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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 20, 2007 IN THE FIRST FLOOR MEETING ROOM OF THE LIBRARY DRAFT CALL TO ORDER Mr. Schmidt called the meeting to order at 7:33 p.m. ROLL CALL TRUSTEES PRESENT: John Schmidt, President; Shlomo Crandus (7:34), Vice President; Margaret Harrison, Secretary; Kathleen de Grasse, Eileen O'Neill-Burke, Richard Van Metre. TRUSTEES ABSENT: Dorothy Hynous, Treasurer; John Benka, Patricia Lofthouse. 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; David Pospisil, Boy Scout Troop 24, Park Ridge Resident, Mrs. Nancy Pospisil, Park Ridge Resident. CONSENT AGENDA Mr. Van Metre MOVED to approve the Consent Agenda. Mrs. O'Neill-Burke SECONDED the motion. Roll call vote was taken on the Motion. MOTION CARRIED UNANIMOUSLY. COMMENTS FROM THE GENERAL PUBLIC Mr. Schmidt asked if the members of the public would like to introduce themselves. Mrs. Nancy Pospisil introduced herself and her son David, who is in Troop 24, and is going for his Eagle Scout rank. David Pospisil stated that he was working on his last merit badge, Communications, to qualify for his Eagle rank. Mrs. Van De Carr and Mr. Schmidt welcomed them, and invited them to ask any questions they might have. SECRETARY'S REPORT Ms. Harrison circulated one folder of correspondence and information.
TREASURER'S REPORT In Ms. Hynous' absence, Mrs. Van De Carr reviewed the Treasurer's report, stating that the Library is at 50% of FY07/08 elapsed, 43% of the budget (excluding the Capital Budget) had been expended. As for the cash report, Mrs. Van De Carr explained that the Library was down to the end of its funds because the property taxes had not yet been received, but that there was a $260,000 balance in the cash fund and anticipate collecting some of the taxes in late December and early January. She stated that the City's General Fund would cover Library expenses until the taxes are received, adding that the City Finance Director had received approval from the City Council to do inter-fund transfers if it becomes necessary. LIBRARY DIRECTOR'S REPORT Mrs. Van De Carr reviewed the Library's statistics for the month, reporting that she had planned to present the Board with the Output Measures Report, the results of the survey conducted in October. Since all the questions asked this time were open-ended questions, the typing and sorting of the questions has taken longer than anticipated. Mrs. Van De Carr stated she would send it to them when the report is completed. Mrs. Van De Carr reported that the Trustees may have noticed that the elevator was not in service. She explained that an elevator repair company had been in the building that morning to look at the elevator, and they had recommended that until the current issues are corrected that it not be used. Another company would be coming in tomorrow morning (November 21) in order to obtain a second opinion, but repairs are scheduled for November 23. Mr. Van Metre asked what the issues were. Mrs. Van De Carr replied that the hydraulic fluid is leaking out of the cylinder at the base. (Mr. Van Metre stated that this had been an issue for years, to which Mrs. Van De Carr agreed.) Mrs. Van De Carr explained that the Board had discussed that the Library needs to go out for bid, but the current problem will be fixed immediately, and then go out for bid to have the larger project done. She added that it was anticipated that the elevator would be up and running for the Holiday Open House on Friday (November 23). Mrs. Van De Carr invited the Board to see the Christmas Village display in the second floor lobby. The display is owned by Ken Lydecker, which he set up over the weekend. She added that in the locked cases on the second floor are beautiful images of flowers and leaves by Park Ridge artist, Julie Collins. Mrs. Van De Carr reported that now that the new corner of the central parking lot has opened, she had spoken to the City Manager about staff parking. The City has determined that Library staff will be allowed to park in the new corner of the lot for more than 3 hours as long as their Library parking sticker is displayed on their car. She explained that this would free up 8 patron spaces and eliminate the need for staff to move their cars from shoppers parking after three hours to avoid a ticket which was where they had been parking when staff spaces were filled. Mr. Van Metre asked if this would now give the Library enough spaces for all staff. Mrs. Van De Carr replied that yes, there would be adequate space from now on, because no one will have to park their car in a three-hour space and then move it. Mrs. Van De Carr announced that on Friday night after Thanksgiving, the Library would be staying open until 9:00 p.m. as part of the City-wide Holiday Open House. She invited the Trustees to attend and added that Trustees usually help at the refreshment table and take the opportunity to meet and visit with members of the community. She explained some of the events that would be taking place. COMMITTEE REPORTS Planning & Operations: Mr. Crandus reported that although there was no Committee meeting to report on, he did have a couple of items he would like to discuss. He stated that he would like to wait until after the Budget and Finance Committee report, to see how much time was available. Marketing & Fund-Raising: No meeting. Library Resources: In Mr. Benka's absence, Mr. Van Metre reviewed the Committee minutes. He stated that the Committee agreed that it is ready to present the Community Survey, as it currently exists, for consensus approval of Board tonight. It was felt that any further changes may do as much damage as good. Mrs. Van De Carr asked Mr. Crandus if he had any comments regarding the Community Survey. Mr. Crandus stated that he is still concerned that the facility questions are too far back in the survey. Mrs. Van De Carr stated that she had spoken to NIU/POL about that matter, and that they explained why they reserve those kinds of questions toward the end of the survey. Some discussion ensued regarding the matter. Mr. Schmidt asked for a consensus on whether the Community Survey was complete and ready to go. All present gave their approval. Mr. Van Metre reported that the Committee reviewed the procedure for weeding the collections utilized by staff. The collections are on target from last year, with basically one in and one out for books; the staff will weed and acquire 21,000 to 23,000 books this year. At the Committee meeting, Mrs. Van De Carr reported that the City Attorney advised that it would be OK to have a program presenter who is conducting a program outside of the regular library programs (yoga, etc.) to be able to present if they have their own insurance, and if patrons attending the program sign a waiver. Some discussion ensued. Mrs. Van De Carr stated she will also double check this with the City Finance Director, who oversees insurance matters. The Committee asked the Library Information Coordinator to invite reporters to attend a meeting of the Low Vision Support Group, which is growing steadily and meeting monthly. Mrs. Van De Carr stated that in spring, the Library newsletter highlighted the Low Vision Support Group in a front page article. Mrs. Van De Carr stated that she had a comment from Mr. Benka that he would like the Committees to review the Strategic Plan at the January meetings. She stated that she would be reporting on progress quarterly, which he agreed was adequate. Building & Grounds: Mr. Van Metre reviewed the Committee minutes. The Committee reviewed the Strategic Plan and discussed that the staff suggested running the Strategic Plan over two years due to the length of some projects, reporting quarterly vs. monthly, and the Committee agreed that this would be acceptable. Dates for measurable goals were also included in the staff's report. Mr. Van Metre reported that the facilities report indicated that the Building Manager, Mr. Mestey, is waiting for the blueprints from the Architect, Mr. Mackin, for the Reference wall. Mr. Mestey is also getting quotes for the bathroom stall panels. Mr. Van Metre stated that Mrs. Van De Carr would be meeting with Mr. Brian Wiebe, Public Works, regarding the bluestone area in front of the Library. Mr. Van Metre reiterated his objection to the Library paying the cost of the replacement. Some discussion ensued regarding options and opinions. Mrs. Van De Carr stated she would have more information in the next few months. At the Committee meeting, Mrs. Lofthouse suggested that the Library invite former Board members back for various functions. Budget & Finance: Mrs. Van De Carr explained that the Committee went over the Library proposed budget for 2008/2009 and 2009/2010 line by line and updated statistical information. Discussion ensued regarding individual items changed and/or reviewed. She added that the personnel budget is up to the City and as yet no information was available on health care increases. Some discussion ensued regarding nearby libraries and their locations. The Committee discussed whether to eliminate $1 check out fee for DVDs and VHS tapes and it was recommended that the fee would be eliminated starting May 1, 2008. Some discussion on what “could” be cut if need be contingency, consulting, not filling vacancies, etc. Mrs. Van De Carr mentioned that, before the upcoming motion, that Mr. Benka had asked her to inform the Board that, had he been here that he would have voted “no” on this motion. On behalf of the Committee, Mr. Van Metre made a MOTION: to change Policy 1D2, eliminating the $1.00 borrowing fee for DVD and VHS feature films effective May 1, 2008. Roll call vote. MOTION PASSED with vote of 4 Yay, 2 Nay (Mr. Schmidt, Mrs. Harrison) On behalf of the Committee Mr. Van Metre made a MOTION: to accept the FY 2008/09 and FY2009/10 budget as proposed by the Library Director. Roll call vote. MOTION PASSED UNANIMOUSLY. FRIENDS OF THE LIBRARY Mrs. Van De Carr reported that the Friends of the Library had a very successful Fall Book Sale the weekend of November 2 through Sunday, November 4 and had record sales of about $9,500. She informed the Board that the Friends of the Library had asked staff for the wish list, and that it had been submitted to them. Mrs. Van De Carr added that the Friends of the Park Ridge Library would be having a Board meeting on Thursday, November 29, and that the Library would be notified afterwards of what they would be donating to the Library. Mrs. Van De Carr stated that the Library would not be accepting any donations of books or donations until after the New Year. She stated that the sorting of the books keeps the Friends busy at the library 2 or 3 days a week and this would allow the Friends a little break. Mrs. Van De Carr added that the Library was conducting its Food for Fines program for the holidays again this year, with patrons invited to bring in food items in lieu of fines. The Library will be collecting food items from November 23 until December 23. She stated that the food goes to Maine Township Food Pantry and the Kiwanis Holiday Food Basket program. UNFINISHED BUSINESS Mr. Schmidt asked Mr. Crandus if he wished to discuss anything. Mr. Crandus mentioned that he would like to discuss Action Plans, and stated that he would like the Committees to discuss the matter in January and at the January Board meeting. Mr. Van Metre asked for verification that there would not be a Board meeting in December. Mrs. Van De Carr replied that she had mentioned it to Mr. Schmidt and Mr. Crandus, and that at times the December meeting has been cancelled if there are no action items. After some discussion it was agreed that there would be no December Board of Trustees meeting and no December Committee meetings. NEW BUSINESS Mr. Schmidt made a MOTION: for the Board to move into Executive Session at the end of the current Board meeting to discuss a personnel matter. Mrs. O'Neill-Burke SECONDED the motion. Roll call vote. MOTION CARRIED. EXECUTIVE SESSION The Board went into an Executive Session at 8:15 p.m. ADJOURNMENT EXECUTIVE SESSION Mr. Crandus MOVED to come out of Executive Session. Mrs. O'Neill-Burke SECONDED the motion. Voice vote. MOTION CARRIED UNANIMOUSLY. Executive Session adjourned 8:42 p.m. ADJOURNMENT Mr. Van Metre MOVED to adjourn the Board meeting. Mr. Crandus SECONDED the motion. Voice vote. MOTION CARRIED UNANIMOUSLY. The meeting adjourned at 8:43 p.m. |
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