda Egebrecht, Kate Hall, Larry Kleckner, Gretchen Kottkamp, Kathy Rolsing, Tom Weiland, Library Staff; Chuck Baldacchino, Dorothy and Richard DuSold, Park Ridge Residents. CONSENT AGENDA Mr. Schmidt asked if there were any comments regarding the Consent Agenda. There being no discussion on the Consent Agenda, Mr. Benka MOVED to approve the Consent Agenda. Mrs. Harrison SECONDED the motion. Roll call vote was taken on the Motion. MOTION CARRIED UNANIMOUSLY. Mr. Van Metre made a MOTION: for the Board to move into Executive Session at the end of the current Board meeting to discuss a personnel matter. Mr. Benka SECONDED the motion. Roll call vote. MOTION CARRIED UNANIMOUSLY. COMMENTS FROM THE GENERAL PUBLIC None. SECRETARY'S REPORT Mr. Crandus read a resolution of the Board commending Mrs. Eleanor Pierce, Library Information Coordinator, for her outstanding professional service and dedication to the Library upon her retirement after 6 years. The resolution noted that during her career at the Library Mrs. Pierce had assisted in the transformation of the Library Newsletter from an informational flyer to a colorful, informative publication which has sparked praise and interest from the wider library community. She had also served on many productive staff committees, and provided wise and cheerful leadership of the Library Idea team. Mrs. Pierce consistently demonstrated outstanding dependability, responsibility, and loyalty to the Library during this period, all the while planning special Library events and receptions, as well as answering patron comment forms and acting as the quotable spokesperson for the Library using her journalistic skills. Members of the Board thanked Mrs. Pierce for all her years of outstanding professional service and dedication to the Park Ridge community, the Library, its users and staff members and wished her well in her future endeavors. Mrs. Van De Carr added that the staff was having a retirement party for Mrs. Pierce on April 30 and invited members of the Board to attend. Mrs. Van De Carr added that Mrs. Pierce would be missed, and that her replacement had been hired and would be starting on April 25. Mr. Crandus circulated two folders of correspondence and information, which included the following:
Mr. Schmidt announced that with this week being National Library Week, the Library would be awarding its Annual Library Award to the 2007 recipients, Richard and Dorothy DuSold, who were present in the audience. Mr. Schmidt stated that in honoring Mr. and Mrs. DuSold with this award, it was a reflection of how much they had been honoring the Library for so many years with their dedication and their work with the Friends of the Park Ridge Library and all that the Friends in turn do for the Library. Mr. Schmidt invited Mr. and Mrs. DuSold to receive their award. Mrs. Van De Carr and Mr. Schmidt presented Mr. and Mrs. DuSold with two pins, a Waterford clock and their name on the Award plaque, which is prominently displayed in the Library. Those assembled applauded the DuSolds and thanked them for their service to the Library. On behalf of both of them, Mrs. DuSold thanked Mrs. Van De Carr and the Board for the Award and for their kindness. She stated that they couldn't have done all that they had without the Library staff and that without their kindness, she and her husband couldn't have worked with them for so many years. The Board meeting was paused briefly while those assembled enjoyed cake and refreshments. TREASURER'S REPORT Ms. Hynous reviewed the financial reports for January, stating that the Summary by Line Item Report showed that with 92% of the fiscal year elapsed, 87% of the budget (excluding the Capital Budget) had been expended. LIBRARY DIRECTOR'S REPORT Mrs. Van De Carr reviewed the Library's statistics for the month, reporting that circulation in March 2007 was only slightly different from March 2006, with year-to-date circulation continuing to be higher than last year's, and she stated that if the trend continues, the Library would probably exceed last years circulation which was the Library's highest ever. She stated that many staff were concerned that the construction around the Library would make the door counts decrease, but Mr. Doyle, Circulation Manager, had checked the door counts today and the difference between 2007 and 2006 was only 100 people, so at this point the construction seems to not be a big factor. Mrs. Van De Carr added that nevertheless, the Library had a large, bright yellow banner made and hung between the pillars of the Library to let passers-by know that the Library is “Open During Construction”. Mrs. Van De Carr informed the Board that every two weeks she is attending a meeting with the contractors and other City staff, and that they had noted that many people are watching what the construction crews are doing and there is a lot of interest. She added that at the rate the construction is progressing, if the good weather holds, it's possible that the main plaza area in front of the Library front doors will be re-opened within about a month. Mrs. Van De Carr discussed the various hand-outs that were included in the Trustee's packets. She informed the Board that there was going to be a workshop on Parliamentary Procedure at NSLS (North Suburban Library System) and invited them to contact her if they want to be registered to attend. She also discussed the White Sox Library Appreciation night in July, as well as the April issue of American Libraries which is their annual design issue. Mrs. Van De Carr distributed a copy of the article which appeared in the April 12 issue of the Herald Advocate, highlighting the YA program, “Guitar Hero”, and featured many photos. She also gave them an updated contact list for the Board members, which updated email addresses. Mrs. Van De Carr solicited questions on her monthly report, to which Mr. Benka asked for clarification regarding the meeting that Mrs. Van De Carr and Mrs. Hall, Children's Services Manager, had with a representative of Liberty Bank regarding their sponsorship of one of the Library's summer events. Mrs. Van De Carr explained that the last two years Liberty Bank had sponsored the Library's Summer Tent Events (which are open to the community), which take place the evening before the Taste of Park Ridge begins. Each year Liberty Bank has given the Library $1,500 toward the event, and attendance has been upwards of 500 to 550 people each time. Mr. Benka asked what the Library has done with the funds, to which Mrs. Van De Carr replied that the Library has hired performers. Mr. Benka asked what benefit Liberty Bank gets, to which Mrs. Hall stated that in 2006 there was a large article regarding the Tent Event in the Library newsletter with a photo of a representative from Liberty Bank with Library staff. Mrs. Hall added that there was a give-away both years which said the name of the event and “sponsored by Liberty Bank of Park Ridge”. In addition, the bank set up a table at the event where they had fun give-aways and their bank mascot, and last year they had cut outs where people could take their picture. Mrs. Van De Carr stated that due to the construction on the Library lawn this year, she and Mrs. Hall met to discuss what else the Library might do, in partnership with Liberty Bank, and the bank decided to sponsor the Library's Harry Potter party/event in July commemorating the release this summer of the seventh and final Harry Potter book. Mrs. Van De Carr added that Mrs. Hall would be meeting on April 18 with some of the Park Ridge businesses to discuss possible tie-ins. This event is also the same evening that Liberty Bank is sponsoring a Friday night Concert in the Park and the Library may conduct an event or two over there as well. In response to another question by Mr. Benka, Mrs. Van De Carr stated that the Library often solicits local business for coupons, gift certificates, etcetera, for the reading clubs or other special Library events. In this instance, the Marketing manager at Liberty Bank contacted the Library prior to their opening in Park Ridge, and said that Liberty wanted to do something for the Library, and so Mrs. Van De Carr suggested they donate to the tent event. It went so well that they immediately contacted the Library and stated that they would like to do it again, and Mrs. Van De Carr stated that the Library hopes to continue the relationship. Mrs. Lofthouse asked if Liberty was interested in purchasing a brick, to which Mrs. Van De Carr replied that she had asked them but they had not yet responded. Mrs. Van De Carr reminded the Board that the following Tuesday, April 24, the Trustees were to tour the Elmhurst Library and she circulated a sign-up sheet to determine possible carpooling options. Mrs. Van De Carr stated that the Planning & Operations Committee discussed having an orientation meeting for the newly-elected Aldermen at the Library. The City Manager is encouraging each City department to have an orientation meeting for the newly-elected Aldermen. Mrs. Van De Carr said that the only evening in June that the Library first floor meeting room is open is the night of the June Board meeting, June 19. Therefore, staff thought it would be best to start the orientation at 6:00 or 6:30 p.m., prior to the Board meeting, so that any Aldermen who wished to stay for the meeting could do so. Mrs. Van De Carr added that she had asked Mr. Schuenke, City Manager, to put this event on the City Calendar so that none of the other City departments would schedule an orientation for the same evening. COMMITTEE REPORTS Planning & Operations: Mr. Crandus reviewed the Committee minutes, and stated that the Committee had discussed the fact that each City department will present to the newly elected officials on April 30 in the City Council Chambers, in addition to each individual department orientation. He stated that the Library will do a brief presentation at the City Council workshop on April 30 and encouraged all Library Trustees to attend. Mr. Crandus reported that the Committee also discussed visiting the Elmhurst Library, and that they will also meet with some members of their Board as well as their Library director. Mr. Crandus stated that the Committee determined that they (the Committee) would review the Strategic Plan for the coming year before giving it to the staff to review and provide input. It was determined that the staff and Board Committees would begin generating ideas for the 2007-08 Action Plans in May. Mr. Crandus stated that he had raised the question in Committee regarding if the Library applies for any awards, that it's always nice to get third party recognition. Mrs. Van De Carr had explained to the Committee that staff occasionally applies for awards, but that the Library had not won an award in the last few years. Mr. Davis stated that there is an award process called the Lincoln Award, which is the state of Illinois' version of the Malcolm Baldrige Quality Award, and they're based in the Chicago area (Naperville). Mr. Davis gave a brief overview of the Lincoln Award and offered to get more information for the staff to peruse. Mrs. Lofthouse announced that she had won an award. She stated that NSLS (North Suburban Library System) is providing funds to send two Library Board Trustees to Washington, D.C. May 1-2 to lobby for library awareness and the public funding of libraries. She stated that she is one of the two Trustees chosen, and that she would report back on the experience. Mr. Crandus congratulated her and stated that this is the type of news that should be published in the Library Newsletter, to which Mrs. Van De Carr agreed. Mr. Crandus asked Mrs. Van De Carr to report on the budget process. Mrs. Van De Carr reported that April is the final month of the fiscal year and therefore staff is carefully monitoring expenditures and all of the accounts to make sure Library funds are budgeted properly and that everything looks good thus far. She added that the Library had completed the budget process regarding salaries, with this year's compensation resulting in 3, 4, and 5% increases based on the rating on the staff member's evaluation, and that the actual salary schedule went up 3.25%. Mrs. Van De Carr reported that regarding the Technology expenses, Mr. Kleckner, Access Services Manager, had completed some major upgrades this year, including a new server, as well as new computers for the public, and was completing the software upgrade in anticipation of switching from the old server to the new server. She added that the Technology budget was right where it should be and allows items to be replaced when needed. Mrs. Van De Carr stated that all of the furnishings were on-order for the Young Adult Loft, and that money would be transferred from the contingency fund to cover those expenses. She added that the anticipated date of installation to be the third week in May, during which the Loft would be closed for about a week to accommodate the furniture and carpet installation, prior to June 8. Mr. Benka asked about the setting of staff salaries for the following year, and how the staff are situated in regards to minimum, mid-, and max in the range of salary. Some discussion ensued. Mr. Benka asked that the information be provided to the Board at the May meeting. Mr. Crandus stated that the Committee discussed a Community Survey, and added that the Committee will schedule a workshop for the Board in order to generate ideas as to what info the Board is seeking from the Survey. He also suggested that the Committee continue their review of the 2006 Snapshot report. Marketing & Fund-Raising: In Mrs. O'Neill-Burke's absence, Mr. Crandus reviewed the Committee meeting minutes. He reported that the Committee discussed the Buy-A-Brick program. The orders were due April 13, and out of about 930 possible bricks that the Reading Garden will accommodate, the Library has sold 47 thus far. Because the motion was not on the March Agenda, Mr. Van Metre made a MOTION: to formally recognize the selection of Richard and Dorothy DuSold as recipients of the 2007 Annual Library Award. Ms. Hynous SECONDED the motion. Voice vote. MOTION CARRIED UNANIMOUSLY. Mr. Crandus announced that National Library Week is April 15 through April 21. He also reported that the Committee also discussed signage for the outside of the Library building which is to be installed this summer, and that a decision on the font would be made after construction is complete on the City Commons, hopefully, by mid-July. Also, he informed the Board that welcome packets were sent to all the new townhomes but that six were returned because the units are not occupied. Mr. Crandus stated that other items in the Committee minutes were already covered in the Marketing & Fund-Raising Committee minutes. Mrs. Van De Carr announced that there were copies of the plans for the Commons and the proposed sculptures on the table at the side of the room that the Trustees could peruse, as well as a scrapbook created by Ms. Kottkamp, Reference Manager, highlighting activities in the Library in 2006. Library Resources: Mr. Benka reported that the major item on the Committee agenda was to review with Mrs. Van De Carr the various requests to spend the Illinois Per Capita Grant budget of $46,217.71. He stated that all Board members received the memo from Mrs. Van De Carr dated April 12, as well as a copy of the Committee minutes, outlining the details of the proposed expenditures. Mr. Benka added that the Committee also received a memo from Mrs. Lofthouse encouraging the Committee to continue to move forward with a positive attitude toward video games as instructional tools (stating it was accepted in the spirit in which it was meant and applauded Mrs. Lofthouse for keeping the Committee philosophically in tune with what's happening in libraries across the country). Mr. Benka reported that the Committee also reviewed the update from Ms. Maggie Hommel, Young Adult Librarian, regarding the video game collection, relative to observations and statistics concerning activity during the past quarter, citing that 164 games are now in the collection and that 88.79% are circulated per month, and an increasing percentage of young people taking out the games are also checking out items from the book collections in the Library and Young Adult Loft; and that about 50% of these Young Adults indicated that they are staying around the Library more than in the past, and are checking out more books than they have in the past. Mr. Benka related that Mr. Fishman, who served as Alderman at the same time that Mr. Benka had, expressed his excitement about the Library's video game collection and encouraged the continuation of the program. (Mr. Benka stated this meant a lot to him because he knows that Mr. Fishman, like many parents, is a very interested parent making sure that his children get the right things from the community.) Mr. Benka stated that the Committee expressed its approval on the direction the video game project has taken and commended Ms. Hommel on her update and on her hard work. Mr. Benka reported that Mrs. Van De Carr had shared a memo with the Committee regarding “Outreach” activities in the Library, stating that Library staff continues to visit a number of locales (senior living facilities, schools, etc.) in order to extend Library programs and services throughout the community. Mr. Van Metre made a MOTION: to approve the $46,217.71 Illinois Per Capita Grant Budget for 2007-2008 as proposed. Mr. Schmidt SECONDED the motion. Roll call vote. MOTION PASSED UNANIMOUSLY. Mr. Benka stated that the Resources Committee is responsible for assisting with the Library policy review. Since Mrs. Van De Carr is beginning that process, he encouraged the other Board members to review the Policy Manual and to contact the Mrs. Van De Carr regarding any changes they felt should be made. Building & Grounds: Mrs. Lofthouse reported that at the Committee meeting Mr. Weiland reviewed the monthly maintenance report and reviewed the many projects that were completed this year. Also, Mr. Weiland updated the Committee on the front door modification project, and the Committee decided to modify the existing front doors rather than replacing them, a cost of $2,500 to $3,000. Mrs. Lofthouse stated that the Committee is cognizant of the letter that Mr. Chuck Baldacchino, 2007 Aldermanic candidate, had sent to Mr. Schmidt, Board President, suggesting that the Library modify the entrance to make it more energy efficient. The Committee agreed that numerous options had been investigated and discussed, and because of the design of the Library building and the inadequate size of the lobby it was determined that no other solutions were viable. Mrs. Lofthouse stated that Mrs. Van De Carr had updated the Committee on the current parking arrangements, the progress of the City Commons project, and the work on the Young Adult Loft which was proceeding on schedule and should be completed during the second or third week in May. FRIENDS OF THE LIBRARY Mrs. Van De Carr reported that the Friends upcoming book sale would be the first weekend of May May 4 through May 6 and she encouraged those assembled to attend. She stated that the Friends were busy sorting books, and that as is the practice after their large book sales in May and November, the Library staff is preparing the wish list for the Friends. She explained that the Friends support the Library with funds from the book sales, including materials, funding of reading club events, etc. UNFINISHED BUSINESS None. NEW BUSINESS Mrs. Lofthouse stated that when she gave the PowerPoint report at the March meeting regarding her attendance at the Illinois Library Association Trustee Seminar she forgot to make the point that Mr. Needham had made about creating awareness on the worldwide web for your library stating that he suggested that the Library put everything on the web to which they have the rights, because that creates links back to the Library. Some discussion ensued regarding Digital Past. COMMENTS FROM THE GENERAL PUBLIC None. EXECUTIVE SESSION The Board went into an Executive Session at 8:50 p.m. ADJOURNMENT EXECUTIVE SESSION Mr. Benka MOVED to come out of Executive Session. Mr. Crandus SECONDED the motion. Voice vote. MOTION CARRIED UNANIMOUSLY. ADJOURNMENT Mr. Van Metre MOVED to adjourn the Board meeting. Mr. Schmidt SECONDED the motion. Voice vote. MOTION CARRIED UNANIMOUSLY. The meeting adjourned at 9:40 p.m. |
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