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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 AUGUST 15, 2006 IN THE THIRD 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, Vice President; Shlomo Crandus, Secretary; Dorothy Hynous, Treasurer; John Benka, Mary Theresa Gormley, Eileen O'Neill-Burke, Patricia Lofthouse. TRUSTEES ABSENT: Janet Joyce. OTHERS PRESENT: Janet Van De Carr, Library Director; Jodi Bemis Whitney, John Doyle, Kate Hall, Gretchen Kottkamp, Library Staff. CONSENT AGENDA Mr. Schmidt stated that there was a correction on page 3 of the July minutes. He asked that on the 8th line from the bottom that the word “growth” be removed. Ms. Gormley MOVED to approve the Consent Agenda as amended. Mr. Schmidt SECONDED the motion. Roll call vote. MOTION CARRIED UNANIMOUSLY. Mr. Benka stated that he had a question regarding page 3, the 3rd bullet, regarding that parents are asked to remain in the building during storytimes and that all children wear name tags during storytime. Mr. Benka asked what the protocol is in the Library regarding parents and their young children. Mrs. Van De Carr explained that the Library expects parents of 4 and 5-year-olds in storytime remain in the Library while their children are downstairs in the storytime sessions. Parents accompany their children to the storytime sessions for those children under age 4. Mrs. Van De Carr stated that after the parents of the older children drop them off in storytime and place the nametag on the child, the parents typically wait in the Children's Services Department for storytime to conclude. Mrs. Van De Carr added that there are always two staff members at storytime in case one has to leave to get a parent. The librarians explain the procedure when parents are new to storytime. Mrs. Van De Carr added that there had only been a couple of times when the librarians went to retrieve a parent early, and none of those occurrences were due to an emergency or illness. Mr. Benka asked about page 4 in the minutes, wherein she had stated that the City Council would be discussing any possible hiring freezes further at their August 21 City Council meeting. He asked Mrs. Van De Carr to inform the Board if any such discussion of the subject should occur. 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 contained in the packet. She reported that the Summary by Line Item Report showed that with 25% of the fiscal year elapsed, 23% of the budget (excluding the Capital Budget) had been expended. The Board acknowledged the many donations made to the Library's Restricted Gift Fund (which includes the Van Fund), as well as those made to the Library's Endowment Fund during July. LIBRARY DIRECTOR'S REPORT Mrs. Van De Carr reviewed the Library's statistics for the month, reporting that circulation is up 4% for July and up 3% for year-to-date. She stated that on the pie graph, the 2006 numbers for the YTD eBooks and YTD YA Games were flipped. Mrs. Van De Carr informed the Board that the relocation of the DVD and video collection had been conducted on Thursday and Friday, August 10 & 11 and that the carpeting was in the process of being replaced on the second floor lobby where the stacks had been located. The move gave the collection an additional 80 shelves, and for the time-being, the bottom shelves are not being used, which is easier for the patrons. Mrs. Van De Carr stated that there have been a lot of positive comments from patrons on how much easier it is to see the stairway and elevator. She added that she and Mr. Weiland are discussing replacing the current lighting in the 2nd floor lobby with the same lighting used in the 1st floor lobby. Mrs. Van De Carr reported that the book collection growth was down 5%, which reflects the major weeding project undertaken to make room for the audiovisual collection shift. She added that the AV collection continues to grow at a small rate (3% in July). Mrs. Van De Carr explained the Library is at 70% of borrower population having library cards. She reviewed the card-purging process, as well as the visitor statistics. There were many days in July where the Library had more than 2,000 visitors, with the busiest day being July 13 (the first day of the Taste of Park Ridge) when there were 2,597 visitors to the Library. She stated that program attendance was very strong, and that about 500 people attended the Library's summer Tent Event on July 12. Mr. Benka asked if it was possible to break out the usage of the YA Video Game collection. Mrs. Van De Carr replied that appears on the pie graph, but that she would have it added to the collections page. Mr. Benka also asked if progress was being made on a survey of YA users, to see if they are utilizing other areas of the Library, to which Mrs. Van De Carr replied that it was underway; the new YA Librarian is also speaking with the young adults as they use the loft and asking about their library usage. Mr. Van Metre asked that the AV books be separated from the “regular” books in the statistics, to which Mrs. Van De Carr stated that she would see that it was reported this way in the future. Mrs. Van De Carr distributed a chart reflecting Library statistics on circulation of Library materials, library card registration, programming, and Library visitors back to 1986 in an effort to build upon discussion of the Annual Report and statistics that occurred at the July Board meeting. Mrs. Van De Carr reviewed the charts and statistics in the handouts. Mrs. Van De Carr stated that at the July Board meeting, the Board asked how many preschoolers had registered for library cards. She reported that for the first three months of this new service (as of May 1) exactly 100 cards had been distributed. Mr. Benka referred to Mrs. Van De Carr Director's Report under “New - Automated Notification of Items on Hold” and asked if the Library had ever used bookmarks to publicize any other items of interest in the Library. Mrs. Van De Carr replied that yes, a few times a year the Library will print up bookmarks highlighting special interest items and the Circulation staff will insert them into a patron's stack of books when they check out, as well as distributing them around the Library. Mr. Benka asked who on staff is behind the summer reading clubs, to which Mrs. Van De Carr replied that it is a collaborative effort, because they deserve to be congratulated on the great work. Mrs. Van De Carr stated that Mrs. Hall was in charge of the Children's Services program, to which Mrs. Hall stated that the Children's Services department had over 2,416 students signed up for the children's program and added that the entire Children's Services staff was integral in the program's success. Mrs. Van De Carr commented that the idea to track minutes read instead of number of books read was Mrs. Hall's, to which Mrs. Hall stated that it had met with great success and comments from the parents. Mr. Benka stated that it was a great effort by all the staff and that everyone should be commended. Mr. Benka stated that Mrs. Van De Carr had indicated that the businesses that support the Library's various programming and fund-raising efforts are cited in the Library publications, and asked that in an upcoming publication a prominent acknowledgement be given to those businesses. Mrs. Van De Carr reported that the upcoming Library newsletter has a list of the businesses participating in the “September is Library Card Sign-Up Month”, and that an ad was also going to be run in the newspaper with a list of all the participating businesses. Mr. Benka asked for clarification about Mrs. Van De Carr's statement in her Directors Report that the managers were currently reviewing staff training. Mrs. Van De Carr explained that the goal is to have all staff trained on basic customer service and Library information, as well as what core services are offered by each department. Mrs. Gormley asked about signs announcing the email notification feature of book holds, to which Mrs. Van De Carr stated that signs were up already in the lobby by the reserves/holds bookshelves. Mr. Schmidt thanked Mrs. Van De Carr for including the resumes of the Library managers in the Board packets. COMMITTEE REPORTS Planning & Operations: Mr. Crandus reviewed the Committee meeting minutes, stating that the Committee had been working on the Library's Strategic Plan for some time and had looked at and discussed the Highland Park Library's Strategic Plan. It was determined that space is not as much of an issue with Highland Park Library as it is in the Park Ridge Library. The Committee also discussed the Park Ridge Library's collections and to whom the Library is gearing the collections and new items such as more videos and video games. Mr. Crandus stated that the Committee is going to combine some old strategic directions that meet the new Mission & Vision and compile them in a format similar to Highland Park. He added that he and Mrs. Van De Carr would be meeting over the next few weeks to compile a Draft Strategic Plan in time for the September Planning & Operations Committee meeting, which will be just before it is time to begin financial planning in September. Mr. Crandus added that he wished to revisit the issue of the meetings between Library Board members and City Council members and to see which ones have taken place and those that have not yet taken place, as well as to discuss what the Library Board will speak about at an upcoming City Council meeting. Ms. Gormley asked if a Budget & Finance meeting had been scheduled yet, to which Mr. Crandus stated that it should be set up soon. Mr. Benka asked that the Board have a workshop and meet informally on a Saturday to discuss the budget. Mrs. Van De Carr stated that typically the capital budget is discussed in September and the operating budget is typically addressed in October/November. Mr. Crandus suggested that the workshop include discussion of the Strategic Plan, the Budget looking several years out, and also discussion on what the “presentation” to the City Council should cover. Mrs. Van De Carr stated that the Library has had a flat budget for the last 5 to 6 years (except for salaries and benefits) and should be prepared with a plan in case such a budget occurs again. The Board decided to schedule a workshop on Saturday, September 30 to discuss the Library's Capital and Operating budgets. Marketing & Fund-Raising: Mrs. O'Neill-Burke reviewed the Committee meeting minutes, stating that the Committee discussed marketing opportunities (such as the Library presence at the Sidewalk Sale) and getting a stronger connection with the local newspapers. She stated that some of the calendar events are covered by the newspapers, however special events and programs do not seem to get coverage with the Herald Advocate; therefore the Committee discussed different ways of trying to make inroads with the editors of the Herald Advocate and see if more coverage can be obtained. Mrs. O'Neill-Burke reported that there are a couple of law cases regarding buy-a-brick programs (such as Chicago Park District and a couple of other municipalities), and she announced that she had passed those on to the City Attorney to review to make sure that everything with the Park Ridge Library's buy-a-brick policy is in strict compliance with the law with recent court decisions. As of the end of July the Library had raised $1,350.00 for the “Buy A Brick” program, and has received additional donations since then. Mrs. O'Neill-Burke reported that the Committee discussed the Art Auction & Silent Auction, which will take place Friday, September 22, 2006 from 7:00 p.m. until 9:00 p.m. Mrs. Van De Carr asked that Library Board Trustees greet and help run the event. She announced that tickets went on sale that afternoon (August 15) in the Library. Ms. Gormley and Mr. Van Metre offered to make phone calls to local business asking for donations for the Silent Auction. Mrs. Van De Carr stated that the Library is placing a newspaper ad for the auction. The next Library newsletter will highlight the upcoming event. Mrs. Van De Carr stated that complimentary tickets will be given to the Mayor, City Council members, and some other people in the community. Mrs. Van De Carr added that many of the art work items have been hung on the walls of the second floor lobby. She distributed a copy of the Auction brochure that highlights the artwork and their starting minimum bids and explained various issues regarding the costs involved in the Art/Silent Auction. Mr. Van Metre stated that he had spoken to Ann Lunde (the editor of the Park Ridge Herald Advocate) and that she is not reluctance to publish Library items, but is, instead, just short-handed (with only herself, one administrative assistant, one reporter and one photographer), as well as overseeing more than one newspaper. Mr. Van Metre stated that she needs at least two to three weeks advance notice to publish items in the paper, in writing, and preferably ready-to-print. Some discussion ensued regarding the publication of entries in the newspaper “calendar” section as well as possible future ads and the cost and distribution of publishing the Library newsletter. Mrs. O'Neill-Burke reported that the Committee discussed the Van Fund, stating that to-date approximately $7,000.00 had been raised, which includes $5,400 designated by the Friends of the Library, adding that the Library needs to raise $18,000 for a passenger van. Names of Van Fund Donors are posted in the lobby. Ms. Hynous raised the issue of the Library Board Trustee meetings with City Council members, and some discussion ensued regarding the particulars. Building & Grounds: Mrs. Lofthouse reviewed the Committee minutes. She reported that the Committee discussed the Facilities Study Final Summary and the findings of the August 8 meeting of the Library Planning & Operations Committee. She stated that that Building & Grounds Committee drafted a Summary of the 2006 Facilities Review, which (in short) stated that every area of service in the Library is affected by a lack of adequate space, and considering that this generation of the Library Board of Trustees Building & Grounds Committee was not present until after the earlier referendum, believes that in order for the Library to fulfill its vision to become a “third place” for residents to gather and learn, the solution is a new facility, or alternatively, that this facility be expanded and substantially remodeled to include the parking area to the south of the building. Mrs. Lofthouse emphasized that the Library has no specific building or renovation plan in place at the current time; that would be the next step as per the educated studies already undertaken over the past 19 years. Mr. Van Metre added that the decision of the Committee was unanimous and they felt that the Library has looked at this issue from every imaginable direction and there is simply nothing more that can be done in the current building. Mr. Crandus stated that they had gone back through 19 years (to 1987) of (every bit of) research conducted by the various Library Boards on the subject of space planning, strategic planning, resources and services provided to the community in conjunction with the impact the facility has on the staff's ability to provide those resources and services. Mr. Crandus stressed that he wanted it to be clear that this conclusion was not the result of one meeting of one committee, but rather a culmination of 19 years of studies, research and a tremendous amount of work by multiple Library Committees and Boards; and even that being said, the Library does not have any building or renovation plan, and coupled with the Strategic Plan it is understood by the Board of Trustees that the Library may be looking at a long time horizon for any such resolution. Mrs. Van De Carr added that she and Mrs. Lofthouse would be compiling and summarizing all of the findings of the various studies. Mrs. Lofthouse asked that, for the record, that multiple options were examined, including but not limited to, annexes, off-site storage, going up, going down, trailers, diminishing the collections, etc. Mrs. Lofthouse asked that in the August 10 Committee meeting minutes that in the third line from the bottom of the Final Summary, that a comma be added so that the sentence reads “…for residents to gather and learn, the solution is…” Mrs. Lofthouse reported that at the meeting, Mrs. Van De Carr had announced that there would not be any landscape construction on the Library Grounds this year; that the City will go out for bid in January with construction to begin in spring of 2007, anticipating that it will be substantially completed by the 2007 Taste of Park Ridge. Mrs. Lofthouse explained that in an effort to create more space, and because there was no available space elsewhere, the art table belonging to the staff artist was removed and a tall table put in its place so that the book drop cart that had been stored in the Circulation department (because it could no longer be stored in the newly renovated meeting room) could be moved out of that area. Mrs. Van De Carr explained the process, adding that shelves would be placed above the staff artist's table to accommodate the displaced items. Library Resources: Mr. Benka reviewed the Committee meeting minutes, that things are progressing in the second floor lobby, the Committee goals are currently being followed and none need to be completed at this time. He stated that much of the meeting centered on the reviewing of Chapters VI and VII of the Illinois Library Standards, in compliance with the requirements of the 2007 Per Capita Grant application. Mr. Benka stated that discussion of the standards prompted discussion of program development and Library programs geared toward patrons recently retired. The Committee discussed the possibility of placing a question in a Library survey asking, “Are you recently retired? If so, is there something you need from the library to make coming to the Library more of a daily or weekly occurrence for you?” It was also suggested that programs for recently retired patrons be offered with topics like retirement income management, health, etc. The Committee agreed that this would be a good concept to plan to include in the survey. Mr. Benka reported that the Committee confirms that the Library makes special accommodations for patrons with disabilities that wish to attend a program or special event, and that the Library currently accommodates the visually impaired via special considerations. The Committee suggested that the Library place an article outlining these considerations in the various Library publications. Mr. Benka stated that the Committee questioned if there were any sequestered materials in the Library, to which it was confirmed that there are none. He added that Mrs. Van De Carr had distributed a handout concerning how the Library is meeting the standards for the number of items the Library has in the various collections. As in previous meetings, the Committee confirmed that the Library has a collection that is greater than the “Established” classification but less than “Advanced” and that the collections are limited based on the lack of space and cost limitations. Also, the Library has an attractive collection and continues to build its audiovisual collection, although will likely not meet Illinois Standards due to the lack of space. Mr. Benka informed the Board that Mrs. Van De Carr shared a memorandum written by Ms. Kottkamp, Reference Department manager, regarding a new Online Reference Service in which the Park Ridge Library is involved. It was explained that the project Ask?Away allows users to access information via email or live on-line chat. The service is available 24/7, and two of the Park Ridge Library Reference librarians assist in answering on-line chat questions on this service for a total of five hours a week. Mr. Benka stated that the Committee was glad that Park Ridge Library was participating in the program. Ms. Gormley asked if the eBooks collection, which is on a 3 year “trial period”, was doing well. Mrs. Van De Carr reported that this collection is really an “invisible” service and is being expanded through NetLibrary Audio eBooks. The Library has been able to add approximately 1,500 titles to the eBook collection via the NSLS consortium, more publicity will be done this fall. FRIENDS OF THE LIBRARY Mrs. Van De Carr reported that the Friends of the Library had conducted their paperback (and hard cover) book sale on Sunday, August 6 and had made a over $400, having offered 3 books for a dollar. A lot of people attended the book sale. The Friends continue to accept donations for upcoming book sales. Mrs. Van De Carr explained that since the Library can not purchase VHS format tapes any longer, the librarian in charge of purchasing AV materials now looks at all of the donations received by the Friends to see if any tapes are in good condition should be added to the Library's collection. UNFINISHED BUSINESS None. NEW BUSINESS Mrs. Van De Carr announced that 2006 marks the 10th anniversary of the Park Ridge Community Network and the Library is hosting a celebration on September 10, to which the community is invited. Mrs. Van De Carr distributed invitations to the Board of Trustees for the event. She stated that there would be some guest speakers and refreshments. In response to a question, Mrs. Van De Carr replied that there was a lot of interest in the September Art Auction and Silent Auction since the artwork had been hung up on the walls. She added that she would be getting the contact list of the businesses to Ms. Gormley this week. ADJOURNMENT Mr. Benka MOVED to adjourn the Board meeting. Mr. Schmidt SECONDED the motion. Voice vote. MOTION CARRIED UNANIMOUSLY. The meeting adjourned at 9:25 p.m. |
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