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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 AUGUST 21, 2007 IN THE FIRST FLOOR MEETING ROOM OF THE LIBRARY CALL TO ORDER Mr. Schmidt called the meeting to order at 7:33 p.m. ROLL CALL TRUSTEES PRESENT: John Benka, Shlomo Crandus, Margaret Harrison, Dorothy Hynous, Patricia Lofthouse, John Schmidt. TRUSTEES ABSENT: Arthur Davis, Eileen O'Neill-Burke, Richard Van Metre. OTHERS PRESENT: Janet Van De Carr, Library Director; Jodi Bemis Whitney, John Doyle, Linda Egebrecht, Kate Hall, Vivian Mortensen, Kathy Rolsing, Michael Vollmer, Tom Weiland, Library Staff. CALL TO ORDER Mr. Schmidt called the meeting to order at 7:32 p.m. ROLL CALL TRUSTEES PRESENT: John Schmidt, President; Shlomo Crandus, Vice President; Margaret Harrison (8:02), Secretary; Dorothy Hynous, Treasurer; John Benka, Arthur Davis, Patricia Lofthouse, Eileen O'Neill-Burke, Richard Van Metre. TRUSTEES ABSENT: None. OTHERS PRESENT: Janet Van De Carr, Library Director; Jodi Bemis Whitney, John Doyle, Linda Egebrecht, 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. Mrs. Lofthouse indicated that the July minutes mentioned that she had discussed the public art and she had said that the City Council had tabled the discussion. She stated she was informed by Mrs. Van De Carr that in actuality the issue had been sent back to Committee and so Mrs. Lofthouse wished to clarify that issue and have it noted in the minutes. Mr. Van Metre MOVED to approve the Consent Agenda as revised. Mrs. Lofthouse SECONDED the motion. Roll call vote was taken on the Motion. MOTION CARRIED UNANIMOUSLY. COMMENTS FROM THE GENERAL PUBLIC None. SECRETARY'S REPORT In Ms. Harrison's absence Mr. Crandus circulated two folders of correspondence and information.
TREASURER'S REPORT Ms. Hynous reviewed the financial reports for June, stating that the Summary by Line Item Report for Period July showed that with 25% of FY07/08 elapsed, 22% of the budget (excluding the Capital Budget) had been expended. LIBRARY DIRECTOR'S REPORT Mrs. Van De Carr reported that the annual purge of non-active library cards (those not used in the last 3 years) had been concluded and as a result the total number of registered borrowers is now 64%, at 24,205 and that number is expected to climb over the next 12 months, until the next purge. Mrs. Van De Carr reviewed the Library's statistics for the month, reporting that the daily statistics were very good for July, with 50,000 visitors to the Library, even though year-to-date is slightly under last year. Program attendance was very high, as was the door count (3,000 of those visitors to the Library attended the July 20 Harry Potter Extravaganza between 6:00 p.m. and Midnight) and circulation for July was down slightly over last year. She explained that the Harry Potter Extravaganza was held from 5:00 pm until Midnight on July 20 in the Library and in multiple businesses around Uptown. Mrs. Van De Carr showed a copy of the City's new Citizen's Guide to City Government to the Board, stating it has the contact information for all of the elected officials. She added that copies are also available at the Reference Desk and Administration Office. Mrs. Van De Carr reported that the Library staff participated in the community's National Night Out on August 7; this national initiative is coordinated by the Park Ridge Police Department. Activities took place in Hodges Park, there were a lot of safety information booths, the children got to meet the police officers and fire fighters, and the event promotes healthy community values. Mrs. Van De Carr explained the unique Young Adult program, Game Maker, which was held at the Library this summer. She stated that the program was a huge success, and she showed the Board pictures from the program and the teen panel on gaming held at the Marriott Hotel downtown, to which some of the teens were invited to participate. Mr. Benka stated that in regard to the Harry Potter Extravaganza, he believed that it was a huge success and offered the Board's congratulations to both the person who spearheaded the event (Mrs. Hall, Children's Services Manager), as well as to all the staff who worked the event. He added that since the Harry Potter Extravaganza is a “once in a book time” activity, staff should be commended for the special effort made to involve the community and the kids. He stated it was an outstanding event and the staff went above and beyond their day-to-day responsibilities to be exceptionally creative and responsive to something that was this significant and the Board really appreciates all Mrs. Hall and all the staff involved, did to create this event. The other Board members agreed. Mrs. Van De Carr added that Liberty Bank for Savings provided $1,500 to sponsor the Library's Harry Potter Extravaganza programs and the rest of the businesses in town contributed their own resources to make it a memorable evening. Mr. Benka had a question regarding the team working on additional incentives relative to the National Library Card Sign-Up Month. (In September the Library will be conducting its annual campaign to encourage more residents to sign up for library cards.) Mr. Benka asked if any details were available yet as to what kind of incentives are being discussed, to which Mrs. Van De Carr replied that one item will be a raffle of some baskets. She added that once again the Library is partnering with local businesses to offer discounts and premiums for customers that show their Park Ridge Library card at the time of purchase. Mrs. Van De Carr stated that a list of the participating businesses will be in the September Library newsletter. Mr. Benka said that, on the subject of the Library newsletter…at the July Board meeting Mrs. Van De Carr had stated that there would be an article in the newsletter regarding the City Commons project explaining that only $95,000 of the $1,200,000 project came from the Library not from Library funds nor by the taxes raised by the Library assessment. Mrs. Van De Carr stated that such an article is on the front page of the upcoming newsletter. Mr. Benka said he didn't realize that a library card is on the District 64 supply lists. He asked what kind of response the Library has to which Mrs. Van De Carr asked Mr. Doyle, Circulation Manager, if there is an upsurge in new library cards in August and September. Mr. Doyle replied that there are more parents coming in at the conclusion of the summer reading clubs and settling any overdue fines as well as having their children get a library card. Mr. Benka said he was glad to hear that parents take this issue so seriously. Mr. Benka raised the issue in Mrs. Van De Carr's Director's Report regarding the School District #64 Traffic Safety Committee meeting held July 18 at the Education Service Center. In it she said she had offered to assist in promoting any initiatives to increase traffic safety around the schools, increase community awareness and opportunities for educating residents. Mr. Benka asked if anyone took her up on her offer. Mrs. Van De Carr answered “not yet”, although Dr. Pryor said that she was very happy to have the offer and would contact the Library should anything come up that the Library could help with. Mrs. Van De Carr reported that this is the time of year that the State requires all libraries submit an Illinois Public Library Annual Report for the fiscal year. The report consists of numerous statistics on the Library. She asked that the Board President and Board Secretary sign the report so that it could be mailed. Mrs. Van De Carr added that in about a year the library will receive a report on a CD having information on all public libraries in Illinois. It's an opportunity to see how Park Ridge Public Library compares to other libraries of the same size. Mrs. Van De Carr informed the Board that, per their request at the July meeting, she had spoken to Ms. Lembesis and invited her to attend a Board Meeting to explain budgeting, Library finances, and the Library Fund. Mrs. Van De Carr stated that Ms. Lembesis will be attending the November meeting, because she is unable to do so before then. Mrs. Van De Carr added that Mr. Buzz Hill, the City attorney, is in the process of visiting all of the City's Boards and Commissions to discuss the Illinois Ethics ordinance. Mrs. Van De Carr invited him to attend a Board meeting, and although he is unavailable until after the October meeting, he will be contacting Mrs. Van De Carr to arrange the date. Mrs. Van De Carr reported that she and Mr. Weiland had attended a meeting at the City that afternoon, along with other City staff, all of the contractors, City Forester, and the City Engineer regarding the Library grounds. The contractors are waiting for a couple of the railings to arrive and once those are installed the fencing around the property will be removed. Some additional work will be done on the landscaping, sprinkler heads, etc. they are working from a punch list that is about 3 pages long, which includes input from many different staff and departments. Mrs. Van De Carr stated that Mr. Weiland had mentioned that the Board and Library were not happy with the bluestone and rocks underneath the horse chestnut tree, to which the Assistant City Manager, Ms. Juliana Maller, stated that it is what's in the plan and that's what will stay. Mrs. Van De Carr invited Mr. Weiland to update the Board on any other items. Mr. Weiland gave an overview of some of the other items discussed at the meeting, such as areas that are low that flood when it rains or the lawn is watered; problems related to the building that were created by the construction, such as downspouts buried in the bluestone; also, where the phone cables were cut, the fire alarm trips when it rains; there are some big issues to be resolved and they are working through each of them. Mr. Weiland reported that Commonwealth Edison still needed to come out and take care of two matters, one of which was to make the connection for the power to all of the new outdoor light fixtures. Since the Library will have to be closed during the work, it is hoped that the two Com Ed crews will work simultaneously to minimize the Library's down-time and when that date is determined Ms. Sarah Mitchell of Public Works will contact Mrs. Van De Carr so that signs can be placed in the Library to inform patrons that the Library may be opening a little later on that day and why. Mr. Benka raised the issue that the Library should not be satisfied with the response by Ms. Maller regarding the bluestone beneath the tree. Other Board members voiced agreement. The Board voiced concerns about the appearance and especially safety issues of the bluestone area, as well as concerns about the health of the horse chestnut tree and oak tree in front of the building. The Board decided to pursue investigating the issue and it was decided that Mrs. Lofthouse would draft a letter to the appropriate people at City Hall regarding the matter. COMMITTEE REPORTS Planning & Operations: Mrs. O'Neill-Burke reviewed the Committee minutes, reporting that the Committee discussed the August 30 workshop to discuss the Community Survey and Strategic Plan and that Mrs. Van De Carr and department managers are going to compile a list of potential survey questions. Mrs. Van De Carr reported that she had met with department heads to begin developing a framework for the Strategic Plan meeting on August 30. At the meeting she had suggested that it would be a good idea to extend the Strategic Plan to a 2-year plan. Mr. Benka raised the issue that the Board and staff should determine what it wishes to gain from the survey. Discussion ensued regarding survey questions and possible goals. Mrs. Van De Carr added that she had included two prior PRPL surveys (1995 and 2000) in the previous Board packets. Marketing & Fund-Raising: Mrs. O'Neill-Burke reported that the Board had already discussed the Harry Potter Extravaganza, kudos to everyone involved. Mrs. O'Neill-Burke stated that the big issue currently is the Buy A Brick fund-raiser, which the Board had not thought would be an issue because it set down a policy, but apparently the policy caused more issues than it was designed to prevent. Mrs. O'Neill-Burke reviewed some of the problems with the bricks (mortar becoming imbedded in the engraved letters, etc.). She asked Mrs. Rolsing to verify that many people walked away from purchasing a brick due to the restrictive nature of the current policy, because they wanted to have something engraved on a brick that, although not inappropriate nor offensive, but were just not allowed according to the current policy. Mrs. Rolsing explained that there had been 30 complaints, 2 who rescinded their orders due to the policy, and many who didn't place an order due to the restrictions, and others who begrudgingly placed an order although they were disappointed in the change(s) to their initial desired inscription. There were many phone calls involving unhappy, angry, disbelieving, or crying patrons regarding their brick order. Mrs. O'Neill-Burke reported that the Administration staff had submitted a greater list of permissible dedications for the bricks to the Board and that Mrs. Van De Carr would ask the City Attorney to review the list and that hopefully their addition would resolve many of the problems encountered to-date. Mrs. O'Neill-Burke stated that as long as Mrs. Van De Carr gets the okay from Ms. Henn, then the expanded list was fine with her if the rest of the Trustees concurred, to which they did, and then the Board would vote on the matter at the September meeting. Library Resources: Mr. Benka reported that at the Committee meeting, Mrs. Van De Carr had explained the process used in weeding the collections and collection development and gave the Committee some interesting statistics including the fact that currently 5% of the Library's book collections have not circulated in 4½ years. Mrs. Van De Carr had explained that the circulation report is produced by CCS (Cooperative Computer Services). Staff review the circulation report, which lists the specific titles and then considers (title by title) whether or not to weed the book from the collection. About 80% of materials identified as “not circulated” are usually weeded. Mr. Benka stated that the Committee was impressed by the details of how the collections are weeded and that it is such a studied process. Mr. Benka mentioned that at the meeting, Mrs. Lofthouse had suggested that the Committee should consider approaching the Mayor about expanding the Public Art Commission to include a Library Board member. The Committee was reminded that Mr. DuSold, as President of the Friends of the Library, is already a Public Art Commission member. Mr. Benka added that Mrs. Van De Carr had reported that staff can accumulate data on computer use and include that information with the circulation data reported to the Board monthly. Mr. Benka mentioned that the City is establishing a new organization called P.R.O.U.D. (Park Ridge Organization for Uptown Development) which is a not-for-profit, volunteer-based group to help promote the concept of “Main Street U.S.A.” (i.e., thoughtful progress in a community). Mr. Benka stated that he noticed that there were a couple of bulleted items in the overview of P.R.O.U.D. which correspond to the Library's idea of its place in the community (1. as being “a gathering place”, and 2. nourishing people physically, mentally and spiritually). He added that these items say ”hey, that's us, can we join together with you, either as adjunct members or full-fledged members to remind you that we provided these kinds of services“ just as businesses provide shopping experiences, streetscapes, etc. Mr. Benka suggested that the Library let it be known that it would like to be included. Mrs. Van De Carr stated that if any of the Trustees wish to be a volunteer for this group, she would contact Ms. Kim Uhlig, the City's Economic Developer, to let her know. Mrs. Van De Carr said she would attempt to find out more information. Mrs. Van De Carr added that Ms. Uhlig offered to do a presentation of the program for the Board. Building & Grounds: Mrs. Lofthouse reported that the Committee has to approve the Library's Disaster Emergency Procedures and the Committee had a lively discussion regarding them. At the meeting, Mrs. Lofthouse stated she felt the Emergency Plan was lacking a section for “people” crimes gunman, kidnapping, bomb threat, or death. Mr. Weiland advised the Committee that the procedure is for any staff member observing anything of that nature to call 911 immediately and then notify Administration. Mrs. Lofthouse also suggested that information regarding terrorist/ weather/attack procedures be included (i.e., staff wait for contact from police or emergency services via phone or weather alert radio). Mrs. Van De Carr stated that the Library would make sure that nothing in the Library Disaster Plan is contrary to the Fire and Police departments' procedures. Further discussion ensued regarding various details of the Emergency Plan. Mrs. Lofthouse stated the Committee discussed the Good Samaritan Law in terms of CPR and defibrillator use. She said that Mr. Weiland reported that untrained personnel are not covered by the Good Samaritan Law, but trained personnel are. Mrs. Van De Carr stated she will confirm that with the Fire Department. Mrs. Lofthouse stated she had suggested the Library purchase self-generating flashlights and radios and that subsequently Mr. Weiland had purchased the radios, but the flashlights did not generate as much light as those currently owned by the Library (they use an 8 volt battery) and therefore none were purchased. Mrs. Lofthouse reported that Mrs. Van De Carr said staff would bring a revised disaster plan back to the Committee in September and the Committee will bring their results to the regular Board meeting. Mr. Mackin, Architect, discussed his ideas to increase the library space and parking space with the Committee. Committee agreed that Mr. Mackin is welcome to present his plan to City Hall. Mr. Schmidt clarified that these are Mr. Mackin's ideas, not anything the Board is spearheading or endorsing. Mr. Mackin just wanted to make sure that it was okay with the Library Board if he went to the City with his ideas. Mrs. Van De Carr reported that she had been contacted by Ms. Uhlig to see if the Library was open to ideas about combined use on the Library property, if it meant that it could expand the building as well. Mrs. Van De Carr said that she believes there is still some interest from developers on this piece of land, as there was prior to the Uptown Redevelopment. Mrs. Lofthouse reviewed the Committee minutes and stated that Mr. Weiland had brought a punch list for the library grounds construction project to the City regarding unfinished items, including the problem with the concrete slabs under the chess table and chairs on the lawn that are too low and water accumulates. Mrs. Lofthouse asked Mr. Weiland about the point in his report that stated that the top seal on the elevator is leaking again, and since the Library had paid for it to be repaired is it covered under any kind of warranty, or does the Library have to pay for a repair again? Mr. Weiland replied that the top seal has been repaired 5 times after the initial install and that he has called them to have them repair it again. He explained that the third time that they installed the top seal, the seal link was upside down and the piston has scoured the inside of the link. Mrs. Van De Carr asked Mr. Weiland if the seal is leaking because of the work they did or because of the age of the elevator. Mr. Weiland stated it is because of the work and the installation. In response to Mrs. Lofthouse inquiry about the first floor fire alarm system, Mrs. Van De Carr replied that the work needs to be done to repair the first floor fire alarm system and that it is a time and materials project and that it is very time-consuming. Work could be done in-house, but would take too many hours for Mr. Weiland to do it on his own. Therefore, the Committee encouraged Mrs. Van De Carr to hire someone and get it done. Mrs. Lofthouse asked if the Library has regular fire drills. Mrs. Van De Carr replied that the Library had not conducted any planned fire drills because at least once or twice a year there are non-planned fire drills due to the heads being activated for various non-dangerous reasons, so there has not been a pre-planned evacuation drill. During these drills, no one knows that it is a false alarm, staff conducts the evacuation per procedure and staff are assigned specific areas of the building to investigate to make sure everyone is evacuated. Mrs. Van De Carr added that during these alarms the building has been completely evacuated in 2½ to 5 minutes and that everyone has always been very cooperative. Mrs. Van De Carr reported that one of the items Ms. Egebrecht has been addressing with the Fire Department is that the Library lacks a fire-safe room on the third floor and no way to evacuate someone from that floor except via the stairs. The Fire Department has suggested that the Library purchase an evacuation chair which would make it easier to take someone safely down the stairs and forwarded information, which Ms. Egebrecht will review with Mr. Weiland to consider purchasing. In response to Mrs. Lofthouse's inquiry, Mr. Weiland stated that during the annual fire inspection the Fire Marshall asks if the Library conducts formal, scheduled drills, to which Mr. Weiland explains the fact that there are two to three unscheduled drills every year to which the building is evacuated and the Fire Department responds, and the Fire Marshall has been satisfied with the results of those unscheduled evacuations. Mr. Weiland stated that he had spoken at the Building & Grounds Committee meeting about what he considered to be one of the few ugly areas of the building, which would be the partitions/ dividers in the restrooms. He reported that Accurate Partitions Inc. had given an estimate of about $1,600 to replace all of the partitions. Mr. Weiland stated that this project would take place over two separate days. FRIENDS OF THE LIBRARY Mrs. Van De Carr reported that the Friends of the Library conducted their paperback book sale on Sunday, August 6 and had made almost $900, with the books being 50 cents each or 3 for a dollar. A lot of people attended the book sale and the Friends were very pleased. Mrs. Van De Carr stated that the Library has been receiving a lot of donations in the last few weeks. Mr. & Mrs. DuSold and another Friends volunteer come in to sort the books and they are working hard to keep ahead of the donations. UNFINISHED BUSINESS Mr. Benka remarked on the newspaper article about the video games that Mount Prospect Library has game tournaments where the games involve shooting “guns”, etc. and that the article cites the Park Ridge Public Library's tournament as having “Guitar Hero”, which is the playing of guitars on a large screen. Mr. Benka stated that the Park Ridge Library's game is the type of game that is in the realm of a game that he, as a Library Board member would support as opposed to the game as described in the article as being offered at Mount Prospect Library. In regard to the lengthy discussion the Board had regarding Internet policy, Mr. Benka noted that Officer Ben Peterson of the Park Ridge Police department is going to be at the Park Ridge Public Library in September conducting a program on Internet Safety for Parents and Kids. Mr. Benka stated that he had the pleasure to work with Officer Peterson and he offered his congratulations to whoever was involved in offering this program at the Library to help parents and their children. Ms. Hynous had a comment regarding the matter of Alderman DiPietro, the Library Liaison, stating that he would be too busy with the City Council being reduced from 14 Aldermen to 7 Aldermen to regularly attend the Park Ridge Public Library Board meetings. She stated that she thinks it is important for him to attend. Ms. Hynous suggested that he be formally invited to attend several meetings a year because she feels he should hear what matters the Board and Library deal with on a regular basis, and since there is such limited contact between the City and the Library, except with what the Library Director does in the Committees she's involved in, that both sides are missing an opportunity. In response to Mr. Schmidt's inquiry, Mrs. Van De Carr stated that there had been times over the years where there was a Liaison and times when there wasn't. Mrs. Van De Carr explained that when Alderman DiPietro called and explained it to her it was in the nature of (sic) “the Library is doing a great job, and he respects the Board of Trustees and asked to keep him apprised of things that are going on in the Library. She stated she is sure he would be happy to come to a meeting and that he receives the same Board packet that the Trustees receive every month. Mr. Benka stated that, in Alderman DiPietro's defense he is interested in what is going on in the Library. Mr. Benka communicated to the Board that he had spoken with Alderman DiPietro before the August 20 City Council meeting. Further discussion ensued regarding communication between the Board and the Liaison (and City Council) and it was agreed that this was a communication issue that needed more discussion and was referred to the Marketing & Fund-Raising Committee. Mr. Crandus added that the Board should inform him about the elevator issue, the disaster plan, etc. NEW BUSINESS Mr. Schmidt reported that all Board Trustees have stated that they are comfortable with their current Committee assignments and so those assignments will all remain the same. Mr. Van Metre 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. Benka 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 9:08 p.m. ADJOURNMENT EXECUTIVE SESSION Mrs. O'Neill-Burke MOVED to come out of Executive Session. Mr. Van Metre SECONDED the motion. Voice vote. MOTION CARRIED UNANIMOUSLY. Executive Session adjourned 9.33 p.m. ADJOURNMENT Mr. Benka MOVED to adjourn the Board meeting. Mr. Crandus SECONDED the motion. Voice vote. MOTION CARRIED UNANIMOUSLY. The meeting adjourned at 9:33 p.m. |
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