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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 MAY 15, 2007 IN THE FIRST FLOOR MEETING ROOM OF THE LIBRARY 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 (7:37 p.m.), Vice President; Shlomo Crandus, Secretary; Dorothy Hynous, Treasurer; John Benka, Arthur Davis, Patricia Lofthouse, Eileen O'Neill-Burke. TRUSTEES ABSENT: Margaret Harrison. OTHERS PRESENT: Janet Van De Carr, Library Director; Jodi Bemis Whitney, John Doyle, Linda Egebrecht, Kate Hall, Gretchen Kottkamp, Vivian Mortensen, Kathy Rolsing, Tom Weiland, Library Staff. CONSENT AGENDA Mr. Schmidt asked if there were any comments regarding the Consent Agenda. There being none, Mr. Benka MOVED to approve the Consent Agenda. Mr. Crandus SECONDED the motion. Roll call vote was taken on the Motion. MOTION CARRIED UNANIMOUSLY. COMMENTS FROM THE GENERAL PUBLIC None. SECRETARY'S REPORT Mr. Crandus circulated two folders of correspondence and information, which included the following:
TREASURER'S REPORT Ms. Hynous reviewed the financial reports for April, stating that the Summary by Line Item Report showed that with 100% of the fiscal year elapsed, 95% of the budget (excluding the Capital Budget) had been expended. Mrs. Van De Carr explained that although it was the end of the fiscal year, the Library had closed Period 13 billing today (May 15) and that the Board would see a Summary by Line Item Report reflecting those billings for FY06/07 at the next Board meeting. Ms. Hynous asked Mrs. Van De Carr to explain the difference in the investments between the years listed on the Cash Report. Mrs. Van De Carr asked Mrs. Rolsing to explain those line items of the report, which she did to Ms. Hynous' satisfaction. Mrs. Van De Carr briefly explained the Park Ridge Library's fund balance compared to other libraries. Some discussion ensued regarding the subject. Mrs. Van De Carr explained the details of the Library's loan from the City's General Fund to make necessary major repairs to the Library in FY03/04. The agreement was that the Library would begin paying back the loan in FY06/07 at the rate of $210,000 per year for four years. At the end of FY05/06 there were sufficient funds available in the Library budget to allow the Library to make a payment of $210,000, one year earlier than the original agreement. This payment was approved by the Library Board of Trustees at the May 2006 meeting. In FY06/07 the Library made a scheduled payment of $210,000 to the City's General Fund leaving the current balance of $420,000. Some discussion followed regarding additional payments to the General Fund. LIBRARY DIRECTOR'S REPORT Mrs. Van De Carr reviewed the Library's statistics for the month, reporting that the year-to-date (annual) circulation for FY06/07 broke all previous records. She explained that the Library broke the circulation record that was set last year with another 2% increase in FY06/07 with 713,203 items checked out of the Library. This number exceeded the FY05/06 record number of 699,189 items. Mrs. Van De Carr added that she had some concern when the bulldozers began digging up the lawn on April 2 that people might avoid the Library but she was pleased to see that despite the construction there was no drastic impact on the door counts (use of the Library) nor on circulation. Mrs. Van De Carr reported that program attendance continues to increase for a variety of reasons including that there are more adult programs being offered and there are more Young Adult (YA) programs each month. Mr. Benka stated he had a question regarding Mrs. Van De Carr's statement in her report that the “continued decline in the circulation of nonfiction books for children is distressing” and asked what the age group “Children” was, to which Mrs. Van De Carr replied that it is grade Kindergarden through 5th grade. Mr. Benka inquired if this decline in the circulation of nonfiction books could be attributed in any way to the offering of the video game collection. Mrs. Lofthouse replied “no” to the question. Mr. Benka stated that he was reacting to the use of the work “distressing”. Mrs. Lofthouse stated that at her library she attributes such declines to her promoting the fiction books more and that when she promotes the nonfiction they fly off the shelves. Mr. Benka asked Mrs. Van De Carr if Mrs. Lofthouse's observation had any relevance at the Park Ridge Library. Mrs. Van De Carr replied that Mrs. Hall, Children's Services Manager, and the Children's Services staff have spent a lot of energy this year in improving the collection and have purchased a variety of new books so that children will find many appealing choices. Mrs. Van De Carr stated that she used the word “distressing” because she knows that there are so many wonderful things in non-fiction collection for the children. Mrs. Hall added that some of the downturn in nonfiction circulation can be attributed to the fact that more and more children are going to the Internet to find the answers to their research questions for school projects, and some teachers don't require the student's sources to be from books. Mrs. Van De Carr added that some of the problem is that the Children's Services department is so crowded that there is no additional room for any display units for nonfiction books like there is on the second floor. Ms. Kottkamp, Reference Manager, agreed, stating that more students get the answers to their research questions via the Internet (or hopefully using one of the Library's online resource databases). Mrs. Van De Carr directed the Board's attention to the two items in their packets titled “Nuts and Bolts”. She stated that throughout the year she would be providing them with informational overviews like these regarding various areas of Library operations. Mrs. Van De Carr informed the Board that at 9:15 this evening, May 15, the computer center would be doing a major upgrade on the iBistro and Workflows systems (the Library's online catalog, and circulation systems). Mrs. Van De Carr circulated copies of the program from the Annual Library Volunteer Tea held on May 9. She reported that Mrs. Ciprian, the Library's Volunteer Coordinator hosted the party held in appreciation of the Library's many volunteers. She stated that harp music and delicious refreshments were followed by a presentation of certificates and the Library also gave each volunteer the opportunity to select a new book to be added to the collection with a special bookplate honoring that volunteer. Mrs. Van De Carr added that Ms. Hynous and Mr. Van Metre were also present to visit with the volunteers, thanking them for their many hours of service this past year. This year the Library had 50 regularly scheduled volunteers and 22 special project volunteers that donated over 2,600 hours of service to the Library. A photo and article will appear in the next issue of the City's newsletter, the Spokesman. Mrs. Van De Carr reported that she and Ms. Simantz, the Library's new Information Coordinator had attended the Chamber Luncheon this month. She stated that the guest speaker was the project director for the O'Hare Modernization Project and that it was very interesting. Mrs. Van De Carr circulated the brochure of information on the project for the Board members to peruse. She added that the Library plans to post information about the O'Hare Modernization Project web site on the community information board located in the Library's second floor lobby. Mrs. Van De Carr stated that most of the Board had visited Elmhurst Library on April 24. She circulated a couple of brochures from the visit and a brief discussion ensued about the visit. COMMITTEE REPORTS Planning & Operations: Mr. Crandus reported that four Board Trustees had attended the first orientation for the new aldermen held May 7 at City hall, with the Library making its presentation last in the three-hour-long event. Mr. Crandus said that the presentation was very high level and included information about the Library's Strategic Plan, some of the things that the Library Board is focusing on, including the Library as a gathering place, and how the space constraints facing the staff also impact on how the Board addresses other Library issues. The presentation also included an explanation of the differences between all of the other City departments and the Library (which is also a department), which has a Board appointed by the Mayor to oversee the Library. Mr. Benka stated that it was important that the presentation was without statistics, so the new Council was listening to a narrative and not just dry numbers. He commended Mr. Crandus on his preparation and the excellent presentation. Mrs. Van De Carr added that the Library will have the opportunity to tell the new City Council more about the Library when they attend the orientation/dinner for them on Tuesday, June 19 at 6:00 p.m. Dinner will be served, then a tour conducted of the Library, and then the regular Board meeting will follow at 7:30 p.m. Mr. Crandus added that the new Aldermen were reminded about the event at both the beginning and conclusion of the presentation at City Hall. Some discussion related to the June 19 orientation/dinner ensued. Mr. Crandus reviewed the Committee minutes, stating that the Committee discussed a community survey. He stated that Mrs. Van De Carr had spoken with Dr. Sally Pryor of District 64, and received the name of the company that District 64 used for their community survey - Unicom. Unicom sent the Library a proposal for a 12 to 15 minute survey. Northern Illinois University also sent information to Mrs. Van De Carr regarding their surveys (they conduct surveys for many libraries). The Committee discussed what kind of survey to do (phone, internet, etc.), how large of a survey (number of respondents) to conduct, and how statistically relevant the survey should be. Mr. Crandus reviewed the items discussed, and the Trustees discussed possible survey parameters and the topics and methodology of past surveys. Mrs. Van De Carr asked that each trustee think about topics to cover on the future survey, so that the Board can determine what it wants to find out from the survey. Mr. Van Metre stated that the Library staff has always succeeded in finding a way to find work-arounds or trade-offs while dealing with the dwindling/limited space, collection, or technology shortcomings while still providing excellent service and in the next 5 to 10 years that may cease to be possible. Mr. Crandus stated that the Committee will present the Board with 8 or 10 potential topics for the survey and then the whole Board can discuss and decide what would be best. Mrs. Van De Carr added that the company conducting the survey will attend a Board or Committee meeting and help develop the survey questions with the Trustees. In regards to what results a survey would be striving for, Mr. Schmidt stated that the Board Trustees are on the Board not because we have any professional library background but rather because we're concerned citizens. Part of the responsibility of being a Trustee is educational to educate the community and if that means waking up the community to the fact that other libraries are more progressive than ours and have better facilities than ours, then it is incumbent upon the Trustees to take some initiative to have survey questions that elicit relevant responses. Mr. Crandus reported that the Committee discussed the objectives and action plans for FY07/08 and updated the Strategic Plan. Mrs. Van De Carr discussed the Library's volunteer program and our summer project to attract Junior Volunteers who will work 2 hours per week for 5 weeks during the summer. Mr. Crandus stated that at the meeting Mrs. Van De Carr reported that it is anticipated that all work on the City Commons will be completed in time for the Taste of Park Ridge. Marketing & Fund-Raising: Mrs. O'Neill-Burke reviewed the Committee meeting minutes, stating that the sales of bricks for the Reading Garden have taken off and the first order of bricks (44) had been placed. She added that letters were sent to business owners in the community presenting different options available for them to buy bricks at the Taste of Park Ridge. She explained that businesses that purchase bricks by a certain date will have their name put on all Buy A Brick publicity for the Taste. Liberty Bank won't be solicited because they are already donating $1,500.00 for the Library's summer event and the Library will have a brick printed in their honor because of all the donations they have made in support of the Library. The Committee discussed the goals for the fundraising which are targeted items because people tend to donate to a cause if they know what it is for. Some examples were new furnishings for the New Book Reading Room, equipment to make the Library more comfortable for patrons, etc. Mrs. Van De Carr announced that the Library had hired Carol Simantz as the new Information Coordinator and she had started April 25. She explained that Ms. Simantz has an extensive marketing background and Mrs. Van De Carr stated she had spoken with Ms. Simantz about the Library's future plans for making presentations to the City Council, etc. Mrs. O'Neill-Burke reported that Mrs. Van De Carr informed the Committee that the City's Public Information Coordinator wanted to reduce the Library's page in the Spokesman (City newsletter) and that the negotiations resulted in a compromise. Mrs. O'Neill-Burke stated that the Mrs. Harrison reported to the Committee that she had researched the Illinois State grants for Library construction. The Committee discussed the Lincoln Award and agreed that it requires a commitment from the Library Board and Staff to apply. The Committee suggested that they learn more from Mr. Davis (Board Trustee) and consider it in the future. Mr. Davis gave an overview of the Lincoln Award and stated that Mrs. Van De Carr had distributed copies of the booklets outlining the grant process of the Lincoln Award to the Marketing & Fund-Raising Committee. He reviewed the application process, and the three levels of the award, for those assembled. Mr. Davis stated that he would try to get someone from the Lincoln Award organization to make a presentation to the Board when it is ready to begin the application process. Mrs. Van De Carr added that the deadline for the application is in April. Mr. Benka stated that such an award should be thought of as how it fits what the Library's objectives are, i.e., to raise the awareness of the community regarding what the Library has how good the Library is and what the Library needs to be even better. Mrs. Van De Carr added that since there is no certification for standard of excellence, per se, for libraries (unlike accreditation for police and fire departments) being awarded the Lincoln Award might be a recognition of excellence. Mr. Crandus stated that when he inquired about library awards he was thinking about the Library being recognized for what it's already doing or has done. Library Resources: Mr. Benka raised the issue of a staff member's name appearing in the minutes when it is noted that a complaint was made to the Library. He asked that the staff member not be mentioned by name in the board minutes. It is taken for granted that the Library management already received the complaint and addressed it appropriately. Mr. Benka reported that the Committee reviewed a proposal from Mrs. Van De Carr that the Library discontinue offering Oakton Community College telecourses having offered the service for the past 25 years. The memo stated that Park Ridge Library staff and Oakton staff are all agreeable to the Park Ridge Library discontinuing this service; especially since it is used infrequently. The space used for the service a couple of carrels and a television set donated by Oakton Community College could be better utilized by the Library, as could the staff time and commitment. This distance learning service is also available via the internet. It was the consensus of the Committee to discontinue the service. On behalf of the Committee, Mr. Benka made a MOTION: for the Library to discontinue offering Oakton telecourses as per rationale presented in memo of May 1, 2007 ROLL CALL VOTE. MOTION PASSED UNANIMOUSLY. Mr. Benka stated that the Committee discussed various policy changes and that Mrs. Van De Carr had led the Committee through the review of proposed changes as presented in the Committee packet. Highlighted in the revisions and changes were the following policies among others: 1A1 (re: expenditures and Library Board action), 1A3 (defines privacy officer), 1B4 (re: defining Reference staff test proctoring, postage responsibility of student), 1C6a (Internet access filtering), and 1C8 (Oakton telecourses). On behalf of the Committee, Mr. Benka made a MOTION: To approve the changes to Library policies as presented. ROLL CALL VOTE. MOTION PASSED UNANIMOUSLY. Mr. Benka informed the Board that the Committee discussed objectives and action plans for FY07/08. Agreement was reached concerning completing the comments section with reporting of accomplishments and new expectations. Also, it was suggested that future Action Plans be expanded to include benchmarks, timelines, and specific expectations. Mr. Benka stated that the Board should have at least one Strategic Plan workshop per year, Mr. Crandus agreed. Building & Grounds: Mrs. Lofthouse reported that the Committee discussed finding a company that would inspect the Library for ADA compliance and make suggestions for compliance. At the meeting, Mrs. Van De Carr reported that she was unable to find a company that offers inspection of the facility that has certification in ADA. At the meeting, Mr. Davis suggested the Library contact Northwestern University or Illinois Institute of Technology's Engineering Department for a professor or student. Mrs. Van De Carr did find Accessibility Development Associates, Inc., which will provide an assessment report and recommendations for improvements for approximately $2,500, and the Capital Development Board for the State of Illinois from whom she received some referrals, but she had not yet heard back from Northwestern or IIT. Mrs. Van De Carr stated that she will continue to look for inspection consultants. Mrs. Van De Carr added that she is looking for someone who will go thru every aspect of the building and not only point out where the Library is non-compliant, but will tell the Library how to rectify each issue. It will then be up to the Library to address as many of those areas that it can. She stated that it was coincidental that when Mr. Mackin, architect, was in the building, he asked her if she knew that the railings on the Library stairs leading to the second and third floors were not ADA compliant. At the Committee meeting, Mr. Davis suggested the Library wait until reports from the ADA inspection are concluded and then have the Committee and/or Board discuss all of the findings. Mrs. Lofthouse reported that the Committee reviewed Mr. Weiland's monthly maintenance report and that Mr. Weiland responded to inquiries regarding the issues of the various projects. The track lighting in the YA Loft will be installed soon, the elevator work is now completed, and the Library is waiting on the hardware for the front doors. Mrs. Lofthouse asked Mrs. Van De Carr if the City had indicated if the timeline of the work on the City Commons was still on target for the Taste of Park Ridge, to which Mrs. Van De Carr stated that per the information she received at the City Department Head meeting that it should be complete by the beginning of July. FRIENDS OF THE LIBRARY Mrs. Van De Carr reported that the Friends of the Library had a successful sale book sale May 4 through May 6, and raised over $6,000. They had some books left over after the sale and were able to donate books to the Cook County Sheriff's Book Drive, and some will go to the book racks that are at the Prospect Avenue train station. Their next book sale will be in August. UNFINISHED BUSINESS None. NEW BUSINESS None. COMMENTS FROM THE GENERAL PUBLIC None. ADJOURNMENT Mr. Benka MOVED to adjourn the Board meeting. Mr. Schmidt SECONDED the motion. Voice vote. MOTION CARRIED UNANIMOUSLY. The meeting adjourned at 9:20 p.m. |
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