Loading...
HomeMy WebLinkAboutMinutes 2006-2008G Evanston Public Library ' Board of Trustees Wednesday, January 18, 2006 7:30 p.m. _. Library Board Room Approved February 15, 2006 Members Present: Maidel Cason, Dona Gerson, Lynette Murphy, Brooke Roothaan, Ellen L. Schrodt, Marybeth Schroeder, Susan Stone, and Karen Terry Members Absent: Christopher Stewart Staff Present: Neal Ney, Paul Gottschalk, Kate Todd and Jan Bojda Call to Order President Schroeder called the meeting to order at 7:37 p.m. She welcomed Jan Bojda, Head of Children's Services at the Main Library. Ms. Bojda gave a presentation to the Board about the "Every Child Ready to Read" program, which is an early literacy initiative from the Public Library Association. "Every Child Ready to Read" helps parents learn how to encourage reading potential and literacy readiness in their children from birth to age 5. Approval of the Minutes Trustee Terry moved and Trustee Murphy'seconded; - MSP — Approval as written of the November 16, 2005 minutes of the Library Board Passed unanimously on a voice vote. Old Business Budget FY06-07 Mr. Ney reported on the City Manager's proposed budget. All staff positions recommended by the Board have been removed from the proposed budget and the recommended inflation increases have been reduced by half. The Board understands that most other City departments faced similar budget restraints. The City Manger has listed closing branch libraries as an option the City Council could consider if it wished to avoid a tax increase. The Board indicated its opposition to any further reduction in Library funding. They are also concerned that funding these new positions had been essentially authorized by the City Council when it approved the Library's migration to the CCSISIRSI system last year. Trustee Dona Gerson informed the Board that the , A - =z $ 0 HAShared%ADMIMBoard Minu1esWP-01-18.d(x Pape 1 Ry�inn ui Friends of South Branch would be.contacting area aldermen about maintaining branch funding. Trustees directed the Board president to forward to every alderman the recent Evanston Review article comparing area libraries. The Board believes the associated tables show understaffing and under -funding of library service in Evanston. Youth Service Renovation Project update Trustees discussed the goal and plans to raise private funds for the project. Theyl'. agreed to contact aldermen individually about the Library's youth service renovation project, which is included in the Capital Improvement Plan currently under consideration by the City Council. President Schroeder's Report President Schroeder asked for an update on the 2005 Fund for Excellence Campaign. Over $59,000 had been raised to date. Financial Report Mr. Gottschalk explained the transfers of donated monies from the Gift Fund to the Library operating accounts to pay for purchases of Library materials. He also noted that Library is over budget at this time by $140.000. He explained that these overages are due to changes in City accounting practices regarding merit increases and to increases for salaries due to the CCS migration. There was also some over spending in the purchase of reference materials. Mr. Gottschalk will provide complete quarterly reports to the Trustees on the Library's Endowment Fund. Library Director's Report Mr, Ney noted that his report is missing the CCS/ILL statistics. These should be available next month. Trustees continue to be concerned about the downturn in patron use at North Branch. {� New Business Approval of 2006 Holiday Closing Schedule Trustees approved the Library's holiday closing schedule for 2006. Rather than a single, all -day, In-service Day in 2006, the Library will be closed on two Friday mornings for half -day in-service events. The dates are Friday. April 28th and Friday, October 27th. On both days the Library will open to the public at 1:00 PM. Trustee Gerson moved and Trustee;Terry seconded, MSP — Approval of the 2006 Holiday Closing Schedule H 1ShamdlADMIMBoard MinutesW-01-16.doc Page 2 - Passed unanimously on a voice vote. $ ' •ir' �;". Yi_ City of Evanston Strategic Plan _ _. _ _... -_.t. ----_...-_...-- -.-, _ - .-- - _-. _-_ Trustees reviewed information in the City's Strategic Plan regarding library service. They were concerned about some objectives, such as extending school library hours, which PLA research had shown to be effective primarily in rural areas. Approval of Resolution Adopting the NSLS Revised Reciprocal Borrowing Tenets Trustee Cason moved and Trustee Gerson seconded. MSP -- Approval of a resolution adopting the North Suburban Library System's revised reciprocal borrowing tenets. Passed unanimously on a voice vote, Staff Commendation Trustees asked the Library Director to prepare a resolution thanking the staff for all of its extraordinary efforts in managing the migration from one integrated library system to another. The Board will consider the resolution at the February meeting. Trustee Stone offered to bring treats to share with Library staff. Adjournment The meeting adjourned at 9:15 p.m. Vf' Re ectfully submitte , Catherine A. Todd, Executive Secretary Evanston Public Library HASharedADMINGwrd MinutesYX-01-18.doc Page 3 LVAI-15I U1-1.I- U[iLI , L I BKAKY' Church & Orrington, Evanston, Illinois 60201 C) Phone: (847)866-0300 Fax: (847)866-0313 A RESOLUTION ADOPTING-: THE NORTH SUBURBAN LIBRARY SYSTEM REVISED RECIPROCAL BORROWING TENETS WHEREAS THE EVANSTON PUBLIC LIBRARY BOARD SUPPORTS THE BROADEST POSSIBLE"' ACCESS TO LIBRARY MATERIALS FOR RE51DENTS Or EVANSTON, AND WHEREAS THE EVANSTON PUBLIC LIBRARY BOARD VALUES MEMBERSHIP IN THE NORiW1 '' SUBURBAN LIBRARY SYSTEM AS A MEANS Or ENHANCING THE RESOURCES AND SERVICES _ AVAILABLE TO EVANSTON RESIDENTS, AND 1 WHEREAS PARTICIPATION IN THE RECIPROCAL BORROWING PROGRAM IS Al BASIC ter t•� RESPONSIBILITY AND PRIVILEGE OF MEMBERSHIP IN THE NORTH SUBURBAN LIBRARY,,, ..,.,,s., SYSTEM, AND WHEREAS PARTICIPATION IN THE RECIPROCAL BORROWING PROGRAM Er1HANCE5.THE,,. ,.. ACCESS TO LIBRARY RESOURCES AND SERVICES FOR EVANSTON RESIDENTS, AND WHEREAS REVISED TENETS FOR THE RECIPROCAL BORROWING PROGRAM WERE ADOPTED BY THE NORTH SUBURBAN LIBRARY SYSTEM BOARD OF TRUSTEES ON NOVEMBER-28, 2005 NOW THEREr=ORE BE IT RESOLVED THAT THE EVANSTON PUBLIC LIBRARY BOARD Or LIBRARY TRUSTEES ADOPTS AND ENDORSES THE REVISED TENETS FOR THE NORTH SUBURBAN LIBRARY SYSTEM RECIPROCAL BORROWING PROGRAM, AND = BE IT rURTHER RESOLVED THAT STArr INCORPORATES THESE TENETS INTO LIBRARY POLICIES AND PROCEDURES. ADOPTED THIS 18T" DAY OF JANUARY _'006. SECRETARY i 1° Evanston Public Library Board of Trustees Wednesday, February 15, 2006 7:30 p.m. Library Board Room Approved March 15, 2006 Members Present: Maidel Cason, Dona Gerson, Lynette Murphy, Brooke Roothaan, Ellen L. Schrodt, Marybeth Schroeder, Christopher Stewart, and Susan Stone Member Absent: Karen Terry Staff Present: Neal Ney, Paul Gottschalk, Kate Todd and Lesley Williams Guests Present: Andrew Bouthilet, Matias Markus, and Navin Kumar from Northwestern University's Kellogg School Call to Order President Schroeder called the meeting to order at 7:30 p.m. She welcomed Board members and visitors from Northwestern University. Neal Ney introduced Lesley Williams, Head of Information Services. Ms. Williams took Board members to the V floor Computer Training Room for a presentation about millennial users, the huge demographic, 81 million strong, of people born between 1985 and 2002. These are the library users of the future. Ms. Williams gave an abbreviated version of SIRSI's Steven Abram's presentation on how this group works, learns, and accesses information, and -how this will (or should) effect the way libraries operate. Approval of the Minutes Trustee Cason moved and Trustee Murphy seconded, MSP —Approval as written of the January 18, 2006, minutes of the Library Board Passed unanimously on a voice vote. j Old Business Budget FY06-07 _ Mr. Ney.' said there is nothing final to report on the City's budget at this time. This year's budget is mostly one of belt -tightening across the board. '; -- Youth H:LShared%DNN0oard Minulest&02-15.doc Page 1 Mr. Ney reported that the Library's Youth Service Renovation Project is in the Capital Improvement Plan currently undeF'consideration by the City Council. If it is approved, the project can move ahead to hire an architect, and the campaign to raise private funds can officially begin. President Schroeder's Report President Schroeder reported that Northwestern University, Evanston Township High School, and the Evanston Community Foundation are sponsoring a volunteer recognition event for April, 2006. Board members suggested nominating book sale chairperson Blanche Gildin for the Outstanding Volunteer award. Ms. Schroeder also reported on the letter that went out under her signature to all aldermen with copies of the Evanston Review article comparing library service on the North Shore. Library staff were directed to be sure a copy of this letter went to all Board members. President Schroeder believes that the effort has been worthwhile, and the responses from aldermen and the City Manager so far have been positive. Financial Report Mr. Gottschalk noted that the Library is in its last month 'of the fiscal year. He anticipates that most year-to-date expenditures will be on target.' 4 Library Friends Report , ,,, .• u <: Maidel Cason said she had nothing more to add to the Fdends`minutes; Neal'reported' that former Trustee and Friend's board member, Bob Girard," die& President Schroeder will send a sympathy card from the Board. Library Director's Report Mr. Ney mentioned that his monthly report now will be sent with other department reports from the City Manager to the City Council. New Business Approval of Resolution of Thanks to the Library's Staff Trustees approved a resolution of thanks for the Library's staff for all of its efforts during the migration from the DRA software to the CCS/SIRSI system. Copies of the resolution will be given to each department and branch: Trustee Stone was thanked for buying treats for all staff. Trustee Stone moved and Trustee Roothaan seconded, MSP -- Approval of the Resolution of Thanks to the Library's Staff HNSharedlADMIMBoard Minutes=-02-15.dx • • Page 2 i' Passed unanimously on a voice vote. Approval of Fund for Excellence Expenditures Trustees reviewed recommendations from staff for allocating the FY2006-07 Fund for Excellence expenditures. In future years, gifts received from Koenig and Strey designated for branch libraries will be placed in the Gift Book Fund reserved for branch use, rather than placing these funds in the Fund for Excellence reserved for branch use, as has been the case in past years. Funding available from the Fund for Excellence has been reduced this year for a number of reasons. It was recommended that the annual appeal letter go out earlier than it did in 2005. Since the New York Times Perpetual Access is such a notable asset, it was suggested that the Library prepare publicity to notify patrons of this new acquisition. Trustees approved the following fund for excellence expenditures for FY2006-07: + Juvenile books - $16,000; • Juvenile AV - $2,000; + Young adult books-$10,000; ' " D -);i; flo ain:�€flono.) ict • Art books - 54.000; • •E-books $6,000; Adult AV $9.000; • Bookletters subscription $2,000; • Proquest NY Times Perpetual Access-$23,000; • Branch AV - $8,000; 1rj3rrttttilt�titi Roving Reader deposit collection - $3,000; • Head Start deposit collection - $2,000. Trustee Murphy moved and Trustee Roothaan seconded, MSP —Approval of 2006 Fund for Excellence Expenditures Passed unanimously on a voice vote. Approval of Endowment Fund Expenditures Trustees agreed to delay until the March meeting the allocation of unrestricted Endowment Fund income in order to give staff more time to determine the total amount available for expenditure. Trustees were able to approve the following expenditures of restricted Endowment income for FY2006-07: • Juvenile books - $6,300; • Juvenile AV - $2,000; * Grolier Online Encyclopedia - $7,400; • Recorded books - 55,000; HNShared%DMIN'Soard A4nutes0"2-15.doc Paga 3 • Adult books - $11,000. Trustee Stewart moved and Trustee Gerson seconded;, MSP — Approval of FY2006-07 restricted Endowment Fund expenditures. Passed unanimously on a voice vote. Approval of Participation in NSLS Non -Resident Program Trustees approved continuing participation in the North Suburban Library. System's,-,i! non-resident reciprocal borrowing program. Trustee Gerson moved and Trustee-,f:- i Roothaan seconded, = MSP — Approval of continuing participation in NSLS Non-resident Reciprocal Borrowing Program. Passed unanimously on a voice vote. Preparation of Comments on the City of Evanston's Draft Strategic Plan Trustees discussed at length the City's draft strategic plan, and directed the Board, president to draft a letter to the City Manager and to circulate it for comment before. sending. A list of the main discussion points are attached separately. Adjournment The meeting adjourned at 9:35 p.m. Res ully s d, Catherine Todd, Executive SecreTary�' Evanston Public Library a iJ r' .". -1 H.xShared%DMIN%9oard Minutes%06-02.15.doc - Page 's• EVANSTON *PUBLIC L I B K A K Y Church & Orringlon, [vanslon, Illinni; 60201 Phone: (847)866-0300 Fax: (847)866-0313 RESOLUTION Or THANKS.'. TO Tht-'EVAHSTON PUBLIC LIBRARY STA'rF '- WHEREAS, THE FVANSTON PUBLIC LIBRARY STArt 15 DEDICATED, HARD WORKING AND VERY MUCH APPRECIATED BY THE LIBRARY BOARD AND THE EVANSTON,- COMMUNITY, AND WrIERrM, THE LIBRARY HAS RECENTLY UNDERGONE A CHANGE IN ITS INTEGRATED LIBRARY SYSTEM SOrTWARE, AND WHEREAS, THIS MIGRATION WAS DOUBLY DIrrICULT BECAUSE IT INVOLVED BOTH A-:' CHANGE IN SOrTWARE AND A CHANGE rR011 BEING A STANDALONE- LIBRARY 30. BEING A MEMBER Or A CONSORTIUM, AND ,; 1XlI1ERCA5, rOR REASONS BOTH TOO COMPLEX AND TOO NUMEROUS,TO CNUMEKATC:THE MIGRATION ENDED UP BEING BOTH MORE COMPLICATED AND: MORE: EiW+a:iCz TROUBLESOME THAN ANTICIPATED, AND WHEREAS, THE LIBRARY'S STArr SOLDIERED ON THROUGH THESE TRAVAILS WITH GOOD;>-IIE GOOD HUMOR, AND A DEDICATION TO PROVIDING THE 136T'.170551BLC - SERVICE TO LIBRARY U5ER5, AND WHEREAS, THE STArr CONTINUES TO PERSEVERE WITH CREATIVITY AND GOOD JUDGMENT wrim UNrORESEEN ANOMALIES ARISE WITH THE NEW SYSTEM, - .. flow THERErORE BE IT RESOLVED, THAT THE FVANSTON PUBLIC LIBRARY BOARD Or TRUSTEES DOES EXTEND ITS GRATErUL TNA tKS TO THC LIBRARY'S 57Arr, nND BE IT FURTHER RESOLVED, THAT COPIES Or THIS RESOLUTION BE DISTRIBUTED WIDELY TO THE LIBRARY'S STArr BE MEANS BOTH ELECTRONIC AND CORPOREAL. APPROVE THIS 15rn DAY Or FEBRUARY 2006 s PRE DE(`tTr` SECRETARY -. -.. .. 5! .yid!,' �•S il�:^:4 rWj;_'ir ,F'4" 7 Evanston Public Library Board of Trustees Discussion of City of Evanston Draft Strategic Plane February 15, 2006 `.. Suqqestions for revision or enhancement:. Page 9 — City of Evanston Values Revise #5 — Highly supportive of public education and public libraries 1,.1 f Page 11 Evanston's Future Image: Families with kids Add — Access to excellent library service Suggested revisions to page 19 and page 33 should be taken together. Issues to consider: • Research by the Public Library Association (PLA) has shown that adapting public school libraries for public library functions is successful primarily in rural areas, or in communities where a school library is an improvement over having no public library service at all. • The financial costs for additional headlight, late -night janitorial services, school building personal, and library staff will need to be allocated between schools and City. Who will pay for what? • If school buildings are open in the evenings, security issues for the entire school building need to be taken into consideration. Again, who will pay and how will this be handled? Page 19 Neighborhood Vision 5110 Years Revise # 5 — Support for free-standing, public branch libraries open to the entire community is a separate and distinct issue from increasing library hours in the public schools. Page 33 Objectives 24 Months Goal #11 Revise #11 D — Expand Library outreach through continuation of work already in process on the west side and by new partnerships with a wide variety of community groups. Improve public awareness of curriculum related resources available for students and parents at the public libraries in Evanston, such as: • "Battle of the Books% • Books sets and materials for recurring, major social studies and language arts assignments; • Internet access to Library databases for research from home and schools. Page 32 Objectives 24 Months Goal #9 Add 9D — Include available Library resources for job seekers and job training, such as: K%hate"DMIMEWrd MinutesZ6-02-15.dot Pape 5 _ .. � o, ..� . � � - � :*f:'2: �'�?� '�'- �'+'..t ,I.r' �-?'F`3•";� "LH r:7lt%q;.R"a.; �45 a • Monthly career counseling program • Computer tab for training and job skill development • Extensive job and career section in Library Reference department Page 34 Objectives 24 Months Goal #13 Add 13C — Improve continuity on boards by adopting a fixed rotation for terms of office. This will ensure that the majority of board members do not all rotate off within a year of one another. H:%Shared%AOM1"owd Unutes106-02-15.doc Page 6 Evanston Public Library ,.. Board of Trustees Wednesday, March 16, 2006 7:30 p.m. Library Board Room Approved April 19, 2006 Members Present: Maidel Cason, Lynette Murphy, Brooke Roothaan, Ellen L. Schrodt, Marybeth Schroeder, Christopher Stewart, Susan Stone, and Karen Terry Member Absent: Dona Gerson Staff Present: Neal Ney, Paul Gottschalk, and Kate Todd Reeltime Program Directors, Kathy Berger and Ines Sommer Call to Order J-10(109 President Schroeder called the meeting to order at 7:35p.m.: . •. - i��r i. r.l.-.),^"._ ii�:a i3 i.-;�r..iS�1 l.eii: Approval of the Minutes . �., ! �. ', -.; Trustee Stewart moved and Trustee Murphy seconded, MSP — Approval as written of the February 15, 2006,�mlriutes of the'Library Board ir,v -1 Passed unanimously on a voice vote. " = _ . •` Reeltime Update Kathy Berger and Ines Sommer, co -directors of the Reeltime Independent Film and " Video Forum, explained Reeltime's mission and gave Board members an update on recent presentations. Reeltime, a joint program of the Library and Northwestern University's Mary and Leigh Block Museum of Art, seeks to foster a dialogue between audiences, artists and guest speakers about the issues raised by the independent films and videos they present. Programs are developed in collaboration with diverse groups to reflect community concerns and perspectives, including Literature for All of Us, Evanston Community Foundation and the Mental Health Association, Old Business pl Budget FY06-07 Mr. Ney reported that the City budget was passed at the end of February by the City Council. The CIP with funding for the Library project was also approved, which means H SharedV M INZoard MinutesW 43-95.dx page 3 . staff can take the architectural contract to the City council for approval at the March 271h meeting. Mr. Gottschalk reported that the Law Department is still working on the condominium agreement needed to offer the Central Street property for sale, It is hoped that the property will be ready to market in May or June. The first $200,000 from the sale will be used for the Youth Services Renovation Project. They remainder raised will be used for branch improvements. President Schroeder's Report President Schroeder reported on her successful meetings with aldermen and Julia . . Carroll, the City Manager. The alderman and Ms. Carroll asked that the Library come to Council meetings more often with Library news. They found the outreach information very encouraging. President Schroeder will present Rick Kinnebrew to the Council on . March 27t' in recognition of his award from the Childcare Network. Trustee Stone suggested that the Library might host a reception at the Main Library for City Council members. Financial Report Mr. Gottschalk noted that the Library's fiscal year ended February 29, 2006. The year,-. end financial statements will be forthcoming. Mr. Gottschalk noted that the January gain of $117,867 in the Endowment was the strongest to date. . Library Friends Report The Evanston Library Friends will hold their Annual Meeting on ;Thursday, March 30�'. Paul Gottschalk will be providing a tour and talk about the public art on display at the Main Library. _. a,C Library Director's Report - - Mr. Ney. informed Trustees that the Library will be activating a new phone system on April 4,2006. The new system will have voice mail and will provide considerable •cost ,. savings over the previous system. The City's IS Department is doing the installation... Mr. Ney will be attending the Public Library Association conference in Boston from March 22-26. Four other EPL staff members will also be attending. The Lincolnwood PTA benefit held at the Main Library during February was very successful, but because of the heavy drain on staff time, Trustees plan to discuss the relatively low fee charged and the frequency of these events. Staff members were directed to place the Library's Special Events policy on the agenda for the May board meeting. Staff was further instructed to gather information about the practices at other libraries and to explain the limitations on using the Library for such events. • iE��r`1lC'.�' HAShared"MlMBoard MinutesO"3-15.doc Page 2 New Business Appointment of NSLS Representative Trustee Christopher Stewart agreed to serve as the Board representative to the.North--, Suburban Library System. Approval of Purchase of AV System for Community Meeting Room Trustees ratified the action of the Executive Committee approving the purchase of an AV system for the Community Meeting Room. The recommendation of the Executive - Committee has already been forwarded to the City Council where it also won approval. Trustee Stewart moved and Trustee Terry seconded, MSP — Ratification of the proposed contract with United Visual of Itasca. Passed unanimously on a roll -call vote. Approval of Contract for the Provision of Architectural Services Trustees approved entering into a contract with Nagle Hartray Danker Kagan McKay Penney Architects Ltd for design development and preparation of construction documents, bidding and negotiating construction contracts, and construction oversight for the Library remodeling project. This recommendation will now be forwarded to the City Manager and the City Council. Trustee Roothean moved and Trustee Murphy seconded, MSP —Approved of a contract with Nagle Hartray Danker Kagan McKay Penney Architects Ltd Passed unanimously on a roll -call vote. Approval of Endowment Fund Expenditures for FY06-07 Trustees approved the expenditure of unrestricted endowment fund income for FY06- 07. The expenditures total $92,500 and include funding for the Reeltime film series, adult programming, juvenile programming, youth outreach, the children's room renovation project, and the development campaign. Trustees approved the following expenditures: • Reeltime - $4,000; • Adult Programming - $1,800; • Donor Event-$1,500; • Juvenile Programming - $4,700; • Youth Outreach - $3,500; • Children's Room Renovation - $30,000; H_%SharWG ADNN0oard MinuteaVA-03-15.doc Page 3 - a Development Campaign - $47.000. Trustee Roothaan moved and Trustee Murphy seconded, MSP ' Approval of 2006 Endowment Fund Expenditures Passed unanimously on a roll -call vote. 17 ,: i 'j 'C Adjournment The meeting adjourned at 9:10 p.m. Res ectfully submitted, J 'i Cathe *ne A. T7od, Executive Secretary Evanston Public Library to 1j"It $31'13i!oJ �o I L-4 q,l f u',i -4 0-1 Page 4 H:%SharedVkDM1NWosrd MinulesZ"3-15.doc N Evanston Public Library Board of Trustees Wednesday, April 19, 2006 7:30 p.m. Library Board Room Approved May 17, 2006 Members Present: Maidel Cason, Dona Gerson, Lynette Murphy, Brooke Roothaan, Ellen L. Schrodt, Marybeth Schroeder, Christopher Stewart, Susan Stone, and Karen Terry Staff Present: Neal Ney, Paul Gottschalk, and Kate Todd Chris Diez, Circulation Manager Jan Bojda, Head of Children's Services _ ,. .- _.. . •t•., �,r; .sir. Cali to Order President Schroeder called the meeting to order at 7:35 p.m.� 1: Approval of the Minutes Trustee Terry moved and Trustee Gerson seconded,-::. MSP — Approval as written of the March 15,,2006,.minutes of the Library.Boardn_r� Passed unanimously on a voice vote. Report on Circulation Department Chris Diez presented a report on the current state of the Circulation Department, with special emphasis on the increase in interlibrary loans and transfers of materials due to Evanston's joining the CCS library consortium. Evanston sends out the largest amount of materials of any other consortium member. While staff had anticipated some increase in interlibrary loans, no one had predicted the high level currently being processed. Mr. Diez praised his staff for taking on the additional workload. Mr. Diez believes the new consortium environment is certainly an improvement for patrons, who are able to access materials much quicker than before. Old Business Youth Services Project Update = Mr. Ney reported that the contract with Nagel, Hartrey, Danker,, Kagan, McKay,, Penney, Architects, Ltd. for construction drawings had been authorized.by the City Council, -The first meeting of the Campaign Steering Committee is planned for April 26, 2006: It is KASharedlADMIMBoard KnuftsUX-04-19.doc page I hoped that all members of the Library Board will be donors to the project. Karen Terry and Lynette Murphy have agreed to serve as liaisons to the Campaign Steering Committee, and will keep the Board informed as the fund raising project moves forward. President Schroeder's Report President Schroeder asked trustees to sign up to work at the spring book sale this coming weekend, April 21-23. She also offered congratulations to Blanche Gildin, who was chosen as one of 5 community members to be honored at Northwestern next week for her volunteer work with the book sale. Trustees were reminded to mail their evaluations of Neal Ney, the Library Director back to President Schroeder by May 12, 2006. Trustees discussed recent suggestions that a branch library be incorporated into the low-income housing development being planned for Church and Darrow. The Board had concerns about funding such a project and about whether this would be the best use of new funds if they were available. The Board thought that the Library could partner with other agencies to provide outreach service at that location. The Board directed president Schroeder to draft a letter to the City Council summarizing its concerns. The letter is to be circulated to the Board for comments before being sent. President Schroeder noted that this site is only 8 blocks from the Main Library. Board members wanted to respond positively to an increase in library services, but feel any increase in. services must include increased funding. Trustees also asked to have available the detailed report of Outreach Librarian, Rick Kinnebrew's activities. Financial Report Mr. Gottschalk referred trustees to the cover page of the financial statements. Heo. announced that the Investment Committee will meet on Monday, April 24, 2006. Library Director's Report Mr. Ney informed Trustees that a Library patron has again asked to be allowed to remove her shoes in the Library based on her doctor's note. The City's Law and " - Disabled Services departments do not think her condition warrants this allowance. The falcon cam is up and running. Four eggs are in the nest. The Main Library has a new phone system. Benefits include: voicemail avalibility; after: hours messages; and significant cost savings. As staff work out the kinks in the new system, people are asked to notify us of any difficulties they experience. , r=`," In response to a question, Mr. Ney expained that "cbl" in his report refers to "child book links," which is,the number of children multiplied by the number of stories they heard at a program. H:%Shared%AW1NUWrd Minutest M-W9.doc Page 2 Nrw Business Appointment of Nominating Committee Trustee Roothan agreed to chair the Nominating Committee and trustees Stewart and Gerson will also serve. The nominating committee will report at the May meeting, The election will be held at the June meeting, and the new officers will take office on July 1, 2006. Trustee Stewart moved and Trustee Murphy seconded, _ MSP —Approval of the Nominating Committee as above. Passed unanimously on a voice vote. Approval of Local Use Fee Trustees approved increasing the Local Use Fee from $110 to $120 as set forth in Mr. Ney's April 9, 2006, memo. Trustee Gerson moved and Trustee Stewart seconded, - MSP — Approval of the Local Use Fee of $120 effective May 1, 2006. Passed unanimously on a voice vote. Approval of Annual Report Trustees approved a resolution authorizing the Library Director to complete and submit the annual report to the Illinois State Library. Copies of the final version of the Annual Report will be forwarded to all trustees in the next Board packet following the submittal. Trustee Cason moved and Trustee Gerson seconded, MSP — Approved of the Annual Report Resolution. Passed unanimously on a voice vote. Review of Special Funds Policy Mr. Ney asked Board members to defer consideration of the Special Funds Policy until later this year. The upcoming campaign for the youth services project will entail adding a major gifts acceptance policy and donor recognition policy. These will be brought to the board in the near future for consideration and amendment to the Special Funds Policy upon recommendation of the Campaign Steering Committee. Review of Benchmarking Data HASharedVOMM13oard MinuWslD6-04-19.dx Trustees discussed benchmarking data that the Library Director had prepared at the request of the Board president. The data compares the annual reports for the Arlington Heights, Oak Park, Skokie, and Evanston public libraries. The data shows substantially lower library funding in Evanston than in the other communities. This has impacts on the collection, staff size, and public use. The Board requested some additional data and the creation of graphs to better display and explain the data. At the May meeting the Board will discuss how to share the data with the City Council. Hirshfield Poetry Awards Trustees received a list of the winners of the 2006 Hirshtield Poetry Awards. The awards presentation is scheduled for Sunday, April 30 at 2 p.m. in the Community Meeting Room. Adjournment The meeting adjourned at 9:30 p.m. Res ctfully submitted, :. r�: . =_a _ : ►,, 'err; , i ,., .1'?l iqA = Catherine A. Todd, Executive Secretary Evanston Public Library:c . . �` . .a ! , . •� _. _'�,. , _, IFS F;�,', .. ° t:.'�-, • �t, � - � �. _ , r _ . -. � .. � r ��il �+1 's V3iJ_ } `-k� �c �3• � •'�� :3 ��-: :. - - . ,. •- - - - `� ,-�3 l� � s'4-i -1 _ � -'r• - - �? :, -.�, - .i H:lshanedvltlhlfNSoa►d MlnutesV08-04-19.doc sil ?i ;?=fii3ii;lttis� Its L'='stA:i P"s 4 UVAI-15 f UI'I •{"UbLICf LIBRARY Church & Orringlon, Evanston, Illinois 60201 Phone: (847)866-0300 fax: (847)866-0313 Annual Report Resolution Whereas, it is necessary to approve the submittal of an Annual Report form at the April meeting of the Evanston Public Library Board in order to assure its timely submittal to the Illinois State Library, and Whereas, all of the information necessary for the completion of the form was not available prior to the April meeting of the Board, Now Therefore Be It Resolved, that the Evanston Public Library Board of Trustees does authorize the Library Director to submit the Illinois State Library Annual Report form in substantially the form presented to the Board at its April meeting, and Be It Further Resolved, that copies of the completed form should be forwarded to the Board in the next Board packet following the submittal. Approved this I gt` day of April 2006 Pr sid Secretary Evanston Public Library Board of Trustees Wednesday, May `17,2006 7:30 p.m. Library Board Room r RF.CE:IVED CITY CLERK JUL 17 2006 EVANSTON 11- Approved June 21, 2006 Members Present: Maidel Cason. Dona Gerson, Lynette Murphy, Brooke Roothaan, Ellen L. schrodt, Marybeth Schroeder, Christopher Stewart, Susan Stone, and Karen Terry Staff Present: Neal Ney, Paul Gottschalk, and KateTodd Outreach Librarian Rick Kinnebrew. Visitors Present: Amy Wallin Lit: ­j vir;'iIlij -Adt Od ns�k;.­',J Call to Order President Schroeder called the meetl ng tq,order. At,7:36 p!Fq.: .1 j: f f- 7%, 2 Approval of the Minutes f j f i Trustee Stewart moved and Trustee Schrodt seconded,, MSP - Approval as written of the April 19, 2006, minutes of the Library Board Passed unanimously on a voice vote. Report by Outreach Librarian Rick Kinnebrew reported on his work promoting parent and children's programs in the. community. Mr. Kinnebrew will be bringing the Library's Summer Reading Game to p;i&s and recreation centers this'summer. He also announced that he has received a $10,000 grant from the Evanston Community Foundation to fund a pilot program in 'educationaYplay literacy" at the Child Care Center and District 65 Head Start.. Board ' , members asked that he come back in the winter with a performance by theYoung Evanston Storytellers (YES). Old Business No'minating Committee Report i i V rs re committee, -chaired by Pr,6.,ok.e,.',,,., BoiH m6rnb6 - received the;report of thei.nominating - ji. Roottii6h.The ­r6commeirided late for -election at the Board's Jun meetjngj�:q -- Page I H:IshamdyaMN0oard MJnutesV*435-17.d0r_ President -- Marybeth Schroeder, Vice -president, —,Christopher Stewart; Secretary — Lynette Murphy. Youth Service Area Project Update Mr. Ney reported on the Youth Service Renovation Project. The campaign committee has begun meeting. The first meeting with the architects about construction drawings is scheduled for next week. Darrow Corners Update Trustees discussed the possible inclusion of some form of library service in the Darrow Comers project. While Board members want to be supportive of neighborhood literacy efforts, they are concerned that such service be adequately funded and of a high quality. Trustee Stewart objected to "diluting the brand" by calling something a "library" when it clearly is not. Trustee Schroeder pointed out that for what a branch library would cost, the Library could hire both an Early Childhood Specialist and a School Services Librarian, both called for in the Essential Staff Plan. In her opinion these services would have a much greater impact on west Evanston and all of Evanston than another branch. Trustee Gerson noted that, while it is entirely appropriate that the City Council make a policy decision of this nature, it is imperative that the Board makes the funding needs of such a service clear. Trustees agreed to contact individual aldermen prior to the May 22, 2006, Council meeting to explain the need for adequate funding of such a service. Trustee Schroeder is planning to address the Council during citizen comment on May.. 22. Benchmarking Data Due to time constraints, trustees agreed to table further discussion of the benchrnarking • data until their June meeting. - - - - - - President Schroeder's Report President Schroeder applauded Rick Kinnebrew's grant from the Evanston Community Foundation (ECF), and was pleased to learn that the new AV equipment for the CommunityRoom had been installed. Funds for the AV project were provided in part by an earlier ECF grant. President Schroeder reported that Blanche Gildin had been honored at a reception last month recognizing her as one of Evanston's top volunteers._; Financial Report _ , Mr. Gottschalk noted that the April financial statements were available tonight at.each, trustee's place. He reported on last month's Investment Committee meeting at which• some changes to the Endowment portfolio had been decided. He referred trustees -to - z , the last page of the March financial statements, which showed how well the Library`s., Endowment Fund has been doing, especially by comparison to other benchmarks. H:%Sh2redlAW1NSoard Minutes58645.17.doc Pape 2 Library Director's Report In addition to his written report, Mr. Ney noted that a falcon chick has hatched in the Library nest, Now Business Standards Review Trustees reviewed the Ubrary's performance on the Illinois State library standards. Mr. Ney stated that Evanston does reasonably well on the standards, except in staffing and governance, the two areas over which the Library Board has no control. Review of Special Events Policy Trustees reviewed the Library's special events policy, and directed staff to prepare revisions to the policy that would increase the fee, limit areas in which food and beverages can be served, possibly require the use of approved caterers, and place additional limits on the moving of equipment and collections. The proposed revisions will be on the agenda for the .tune meeting. Staff Demographics Trustees reviewed a memo from the Director concerning staff demographics. - Executive Session At 9:30 p.m. the Board of Trustees met in executive session for the purpose of evaluating the performance of the Library Director. A tape of the executive session is attached to the original minutes held at the Evanston Public Library. Respectfully Submitted, Catherine A. Todd, Executive Secretary Evanston Public Library K-1Share VWWNWoard Minules106-05.17.doc Page 3 Evanston Public Library ksoara or trustees., 'Wednesday, June 21, 2006 7:30 p.m. Library Board Room Approved July 19, 2006 Members Present: Maidel Cason, Dona Gerson, Brooke Roothaan; Ellen'L-:'Schrodt,: Christopher Stewart, Susan Stone, and Karen Terry Members Absent: Lynette Murphy and Marybeth Schroeder Staff Present: Neal Ney, Paul Gottschalk, and Kate Todd, Administrative staff Laura Dudnik, Head Reader's Services Call to Order In the absence of President Schroeder, Vice President Terry called the meeting to order at 7:38 p.m. Approval of the Minutes , .;. f:; .• , . s_ , ; :� F i; Trustee Stone moved and Trustee Stewart seconded ; MSP — Approval as written of the May 17, 2006, minutes of thefLibrary.Board. ,. Passed unanimously on a voice vote. Report on Adult Programs by Laura Dudnik, ' The Board heard a report on adult programming'from Laura Dudnik the head of Reader's Services. Prior to 2002, the Library had virtually no adult programming. Adult programs were launched with a donation from the Kaye family and the arrival of Glennis Lundberg, past president of the Library Board, who volunteered to book the speakers and performers. Programs have been well received, and enhance the visibility and position of the Library in the community. Musical programs are the best attended, and the Library Is committed to sponsoring literary events. A new African -American book group will begin this fall. Old Business Election of Officers f Trustee Gerson moved approval of the slate proposed by the Womina 61g- Cammitteeai the last Board meeting. Trustee Roothaan seconded the slate - _..�r - .: ark H.%ShareMM1N%Sosrd Minutes106-06.21.doc Page 1 MSP — Trustees elected the following officers to one-year terms beginning on July 1, 2006: Marybeth Schroeder, President; Christopher Stewart, Vice -President, Lynette Murphy, Secretary. Youth Service Area Project Update Mr. Ney reported on the Youth Service Renovation Project. The efficient phasing of the project will require simultaneously emptying the current Children's Room and Browsing Room. All collections and services will be moved to the second floor for the duration of construction. Members of the Campaign Steering Committee have received their solicitation training. Author Audrey Niffenegger has agreed to join the committee as an honorary member. Benchmarking Data Trustees agreed to move this discussion to the end of the meeting. d r Financial Report Mr. Gottschalk brought attention to the allocation of Endowment Fund investments on the last page of his report. In the operating budget, he noted that salaries appear low due to a late payroll, which was not included in this report. He also noted that North Branch rental is significantly over -budget, because no rent had been anticipated due to the expected sale of the adjacent property. Library Director's Report " In addition to his written report, Mr. Ney informed the Board that Lesley Williams; the Head of Reference and Periodical Services, had published an article in Library-Joumal, about marketing library databases to the public. 'Due to the recent power failures," Trustees learned about procedures for handling power outages and closing the Library. New Business Approval of Selection Procedure for Interactive Exhibits Fabricator Trustees approved a selection procedure for the consultant/fabricator for the interactive exhibits in the new Children's Room. Trustee Gerson moved and Trustee Stewart seconded, MSP —Approval of the procedure recommended in Mr. Ney's memo of June 14 `2006 for selecting the fabricator for the interactive exhibits in the new Children's Roorn.. . i; _1 Passed unanimously on a voice vote.. Appointment of Fund for Excellence Chair HAShared'ADMI l$oard MinutesM-M21.doc Page 2 . - - � i - •V ri- ._ .. -9�4.� �. - -. `..! _ - �i N4.i �.fr��Fn�1ir_If4r4V �_� P= ���->>-R The Board of Trustees appointed Brooke Roothaan and Dona Gerson to serve as chairs of this year's Fund for Excellence Campaign. Benchmarking Discussion The Board reviewed benchmarking data for the Oak Park, Skokie, and Arlington Heights public libraries. The Board asked the Library Director to schedule a meeting with the City Manager and the Board's president and vice-president to review the data. Trustees suggested that the data also be related to the Youth Services Renovation Project and the Library's and City's strategic plans. At this time, the trustees recommend focusing on three areas of greatest importance: • Per capita expenditures, • Staffing per capita, and • Deferred collection maintenance. Resp c ully subm' ed, Catherine A. Todd, Executive Secretary Evanston Public Library HOIShanmPADMIMSoard Wnutes%06-06-21.doe Page 3 �i ,Evanston Public Library Board of Trustees -. , . ., Wednesday, July 19, 2006 s 7:30 p.m. Library Board Room Approved September 20, 2006 Members Present: Maidel Cason, Dona Gerson,- Brooke Roothaan, Ellen L. Schrodt, Christopher Stewart, and Karen Terry Members Absent: Lynette Murphy, Marybeth Schroeder, and Susan Stone Staff Present: Neat Ney, Paul Gottschalk, and Kate Todd, Administrative staff Call to Order In the absence of President Schroeder, Vice, President Stewart called the meeting to r,i order at 7:35 p.m. _ WI• . ;;�< ,-F; ��:...._ 1,; ..:. ,:_. �;7.:;:r:' J Approval of the Minutes Trustee Gerson moved and Trustee Terry seconded, MSP -- Approval as written of the June 29; 2006..minutes of the Library Board. - Passed unanimously on a voice vote. Old Business Special Events Policy Trustees discussed the revisions to the Library's Special Events Policy recommended in Mr. Ney's memo. The proposed revisions will increase the Special Event fee to $5,000. Staff will adopt the recommended caterers list from the Woman's Club for all such' ;_;1, rentals. Trustee Terry moved approval and Trustee Gerson seconded: MSP -Approval of the revisions to the Special Events Policy as stated in Mr. Ney's memo of July 13, 2006. Passed unanimously on a voice vote. y President's Report In the absence of President Schroeder, Vice -President Stewart updated Board members about the presentation of the benchmarking data in a meeting with the City Manager Julia Carroll and Assistant City Manager Judy Aiello. Vice -President Stewart HASharedADMINZaard Minutes10"7-19.doc Page I said they had been asked to construct a 5-year plan to correct the major discrepancies evident from the benchmarking information. The plan will address the key areas of: ■ Per capita expenditures, ■ Staffing per capita, and ■ Deferred collection maintenance. The 5-year plan will be included in the budget presentation for the City Council scheduled for October 30, 2006. Dona Gerson and Karen Terry volunteered to assist Vice -President Stewart, President Schroeder, and staff with this project. The budget'- ' presentation will be previewed at the September Library Board meeting before going forward with City Council presentation. Financial Report Mr. Gottschalk noted that salaries appear low in the operating statement for the second month in a row. Again, this is due to a late payroll, which was not included in the City's report. Mr. Gottschalk brought attention to the purchase of 3 new Treasury notes with staggered maturity dates in the Endowment Fund. By comparison to standard performance measures, the Library's Endowment portfolio is doing exceptionally well With annualized earnings of 14.81 %. Library Director's Report Mr. Ney reported on the Youth Service Renovation Project. The Campaign Steering Committee is meeting monthly. The brochure is ready to go to the printer. Work on construction drawings is going forward. The City's Facilities Management staff will do most of the work to renovate the periodicals' storage space for the book sate. Trustee Gerson asked that the Board be given detailed updates, including drawings, plans and timelines to be better able to respond to questions from the public. The fundraising goal for the Campaign is $400,000. The City Council will be voting on the CIP for FY07-08 this coming Monday evening. New Business Budget Direction for FY07-08 Trustees discussed budget direction for the FY07-08 fiscal year. The Board agreed to include three items recommended by staff from the Essential Staffing Plan in the proposed budget: collection development staff; ILVCirculation staffing; and Young Adult staffing. Proposed capital purchases include replacing the self -checkout units and an evacuation chair. Other items to be included in the budget are the three year payment for the added content in the Library's on-line catalog and purchased pages in the City's newsletter Highlights. Trustee Gerson moved and Trustee Terry seconded that $8,000 be added for evening hours at South Branch. After discussion, motion. passed. HAShamd'ADMIMBoard MinulesIO6-07-19.doc Page 2 �!��A, _ -s• :vim — rsr,),,�.i,'r,.. fn; ,.1r '.i�� .. •r.- •:?''.' 'fit'. - i MSP — Approval of including $8,000 for evening hours at South Branch in the FY07-08 Library budget. Voting aye: Gerson, Schrodt, Stewart, Cason. Voting nay: Terry, Roothaan. Approval of Gift Acceptance Policy and Donor Recognition Policy The Board of Trustees approved a Gift Acceptance Policy and a Donor Recognition Policy. Trustee Schrodt moved and Trustee Cason seconded, MSP — Approval of the Gift Acceptance Policy and Donor Recognition Policy. Passed unanimously on a voice vote. Cancellation of August Meeting Trustee Gerson moved and Trustee Roothaan seconded, MSP — Cancellation of August Meeting. Passed unanimously on a voice vote. Trustees asked staff to investigate the possibility of placing a collection of donated and/or withdrawn books with agencies that serve Evanston's homeless population. Rieully submitted, Catherine A. Todd, Execufive Secretary Evanston Public library HASharwPADMIMBoard MinulesZ"7-19.doc Page 3 Evanston Public Library, . }F ,lj 7Board of Trustees .a Wednesday, September 20, 2006 _ 7:30 p.m. Library Board Room Approved October 18, 2006 Members Present: Maidel Cason, Dona Gerson, Lynette Murphy, Brooke Roothaan, Ellen L. Schrodt, Marybeth Schroeder, Christopher Stewart, and Susan Stone Members Absent: Karen Terry Staff Present: Neal Ney, Paul Gottschalk, and Kate Todd, Administrative staff Call to Order President Schroeder called the meeting to order at 7:38 p.m. Approval of the Minutes: .,c) Trustee Gerson moved and Trustee Cason seconded, MSP — Approval as written of the July 19, 2006, minutes of the LibraryBoard..i:r: Passed unanimously on a voice vote. New Business - 3 Per Capita Grant Trustee Roothaan reported on her attendance at the March 2006 Public Library Association conference. Trustee Roothaan attended a workshop about making teen services friendlier, which recommended a "hands off' approach emphasizing online services for this age group. Trustee Stewart moved and Trustee Murphy seconded;:. MSP — Approval of a resolution authorizing an application to the Illinois State Library for a FY 2007 Per Capita Grant when the required information is available. Passed unanimously on a voice vote. Old Business Budget HASharedWDMIMBoard MnuleaW49-20.doc Page 1 President Schroeder initiated discussion of.the City's Program Review process. The Board decided that it would not seek to participate in the Library Director's presentation to the City Council, but would instead review and advise on the presentation. The Board will seek an opportunity after the presentation to discuss with the Human Services Committee the benchmarking data the Board has developed. The Library's Program Review will be presented to the City Council on Monday evening, October 30, 2006. Trustees are invited to attend. Library Director Neal Ney explained the City's budget process for FY 07 — 08. The Board understands that the Library Director needs to submit a budget that meets the City Managers guidelines. The Board, however, agreed that their position on the budget would be: "The Evanston Public Library is under funded and understaffed compared to its peer communities; nothing should be cut from the Library's budget. In fact every effort should be made to add the four top requests from the Library's Essential Staffing Plan -- additional interlibrary loan staffing for the circulation desk; additional collection development staffing; young adult area staffing-, and evening hours at South Branch." President's Report President Schroeder promised to send notes from the July planning meetings. Trustees were given copies of the Youth Services Campaign brochure. Trustees asked to be kept informed of all events pertaining to the Campaign. It was recommended that members of the Campaign Committee be invited to the next Library Board meeting. Trustee Stone mentioned that she had met with Jan Bojda, Head of Children's Services, about artwork for the project. Trustee Gerson noted that each Board member received their Fund for Excellence packet at tonight's meeting. Board members are asked to return their solicitation, lists for Kate Todd in the Administrative office by October 2, 2006. Financial Report Mr. Gottschalk explained that through staff reorganization in:Technical Services;,the Library has been able to add needed staff hours and positions; without increasing the Library payroll. Library Director's Report Mr. Ney referred Trustees to his written report. New Business Essential Staffing Plan Trustees approved some revision to the Essential Staffing Plan. The revisions updated costs to 2006 figures and reordered the list slightly to reflect the budget direction the HAShared1A0MIN13aard MmUleSN06-09-20-doc Page 2 _:��!��i,i. a �.. ., s. � - elzao ' .. *�c:� ;'�,:L" ;r:'w,,.•i5sy-�`�.... it's ��. , fi"$,;iL Board had given to staff for f=Y 07 — 08. Trustee Stone moved and Trustee Murphy seconded, MSP — Approval of revisions to the Essential Staffing Plan. Passed unanimously on a voice vote. Approval of Selection of Exhibit Cons uitant1Fabricator Interviews of fabricators for the Youth Services Renovation Project are in process. No action was taken on this agenda item. The Board's Executive Committee w411 approve the selection of a fabricator, and the selection will be brought to the City Council for approval prior to the next Board meeting. Adjournment The meeting adjourned at 9 p.m. Respectfully submi ed, Catherine A. Todd, Executive Secretary Evanston Public Library H:Zharad\ADMIMBoard MinutesW-M20.dx Page 3 Evanston Public Library . Board of Trustees ; Wednesday, October 18, 2006 7:30 p.m. Library Board Room Approved November 15, 2006 Members Present: Maidel Cason, Dona Gerson, Lynette Murphy, Ellen L. Schrodt, . Christopher Stewart, and Susan Stone, Karen Terry Members Absent: Brooke Roothaan and Marybeth Schroeder Staff Present: Neal Ney, Paul Gottschalk, and Kate Todd, Administrative staff,• :,i.:; Call to Order r i ... • .., , _. , Vice -President Stewart called the meeting to order at 7:35 p.m.:-: Approval of the Minutes Trustee Gerson moved and Trustee Cason seconded, to delete the word "confine" from the first paragraph on page 2. MSP — Approval as corrected of the September 20, 2006, minutes of the- Library Board: Passed unanimously on a voice vote. Old Business Program Review Presentation Library Director Neal Ney presented a draft version of the Library's program review presentation to the Board of Trustees for review. The full presentation will be presented in its final form to the City Council on Monday, October 30 at 7 p.m. Director Ney explained that this presentation is an opportunity to tell people what we do, what we need, and what it costs. Trustees reiterated their position that branch libraries are a traditional part of Evanston's culture, and shared additional comments for enhancing the presentation. Youth Service Renovation Project Update Director Ney explained that the City Council had approved the exhibit fabricator, and that staff are now pre -qualifying construction contractors. Contractors who are pre - qualified will be given the opportunity to bid the project. Hopefully final contracts can be reached by the end of December, with City Council approval in early January. If the RZhared'ADMUSoard MinuleS106.10.1 B doc Page 1 lay schedule goes according to plan, the Main Library will close for all or part of the week of January 22, 2007 to move the first floor browsing and children's collections to the second floor, Construction can begin immediately after the move. Labor Day 2007 is the estimated completion date. President's Report President Schroeder's sent her regrets, and Vice -President Stewart asked for more volunteers for the coming book sale at Main. Kate Todd updated Trustees about the next Campaign event, planned with a "Halloween" theme for families at the home of Kim and Kirk Hoopingarner. Kim is President of the Evanston Library Friends. The Fund for Excellence letters will be started in the next week or so. Financial Report Mr. Gottschalk explained that the bank statement for the Gift Fund was not available In time for the financial report. Operating accounts are on target. The Investment Committee had met and decided to purchase a US Treasury Note with the proceeds from a maturing corporate bond. Library Director's Report Mr. Ney referred Trustees to his written report. He drew attention to a reading and book signing by 1986 Nobel Prize-winner Wole Soyinka at the Main Library at 10 a.m. on Saturday, November 4, 2006. New Business Review of the Library's Table of Fines, Fees, and Loan Periods ;;,,,, , o Trustees reviewed the Library's table of fines, fees, and loan periods and: made no:�Q-I I changes. Director Ney explained reciprocal borrowing and the cost of a non-resident library card. Approval of Shelving Purchas© Trustees approved the purchase of 2,700 linear feet of LFI Biblomodel Cantilever audiovisual display shelving in the amount of $95,474 and forwarded this recommendation to the City Manager and City Council. Trustee Gerson moved and Trustee Murphy seconded, MSP — Approval of 2,700 linear foot of LFI Biblomodel Cantilever audiovisual display shelving in the amount of $95,474. Passed unanimously on a roll call vote. H.%Shared%AW1N16oard MmutesM-10.16 doc Page 2 •;7i _.'"::�*!:'.:_- ... r ''i- •S•y�. r, .. -r .- �. :�, - - _^t, .1�:.. �s *.t;�.... ".^' rs-' �•��7 twf Vice -President Stewart invited Trustees to join him at the upcoming parliamentary procedure seminar at NSLS. Trustees are also invited to send comments to President Schroeder regarding follow up after Director Ney's presentation to the City Council. Adjournment The meeting adjourned at 9:40 p.m. Respe�tfull mitten, Catherine A. Todd, Executive Secretary Evanston Public Library K%SharedlADMINMoard Minules%06.10.18.doc Pogo 3 Evanston Public Library Board of Trustees Wednesday, November 15, 2006 7:30 p.m. Library Board Room RECEIVED CITY CLERK FEB 16 2007 EVANSTON, 1L Approved January 17, 2007 Members Present: Maidel Cason, Dona Gerson; Brooke Roothaan, Ellen L. Schrodt, Marybeth Schroeder, Christopher Stewart, Susan Stone, and Karen Terry Members Absent: Lynette Murphy Staff Present: Neat Ney, Paul Gottschalk, and Kate Todd, Administrative staff Visitors Present: Phyllis Greenbaum, Evanston resident Call to Order President Schroeder called the meeting to order at 7:34 p.m. Comments from Citizens Phyllis Greenbaum spoke in support of keeping the South Branch Library open. She hopes the branch will remain open because the South Branch Library is a valuable City outreach site in south Evanston. She also cited the importance of storytimes and the interlibrary loan function. Approval of the Minutes Trustee Terry moved and Trustee Stewart seconded, r MSP — Approval of the October 18, 2006, minutes of the Library Board:4- Passed unanimously on a voice vote. , Old Business Library Budget Library Director Neat Ney reported on the City Council Budget session held at the Levy.` Center, at which the City Manager presented various options based on increases to the City tax levy. Library Trustees discussed the budgeting process and agreed that the Board would continue to oppose any reductions in Library funding and to advocate for increasing Library funding to add the top four positions from the Board's Essential. vedADMIN Board Minutes�Ml t-t 5.doc Page I Staffing Plan, Mr. Ney and Mr. Gottschalk are scheduled to go over the Library budget with the City Manager this coming Friday. Board members asked to be kept informed and to have the list of Council budget policy meetings emailed to them. The dates scheduled for Saturday morning budget reviews are: January 6, 20, 27, February 3 and 10. City Council meetings are Mondays, February 5 (Hearing) and February 26 (Approval). Board members brainstormed some ideas for keeping Library needs in the public eye. Suggestions included: guest essays or letters to the editor in local papers, a tax referendum; and personal contacts with aldermen. Board members also asked for a shortened version of the benchmarking data and budget options. (Copies attached.) Youth Service Renovation Project Update Director Ney explained that four general contractors have been pre -qualified to bid the project. Bids are due on December 12, 2006. The Library Trustees' Executive Committee will be asked to approve the final choice so the contract can be forwarded to the City Council for approval. Shifting of books on the second floor continues. In order to move all collections from the first floor, the Main Library will close during the week of January 22-26, hopefully for only 3 days. During closure, the branches will be open, the electronic resources will be available, and the Reference Department will take telephone queries. Mr. Ney distributed a tentative schedule for the construction. The fund raising campaign for the project is going well. President's Report President Schroeder asked Trustees to consider pledges to the Children's Campaign, as well as their annual contribution to the Fund for Excellence. Letters to the Board and Fund for Excellence Committee members will be coming from Trustees Gerson and Roothaan, Co -Chairs of the 2006 Fund for Excellence. Financial Report Mr. Gottschalk asked if Trustees had questions about the October 31, 2006 financial statements, and explained the "longevity" line item. The Main book sale earned over 519,000 last month. Library Director's Report Mr. Ney. referred Trustees to his written report. _ New Business H.%Shamd%ADMItJ`Board Minules%06-11.15.doc Page 2 Approval of the 2007 Meeting Schedule and Time Trustees reviewed Director Ney's recommendations and approved the meeting schedule for 2007. The Board of Trustees will meet on: January 17; February 21; March 21; April 18; May 16; June 20, July 18; August 15; September 19; October 17; and November 28. All dates except for November are the third Wednesday of the month. There will be no meeting in December. Meetings are scheduled for 7:30 p.m. Trustee Gerson moved and Trustee Roothaan seconded, MSP — Approval of the Board's 2007 meeting schedule. Passed unanimously on a voice vote. Review of Volunteer and Friends Policy Trustees reviewed the Volunteer and Friends policies and recommended no changes. Cancellation of the December 2006 Meeting , Trustee Stone moved and Trustee Roothaan seconded, MSP — Trustees voted to cancel the meeting scheduled for December 20. Passed unanimously on a voice vote. Vice -President Stewart asked Trustees to discuss Evanston's reciprocal borrowing statistics at the next meeting. Staff members were asked to provide, a,complete report for that meeting. = i. Adjournment j • - 3 ,� The meeting adjourned at 9:45 p.m. Respectfully•submi d, Cathenn6A. Todd, Executive Secretary ---_ Evanston Public Library HASharedV OM1NOcard MouteMO&I 1-1 5.doc Page 3 Budget Options Table Austerity Budget Library (the one Director's submitted to the Presentation City Manager) Budget (stasis) Eliminate branch Eliminate branch libraries libraries Staff Cuts Reduction of 3.4 No reduction in FTE FTEs New Staff Roles 1.46 FTE in new Branch staff roles (top three redeployed to fill positions from the the top seven Essential Staffing positions in the Plan Essential Staffing Plan Library Board's Position Keep the branch libraries and add 4 evening hours to the South Branch schedule No reduction in FTEs Add the top four positions from the Essential Staffing Plan t+ Library Benchmarking Data Arlington Oak Park Skokie Evanston Heights Population 76,031 52,524 63,348 74,239 Expenditures $132.12 $139.06 $120.98 $67A9 Per Capita Materials S19.05 $14.99 $15.23 $11.15 Expenditures Per Capita Staff Size 149.2 74.1 124.8 68.1 Staff Per 1.96 1.41 1.97 .92 1,000 population Visits Per 7,519 j 9,481 6,164 1 9,773 FTE HAShareMAWIMBoard Minules►05-11-15.doc Page 4 Evanston Public Library Board of Trustees Wednesday, January 17, 2007 7:30 p.m. Library Board Room Approved February 21, 2007 Members Present: Maidel Cason, Dona Gerson, Lynette Murphy, Ellen L. Schrodt, Christopher Stewart, Susan Stone, and Karen Terry Members Absent: Brooke Roothaan and Marybeth Schroeder Staff Present: Neal Ney, Paul Gottschalk, and Kate Todd, Administrative staff Call to Order ' Vice -President Stewart called the meeting to order at 7:43 p.m. The North Suburban Library System representative was unable to attend this meeting. Approval of the Minutes Trustee Gerson moved and Trustee:Terry seconded; : , ,�,k t; ri i�.i'• i" MSP — Approval of the November 15, 2006, minutes of the Library Board. Passed unanimously on a voice vote. Old Business Library Budget Library Director Neal Ney reported on the City Council budget process. Budget Reviews are scheduled for the following dates: Saturday mornings, January 20, 27, and Wednesday evening, January 31. A Public Hearing on the Budget is scheduled for Monday evening, February 5. Board members wish to be kept informed and plan to send observers to all meetings. Trustee Gerson noted that she was sorry to see the evening hours for South Branch were not included in the budget, especially considering the new construction in the area served by South Branch. Youth Service Renovation Project Update Director Ney asked for Board ratification of the contracts with Hallett Movers and the General Contractor, W.B. Olson. The contracts had been approved previously by the H:tSharedWDMIMBaard Minutesi07-01.17.doc Page 1 I Library Board's Executive Committee, so that the contracts could be forwarded to the City Council for approval. Trustee Gerson moved and Trustee Terry seconded, MSP — Ratification of the contracts with Hallett & Sons Expert Movers and General Contractor W.B. Olson, Inc. Passed unanimously on a voice vote. Paul Gottschalk explained the process of moving the collections from the first floor during the week of January 22, when the Library will be closed to the public. Hallett Movers have already begun preparing the collection for the move. The Library's basement garage will lose some parking spaces to make room for a storage area to house furniture and materials during construction. A special effort has been made to notify the public and especially the schools of the week-long closing. Mr. Ney noted that no overdue fines will accrue during the time we are closed, although staff will be working, and books left in the book drops will be checked in. Both branches will be open their normal hours, with the assistance of additional staff from Main. Trustee Stone inquired about the budget for public art in the new Children's Room, The Art Committee has selected an original illustration by Kristina Swarner for purchase. Swarner is a children's book illustrator who lives in the Chicago area. Trustee Gerson moved and Trustee Terry seconded, MSP — Approval of the purchase of an original illustration from artist Kristina Swarner at a cost not to exceed $1,400. - Passed unanimously on a roll cali vote. The Campaign to raise private funds for the new Children's Room is doing very-well.,t The Committee is still in the quiet phase, but will go public soon. Vice -President's Report In the absence of President Schroeder, Vice -President Stewart thanked Kate Todd for a organizing the January 12th Donor Event. Approximately 70 guests attended an evening coffee and dessert program with best-selling novelist Audrey Niffenegger. Financial Report Mr. Gottschalk noted that the Technical Services Department expenses are below budget due to a staff reorganization, which resulted In lower salary costs. _ s- - ;:; H:1Shared►A0M1N0oard MinutesW-01.17.doc Page 2 4 r' Mr. Gottschalk and Mr. Ney explained the changes in the Library's hiring process, The Library can accept applications for open positions only, and all hiring, including part- time, is handled in the same fashion through the City's Human Resources Department . Library Director's Report Mr. Ney referred Trustees to his written report for November and December 2006, and mentioned that the Hirshfield Poetry Awards are slated for Sunday, May 6, 2007. David Jordan, Head of Periodicals, is working with City staff on a new design for the Library's website. Trustees also asked about Internet usage statistics, and Mr. Ney will consider adding them back into his report. New Business Approval of the 2007 Holiday Closing Schedule Trustees reviewed Director Ney's recommendations and approved the following closing dates: Sunday, April 8 (Easter); Sunday, May 27 (Memorial Day weekend); Monday, May 28 (Memorial Day); Wednesday, July 4 (Independence Day); Sunday, September 2 (Labor Day weekend); Monday, September 3 (Labor Day); Thursday, November 22 (Thanksgiving); Monday, December 24 (Christmas Eve); Tuesday, December 25 (Christmas); and Tuesday, January 1, 2008 (New Year's Day). In addition the Library will be closed for two moves. The first is scheduled for January 22 through 26. The • - second is tentatively schedule for August 20 through 24. Trustee Gerson moved and . Trustee Murphy seconded, MSP — Approval of the Library's 2007 closing schedule. Passed unanimously on a voice vote. Review of Library Board's Bylaws and Rules Trustees discussed and approved a minor editorial change in Rule 2.2, that made -a k reference to "copies" in the policy manual. Trustee Terry moved and Trustee Stone seconded, MSP -- Approval of deleting the words "copies of which are included in this manual" from Rule 2.2. Passed unanimously on a voice vote. No changes in the Bylaws were made. Trustees agreed it is important to have a seat at the table whenever selection of a new Library director is made. This is an area where Illinois Library law conflicts with City of Evanston procedures. HNShared%ADMIN18oard Mmutes'47-01.17.doc Page 3 .{• r - .. _ � - _ o; ,.fir. _ -n�.rA�$"�ti .�s��� i Resource Sharing Report Trustees reviewed a report on resource sharing. Mr. Ney explained the issues Involved in Reciprocal Borrowing. One reason Evanston residents borrow so heavily from our nearest neighbors, Wilmette and Skokie, is the strength of their collections. Mr. Nay will share his report with librarians at Wilmette and Skokie and let the Board know of their response. Approval of South Branch Lease Li Trustees discussed a 5-year extension of the South Branch lease. Trustee Casdn;C,,-1' .' moved and Trustee Gerson seconded. MSP -- Approve renewal of the South Branch lease. Passed unanimously on a voice vote. This will now be forwarded to the City Manager's: office for consideration by the City Council. Acceptance of Art Donation Trustees considered the donation of a painting "Poplars" by Evanston artist, Amy O#: Woodbury. Trustee Stone moved and Trustee Terry seconded, MSP — Approved acceptance of the donation of a painting "Poplars" by -Amy O:� - ol-i + Woodbury. Passed unanimously on a voice vote. Trustees wondered if there was anything that could be done about the large number of dealers who seem to overwhelm the first few hours of the Library's major book sales., Staff agreed the first few hours are extremely busy, but given the significant revenue earned by the book sales this is not something we want to discourage. Adjournment The meeting adjoumed at 9:20 p.m. Respitfuily submitted, C Catherine A. Todd, Executive Secretary Evanston Public Library HAShared%ADMINOoard MinutesW7-01-17.doc Page 4 City of EvAhkoir Library Board Action Summary January 17, 2007 The Evanston Public Library Board of Trustees took the following actions at Its January 17'" meeting: • Discussed the FY 07-08 budget and agreed to have members of the Board attend the City Council budget meetings as observers. • Ratified the Executive Committee's recommendation to the City Council of W. B. Olson, Inc. as the general contractor for the Library's remodeling project. • Ratified the Executive Committee's recommendation to the City Council of Hallett & Sons Expert Movers, Inc to move the Library's collections in preparation for the remodeling project. • Approved the list of Holiday closings for 2007. The Library will be closed Sunday, April 8 (Easter); Sunday, May 27 (Memorial Day weekend); Monday, May 28 (Memorial Day); Wednesday, July 4 (Independence Day); Sunday, September 2 (Labor Day weekend); Monday, September 3 (Labor Day); Thursday, November 22 (Thanksgiving); Monday, December 24 (Christmas Eve); Tuesday, December 26 (Christmas); and Tuesday, January 1, 2008 (New Year's Day). In addition the Library will be closed for two moves. The first is scheduled for January 22 through 26. The second is tentatively schedule for August 20 through 24, • Reviewed the Board's Bylaws and rules. The Board approved a minor editorial change in the rules that made reference to copies in the policy manual. • Reviewed a report on resource sharing. • Approved the renewal of the South Branch lease. This will now be forwarded to the City Manager's office for consideration by the City Council. • Accepted the donation of a painting "Poplars' by Amy O. Woodbury. 1 Evanston Public Library Board of Trustees _ Wednesday, February 21, 2007 7:30 p.m. Library Board Room Approved March 21, 2007 Members Present: Maidel Cason, Dona Gerson, Brooke Roothaan, Ellen L. Schrodt, Marybeth Schroeder Christopher Stewart, Susan Stone, and Karen Tent' Members Absent: Lynette Murphy Visitors Present: Alice Conner, Rose Thomas, John Santo, Joanne Zolomij, and John' Harris from Evanston's Keonig & Strey GMAC Real Estate office ' Susan Newman. Evanston resident Staff Present: Neal Ney, Paul Gottschalk, and Kate Todd, Administrative staff Call to Order President Schroeder called the meeting to order at 7:36 p.m, Koenig & Stey GMAC ` Realtors presented a check for $2,125 to be divided between the branch libraries. The funds will be used for branch collections. Koenig & Strey raises the money by parking cars on their lot during Northwestern University football games. Koenig & Strey shares the money they raise each year between the Library branches and the Battered Women's Shelter. Board members expressed their gratitude for this support. Approval of the Minutes Trustee Stewart moved and Trustee Gerson seconded; MSP —Approval of the January 17, 2007, minutes of the Library Board. Passed unanimously on a voice vote. Old Business Library Budget FY07-08 Library Director Neal Ney reported that the City Council discussed the budget_ again_ at their Monday night meeting, but did not vote to approve. Most of the Council discussion revolved around revenue items. The Council must approve a budget at their next meeting on Monday, February 26, 2007. K%harcdtiAWrUN\Soard MinutesV?-02.21.doe PaQe j s Kate Todd announced that the 2006 Fund for Excellence Campaign had raised approximately $73,000 for the Library's collection budget. Allocations from the Fund for Excellence and Endowment Fund Income will be presented to the Board at their March meeting for approval. Youth Service Renovation Project Update Paul Gottschalk reported that most of the demolition is completed on the project. The Book Sale Room should open in early March. The teen space may be completed as early as April. Staff are developing a page for the website so patrons can track the progress of construction. Library Director Neal Ney told the Board of a $50,000 contribution from Northwestem University to the Room to Grow Campaign. The funds will be used for the "Reading Bar" in the new teen room. The Campaign Committee is working on launching a public, community -wide phase of the campaign. Kate Todd will mail the Campaign packet and pledge form to all Library Board members. Board members Susan Stone and Dona Gerson volunteered to assist in planning the opening events for the new space. It was mentioned that there might be a number of events, such as: donor preview, opening day events for families, teen opening, and a dedication event with city officials, etc, President's Report President Schroeder thanked Trustees Stewart and Terry who spoke at recent City budget hearings. ... -- - . r Financial Report Mr. Gottschalk reported the Library expenditures for the fiscal year are within .1 % of budget. He says the Library is in good shape and ready to close out the fiscal year. The City Council passed an early retirement incentive, which 12 Library staff members are eligible to take. The retirement window is July 1, 2007 to .tune 30, 2008. Library Director's Report Mr. Ney asked Trustees if they had questions about his written report. He discussed the options for closing the Main Library again for a week before reopening the new Children's Room. The next move will take longer and be more work, since everything on the 2nd floor must be moved during the one week. New Business Approval of Participation in NSLS Non -Resident Program HASAaredIADMIMAoard Minute&07-02-21.doe t I�r"L:, —Tif �s � - >�,;s. T✓=`a='.'.t 1� i's!•+'!1 �„ r• Trustees approved the Library's continued participation in the North Suburban Library System's non-resident reciprocal borrowing program. Trustee Gerson moved and Trustee Roothaan seconded, MSP — Approval of participation in the NSLS non-resident reciprocal borrowing program. Passed unanimously on a voice vote. Approval of Revisions in the Borrower Registration Policy Trustees approved revisions in the Library's borrower registration policy. The revisions will permit residents of transitional shelters to use a letter on shelter letterhead as their second form of identification when applying for a library card and will establish a one year expiration date for library cards issued to residents of transitional shelters. Trustee Roothaan moved and Trustee Gerson seconded, MSP — Approval of revisions in the Library's borrower registration policy as outlined above. Passed unanimously on a voice vote. Adjournment The meeting adjourned at 8:45 p.m. Res e�ctfuliy�71 Catherine A. Todd, Executive Secretary Evanston Public Library H:LSharedlADMINSoard MinutesW-02-21.doc Page 3 r r Evanston Public Library { Board of Trustees Wednesday, March 21, 2007 7:30 p.m. Library Board Room ; Approved April 18; 2007 Members Present: Maidel Cason, Dona Gerson, Brooke Roothaan, Ellen L. Schrodt, Marybeth Schroeder Christopher Stewart, Susan Stone, and Karen Terry - I Members Absent: Lynette Murphy : 3 Visitors Present: Barbara Balbirer, Vice -President, North Suburban Library System , .: Board of Directors Staff Present: Neat Ney, Paul Gottschalk, and Kate Todd, Administrative staff Call to Order President Schroeder called the meeting to order at 7:35 p.m. Barbara Balbirer, Vice - President of the North Suburban Library System Board of Directors reported on the services of NSLS and made a pitch for new members on the NSLS Board. �- Approval of the Minutes Trustee Terry moved and Trustee Roothaan seconded, MSP --Approval of the February 21, 2007, minutes of the Library Board. Passed unanimously on a voice vote. Old Business Library Budget FY07-06 Library Director Neal Ney reported that the City's FY07-08 budget was approved by the City Council. Collection Development Librarian, Susan Robertson, is now full-time. Christie Chandler -Stahl, the Library's Young Adult Librarian, will go full-time in Maya Staff will begin work to hire a part-time assistant in Children's to be ready for the opening of the new Children's Room in September. t Youth Service Renovation Project Update HNShared%ADMJNlaoard Minutes107-03.21.doc Pig& 1 le i. �'j[' — "ri k. R Paul Gottschalk reported that the project is moving quickly. W. B. Olson expects to be finished in July, on schedule and on budget. After the general contractor completes his work, LaBrosse Ltd. will come In to complete the exhibits. President's Report President Schroeder applauded Library staff and Trustees for all their hard work on the budget and Children's project. Financial Report Mr. Gottschalk reported that there should be no major surprises in the Library's year=. end financial statements for FY06-07. Year-end statements for FY06-07 will be presented to the Board as soon as they are available. Evanston Library Friends Trustees reviewed the minutes from the last two Friends meetings. Mr. Ney reported that Friends Board members have agreed to participate in the public phase of the, Children's Campaign. Kim Hoopingamer, President of the Friends, will co-chair the public campaign along with Maxine Lange. Library Director's Report Mr. Ney asked for questions about his written report. Library visits -appear to have been down at Main due to a week-long, broken door counter. Comments from patrons seem to indicate they do not mind the space constraints on the 2"d floor. New Business Approval of Fund for Excellence Expenditures for FY07-08 Trustees approved $100,000 in Fund for Excellence expenditures for FY 07-08. All Fund for Excellence expenditures are to support the collection. This year the funds will be used for: adult recorded books, language instruction AV, videos and DVDs for the Reeltime program, art books, new poetry and literary first novels, musical scores, e- books, young adult materials, juvenile non-fiction, juvenile foreign language titles, junior graphic novels, juvenile AV, collections to support juvenile programs, juvenile award winners, the Grolier online encyclopedia, materials for use in home day care centers, kits for the play literacy program, reference materials about careers and investments, and popular AV materials for the branch libraries. Trustee Roothaan moved and Trustee Stewart seconded, MSP —Approval of $100,000 in Fund for Excellence expenditures for FY 07-08 as detailed in Mr. Ney's memo of March 12, 2007. (Memo attached.) HAShared%ADMINISoard MinutesW-03.21.doc Page 2 1 Passed unanimously on a voice vote. Approval of Endowment Fund Expenditures for FY07-08 Trustees approved the expenditure of $70,000 of unrestricted endowment income in FY 07-08. This year the funds will be used for: adult programs, young adult programs, children's programs, children's outreach, opening programs for the remodeled spaces, the Reeltime series, a subscription to the on-line Bookletters service, the library's newsletter, and the youth services remodeling project. Trustee Stewart moved and Trustee Roothan seconded, MSP — Approval of $70,000 of unrestricted endowment income for FY 07-08 as detailed in Mr. Ney's memo of March 14, 2007. (Memo attached.) Passed unanimously on a voice vote. Trustees approved the expenditure of up to $14,500 of Room to Grow campaign income to support the public phase of the campaign. Trustee Cason moved and Trustee Terry seconded, MSP — Approval of $14,500 of Room to Grow campaign income for the public phase as detailed in Mr. Ney's memo of March 14, 2007. (Memo attached.) Passed unanimously on a voice vote. Trustees approved the expenditure of $50,000 of restricted endowment income. The restricted income is limited to enhancing the collection. This year the funds will be used for: adult and juvenile popular materials, junior graphic novels, compact discs, young adult books, and juvenile video games. Trustee Gerson moved and Trustee Roothan seconded, MSP —Approval of $50,000 of restricted endowment income for FY 07-08 as detailed in Mr. Ney's memo of March 14, 2007. (Memo attached.) Passed unanimously on a voice vote. Election of NSLS Representative Trustee Gerson moved and Trustee Roothan seconded, MSP — Trustees elected Christopher Stewart as the Library's representative to the North Suburban Library System. Passed unanimously on a voice vote. HAShamdWDWNGoard MinutesQ7-03.21.doc Page 3 Adjournment Prior to adjourning, the Trustees discusssed the importance of ensuring that all Evanston school children get a chance to visit the new Children's Room this fall. It was also suggested that all school children be given a bookmark to take home inviting them and their parents to visit the new space. Trustees then took a tour of the construction areas on the first and third floors. The meeting adjourned at 8:45 p.m. Resp Ily su mi d, Catherine A. Todd, Executive Secretary Evanston Public Library -4t €t!i i'ioq U jii �'.:� €i�.?.��. i�NlE7rs`ifii'.:..1 'f/�'irl"s�. C-''T10 s •t 1. �,�`. �4 #_' �.i.. t'�i-��c�:It .. '� �I ..,.i ,!j�; T'. !:;-...'.` Is IaC1 °l�•: {J tii �Ei IL: '�.� E�:'.Tf: a. ;7�i H.%hsredVkDMIMHoard MinulesW7-03-21.doc , Payee 4 _ •I- . �... '� L I B K A K Y Church & Orringlon, I:v n,,!Pr,. Phone: (847)866.03011 i ;n : To: Evanston Public Library Board -of Trustees ..- Imo_, - ,. i •. , . From: Neal J. Ney, Library Director Agenda Items 9A Subject:,-. : Fund for Excellence Recommendations _ Date: March 12, 2007 Attached for your consideration are my recommendations for the expenditure of Fund for Excellence income this year. Last year there were some questions about the process for preparing the recommendations. I am including for your information a copy of the memo I sent to the selectors to generate their requests for this year and a spreadsheet showing all of requests I received. You will notice that the total requested exceeds the total available by $84,400. In large part this is because of the guideline I provided for the selectors at the beginning of the process. A bit of background on the use of these funds may be in order. When we first began with the Fund for Excellence I just requested proposals from the selectors without establishing an amount that they could ask for. Initially I had to go back to selectors and ask for larger proposals since we were all unaccustomed to having these funds available. In some years we also were able to reallocate unexpended balances from the previous year. Thus in FY 03 — 04 we distributed $125,000 is FFE funds and in FY 04 — 05 we distributed $213,000. This was substantially more than the campaign total for those years. In more recent years we have had little in the way of unexpended balances and the amount of book sale income going to the Fund for Excellence was reduced by our decision to put a larger portion of these funds toward the Children's Room project. Thus is FY 05 — 061 had substantially more requests than I had funds to spend. Since I found making this allocation more painful than I cared to endure in future years, I began in FY 06 — 07 to ask the selectors to rank their requests. This has worked reasonably well, but there is some tweaking that can be done to the process as we go forward. When I request the proposals from the selectors, I do not know how much money will be available. I'd much rather have requests for more money than is available _ . Agenda Items 9A rather than requests for less money than is available, Some of the requests also end up being funded by restricted income in the Endowment Fund. That said, I think it is time to revise my initial target amount downward to avoid setting unreasonable expectations. The proportion of the funds suggested in my initial request for proposals is somewhat arbitrary — based as it is on how we distributed money in the past. The Board has made no policy decision about what proportion of these funds should be used for adult, juvenile, young adult, branch, or AV collections. If the Board wishes to consider setting such guideline for the next fiscal year we can certainly pursue that. A few words about this year's allocation are in order. In the past we have treated the purchase of young adult materials as part of the adult circulating collection allocation. This year I have decided to show this as a separate item and to _ increase substantially the amount allocated because of the opening of the new teen room. You will notice that the initial reference request folded all of the ranking categories into one asking for $45,000 for the purchase of the online Biography Resource Center. Lesley and I have talked about this. While it would be nice to have, it is not essentiat and would have been very difficult to fund this year. Thus i have substituted a less expensive proposal — career and investment resources — that I solicited from Lesley after I had begun the allocation of the funds. I have also pulled some of the requests for specifically popular materials on the assumption that we will be able to fund them with restricted endowment income. Recommendation: That the Board approve the attached allocation of Fund for. Excellence income. :}s Proposed Fund for Excellence Expenditures i=Y07-08 Protect Amount' Readers Services Recorded Books Funds participation is standing order plans for these popular materials. The plans provide a greater discount than the Library could othervAse obtain. $10,000 Language Instructional AV Language materials are heavily used and rarely on the shelf. The Library needs to purchase some duplicates and needs to purchase some materials that are beyond affordable in the operating budget. $2,000 Reelfime We purchase all of the funs shown by Reeltime with public performance r ghts. $2,000 DVDs Funds will be used to purchase more series titles and more expensive items. $1,000 Art Books Will allow the Library to maintain its first-rate collection of art books that has long been considered a major resource in the North Suburban Library System. :. $8,000 Literary Arts We will continue our tradition of setting aside some of the FFE for the purchase of well -reviewed new poetry and literary first novels. =. $5,000 Music Scores Funds will be used to replace and enhance the collections of musicals, instrumental music, and contemporary music. ` _rit r"; ' $1.000 F book collection — Will fund the Library's contractual agreement with NSLS for a shared collection of e-books. $6,000 Replacements Funds will be used to replace wom and shabby books to make the collection more appealing. $3,000 Teen Services Young Adult Materials The current YA materials budget within the corporate budget is $2,400. These funds will be used kick-start the collection for The Loft, our new teen space. Funds will be used to purchase fiction, non-fiction, books on CD, recorded music, videogames, and reference materials. $16,600 Juvenile Nonlfction This year we will concentrate on math and test preparation guides. The funds enable us to purchase additional copies and new materials to meet high demand school assignments and the interests of young readers. "• 1$3,000 Bibliography Titles Funds will be used to purchase juvenile biography titles for the Main Library and both branches. The Children's Room staff will coordinate the order. Foreign Language Funds are used to purchase juvenile foreign language materials. This year we will focus on nonfiction for curricular support. Junior Graphic Novels I Funds will purchase additional copies for this popular collection. ! Programming Support Funds would be used to purchase materials used in conjunction with - . $5.500 $2,000 $2.000 programs like the Parent/Child Workshop and Every Child Ready to Read. I $1,000 Children's AV We will be replacing over loved videos with DVDs and converting many of ou kits to DVDs. $3,000 Award Winners Funds are used to purchase added copies of award books named at the end of the fiscal year. $1,000 Grolier Online Encyclopedia Continuing subscription to a popular on line iuvenile encyclopedia. _ $7,400 Popular Materials Funds will be used to purchase added copies of heavily used books. .32,600 Outreach Home Day Care Collection Funds will be used to purchase picture books suitable for reading aloud for the use of the volunteers making deliveries to the home day care facilities. $2,000 Kits for Play Literacy Funds will be used to create Play Literacy kits to support the LEAP program. $2.400 Reference f Career and Investment Sources Funds will be used to purchase resources such as the Directory of Obsolete Securities, a 2007 guide to salaries and wages, and the Advertising Age Encyclopedia of Advertising. $3,500 Branch Libraries Popular A V Materials The funds will be shared between the branches and used to purchase popular audio and visual materials for adults and children. $10.000 $100,000 ;t r It is time to start developing proposals for the use of the Fund for Excellence and the Endowment earnings for this next fiscal year. I will ask the Board to approve a plan for the expenditures of these funds at the February board meeting. Fund for Excellence projects should be for collection development or deposit collections. It is important that your proposal in someway distinguish this undertaking from the materials purchased from the corporate budget. How will your project contribute to the "excellence" of the Library's collection? I am going to ask that you take the same approach as last year, but I will be a bit more insistent about following the rules this year. I want you to classify your proposals into one of three priority categories — A for the highest priority; B for the next level of priority; and C for the third level of priority. I have listed the dollar amounts to be used for each priority area below. I encourage you to consider spreading individual projects over several priority categories. For instance a $20,000 request for recorded books might be a $10.000 "A" priority request; a $5,000 "B" priority request; and a $5,000 "C" priority request. On the other hand if $20,000 for recorded books is your highest priority the entire amount could be an "A" priority as long as your total requests are divided between the three categories. If you wish to propose a high priority purchase that exceeds your "A" category total leave category "A" blank and propose it in category "B" or "C," however deep you need to go to cover the cost of the purchase. Using this priority system did make it easier and less arbitrary to make necessary reductions in the requests last year. We do not know how much will be available, but for planning purposes I am asking that you submit proposals in the following amounts: Reader's Services $55,000 (A-$20,000; B-$20,000; C-$15,000) Teen Services $20,000 (A-$7,000; B-$7,000; C-$6,000) Juvenile $45.000 (A-$15,000; B-$15,000; C-$15,000) Reference $45,000 (A-$15,000; B-$15,000; C-$15,000) Branches $15,000 (A-$5,000; B-$5,000; C-$5,000) Deposit Coll. S10,000 (A-$3,500; 8-$3,500; C-S3,000) I have added a category for teen services this year, because I believe we may need to make some significant purchase in that area prior to the opening of the new space. Connie and Sally please get together to make one set of proposals for the branch money. Rick, Jan, and Laura please get together to make one set of proposals for deposit collections. _ar:r', _"1., •„ ram.. .} Endowment Fund projects can cover a wider range of undertakings. In recent years Endowment Fund expenditures have included Ong aside juvenile for substantial adult programs, funding for juvenile outreach, g reserve for the remodeling of the Children's Room. It is important that your proposal make clear why your project is important to the library, why it is of value to our community. Do not make collection development proposals using endowment funds. r' d for xcellence Please submit separate lists of proposals for ustfiFruation for each project. Please the Endowment. Include a brief description 1; submit your proposals by 9:00 AM Friday, February f$ ']`=161 U7.4: V,�R.3d$.;: 7 :i•Je.1 i::ei1; �1' r _> aL1f '�':i ;i: ; .•... '.4�1, , +', i �/, ))\• r�11 i :�'. r,Jt/ct ii 1 + `.1 i;.- 1!'r+i'_i'll%1'1 ,rl' "c :'o} r`'• Sri. ._.'; t�.:rt {�;'i`.�b :ni L �i ��"j £.}1�,ti Yti• ,�{ i+�r?f Eli ir; t,J tr�F:�::c�;�r.�� r �iviTS 4?i'•�;f�lli�i•1i,: r' .�yi i':' .' � . ' 11 11 E:1 �'j`i fi Fund for Excellence Proposals Project Rank 1 Rank 2 Rank 3 ' f Readers Services Recorded Books S5,000 $5,000 $2,000 $12.000 __ r Language Inst AV $2,000 $1.000 $3,000 Reeltime S2,000 S2,000 I DVDs $1,000 $1,000 $2,000 CDs $1,000 $1,000 Art Books S4,000 $4,000 I $8,000 Literary Arts $3.000 $2,000 $5.000 1 S10,000 Popular Materials $2,000 $2.000 I $4.000 Music Scores l $1,000 1 $1,000 Foireign Language Books 1 1 $1.000 $1,000 Ebook collection) S6,000 1 1 S5,000 Replacements I I $3.000 1 $2,000 $5,000 ! Services I ! 'Teen Young Adult Materials $7.000 $7.000 $6.000 I $20,000 r� Juvenile Nonfiction I $3.000 $10,000 $13.000 Bibl- ra h Titles 1 $6,000 $1,000 $7.000 Foreign Language $1.000 1 $1.000 $1,000 1 $3.000 Junior GraphicNovelsl $1.000 1 $1,000 $1,000 1 $3.000 Piroqramyriing Support I $1.000 j $1,000 Children'sAV $2,000 1 $1.000 1 $3,000 Award Winners) $1,000 $1,000 L•,: rjE I Grolier Online Encyclopedial $7,400 1 $7,400„t, r Popular Materilasl $2,600 S2,000 { $2,000 l $6,600 Outreach Home Day Care Collection, $2,000 I I $2.000 '= 3 Kits for Play Literacyl $2.400 1 $2,400 ' Reference I Biography Resource Center) $45,000 $45.000 Branch Libraries 1 l Popular AV Materials) $5,400 55,000 S5,000 S15,000 $51,400 I S47.000 l S86.000 l $184,400 • - - � - .- 4}lfi7��t�ii� t Agenda Item #913 Y'.'."1---'.'.--- Church& Orrin lon, ri i-6mn •, (-,02 ? Phone: (84 )B66 n-,,aril n,,% 4711i(,h-!1 . s' To: Evanston Public Library Board of Trustees From: Neal J. Ney, Library Director j.�f. Subject: Proposed Endowment Fund Eipendi re� Date: March 14, 2007 In accordance with the Board's Special Funds Policy the amount of unrestricte - - - endowment fund income available for expenditure in FY 07 - 08 Is $70,000.'.._.T _ The following table lists the Endowment Fund expenditures that I am recommending for Library Board approval. Protect Adult Programs. For the past four years the Library has made a commitment to support quality programming for adults. These programs raise the visibility of the Library in the community and provide information and entertainment for adult patrons. Endowment funds cover honorariums and advertising costs for some programs. Amount of original request $8,000 Young Adult Programs. The opening of The Loft, our new teen space provides an opportunity to offer a wide range of programs for teens. Programming is a hook for attracting young people to the Library, particularly young people who do not currently use the Library. Endowment funds will cover the monthly Teen Advisory Board meetings, weekly Anime/Manga Graphic Novel club meetings, regular book discussion groups, Dance Dance Revolution programs, author events, video game nights or tournaments, writing and art workshops, and more. Amount of original request $'10,000. Children's Programs. Endowment funds are used to support five School's Out @ Your Library programs, the Summer Reading Game, four early childhood musical and story _roprams to run between storvtime sessions, and other Amount.....__. f $6,000 $6,500 n+tea. .. • - �. s. .,.- �: !' ••• i l i S' Agenda Item 09B juvenile proqrams. Amount of original request $7,600 Children's Outreach. Endowment funds are used to sponsor $4,000 events outside of the Library including prizes for the summer reading game played in the parks, food for Young Evanston _ T Storytellers sessions, parent education workshops, transportation for visiting groups, craft supplies, play literacy supplies. Opening Programs for new Children's Room and the $4,400 Loot. i am recommending setting aside funds for an extensive week of programs to coincide with the opening of the new spaces. These programs will be focused on the young people themselves and will include children's entertainers, teen drama groups, drop in craft programs, and more. Reeltime. Funds provide financial support for Reeltime. The $4,000 contractors raise all other funds through grant writing and hat passing. Donor Events. We will conduct a donor event in conjunction $3,350 with the opening of the new spaces and possibly a second event during the winter months. Bookletter Subscription. This online subscription provides $2,000 an attractive book presence on the Library's website, produces an attractive online calendar of events, and is used by staff in reader's service, children's, reference, and the branches. Newsletter. Funds are used to support the Library's thrice a $5,750 year newsletter. Costs include masthead pages, printing, and mailing Transfer to Children's Room Project This will keep us on i $30,000 target for our commitment to the project. Total $70.000 This allocation is dependent on the Board agreeing to a change in the way we handle campaign expenditures during the last leg of the Room to Grow Campaign. We anticipate spending around $14,500 on the public phase of the campaign. This is primarily the printing and postage for the mailings. Up until this point we have paid all campaign expenditures from endowment fund allocations. I am proposing that for this last phase of the campaign we charge these expenses to the income the campaign generates. I would suggest passing a motion in the following form: "Approve the use of not more than $14,500 of Room to Grow income to cover the costs to the public phase of the Room to Grow campaign." There will also be some restricted endowment fund income to be spent on the purchase of library materials. At this writing I do not know what that amount will be, but I should have that information by the day of the Board meeting. If possible it _ i Agenda ttrm #9B given the specific restrictions on the funds, I would like to use them to purchase adult and juvenile popular materials, junior graphic novels, compact discs. young adult books, and juvenile video games. I would suggest that the Board approve a motion in the followings form: 'Approve the expenditure of $ in restricted endowment income on library. materials appropriate to the restrictions." Recommendations: • Approve the expenditure of unrestricted endowment funds as outlined above • Approve the use of campaign income to pay campaign expenses during .. the public phase of the campaign by ,passing a motion in the form provided, -1 above . kj::�.iw • Approve the expenditure of restricted endowment income by passing ,a: ," motion in the form provided above ti;;v I . .`=i'.. '1{;•: _i `�... !-. ..:+.^, fir,-...:y .._;', `t '.'-•-. -. 't:; :if: 4r ' '�' ; .. r. 1`_+i '1..1 .4 r3':, •.fll }.l ,.•.''r 'F.1 r, ._ ,- .lt..�^�� S ! Cll •.�'r {: �a.iiZ� : �'ii•i+�.:. .i ..:i , +.itil:.lt :';. _: `7, ! �' - .--s.'1,, t ay .CC 7:l .^°��i.i;� i1�-;'4ri�.:'i?fi .': :�:..... ;�ii" •5'� �.- ....«"N li�'� �v- _ ;.- ,• � ;, .:.;---iG eC.f��. r- :€,Ss: _, _=i .3��.1n'�t = { a ReevV ED CITY CLERK ,UN 1 8 2007 EVAi_`�570bla 1"; Evanston Public Library Board of Trustees Wednesday, April98, 2007 7:30 p.m. Library Board Room Approved May,16, 2007 Members Present: Dona Gerson, Lynette Murphy, Ellen L. Schrodt, Marybeth :.. Schroeder, Christopher Stewart, Susan Stone, and Karen Tent' Members Absent: Maidel Cason, Brooke Roothaan Visitors Present: Barbara S. Greenberg, Library patron +. Staff Present: Neal Ney, Paul Gottschalk, and Kate Todd, Administrative staff . Rick Kinnebrew, Laura Antolin and Martha Meyer, Project LEAP staff Call to Order President Schroeder called the meeting to order at 7:40 P.M. ; Appeal of Library Suspension Library patron Barbara Greenberg apologized for her behavior and asked the Board to remove or reduce the suspension of her Library privileges. Ms. Greenberg stated that her behavior did not reflect her character, and it was unusual for her to behave in such a manner. Since Library staff members were waiting to make a presentation to the Board about Project LEAP, Trustees agreed to discuss Ms. Greenberger's appeal at the end of the Board meeting. Ms. Greenberg left the Board meeting at this point. Report on Project LEAP 4 Rick Kinnebrew, Laura Antolin and Martha Meyer explained that the Library's Project LEAP (Literacy Education at Play) is a melding of two programs: EVery Child Ready to Read and Play Literacy. LEAP provides pre-school children the opportunity to mimic or play adult roles, and thus to practice early literacy skills. Some early themes have included a pima kitchen, post office, and a flower shop. LEAP is currently offered at the Child Care Center of Evanston and Head Start, which reaches approximately 240, 3 to 5.year-old children each month. This year, additional funding for Project LEAP includes: a $10,000 start-up grant from the Brenner Family Fund of the Evanston Community Foundation; $600 from Evanston's Kiwanis Club; and $500 from the Woman's Club of Evanston. Next year, LEAP hopes to expand by bringing LEAP to District 65 kindergarteners in partnership with the District 65 Educational Foundation. H:lsharedWDMINZOard Minute&W-0 -18 doc page 1 i Approval of the Minutes Trustee Gerson moved and Trustee Murphy seconded, MSP — Approval of the March 21, 2007, minutes of the Library Board. Passed unanimously on a voice vote. Old Business .. . . ; Youth Service Renovation Project Update Mr. Ney invited Board members to attend a campaign letter -signing party at Bridget Schroeder's home at 7:30 p.m. on Thursday, April 26. Ms. Todd will send an email to Trustees reminding them of the date, time and address. Ms. Todd will notify trustees who cannot attend when their letters are ready for their signature. Mr. Gottschalk reported that the construction is going well. Drywall is almost finished, and much of the painting had been completed. Carpet is expected in mid -May. 'A visit to the exhibit fabricator is planned. Ms. Todd mentioned that construction progress updates are now on the Library's website. Financial Report Mr. Gottschalk drew Board attention to the year-end statements for FY06-07:'The =r-.F-.-:.' Library's revenue and expenditures are extremely close to budget. The Investment-;., Committee will meet next week. Library Director's Report Library Director Neal J. Ney announced that he will retire on November V 2007 under'- the City of Evanston's early retirement incentive. He also drew Board attention to the list of Illinois Library referendums that were voted on in the recent election. New Business Appointment of a Nominating Committee Trustees appointed the following members to serve as this year's nominating committee: Dona Gerson, Ellen Schrodt, and Susan Stone. The nominating committee will submit a slate of officers at the May Board meeting. The election will be held at the June meeting, and the new officers wilt take office on July 1.2007. Trustee Terry moved and Trustee Stewart seconded, MSP — Approval of a nominating committee consisting of Dona Gerson, Ellen Schrodl, and Susan Stone. H 19hrtwMDMINV3ostd MinAM01.04•18 doc [logo 2 Passed unanimously on a voice vote. Approval of Local Use Fee Trustees approved increasing the non-resident fee from $120 to $125 in accordance with a formula provided by the Illinois State Library. Because of the requirement in state law that people must purchase their non-resident cards from the closest participating library, Evanston is not in a position to sell any non-resident cards. The Library, however, uses this fee for local use cards that are sold to Chicago residents who wish to check out more than the three items at a time permitted by Library policy for Chicago residents. The change will be effective May 1, 2007. Trustee Terry moved and Trustee Stone seconded, MSP — Approval of increasing the non-resident fee from $120 to $125. Passed unanimously on a voice vote. Approval of Annual Report Trustees approved a resolution authorizing the Library Director to submit an annual report to the Illinois State Library as soon as all of the necessary information is available. A copy of the completed annual report will be shared with Board in May..:-::' Trustee Gerson moved and Trustee Schrodt seconded, MSP -- Approval of a resolution authorizing the Library Director to submit an annual report to the Illinois State Library as soon as all of the necessary information Is available. - Passed unanimously on a voice vote. Approval of Revisions to Materials Selection Policy Trustees approved some minor editorial changes to the Materials Selection policy. Trustee Terry moved and Trustee Stewart seconded, MSP —Approval of minor editorial changes to the Materials Selection policy as detailed. in Mr. Ney's April 7, 2007 memo. Passed unanimously on a voice vote. Resolution in Opposition to HB 1727 Trustee Gerson moved and Trustee Stewart seconded, MSP —Approval of a resolution opposing House Bill 1727, an Internet filtering measure that includes provisions authorizing citizen lawsuits to enforce the law, $100 a day fines H V5hared0QM1N0oard Mmules%01-04-1$.doc Page 3 for libraries found to be in violation, and the possibility of -criminal perjury prosecutions of library staff members. (Copy attached.) Passed unanimously on a voice vote. Hirahfield Poetry Awards Sunday, May 6, 2007 President Schroeder reminded the Board of the annual Hirshfield Poetry Awards program on Sunday, May 6, 2007 at 2:00 PM. Vice-president Christopher Stewart will represent the Board at the program in Ms. Schroeder's absence. More New Business . Trustee Gerson asked that the Board discuss the possibility of a fundraising campaign to support the addition of evening hours at South Branch. This will be scheduled for the May meeting. Mr. Ney pointed out that there was an individual who wished to raise money for North Branch capital improvements as well. Both matters will be discussed at the May meeting. Trustee Stone asked that the Board discuss what steps could be taken to bring school groups into the Library in the fall after the opening of the remodeled space. This matter will also be on the agenda for the May meeting. Appeal of Library Suspension, continued Trustees discussed Ms. Greenberg's appeal of her one-year suspension for her use of -I abusive and racist language. Library staff explained that Ms. Greenberg's suspension,, is usual for removal of a patron displaying this type of disruptive behavior. President Schroeder polled the Board. Trustees agreed to sustain the staff recommendation of a' one-year suspension, although Trustees Schroeder and Stone would have preferred reducing the suspension to 9 months. Mr. Ney will notify Ms. Greenberg of this decision. Adjournment The meeting adjourned at 9:50 p.m. Respectfully submitted, Catherine A. Todd, Executive Secretary Evanston Public Library HAShore"DWN18oard Minute*%07.04-1 a doc Page 4 N Agenda Item 9E L I B K A���`� Church & 0.rinj;1o:, pI �, •�;s��•tti, 'Ilin..�� +., ••i�,•t i hone: I��%itit}h li.i:Mlti •,�.:-�r,!:.(i; i Resolution In Oppositlanto HB 11727 Whereas, the members of the Board of Trustees of the Evanston Public. Ubrary were appointed „f to operate the library In the best Interests of the people of Evanston; and ` Whereas, Illinois House Bill 1727 mandates Internet filters on all public and school library computers for all users; and Whereas, Illinois House Bill 1727 allows any citizen to file a suit to enforce its provisions; and" ` Whereas, House Bill 1727 imposes fines of $100 per day on libraries; and Whereas, House Bill 1727 requires librarians to file annual perjury oaths that would make librarians subject to criminal perury prosecutions when they honestly believe that they cannot comply with this laws requirement; and Whereas, House Bill 1727 is clearly unconstitutional and would cause the state to be liable for legal fees for passing an unconstitutional bill, Therefore, be It resolved that the Board of library Trustees of the Evanston Public Library opposes House Bill 1727. Be it further resolved that the Board of Library Trustees of the Evanston Public Library opposes this legislation as an unfunded mandate. This legislation places libraries at risk for civil suits, fines, and perjury prosecutions. Even if the library prevails in these suits, the tax - supported library would Incur attomeys' fees and costs to defend claims filed under the legislation. Be it further resolved that the Evanston Public Library In concert with the Illinois library community supports the goal of protecting children. One of the primary concerns of the library community is the safety of children. The best way to protect children is to teach them to guard their privacy and make wise choices. To this end, the Illinois General Assembly, if seriously interested in protecting children, can help by funding an educational campaign. Be It further resolved that the Board of Library Trustees of the Evanston Public Library commends State Representatives Julie Hamos for voting in committee against this legislation. Approved this 18"' day of April 2007 / t �,, 7r _ G r u 7dlr 5 tary i Agenda Item 9C EVArISTON- lJBLIC LI B KAKY rch & glavanston, ilhnui,% 1 Phone: (847 ),966-( 300 Va,,: 011 1 Annual Report Resolution Whereas, it is necessary to approve the submittal of an Annual Report form -at :.' the April meeting of the Evanston Public Library Board in order to assure its timely submittal to the Illinois State Library. and Whereas, all of the information necessary for the completion of the form was not available prior to the April meeting of the Board, Now Therefore Be It Resolved, that the Evanston Public Library Board of Trustees does authorize the Library Director to submit the Illinois State Library Annual Report form in substantially the form presented to the Board at its April meeting, and Be It Further Resolved, that copies of the completed form should be forwarded to the Board in the next Board packet following the submittal. Approved this 113�' day of April 2007 Pre dqM '6' A4clk/I.X. Se -tary Evanston Public Library Board of Trustees Wednesday, May 16, 2007 7:30 p.m. Library Board Room Approv6d June'20 2007 Members Present: Maidel Cason, Dona Gerson, Lynette Murphy, Ellen L.'Schrodt,- Christopher Stewart, Susan Stone, and Karen Terry Members Absent: Marybeth Schroeder, Brooke Roothaan Visitors Present: Susan Newman, Library patron Staff Present: Neal Ney, Paul Gottschalk, and Kate Todd, Administrative staff: t ; Connie Heneghan, North Branch Cell to Order Vice -President Stewart called the meeting to order at 7:35 p.m. Citizen Comments Susan Newman addressed the Board about her concerns regarding Evanston's branch, libraries. Ms. Newman said that she visits North Branch 4 or 5 times a week. She != announced the formation of an informal Friends of North Branch group with 140 names, and indicated a willingness to assist the Board in raising funds for the branch. Ms. Newman said that the branch libraries were critical to maintaining Evanston's uniqueness. The Board asked Mr. Ney to arrange a meeting between the Evanston Library Friends, the Friends of South Branca, and the Friends of North Branch. The Board also invited Ms. Newman to stay for the rest of the meeting, since the Board was to talk about fundralsing for the branch libraries. Approval of the Minutes Trustee Gerson moved and Trustee Murphy seconded, MSP —Approval of the April 18, 2007, minutes of the Library Board. Passed unanimously on a voice vote. Old Business Report of the Nominating Committee HASharedlAQMINWaard MinutesW-05-16.dac Page 1 Board members received the report of the nominating committee, chaired by Dona Gerson. The recommended slate for election at the Board's June meeting is: President — Marybeth Schroeder, Vice-president — Christopher Stewart; Secretary — Lynette Murphy. The election will take place at the June Board meeting, and the officers will take office on July 1, 2007. Youth Service Renovation Project Update Mr. Gottschalk reported that the remodeling project was going well. The electrical work' is 90% completed. Ceiling tiles have been installed in the teen space and installation has begun in the children's room. Carpet installation is to begin on Thursday, May 17. The exhibit fabricator will begin work in the spaces on Tuesday, May 22. The general contractor should finish sometime in June. The Board will tour the construction areas again at the June meeting. Ms. Todd reported that there has been a delay in receiving print materials for the public phase mail campaign for the project. She expects the brochures to arrive next week, and the mailing should be delivered before the end of May. The Library Friends are selling fleece blankets to raise additional funds. We plan to send one additional mailing before the end of June to a list of library users. Branch Fundraising The Board discussed fundraising for the branch libraries and a memo Mr. Ney had prepared at the Board's request. Trustee Stewart, who was chairing the meeting, reported that President Schroeder would like to delay full discussion and any decision making until the June meeting when she can be present. Trustee Gerson again argued for the importance of adding evening hours at South Branch, but agreed that it was probably not wise to try to solicit donations for the Library's operating budget. Mr. Ney restated the major points from his memo — that any fundraising of behalf of the Library should be directed by the Library Board; that the staff would not be in a position to support another fundraising campaign until around May of 2008, and that it would be�-.. difficult to raise funds for any branch purpose as long as the branches are perceived to be vulnerable to closing or at the center of controversy. This item will be on the agenda for the June meeting of the Board. Classroom Visits to the Library Trustees discussed attracting school groups to the Library after the opening of the remodeled spaces, and asked staff to explore the possibility of an "educator's afternoon" as part of the opening events. Trustees asked for a report back on the cost of such an event at the June meeting, and for the cost of buses for District 65 classes. President's Report Vice President Stewart reported that President Schroeder had met with the City Manager about the search for a new Library Director. It was his understanding that the HAShareMADMENISoard Minutes%07.05-1G.doc Page 2 1 City would make use of the services of a search firm, that the Board would have an opportunity to provide input about what they thought the City should look for in a new Library Director, and that two members of the Board would be members of the search committee. President Schroeder would like to devote all of a Board meeting or a special meeting to brainstorming about what to look for in a new Library Director. Mr. Ney was-, asked to speak with Ms. Schroeder about the scheduling of this meeting. Financial Report Mr. Gottschalk noted that the Library's Endowment Portfolio is up over 11 % from last year. This compares very well with our 3 benchmarks, as noted on the last page of the financial statements. About $200,000 will be transferred out of the Endowment Fund to pay for some of the construction costs from the remodeling project. Library Director's Report Library Director Neal Ney announced that 4 Peregrine falcon chicks hatched last week. Banding is scheduled for Friday, June 8, 2007. New Business Standards Review The Board reviewed Mr. Ney's report on the Library's performance on Illinois State Library standards. No action was taken on this agenda item. Approval of Changes to the Services Policy The Board approved staff recommended changes to the Library's service policy as set out in Mr. Ney's May 8, 2007, memo. The recommended changes were minor bringing the policy into line with current practice. Trustee Cason moved and Trustee Gerson seconded, MSP — Approval of changes to the Services Policy Passed unanimously on a voice vote. Approval of Art Purchase Trustees approved the purchase of the framed painting "Metamorphosis" by Evanston artist Peggy Macnamara at a price of $1,500. The purchase is being paid for from the Edward Johnson Fund for Art in the Library's Endowment. The painting will be displayed In the Children's Room. Trustee Terry moved and Trustee Murphy seconded, MSP — Approval of the purchase of "Metamorphosis" by Evanston artist Peggy Macnamara at a price of $1.500. H:lshareMADMINZoard MtnutesW 05-16.doc Pape 3 Passed on a roll call vote: i Trustees Murphy, Terry, Cason, Gerson and Schrodt voted:ln favor of the purchase. Trustees Stone -and Stewart voted no., Adjoumment The meeting adjourned at 9:30 p.m. R64pectfully submitted, T nj erine A. Todd, Exrc-utive Secretary, 71 Evanston Public Library p'J3 P_:.; Wo 01 3 H.%Shared)ADMINZoard Minu(WO7-05-164oc - pa" 4 1 Evanston Public Library Board of Trustees ,Wednesday, .tune 20, 2007 7:30 p.m. Library Board Room Approved July 18, 2007 Members Present: Maidel Cason, Dona Gerson, Brooke Roothaan, Marybeth Schroeder, Ellen L. Schrodt, Christopher Stewart, Susan Stone, and Karen Terry Members Absent: Lynette Murphy „ Staff Present: Neal Ney and Kate Todd, Administrative staff Call to Order President Schroeder called the meeting to order at 7:40 p.m. a Brainstorming About Library Director Search President Schroeder explained that she had met with City Manager Julia Carroll and Assistant City Manager Judy Aiello about the search for a new Library Director. Ultimately the decision is up to the City Manager, but Ms. Carroll wants the Library..;. Board to be engaged in the process. A search firm will be hired to conduct a national search and two members of the Library Board will be members of the City's search ; committee. President Schroeder thought that it was also likely that the entire Board would be able to meet with the finalists. Trustees did some brainstorming about the desirable skills, qualities and characteristics of a new Library Director. President Schroeder will shape this into a letter to be shared, with the City Manager. Library Director Neal Ney left the meeting while the Board discussed the attributes and qualifications needed in a new Library director. Notes regarding this discussion are attached. (Appendix A.) Approval of the Minutes Trustee Cason moved and Trustee Schrodt seconded, MSP —Approval of the May 16, 2007, minutes of the Library Board. Passed unanimously on a voice vote. Old Business HASharedlAOMIMBoard Minutes%074)6-20.doe s V, qr, Page 1 i Election of Officers Trustee Gerson moved approval,of the slate'of officers nominated at the May meeting. Trustee Terry seconded. MSP — Approval of the slate of officers: President — Marybeth Schroeder; lice -president — Christopher Stewart; Secretary — Lynette Murphy. New officers will serve from July 1, 2007 to June 30, 2008. Pas -Ad unanimously on a voice vote. Youth Service Renovation Project Update tear. t;ey reported an the remodeling project. Many of ;he into- � ' fie features have been, a:,,�e orders will oject budget. The L7•,..... , ..it file C%)11CTrUCt1w1' . e ,_: =I s— � d A r r ?a, 2007. After being - Will have a soft t rfl;w• ­.ew spdct�ian opening activities and haa fotmal dedic�_.,. ..: `tuber 8, 2007 at 2 p.m: Other evei.: %Iebrate the openi,-i of the he .,: s :.. a wing planned for that weekend, Septy, - 7-9, 2007. In addition to these events, it was suggested that staff prepare a PowerPoint to take:. information about the new spaces to schools, either at staff In -Service days or at PTA ,", meetings. If new teachers are being offered tours of Evanston they should be invited to' stop at the Library on their route. President's Report President Schroeder asked to postpone further discussion of Branch fund raising untif'r the July meeting due to the other items on this meeting's agenda. Financial Report It was noted that expenditures from the Gift Fund were high due to payments for the remodeling project. Library Director's Report Mr. Ney's written report was accepted without further discussion. s New Business Approval of Revisions to the Facilities Policy HASham,dMMIMBoard MinuteM07-06-20.dac page 2 at Trustees approved the staff recommended changes to the facilities policy,,Toe.changqs are designed to adapt the policy to the newly remodeled spaces when they open. Trustee Terry moved and Trustee Gerson seconded, MSP —Approval of changes.to the Facilities Policy included in Mr. Ney's, memo dated,, r, June 6, 2007. Passed unanimously on a voice.vote. ylfiv4lann'. Appointment of Fund for Excellence Chair President Schroeder will be contacting Board members to identify, a. chairforthisyipar's Fund for Excellence campaign. Capital Improvement Proposals Trustees were given information about the capital improvement proposals under discussion this same evening by the City Council. Paul Goftschalk.is aftending,the,,,,,,,?­-, Council meeting tonight on behalf of the Library. Adjournment The meeting adjourned at 9:05 P.M.3he Board toured the construction areasi..;[-1d.t,flc:-,.)­i r. d !!Z7!7,� Catherine A. Todd, Executive Secretary Evanston Public Library H:%ShamdVUDM1NU;oard MinuteM074)&20.doc Page 3 , - - , Board Discussion June 20, 2007: Qualities,'Attributes and Qualifications Needed in a library Director , Qualities/Attributes Fair to employees Good listener Political sensitivity Sensitive to all age groups (seniors) Outgoing Tolerant and patient with extended political process (budget) Love to read - literate Dynamic leadership (to attract the hard to reach) Innovator Educator Commitment to civil liberties s Motivator of staff People person Inspirational Visionary Communicator,` Skills/Competencies Successful with fund raising Knowledgeable about marketing Knowledgeable about budgeting Political sense Experience working with diverse' community Ability to forge alliances and partnerships (Northwestern) Technology awareness Communicate love of books Inclusivity Skilled and experienced in hiring senior staff Skilled at change management Connect with schools Involvement in larger library agencies' (ALA, PLA... ) Digital library knowledge HAShared'ADMUBoard Minules%07.06.20.doc • Page 4 Evanston Public Library r^ Board of Trustees Wednesday, July 18, 2007 7:30 p.m. Library Board Room Approved September 19.2007 Members Present: Maidel Cason, Dona Gerson, Brooke Roothaan, Marybeth Schroeder, Ellen L. Schrodt, Christopher Stewart, Susan Stone, and Karen Terry Member Absent: Lynette Murphy Staff Present: Neal Ney, Paul Gottschalk, and Kate Todd, Administrative staff, Gall to Order „ President Schroeder called the meeting to order at 7A2 p.m: Approval of the Minutes Trustee Gerson moved and Trustee Stewart seconded, MSP — Approval of the June 20, 2007, minutes of the Library Board. Passed unanimously on a voice vote. Old Business ; Library Director Search Mr. Ney reported that the City has received proposals from firms that would like to handle the search for a new Library Director. City staff including the current Library Director will evaluate the proposals on July 26, 2007. President Schroeder sent the Board's letter regarding optimal qualifications needed in a new director to both City Manager Julia Carroll and Assistant City Manager Judy Aiello. Youth Service Renovation Project Update Mr. Gottschalk reported that the general contractor is essentially finished. The exhibit fabricator has a few finishing touches and one major piece still to install. Furniture delivery is expected in early August. A sign consultant has been hired and the art glass is being restored at Botti Studios. The Library will be closed from August 20 - 26 to . , move its collections into the remodeled spaces. The project remains on budget and on time. The new Information Desk will open on Monday, July 23, H:tshsm4PAQMINXBoard M;nutesW-07-18.doe Page f , r Board members asked about signage for the new artwork. They asked for more information about the proposed kinetic sculpture. Board members also asked for a list of the named gifts raised by the Room to Grow Campaign. Board members commended Paul Gottschalk for overseeing the building project with skill and efficiency. The following change orders were approved. Due to changes in scope for the new audio-visual systems and the addition of an interior signage plan, a change order increase of 522,240 to the amount of the architectural contract with Nagle Hartray Danker Kagan McKay Penney, Ltd. was approved. Trustee Gerson moved and Trustee Terry seconded, MSP — Approval of architectural change order of $$22,240 as described in Mr. Gottschalk's July 13, 2007 memo. Passed unanimously on a voice vote. Due to unanticipated conditions requiring additional work from the general contractor, a change order increase of $12,762 to the amount of the construction contract with W.B. Olson, Inc. was approved. Trustee Terry moved and Trustee Roothaan seconded, � . - MSP — Approval of construction change order of $12,762 as described in Mr. Gottschalk's July 13, 2007 memo. Passed unanimously on a voice vote. Trustee Gerson moved approval of a contract with Hallett & Sons Movers for relocation of the library collections, furnishings, and shelving after completion of the new ;l=.{- construction. Trustee Stewart seconded, MSP --Approval of contract with Hallett & Sons Movers for $36,280 as describedinMr. Ney's and Mr. Gottschalk's July 13, 2007 memo. Passed unanimously on a voice vote. The change orders and Hallett contract will be forwarded to the City Council for, consideration at their July 23, 2007 meeting. Trustee Gerson asked to have a list of one -page talking points to better help Board members respond to questions about the remodeling project. Mr. Ney suggested sending the FAQ and tour script to Board members. The Main Library will be closed for a week from August 20-26 while the collections are moved. All Library staff will work during the week. President Schroeder will arrange for a "thank you" recognition for all staff on the first moving day. Branch Fundralsing H:tsharedVU)M1N0card Minutes107-07•1 B.doc Page 2 Trustees talked briefly about branch fundraising. The Library has recently received $20,100 in gifts to fund branch capital improvements. No formal campaign will begin before spring of 2008. Everyone agreed that the new Library Director should have an opportunity to have input into both the campaign and the planning of branch capital improvements. Financial Report Mr. Gottschalk reported that the Financial Statements ending May 31, 2007, indicate that the Library's budget is on target for the first 3 months of the fiscal year. Transfers . from the Library's Endowment Fund included S200,000 to the City of Evanston's CIP account for renovation project expenses. Library Director's Report Trustees were concerned with problems at the Internet stations, and wondered if more stations are needed to meet demand. Unfortunately, space constraints limit the number of stations. It was recommended that staff look at benchmarks for Internet access. Trustees were pleased to see South Branch doing so well in the Circulation statistics, although the increase in use at South may be due to the construction at Main. New Business Budget Direction for FY08-09 Trustees asked the Library Director to prepare a report on the impact of eliminating the fee for reserves. This will be on the agenda for the September meeting. Board members discussed budget preparation for FY08-09. The Board did not believe that any Library fees should be increased. The Board asked staff to pursue the next two items on the Essential Staffing Plan — evening hours at South Branch and the position of Emergent Literacy/Early Childhood Specialist. Board members declined to give staff direction if there is a request for a budget cut. The Board's position is that the Library's budget should not be cut. Library Cafes Due to the lateness of the hour, trustees tabled discussion of library cafes until the September meeting. Cancellaton of August Meeting Trustee Gerson moved and Trustee Roothaan seconded, MSP -- Cancellation of the August 15, 2007, Library Board of Trustees meeting. Passed unanimously on a voice vote. H:lsharedVk1W1 (Board M+nutes�07-07-IB.doc Page 3 Adjournment. In r:nlll' The meeting adjourned at 9:30 p.m. Re ctfuilysubmitted, Catherine A. Todd, Executive Secretary, ri Evanston Public Library Sri? l'7 f! I HASharecPADMIMBoard hbnutesV7-07-I8.doc I ; Pape 4 Evanston Public Library Board of Trustees Wednesday, September 18, 2007 Library Board Room Approved October 17, 2007 Members Present: Maidel Cason, Dona Gerson, Lynette Murphy, Brooke Roothaan, . Marybeth Schroeder, Ellen L. Schrodt, Christopher Stewart, and Karen Terry Member Absent: Susan Stone ; Staff Present: Neal Ney, Paul Gottschalk, and Kate Todd, Administrative staff Call to Order ;.,.. President Schroeder called the meeting to'order at 7:38 p.m: Approval of the Minutes Trustee Stewart moved and Trustee Gerson seconded, MSP -- Approval of the July 18, 2007, minutes of the Library Board. Passed unanimously on a voice vote. Old Business Library Director Search Mr. Ney reported that the City has hired the search firm of Gossage Sager Associates to direct the search for a new Library director. Gossage Sager is a good choice. They are well connected in library circles. Members of the firm have met with Library staff and Board members, as well as the City Manager Julia Carroll and the City's Search Committee, which includes Julia Carroll, Board President Marybeth Schroeder, Vice -President Christopher Stewart, Asst. City Manager Judy Aiello, and Angela McCray from Human Resources. Gossage Sager Associates are open to recommendations from the community for names of individuals to pursue in the search process. Youth Service Renovation Project Update Mr. Ney reported the new spaces opened to rave reviews. Superintendents Hardy Murphy of District 65 and Eric Witherspoon of District 202 attended the dedication along with many - . aldermen. Board members expressed appreciation to the fundraising committees and City Council members for their support. Invest is arranging for classroom visits to the news r Children's Room for grades K-2 with funding from the District 65 Foundation and Lighthouse Rolary. Again, Board members expressed their congratulations and appreciation. HASharecPADMIMBoard Min utesW-09-t9.ctoc page I Mr. Gottschalk noted that some modifications need to be made, so he will not close out the project for at least 6 months. Budget FY 08-09 and Financial Reports Mr. Ney and Mr. Gottschalk are working on the FY08-09 budget. Some full-time retirees are being replaced with part-time staff, specifically at Periodicals and at South Branch. This will make staffing an easier task in both departments, and will free up funds to add evening hours at South Branch without affecting the overall budget. Significant contributions are still coming in for the Children's project. Donations will be used to maintain and upgrade the spaces as needed. Board members expressed concern that there be enough staff in Children's to handle the increased number of visitors. So far, Children's staff members are managing well. Library Director's Report Mr. Ney showed the Board members a new book by Sharon and Peter Exley, the architects from Architecture is Fun who designed the museum -like elements in both the Children's Room and The Loft. The concept drawings for our project are in the book. Administrative . . staff members were asked to correct the dates on the Resource Sharing Report. New Business Library Cafes Trustees tabled further discussion of library cafes until the new Library Director is in place. Reserve Fee Trustees tabled further discussion of the Library's reserve fee until the new Library Director is in place Authorization to Prepare an RFQ for the Purchase of a Garden Gizmo The Garden Gizmo is a kinetic sculpture that was included in the original plans for the Children's Room Project. It was removed for reasons of cost during the value -engineering phase of the project. Because of the success of our fundraising it can now be restored to the project. Trustees authorized the staff to prepare an RFQ for the purchase of a "Garden Gizmo." Trustee Murphy moved and Trustee Gerson seconded, MSP —Authorization to Prepare an RFQ for the Purchase of a Garden Gizmo. E. - Passed on a voice vote. F Approval of. Library Disaster Plan , HASharecrADMIM6card Minutes%07-09-19.dx Page 2 14 ' Trustees approved the Library's Disaster Plan, which is a requirement from the State Library for receiving our annual Per Capita Grant. Trustee Gerson moved and Trustee Roothaan J seconded, MSP —Approval of the Library's Disaster Plan. - - Passed unanimously on a voice vote. Approval of a Per Capita Grant Application Trustees approved the application to the IIlinois State Library for a Per Capita Grant. Trustee Roothaan moved and Trustee Terry seconded, MSP —Approval of the Per Capita Grant Application. Passed unanimously on a voice vote. Approval of Art Purchase ;I Trustees tabled until the October meeting}tlie purchase of an illustration by Children's book illustrator Yumi Heo. Approval of Change in the Conference Room Policy Trustees approved a change in the` L)brary s, policy concerning conference rooms.-. Identification will no longer be required'to book!a room: Trustee Gerson moved `an`d Trustee Murphy seconded,- MSP — Approval of the change in Conference Room Policy. Passed unanimously on a voice vote: Adjournment The meeting adjourned at 9 p.m. ectfullysmitted, ( er a e A Executive Secretary _ Evanston Public Library H:%Shared%ADM1"oard MinutesW-09-19.doc Page 3 Agenda Item BE EVANSTON • PUBLIC L I B K A K Y Church & Orringlon, Evanston, Illinois 60201 Phone: (d4/ )nad-u_iury 1 ax: I64/)t1bb-UJ I Per Capita Grant Resolution Whereas, the Evanston Public Library Board of Trustees wishes to'apply for an Illinois Public Library Per Capita Grant for fiscal year 2008, and Whereas, the deadline for this grant application is October 15, 2007, and Whereas, the application deadline is prior to the Board's October meeting, and Whereas, all of the information necessary for the completion of the application'" was not available prior to the September meeting of the Board, Now Therefore Be It Resolved, that the Evanston Public Library Board of Trustees does authorize the Library Director, the Board President and the.: Board Secretary to submit an application for an Illinois Public Library Per; �. Capita Grant in substantially the same form as included in the September Library Board Packet, and Be It Further Resolved, that copies of the completed application should be distributed to the Board following the submittal. Approved this 1 gth day of September 2007 Pr d n f S etary Evanston Public Library Board of Trustees Wednesday, October 17, 2007 7:30 p.m. Library Board Room Approved November 28, 2007 Members Present: Maidel Cason, Dona Gerson, Brooke Roothaan, Marybeth Schroeder, Ellen L. Schrodt, Christopher Stewart, Susan Stone, and Karen Terry Member Absent: Lynette Murphy Staff Present: Neal Ney, Paul Gottschalk, and Kate Todd, Administrative staff Jan 13ojda, Head of Children's Services Visitor Present: Stephen Bero, Warren -Newport Library Director Call to Order President Schroeder called the meeting to order at 7:40 p.m. Approval of the Minutes Trustee Terry moved and Trustee Cason seconded, MSP — Approval of the September 19, 2007, minutes of the Library Board. Passed unanimously on a voice vote. Old Business Library Director Search Mr. Ney reported that the deadline for applications for Library Director is October 31, 2007. The search committee has set dates for interviews In early December. Budget FYOB-09 Mr. Ney reported that the Library staff had submitted a budget to the City Manager. There is nothing unexpected to report at this time. Budget priorities were followed according to the model established last year. At this time the City is estimating a $2.4 million budget shortfall in revenue. City staff are working on ways to narrow the gap. President's Report President Schroeder reminded Board members of the upcoming retirement party for Library Director Neal Ney on Friday, October 26, 2007, at 4 p.m. The Mayor and Aldermen have all been invited. RASharecAADMIMHoard MinuleVD7•10-17.dx Papa 1 Jr*u i ' .. ., - .. �. ... .. -4 - .'1 1 .!{�. �..l, i 1;'}j: �.r r'..1iw ._�•lb:�ii:9'! Financial Reports Mr. Gottschalk reported that Library revenues are close to budget, and that fines and fees are on target as well. The Library's Endowment Fund received a boost with a payment from the sale of "At the Fountain' by William Adolph Bouguereau of $5,062, received as settlement of a class action law suit filed against Sothebys & Christies auction houses. New investments of $100,000 in the Endowment Fund are doing well, earning $36,000 in 1.5 months. Project LEAP has done very well with grant applications, receiving a $24,000 LSTA grant from the Illinois State Library to expand their program. Foundation 65 has funded INVEST to provide busses to bring District 65 kindergarten to 2nd grade pupils to visit the Main Library's new Children's Room this year. Visits begin this month. Trustees asked when to expect completion of the sale of the property adjacent to North Branch. Mr. Gottschalk indicated that City staff expected to bring a final bid to the City Council for approval in December. Library Director's Report Mr. Ney reminded Board members of the upcoming Family Night sponsored by the Friends of the Evanston Public Library on Friday, November 16. Mr. Ney reported that he is retiring in 14 days. He believes the Library is In good shape and capable hands. Paul Gottschalk will be Interim Director, and now attends all City meetings. There Is a transition log available to those who need it. New Business Approval of changes to the Library's Table of Fines, Fees, and Loan Periods Trustees approved two changes to the Library's schedule and table of fines, fees, and loan periods. Effective November 1, 2007, the fine for overdue software will be reduced from $1.00 to $.15 a day. Almost all of the circulating software is juvenile and the collection is small. The impact on revenue will be negligible. Tuesday and Thursday evening hours from 6 p.m. to 8 p.m. will be added to the South Branch schedule once the current vacancies in the South Branch staff are filled. Notice of the effective date will be given when known. Trustee Gerson moved, and Trustee Stewart seconded, MSP — Approval of the changes to fines, fees and loan periods as outlined above and in Mr. Ney's memo of October 10, 2007. Passed on a voice vote. Approval of Art Purchases After discussion, Trustees approved increasing the amount budgeted for the purchase of art for the children's room by $10,000, with funds to come from the Room to Grow campaign. Trustee Stone moved and Trustee Gerson seconded, K%SharedADMINZoard FArrites'07-10- t 7.doc Page 2 MSP — Approval of an increase of $10,000 to the Children's Public Art budget. Passed on a voice vote. Trustees discussed the purchase of two works of art for the Children's Room. Both works are by well -respected, children's book illustrators and have been recommended by the Children's Art Selection Committee. The first illustration by Yumi Heo is from the book, Yoshi's Feast After much discussion, Trustee Gerson moved and Trustee Stone seconded, authorization to purchase the Yumi Heo collage. This motion failed by a 4 to 3 roil call vole. The second piece by Brian Pinkney is from the book, Max Found Two Sficks. Again after much discussion, Trustee Terry moved and Trustee Stewart seconded, authorization to purchase the Brian Pinkney illustration. This motion was approved by a 4 to 3 roll call vote. Approval of Resolution Authorizing Signatures on Accounts Trustees approved a resolution authorizing Paul Gottschalk and Kate Todd to sign checks from Library accounts. Trustee Gerson moved and Trustee Terry seconded, MSP — Approval of resolution authorizing Paul Gottschalk and Kate Todd to sign checks from Library accounts. Passed unanimously on a voice vote. Final Comment Trustee Gerson encouraged all Trustees to feel confident and supportive of the Library's annual budget, given the relatively small portion from each homeowner's real estate taxes allocated to fund Library service within the overall City of Evanston budget. Adjournment The meeting adjourned at 8:50 p.m. Retfully submi ed, Catherine A. Todd, Administrative Coordinator Evanston Public Library HAShatedADMIPRBoard MinulesW-1 d-t T.doc Page 3 Agenda Item 9C EVANST011 • PUBLIC LIBRARY Church & Ornnhtun, Lvansion, Illinois 60201 Phone: (847)n6641300 f'ax: 18-37)866-03 I.S Resolution Authorizing Signatures on Library Accounts Whereas, Library Director Neal J. Ney will retire on October 31, 2007, and Whereas, Mr. Ney's signature is an authorized signature on four Library accounts, and Whereas, it is consequently necessary to authorize new signatures for these accounts, Now Therefore Be It Resolved, that the Evanston Public Library Board of Trustees does designate Administrative Services Manager Paul Gottschalk and Administrative Coordinator Kate Todd to serve as the Board's agents to sign checks and such other account authorizations as may be required for the Library's Petty Cash lmprest Account and Library Gift Fund Account with Chase Bank, for the Library's Endowment Investment Account with Vanguard Brokerage Services, and for the Library's Illinois Funds Account. Be It Further Resolved, that they are authorized by the Evanston Public Library Board of Trustees to complete any necessary forms to accomplish the intent of this resolution. Approved this 17ih day of October 2007 Preiiden�j L •�li/'nti Sec etary i 1� Evanston Public Library Board of Trustees Wednesday, November 28, 2007 7:30 p.m. Library Board Room Approved January 16, 2008 Members Present: Maidel Cason, Dona Gerson, Lynette Murphy, Brooke Roothaan, Marybeth Schroeder, Ellen L. Schrodt, Christopher Stewart, Susan Stone, and Karen Terry Staff Present: Paul Gottschalk. Interim Library Director Kate Todd, Administrative Coordinator Christie Chandler -Stahl, Young Adult Librarian Jacob Wilkenfeld, Reader's Advisor for Young Adult services Visitors Present: Realtors Alice Conner, Karl Banach, John Harris, Gary McWilliams, Julie McWilliams, and Mike Stern from Evanston's Koenig & Strey GMAC Real Estate office Call to Order President Schroeder called the meeting to order at 7:35 p.m. Check Presentation Realtors from the Koenig & Strey GMAC Real Estate office presented a $2,295 check to the Library Board to be divided between the branch libraries. The funds will be used for branch collections. Koenig & Strey raises the money by parking cars on their lot during Northwestern University football games. Koenig & Strey shares the money they raise.-:: each year between the Library branches and the Battered Women's Shelter. Board members expressed their gratitude for this support.` Young Adult Services Christie Chandler -Stahl thanked the Board for making The Loft possible, Ms. Chandler -Stahl explained that Library staff hope to entice teens to read by making it "fun" and by linking teen activities to books and reading. She and Jacob Wilkenfeld explained the variety of programs now available for Evanston's teen Library users, including: Teen Readers Theatre Troupe, media wall, wiki page, manga drawing and jewelry making workshops. Ms. Chandler -Stahl noted that the behavior of teen users in The Loft has been great. Approval of the Minutes Trustee Terry moved and Trustee Gerson seconded, MSP= Approval of the October 17, 2007, minutes of the Library Board. 'Passed unanimously on a voice vote: ' HNSharedAWINWaard MEnufesW-11.28 doc Page 1 Old Business Budget FY08-09 Mr. Gottschalk reported that the City Manager's proposed budget raises the fines for overdue Library materials by 100. City staff continue to work on ways to narrow the current $2.4 million budget shortfall. It was suggested that when checking out books, patrons should be offered information about online reminders for overdue and hold materials. President's Report President Schroeder reported that the Library Director Search Team had narrowed the search to three finalists. One has withdrawn leaving two finalists, who will come to Evanston on December 10 and 11, 2007 to meet Library Board and staff members and for final interviews with the search team. The Board is scheduled to meet the candidates on Monday, December 10, at 7:30 p.m. Trustee Stone suggested nominating Paul Gottschalk for the NSLS Staff Member of the Year award, and the Evanston Library for Library of the Year. Trustee Stone and Trustee Terry will follow up on this. The nominations are due within the next 2 weeks. Financial Reports Mr. Gottschalk reported that Library expenditures are almost exactly on budget, and that non - tax revenue is close as well. The Library's Endowment Fund year-to-date earnings through September 30, 2007, had an annualized return of 12.76% compared with the S&P Index return of 7.6%. An Investment Committee meeting is scheduled for December 13, 2007. Mr. Gottschalk indicated that City staff members are expecting bids on the Central Street:!" property by February 15, 2008. Interim Library Director's Report Mr. Gottschalk reported that approximately 400 people attended Family Night sponsored by the Friends of the Evanston Public Library on Friday, November 16. He also noted that the Library's new website should by ready in January. The new site will have a cleaner design and a federated search option for locating information in the Library's catalog and databases. Board members asked when the evening hours would be added to South Branch. Mr. - Gottschalk indicated that another staff person must be hired at South Branch before those hours can be opened up. New Business Approval of 2008 Board Meeting Schedule and Time Trustees approved the 2008 Board meeting schedule as follows: January 16, February 20, March 19, April 16, May 21, June 18, July 16, August 20, September 17, October 15, November 19, and December 17. All meetings begin at 7:30 p.m. Trustee Cason moved, and Trustee Murphy seconded, HASharedlADMINGowd Minutes%07-11-28.doc Page 2 MSP — Approval of the 2008 Board meeting schedule. Passed unanimously on a voice vote. Approval of 2008 Library Closing Schedule Trustees reviewed Mr. Gottschalk's recommendations and approved the following closing dates for 2008: Sunday, March 23 (Easter); Sunday, May 25 (Memorial Day weekend); Monday, May 26 (Memorial Day); Friday, July 4 (Independence Day); Sunday, August 31 (Labor Day weekend); Monday, September 1 (Labor Day); Thursday, November 27 (Thanksgiving); Wednesday, December 24 (Christmas Eve); Thursday, December 25 (Christmas); and Thursday, January 1, 2009 (New Year's Day). In addition, the Library will be closed on two Friday mornings for staff In -Service days. The first is scheduled for Friday, April 25, and the second will be on Friday, October 17. The Main Library and South Branch will open at 1 pm both days. North Branch is closed on Fridays. Trustee Stewart moved and Trustee Roothaan seconded, MSP — Approval of the 2008 Library Closing Schedule. Passed unanimously on a voice vote. Approval of Strategic Planning Process In a November 21, 2007 memo, Mr. Gottschalk recommended that the Board initiate a new strategic planning process. The Library's current plan has been an invaluable tool for budget planning and achieving the Library's mission over the past 7 years. Written in 2000, it is now time to look to the future with a new plan. While the strategic planning process will be led by the new Library Director when hired, a Request for Qualification (RFQ) should be issued now so that a facilitator can be hired and the planning process initiated in time to be completed before the start of the next budget cycle in July 2008. Trustee Terry moved and Trustee Gerson seconded, MSP — Approval of issuance of a Request for Qualifications for a strategic planning process. Passed unanimously on a voice vote. Board members were asked to sign and return their Fund for Excellence letters to the Administrative Office as soon as possible. Adjournment The meeting adjourned at 9:25 p.m. Re spectfu lly_s ub m i tted, Catherine A. Todd, Administrative Coordinator Evanston Public Library HASharedlADMI"aard Minute&W -1 1.28.doc Page 3 Evanston Public Library Special Meeting of the Board of Trustees Tuesday, December 18, 2007 7:00 p.m. Library Board Room Approved January 16, 2008 Members Present: Maidel Cason, Dona Gerson, Brooke Roothaan, Ellen L. Schrodt, Christopher Stewart, Susan Stone, and Karen Terry Members absent: Lynette Murphy and Marybeth Schroeder Staff Present: Kate Todd, Administrative Coordinator Visitors Present: Dan Bradbury and Joey Rodger of Gossage Sager Associates Mary Johns, Candidate for Library Director Call to Order Vice -President Stewart called the meeting to order at 7:05 p.m. Adjourn to Executive Session Dona Gerson moved that the Board of Trustees adjourn to Executive Session to consider personnel matters. Brooke Roothaan seconded. The motion passed on a voice vote. Respe�tfutlyaubmitted, ' 7 F {- Catherine A: Todd;`Administrative Coordinator Evanston Public Library KZhared'ADMIMBoard MhutesW7-12-18.doc Page 1 �7 .j Evanston Public Library Board of Trustees Wednesday, January 16, 2008 _ 7:30 p.m. r. Library Board Room Approved February 20, 2008 Members Present: Maidel Cason, Dona Gerson, Lynette Murphy, Brooke Roothaan, Marybeth Schroeder, Ellen L. Schrodt, Christopher Stewart. Susan Stone, and Karen Terry Staff Present: Judith Aiello, Assistant City Manager Paul Gottschalk, Interim Library Director Kate Todd, Library Administrative Coordinator David Jordan, Periodicals Librarian and Web Developer Call to Order President Schroeder called the meeting to order at 7:35 p.m. The Board moved immediately Into Executive Session to discuss personnel matters. The Executive Session ended at 8:20 p.m. At this time Ms. Aiello left the meeting and Mr. Gottschalk and Mr. Jordan joined the meeting. Presentation of New Library Website David Jordan gave Trustees a preview of the Library's new website. The current site was designed 10 years ago and has no obvious organizational system and no menus, making it difficult to navigate. The new site will launch on January 31, 2008. The most often requested Library information is clearly visible on the home page under Quick Links. There is a new multifunction search feature called Quick Search that will allow users to search any subject across the Library's entire holdings (books, magazines, newspapers, and databases) with one entry. The new website was developed in conjunction with the City's Web Developer Erika Storlie and other members of the City's Business Performance and Technology Department. Trustees thanked David for his work on this project. Approval of the Minutes Trustee Gerson moved and Trustee Terry seconded, MSP -- Approval of the November 28, 2007, minutes of the Library Board. Passed unanimously on a voice vote. Trustee Gerson moved and Trustee Roothaan seconded, MSP — Approval of the December 18, 2007, minutes of the Library Board. Passed unanimously on a voice vote. HAShanxIADMINZoard MinutesT&I-16 doe Page I 1 Old Business - Budget FY08-09 Mr. Gottschalk reminded Trustees that there would be a City Council budget review meeting on Saturday, January 26, 2008 at 9 am. He reported that the City Manager's proposed budget raises the fines for overdue adult Library materials to 250 and reduces the Library's book budget by 14%. President Schroeder suggested that Library Board members lobby City Council members against cutting the Library's already under -funded budget. President Schroeder will draft a letter to the City Manager reminding her and the Council of what a small portion of the total City Budget is allocated to Library services. Trustees want to build on the good will and positive feeling residents have toward the Library, and feel that a significant raise in overdue fines and cut in the materials budget will cause day-to-day aggravation for Library patrons. Financial Reports Mr. Gottschalk reported the Library's Endowment Fund has had an annual return of over 10% in 2007, which compares quite favorably with the annual S&P 500 Index return of 5.5%. Interim Library Director's Report Trustees reviewed Mr. Gottschalk's written report. Mr. Gottschalk plans to present an RFQ for a strategic plan facilitator to the February Board meeting, which should be attended by the new Library Director Mary Johns. New Business Consideration of Change to the Meeting Room Policy Trustees approved changes to the meeting room policy as outlined in Mr. Gottschalk's January 10, 2008 memo. The new rules would permit not -for -profit organizations to charge a reasonable admission fee for programs held at the Library, although anyone who does not wish to pay the fee must be admitted to the program for free. Trustee Murphy moved, and Trustee Gerson seconded, MSP — Approval of the Changes to the Meeting Room Policy. Passed unanimously on a voice vote. Adjournment The meeting adjourned at 9:15 p.m. Resctfully1ub fitted, l/ r Catherine A. Todd, Administrative Coordinator Evanston Public Library HAShavedlADMiNIBoard Minutm%08-1-16.doc Page 2 t.� - ,�tr Evanston Public Library �,tu: •,; l�,i�, :_... . Board of Trustees Wednesday, February 20, 200$ 7:30 p.m. t Library Board Room r: Approved March 1.9, 2008 Members Present: Dona Gerson, Brooke Roothaan, Marybeth Schroeder, Ellen L. Schrodt, Christopher Stewart, Susan Stone, and Karen Terry Members Absent: Maidel Cason. and Lynette Murphy Staff Present: Mary Johns, Library Director Paul Gottschalk, Administrative Services Manager Kate Todd, Administrative Coordinator Call to Order F .. ; . :.ri) is . ;*,; ;1�;z.110 President Schroeder called the meeting to order at.7:40 p.m.' Approval of the Minutes +,:. c .. F, r• i } . _.!!._� gin. t~r=�; IA �.3 r•i':}MJ7 �'ti Trustee Gerson moved and Trustee Stewart seconded;::. ,. ,.., ... �.. _ . .'•. ; . ?:. , ,.,� .;t air•.. ]t,t;t:o MSP -- Approval of the January 16, 2008, minutes of the Library Board:.. i Passed unanimously on a voice vote. 1_. President's Report Board President Marybeth Schroeder welcomed new Library Director Mary Johns. .Board,: members were asked to introduce themselves by giving their length of service on the Board and information about their connection to the Evanston Public Library and libraries In general. President Schroeder announced that she is resigning from the Library Board for . personal reasons effective April 1, 2008. The Nominating Committee reported on new - officers later in the meeting. Old Business Budget FYOB-09 Mr. Gottschalk reported that as of the last budget meeting, the City Council had taken the Library branches off the table for consideration. However, the proposed budget raises the 3 fines for overdue adult Library materials to 250 per day and reduces the Library's book budget by $50,000. The next budget meetings are scheduled for Saturday, February 23, and Monday, February 25, 2008. The Council is still trying to find $900,000 in new revenue - and/or budget cuts. H:lsharecPADM Soard Minutes=-2.20 doc Pogo 1 .4 Financial Reports Mr. Gottschalk reported the Library's Endowment Fund should have extra income to spend for the next fiscal year, since Endowment income will no longer be going into the capital program. Library staff members have been asked to recommend proposals to allocate Endowment and Fund for Excellence income for the next fiscal year. Interim Library Director's Report Trustees reviewed Mr. Gottschalk's written report. Mr. Gottschalk reported that the Brian Pinkney painting is framed and placed near the Art Garden in Children's. All Library staff will attend Diversity Training by the end of this year. Mary Johns and Paul will be attending the NSLS Awards ceremony and dinner next month. Paul has been nominated for an award. New Business Consideration of Change to the Loft Room Use Policy Trustees approved changes to the Loft room use policy as outlined in Mr. Gottschalk's February 15, 2008 memo. The new rules change the limits on who can use the Loft from and age -based to a grade -based standard. The new policy permits young people in grades 6 through 12 to use the Loft (instead of ages 12 to 18 years). Also, at the discretion of staff, up to six people may use the Loft Study Rooms. Board members asked to be kept informed about who is using the Loft and of any problematic behavior. Trustee Gerson moved, and Trustee Terry seconded, MSP —Approval of the changes to the Loft Use Policy. Passed on a voice vote. Consideration of Increase In Overdue Fines on Adult Materlals:� Trustees approved an increase in adult overdue fines from 150 to 250 per day effective April 1, which is Included In the City Manager's FY08-09 budget. Trustees asked Library staff to be sure signs about the new fees are displayed at checkout stations. Overdue fines on Chiidren's and Young Adult materials remain 150 per day. Trustee Stone moved, and Trustee Terry seconded, MSP — Approval of the increase in overdue fines on adult materials to 250 per day. Passed unanimously on a voice vote. Resolutions Authorizing Signatures on Library Accounts Trustees approved adding Library Director Mary Johns to the Library's financial accounts.--. Trustee -Stewart moved, and Trustee Terry seconded, -3 H;%ShareMDMtNIBoard Minutes108-2-20 doc Page 2 MSP — Approval of new signatures on Library accounts. Passed unanimously on a voice vote. Nominating Committee Report The Nominating Committee proposed a new slate of officers of the Library Board to take office immediately. They are: President — Christopher Stewart, Vice -President -- Karen Terry, Secretary — Lynette Murphy. Dona Gerson moved to suspend the rules to elect the new slate. Trustee RootKai an' seconded, MSP — Approval of suspension of Bylaws to elect the new slater Passed unanimously on a voice vote. ' , . t .. •.ski Trustee Roothsan moved and Trustee Schrodt seconded; MSP — Approval of the new slate of Library Board Officers effective April 1, 2008. t ',!: ­`+J Passed unanimously on a voice vote. ' 1 31, Appreciation for Paul Gottschalk Trustee Gerson read a memo of appreciation for Paul Gottschalk from the Library Board in thanks and recognition for his invaluable service over the past year, in particular for his leadership as Interim Library Director and for his oversight of the recent building project, Adjoumment The meeting adjourned at 8:45 p.m. rc Catherine A. Todd, Administrative Coordinator Evanston Public Library HASharedlADMIN'Soard Minutes'4&2-20.doc Page 3 Agenda Item SC L I B K Church & Orrir ; 3:=:s. �. �,,-;,,, . �,'i�a ;�� 60201 a;�;;;�;^ ;� 31�ir�r,r•�,;s ynii��r�irrii�s: Phone: (84/)ro, r .. 'I IUirFjii, [1 .. -:,. r.5 �j erg•-: �—,_i., -, ,�•�q"� Resolution Authorizing Signatures :on`Library.Accounts' . Whereas, Mary M. Johns became Library Director on February 18, 2008, and Whereas, as Library Director, it is consequentially necessary to have his. Johns be a signer on the Library's financial accounts, Now Therefore Be It Resolved, that the Evanston Public Library Board of Trustees does, designate Library Director Mary M. Johns and Administrative Services Manager Paul Gottschalk to serve as the Board's agents to sign checks and other such account authorizations as may be required for the Library's Petty Cash Imprest account and the Library Gift Fund account with Chase Bank, for the Endowment for the Evanston Public' Library account with Vanguard Brokerage Services, and for the Library's Illinois Funds account with the State of Illinois. Be It Further Resolved, that 41ary Johns and Paul Gottschalk are authorized by thc'oozr1q Evanston Public Library Board of Trustees to complete any necessary forms to accomplish the intent of this resolution. Approved this 201h day of February 2008. P i nt gecretary Church & OyI.s .. , . • ,, ;c - To: Paul Gottschalk From: Board of Trustees Evanston Public Library Re: Our Gratitude C �.r"�G•L // r � l L Date: February 15, 2008 Since 1989, you have consistently and creatively worked on beha/of the Evanston Public Library. This is a statement of thanks from the Board for your extraordinary service. While those of us on the Board will be replaced when our terms expire, we hope that you will continue for many more years for the sake of the Library and the community we all serve. Our reasons for thanking you are many. You assist and guide the Board, illuminate the library's budget and the city's budget policies and constraints, explain endowment investments, personnel procedures, city council intent and state policies. Your work as liaison to the Library investment committee has contributed to the solid return on the endowment fund. The results of your work will serve the library for years to come. You are a repository of library history. Many procedures are obscure and yet you have always been able to clarify them for us. Your approach is intelligent, graceful and humane. You exemplify the values that are important to us and do so with great dignity. We can never give you adequate thanks for directing the recent upgrade of the Children's library, the creation of the Teen Room and the other dazzling improvements to the Library. You are a catalyst for fund-raising and an architect and overseer of change. Your responsibilities and hours were endless and the value of them vastly exceeds the monetary compensation of a public employee. The project was not only completed on time and under budget but with much grace. It is due to your work that we receive the appreciation of the community for our improved library. You make us all look good, so of course we appreciate you. Regardless of the papers on your desk or the projects waiting your attention, you always have time for each of us and we have benefited from your forthright answers. You go out of 11 your way to offer extra assistance to us and to members of the staff and community. You work evenings and weekends, attending long and difficult budget hearings. You did double-time, acting as Interim Director. Again, you handle it all with grace. Words cannot express it all, but we thank you, Paul, for being the extraordinary; person you are. cc: Mayor Lorraine Morton Julia Carroll, Evanston City Manager Evanston City Council �vw o [-"2 4! 1 f ikiMi 6 ri I I U 0 % v j P D 1 C., Evanston Public Library s. , t .... ....a ! _ .. .. Board of Trustees Wednesday, March 18, 2008 7:30 p.m, Library Board Room Approved April 16, 2008 Members Present: Maidel Cason, Dona Gerson, Lynette Murphy, Brooke Roothaan, Ellen L. Schrodt, Christopher Stewart, Susan Stone, and Karen Terry Members Absent: Marybeth Schroeder Staff Present: Mary Johns, Library Director Paul Gottschalk, Administrative Services Manager: Kate Todd, Administrative Coordinator Call to Order President Stewart called the meeting to order at 7:42 p.m. Approval of the Minutes Trustee Terry moved and Trustee Roothaan seconded,,, s MSP Approval of the February 20,.2008, minutes of the Library Board as corrected. pma ! Passed unanimously on a voice vote. Old Business _ _ - Planning Process Update Mary Johns reported she and Paul Gottschalk had met with Joey Rodger to discuss a strategic planning process for the Evanston Public Library. Ms. Rodger is a former Director of the Urban Libraries Council, and extremely knowledgeable in all matters related to libraries. The plan will involve community input and should be completed within 3 months, in time for the start of the City's next budget cycle. Two initial goals of this plan will be to make the Library better able to function in an ever -changing environment, and to integrate the Library's plan with the City's Strategic Plan. Ms. Johns and Mr. Gottschalk plan to meet with Ms. Rodger again, and will use the staff In - Service day on April 25, 2008, to gain Library staff input on the process. Ms. Johns will present a draft of the process to the Library Board at their next meeting. President's Report X 1Administralion%Bosrd Knutes%08-3-19 doe Page 1 President Stewart reminded Board members of the upcoming Hirshfield Poetry Awards on April 13, 2008. He also applauded the success of the 2007 Fund for Excellence Campaign, which has raised over $75,000 for Library collections. Mr. Stewart noted that he had attended the NSLS legislative breakfast, and is concerned over dwindling library funding within Illinois. He suggested that those who are able try and attend the budget hearing on March 24 to advocate for funding regional library services. He also suggested that trustees should sign up for email messages from ILA's Executive Director, Robert Doyle. Financial Reports Mr. Gottschalk reported that he is completing the financial statements for the fiscal year: ' ended February 29, 2008. He expects the Library to come in about 1 % below budget. He has completed transferring funds from the Library's gift accounts and Endowment earnings to cover expenditures in the Library's materials accounts. Last year approximately S170,000 was available from Endowment earnings and gift fund accounts for materials purchases, programming and special needs. This coming year, due to completion of the building project, Mr. Gottschalk hopes to allocate $269,000 from these funds. A portion of this allocation will cover the $50,000 decrease in the materials budget'4,. from City funds. Library Director's Report Ms. Johns reported on the first teen gaming night held at the Main Library on March 7, in cooperation with the City's Youth Initiative and the Department of Parks and Recreation.' Approximately 55 teens participated. They were well behaved and seemed to enjoy the evening. More food was needed. These nights will continue monthly, although the venue will change, depending on the arrangements made by the organizing group. They may use City parks during the summer months. Ms. Johns reported on current projects including: • L. Williams, B. Wilson and M. Johns will attend PLA conference next week. • Illinois Library Day is April 10, 2008 in Springfield. • L. Williams and H. Norborg will train Library staff on Web 2.0 issues. • During lunch with Northwestern University Librarian Sarah Pritchard,:they discussed hosting the Arbuthnot Lecture in Evanston next year. E, ` New Business Fund for Excellence and Endowment Fund Allocations Administrative staff continue to work on fine-tuning proposals from Library staff for materials and projects to be funded by allocations from the Fund for Excellence and Endowment Fund earnings for FY2008-09. A detailed list of the approved proposals will be presented at the April Board of Trustees meeting. Resolution in Honor of Marybeth Schroeder X.VldmigistratkmAgoard Minutes=-3.19 doc Page 2 .. •err Mr. Stewart read a resolution honoring the dedication and service of Marybeth Schroeder, who retired last month as President of the Library Board. Trustee Terry moved, and Trustee Gerson seconded, MSP -- Approval of the attached resolution in honor of Marybeth Schroeder. Passed unanimously on a voice vote. Other Business Ms. Johns mentioned that, due to increased use of the Main Library, the Evanston Police Department would add routine visits with greater frequency. Trustee Gerson noted that visits at South Branch Library are up, and reported that the open house events to celebrate the new evening hours went well. Trustees asked when the City expected to sell the Central Street property adjacent to -North Branch. Mr. Gottschalk reported that the paperwork is still in the works. Adjournment The meeting adjourned at 8:45 p.m. R tp4tful b itte Catherine A. Todd, Administrative Coordinator``'`'t'' `' �_ ''' ' '' Evanston Public Library AN, } XAAdministrationt8oard Minutes%08,3-19 dac �s - c - Page 3 L I B K A K- Chutch Resolution in Honor of Marybeth Schroeder r. =r• Whereas, Marybeth Schroeder served as a member of the Library Board from 2002 to,20a8; and Whereas, Ms. Schroeder served as president of the Board from 2005 to 2008, and Whereas, during that time Ms. Schroeder led the Library Board and staff through a $2.4' million building renovation project, and - Whereas, Ms. Schroeder also led the Board through a successful capital campaign to fund the "wow factor^ of the major renovation project, and Whereas, Ms. Schroeder co-chaired the Library's Fund for Excellence Campaign and has: , b r, been a tireless champion of the Library's development efforts, and Whereas, Ms. Schroeder led the Board through several successful efforts to preserve the Library's budget, and -.;- Whereas, Ms. Schroeder was a member of a successful search committee,.which selected Mary Johns as Library Director to replace retired Director Neal Ney, and Whereas, Ms. Schroeder also led the Board and staff during the migration of catalog services from ORA to SIRSI, which included joining the CCS consortium for the first time, and Whereas, she was an enthusiastic and gracious host for numerous Library events, and Whereas, Ms. Schroeder was an articulate and effective leader for the Library Board. and an enthusiastic advocate for Library service in Evanston, and Whereas, she was a stimulating colleague and good companion throughout her period of service on the Library Board, Now Therefore Be It Resolved, that the Evanston Public Library Board of Trustees does with this resolution extend its grateful appreciation and thanks to Marybeth Schroeder for her years of service to the Evanston Public Library, and Be It Further Resolved, that a signed copy of this resolution be presented to Ms. Schroeder as a token of our appreciation. Approved this 190 day of March 2008. President Se ' etary "1f 6 Evanston Public Library {I ; Board of Trustees Wednesday, April 16, 2008 7:30 p.m. Library Board Room -, Approved May 21, 2008 Members Present: Maidel Cason, Dona Gerson, Susan Newman, -Ellen L.,Schrodt, Christopher Stewart, Susan Stone, and Karen Tent' :. _ y ,•::, . Members Absent: Lynette Murphy, Brooke Roothaan Staff Present: Mary Johns, Library Director ; •, Paul Gottschalk, Administrative Services Manager ; • . , ; ,;+ Kate Todd, Administrative Coordinator ; Visitors Present: Joey Rodger, Library Consultant- Call to Order President Stewart called the meeting to order at 7:35 p.m. Mr. Stewart welcomed.new;;,,;, Trustee Susan Newman, and those present Introduced themselves and welcomed Ms. Newman to the Library Board. Approval of the Minutes �v:�vrT Trustee Gerson moved and Trustee Terry seconded,-, MSP —Approval of the March 19, 2008, minutes of the Library Board._,... -, Passed unanimously on a voice vote. Old Business Planning Process Update Library Director Mary Johns explained the planning process now underway. Having outgrown the Library's 2000-2010 Strategic Plan, a new strategicloperating plan is needed. Ms, Johns Intends to fast -track the process of updating the current plan using a values based approach, one that assures that the Library maximizes its value to the residents of. Evanston in the coming years Ms. Johns introduced Joey Rodger, a nationally recognized Library consultant,.who will -Delp guide the Library's planning process. Ms. Rodger outlined the process, including plans for: • Reviewing current services and best practices;;,;; • Gathering staff and citizen input through focus groups and surveys, and; • Analyzing findings and formulating new strategies. X%dministrationlBoard Knutes=-04-16.doc Page 1 Ms. Rodger proposed a timeline for completion of the planning process and presentation of recommendations to the Library Board at its July 16, 2008, meeting. President's Report President Stewart reminded Board members trustees could sign up for email messages from ILA's Executive Director, Robert Doyle. He thanked Susan Stone for filling in for him at the Hirshfield Poetry Awards. He announced that Karen Terry has been in touch with leadership members of the Library Friends group. They are without a president. Mary and Karen will meet with the current officers to see where to go from here. Financial Reports Mr. Gottschalk drew attention to the enclosed financial statements for the fiscal year ended February 29, 2008. The Library was very close to target in bath revenue and expenditures. Expenditures were 98% of the amount budgeted; income was 95% of budget. At the Investment Committee meeting the previous week, no changes were made to asset allocation in the Endowment Fund. The Endowment Fund has performed extremely well considering the overall adverse economic climate. {{ Library Director's Report Ms. Johns invited Trustees to attend the staff In -Service Day on Friday, April 25,'an&v%^• O announced that she will be attending Snapshot Evanston next week. i .�•n:q,IA Two Evanston staff members have been recognized as 'Library Stars" for National Library_ Week. They are Youth Services Librarian Christie Chandler -Stahl and Facilities Maintenance Worker Dwayne Morris, She also passed out reports from staff who attended PLA. Two staff members will be leaving soon. Carmen Zych the Library's payroll coordinator will be leaving to join the City's Human Resources Department. Laura Dudnik, Head of Reader's Services, is taking the City's early retirement option. The Library has a new tool on its website. It is a Return on Investment (ROI) calculator.!-!:--' Patrons can enter the number and type (books, CDs, DVDs, newspapers) of Library items they use each month and calculate the financial benefit of using the Library vs paying out of pocket. Ms. Johns reported that the application to host the Arbuthnot Lecture in Evanston next year Is proceeding with many, many organizations providing letters of support. The deadline for applying is May 1, 2008. Susan Stone will draft a letter from the Trustees to Include with the application. .New Business Fund for Excellence and Endowment Fund Allocations - X1Adm1nistra6on0oard Minules108.04-16.doc Page 2 A detailed list of proposals for allocations from the Library's Fund for Excellence and Endowment Fund earnings were presented for approval. Trustees were asked to revise the Endowment Fund allocations to increase the consultant fee for Joey Rodger for the strategic planning process by $500, with a corresponding $500 reduction In the Technical Enhancement allocation. Trustee Gerson moved, and Trustee Terry seconded, MSP -- Approval of the Fund for Excellence and Endowment Fund ANocations for FY2008- 2009 as revised. Passed unanimously on a voice vote. Other Business Trustees briefly discussed how to get more patrons to sign up for email Library notifications, Trustees asked for a report from staff regarding eliminating the charge to reserve materials. Many other libraries do not have this charge, Trustees asked to have a discussion about making the libraries "greener" be placed on a future agenda. Adjournment The meeting adjourned at 9:45 p.m. Respectfully submitted, Catherine A. Todd, Administrative Coordinator Evanston Public Library x,WminlsuadwOaard Nnutm%DS-44.16.doc Page 3 Evanston Public Library Board of Trustees Wednesday, r"y 21, 2008 7:30 p.m, r Library Board Room Approved June 18, 2008 y Members Present: Maidel Cason, Brooke Roothaan, Ellen L. Schrodt, Christopher Stewart, and Susan Stone. >. , Members Absent: Dona Gerson, Susan Newman, Lynette. Murphy, and Karen .Terry Staff Present: Mary Johns, Library Director Paul Gottschalk, Administrative Services Manager Kate Todd, Administrative Coordinator , Call to Order President Stewart called the meeting to order at 7:40 p.m. Approval of the Minutes Trustee Roothaan moved and Trustee,-Stone'seconded,, MSP--Approval of the April 16, 2008,E"minutes of the Library Passed unanimously on a voice vote. President's Report President Stewart asked if ail Board members have signed up for email messages from ILA's Executive Director, Robert Doyle. State funding is a struggle right now. President Stewart and Library Director Mary Johns met with State Senator Jeff Schoenberg, who.has been a strong advocate for libraries They thanked Senator Schoenberg for his support of the Children's Room renovation project. President Stewart has been re-elected to the NSLS Board. He plans to invite a speaker to discuss Open Meetings Act issues related to Email for the next Board meeting. Old Business Planning Process Update Director Johns brought Hoard members up to date on the planning process now underway. Joey Rodger spoke to staff at the In -Service Day. Paul Gottschalk and Director Johns' have met with Ms. Rodger, and plan to hold focus groups with the following: childcare providers,.,, educators, youth, and youth workers. Director Johns sees this process as the initial step in X'Adm#nistrationZoard Minute&%0"5-21.doc Page I ti determining the 'public value" of Evanston Library service, and addressing the "necessity vs. amenity" issues. Director Johns distributed a page of suggested interview questions to Board members and asked that each Trustee interview 5 people., Director Johns asked to have the questions returned by June 10, 2008. Responses can be anonymous. Evanston residents are preferred. Financial Reports Mr. Gottschalk noted that the current financial statement is for the first month of the 2008-09. fiscal year, and as a result there is not much to report. The Endowment Fund's loss of under 1% is actually acceptable considering the overall adverse economic climate. Library Director's Report Ms. Johns said she was very impressed with the staff In -Service Day. Staff members submitted suggestions or comments regarding important issues facing the Library. Some of these will be topics for staff discussion. Others will be action items. -,; . 3 <t_ 1;,.:_j The migration of Library computers to the City's network is ahead of schedule. The City's:- Department of Business Performance and Technology (BPAT) is providing training for ri1 I.�r7cjfa Library staff. Christie Chandler -Stahl and Kate Todd completed the City's Leadership Development Program. Many other Library staff members were recognized at the City's service recognition day reception. The Evanston Community Foundation has awarded the Library's LEAP program a grant toy bring their innovative early literacy program to home daycare providers. The Library will train daycare providers in the program, and then prepare "LEAP -into -Reading bags fora ' providers to check out and use at home. The Loft has won a design award in a competition sponsored by the International Interior Design,Association (IIDA) and the American Library Association (ALA). The award will be. presented at the ALA conference in July. Both Mr. Stewart and Ms. Johns will be attending ALA and the award ceremony. The Library has a number of key staff positions that are vacant or soon to be vacant. Restructuring of senior staff may be the best way to make the most effective use of time and talent. Director Johns reports directly to the Interim City Manager, Rolanda Russell. -„ , iii!-, Finally, as the Library investigates self -check replacements, staff are also looking into ways of phasing in RFID technology. New Brislness Aftei­Hovrs Fall Fund Raisef` ' rig' J,' t ., ,r1-- - X AdministrationToard Wnutes108-05-21.doc Page 2 Mr. Stewart initiated a discussion of ways to introduce the Library to the many new Evanston residents living in the downtown area. He suggested something along the lines of "Do the Dewey," a popular ticketed event which includes local businesses held at the Des Plaines Public Library. Board members considered this idea along with others. Trustee Stone will look into the possibility of partnering with one of the Evanston summer fairs, such as the Fountain Square Art Fair. Board members suggested including a marketing plan as part of the new 3-year strategic plan. Food and Beverage Policy Trustee Roothaan reported that no local libraries had designated eating areas for patrons. Some libraries allow covered drinks, and two had coffee vending areas. Trustees asked that the Library's Administrative Team discuss the current policy and investigate whether there is a way to make a place available for patrons to eat at the Main Library. Art Committee Update A report from this committee was postponed to the next Board meeting. Evanston Library Friends Ms. Johns read a report from Trustee Terry regarding the future of the Evanston Library Friends. Ms. Johns will be polling administrative staff about volunteer opportunities. Kate Todd has contacted Nancy Flowers in the City's Dept. on Aging about involvement of Seniors at the Library. More work needs to be done in this area. Other Business Trustee Stone asked that a discussion of "green" strategies for the Library be on the next Board agenda, Adjoumment The meeting adjourned at 9 p.m. Restfully su milted, Catherine A. Todd, Administrative Coordinator Evanston Public Library X %Administration0oard Minutez=-05-21.doc Page 3 -�,--�li: .'�i.. F- ..+:�,-,. - :'(j: lY��-5._..... �.,..�. �_..'"^ �':9'Jre..�f��54, •i. '.1 .�`...- .. "+s•Fi:•�•.r rst��I:ia:.�,' V���: r. Fn Approved August 20, 2008 Evanston Public Library Board of Trustees Wednesday, June 18, 2008 7:30 p.m. Library Board Room Members Present: Maidel Cason, Susan Newman, Brooke Roothaan, Ellen Schrodt, Christopher Stewart, Susan Stone, and Karen Terry Members Absent: Dona Gerson and Lynette Murphy Staff Present: Mary Johns, Library Director, Paul Gottschalk, Administrative Services Manager, Jan Bojda, Head of Children's Services Guest Present: Joey, Rodger, Gossage Sager Associates Cali to Order President Stewart called the meeting to order at 7:40 p.m. Approval of the Minutes Trustee Terry moved and Trustee Cason seconded, MSP — Approval of the May 21, 2008, minutes of the Library Board. Passed unanimously on a voice vote. Old Business Open Meetings Act President Stewart reviewed a summary of the Illinois Open Meetings Act prepared by the Assistant Corporation Counsel for the City of Evanston. The Library Board Is required to follow the provisions of the Act if three or more members discuss public business whether in person, by phone or electronically. Planning Process Update Joey Rodger discussed the library user exit survey that will help the staff and Board better understand why people use the Library and what they actually do during their visit. The survey will be conducted at all three library locations in July. Review of Food and Beverage Policy G:IOocumAm s and SaMngsVmcguirMLocal SeUVMTemporary Irgemet Fien10LKIM84*48 (2).doe Page I ��� � -. b",^. .. � - "t:i - ,. ;�i ..P•-^�S-� ._I� ..{':y'r .. R" "f'f =r l+� �F:-e" rY Approved August 20, 2008 The Board supported Director Johns' proposal to permit food and beverage consumption in the lobby adjacent to the Most Wanted collection. Seating will be installed in this area. Art Committee Update Susan Stone reported that the Art Committee had considered several pieces by Hispanic artists but had not come to a consensus. The committee reaffirmed the desire to keep the Friedberg Storytelling Room free from art that might distract young patrons from listening attentively to the storyteller. Financial Reports Mr. Gottschalk reported that Sara Busch made a generous bequest of $5,000 to the Endowment for the Evanston public Library. This gift will help support the Hirshfield Poetry Awards in perpetuity. Mrs. Busch was Jo -Anne Hirshfield's aunt. Library Director's Report Ms. Johns reported on the outcome of a patron's request to re -consider the book "In the Name of God". The patron believes this book to be inappropriate for the Library's collection because it misrepresents Syrian youth, stereotypes Muslims and gives an unrealistic view of Damascus. Per Board policy, a staff committee read and reviewed the book and decided it met the Library's collection development criteria and, therefore, was an appropriate book for the collection. New Business Going Green In the future, Library Board packets will be distributed electronically. Adjournment The meeting adjourned at 9 p.m. Respectfully submitted, Paul Gottschalk, Administrative Services Manager Evanston Public Library C.Mownuft and Sen1ngsUmcguiraU.ocW SeaftsWemporary Internet FiestoLKIM-08.18 (2).doc Page 2 Approved — 9/17108 Evanston Public Library Board of Trustees Wednesday, August 20, 2008 7:30 p.m. Library Board Room Members Present: Maidel Cason, Lynette Murphy, Susan Newman, Brooke Roothaan, Ellen Schrodt, Christopher Stewart, and Karen Terry Members Absent: Dona Gerson, Susan Stone Staff Present: Mary Johns, Library Director, Paul Gottschalk, Administrative Services Guest Present: Joey Rodger, Gossage Sager Associates Call to Order President Stewart called the meeting to order at 7:38 p.m. Approval of the Minutes Trustee Terry moved and Trustee Newman seconded, MSP -- Approval of the .tune 18, 2008, minutes of the Library Board. Passed unanimously on a voice vote. Information President Stewart announced that this would be Maidel Cason's last Board meeting and he expressed the Board's deep appreciation for her service to the Library. A new Board member should be seated in October. Old Business Planning Process Update Joey Rodger discussed the preliminary results from the 945 patrons who completed the user survey. The intent of the survey was to find out what people do when they are at the Library and what value the Library provides to the community. Mary Johns stated that the Library expects to find three to five areas of service to emphasize as a result of the survey. A final report is expected in four to six weeks. QVoauments and SeWng34npressUmmi SeWngslTemporary Intemet Res10LK61108-0&20.doc Page 1 Approved — 9117108 Art Committee Update On behalf of the Art Selection Committee, Brooke Roothaan recommended approval of the purchase of "Too Many Tamales" by Ed Martinez for $2,000 from the art acquisition fund. Trustee Terry moved and Trustee Newman seconded, MSP — Approval of the purchase of "Too Many Tamales', a painting by Ed Martinez for $2,000 from the art acquisition fund. Passed unanimously on a voice vote. Library Friends Update Karen Terry reported that the Library Friends do not have a President and the number of active members is diminishing. They are planning Family Night and have begun to book the performers. Review of Food and Beverage Policy Mary Johns reported that lounge chairs have been placed in the area designated for food and beverage consumption (in the lobby by the Most Wanted titles). The proposed policy change will be brought to the Board for approval at the September meeting. Financial Reports Paul Gottschalk reviewed the financial report through June. There were no exceptional items. Library Director's Report Mary Johns reported that the Library will be installing a public computer reservation and print management system. This system will make it easier for patrons to sign up for Internet use and it will reduce the staff time it takes to manage Internet sign-up. Staff is participating in "Evanston Library Learns", a web -based program to have staff become competent In Web 2.0 technologies and services. To replace Kate Todd, the position of Marketing Coordinator has been posted and applications are coming in. New Business Fund for Excellence Campaign Moannents and SetUngsVnpmsUmca1 Setdngs%Tempmry Internet ResUM61108.0&20.dx Page 2 �f;- - - *.t. +S `, wc'-K�"..�`f;:rt",-,.lti�!T;;«i5:{�'.:�,o: r_-[:rtc. n;t•.:�n.4..:f. -"?: '.•-:.4i15•:{ai: �_E::� Via, �a'�i. Approved -- 9117/08 Christopher Stewart described the annual Fund for Excellence Campaign and asked for volunteers to co-chair the campaign. Lynette Murphy and Karen Terry graciously volunteered to lead the campaign. Branch Renovation Update Paul Gottschalk reported that six proposals had been received from architects for the branch library renovation project. The proposals are under review and interviews with the firms have been scheduled. A recommendation will be brought to the Library Board on September 17'' and to the City Council on September 220 . Adjournment The meeting adjourned at 9 p.m. Respectfully submitted, Paul Gottschalk, Administrative Services Manager Evanston Public Library C:1 =rnents and SetUngslmprmUA)cal SeWngsWemporary Intemet Hes10LK61t08.OS-24.doc Pape 3 APPROVED 10-15-08 Evanston Public library Board of Trustees Wednesday, September 17, 2006 7:30 p.m. Library Board Room Members Present: Dona Gerson, Susan Newman, Brooke Roothaan, Christopher Stewart, Susan Stone and Karen Terry Members Absent: Lynette Murphy Staff Present: Mary Johns, Library Director; Paul Gottschalk, Administrative Services Manager, Beth McGuire, Administrative staff Guest Present: Joey Rodger, Gossage Sager Associates; Tiffany Nash and Dan Pohrte, Product Architecture + Design Call to Order President Stewart called the meeting to order at 7:40 p.m. President Stewart announced that Trustee Ellen Schrodt had passed away earlier in the day. Approval of the Minutes Trustee Gerson movsd and Trustee Terry seconded, MSP — Approval of the August 20, 2008 minutes of the Library Board. Passed unanimously on a voice vote. Board Appointment President Stewart announced that Gail Bush, Professor of Reading and Language at National -Louis University, had been introduced for appointment to the Library Board. Presentation by Product Architecture Tiffany Nash and Dan Pohtre of Product Architecture + Design gave a presentation of their firm's work on past library renovation projects. Staff is recommending Product Architecture be awarded the contract for the branch library remodeling project. Staff Introduction Pape 1 i .r APPROVED 10-15-08 Mary Johns introduced Beth McGuire, the Administration staff member who provides Invaluable support for the Library's operations, development efforts and data entry on the user survey. Old Business Planning Process Update Joey Rodger discussed the highlights from the analysis of the user survey. "Lack of time" was the number one response to a question about the barriers people find to library use. This should lead the Library to focus on the things that can be done to make services more convenient. The final report is expected in four to six weeks. Food and Beverage Policy Approval Mary Johns proposed the following language for the food and beverage policy: Library patrons are not permitted to consume food or snacks in the Library except in the designated area on the first floor. Beverages in covered containers are welcome in the Library. Examples include coffee cups with lids, water or soda bottles with a top, soft drink containers with a lid and straw. Trustee Terry moved and Trustee Gerson seconded, MSP — Approval of the food and beverage policy as proposed. Passed unanimously on a voice vote. Branch Renovation Contract Approval Staff recommended approval the contract with Product Architecture + Design for the necessary architectural services for the proposed renovations of the branch libraries. The contract amount is $52,500 and it will be funded from the City's Capital Improvement Program. Trustee Gerson moved and Trustee Stone seconded, MSP — Approval of the branch renovation architectural contract with Product Architecture in the amount of $52,500. Passed unanimously on a voice vote. Fund for Excellence Update Karen Terry reported that Fund for Excellence volunteers are being recruited. XAAdmlrds m6orN3oard WkwAosW-09.17.doc Page 2 / r APPROVED 10-15-08 Financial Reports Paul Gottschalk reviewed the financial report through July. There were no exceptional items. The proposed FY2009-10 budget is being prepared. Library Director's Report Mary Johns reported that the Library will have a significant presence at the Farmer's Market. New Business There was no new business. Adjournment The meeting adjourned at 9:44 p.m. Respectfully submitted, Paul Gottschalk, Administrative Services Manager Evanston Public Library X'%dff*)WMUonlBaard WXAN108-09-17.d00 Page 3 Evanston Public Library Board of Trustees Wednesday, October 15, 2008 7:30 p.m. Library Board Room Members Present: Gail Bush, Dona Gerson, Lynette Murphy, Susan Newman, Brooke Roothaan, Christopher Stewart, Susan Stone and Karen Terry Members Absent: none Staff Present: Mary Johns, Library Director, Paul Gottschalk, Administrative Services Manager. Guests Present: none Call to Order President Stewart called the meeting to order at 7AO p.m. Approval of the Minutes Trustee Gerson moved and Trustee Newman seconded, MSP —Approval of the September 17, 2008 minutes of the Library Board. Passed unanimously on a voice vote. Old Business Library Friends Update Mary Johns reported the Library Friends have scheduled Family Night for Friday, November 14'" Fund for Excellence Update The Fund for Excellence Committee is forming and 20 members have committed to participating to date. Financial Reports XtAdministration0card Minulez=08 EPL Board Minutes=-10-15.doc Page 1 Paul Gottschalk reviewed the financial report through September. There were no exceptional items. The proposed FY2009-10 budget has been submitted to the Finance Department. Library Director's Report Mary Johns reported on the upcoming staff development day with a focus on providing excellent customer service. Many staff members participated in "Evanston Library Leams" a self -directed training program to raise skill levels in current technologies. This has helped staff provide better customer service. The Library's Marketing Coordinator position was advertised and interviews have been scheduled. New Business The Branch Renovation Project will require an investment in necessary improvements at the South Branch. Trustee Gerson moved and Trustee Newman seconded, MSP — The Board instructs the Library Director to confer with the City Manager in regards to pursuing a ten-year lease extension for the South Branch Library. Passed unanimously on a voice vote. Adjournment The meeting adjourned at 8:30 p.m. Respectfully submitted, Paul Gottschalk, Administrative Services Manager Evanston Public Library X%AdminWraOon%Board MfnutesVOOO BPL Board WutasY3 IO-15.doc Page 2 Approved - February 18, 2009 Evanston Public Library Board of Trustees Wednesday, November 19, 2008 7:30 p.m. Library Board Room Members Present: Gail Bush, Dona Gerson, Lynette Murphy, Susan Newman, Christopher Stewart, Susan Stone and Karen Terry Members Absent: Brooke Roothaan Staff Present: Mary Johns, Library Director, Paul Gottschalk, Administrative Services Manager. Guests Present: none Call to Order President Stewart called the meeting to order at 7AO p.m. Approval of the Minutes Trustee Terry moved and Trustee Gerson seconded, MSP — Approval of the October 15, 2008 minutes of the Library Board. Passed unanimously on a voice vote. Information Director Mary Johns announced that Christopher Stewart's re -appointment to the Library Board had been introduced to the City Council. Old Business Library Friends Update Mary Johns reported that approximately 350 people attended the Library Friends' Family Night on Friday, November 14th. The event was very well -received by those attending. Fund for Excellence Update Mary Johns reported that staff member Beth McGuire has done a fantasticjob managing the Fund for Excellence Campaign. QM)otuments and SettingMeauMmIN-mal Setbnpa Temporary Internet FilestoLKIOWS-11.19.doe Paw 1 VN Approved - February 1 8, 2009 Branch Renovation Update Paul Gottschalk reported that four bids had been received for the sale of 2022 Central Street. The net proceeds from the sale of the property will partially support the branch renovation project. Branch focus group meetings have been scheduled for each location In order to share the scope of the project and listen to suggestions from regular branch customers. President's Report Christopher Stewart reported that the North Suburban Library System will have a planning retreat. NSLS is funded by the State of Illinois and there is a possibility of service cuts due to the State's budget situation. Financial Reports Paul Gottschalk reviewed the financial report through October. Year-to-date revenues exceed the budget. The staff re -organization has caused a budget savings. The proposed FY2009-10 budget has been submitted to the Finance Department and will be finalized for presentation to the City Council in fate December. Library Director's Report Mary Johns reported that the Loft won an interior design award from the Chicago Chapter of the American Institute of Architects. The administrative position formerly held by Kate Todd will be re -posted. The staff development day, focused on providing excellent customer service, was successful. The Library will be sponsoring a Barack Obama quilt project at the time of the presidential inauguration. New Business Library Closing Schedule for 2009 Mary Johns proposed a schedule of dates the Library will be closed in 2009. Trustee Gerson moved and Trustee Murphy seconded, MSP — The Board approves the dates the Library will be closed in 2009. Passed unanimously on a voice vote. Food for Fines Mary Johns proposed that the Library accepts cans or boxes of food as an option for payment of Library fines. All food collected would be donated to an Evanston soup kitchen. Trustee Terry moved and Trustee Murphy seconded, MSP -- The Board approves the Implantation of accepting food for fines for a four -week period. QV3ocu nests and SeWrvg +eau" tU.oca! SeWngslTernporary Internet Hos%OLKIOTS-11-19.doe Pape 2 Approved - February 18, 2009 Passed unanimously on a voice vote. Resolution in Honor of Ellen Schrodt Trustee Newman moved and Trustee Stone seconded, MSP — The Board approves the resolution honoring the service of Ellen Schrodt. Passed unanimously on a voice vote. December Board Meeting Trustee Gerson moved and Trustee Stone seconded, MSP — The Board approves the cancellation of the December Board meeting. Passed unanimously on a voice vote. Signage Susan Stone recommended improving the signage in the Children's Room. The collections could be more obvious. The Skokie Public Library has effective signage in their Children's Room. Adjournment The meeting adjourned at 9:02 p.m. Respectfully submitted, Paul Gottschalk, Administrative Services Manager Evanston Public Library C:U)mrmnb and setUrW%eautwe1N-xa1 SetUngsWempmary intemet FllesUMIDe0&11.19.doo Page 3