Loading...
HomeMy WebLinkAboutMinutes 2000Members Present: Members Absent: Staff Present: Citizens Present: Call to Order Evanston Public Library Board of Trustees Minutes of the Board Meeting November 15, 2000; 7:30 P.M. Library Board Room Approved January 17, 2001 Linda DeWoskin, Jonathan Fischel, Jean Perry, Stephen Prout. Judith Rosenthal, John Sagan, John Vail, Junko Yokota Sharon Jordan Neal Ney, Paul Gottschalk Ellen Newcomer President Sagan called the meeting to order at 7:30 P.M. Approval of the Minutes Trustee DeWoskin moved and Trustee Perry seconded, MSP - Approval of the minutes of the Executive Session held on September 20, 2000 and the Library Board meeting held on October 18, 2000, as presented. Passed unanimously on a voice vote. Old Business Fund for Excellence Ellen Newcomer asked for full Board participation in the Fund for Excellence campaign. The core campaign committee needs to be expanded by recruiting new members. Ms. Newcomer would like to solicit frequent library users. Proposed FY2001-02 Budget Neal Ney reported that the Library's budget hearing was cancelled because the Budget Director had no questions or concerns about the Library's budget submission. A meeting was scheduled with the City Manager to discuss the request for a part-time Children's Outreach position. Junko Yokota, John Sagan, Paul Gottschalk and Neal Ney met with Roger Crum to discuss the need for library outreach in underserved communities in Evanston. South Branch Board members discussed their conversations with City Council members about the possibility of relocating the South Branch to the proposed redevelopment site for the Crown Center. Several Council members made it clear that the project is far from certain. A bond referendum is being considered to fund the Crown Center redevelopment. President Sagan's Report No report. Vice President Prout's Report Financial Statement — Eight 11,9onth Period Endinq October 31, 2000 Paul Gottschalk summarized the significant variances from the budget. A $20,000 bequest was received from the estate of Gladwin Read and the gift wss added to the endowment. Linda DeWoskin reported that the Library Friends staged a successful Family Night on November 3'd. Library Director's Report No additional report. New Business Volunteers and Library Friends Policies The Board reviewed Mr. Ney's memo on the policies regarding volunteers and the Library Friends. Trustee DeWoskin moved and Trustee Rosenthal seconded. MSP - Approval of the proposed changes In the Library policies about volunteers and the Library Friends as presented. Passed unanimously on a voice vote. Library Board Meelinq Schedule The following schedule of meetings for 2001 was agreed upon: January 17, February 21, March 21, April 18, May 16, July 18, September 19, October 17, and November 21. Adjournment There being no further business, the meeting was adjoumed at 8:45 p.m. Respectfully submitted, Paul Gottschalk, Administrative Services Manager Evanston Public Library I Evanston Public I-Awary Board of Trustoos Minutes of the Board Meeting October 18, 2000; 7:30 P.M. Library Board Room Approved November 15, 20W Members Present: Linda DeWoskin, Jcnathan Fischei. Sharon Jordan. Stephen Prout, Judith Rosenthal, John Sagan, John Vail, Junko Yokota Members Absent: Jean Perry Staff Present: Neal Ney, Paul Gottschalk Citizens Present: None Call to Order President Sagan called the meeting to order at 7:35 P.M. Approval of the Minutes Trustee DeWoskin moved and Trustee Rosenthal seconded, MSP - Approval of the minutes of the library Board meeting held on September 20, 2000, as presented. Passed unanimously on a voice vote. Old Business Strategic Plan Neal Ney discussed the future budget Implications of the Strategic Plan. Trustee Rosenthal moved and Trustee DeWoskin seconded, MSP - Approval of "A Decade of Outreach*,the Library's Strategic Plan 2000 — 2010. Passed unanimously on a voice vote. Mr. Ney will forward a copy of the plan to the City Manager. ReceptiontWalter Burt Adams Exhibit The Board expressed their thanks to Paul Gottschalk for his work on the event and exhibit. The Board discussed next year's event and directed staff to begin planning a program that would focus on Evanston authors. Proposed FY02 Budget Mr. Ney reviewed the proposed budget submitted to the City Manager. In keeping with this year's direction, the budget does not contain any program changes. Mr. Ney, however, did propose one program change in his transmittal memo. That change would add one half time position to the Children's Room staff at a cost of S17,800. This would permit the Outreach Librarian to devote full time to outreach activities. The Board indicated that this is their highest priority. The additional half-time Outreach Librarian position is included as a program element change. South Branch Mr. Ney asked the Board for direction on the possible rekxation of the South Branch to, the proposed redevelopment of the Robert Crown Center. Board members thought that: it was important to pursue this possibility. though the future of this project is far from certain. Trustee DeWoskin moved and Trustee Rosenthal seconded, MSP — Direct Mr. Ney to explore with City Staff the feasibility of relocating South Branch to the proposed Crown Center redevelopment. Passed unanimously on a voice vote. President Sagan's Report John Sagan was pleased to report that Ellen Newcomer will serve with him as co-chair of the Fund for Excellence Campaign. Vice President Prout's Report Financial Statement — Seven Month Period Endina September 30. 2000 Paul Gottschalk summarized the significant variances from the budget. The Board instructed staff to investigate the possibility of charging patrons for Internet printing and report back to the Board within six months. Linda DeWoskin reported that the Library Friends are planning a membership meeting to vote on by-law changes (changing the fiscal year to begin on March 10 rather than July 1" and changing the date of the annual meeting). Family Night is planned for November 3rd Library Director's Report No additional report. New Business Fines. Fees. Loan Periods The Board reviewed Mr. Ney's memo on fines, fees and loan periods and agreed with his recommendation to make no changes at this time. Gass Action Lawsuit against Sotheby's Stephen Prout asked staff to determine whether the Library's sale of the Bouguereau painting was covered by the class action lawsuit brought against Sotheby's. Adjournment There being no further business, the meeting was adjourned at 9:00 p.m. Respectfully submitted, Paul Gottschalk, Administrative Services Manager Evanston Public Library I Evanston Public Library Board of Trustees Minutes of the Board Meeting September 20, 2000; 7:30 P.M. Library Board Room Approved -- October 18, 2000 Members Present: Linda DeWoskin, Jonathan Fischel, Sharon Jordan, Jean Perry, Stephen Prout, Judith Rosenthal, John Sagan, John Vail, Junko Yokota Members Absent: none Staff Present: Neal Ney, Paul Gottschalk Citizens Present: None Call to Order President Sagan called the meeting to order at 7:35 P.M. Approval of the Minutes Trustee Fischel moved and Trustee DeWoskin seconded, MSP - Approval of the minutes of the Library Board meeting held on July 19, 2000, as presented. Passed unanimously on a voice vote. Old Business Strategic Plan The Board discussed the Strategic Plan and made several editorial changes. Trustee DeWoskin spoke of the need to address outreach services for Evanston's growing population of seniors. Approval of the Strategic Plan is schedule for the October Board meeting. Receotion/Walter Burt Adams Exhibit Paul Gottschalk reported on the status of the reception to thank Library supporters and the exhibit of paintings by Waller Burt Adams. Gottschalk requested funds to ensure that the costs of the exhibit are covered. Trustee Rosenthal moved and Trustee DeWoskin seconded, MSP - Approval of the expenditure of up to S3,000 of Revolving Interest funds to pay fair the costs of the Walter Burt Adams exhibit. Passed unanimously on a voice vote. Vice President Prout's Report Financial Statement -- Six Month Period Endinq August 31. 2000 in Paul Gottschalk sumrr.arietl the signif l--ant variances from the budget. The amount elf paper and toner consumed by the patrons printing from the Interil'ot stations is excessive. Staff is considering charging for Internet printing to rv%::o •er thG cost. Library Director's Report Neat Ney reported on recaei\7ng notice of a $20.000 bequest from the estate of Gla&nira A. Read, an Evanstonian %%ho passed a\\gy in 1995. The unrestricted bequest will be placed in endowment. Ney reported that the Library has applted for three grants: a S29.000 LSCA grunt for additional outreach services to west Evanston-, a NSLS grant to provide public information about the human genome project, and; a S15,000 Donnelly Foundation grant to support the Reeltime independent film forum. New Business Resolution Honorina Chervi Wallin and Ellen Newcomer The Board decided to postpone approving the resolution. Fund for Excellence Campaign John Sagan discussed the upcoming Fund for Excellence Campaign and the need for campaign leadership. A campaign chair was recommended and Sagan will follow-up with this person. Branch Computer Fumiture The branches need computer furniture for their new public Internet stations. Trustee Fischel moved and Trustee DeWoskin seconded. MSP - Approval of the expenditure of S4,500 of South Branch Book Sale funds and $3,000 of North Branch Book Sale funds for the purchase of computer furniture. Passed unanimously on a voice vote. Executive Session to Evaluate the Performance of the Library Director The Board began its executive session at 9:05 p.m. and adjourned at 9:25 p.m. Adjournment There being no further business, the meeting was adjourned at 9.25 p.m. Respectfully submitted. Paul Gottschalk, Administrative Services Manager Evanston Public Library K� Evanston Public Library Board of TrustGos Minutes of the Board hlteEeting July 19, 2000: 7:30 P.M. Library Board Roam Draft - Not Approved Members Present: Linda Du%Voskin, Jcaiathan Fischel. Jean Perry, Stephen Prow, John Sagan, John Fail, Junko Yokota (arrived at 7:42 p.m,) Members Absent: Sharon Jordan. Judith Rosenthal Staff Present: Neal Ney, Paul Gottschalk, Cynthia Jones, Lesley Williams Citizens Present. None Call to Order President Sagan called the meeting to order at 7:31 P.M. Approval of the Minutes Trustee Prout moved and Trustee Perry seconded, MSP - Approval of the minutes of the Library Board meeting held on June 21. 2000. as presented. Passed unanimously on a voice vote. Report on In -Service Day Programs Lesley Williams distributed evaluations and reported on the fourth annual In -Service Day held for the Library's staff on June 14, 2000, which this year focused on how the Library relates to the community and vice -versa. Ms. Williams reported that this year's programming inspired a lot of interest and that staff comments included the appreciation of doing something different and getting more hands on involved with the communit'f. Old Business Strategic Plan The Board talked briefly about the draft "Strategic Plan." Board members are to forfrard their editorial comments to the Library Director Neal Ney prior to the September Board meeting. Mr. Ney will incorporate the suggestions into a revised draft and the Board will begin its substantive review of the plan at the September meeting. President Sagan asked the Board to review the Plan carefully. Budget FY 2001-2002 The Board directed staff to prepare a budget for submittal to the Cit., Manager that will: a) Add a half time position to the Children's Room staff in order to permit the Outreach Librarian to devote full time to outreach activities. b) Contain an inflation increase in the materials accounts that is based upon the Pu-blic Library Price Index - 5.9% for printed materials and 2.5% for A-V and electronic materials. X � President Sagan's Report President Sagan reported that he had spoke at a V Ward meeting on Saturday. Jum 24"' to gather information about the community's preference for a South Branch location and the reception was great. Mr. Sagan also told the Board the Library's Summer Book Sale would be held August 10`' thru 130 and the Library's Farmers Market day would be the third Saturday in September, where he would pass out mere surveys on the new South Branch location. Vice President Prout's Report Financial Statement — Four Month Period Endinq June 30. 2000, Paul Gottschalk informed the Board that the Fines and Fees re.enue was $15,OOO below expectation. Library Director Neal Ney said that circulation was down and lots of applicable fines were waived when data was lost during a weekend the DRA system went down. Mr. Gottschalk also informed the Board that the training and travel account would be overspent. He said that the account had been under budgeted for years. Evanston Library Friends There were no minutes to be reviewed. Board Liaison DeWoskin reported that the Friends Ice Cream Social was scheduled for August 51" and that volunteers were needed. DeWoskin also reported that the Friends had given the Library 51.000 in memory of Winnie Fifies and w;tn the Board's help, February 17"' would be the fundraising date to raise rroney for a training room in the Library. Library Director's Report Neal Ney presented his Director's report and informer the Bca= of a recent theft of approximately 51,100 at the Library's North Branch. New Business Per Capita Grant The Board reviewed and approved the Per Capita Grant applicaron for FY 2001 as submitted by the Library Director. Endowment Performance Software Trustee DeWoskin moved and Trustee Yokota seconder. MSP - Approval of the request by Administrative Services Manager Paul Gottschalk to purchase a license for Captools software at a cost of 51,009 froM. the unrestricted Endowment funds. Passed an a unanimous voice vote. Adjournment There being no further business, the meeting was adjourned at 9:01 p.m. Respectfully submitted, Judith Rosenthal, Secretary Evanston Public Library Board of Trustees Evanston Public Library Board of Trustees Minutes of the Board Meeting June 21, 2000; 7:30 P.M. Library Board Room Approved July 19, 2000 Members Present: Jonathan Fischel, Sharon Jordan. Jean Perry. Stephen Prout (arnved 7:54), Judith Rosenthal, John Sagan, John: Vail, Junko Yokota Members Absent: Linda DeWoskin Staff Present: Neal Ney, Paul Gottschalk, Cynthia Jones, Jan Bojda Citizens Present: None Call to Order President Sagan tailed the meeting to order at 7:33 P.M. Approval of the Minutes Trustee Perry moved and Trustee Fischel seconded, MSP - Approval of the minutes of the Library Board meeting held on May 17, 2000 as presented. Passed unanimously on a voice vote. Presentation on Family Place Libraries Jan Bojda, Head Children's Librarian reported briefly on the program and showed a twenty -minute video about the "Parent -Child Workshop" component of the program. This early childhood education program began in New York Slate and is now being sponsored as a national program by "Libraries for the Future". Vero members of the Library's Children's Room staff will attend "Family Place Libraries' training in September, and becoming a "Family Place Library" is a tentative objective in the Library's Strategic Plan, Old Business Strategic Plan Library Director Neal Ney reported that the draft of the Strategic Plan was not available for the Board's consideration, because he was called away on family business during the week prior to the Board meeting. He reviewed briefly the proposed objectives that would have an impact on the FY 2001 — 2002 budget. They are: A) Staffing the Children's Room so that the Outreach Librarian can devote full time to outreach activities. At present, the position is full time but half of her time is devoted to staffing the Children's Room. B) An inflation increase in the materials budget based upon the Public Library Price Index as reported in the most recent "Bowker Annual'. E: C) Becoming a "Family Place Library". D) Establishing a contractual relationship ►%ith a Development Office for the Library. Mr. Ney reported that the draft plan would be a: ailable for the Board's consideration a; the July meeting. He also reported that the staff would be asking for budget direction at that meeting. Donor Recognition Event The Board discussed a donor recognition event planned for Friday. September 15"' at 7:30 P.M. in connection with the opening of the Walter Burt Adams exhibit. Trustee Vad will chair the planning committee and Trustees Perry and Rosenthal will serve on the committee. Trustee Vail said he would seek corporate sponsorship for the event. President Sagan indicated that Mayer, Brown 8 Platt would be a corporate sponsor. Election of Officers The Board elected to keep its current officers as follows: John Sagan, President; Stephen Prout, Vice -President; and Judith Rosenthal, Secretary. Their new terms will begin July 1, 2000. Approved unanimously on a voice vote. President Sagan's Report President Sagan reported that he would be speaking at a 3"° Ward meeting on Saturday, June 24"' and would be gathering information about the community's preference for a South Branch location. Mr. Ney reported that he had been unable to arrange any other ward meetings. He shared with the Board information gathered by the alderman in the 8"' Ward. Mr. Ney then said he would attempt to arrange some meetings with community organizations. Vice President Prout's Report Financial Statement -- Three Month Period Endino Mav 31. 2000 Paul Gottschalk reviewed the financial summary for the period ending May 31, 2000. Evanston Library Friends There were no minutes to be reviewed. Board members who attended the "Annoying Music Show" featuring Jim Nayder hosted by the Friends said the program was good. President Sagan then asked Trustees Fischel and Rosenthal about their experience with the Library's In -Service Day program. Trustee Faschel said that the tour was more historical than he had expected. He thought the session he attended on the ESL program was informative. Trustee Rosenthal was impressed with session about the Quest Mentoring program lead by students from Evanston Township High School. Library Director's Report Neal Ney presented his Director's report and there were no questions. New Business Chicago Reciprocal Borrowing The Board reviewed the Library's current Reciprocal Borrowing Policy and agreed with the Library Director that no changes were necessary. At present, the Evanston Public Library limits Chicago residents to three items per card. During the last year, Chicago residents checked out 68.437 items from the Evanston Public Library. Evanston residents checked out 8.046 items from the Chicago Public Library. The reciprocal borrowing imbalance had been reduced considerably since the Library had established the limit in 1994. Review of Registration Policy The Board amended the Library's current Registration Policy after President John Sagan received a complaint from a patron. The revised policy will require only one form of identification if the patron can present an Illiaois Driver's License or an Illinois State Identification Card with a currently valid Evanston address. Two forms of identification MI continue to be required if this identification is not available. A Voter's Registration Card will no longer be accepted as valid identification for obtaining a library card. Cards issued to college of university students who do not have a permanent residence in Evanston will be issued for one year rather than the standard three-year period. The Library's practice of issuing library cards to members of a classroom group if the teacher secures the parent's signature and verifies the address was written into the policy. The revised policy will take effect on July 3, 2000. Room With A View Lease The Board directed the staff to attempt to negotiate a five-year lease at market rate rents for the property at 2022 Central Street (storefront adjacent to North Branca). The Board also indicated that they %%ould be comfortable with a four -month extension of the current lease with a 10% increase in the current rent. Shelvinq Purchase The Board approved Paul Gottschalk's request for expenditures of up to $3,700 in book sale funds for the purchase of shelving. The purchase will include three bays of shelving for the Children's Room and a shelving unit to hold DVDs behind the Circulation desk. Executive Session - Library Director Performance Evaluation President John Sagan informed the Board that because all evaluations were not yet received, the Executive Session for the Librari Direc or's performance would be conducted at the September Board Meeting. Adjournment There being no further business. the meeting was adjourned at 9:31 p.m. Respectfully submitted, Judith Rosenthal, Secretary Evanston Public Library Board of Trustees Members Present: Members Absent: Staff Present: Citizens Present: Call to Order Evanston Public Library Board of Trustees Minutes of the Board Meeting May 17, 2000; 7:30 P.M. Library Board Room Approved June 21, 2000 Linda DeWaskin. Jonathan Fischel. Sharon Jordan, Jean Perry. Stephen Prout, Judith Rosenthal, John Sagan, John Vail Junko Yokota Neal Ney, Paul Gottschalk, Cynthia Jones Kathy Berger, Andrea Leland and a Library School Student President Sagan called the meeting to order at 7:35 P.M. Approval of the Minutes Trustee Rosenthal moved and Trustee DeWoskin seconded, MSP - Approval of the minutes of the Library Board meeting held on April 19, 2000 as amended. Passed unanimously on a voice vote. Report on Reeltime Andrea Leland and Kathy Berger of Leland/Berger Productions were introduced to the Board. Ms. Berger thanked the Library Board and staff for their support of Reeltime, the independent film and video forum jointly sponsored by the Evanston Public Library and the Mary and Leigh Block Museum of Art_ Ms. Berger informed the Board that Reeltime had received in -kind donations, grants, corporate contributions and a tremendous response from the community. Andrea Leland told the Board that she would appreciate any fundraising ideas. President Sagan then asked if they wouldn't mind coming back in a year or so for another update. Old Business South Branch The Board reviewed a script prepared for community meetings concerning branch locations and suggested several changes. President Sagan reported that he had written to the aldermen in the 2'. 3rd, 4, 5', 81 and go wards to ask for time at a ward meeting to discuss the branch location. The Board asked Library Director Neal Ney to make follow-up calls to aldermen to schedule times for the Board at ward meetings and to arrange such meetings with community groups if they cannot be arranged with the aldermen. President Sagan's Report 41 President Sagan reported that the annual JoAnne Hirshfreki Poetry Awards ceremony held at the Library on April 30" was great this year. He also reported that Trustee Steve Prout would no longer be the Evanston Library Friends liaison. Trustee DeWoskin was then appointed the new liaison to the Friends. President Sagan then asked Trustee Fischel to report on a recent seminar concerning Family Place Libraries w.•hile attending an architectural convention in Philadelphia. Trustee Prout exp�ained how the program was about transforming roles in public libraries and encouraging parents to read a book a day to toddlers. Director Neal Ney reported that three staff members had attended a local workshop on the program and were very enthusiastic ab<yjt it. Becc�-ning a Family Place Library is one of the tentative objectives for the Strategcc Plan. The Board asked for a presentation about the program at the June meeting. Mr_ Ney also reported that he would be asking the Human Resources Department for funding to send two staff members to the Family Place Libraries training. Vice President Prout's Report Financial Statement — One Month Period Endina March 31, 2000 Financial Statement — Two Month Period Ending April 30,_2000 Paul Gottschalk reviewed the financial summaries for the periods ending March 31, 2000 and April 30, 2000. He brought to the Board's attention that the new fiscal year had begun; some changes were made in the way salary accounts appear in the City's budget. He explained how the Endowment funds were allocated. Mr. Gottschalk also► informed the Board that the Library's investment strategy had paid off the last couple of months. Friends Minutes - April_25, 2000 The Board briefly discussed ideas for the Friends next fundraising event, to be held in February 2001. Library Director's Report Neal Ney presented his Director's report and there were no questions. President Sagan expressed his desire for Board members to attend the *Annoying Music Show', hosted by the Evanston Library Friends featuring Jim Nayder. New Business Standards Review The Board reviewed the Illinois state standards for public libraries. The Evanston Public Library meets most of the 29 core standards and 96 supplemental standards. Among the eight standards that the Library does not meet, two are governance standards that the Library cannot meet because of local interpretation of Illinois State Statutes. The Library also fails to meet the accessibility standards because neither branch meets Americans with Disabilities Act requirements. Two of the standards that the Library fails to meet are budgetary matters; the standards call for funding for Board attendance at ALA and ILA meetings and for the provision of funds for public relations and marketing. The Board did not believe that the current South Branch location met the standard for a location 'determined to be most convenient for the community.' The west end of the reference room does not meet the lighting standard. President Sagan pointed out that the Library's staffing was lower than the standard for an 'established library' of our size. Trustee Fischel asked if a public relations walkthrough of the building could be FF scheduled as called for in the standards. Mr. Ney reported that the Board had done such walkthroughs in the past, but most current Board members had not taken part in one. The Board asked Mr. Ney to schedule one in the future Nominatinq Committee Report The Nominating Committee recommended the following slate: John Sagan, President; Steve Prout, Vice -President; Judith Rosenthal, Secretary. Trustee Prout accepted the: recommendation, but made it clear that he did not war: to eventually assume the rule of President. The election will take place at the June meeting. Parking The Board discussed parking problems that staff memr+ers who arrive at work in the late morning and afternoon were experiencing. The Board authorized the Library Director to arrange with the Parking Systems Manager for six permitted parking spots in the Library's basement for the use of staff members who arrive during that time. Such reserved parking would only be made available on weekdays until the new garage is completed. The Board asked Mr. Ney to report back to the Board in July on the impact of this program. The Board was particularly concerned about reducing the parking available for library patrons. Job Fair Mr. Ney reported that the recent NAACP Career Placement Coalition Job Fair had by all reports been a success. He called to the Board's attention that the employers who took part in the fair paid a registration fee of S300 to the Placement Coalition's fiscal agent — United Block Clubs of Evanston. This is a matter that was not addressed in the Board's current meeting room policy. The Board agreed that the job fair was a public service and that that permitting the collection of this fee did not set a precedent for other groups. This Board did ask, however, that the Library Director not waive the meeting room fee if the Library hosts another job fair. Adjournment There being no further business, the meeting was adjourned at 9.22 p.m. Respectfully submitted, Judith Rosenthal, Secretary Evanston Public Library Board of Trustees x Evanston Public Library Board of Trustees Minutes of the Board MeeVng April 19, 2000; 7:30 P.M. Library Board Room Approved May 17, 2000 Members Present: Linda DeWoskin, Jonathan Fischel, Sharon Jordan, Jean Perry, Stephen Prout, Judith Rosenthal, John Sagan, John Vail, Junko Yokota Members Absent: None Staff Present: Neal Ney, Paul Gottschalk, Cynthia Jones Citizens Present: Northwestern Journalism Student (for South Branch discussion) Call to Order President Sagan called the meeting to order at 7:32 P.M. Approval of the Minutes Trustee DeWoskin moved and Trustee Fischel seconded, MSP - Approval of the minutes of the Planning meeting held on March 1, 2000 as presented. Passed unanimously on a voice vote. Trustee DeWoskin moved and Trustee Vail seconded, MSP —Approval of the minutes of the Library Board meeting held on March 15, 2000 as presented. Passes unanimously on a voice vote. Old Business South Branch The Board discussed the future of South Branch at length. After its meeting with the Human Services Committee, the Board concluded that its commitment to locating South Branch in the Main Street business district was not shared by the City Council. Several Council members wanted to see more community input in deciding where the branch was located. The aldermen taking part in the Human Services Committee meeting had indicated a preference for a more western location. The Board instructed the Library Director and the Board President to arrange ward meetings with the aldermen from the 2n4, 3ra, 4"', 5"', 8"' and 9"' wards to discuss with residents factors to be taken into consideration when locating the branch. X Strategic Plan — Goals After reviewing and discussing a draft proposal, the Ecrard approved the following five goals for the Library's Strategic Plan: 1. Evanston's young people will grow up in an ernuironment that is rich in stories,. literature, and reading material_ Library progrmms will support the developmery of skills, interests, and passions necessary to sur:zeed in school and other learning activities. 2. All Evanston residents will have access to accurate and reliable information to assist them in school. in work, and in making Ilite decisions. During this planning cycle the Library will focus in particular upon dreveloping, enhancing, and promoting information services of relevance tc those members of our community in economic need. 3. The services provided by the Library will be so valued and basic to Evanston residents, particularly to the community's child -en. that citizens, policy makers. and community institutions wilt seek to support, the Library in achieving its objectives. The community will support an expansion of library services rather than any diminishment of those services. 4. The Library's Board and staff will find the means, by way of grant writing and private fund raising, to enhance the Library's cervices and collections beyond what local tax support makes possible. 5. The Library will provide a strong collection of r—asources and varied opportunities for our community to enrich its understanding and appreciation of all of the world's cultures and in particular of Evanston's own diversity. President Sagan's Report President Sagan reported that Library Friends President Maria Ballantyne spoke with him about the Friends' role for the Library and requested the Board's input on new goals. Vice President Prout's Report Financial Statement -- Fiscal Year Endinq February 2S 2000 Paul Gottschalk informed the Board that overall expenditures and that non -tax revenues were under budget. The Board then briefly discussec the Library's Endowment fund. Friends Minutes_— February 22 and March 28. 2000 There were no comments on the Friends minutes. Library Director's Report Neat Ney presented his Director's report and there werre no questions. IL New Business Non -Resident Fee Trustee Vail moved and Trustee DeWoskin seconded, MSP — Approved increasing the Library's non-resident fee from $90.00 to $95.00 effective May 1, 2000. Passed unanimously on a voice vote. PIN Numbers Trustee DeWoskin moved and Trustee Perry seconded, MSP - Approved a change to the Library's 'Confidentiality of Records" policy. The lash sentence of the current policy reads, 'The Library will, however, identify for a parent or, guardian those overdue materials checked out by a child for whom the parent or guardian is responsible` will be struck. It will be replaced by the following sentence: 'A parent or guardian of a minor child will be given access to the circulation records of that child if the parent or guardian is in possession of the child's library card and is able to provide appropriate identification for himself or herself.' The intent of the policy is to allow parents to maintain control of PIN numbers if they choose to do so when that feature of the DRA software is implemented. The change will also permit staff membesrs to inform parents of the items charged to a child's card even in those circumstances when the items have not yet become overdue. Passed unanimously on a voice vote. Appointment of Nominating Committee The Board appointed a nominating committee consisting of Trustees Perry, Vail, and Yokota. The nominating committee will report at the May Board meeting. The election of officers will be held at the June meeting, and the new officers will take office at the July meeting. Foundation, Endowment, and Fundraisinq President Sagan reported to the Board that the Foundation Board had voted to dissolve the Foundation and transfer all of its assets to the Library's endowment fund. Mr. Sagan reported that several members of the Foundation Board were willing to continue on as members of a major gift committee to raise money for the endowment. The Board asked Mr. Ney to draft a letter for Mr. Sagan's signature to the former Foundation Board members thanking them for their service and indicating our interest in organizing a mayor gifts committee. The Board also asked Mr. Ney to develop a proposal for securing the services of a development officer to assist in the directing of such efforts and to assist with other fund raising activities and grant writing. Possible Art Donation Trustee DeWoskin moved and Trustee Perry seconded, MSP — To accept a staff recommendation that the Board not agree to trade a painting previously donated by Mr. Zwick for a larger painting that Mr. Zwick would like to hang in its place. 4 Annual Report Trustee Rosenthal moved and Trustee DeWoskin seconded. MSP - Approved the annual report form to be submitted to the Illinois State Library irn substantially the form submitted. Some of the financial data needed to complete the. annual report was not available at the time of the meeting in the form needed. The motion authorized the submittal of the report, but called for the distribution of the completed report as part of the packet for the next Board meeting. Passed unanimously on a voice vote. Adjournment There being no further business, the meeting was adjourned at 9.57 p.m. Respectfully submitted, Judith Rosenthal, Secretary Evanston Public Library Board of Trustees Evanston Public Library Board of Trustees Minutes of the Board Meeting March 15, 2000; 7:30 P.M. Library Board Room Approved April 19, 2000 Members Present: Linda DeWoskin. Jonathan Fischel, Sharon Jordan, Jean Perry. Judith Rosenthal, John Vail Members Absent: Stephen Prout, John Sagan, Junko Yokota Staff Present: Neal Ney, Paul Gottschalk, Cynthia Jones. Sally Schwarzkm, Christopher Diez Citizens Present: None Call to Order In the absence of President Sagan and Vice-president Prout, Secretary Rosenthal called the meeting to order at 7:36 P. M. and requested nominations for a President pro- tem. The Board unanimously elected Trustee Rosenthal. Approval of the Minutes Trustee DeWoskin moved and Trustee Vail seconded, MSP - Approval of the minutes of the Library Board meeting held on February 16, 2000 as presented. Passed unanimously on a voice vote. Staff Report Christopher Diez, Circulation Supervisor informed the Board that it was his four month anniversary and that he was happy with his position. Diez told the Board he'd previously worked for Marshall Fields supervising the candy kitchen where Frango Mints were made. He then described in detail circulation's daily routines including patron interaction; issuance of library cards; loan dates and renewals; inventory control; return claims; lost books; overdue notices; waiving fines and the collection agency invchlement for patrons owing $50.00 or more. Diez informed the Board that the collection agency only had a 33 to 40% success rate and that their fee was 35% o` those funds recovered. Effective March 15"', renewal limits had changed. Long term and short term backs, CD's and videos now have a two limit renewal; rental books and children's videc-5 are not renewable. Patrons can check the items out again after they have gone back on the shelf. He then said that he was starting to work with the Branch Managers to ensure procedures were done the same in each library. Diez then spoke of complaints received from Chicago patrons about the three -item circulation limit per card. Some Chicago residents pay a $90.00 non-resident fee to obtain an Evanston library card without the limitation. Trustee Vail wondered if the Chicago Public Libraries weren't satisfying their patrons, seeing as how they were checking out materials from the Evanston Pudic X Library in high volume. He suggested that the Board should review the practice of providing reciprc.oal borrowing for Chicago residents. Mr. Ney indicated that this wound be on the agenda for a future meeting. Trustee DeWoskin then asked Mr. Diez to give the Board his '%%ish list" for Circutation Diez expressed a desire for the Library to have voice mail. Old Business South Branch Trustee Fischei informed the Board that after the walk thru with five architects of Judy's Bakery on Marcn 12' he had concluded that the building did not have the structural capacity to acm mmodate the Library. He thought that adapting the site for library use might be as expensive as new construction. Mr. Ney and Mr. Gottschalk had at that time decided no: to pursue this location further. Mr. Ney reviewed briefly the other locations that the Board and staff had considered in the past as possible locations for South Branch. He called to the Board's attention a 4,000 square foot site at Main and Dodge and also -mentioned the possibility of building a library space into the new Levy Center in James Park. He pointed out that the newly proposed Dodge Avenue location for the Levy Cer:er was a far more desirable location for a branch library than tree Oakton Street Ic,cation was. In the discussion that followed Board members were concerned that :ne current users would perceive relocating to either of these plases as closing South Branch. It would be necessary to build a whole new branch patron base in the new locat-on. Mr. Ney was also concerned that the James Park location was very close to two Cit.; borders. The Board directed the staff to continue to look for a new location for Soutn Branch in the Main Street business district. In the meantime. Mr. Ney asked for approval of the extension of the current South Branch lease, which includes three major changes: 1. Glenwood Properties is now the new owner 2. Glenwood Properties agreed to permit the Library to terminate the lease on 150 days notice 3. The term of the lease is May 1, 2000 thru April 30, 2001 with the rent increasing 3.2% to S3.220 per month Passed unanimously on a roll call vote. President Sagan's Report With President Sagan absent, there was no report. Vice President Prout's Report Financial Statement There were no financial statements and with Trustee Prout absent, no Vice President's report. Friends There were no Friends minutes. Library Director's Report Neal Ney presented his Director's report and there i%ere vin questions. New Business Fund For Excellence Prc ects Trustee Jordan moved and Trustee DekVoskin seconded, MSP — Approval of the exoenditurti s of the Fund for Exceillence money raised during the last fiscal year as proposed by Library Director Neal Ney czutlined below: Juvenile Materials Deposit Collections S10,000 Juvenile Non-fiction 5,000 Computer Lab Software 5.000 Enhancing Branch Collections 1,000 Audiovisual Materials Books on Tape — Main Library S10,000 Books on Tape — Branches 6,000 Reeltime Videos 3,000 Digital Video Discs 10,000 Adult Circulating Books Art Book Collection S15,000 Literary Arts 5,000 Adult Popular Titles & Replacements 15,000 Enhancing Branch Collections — Aduit 4,400 Reference Collection Net Advantage S10,600 Approved unanimously on a roll call vote. There being no further business, the meeting was adjourned at 9:14 p.m. Respectfully submitted, Judith Rosenthal, Secretary Evanston Public Library Board of Trustees U Members Present: Members Absent: Staff Present: Citizens Present Evanston Public Library Board of Trustees Minutes of the Planning Meeting March 1, 2000; 7:30 p.m. Foster Reading Center In the Weiss bourd-Holmes Center 2010 Dewey Avenue Approved April 19, 2000 Jonathan Fischel. Jean Perry, Stephen Prout, Judith Rosenthal, John Sagan, Junko Yokota, Sharon Jordan Linda DeWoskin Neal Ney, Paul Gottschalk, Cynthia Jones, Jan Bojda, Sharon Aguagenti, Chris Diez, Connie Heneghan, Sally Schwarzlose Various staff members from Weissbourd-Holmes Center, members of the Foster Reading Center Board and Community Representatives Ms. Diane Hibbler, Assistant to Ms. Delores Holmes {Director of Family Focus/Our Place} gave the Library Board and staff a tour of the Weissbourd-Holmes building, along the way explaining programs. Call to Order President John Sagan called the meeting to order at 8:10 p.m. He thanked the Center's staff for the tour and announced that stayer, Brown and Platt had given the Evanston Public Library a check for $2,675.00, matching the gifts given by Mayer. Brown and Platt employees to the Library's Fund for Excellence campaign. Introductions were made and Jean Baron, Foster Reading Center volunteer, gave a brief history of the Foster Reading Center and the Roving Reader program, stressing support given them by the Evanston Public Library. Tom Jenkins, Director of the Foster Reading Center then showed a video of children at the Center. Mr. Jenkins explained how the Center was considered a safe haven for most of the children. Ms. Paula Hazard, Roving Reader Coordinator smoke of how adults wanted to learn more but were reluctant to use the computers for lack of knowledge. She suggested an on-line hook up from the Library to the Center. Mr. Jenkins informed the group that the Center operated on an annual budget of $64400 and assistance was needed for grant writing, developing new programs and help paying the rent. Foster Reading Center Board members suggested a possible partnership between them and the Evanston Public Library. The group then left Library Board and staff members to continue with their meeting. x South Branch Mr. Ney informed the Board that the ovmers of the Judjs Bakery site wished to sign a lease with the Library or sell the building by July 1.2000. The Board discussed the possible South Branch relocation and the proposal before the City Council to close the branch. The Board directed Mr. Ney to pursue the relocation of South Branch to the Judy's Bakery site. Goals Mr. Ney drafted five Strategic Plan Goals for discussion. They goals were: Evanston's young people will grow up in an environment that is rich in stories, literature, and reading material and as a consequence will develop the skills, interests, and passions necessary to succeed in school and other learning activities. All Evanston residents, particularly those in need, will have access to accurate and reliable information to assist them in school, in work, and in making life's decisions. Our community will have both opportunities and a strong collection of resources to enrich its understanding and appreciation of all of the world's cultures and in particular Evanston's own diversity. By means of private fund raising and grant writing the library services and collections available to the people of Evanston will be enhanced beyond what tax support makes possible. The Evanston Public Library will be so visible in the community that most residents and particularly children will be aware of and able to benefit from the Library's resources. The Board reviewed the goals and suggested revisions, additions and deletions for Mr. Ney to present at the April 19, 2000 Regular Board meeting. Adjournment There being no further business, Board President Sagan adjourned the meeting at 10:00 P.M. Respectfully submitted, Judith Rosenthal, Secretary Evanston Public Library Board of Trustees 4 Evanston Public Library Board of Trustees Minutes of the Board Meeting February 16, 2000; 7:30 P.M. Library Board Room Approved March 15, 2000 Members Present: Linda DeWoskin, Jonathan Fischei, Sharon Jordan, Jean Perry. Stephen Prout, Judith Rosenthal. John Sagan. John Vail, Junko Yokota Members Absent: None Staff Present: Neal Ney, Paul Gottschalk, Sharon Aguagenti, Jan Bojda Sally Schwarzlose Citizens Present: Bill Hooper, Ellen Newcomer Call to Order President John Sagan called the meeting to order at 7:35 p.m. Approval of the Minutes Trustee DeWoskin moved and Trustee Perry seconded, MSP - Approval of the minutes of the Library Board meeting held on January 19, 2000 as presented. Passed unanimously on a voice vote. Trustee DeWoskin moved and Trustee Pent' seconded, MSP - Approval of the minutes of the Planning meeting held on February 2, 2000 as presented. Passed unanimously on a voice vote. Staff Report Sharon Aguagenti, Children Services Outreach Librarian described the key parts of her job, including servicing schools, community outreach and the Summer Reading Program Sharon's mission is that everyone in Evanston, especially young kids from infant to elementary school become readers. Old Business Strategic Plan — Vision Statement Trustee Rosenthal moved and Trustee Perry seconded, MSP — Approval of the Evanston Public Library's Vision Statement as proposed by Library Director Neal Ney. Jet Vision Statement The Evanston Public Librar! Board of Trustees envisions a future in which the Library's collections. programs. and leadership help ensure: • that every Evanston resident has the opportunity to enjoy an intellectually and culturally rich life • that every child enters school wroth the requisite developmental skills • that every child experiences the pleasure of reading and the joy of leaming • that our community celebrates and appreciates its diversity • that those in need Can find assistance and information with ease Passed unanimously on a voice vote. South Branch Neal Ney discussed the preliminary discussions with building owner Bill Hooper about locating the Library's South Branch to 706 Main Street. This site would offer a bigger and better location for South Branch and would become fully accessible and easier for people to get to. To move forward on this project, the Library needs to begin to work with an architect to develop preliminary plans and also a budget for the program. Trustee Rosenthal moved and Trustee DeWoskin seconded. Approved the issuance for a request for a proposal for architectural services for the beginning phases of relocating South Branch to Main Street. Passed unanimously on a voice vole. Neal Ney discussed the funding for the project. Given the current financial circumstances of the City of Evanston, it is very unlikely that the City's capital improvement program would be able to fund the relocation of South Branch. Mr. Ney presented a proposal for raising the money through a capital campaign to relocate the Branch to the Main Street site. The estimated cost of the relocation is at least $300,000. This could be the first project for the Foundation for the Evanston Public Library and would require the help of the Library Board and many community organizations. Trustee Rosenthal moved and Trustee DeWoskin seconded. MSP — To proceed with the planning of the fundraising campaign for the relocation of South Branch and to ask the Foundation of the Evanston Public Library for assistance in this campaign. Passed unanimously on a voice vole. President Sagan's Report John Sagan discussed a conversation he'd had with Alderman Melissa Wynne regarding the relocation and/or possible closing of South Branch when Alderman Wynne brought up her previous recommendation to change the physical appearance of the Children's Room. Ney reported that the signage suggestions and sample designs for easily locating the Children's Room desk are under way. Posters to make the room more attractive had been ordered and awaiting installation. Neal Ney will contact Alderman Wynne about the status for suggested changes. Vice President Prout's Report Financial Statement Paul Gottschalk presented the financial statement for the eleven month period ending January 31, 2000. There were no questions. Friends Trustee Prout mentioned that the Evanston Library Friends had approved funding the Summer Reading Game program for this coming year. There were no comments on the Friends January minutes. Library Director's Report Neal Ney presented his Directors report and there were no questions. He then discussed the upcoming annual Hirshfield poetry competition in April. There being no new business, a motion was made by Trustee DeWoskin and seconded by Trustee Perry to adjourn the meeting at 10.02 p.m. Respectfully submitted, Judith Rosenthal, Secretary Evanston Public Library Board of Trustees Evanston Public Library Board of Trustees Minutes of the Planning Meeting February 2, 2000: 7:30 p.m. Library Board Room Approved February 16, 2000 Members Present: Linda DeWoskin, Jonathan Fischet. Jean Perry, Stephen Prout, Judith Rosenthal, John Sagan. Junko Yokota. Sharon Jordan Members Absent: John Vail Staff Present: Neal Ney, Paul Gottschal�, Laura Dudnik, Jan Bojda, Sharon Aguagenti, Connie Henechan. Sally Schwarzfose Citizens Present: Joey Rodger, Michael Phiifips, Laura Cooper, Ellen Newcomer Call to Order President John Sagan called the meeting to order at 7:40 p.m. Citizen Comment None Himmel and Wilson Report With The Advisory Committee President Sagan welcomed members of the Needs Assessment Advisory Committee and expressed concern that the Advisory Committee's ideas were not included in the final version of the Himmel and Wilson report. He invited the Advisory Committee members to comment on the report. Joey Rodger felt that the report raised doubts about the Branch Libraries. She said that if the Branches were politically viable and an asset to the community, they could be made shawp'sces. The Himmel and Wilson report assumed that Branches would be " full ser::ce". but there may be other choices. Ms. Rodger discussed fundraising to support tt,e Branches and Library outreach. She stated that raising money for an endowment is more difficult than raising money for other, more immediate projects. Library Director Neal Ney reminded the Board that there was a fundraising study done at the time of ti^e Main Library building protect. This study concluded that it was difficult to raise mcney for a public building since donors felt this was an obligation of the City. Trustee Rosenthal expressed a concern that money raised privately may be offset with a reduction of public dollars. Ms. Rodger said that in her experience this has not been the case - that often times successful private fundraising is followed by additional public support. It is important to be clear about the uses of public money versus private money. Michael Phillips raised concerns over the relatively few number of citizens that were used to make conclusions in the Himmel and Wilson report, especially the small response from residents from the West side of Evanston. The small sample size caused him to question the validity of the study. Mr. Phillips stated that a Branch is needed on the West side of Evanston and it may be possible to use an existing building. Laura Cooper felt that the possibility of generating new partnerships between other community organizations and the Library was not fully explored by Himmel and Wilson. The Evanston Township High School could partner with the Library in the areas of adult education and literacy. She suggested a community defined multicultural canon of books for adults and children. She suggested exploring organizational and programmatic partnerships with other community groups. There was a consensus that the Branches are necessary and that they should be destinations and showpieces for the Library's collections and services. Trustee Rosenthal expressed the need for help with development. Ms. Rodger recommended taking $100,000 from the Library's endowment fund or Foundation to hire a professional development officer to raise money to support outreach services. Development officers know how to 'pitch" services and market them to the community. It is important to articulate why the Library deserves funds. We would want to give people the opportunity to do something they would want to do, which is support children and reading. Branch libraries are a symbol of a community caring about its neighborhood. Ellen Newcomer suggested that book sale proceeds could be used to hire a development officer to fund additional outreach activities. Having a development officer as a staff member of the Foundation may be an advantage as there would be greater privacy of donor records and the possibility of more grants going to the Foundation to support the Library. BRANCH POLICY The Library Board reaffirmed the existing Branch Policy. Neal Ney discussed the Main Street business district as a possible site to relocate South Branch. DETERMINE WHICH COMMUNITY NEEDS THE LIBRARY SHOULD (CAN) ADDRESS Director Neal Ney presented the community needs discussed at the last Planning meeting and asked the Board to identify community needs that would make sense for the Library to address. The purpose of this exercise is to build a vision statement - what can the Library do and what are our major concerns? The first group being: 1. A sense of community 2. Prevent feelings of alienation and isolation 3. Reinforce community strengths, particularly cultural offerings and diversity The second group being: 1. Community commitment to education for all children 2. End the minority student achievement gap 3. Ensure that all students start school vAth the requisite developmental skills The third group being: 1. Opportunities for cross cultural interaction and understanding 2. A means of developing community consensus on issues 3. Celebrate and appreciate Evanston's diversity f Other items discussed were coordinating accessible information about coninyun ty services and intellectual stimulation for all. At the next Planning meeting, the Llbrlr} Board will work on developing service responses. NEXT PLANNING MEETING The next scheduled Planning Meeting will be meld on Wednesday. March 1. _ON at 7:30 p.m. at the Foster Reading Center, 2010 De vey Avenue. Adjournment There being no further business, Board President Sagan adjourned the meeting at 9,30 p.m. Respectfully submitted, Judith Rosenthal, Secretary Evanston Public Library Board of Trustees '44 Members Present: Members Absent: Staff Present: Citizens Present: Call to Order Evanston Public Library Board of Trustees Minutes of the Board Meeting January 19.2000; 7:30 p.m. Library Board Room Approved February 16, 2000 Linda DeWoskin. Jonathan Fischel, Sharon Jordan, Jean Perry, Stephen Prout. John Sagan, Junko Yokota Judah Rosenthal, John Vail Neat Ney, Paul Gottschalk, Cynthia Jones, Sharon Aguagenti, Connie Heneghan, Sally Schwarzlose Anne Zitkovich - League of Women's Voters, Sidney Zwick President John Sagan calDed the meeting to order at 7:36 p.m. Approval of the Minutes Trustee DeWoskin moved and Trustee Perry seconded, MSP - Approval of the minutes of the Library Board meeting held on November 17, 1999 as presented. Passed unanimously on a voice vote. Trustee Fischel moved and Trustee DeWoskin seconded, MSP - Approval of the minutes of the Needs Assessment Special Planning meeting held on November 22, 1999 as presented. Passed unanimously on a voice vote. Trustee Fischel moved and Trustee DeWoskin seconded, MSP - Approval of the minute , of the Endowment Investment Committee meeting held on November 29, 1999 as presented. Passed unanimously on a voice vote. Trustee Fischel moved and Trustee DeWoskin seconded, MSP - Approval of the minutes of the Planning meeting held on January 5, 2000 as presented. Passed unanimously on a voice vote. Staff Report Connie Heneghan, North Branch Manager and Sally Schwarzlose, South Branch Manager were introduced to the Board. They reported on a variety of activities at the branches. Heneghan showed pictures of North Branch volunteers while Schwarzlose showed pictures of kids who participated in the Branch's storytimes_ Schwarzlose says the Branch is in desperate need of a better facility, more time off the desk and public 3r, relations, including a big sign that lets everyone know that thri Branch is. there. Heneghan indicated that North Branch was a popular reading center ►whose periodicals circulate (all but new edtons), and that Lyric Opera sessions were t�pular at the Branch. Heneghan saes a full-time Branch Manager and nt�►ver technct'0gy could improve North Branch. Neither Branch have videos or CD Rums but bcth have tape recorded books. Old Business Budget Library Director Neal Ney passed out literature to the Board which showed slides of the City's budget presentation. Strategic Plan Trustee Fischel informed the Board that ULC President Joey Rodger offered her services and assistants to the Library in establishing an effective Strategic Plan. Trustee Fischel would meet with Ms. Rodger to establish exactly what it is she could/would offer. Fund for Excellence Co-chair Junko Yokota told the Board that the Fund for Excellence campaign was going very well and that she and Co-chair Judith Rosenthal would send letters at the end of the month to the Fund for Excellence Committee updating them on the fundraising. Trustee Yokota asked if anything should be done differently for next year's campaign. and Director Neal Ney suggested recruiting more individuals to serve on the Committee to participate in the letter writing. South Branch Library Director Neal Ney informed the Board that it was time to start working on a lease renewal for the Library's South Branch. He also told the Board that he was approached by the owner of Judy's Bakery with a proposal. The Board directed Mr_ Ney to seek to renew the current lease for another year and to explore other locations in the Main Street area. Paul Gottschalk told the Board that the building which currently houses South Branch was going to be sold. Bouguereau The Board approved hanging the photo -mechanical reproduction of 'At the Fountain" by William A. Bouguereau in it's original place with a sign explaining the history of the painting. President Sagan's Report John Sagan thanked Co-chairs Judith Rosenthal and Junko Yokota and Library Secretary Cynthia Jonas for their work on the Fund for Excellence campaign. Vice President Prout's Report Periods Ending November 30. 1999 and December 31. 1999 Paul Gottschalk briefly discussed the financials and informed the Board that the proceeds from the Bouguereau sale had been received and that a Vanguard account had been opened for the Endowment Fund. Friends There were no comments on the Friends October and December minutes. Library Director's Report The Board briefly discussed the Library Director's report for November and December. New Business Holiday Closinas Trustee DeWoskin moved and Trustee Perry seconded. MSP - Approval of the 2000 Library Schedule as presented. Passed unanimously on a voice vote. Paul Gottschalk then relayed to the Board a question from former Library Trustee Ellen Newcomer, who wanted to know if it was in the Library's best interest to continue to maintain a separate Foundation for the Library. The Board discussed tthe matter and realized that the sale of the painting did change the situation. The Board did not reach a conclusion. Zwick Proposal The Board heard a proposal from Mr. Sidney Zwick for an adult education film series at the Library. Mr. Zwick requested that the Board waive its policy and permit him to charge tuition for the program. The Board decided not to waive the pa4icy. Mr. Zwick also offered two art works to the Library. One being a twenty-one foot tall mural on the exterior of the building, which the Hoard decided was too large and the other a larger canvass by his wife to replace the current painting (also by his wife) disalayed in the Library's Quiet Study Room. The Board decided to refer this matter to the staff art committee who will make a recommendation to the Board in March. Adioumment There being no further business, Board President Sagan adjourned the meeting at 10:12 p.m. Respectfully submitted, Judith Rosenthal, Secretary Evanston Public Library Board of Trustees P'I.� Evanston Public Library Board of Trustees Minutes of the Planning Meeting January 5, 2000; 7:30 pm-L Community Meeting Roam Approved January 19, 20GO Members Present Linda DeWoskin, Jonathan Fischel. Jean Perry. Stephen Prison. Judith Rosenthal, John Sagan, .Jahn Vail. Jurnko Yokota, Shafron Jordan Staff Present: Neal Ney, Paul Gottschalk, Laura Smith, Laura Dudnik, Jan Bojda, Sharon Aguagenti, Lesley Williams, Connie Heneghan, Sally Schwarzlose Citizens Present: Sennett J. Johnson, Ellen Newcomer Cali to Order President John Sagan called the meeting to order at 7.34 p.m. Mr_ Sagan thanked the Board members ar�d staff for their expressions of sympathy on the death of his father. Citizen Comment President Sagan invited those present to take part in the discussion of the items on the Board's agenda as they came up that evening. He also asked if anyone wanted to make comments at this point. No one did. Himmel and Wilson Report President Sagan asked the Board for their reactions and comments on the Himmel and Wilson Report. Trustee Yokota said that she had some concerns about haw the data was gathered. St,- did not believe that there had been sufficient community involvement. She said the consultants had relied too heavily on statistical data. She thought that the consultants had not fully utilized the Advisory Committee. She thought in particular that sufficient time had not been provided at the all day meeting for the presentation of ideas by the Advisory Committee. She thought that these ideas were presented in too condensed a form in the final report. Trustee Rosenthal said that she would like to have a discussion wrn the Advisory Committee before deciding on the Board's response to the report. She suggested that the Advisory Committee be invited to attend the February planning meeting. President Sagan asked if the staff had any comments. Connie Heneghan said that she did not disagree with the reports conclusions, but she wondered how the consultants had gathered their data about the branches. She said that neither she nor any members of the North Branch staff had been interviewed by the consultants. EA Sally Schwarzlose also reported no contact with the consultants. but she thought that their descriptions of the physical problems at South Branch were very accurate. Bennett Johnson said that he thought that the report made the need for a West Branch very clear. He recognized the economic limitations that the City operated under. but he thought the branch was needed. He said that it would help correct social problems that would otherwise cost the City more in the long run. He cited in particular poor school aa--:hievement and the lack of recreational opportunities for adolescents. He said that the Library Board should convene a committee to determine how such a Branch could be built and funded. He said that it was not a question of whether the Library needed a North Branch, or a South Branch, or a West Branch. All were needed and the Main Library as well. Mr. Ney asked Mr. Johnson if he could explain why the presence of the Branch would bee so important, especially given that the Library had once had a West Branch that in spite of a strong staff effort had failed to meet expectations. hir_ Johnson said that he was not familiar with the program of the former West Branch, but he thought that it would be a matter of marketing. If marketed property the branch would be a success. Mr. Ney also pointed out that at present adolescents made very little use of the branch libraries. He thought that the higher level of adult supervision at the branches made them undesirable to adolescents. They preferred to come to the Main Library where there was less supervision. Mr. Johnson thought that if the Branch was properly rarketed it would be appealing to adolescents. President Sagan asked Mr. Ney to summarize the history of the former West Branch." Mr. Ney said that the branch existed from 1975 to 1981. Everything that he had seen indicated that the staff had done what he would have expected them to do to attract patrons and to promote the library. Use of the branch had always been low. Its annual circulation did not equal the monthly circulation at North Branch_ It attracted mostly children from the immediate neighborhood. He thought that the location may have been part of the difficulty. Branches do best when located in strong retail districts. No such district existed in the neighborhood. Trustee Perry reported that she had used the branch and that her husband had been on the Library Board at the time. She said it was never heavily used. She seldom saw adults in the branch. Patrons were primarily organized groups cf children .,-om child care facilities. She thought that the location was problematic. The area was not considered safe. President Sagan thought that the report could be read as saying that the Library should dose the existing branches. He said that he was not prepared to endorse that conclusion, but could not advocate the establishment of another branch. He thought that it would be very difficult to close the existing branches. Trustee Rosenthal said it ,,+could be difficult to recommend the establishment of another branch given the economic constraints that the City faced. Mr. Ney said that he thought that the only way that the Board could realize the funds to start new Library programs or services was by dosing one or both branches and reallocating those funds. President Sagan suggested moving on to the rest of the agenda and returning to a discussion of the Himmel and Wilson report at the next planning meeting. He asked Mr. Ney to invite the Advisory Committee from that project. It Background Material +, Mr. Ney explained that the staffs SWAT analysis. the recent budget memos, and the slides from Mr. Stafford's talk on 'Major Trends in Evanston" were included in the prackiet as background material. He did not have anything in particular that he wanted to say about the material, but thought that it might be helpful as the Board planned for the I'Laure. Trustee Fischel wondered if the conclusions in 'Major Trends in Evanston" �wculld be changed at all by the new developments in the Research Park and downtown. Mr. Ney said that he did not think they would make a significant difference in the City's financial position. They might keep things from getting a lot worse, but they would not make things a lot better. Trustee DeWoskin updated the Board on downtown development plans. She thought they were very exciting and good for the community. but they would not be the fix for the City's budgetary difficulties. Trustee Rosenthal said that she thought there were several important issues raised in the SWAT analysis. President Sagan asked the staff if they had any comments. Laura Smith said that she thought it was fine to get additional money for materials, but that the Library also needed additional staff. Because the Library had been around for awhile, some of its jobs had changed without changes being made in job descriptions. In her unit she had people in different job classifications doing the same ►vork. Paul Gottscha!k explained that attempts at reclassifying positions had to go through the City's Human Resources Department. One request for a classification study of a position in Technical Services had been in the Human Resources Department for at least six months. Ms. Newcomer said that she thought a thorough classification study should be one of the Board's goals in the new plan. Connie Heneghan said that she thought confusion about the Library's role was the Library's biggest weakness. Many questions about what the Library should do in the future would be easily answered if we had a clear and shared understanding of what the Library's role was. Several Board members expressed dismay over the budget memos. In one memo Mr. Ney had responded to a request from the City Manager for $104,000 of cuts in the Library's proposed budget. Mr. Ney had outlined S70,700 in budget reductions and their consequences. He had indicated that further reductions would result in a reduction in current levels of services. The reductions outlined by Mr. Ney were incorporated into tine City Manager's budget. The second memo was in response to a request from the City Manager for a list of optional programs — services provided by Evanston that are either not required by law or not common in other north suburban communities. Mr. Ney had indicated that the Library's branch services met these criteria. Trustee Rosenthal said that the memos were very depressing. She thought that the elimination of the Web Librarian position was very troubling. This is the future of information service and it is important for the Library to develop these resources. Community Needs John Sagan suggested moving on to the "Community Needs" exercise planned for this evening. He said that Mr. Ney had asked Lesley Williams to walk the Board through this. Mr. Ney indicated that the task was to develop a list of what it would take to make s �I Evanston the community we want it to be. At this point lho Board should not focus on the role of the Library. That would come at a Later, date. Through the exercise the Board developed the following list of 'Community Needs,' • A balance between available government resources and services • End the minority student achievement gap • Ensure that all students start school with the requisite developmental skills • Flexible and equitable funding for schools • Funding to support educational plans and proposed projects • Equitable funding for departments from school to school • A realistic balance between educational offerings and available resources • A community commitment to education for all children • Opportunities for skill development among the community's work force • A means of developing community consensus on issues • Celebrate and appreciate Evanston's diversity • Opportunities for cross-cultural interaction and understanding • Intellectual stimulation for all • A more cooperative relationship between Evanston and NU • Coordinated, accessible information about community services • Effective educational, housing, and employment services to neighborhoods in reed • Improved transportation particularly from east to west and in the evenings • More parking • Reduced bureaucratic harassment • A sense of community • Prevent feeling of alienation and isolation • Grow the tax base • Reinforce community strengths, particularly cLftural offerings and diversity • A greater sense of safety • A community center for teens without economic barriers Adjournment There being no further business, Board President Sagan adjourned the meeting at 10:15 P.M. Respectfully submitted, Judith Rosenthal, Secretary Evanston Public Library Board of Trustees