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OF THE REGULAR MEETING OF THE BOARD OF TRUSTEES OF THE PARK RIDGE PUBLIC LIBRARY HELD AT 7:45 P.M. ON JUNE 20, 2006 IN THE THIRD FLOOR MEETING ROOM OF THE LIBRARY CALL TO ORDER Ms. Gormley called the meeting to order at 7:47 p.m. Ms. Gormley introduced Ms. Eileen O'Neill-Burke, new Library Board Trustee, to those assembled. ROLL CALL TRUSTEES PRESENT: Mary Theresa Gormley, President; John Schmidt, Vice President; Shlomo Crandus, Secretary; Richard Van Metre, Treasurer; John Benka, Eileen O'Neill-Burke, Janet Joyce (8:12 pm), Patricia Lofthouse. TRUSTEES ABSENT: Dorothy Hynous. OTHERS PRESENT: Mary Wynn Ryan, Park Ridge City Council Liaison to Library; Janet Van De Carr, Library Director; Jodi Bemis Whitney, John Doyle, Linda Egebrecht, Kate Hall, Larry Kleckner, Gretchen Kottkamp, Vivian Mortensen, Kathy Rolsing, Tom Weiland, Library Staff. CONSENT AGENDA Mr. Crandus MOVED to approve the Consent Agenda. Mr. Benka SECONDED the motion. Ms. Gormley explained that the Consent Agenda vote was for all items indicated with an asterisk on the Agenda. Roll call vote. MOTION CARRIED UNANIMOUSLY. COMMENTS FROM THE GENERAL PUBLIC None. SECRETARY'S REPORT Mr. Crandus circulated one folder of correspondence and information, which included the following:
TREASURER'S REPORT Mr. Van Metre reported that the Library closed the previous (2005-06) fiscal year with 86% of the budget expended (with the capital projects) and at 95% excluding the Capital Budget. He added that the new fiscal year was at 8% of the budget year passed with 8% of the budget expended (with the capital projects) and at 6% excluding the Capital Budget. The Board acknowledged the many gifts received by the Library for the Endowment and Restricted Gift funds, including the Van Fund. Mr. Benka asked what type of acknowledgement was given to the donors. Mrs. Van De Carr reiterated that a poster listing the last names of those people who have contributed to the fund was posted in the lobby. Mr. Benka suggested that something additional be included in the Van thank yous, to which Mrs. Van De Carr stated that the staff would discuss it. Mr. Van Metre stated that this would be the last Treasurer's Report that he would give, considering he had held the position for two years. He offered his assistance to whomever would be taking over the position. LIBRARY DIRECTOR'S REPORT Mrs. Van De Carr reviewed the Library's statistics, stating that Circulation was up 3% over the previous May. She stated that the daily door count was also up from the previous year. Mrs. Van De Carr stated that Library staff had been very busy planning all of the summer events and programs, including the reading clubs. Mrs. Van De Carr announced that the Library tent event was scheduled for Wednesday, July 12, and the theme would be “An Evening in the Islands”. She added that among other things, there would be an animal act and a steel drum band. Mrs. Van De Carr reported that Liberty Bank for Savings was again sponsoring the event, having funded all the festivities with a $1,500 donation. Mrs. Van De Carr reported that the Library would have a presence out in front of the building on Prospect Avenue during the Taste of Park Ridge and Sidewalk Sale Days, which will be July 13 through July 16. Mrs. Van De Carr directed the Board to their packet, wherein there was an update on the Young Adult video game collection, types of materials as well as the circulation of the collection. She reviewed the survey as well as the statistics related to the collection. Some discussion ensued regarding the collection. Mr. Benka asked for additional questions for (another) survey regarding whether this is attracting new users just for the video games, and whether the collection is enticing any users to use other areas of the Library. Ms. Mortensen stated that at 4:00 pm that day there were only 7 video games (of 72) on the shelf. Mrs. Van De Carr stated that staff intends to do some cross marketing of titles related to the video games once the new Young Adult Librarian begins on June 26. Mrs. Van De Carr invited Mrs. Hall and Ms. Mortensen to come up and update the Board on the Summer Reading Clubs. Mrs. Hall reviewed the various children's reading clubs and reported that the enrollment was over 2,000, which is only 16 children short of the number registered by the end of last summer and more than 300 more children registered at this point last year. She stated that she anticipated that by August 15, when the program ends, the number of registered children would far exceed 2,000. Ms. Hall added that this is the second year that the Park Ridge Library is offering some prizes sponsored by the Big Ticket Program of the Daily Herald. They work to get really fantastic prizes for the kids. Mrs. Hall stated that 412 people spotted Patch the Parrot, the Library's summer “mascot”. Ms. Mortensen reviewed the Adult and Young Adult Summer Reading Clubs for the Board. Ms. Mortensen reported that, after six years and six summers, Therese Odlevak had left the Library in order to work with the Chicago Public Library, but before she left she had planned the summer reading club programs. Ms. Mortensen stated that although the YA Librarians were not able to visit the schools, the registration for the Young Adult Summer Reading Club was up over the previous year with 189 enrolled (for 6th grade through 12th grade). She added that at the end of the summer the previous year there had been a total of 233 students enrolled, and she felt that number would be exceeded this year. Ms. Mortensen explained the Book Buddies, Junior Volunteer program, and Babysitting workshop. Ms. Mortensen added that the YA Reading Club ends in Mid-August and, because the books are longer, the Adult Reading Program lasts until September 2. Ms. Mortensen reported that over 326 adults had signed up for the Reading Club thus far; enrollment for 2005 was a total of 363, which Ms. Mortensen stated she was certain that number would also be beat this year. Some discussion ensued regarding who was teaching the babysitting class since the Young Adult Librarian had not started yet. Mrs. Van De Carr distributed an email alert from the Illinois Library Association (ILA) regarding a bill to protect children from internet predators; pointing out that in trying to protect the children from certain sites, sometimes the definitions are too broad and legitimate, useful, safe sites (like Tutor.com) get swept up in the debris and are lost. Mrs. Van De Carr encouraged those assembled to contact their legislators if they feel strongly about the issue. Mrs. Van De Carr distributed copies of the drawings for the proposed new Library sign (for Uptown redevelopment project) for the front of the building. Mr. Benka stated that he had read in the newspaper that the issue of a hiring freeze was raised at a recent meeting at the City, and asked her if she knew anything about the issue. Some discussion ensued regarding the matter. Mr. Benka asked Mrs. Van De Carr to keep the Board apprised if this issue or other such important issues are raised again. COMMITTEE REPORTS Marketing & Fund-Raising: Mrs. Joyce reviewed the Committee meeting minutes, stating that the “Buy A Brick” Program Policy has begun, the Art Auction is set for September 22 with Laura Smail having generously agreed to donate her time to conduct the auction and the Friends of the Library offering to finance the refreshments. Mrs. Joyce added that donations to the Van Fund have been increasing. The Friends of the Library are having a book sale during the Uptown sidewalk sale and will donate the proceeds to the Van Fund. Mrs. Joyce added that the Committee discussed recording Committee meetings. The consensus of this Committee is that this is not cost-effective nor the best use of the Library staff's time and therefore do not recommend recording. Planning & Operations: Mr. Crandus reviewed the Committee meeting minutes, stating that the Committee discussed the steps involved in reviewing and recreating a strategic plan for the Library using the Mission & Vision statements. The Committee brainstormed to identify guiding principles for the new Strategic Plan and decided to provide themes and guiding principles to the staff, including relevancy to and communication and interaction with the Community, how to market and promote what Library provides, etc. The Committee discussed how the Library needs to stay relevant to the community. Mr. Crandus stated that the Committee also discussed how the Library provides access to information and advocacy for the community, as well as facilities management. The Board discussed the issue of the scheduling of informal meetings of the various Board members with the various City Council members, and that those meetings should be concluded before September. Building & Grounds: Mr. Schmidt reviewed the minutes of the Committee meeting, thanking Mrs. Van De Carr and the staff for the amount of information compiled regarding facility space, both public and staff space. The Committee discussed the findings and agreed that the Library is limited by space but has identified a few short-term solutions, and although eventually capital projects may be needed to address the shortcomings, none are recommended at this time. Mrs. Van De Carr stated that the results of the facility space issues studies would be put in a short summary form for the Committee to review at its July meeting. Mr. Schmidt reported that the Committee had been discussing ways to make the front doors (on Prospect) more accessible. He added that the Library staff had investigated possible new front door treatments. Mr. Weiland had come up with three proposals: two were with sliding doors, and one was to have the center post between the existing front doors removed in order to widen the entry way. Mr. Weiland reported that the last option would allow for the largest opening and that he would obtain prices for the Committee to review. Mr. Schmidt invited Mr. Weiland to address the Board regarding the various items in his Monthly Maintenance Report, which was included in the Board packet. Mr. Weiland reported that the replacement of ceiling tiles in the lobby was progressing. He discussed how the original plan for replacing the ceiling tiles had to be revised but was now almost complete, except for the new light fixtures that had not yet arrived, but were anticipated to arrive June 27. Mrs. Van De Carr stated that the delays had been with the manufacturer of the lighting fixtures. Mrs. Van De Carr added that because the lobby ceiling is lower than what one would normally find in a public building, it was difficult to find lighting for the lobby. Library Resources: Mrs. Lofthouse reviewed the meeting minutes, stating that the Committee discussed some meeting room policy changes. Because the staff is needed to set up complex equipment (e.g., LCD projector, Power Point on wireless Internet, CD player, etc.) and to oversee its use, the Library will charge a $20 fee to cover the extra staff cost. Until recently the Library was not able to provide equipment but now the Library can with proper setup. Also a $20 kitchen fee was proposed for the use of the kitchen that adjoins the first floor meeting room and to allow the serving of limited simple foods (i.e., light food, bagles, etc., and only those that would not stain, i.e., lemonade and cookies, etc.) and it was discussed that a fee of $20 be assessed, to cover staff time for clean up and garbage and supplies. Mrs. Lofthouse added that there was also a proposed change to the booking policy from allowing reservations 6 months in advance to, instead, 3 months in advance for outside groups. On behalf of the Committee, Mrs. Lofthouse made a MOTION: to approve changes to the meeting room Policy IC1, with one additional recommendation, changing the fee for serving food to $20. Roll call vote. MOTION PASSED UNANIMOUSLY. Mrs. Lofthouse added that the Committee worked on goals, especially to improve the Technology instruction of the public; she added that during National Library Week, the staff was very proactive and wore “Ask Me” stickers to promote technology, and walked around the floors and actively engaged patrons every fifteen minutes. Mrs. Hall explained that having desk staff walk around 15 minutes of every hour has received positive feedback and will continue. Mrs. Lofthouse reported that the Committee discussed the possibility of recording the Committee minutes. The day and time of the monthly regular meeting of the Building & Grounds and Library Resources Committees would have to be changed because there is insufficient time for staff to listen to and transcribe the minutes and have them ready for them to be included in the Board packet, which goes out on the Friday before the regular Board meeting. Mr. Schmidt added that the Committee also discussed not having the presiding Committee officer take minutes during the meeting, but rather another member of the Committee. Mr. Crandus stated that the Committee also discussed having someone not on the Committee come to the meeting and take notes. Much discussion ensued regarding the various viewpoints on the matter. Mrs. Joyce stated that she felt the recording of the meetings should continue on as they have in the 11 years she has been on the Board. That if anyone had questions on what was in the minutes or wanted more details, then they asked at the regular Board meeting. Mrs. Joyce added that the Committee meetings are working sessions and that she felt that no money should be spent on having someone take notes and the Library staff should not have to listen to two hours of such meetings. Mr. Benka indicated that he felt that it is not appropriate for the Committee Chairman to take minutes, but rather their responsibility is to lead the discussion and to keep the meeting moving. He added that he believed that for the Committees that are more topic orientated (like Building & Grounds) require more detailed minutes. He agreed that transcribing minutes of a meeting is a ponderous task for anyone responsible for it and that when he was on the City Finance Committee he would, for his own benefit, listen to the tapes of the meeting and take them down in long-hand and it would take four hours for him to transcribe a two hour meeting. Mrs. Van De Carr stated that she did not feel that it was prudent to hire someone from the outside to just take meeting minutes because then they wouldn't have a sense of what has already transpired, they wouldn't have the skill to summarize, or to know what is important; so therefore it would have to be someone from the staff who would work during the evening and not during the day, which would impact their regular work load. Mr. Van Metre stated that he was persuaded by Mrs. Joyce's argument that things get hashed out at the Board meeting, per se, and he experienced that first hand in May. He agreed with Mr. Schmidt that it does not have to be set down in writing who should take the minutes. Ms. Gormley added that in the past year two of the Committees have only had three people. Mr. Van Metre added that a Library Committee meeting of a working session. Therefore, he agreed with Mrs. Joyce that this was not worth spending money on, the system is not really broken, and he suggested adapting Mr. Schmidt's idea to leaving it up to the Committee as to who will take the minutes. Mrs. Lofthouse agreed that the Committees should try having another Committee member take notes during the meetings and that the Chairman would still be responsible for signing the minutes and for checking the minutes. Ms. Eileen O'Neill-Burke asked if anyone had ever tried taking the minutes on a laptop. She volunteered to take the Committee minutes at the Building & Grounds and Library Resources Committee meetings to be proofed at the meetings so that they would be ready for the next day. Mrs. Van De Carr stated that the Library would provide Ms. O'Neill-Burke with a laptop and a format of how the minutes should appear. Ms. Gormley asked what the consensus was, to which Mr. Crandus stated that the decision should be made in the individual Committees, and Ms. Gormley concluded that the Chair of each Committee would make the determination for their Committee on how the minutes should appear. Personnel: Mr. Schmidt stated that the Committee went over Mrs. Van De Carr's annual review. There were no questions. Ms. Gormley explained to Ms. O'Neill-Burke that the Personnel Committee meets only when necessary and one of its responsibilities is to conduct the annual assessment of the Director's performance. FRIENDS OF THE LIBRARY Mrs. Van De Carr reported that the Friends of the Library had given the Library $12,000 for the spring wish list for a variety of items across all of the public departments. She added that the Friends would be having their Paperback Book Sale on Sunday, August 6. She reported that they are also planning to sell books out in front of the Library during the Sidewalk Sale Days and Taste of Park Ridge, with all of the proceeds going to the Library Van Fund. UNFINISHED BUSINESS Mrs. Lofthouse remarked upon the Board member contact list that was included in the Board packet. She asked for clarification on the rules of Board members communicating via email. Mrs. Van De Carr explained the limits laid out in the Open Meetings Act. Mrs. Wynn Ryan also explained that the Board members can correspond one-to-one via email, but one or more people can not reply to everyone back and forth because that would constitute a meeting, which would be in violation of the Open Meetings Act. She added that, as a public official, one has no presumption of privacy. Discussion ensued regarding the issue, Mrs. Lofthouse also raised issue of print versus non-print materials. She reported that the Newberry Library recently hosted a seminar on the organization of knowledge and at one of the sessions they discussed that concept and how unrealistic it is because the user loses the concept of browsing (for example, on an on-line dictionary the user loses the words that appears before and after their search-word, as well as the other words on the page). When one is reading in print the eyes scan, the same with browsing the books on a shelf (similar subject books are on the shelf on either side of a book). Mrs. Lofthouse stated that she felt this should be a discussion point for when the Trustees speak with the elected officials, i.e. the issue that online cannot possibly replace printed materials and that the public is losing a great deal of knowledge by relying solely on computers and therefore it is up to the Library to maintain the quality of the print collections. Mr. Crandus added that as libraries have evolved there are more kinds of materials that the libraries are expected to carry, so its not a matter of the libraries offering new technologies or just keeping up to date with print materials. Mr. Crandus added that all this means that libraries do not grow an unlimited amount; as new materials come in, other, older materials get weeded out and libraries have to be cognizant of what materials are weeded and how they use their space. So in regard to the conversations the Trustees have had with the City Council members, the Trustees have had to relay the fact that the Library has had to make tough decisions regarding what to offer because the Library finds it is hard to offer the kinds of things that are expected of a community library given the new technologies and materials that have come out in the last 10 or 15 years, given the available space in the building. Mrs. Van De Carr answered a question regarding the percentage of audiovisual circulation versus the circulation of print materials, and a statement that audiovisual was the largest part of circulation. Mrs. Van De Carr explained that the chart indicated that 24% of circulation was audiovisual, but because the print materials were separated by categories and the audiovisual was not separated by categories one had to add up the various categories of printed materials to get an accurate picture. She explained that print materials were in fact 69% of circulation, audiovisual materials were 24% of circulation, and Interlibrary Loan was 7% of circulation in May. There was a request for a breakdown of the audiovisual materials and Mrs. Van De Carr agreed that this would be done with next month's statistics. NEW BUSINESS Mrs. Gormley reminded the Board that it was once again time to form a Nominating Committee for the election of new Officers for the upcoming Board elections in July. She asked Mrs. Lofthouse (as Chair), Mr. Crandus, Mrs. Joyce, Mr. Van Metre, if they would serve as the Nominating Committee and meet prior to the July Board meeting so that the Board would be able to vote on a new slate of officers at the July meeting. Mrs. Lofthouse asked that they select a date for the meeting and let her know. Those assembled agreed upon Thursday, July 13 at 6:30 p.m. ADJOURNMENT Mr. Benka MOVED to adjourn the Board meeting. Mr. Van Metre SECONDED the motion. Voice vote. MOTION CARRIED UNANIMOUSLY. The meeting adjourned at 10:00 p.m. |
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