Board of Trustees

MINUTES OF THE REGULAR MEETING OF THE BOARD OF TRUSTEES OF THE PARK RIDGE PUBLIC LIBRARY HELD AT 7:30 P.M. ON DECEMBER 19, 2006 IN THE FIRST FLOOR MEETING ROOM OF THE LIBRARY CALL TO ORDER Mr. Schmidt called the meeting to order at 7:31 p.m. ROLL CALL TRUSTEES PRESENT: John Schmidt, President; Richard Van Metre, Vice President; Shlomo Crandus, Secretary; Dorothy Hynous, Treasurer; John Benka, Margaret Harrison, Patricia Lofthouse, Eileen O'Neill-Burke. TRUSTEES ABSENT: None. OTHERS PRESENT: Mary Wynn Ryan, Park Ridge City Council Liaison to Library; Janet Van De Carr, Library Director; Jodi Bemis Whitney, John Doyle, Linda Egebrecht, Kate Hall, Gretchen Kottkamp, Larry Kleckner, Vivian Mortensen, Kathy Rolsing, Tom Weiland, Library Staff. CONSENT AGENDA Mr. Van Metre MOVED to approve the Consent Agenda as amended. Mrs. Harrison SECONDED the motion. Roll call vote. MOTION CARRIED UNANIMOUSLY. COMMENTS FROM THE GENERAL PUBLIC None. SECRETARY'S REPORT Mr. Crandus circulated one folder of correspondence and information, which included the following: A thank you letter to Mrs. Cathy Thompson, Library Outreach Services Coordinator, from Mrs. Lil Hurst, Park Ridge resident, thanking her for “making my life more enjoyable”. An email to Mrs. Van De Carr, Library Director, from Mr. Eric Ruth, Park Ridge resident, stating that he an his family loved the Polar Express train ride that the Library sponsored through the Children's Services department with kudos to Mrs. Rosenberg and Mrs. Krug, Children's Services Librarians and thanking the Library for the Open House held the day after Thanksgiving. A patron comment form from Ms. Marion Sitkiewicz, a Park Ridge resident, asking that the Library clear the sidewalk on the west side of Prospect Avenue all the way to Touhy, and a response letter from Mrs. Pierce, Library staff. A patron comment form from Mr. Roger Ginger, a Park Ridge resident, complimenting Ms. Kottkamp, Reference Librarian and Manager, on locating some obscure information on the Internet for him, and a response letter from Mrs. Pierce, Library staff. A note from Ms. Lisa Wagner, a Park Ridge resident, complaining that a movie she rented did not work and that this was the third occurrence, and a response letter from Mrs. Pierce, Library staff. A patron comment form from Ms. C. K. Lemersel, a Park Ridge resident, complimenting Mrs. Gena Zelenka (Librarian), Mrs. Valerie Rominski (Library Assistant), and Ms. Cathy Thompson (Library Assistant), and all of the Reader Services desk staff for their pleasant service, and a response letter from Mrs. Pierce, Library staff. A patron comment form from Ms. Virginia Brauweiler, a Park Ridge resident, complimenting Mrs. Lynn Zmija, Reader Services Library Assistant, for creating and presenting such an interesting and informative computer class titled “Holiday Shopping on the Internet”, and a response letter from Mrs. Pierce, Library staff. A patron comment form from Mr. Vladimir Yurukov, a Chicago resident, explaining difficulties he had with a Librarian and with making copies, and a response letter from Mrs. Pierce, Library staff. A letter to Mrs. Van De Carr, Library Director, from Ms. Adrienne Timm and Ms. Millie O'Brien from the Human Needs Task Force, thanking her and the Library for their assistance with the city-wide food drive and for having a food drop-off bin at the Library. A copy of the minutes of the October 17, 2006 meeting of the City of Park Ridge Mayor's Advisory Committee, highlighting the fact that the City Public Information Coordinator would be prompted to create a press release regarding the vacancy on the Library Board. A copy of the Park Ridge/Niles School District 64 newsletter Connections, highlighting the article titled District 64 Textbooks at Local Libraries Fliers highlighting the Maine Township High School District 207's Commemorative Brick fund raising. TREASURER'S REPORT Ms. Hynous reviewed the financial reports for November. She reported that the Summary by Line Item Report showed that with 58% of the fiscal year elapsed, 55% of the budget (excluding the Capital Budget) had been expended. Mr. Crandus inquired what the expenditure from the Technology Replacement Fund was for, to which Mrs. Van De Carr stated that it was for new Ethernet switches and disk back-up for the network and new patron computers. LIBRARY DIRECTOR'S REPORT Mrs. Van De Carr reviewed the Library's statistics for the month, reporting that circulation was up 2% for November and up about 9,000 items, or 2% for the year-to-date. Mrs. Van De Carr solicited questions regarding her report. Mrs. Van De Carr stated that the Library would begin publicizing for the second annual Library Award in January in the newsletter, as well as in the local papers, and applications will also be available in the Library. Mrs. Van De Carr stated that she had been notified that the van had been delivered to the dealership (in Pekin, Illinois), and so it is possible that it would arrive in Park Ridge in a couple of weeks. Mr. Schmidt asked if any measures were in place regarding the replacement of the van when the time comes. Mrs. Van De Carr stated that the van would now be listed on the City's Vehicle Replacement Plan, and money will be set aside every year for ten years to save for the replacement. Mrs. Van De Carr reported that she had found several options regarding placing the Library name on the van. She added that she had not yet been able to find any reasonably priced, tasteful LED signs for the Library building. Mrs. Van De Carr informed the Board that she had hired Mr. John Mackin, an architect of Mackin & Associates who worked on the first floor meeting room and designed the glass wall that is in the Young Adult Loft to draw up the plans for the wall for the third floor Reference office loft. Mrs. Van De Carr explained that the money is budgeted for next year, starting May 1, and so by addressing the issue now, she hopes to have everything ready by May. Mrs. Van De Carr added that she and Ms. Maggie Hommel and Ms. Vivian Mortensen would be meeting with the designer for the Young Adult Loft. Since it takes 8 to 12 weeks for furniture orders to be processed, Mrs. Van De Carr stated that by ordering now, she hopes that the room and furniture will be ready by summer. Mrs. Van De Carr distributed gifts to the Trustees black bags for them to carry their Board papers. She also distributed a copy of the December 7 article from the Herald Advocate highlighting a few recipes and some of the Library staff “bakers” who regularly contribute their baked goods to Library functions. Mrs. Van De Carr reported that the Library would be focusing on staff training throughout 2007 to assure that the staff has the skills they need to be effective in their jobs. She explained that a list of core competencies for staff at all levels was developed and a questionnaire to assess the staff's skill levels on the technology used in their jobs was distributed to staff. Based on the responses from this survey, managers will be developing training workshops for the staff. Mrs. Van De Carr directed the Board's attention to the copy of the Library's Output Measures Survey which was included in their packets. Mr. Benka asked what staff does with the comments received in the Output Measures Survey. Mrs. Van De Carr replied that she reviews the comments and highlights those that she believes should be addressed. She then forwards them on to the appropriate manager(s) and solicits input on how to address the various issues raised. Some discussion ensued regarding a few in particular that had already been addressed and acted upon. Mrs. Van De Carr added that comments such as those that state the Library does not have enough books, or does not have as many books as it used to are correct. A few comments were put in the Library's newsletter with responses so that the community can see that the Library is paying attention to what they are saying, and that the Library is responding to their ideas or comments. She added that since the surveys are not signed, there is no way to respond to them directly, but those few that had contact information were contacted by the appropriate staff member. COMMITTEE REPORTS Planning & Operations: Mrs. O'Neill-Burke reviewed the Committee minutes. She stated that the Committee reviewed the SnapShot Report and the Output Measures Annual Survey for next budget year. Mr. Crandus mentioned that it would be helpful if some, if not all, of the Survey questions were the same or standard from year to year in order to make it easier to compare issues over the years. Specifically questions regarding physical characteristics of the facility. Mr. Benka suggested that some demographic information be included in the next survey. Some discussion ensued regarding inviting the community to the Library for a special Open House, etc. Marketing & Fund-Raising: Mrs. O'Neill-Burke's reviewed the Committee meeting minutes, stating that the Library is looking into the possibility of obtaining a WPA work project mural that was saved from the old Post Office. It may eventually be donated to the Library. Mrs. O'Neill-Burke's reported that the Committee reviewed the Buy-A-Brick policy and recent applications. The Committee determined that two forms do not conform to policy and the people will be notified that they will have to be changed. Library Resources: Mr. Benka reviewed the Committee meeting minutes, stating that Mrs. Van De Carr shared some thoughts about collection management with the Committee. She cited the Collection Management Policy that establishes guides for staff on collection selections, and explained how data is collected and monitored regularly by staff. Mr. Benka reported that Mrs. Van De Carr also reviewed the “Good to Great” workshop that several staff attended in November. She reported that staff garnered many new ideas from that workshop and will be implementing some of the ideas soon. Mr. Benka stated that the Committee also discussed the Strategic objectives and plans and that Mrs. Van De Carr had reported to the Committee that there appears to be some interest among patrons for programs on health and wellness issues. She had distributed a Lutheran General publication titled Wellness Works which lists a number of wellness related events that will take place in and around Lutheran General and within the Advocate system. Mr. Benka stated he will check with Lutheran General Hospital staff to learn about the success they may be having with their wellness programs and what potential there may be for the Library and Lutheran General to work together on some wellness programs in the future. Building & Grounds: Mrs. Lofthouse distributed an article to the Board regarding how the American Federation of Scientists believes they can teach science through video games. Mrs. Lofthouse reviewed the Committee meeting minutes, stating that Mr. Weiland reviewed the monthly maintenance report and reported that due to problems with the current cleaning company, and lowest bidder for the cleaning contract Best Quality Cleaning he suggested the Library accept the next higher bid of Perfect Cleaning. Mr. Benka recommended that Mr. Weiland get business references from Perfect Cleaning, and one more company, so that a decision could be made at the December general Board Meeting whether or not to go with Perfect Cleaning. Mrs. Van De Carr distributed a memo from Mr. Weiland outlining the issue. Mr. Weiland explained his findings from phoning the references for Perfect Cleaning. Discussion ensued regarding the Library's options regarding the bids, the comments received from references contacted for the top bidders, and the quality of cleaning received by Best Quality Cleaning over the last year. Mr. Weiland explained that Best Quality Cleaning had increased their bid by a few thousand dollars, and he hopes that is for additional personnel in order to increase productivity and quality of cleaning. Mrs. Van De Carr explained that in the bid process the Board may reject all of the bids or accept Best Quality Cleaning's bid because they were the lowest bidder, and the Library would notify them they will be on a 60 day probationary status. In response to Mrs. Lofthouse's question, Mrs. Van De Carr stated that the bid process takes about 6 to 8 weeks. After some discussion, the Board decided to go with Best Quality Cleaning with a stipulation of a 90 day probationary status, and that the Library should check with the City to make sure the stipulation is acceptable. Mrs. Van De Carr stated that either they will step up to the plate and do a better job, or the Library would find a new cleaning company. Mr. Crandus made a MOTION: to accept the bid from Best Quality Cleaning for Custodial & Cleaning Services with a 90 day cancellation notice provision. Mrs. O'Neill-Burke SECONDED the motion. Roll Call Vote: 7 in favor, 1 opposed. MOTION PASSED. Mrs. Lofthouse suggested that a written checklist be given to the cleaning crew to make sure they can see in black and white what their responsibilities are. Mr. Weiland stated that he would discuss the issue with the supervisor the next day. Mrs. Lofthouse asked Mr. Weiland to explain about the Young Adult Loft. He reported that there was much discussion in the Building & Grounds Committee meeting regarding the two bids received after the third round of solicitation of contractors to conduct the work on the Reader Services office on the third floor and in the Young Adult area. He stated that MJB Contractors was the lowest proposal for the Young Adult wall and that the daytime rate would be $1,000 less than the evening rate, but that the Committee had determined that working while the building is closed (9:00 p.m. to 7:00 a.m.) would be less disruptive to the patrons and staff. In response to a question, Mr. Weiland stated that it would take about 4 to 5 days to complete the work in the Young Adult area. On behalf of the Committee, Mr. Benka made a MOTION: that the Library hire MJB Contractors to build the wall in the Young Adult area at a cost of $5,980; Construction to be completed in the evenings while the Library is closed. Roll call vote. MOTION CARRIED UNANIMOUSLY. FRIENDS OF THE LIBRARY None. UNFINISHED BUSINESS None. NEW BUSINESS None. ADJOURNMENT Mr. Van Metre MOVED to adjourn the Board meeting. Mrs. Harrison SECONDED the motion. Voice vote. MOTION CARRIED UNANIMOUSLY. The meeting adjourned at 8:46 p.m.