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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 JUNE 19, 2007 IN THE FIRST FLOOR MEETING ROOM OF THE LIBRARY CALL TO ORDER Mr. Schmidt called the meeting to order at 7:45 p.m. ROLL CALL TRUSTEES PRESENT: John Schmidt, President; Richard Van Metre (left 8:15 p.m.), Vice President; Shlomo Crandus, Secretary; Dorothy Hynous, Treasurer; John Benka, Arthur Davis, Margaret Harrison, Patricia Lofthouse, Eileen O'Neill-Burke. TRUSTEES ABSENT: None. OTHERS PRESENT: Janet Van De Carr, Library Director; Jodi Bemis Whitney, John Doyle, Linda Egebrecht, Kate Hall, Larry Kleckner, Gretchen Kottkamp, Vivian Mortensen, Kathy Rolsing, Michael Vollmer, 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:
Mr. Crandus read a resolution of the Board commending Mr. Kleckner, Library Access Services Manager, for his outstanding professional service and dedication to the Library upon his retirement after 10 years. The resolution noted that during his career at the Library Mr. Kleckner had maintained more than one hundred fifty computers, kept a remarkable uptime of 99.9%, and managed the consistently secure network. Also, he installed a wireless network, designed a print management system, maintained e-mail and telephone service, and diagnosed trouble 24/7 from the Library, home, restaurants or on vacation; Members of the Board thanked Mr. Kleckner for all his years of outstanding professional service and expressed its appreciation for all his years of outstanding professional service to the Park Ridge community, his dedication to the Library, its users and staff members, and its best wishes to him in the future. TREASURER'S REPORT Ms. Hynous reviewed the financial reports for Period 13 and Period 1. She reported that the Summary by Line Item Report for Period 13 showed that with 100% of FY06/07 elapsed the Library concluded the year with 96% of the budget (excluding the Capital Budget) expended. Ms. Hynous added that at the conclusion of Period 1 (May), with 8% of the fiscal year elapsed the Library was at 7% of the budget (excluding the Capital Budget) expended. LIBRARY DIRECTOR'S REPORT Mrs. Van De Carr reviewed the Library's statistics for the month, reporting that the Library door count was down slightly for May by about 1,000 people over May 2006, which she felt was mostly due to the amount of work going on around the outside of the building. Mrs. Van De Carr explained that once the majority of the work is complete at the end of June, the fencing would be moved and easier access made available to the front doors. In contrast to the door count, Mrs. Van De Carr reported that circulation was up 1% from last year. Mrs. Van De Carr that program attendance was way up compared to 2006. Mrs. Van De Carr stated that a new CD display unit had been placed next to the Reader Services service desk. She reported that the Friends funded the purchase from the last wish list and it holds an additional 400 CDs. Mrs. Van De Carr explained that this is the time of year when Library staff visit all of the schools in Park Ridge in the big push for summer reading club sign up. Mrs. Van De Carr invited Mrs. Hall and Ms. Mortensen to come up and update the Board on what's going on in their departments for the Summer Reading Clubs. Ms. Mortensen reviewed the Adult and Young Adult Summer Reading Clubs for the Board. She reported that the Library had its Summer Reading Club (SRC) Kick-Off day on Friday, June 8. She said there was a slightly lower turn out than in 2006 because it was on a Friday, but that 324 adults had signed up to date and she anticipates that about 400 will sign up. Ms. Mortensen reviewed the guidelines and prizes for the Adult SRC, and showed the SRC Adult grand prize for 2007 - a folding book light. Ms. Mortensen reported that Young Adult Librarian. Ms. Hommel, would be celebrating her first anniversary at the Library the week of June 18, and that she had made a big difference in the department, citing that the number of Young Adult programs doubled in her first year (from 29 programs in 2006 to 67 programs in 2007) . Ms. Mortensen circulated samples of the Young Adult SRC log sheets and program list. She added that 235 kids had signed up for SRC and in 2006 the total number of registered YA's enrolled (for 6th grade through 12th grade) was 230 so YA is already ahead of last year's statistics. Ms. Mortensen reported that 164 kids were registered for “Book Buddies”, which is 82 pairs children who are going into 2nd grade are paired with a junior high big buddy. She explained that this program is very successful, was set up many years ago by one of Ms. Hommel's predecessors, and has been duplicated throughout the north suburban libraries. She added that 32 Junior Volunteers were registered, the max for the program, and they will be working throughout the Library. Mortensen explained the Book Buddies, Junior Volunteer, and YA Game Maker programs. Mrs. Hall reviewed the various children's reading clubs and reported that over 1,700 children had enrolled to date, adding that 2,600 children had registered in 2006 even though not all had finished. She stated that the registration numbers were higher this year compared to what they had been at the same time in years past. Mrs. Hall added that this is the third year that the Park Ridge Library was offering some prizes sponsored by the Big Ticket Program of the Daily Herald. She explained that the Daily Herald works with over 50 libraries in the Chicagoland area providing prizes for children's summer reading clubs and she reviewed some of the prizes, as well as the SRC patch. Mrs. Van De Carr stated that Library staff created the themes of the Summer Reading Clubs, even though sometimes the Park Ridge Public Library will follow the State theme. In response to Mr. Benka's inquiry, Mrs. Van De Carr stated that Ms. Van Diggelen, the Library', part-time staff artist created all of the artwork, fliers, reading logs, as well as the Summer Reading Club two mascots (dolls) for the Children's Services department. Mrs. Van De Carr introduced Michael Vollmer, the new Access Services Manager, to the Board, stating that he had begun work on June 4 and was in his third week at the Library. She explained that Larry Kleckner is training him and he has been very busy learning our systems, software, etc. as well as experiencing a day with 5 power outages, as well as two and a half days with a cut telephone line. Mrs. Van De Carr added that Mr. Kleckner's last day would be Friday, June 29. Mrs. Van De Carr directed the Board's attention to the two items in their packets titled “Nuts and Bolts” one outlining how Library warrants are paid, and the other one reviewing the weeding process. Mrs. Van De Carr solicited questions about her report. Mr. Benka asked if Mrs. Van De Carr had been given the completion date for the work on the Library grounds, to which Mrs. Van De Carr replied that she had attended a City meeting with the contractor on June 12 and the contractor indicated that they are still on target for completing the work prior to the Taste of Park Ridge. Mrs. Van De Carr explained that a sprinkler system has been installed on the Library grounds, and that Mr. Weiland has a wall to build so that the sprinkler can be hooked up. She added that there may be a few little things that are not completed by the Taste, but that overall the project would be done and they are working really hard to make the deadline. Mrs. Van De Carr showed the Board one of the new books that had recently been added to the collections honoring a Library volunteer. Mrs. Van De Carr explained that at the Volunteer Tea in May the volunteers each picked out a new book in which to have their name placed on a bookplate, as a gift from the Library. Mrs. Van De Carr reported that the Library had concluded all of purchases for the new Young Adult Loft and the total project came to $31,244.75. She added that the project would have been more expensive, but Mr. Weiland did a lot of the work. COMMITTEE REPORTS Planning & Operations: Mrs. O'Neill-Burke reviewed the Committee minutes as Chair Pro-tem of the Committee meeting. Mrs. O'Neill-Burke stated that the Committee once again discussed the community survey and after reviewing the proposals determined that Public Opinion Laboratory of Northern Illinois University (POL) should conduct the survey for 400 respondents. It was discussed that POL is local and is familiar with libraries, whereas Unicom Group from St. Louis, Missouri is not a local company and it was noted that the executive summary included in the District 64 report was not as comprehensive as POL summaries. There was also a significant difference in price. The POL proposal was $5,000 less. After some discussion about the survey details, On behalf of the Committee, Mrs. O'Neill-Burke made a MOTION: To accept the proposal from Public Opinion Laboratory of Northern Illinois University to accomplish a telephone survey of 400 respondents at a cost of $12,177. After some discussion regarding the survey and possible cost overages Mr. Schmidt made a MOTION: To amend the Committee motion, to read that the Library will “accept the proposal from Public Opinion Laboratory of Northern Illinois University to accomplish a telephone survey of 400 respondents at a cost not to exceed $13,500”. Ms. Hynous SECONDED the motion. MOTION PASSED UNANIMOUSLY. On behalf of the Committee, Mr. Crandus made a MOTION: To accept the amended motion for Public Opinion Laboratory of Northern Illinois University to accomplish a telephone survey of 400 respondents at a cost not to exceed $13,500. MOTION PASSED UNANIMOUSLY. Mrs. Van De Carr distributed a sign-up sheet in order to determine the best date for a Board workshop. Marketing & Fund-Raising: Mrs. O'Neill-Burke reviewed the Committee meeting minutes, and discussed that the approved phrases for brick engraving are geared more to individuals and families than to businesses. Business orders may require special consideration to accommodate business needs. The Committee will consider each business brick purchase request on a case-by-case basis. Mrs. Van De Carr stated that since the construction has progressed on the Library plaza and Reading Garden area, more patrons have inquired about purchasing bricks. She added that the first order of bricks had already been laid in the Reading Garden and that she felt that sales would increase once people are able to access the area and see the actual bricks in place. The Committee was informed that the staff IDEA team had been meeting to discuss plans for the Library's presence at the Taste of Park Ridge. Board members are being asked to volunteer their time. Mrs. Van De Carr distributed a schedule of available times that the Library will have a table set up for the Taste of Park Ridge if Trustees will be able to help staff the table. Mrs. O'Neill-Burke reported that the new Library Information Coordinator, Carol Simantz, had attended the Committee meeting. Ms. Simantz spoke about her experience in marketing, which is quite extensive. Library Resources: No meeting. Building & Grounds: No meeting. FRIENDS OF THE LIBRARY Mrs. Van De Carr reported that the Friends of the Library had their annual Board meeting, at which the Library presented them with a wish list. The Friends approved funding a list which totaled $11,500. Mrs. Van De Carr noted that the Friends will once again fund the Summer Reading Club prizes, as well as $2,000 in books for the Reference Department, money for programs and books on CD in Children's Services, and money for Adult programs and Young Adult programs, games, and CD'S, and money for the Library Endowment Fund. Mrs. Van De Carr stated that she would be sending the Friends a thank you letter acknowledging their generosity. UNFINISHED BUSINESS Mr. Crandus mentioned that he and Mrs. Lofthouse were at the conclusion of their terms of office on June 30, and he asked Mrs. Lofthouse if Mayor Frimark had contacted her. Some discussion ensued. It was noted that Mr. Davis' term, although he just began as Trustee, also expires June 30. Mrs. Van De Carr explained that they all would serve until they are reappointed or replaced. NEW BUSINESS Mr. Schmidt reminded the Board that it was once again time to form a Nominating Committee to draw up a slate of nominees for Board Officers for the upcoming Board elections in July. He stated that he had already spoken to the Trustees and that Mr. Van Metre had agreed to act as Chair of the Committee, which would also be comprised of Mr. Benka and Mrs. Harrison. He asked that they 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 regaled the Board with highlights of her recent trip to Washington, D.C. for the “National Library Legislative Day”. She stated that the attending trustees also attended a training session on how to advocate for their libraries. Mrs. Lofthouse added that it was a wonderful, very positive experience. Mr. Benka 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. Crandus SECONDED the motion. Roll call vote. MOTION CARRIED UNANIMOUSLY. COMMENTS FROM THE GENERAL PUBLIC None. EXECUTIVE SESSION The Board went into an Executive Session at 8:29 p.m. ADJOURNMENT EXECUTIVE SESSION Mr. Benka MOVED to come out of Executive Session. Mrs. Lofthouse SECONDED the motion. Voice vote. MOTION CARRIED UNANIMOUSLY. ADJOURNMENT Mr. Benka MOVED to adjourn the Board meeting. Ms. Hynous SECONDED the motion. Voice vote. MOTION CARRIED UNANIMOUSLY. The meeting adjourned at 9:02 p.m. |
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