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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 NOVEMBER 21, 2006 IN THE FIRST FLOOR MEETING ROOM OF THE LIBRARY CALL TO ORDER Mr. Schmidt called the meeting to order at 7:51 p.m. ROLL CALL TRUSTEES PRESENT: John Schmidt, President; Richard Van Metre, Vice President; Shlomo Crandus, Secretary; John Benka, Margaret Harrison. TRUSTEES ABSENT: Dorothy Hynous, Treasurer; Patricia Lofthouse, Eileen O'Neill-Burke. OTHERS PRESENT: Janet Van De Carr, Library Director; Jodi Bemis Whitney, John Doyle, Linda Egebrecht, Kate Hall, Gretchen Kottkamp, Vivian Mortensen, Kathy Rolsing, Tom Weiland, Library Staff; Chuck Baldacchino, Park Ridge Resident. CONSENT AGENDA Mr. Van Metre MOVED to approve the Consent Agenda as amended. Mrs. Harrison SECONDED the motion. Roll call vote. MOTION CARRIED UNANIMOUSLY. Mr. Benka stated he had a couple of questions regarding the October Minutes. He asked if the City had seen the “Snapshot Report” the demographic report that the Board had discussed at the October meeting. Mrs. Van De Carr said she had given a copy to Mr. Tim Schuenke, City Manager, to Ms. Kim Uhlig, City Economic Development Director, and to Ms. Agnes Stempniak, City Public Information Coordinator. Mrs. Van De Carr stated that Ms. Uhlig and Ms. Stempniak thought the information was very interesting. Mr. Benka asked Mrs. Rolsing what the status was with the investment of the Library's Gift Funds (Restricted and Endowment) that she had reported she would be discussing with Chase Bank. Mrs. Rolsing replied that the Library had just received signature cards and they had all just been sent in, along with a letter requesting information regarding investment options for the $100,000 account as well as for the other funds as well. She added that, based on Mrs. Van De Carr's conversation with Mr. Crandus, the Library would be looking into the local banks as well and that hopefully a recommendation will be available by January. The funds are still in the same accounts at Chase Bank that they have been. Regarding page 5 of the minutes, Mr. Benka asked if there was anything to report on the Young Adult Loft Planning Committee, and if the Young Adult Librarian had come to any conclusions. Mrs. Van De Carr stated that it was still a work-in-progress and that she and Ms. Mortensen, Reader Services Manager and Ms. Hommel, the YA Librarian had met to discuss the results of the report. Mrs. Van De Carr added that the three of them would be meeting with the decorator that the Library had worked with last year to discuss the ideas garnered by the youth committee. Mrs. Van De Carr added that she hoped that she would have something to report to the Board in January. She added that at the same time, the Library was also searching for a contractor who can also build the wall in the Loft as well. Mrs. Van De Carr reported that the Library's ultimate goal is to have the Loft redone and ready for the summer 2007 programs. COMMENTS FROM THE GENERAL PUBLIC Mr. Baldacchino inquired if the Library Board had come to an agreement regarding expanding, changing or omitting the Public Comments at Board Meetings. Mr. Schmidt responded that the decision was going to be addressed in the Committee reports. He stated that the Board would continue to take Comments from the Public at the beginning of Board Meetings and may take comments at other times, at the discretion of the Chair. SECRETARY'S REPORT Mr. Crandus circulated two folders of correspondence and information, which included the following:
TREASURER'S REPORT In Ms. Hynous' absence, Mrs. Van De Carr reviewed the financial reports contained in the packet. She reported that the Summary by Line Item Report showed that with 50% of the fiscal year elapsed, 46% of the budget (excluding the Capital Budget) had been expended. She 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 October. Mrs. Van De Carr reported that the Library continues to receive donations to the Van Fund, and that the poster would stay up in the lobby and donations accepted until the actual invoice for the van is received, in order to reduce the amount of money used from the Contingency Fund. Mr. Van Metre asked if the van had been ordered, to which Mrs. Van De Carr replied that it would be ordered tomorrow if the Board approves the motion at this evening's meeting. LIBRARY DIRECTOR'S REPORT Mrs. Van De Carr announced that there were a lot of holiday happenings in her report. She asked that the Board members interested in attending the Library's Open House on the Friday night after Thanksgiving to let her know before leaving this evening. Trustees usually help at the refreshment table and it is a great opportunity to meet and visit with members of the community. Mrs. Van De Carr reported that the Food for Fines program was going very well. The Library began collecting food items on November 6 and will continue to collect them until December 23. The Library made its first donation to the Maine Township Food Pantry and the food being collected now would go to the Kiwanis Club of Park Ridge, Noon Club Christmas Basket program to be delivered to families in need. She added that the food donated after December 15 would also go to the Maine Township Food Pantry and that with the City-wide initiative this year there will be a lot of people who will benefit. Mrs. Van De Carr invited the Board to the annual Library staff Holiday Luncheon, which is scheduled for Wednesday, December 13. She stated that even if they could just stop by on their lunch hour, it would be appreciated. Mrs. Van De Carr directed the Board's attention to the fliers that she had distributed regarding the Library's first Shopping on the Internet program that was recently conducted. She explained that the hands-on class was developed by a Reader Services staff member in response to requests from Library patrons and was designed to teach people how to do their holiday shopping online and also discussed security issues and tips to make it easy and convenient. Mrs. Van De Carr asked Ms. Mortensen if she knew how many people attended the class, to which Ms. Mortensen stated that she wasn't sure, but that although it wasn't full, it was very well-received. Ms. Kottkamp stated that she had peeked in the room and had seen 4 or 5 women in the class. Mrs. Van De Carr stated that she would have a report on the Library's Output Measures Survey ready soon and would be sending it to the Board so that they will have time to read it prior to the December meeting. Mrs. Van De Carr reviewed the technology upgrades that were indicated in her Report. Among the numerous projects scheduled this year is the upgrading of all of the public Internet stations with new computers, as well as the addition of four more stations to the Reference Department. She added that the Library received some great news from the Illinois Century Network, which is a high-speed network that provides Internet access for schools, public libraries and government bodies throughout Illinois at rates well below those of commercial providers. Recent changes allowed the Library to purchase a second T1 connection for the same price it was paying for one. Mrs. Van De Carr explained that the Library was waiting for the router to be attached and that as Internet traffic continues to increase, this second T1 line will help the Library avoid slow downs in transmission. Mr. Benka stated that he was intrigued by the “Good to Great” workshop that was in Mrs. Van De Carr's Director's Report, and the fact that she had reported that the Children's Services manager had plans to try some of the display ideas in her department. He asked if the concepts centered on Children's Services only. Would she be bringing ideas to the Board in the future? Mrs. Van De Carr replied that, yes, she would be bringing new merchandising and display ideas, as well as others. Mr. Benka stated that these sort of things allows the Board to say the Library has done all it can to increase circulation and patron satisfaction within the current space. Mrs. Harrison stated that she also recommends the management book of the same name (“Good to Great”). COMMITTEE REPORTS Planning & Operations: Mr. Crandus reported that the Committee reviewed the Library's Strategic Plan with an eye towards finalizing it, as did each Committee this month. He stated that the Committee addressed the 06/07 Action Plans and deemed they were appropriate and that everyone agreed with them. Mr. Crandus stated that the Committee then looked at the last years' Goals & Objectives and decided that no additional ones were needed. The Committee agreed that quarterly visits to the City Council should be continued, and that the remaining Aldermen should be visited. Some discussion ensued regarding quarterly visits to the City Council, as well as what to do about the goal of meeting with the remaining Alderman; it was decided that those remaining meetings should be arranged. Mr. Crandus stated that among the other items that were discussed was to consider visits to another library as a Board and expanding the existing partnerships with local businesses. Mr. Crandus stated that although the Library isn't seeing the library card numbers going up, there is still a positive sense of the overall way the Library has integrated itself with the community. Mr. Benka suggested that the libraries that are visited be within the reach of the Park Ridge Library and its future. Mr. Crandus stated that another goal that would remain is the Park Ridge Library sponsoring an author in conjunction with the Chicago “One Book” festival. Mr. Crandus announced his intention to put a Motion to the Board to approve the Strategic Plan after all of the other Committees review their discussions regarding the Strategic Plan. Mr. Benka asked what the Board should title the Strategic Plan i.e. 06/07 or 06/08? Mrs. Van De Carr stated that she had also questioned what would be more appropriate. Mr. Crandus stated that the thought behind a Strategic Plan was to not put a date on it because the Strategic Plan is what it is, it will be revisited every year and may be changed, but the Action Plans are dated. Mr. Crandus reported that the Committee looked at the Snapshot Report, but it seemed that not many new insights were there. He added that the Committee discussed the issue of the changes in the Uptown area of the Community and that the Library may want to consider staying open later on Friday evenings in the future. Mr. Van Metre stated that the Snapshot Report would have been more useful if there was comparison information for surrounding communities on various items. Mr. Crandus and Mr. Benka agreed that the Snapshot Report will be useful to refer back to over the near future. Mr. Van Metre stated that it was interesting to note that about 25% of the households in Park Ridge were single-person homes; although it would have been interesting to know whether they were senior or young single adult households. Mr. Crandus brought up the issue of the Strategic Plan, and stated that the Board had spent a lot of time discussing the Library's Mission and Vision statements, and the direction that comes out of them for the Board of Trustees and Library Staff. Mr. Crandus stated that he believed having a concise Strategic Plan was a good accomplishment. Mr. Benka added that he hoped that the 8 straight-forward statements titled “Strategic Directions” would be published in the Library newsletter for the Park Ridge community to read, in order to understand the Library's focus and direction. Mrs. Van De Carr stated that she had already given them to the Library Information Coordinator to include in the newsletter. Mr. Crandus made a MOTION: To approve the Strategic Plan for the Library, including the Action Plans for 2006-07. Mr. Van Metre SECONDED the motion. MOTION PASSED UNANIMOUSLY. Marketing & Fund-Raising: In Mrs. O'Neill-Burke's absence, Mr. Crandus reviewed the Committee meeting minutes. Mrs. Van De Carr reported that, pending approval at this evening's meeting, the van would be ordered tomorrow and could be delivered as early as 60 to 90 days. She reported that the van came in at $7,000 less than the Blue Book price of $24,314. Therefore, considering that over $13,500 had been collected to date for the Van Fund, less than $4,000 will be used from Contingency Fund. Mrs. Van De Carr stated that, to date, the Library had raised over $3,000 for the Van Fund as of November 16, 2006 (not including funding promised by the Friends of the Library). Mr. Benka stated that he thought the Board had voted on this issue at the October meeting. Mrs. Van De Carr replied that the vote was to use Contingency money, but the Board had asked her to bring back a motion for the actual purchase of the vehicle because the total for this single item is over $5,000. Mr. Crandus made a MOTION: To approve the purchase of a 2007 Dodge Grand Caravan in the amount of $17,314 from Bob Ridings, Inc., 931 Springfield Road, Taylorville, IL 62568. Mr. Van Metre SECONDED the motion. MOTION PASSED UNANIMOUSLY. Mr. Crandus reported that the Committee had discussed the Marketing Plan accomplishments from 2005. The Committee went through a detailed list of the accomplishments and determined there were some items that the Library had not addressed, and discussed what changes should implemented or re-prioritized. The Committee decided that the issue will be revisited at the December Committee meeting. Library Resources: Mr. Benka reviewed the Committee meeting minutes, stating that the Committee had discussed the Library's “Conduct at Public Meetings Policy” and decided that public comment should continue to be invited by the Chair at the beginning of the meeting with such comment to be restricted to comments on non-agenda items. The time allotted to the individual delivering the comments will be subject to the discretion of the Chair. If a Board member believes that the individual's comments are going on too long, then the Board member should call for a “point of order” to be ruled on by the Chair. The Committee determined that, if deemed necessary by the Board in the future, the matter of establishing a Policy regarding public input at the regular Board meeting could be considered by agreement of the Board at that time. Also, the Chair will determine, at his or her discretion, other times during the regular Board meeting to invite public input/comments. Mr. Benka reported that the Committee discussed the Library's Non-resident Library Card Fee recommended by Mrs. Van De Carr. At Mr. Benka's request, Mrs. Van De Carr explained that the State requires that, if a library sells non-resident library cards, that non-residents pay a fee equal to what the average household in the community pays using a formula provided by the State. Mrs. Van De Carr stated that the staff looks at the non-resident library card fee every two years and brings a recommendation to the Board for an increase in the fee, if warranted. She stated that the current Non-resident Library Card Fee is $265, which went into effect in January 2005. Mrs. Van De Carr proposed that the Library increase the Non-resident Library Card Fee to $290 per year, beginning January 1, 2007. Mrs. Harrison asked if the Fee is typically raised every two years, to which Mrs. Van De Carr replied that there have been times when the fee was not raised because the new amount was so close to the existing one. On behalf of the Committee, Mr. Benka made a MOTION: To approve the increase of the non-resident library card fee from $265 to $290 per year, effective January 1, 2007. Mr. Schmidt SECONDED the motion. MOTION PASSED UNANIMOUSLY. Mr. Benka explained that the Committee discussed the “Collections” and “Programming” sections of the Strategic Plan Goals & Objectives as they pertained to the Resources Committee, and the Committee was in full agreement with the material as presented and thanked Mr. Crandus for leading the Committees through the process. Building & Grounds: In Mrs. Lofthouse's absence, Mr. Benka reviewed the Committee meeting minutes, explaining that Mr. Weiland reported that the Food for Fines program had begun on November 6 and that the Library had collected 30 cases of food for the Human Needs Task Force. Mr. Weiland contacted the Maine Township Center and they picked them up and delivered them to the Food Pantry. Mr. Benka added that, as per Mrs. Van De Carr's earlier report, the Library would continue to collect food for fines and a portion will be sorted and distributed by the local Kiwanis Club to families in need in Park Ridge and surrounding communities. Mr. Benka reported the Committee also discussed the City's recycle bin sales program, in which the Library participates. The Committee determined that for a number of reasons the Library should notify the City that it would no longer sell the recycle bins. Mr. Benka invited Mr. Weiland to review the monthly maintenance report for the Board. Mr. Weiland reiterated that Maine Township Center had picked up 31 cases of sorted food for the Human Needs Task Force; since then the Library had been collecting food for Kiwanis, and to-date there were 11 cases of food, and overall the response to the program has been excellent. Mr. Weiland reviewed the list of projects in his report, including the various improvements in the second floor lobby. Mr. Benka thanked Mr. Weiland for his continued good work. Budget & Finance of the Whole: In Mrs. Hynous' absence, Mr. Schmidt reviewed the Budget & Finance meeting minutes, copies of which Mrs. Van De Carr distributed. Mr. Benka asked if it was necessary to approve the Budget at this evening's meeting, or if it could wait for the full Board. Mrs. Van De Carr replied that since the City Finance Director needs the figures to begin incorporating them into the City budget book, she did ask the Library to approve this part. Mrs. Van De Carr stated that the motion can be that the Library is approving the operating budget, excluding all personnel costs at this time. Mr. Benka stated that Mrs. Van De Carr had sent the Board a copy of the minutes from a City Council Budget & Finance Committee Meeting of the Whole. Mr. Benka read a portion of the minutes regarding reducing personnel costs, including the fact that new employees are hired at the minimum starting salary of the pay range for their position. Mr. Benka asked what policy the Library follows in regards to new hires, to which Mrs. Van De Carr replied that it is the same they are hired at the minimum starting salary of the pay range for their position. There may be an exception, but the practice is to hire at the minimum of the range. Mr. Benka stated he was glad to hear that. Mr. Benka made a MOTION: To approve the 07/08 Operating Budget, excluding all personnel costs at this time. Mr. Crandus SECONDED the motion. MOTION PASSED UNANIMOUSLY. FRIENDS OF THE LIBRARY Mrs. Van De Carr reported that the Friends of the Library held their Fall Book Sale the weekend of November 3 through Sunday, November 5 and had record sales of approximately $8,800. Mrs. Van De Carr stated that the left over books went to Good Will. Mrs. Van De Carr added that the Library will not be accepting any book or materials donations until after the New Year in order to allow the Friends a little break. She stated that the Library continues to set aside suitable books weeded from the Library's collections for the Friends. UNFINISHED BUSINESS None. NEW BUSINESS There being no new business, Mr. Schmidt asked for comments from the public. Mr. Baldacchino asked what the van would look like, and if any additional expense would be incurred to place a logo or markings on it in an aesthetically pleasing way. Mrs. Van De Carr stated that the issue had not yet been decided; she stated that the Library would do some form of publicity when the van arrives and the names of those who donated to the Van Fund will be thanked. Mr. Van Metre stated that he felt that at the very least the Library's name should be on the van; Mr. Schmidt added “or the logo”, and Mrs. Harrison agreed. ADJOURNMENT Mr. Benka MOVED to adjourn the Board meeting. Mr. Crandus SECONDED the motion. Voice vote. MOTION CARRIED UNANIMOUSLY. The meeting adjourned at 8:45 p.m. |
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