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MINUTES OF THE REGULAR MEETING OF THE BOARD OF TRUSTEES OF THE PARK RIDGE PUBLIC LIBRARY HELD AT 7:45 P.M. ON JULY 18, 2006 IN THE THIRD FLOOR MEETING ROOM OF THE LIBRARY CALL TO ORDER Mrs. Joyce called the meeting to order at 7:54 p.m. ROLL CALL TRUSTEES PRESENT: John Benka, Shlomo Crandus, Mary Theresa Gormley, Dorothy Hynous (8:10 p.m.), Janet Joyce, Patricia Lofthouse, Eileen O'Neill-Burke, John Schmidt, Richard Van Metre TRUSTEES ABSENT: None. 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, Larry Kleckner, Gretchen Kottkamp, Kate Mannix, Vivian Mortensen, Kathleen Rolsing, Tom Weiland, Library Staff; Mr. Chuck Baldacchino, Park Ridge resident. ELECTION OF OFFICERS Ms. Gormley asked for a motion to elect a President Pro-tem. Mr. Benka made a MOTION: to nominate Mrs. Lofthouse as President Pro-tem. Mr. Van Metre SECONDED the motion. Roll call vote. MOTION CARRIED UNANIMOUSLY. A copy of the minutes from the Nominating Committee was distributed. Mrs. Lofthouse reported that the previous Tuesday, July 13, the Nominating Committee had met and she reviewed the nominations for officers and stated that all those nominated stated that they would be willing to serve if elected. There being no other nominations from the floor, Mr. Benka made a MOTION: to close the nominations for the slate of officers for the Library Board of Trustees for the 2006/2007 term. Mr. Crandus SECONDED the motion. Voice vote. MOTION CARRIED UNANIMOUSLY. Mr. Benka made a MOTION: to accept the following slate of officers for the 2006/2007 term: President: John Schmidt Vice President: Richard Van Metre Secretary: Shlomo Crandus Treasurer: Dorothy Hynous Mr. Crandus SECONDED the motion. Roll call vote. MOTION CARRIED UNANIMOUSLY. Mr. Schmidt then presided over the meeting as Library Board of Trustees President. CONSENT AGENDA Ms. Gormley stated that there were a couple of corrections to be made to page 5 of the June Board minutes. She stated that in the first word in line # 8 should be changed from “discussing” to “discussed”. Also, she asked that in line 13 the word “the” should be removed from the sentence “…that the no money should be spent…” There being no further changes to the Consent Agenda, Mrs. Joyce MOVED to approve the Consent Agenda as amended. Mrs. Lofthouse SECONDED the motion. Roll call vote. 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 In Ms. Hynous' absence, Mr. Van Metre reviewed the financial reports contained in the packet. Mrs. Van De Carr reported that the Summary by Line Item Report showed that with 17% of the fiscal year elapsed, 15% of the budget (excluding the Capital Budget) had been expended. The Board acknowledged the many donations made to the Library's Restricted Gift Fund during June. Mr. Van Metre reported that the quarterly statement from the Michel Trust had been received, showing a decrease of about $8,500 for the quarter, leaving a balance for the total portfolio at $375,462.57. In response to Mrs. Lofthouse's inquiry as to what type of funds were invested for the Michel Trust Fund, Mrs. Van De Carr replied that the Trust Fund is held by the Northern Trust and is a diversified fund under the control of Mrs. Michel. LIBRARY DIRECTOR'S REPORT Mrs. Van De Carr reviewed the Library's statistics for the month, reporting that at the request of the Board at the June meeting, the Library had changed the pie chart to reflect the different types of materials/collections, for which Ms. Gormley expressed appreciation. Mrs. Van De Carr added that AV was not broken out in adult/ juvenile categories because the percentages were too small. Mrs. Van De Carr reported that circulation is up 3% for June (by almost 2,200 items), and up 3% for year-to-date. She added that the book collection was down 4%, mostly due to the major weeding project currently underway. Mr. Benka asked Mrs. Van De Carr if the Library had a target number at which the weeding would cease. He stated that in reading the descriptors for the Illinois libraries (i.e. regarding the type of library “established” (174,000 items), “advanced” (269,000 items) the categories depend on the amount of materials the library possesses and he wants the Library to be cognizant of the amount being weeded so as not to fall too far. Mr. Benka added that although the community should recognize that for every new book that comes in one goes out, but that he doesn't want the situation to come about that “for every new book that comes in, one and a half goes out”. Mrs. Van De Carr stated that the library card registration for May 2006 was at 69%, and in May 2005 it was 71%, so that is down 2% from last year at that point in time. She added that over 70,000 items were circulated in June. Mrs. Eileen O'Neill-Burke asked how many preschoolers had registered for library cards. Mrs. Hall, Children's Services Manager, stated that Children's Services had been keeping a tally and so she would provide those numbers, as of May 1, for the Board. Mrs. Van De Carr stated that the door counts for June were up by 4,000 visitors; that June was a very busy month, there is a lot of interest in the pirate theme, and the new format of the Library newsletter has certainly garnered a lot of attention for the summer activities at the Library. Mrs. Van De Carr reported that year-to-date program door count and year-to-date program attendance were both up over the last year. She added that a lot more programs were being offered year 'round for adults and children, especially now that the meeting room remodel was complete. Some discussion ensued regarding door counts, program attendance, and the meeting room capacity. Mrs. Van De Carr reviewed the details of the Library's annual Summer Tent Event “An Evening to Treasure” which took place on July 12 under the big tent on the Library lawn, estimating that about 500 people attended the event. She stated that once again, Liberty Bank for Savings in Park Ridge had sponsored the event, providing $1,500 for all of the entertainment and the program. The Chamber of Commerce provided the large tent. Mrs. Van De Carr also reported that Liberty Bank for Savings had already stated that they will sponsor the 2007 event as well. Mrs. Van De Carr also showed the Board a display board of photos from the event. Mrs. Van De Carr reviewed some City items, including a possible change in the Municipal Code, especially regarding when a City department must go out for bid. That limit was recently proposed to change the formal bid process from (a project costing) $10,000 to $20,000. She added that the Governor changed the law about a year ago and the Library could not make any changes until the City made a change to the Municipal Code; the Library would still obtain a minimum of three quotes for projects of $5,000 and over, but the formal bidding process can slow the process down and it is not hard these days for even a small construction project to cost $10,000. Mr. Benka suggested that the Board discuss the Library's bidding process if the City Municipal Code changes. Mrs. Van De Carr explained the formal bid process. Mrs. Van De Carr reported that in the City Finance Committee minutes of the meeting of June 27 there was a discussion of the City compensation plan as well as the negative ramifications of any hiring freeze. She added that the City would be discussing the matter further at their August 21 City Council meeting. Mrs. Van De Carr informed the Board that the City Council (at their July 17 meeting) was also scheduled to vote on the City Council policy on electronic messaging, with regards to the Open Meetings Act, Freedom of Information Act, and Local Records Act. Alderman Wynn Ryan stated that the policy was approved at the City Council meeting, and so Mrs. Van De Carr stated that she would make copies of the statement for the Board members. Alderman Wynn Ryan gave an overview of the statement. Mrs. Van De Carr directed the Board's attention to the copy of the Library 2005/06 Annual Report that they had received in their packets. In reviewing the pie chart for the collections an error was discovered and Mrs. Van De Carr stated that a corrected page would be given to the Board. Mr. Van Metre complimented the “In The News” book display in the Reference Department, to which Mrs. Van De Carr thanked him. Mrs. Van De Carr highlighted various aspects of the report for the Board. Discussion ensued regarding visitor and circulation numbers, program attendance, and possible reasons for the changes in statistics, as well as if surrounding libraries are experiencing similar statistics. Mr. Baldacchino asked if the circulation numbers show how many Park Ridge residents use other libraries and if there had been an increase in attendance at the Niles and Des Plaines libraries. Mrs. Van De Carr replied that she was aware that many Park Ridge residents use the Niles and Des Plaines libraries. Mr. Baldacchino asked how much of the Park Ridge Library circulation numbers are to non-Park Ridge residents, to which Mrs. Van De Carr replied that less than 5% of the Library's circulation was to non-Park Ridge residents. There was some discussion about the reading room and the availability of quiet space for patrons to stay in the Library to read, as well as the upturn in overall use of the patron computers. Mrs. Van De Carr invited the Trustees to contact her after they read the Annual Report should they have any questions about anything contained in the Report. Mrs. Van De Carr distributed information about Trustee training offered by the North Suburban Library System and requested that the Trustees inform her of their interest. Mrs. Lofthouse commended Mrs. Van De Carr and staff on the Annual Report, stating that it was very enlightening to see how very busy every one is. It was impressive to see the breadth of the services and all the different conferences being attended, as well as the tasks undertaken in the various departments throughout the year. COMMITTEE REPORTS Marketing & Fund-Raising: Ms. Gormley reviewed the Committee meeting minutes, stating that the “Buy A Brick” program was underway and that there had been some confusion and problems with the wording allowed by the “Buy A Brick” order form. Ms. Gormley elaborated on the different phrases available and explained that the Committee decided to not change the policy on the wording for the bricks at this point in time. Mrs. O'Neill-Burke stated that it was very prudent to restrict the type of phrases allowed, and offered to research a recent lawsuit related to a similar buy-a-brick raising event. Ms. Gormley informed the Board that the Art Auction/Silent Auction is set for September 22, that an auctioneer had volunteered her time, and that the solicitation letters had been sent to community businesses. Mrs. Van De Carr reported that the Library had received six phone calls to date from businesses wishing to contribute, the booklet was being compiled and tickets would go on sale in August. Ms. Gormley reported that 2006 marks the 60th Anniversary of the Friends of the Park Ridge Library. The Committee discussed having a celebration to mark the occasion, and suggested inviting the Friends Board to a Library Board meeting this fall to recognize this anniversary, as well as to assist in the planning of the commemoration. Ms. Gormley stated that among the Committee goals was improving facilities signage. The staff has a Way-finding Committee and had recently completed its report. Mrs. Van De Carr will review the report and provide the Board of Trustees with information soon. She also reported that the Committee would be reviewing the marketing recommendations in the Marketing Plan at the August Committee meeting. Planning & Operations: Mr. Crandus reviewed the Committee meeting minutes, stating that the Committee reviewed the report on Radio Frequency Identification Systems (RFID), which was compiled by Mr. John Doyle, Circulation Manager, and Ms. Linda Egebrecht, Technical Services Manager. Mr. Crandus reported that they had researched the pros and cons of RFID, the various manufacturers, and had presented their recommendations to the Committee, outlining the application and goals for RFID. Mr. Crandus stated that the Committee and staff concluded that this technology should not be invested in by the Park Ridge Public Library at this time. The technology is too new and there are incompatibility issues between the different RFID systems. Mr. Crandus reported that the Committee reviewed the Strategic Directions ideas proposed by the Library staff in accordance with the Committee request at the June Board meeting. He stated that ideas were a good start and that certain directions need to be more specific in order to provide strategic guidance. Mr. Crandus stated that the Highland Park Library did an excellent job of compiling a strategic plan, and the Committee was reviewing that plan as an excellent example of a brief, yet concise plan. Whether the Park Ridge Library uses that Plan as a model or not, it is certainly a good example of a direction. Mr. Crandus stated that the Committee felt that more detail was required in the following areas, including facilities, funding, and serving the community. In regards to funding, the Committee discussed a propensity towards focusing fundraising for Capital expenditures and not for Operating expenditures. Also, direction could address whether a foundation (as infrastructure for fundraising) should be created. The Committee discussed that “Serving the Community” should be clarified so that Board and Staff have clear direction of priorities when deciding between projects and community groups. Mr. Crandus explained that the Library currently tries to be everything to everybody, and it is possible that clearer focus may be better, i.e., targeting the needs of those who actually use the Library, as opposed to trying to entice those who don't use the facility and services, due to the scarce resources available. Mr. Crandus added that the Committee would be addressing the issues again at the next meeting. Mr. Crandus reported that the Committee reviewed the progress on goals and agreed that the Board and staff should prepare for the next Library presentation to the City Council. Possible topics could be a recap of Strategic Plan and/or a summary of facilities research and resulting ideas and the Library's mid- and long-range plan and direction. Building & Grounds: Mrs. Lofthouse reported that the Committee discussed the facility and suggested that, considering both the Building & Grounds and Planning & Operations Committees are discussing the Strategic Plan, that it would be beneficial for the two Committees to have some joint meetings to get a better focus on the whole issue of the future of the facility. Mrs. Lofthouse stated that the Committee discussed the document “Park Ridge Public Library Facility History 1987-Present”, especially the 2003 decision not to take action on the September 2003 study of 22,900 square feet because of the ADA ramifications, and since the future of the facility is so tied in to the Strategic Plan it would be prudent for the two Committees to join forces in drafting the Library's Strategic Plan. Mrs. Lofthouse stated that the Committee had bandied about many ideas. Mr. Benka suggested that the Library keep the City Council informed along the way, and to market decisions to the public and City Council in advance of planning so that nothing seems to come from out of the blue. Mrs. Lofthouse informed that Board that the Committee hopes to have a conclusion to the Draft Summary of the Facilities Review so it may be beneficial for both Committees to meet together in August. The Committee concluded that the Library needs concrete examples (with some statistics) that support the Draft Summary of 2006 facilities review relating lack of space to declining levels of service, and to publicize these examples (e.g., apology for turning people away from movies/programs, etc.). The Committee also determined that it is important to inform the public about how the Library does not meet particular Illinois Library Standards. Mrs. Lofthouse proposed the Board be more proactive in investigating City Council statutes regarding action on issues brought by City Agencies. Mrs. Van De Carr stated that it would be beneficial to chronicle the various suggestions studied, and the reasons if and why they were rejected, as a part of the Plan. Library Resources: No meeting FRIENDS OF THE LIBRARY Mrs. Van De Carr reported that the Friends of the Library had tables out in front of the Library during the Taste of Park Ridge and Sidewalk Sale. They sold withdrawn cookbooks from the Library's collection, raising about $400 for the Library Van Fund. Mr. Van Metre asked Mrs. Van De Carr how much had been raised by the Van Fund to date, to which Mrs. Van De Carr replied that almost $7,000 had been received. In response to Alderman Wynn Ryan's inquiry, Mrs. Van De Carr stated that the Library is hoping to raise $17,000 for the purchase of a van. She added Library continues to receive donations and that there is a sign in the lobby indicating those who have donated to the Van Fund and that the list is updated weekly. Mrs. Lofthouse suggested that the Library should ask the Taste of Park Ridge Committee if the Library's Tent Event (that occurs the night before the Taste begins) may be included in all of the promotions (billboards, etc.) next year in order to bring the event to the attention of more people. Mrs. Lofthouse stated that many people who she spoke to did not know the Tent Event was happening until they stumbled upon it, or worse, until they missed it completely. Mrs. Van De Carr stated that she would inquire into the matter. UNFINISHED BUSINESS Mrs. Van De Carr reported that the City had gone out for bid on the construction of the City Commons and streetscape; all of the bids came in higher than anticipated and so the bids were all rejected by the City Council. Mrs. Van De Carr inquired of Alderman Wynn Ryan if the City was now intending to wait until spring for going out to bid and for work to be done, to which Alderman Wynn Ryan stated that was the case. Mrs. Van De Carr stated that now the work outside the building would not go ahead until spring, which would, of course, impact upon the “Buy-A-Brick” reading garden, which would not go in until 2007; Mrs. Van De Carr stated that the original idea was to start in August 2006. NEW BUSINESS Mrs. Van De Carr distributed Chapters 6 and 7 of the Illinois Library Association's Standards for Public Libraries Serving our Public for the Trustees to review in order to meet requirements of the current Per Capita Grant application. Mrs. Van De Carr added that the Trustee Training that was discussed earlier is also part of the requirements of the current Per Capita Grant application. The core standards are referred to in Chapters 6 and 7, and so she also included those in the packet which she had sent out to the Trustees earlier in the month. Mrs. Van De Carr stated that the Board traditionally reviews the required standards in August. She explained that this review is required by the State of Illinois and elaborated on the process for the new Board members. Mr. Schmidt and Mr. Benka suggested that the Trustees review the particular chapters and standards at the August Committee meetings in order to make quick work of the review at the August Board meeting. Those assembled agreed that this would be a good idea. Mr. Schmidt raised the issue of new Committees, which would need to be decided upon now that there was a new set of officers. He invited the Board members to contact him with their Committee preferences prior to the August meetings. ADJOURNMENT Mrs. Joyce MOVED to adjourn the Board meeting. Ms. Gormley SECONDED the motion. Voice vote. MOTION CARRIED UNANIMOUSLY. The meeting adjourned at 9:35 p.m. |
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