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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 OCTOBER 16, 2007 IN THE FIRST FLOOR MEETING ROOM OF THE LIBRARY DRAFT CALL TO ORDER Ms. Hynous called the meeting to order at 7:33 p.m. ROLL CALL TRUSTEES PRESENT: Dorothy Hynous, Treasurer; Margaret Harrison, Secretary; John Benka, Patricia Lofthouse, Eileen O'Neill-Burke, Richard Van Metre. TRUSTEES ABSENT: John Schmidt, President; Shlomo Crandus, Vice President; Kathleen deGrasse. OTHERS PRESENT: Janet Van De Carr, Library Director; Jodi Bemis Whitney, John Doyle, Linda Egebrecht Kate Hall,, Gretchen Kottkamp, Vivian Mortensen, Kathy Rolsing, Library Staff; Mark Harker, Boy Scout, Troop 1, Park Ridge Resident. CONSENT AGENDA Ms. Hynous asked if there were any comments regarding the Consent Agenda. Mrs. Van De Carr noted that under the Secretary's Report, Item B, “Resolution approving destruction of 04/19/05, 01/17/06 and 04/18/06 closed session audiotapes” would be included in the Consent Agenda. Mr. Benka mentioned that in the minutes under Marketing & Fundraising, it was remarked that Mr. Benka was approved to act as unofficial liaison between the Library Board and Alderman DiPietro. He reported that on behalf of the Board during the past week he had spoken to Alderman DiPietro about the community survey that the Board is developing and promised him that an approved copy of the survey would be sent to him; that the Library would be using Library funds to contract the survey from Public Opinion Laboratory of Northern Illinois University (NIU/POL). Mr. Benka also informed Alderman DiPietro that questions regarding expansion of the library building would be in the survey in order to determine the level of interest in the community regarding that matter. Mr. Benka stated that he appreciated the heads-up. Mr. Benka added that he had also spoken to Alderman DiPietro about the fact that (per a memorandum from Mrs. Van De Carr) the Public Works department had offered their assistance to the Library in whatever manner needed while the Library was without a Maintenance Manager. Mr. Benka asked Alderman DiPietro to express the Library Board's appreciation at the October 15 City Council meeting to the Public Works department for their offer of assistance. Mrs. Harrison MOVED to approve the Consent Agenda. Mrs. Lofthouse SECONDED the motion. Roll call vote was taken on the Motion. MOTION CARRIED UNANIMOUSLY. COMMENTS FROM THE GENERAL PUBLIC Mrs. Van De Carr welcomed Mark Harker, Life Scout in Boy Scout Troop 1 in Park Ridge who was in the audience working on a Boy Scout merit badge, for which he had to attend the board meeting of a government entity. In response to Mr. Benka's inquiry, Master Harker stated that he was also a senior at Maine South High School. He added that he was on the crew for the High School's fall play (which was being presented on October 18) and asked if he could put up a poster in the Library. Mrs. Van De Carr informed him that he could drop one off at the Reader Services department and they would put it up on the community bulletin board on the second floor lobby. Mr. Benka asked Master Harker some questions regarding his merit badges and congratulated him on his achievements. SECRETARY'S REPORT Mrs. Harrison circulated one folder of correspondence and information, which included the following:
Mrs. Harrison read a resolution of the Board commending Mrs. Barbara Van Diggelen, Library Staff Artist in the Administration Department for her outstanding professional service and dedication to the Library upon her retirement after 30 years. The resolution noted that during her career at the Library, Mrs. Van Diggelen had ably contributed to the effective and efficient operation of the library through her dedication to patrons and co-workers; coordinated and created exhibits in the second floor display case featuring local artists, collectors, and organizations; shared her knowledge and enthusiasm for monarch butterflies; providing library patrons the opportunity to witness up close and personal the monarch's miracle of transformation and flight; used her unique talents to make each year's Summer Reading Club theme come to life through her original designs for game boards, folders, T-shirts, banners, prizes and decorations; through her photography skills captured the faces and places of the Park Ridge Public Library and then effectively used these photos in a variety of formats to tell the community about the Library; and allowed generations of Park Ridge kids to grow up with storytime art and flannelboard fun, as well as the stuffed creatures she created like “Fang” (the dragon), “Borgie” (the bear), and “Zoink” and “Zipgone” (the space mascots). Members of the Board thanked Mrs. Van Diggelen for all her years of creativity and hard work and expressed its appreciation for her outstanding professional service to the Park Ridge community, her dedication to the Library, its users and staff members, and its best wishes to her in the future. The Board approved the aforementioned resolution by unanimous consent. TREASURER'S REPORT Ms. Hynous reviewed the financial reports for September, stating that the Summary by Line Item Report showed that with 42% of the fiscal year elapsed, 40% of the budget (excluding the Capital Budget) had been expended and that the property taxes had not yet been received. Mrs. Van De Carr explained that things were resolved in Springfield and the property taxes are due December 1, the City expects to receive the tax funds in December and January. In the mean time, the Library has sufficient reserve funds in the Library Fund for one more month, and after that the City's General Fund would cover the Library's expenses until the taxes are received. LIBRARY DIRECTOR'S REPORT Mrs. Van De Carr reviewed the Library's statistics for the month, reporting that circulation for September was slightly higher than 2006, and YTD circulation was just a little under 2006. Library usage was up over last year. Mrs. Van De Carr reviewed the computer usage chart, and Mr. Benka asked if it would be possible to get a month-by-month report for the computer usage to review. Mrs. Van De Carr replied that, yes, it would be possible. Some discussion ensued regarding that report and usage. Mrs. Van De Carr reviewed the other statistical reports. Mrs. Van De Carr reported that Outreach statistics show an increase over last year, and noted that there were 4 additional kindergarten classes visited by Children's Services staff they visited every kindergarten class in Park Ridge, presented a program and talked about getting a library card. Mrs. Van De Carr reported that, in regard to Library Card Sign Up month, the Library registered 247 new cards in September 2007, which is a little more than last year, but less than 2004 & 2005. Mrs. Van De Carr concluded that she doesn't believe the library card sign up campaign had any significant impact on the number of people who come in to sign up for a library card in September. It's no reason to drop such a campaign. Mrs. Van De Carr agreed that it heightens the community's awareness of the Library and acts as a publicity tool. Mrs. Van De Carr reviewed the “Annual Member Report Card” from NSLS (North Suburban Library System) which was included in their packets. NSLS provides a number of services to schools and libraries and the report outlines the statistics for various categories. Some discussion ensued regarding various points, including how unwieldy the trustees and many other users find the NSLS website. Mrs. Lofthouse shared two newspaper articles with the Board including the article written by Sarah Long (Director of NSLS) that appeared in the Daily Herald on September 25, 2007 regarding How the Internet Will Change Libraries and how many are defining themselves as “gathering places” for the community. Mr. Benka stated it will be interesting to see how people respond to that question on the survey. Mrs. Lofthouse also shared an article that appeared in the October 12, 2007 Chicago Sun Times regarding how a library is a (sic) “well-trafficked community center; a popular gathering place for children, parents, and even after school tutors to study, play, and interact”. Mrs. Van De Carr stated it seems that more and more people are recognizing all of those different roles (of libraries) now, and it appears more in the professional literature now than even two or three years ago. Mrs. Van De Carr solicited questions on the Director's Report included in the Board packets. She noted that she is trying to find a common date for the Budget Workshop. After some discussion it was determined that the workshop would be held on Monday, November 5, 2007 at 7 pm. COMMITTEE REPORTS Planning & Operations: Mrs. O'Neill-Burke reviewed the Committee meeting minutes, stating the Committee reviewed the survey questions and made several revisions regarding the order and wording of questions. It was decided that the Community Survey will not be conducted until January. Mrs. Van De Carr distributed an updated copy of the survey questions. It was decided that the Trustees would discuss the survey questions at the November Committee meetings. Mrs. Van De Carr stated that Mr. Crandus had offered to come to each Committee meeting so that all members could offer input. Mrs. Van De Carr asked that all Trustees make sure to read the survey questions before the November meetings. Ms. Hynous asked that the surveyor tell the person on the phone that the Library Board of Trustees appreciates their taking the time to answer the survey. Mrs. O'Neill-Burke reported that the Committee discussed the Output Measures Survey and decided that some Output Survey responses will be used in the November Library newsletter. Mrs. Van De Carr reported that she had reviewed the responses and that 35% said the building was out of date, too crowded or too small. Other comments requested more internet, quiet space, children's space; more books, DVDs, CDs, and meeting rooms. There were a few comments that the WiFi (wireless internet) is slow. The Committee also discussed the Strategic Plan. Mrs. Van De Carr asked Library staff for suggestions and they would like the plan to be a two year plan. It was decided that the Board should focus on objectives for the Strategic Plan and Library staff should focus on the Action Plans. The Committee would like the Strategic Plan to be finalized by the November Board meeting. Marketing & Fund-Raising: Mrs. O'Neill-Burke reviewed the Committee meeting minutes, stating that the Committee identified three meetings to which the Library Liaison, Alderman DiPietro, should be invited to attend. Mrs. O'Neill-Burke stated the Committee discussed the City Commons, including whether to look into options regarding the rocks and blue stone in the area in front of the Library under the horse chestnut tree. Mrs. O'Neill-Burke reported the Buy A Brick sales were going well and that 50 bricks were engraved and the brick company is waiting for the second order of 50 bricks from the Library and they will ship them all out at the same time. Mrs. Van De Carr stated that the Library would hire the landscaping company that had placed the original brickwork in front of the Library to install the engraved bricks in the reading garden. Any brick orders placed between now and spring will not be installed until spring 2008. Mrs. Van De Carr discussed the Word of Mouth Marketing Grant, which NSLS (North Suburban Library System) applied for and invited individual libraries to participate in. it included some training sessions for the staff and some personal consulting time with two marketing consultants that had been hired as part of the grant. Mrs. Van De Carr stated that in 2007, the Board had indicated in the Strategic Plan that the Library should reach out to young adult males to get more to use the Library, and that was the group concentrated on by this project. The Library won't be implementing the marketing strategies until January 2008, with one focus to be increasing the attendance of men at Library events. At the Committee meeting Mrs. Van De Carr had distributed a copy of a Des Plaines Library handout highlighting their 100th anniversary. Library Resources: Mr. Benka reported that the Committee reviewed the results of the Library Card Sign Up Month marketing campaign, which Mrs. Van De Carr addressed earlier 247 new cards in September. The Committee reviewed the Video Game Collection Report and the Committee noted that they appreciated that the video game statistical report with remarks was so comprehensive. Mr. Benka stated the Committee discussed at great length a memo from Ms. Mortensen, Reader Services Manager, requesting investigation of beginning the purchase of an adult video game collection using regular budget funds. There not being a unanimous consent on moving forward on the purchases (because the purchases would come from regular Library budget funds), the Committee decided they would review the matter further at future Committee meetings. The Committee asked for information about the status of adult collections being used by libraries in other communities. Mr. Benka reported that the Committee also discussed the possibility of introducing new kinds of library programs, such as those requiring exercise or physical contact (such as Tae Kwon Do) and questioned the impact of the insurance issues and liability. Staff will research liability issues with City legal staff. The Committee discussed the historical incidents of individuals coming to the Library and asking if they could donate comprehensive collections to the Library. In this case, Mrs. Van De Carr shared with the Committee a letter from a Park Ridge resident asking if the Library would be interested in receiving a donation of a comprehensive chess collection. The Library regretfully doesn't have the space and resources to manage citizen donations of such an exhaustive collection. Mrs. Van De Carr raised the issue of whether the $1.00 fee for video rentals should be dropped and it was decided that this item will be presented during budget discussion. The annual income from the video rental is approximately $30,000 per year. Some discussion ensued regarding the matter. Building & Grounds: Mrs. Lofthouse reported that the Committee discussed the City Commons at length. Mrs. Van De Carr shared with the Committee several comments from the public regarding the bluestone. At the meeting Mrs. Van De Carr stated she is researching other options, including recyclable materials (on which Mr. Wiebe from Public Works has offered to obtain information). Mrs. Lofthouse reported she had done some more research on the tree grates that she had seen in downtown Chicago. She stated that the grates are available from Neenah Foundry Co., in Neenah, Wisconsin and that the 48” x 96: rectangle grates run about $2,105 each. Some discussion ensued. Mrs. Lofthouse added that she had recently seen the same grates in downtown Naperville. The Committee discussed exterior library signs and Mrs. Van De Carr reported that the City's ordinance does not allow signs over the second floor of a building. The Committee agreed that Mrs. Van De Carr should seek a variance from the City. Mr. Benka stated that he noticed that the public storage facility on Busse Highway has a lighted, large sign on what appears to be above the second story of the building. Mrs. Van De Carr stated she would look into the ordinance issue. The Library is seeking to place a sign above the columns on the Prospect side of the building. Also, the City does not allow electronic sign boards, therefore a programming announcement board will not be possible, but a sign which has changeable letters is allowed. Mrs. Lofthouse reported that the Committee reviewed the facility update. Some of the points on the report were discussed, including the fact that Mrs. Van De Carr is still looking for bathroom partition installers. She added that she is still looking for bathroom partition installers but she is waiting for the new Maintenance manager to start so that he can get involved in the process. Mrs. Van De Carr stated it is difficult to find contractors who are willing to take on the small projects in the building. She stated she may have to start looking for (insured, bonded and registered with the City) individuals to take on these kinds of projects. Prior to his departure, Mr. Weiland was waiting for estimates for carpet for various areas of the Library. Mrs. Van De Carr stated she will look for more carpeting companies. Other items discussed were: the fire alarm system is functional and Fox Valley Fire completed the work. A new radio signal transmitter will be installed this fall to notify the 911 center in the event of a fire. Mrs. Lofthouse added that she thought is was great to see the thank you letter from the woman who was in the Library on August 23 when patrons had to be evacuated (due to a severe storm and power outage) to the first floor meeting room and she complimented the staff on knowing exactly what to do. Mrs. Lofthouse reported that Mrs. Van De Carr is working to get a new phone line to replace the one that shorts out as a result of being cut 3 times. Mrs. Van De Carr stated that the City is working on resolving this matter. “No Skateboarding, bicycling…” etc. signs have been posted on the Library property; the Library will wait until spring to have the exterior painted because the work is over the $20,000 limit and requires a formal bid. The building was last painted in 2004. Mrs. Van De Carr is awaiting an estimate on removing the old delivery doors that are just south of the main entrance. The work was done on the front doors on Prospect and staff is awaiting the installation of the weather stripping to close gap between the doors and the sweeper strips for the bottom of the doors. Mrs. Van De Carr stated that one of the projects that was discussed long ago was having a vent installed over the front door to blow warm air down to help keep the warm air in the building and to cut down on the draft that comes in during windy and/or colder weather. Mrs. Lofthouse raised the issue of the Maintenance manager position. Mrs. Van De Carr reported that the Library received 58 applications for the position, held 13 interviews, and is awaiting the results of the background check on the candidate to whom the position was offered. Once those are received, the candidate is contacted and a start-date determined. In response to an inquiry, Mrs. Van De Carr stated that all City and Library hiring is contingent upon clearing a drug test and background check. Mrs. Lofthouse reported that the Committee looked at designs for the Reference wall from Mr. Mackin, Architect, and agreed on the design that will match the Young Adult Loft balcony wall. Mrs. Van De Carr added that she had contacted Mr. Mackin and requested that he draw up the blueprints so that the bid documents can be prepared. Mrs. Van De Carr explained the bid process. Mrs. Lofthouse stated that she had brought an article to the Committee meeting that Huntsville, Alabama is attempting to make shelter space for their more than 300,000 residents, including using their libraries as shelter space in case of a catastrophe. At the Committee meeting Mrs. Lofthouse had reported that she had been approached by Mr. William Bailey of the design firm ESG in Elk Grove regarding renovating space and that she had given the materials to Mrs. Van De Carr to have on file. Mrs. Lofthouse reported that the Committee briefly discussed the community survey questions. Mrs. Van De Carr discussed the Evanston Library and how they have redesigned their Children's Services department. Mrs. Lofthouse added that the Des Plaines Library is in the process of redesigning their atrium space. FRIENDS OF THE LIBRARY Mrs. Van De Carr announced that the Friends had scheduled their fall book sale for the first weekend of November. She informed the Board the sale weekend would begin Friday night, November 2 with the Pre-Sale for Friends of the Library Members only from 4:00 to 8:00 p.m. On Saturday, November 3 the Book Sale would be open to the public from 9:00 a.m. to 3:00 p.m., and Sunday, November 4 would be the Half Price Book Sale, with hours from Noon to 2:00 p.m. Mrs. Van De Carr stated that an article announcing the sale was placed in the City newsletter last month, and there will also be an article in the November Library newsletter. The Library will be closing the first floor meeting room for the full week prior to the sale so that the Friends can set up the room, and there will be a lot of materials available. Most of the proceeds from the Friends' book sales comes back to the Library in the gifts they give in the spring and fall. UNFINISHED BUSINESS None. NEW BUSINESS None. COMMENTS FROM THE GENERAL PUBLIC None. ADJOURNMENT Mr. Benka MOVED to adjourn the Board meeting. Mr. Van Metre SECONDED the motion. Voice vote. MOTION CARRIED UNANIMOUSLY. The meeting adjourned at 8:45 p.m. |
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