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HomeMy WebLinkAboutMinutes 2001-2005Evanston Public Library Board of Trustees Minutes of the Board Meeting January 17, 2001; 7:30 P.M. Library Board Room Approved February 21, 2001 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, Jan Bojda, Gigi Galich, Connie Heneghan, 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 an November 15, 2000, as presented. Passed unanimously on a voice vote. Staff Report Gigi Galich described the grant funded "Literature for All of Us" project that encourages the love of reading and poetry writing among young African -American mothers. Old Business Proposed PY2001-02 Budget Neal Ney reported that the City Council's budget deliberations have begun. South Branch Building Proqram Neal Ney presented the draft of the building program for the potential relocation of the South Branch. The Board discussed the Crown Center as a possible site for the relocated South Branch. The City Council is considering a referendum to fund the Crown Center redevelopment. The Board decided it's premature to pursue the Crown Center as a site for the South Branch until the Council decides to go forward with the referendum. Several Board members expressed ambivalence about the Crown Center site and thought that further study of the best location for South Branch is needed. The Board tabled further consideration of the building program statement. President Sagan's Report John Sagan reported on the success of the Fund for Excellence campaign. Vice President Prout's Report Financial Statement -- Ten Month Period Endinq December 31, 2000 Paul Gottschalw summarized the significant variances from the budget. A Si0.000 gift was received from the Vail Family Foundation. This was added to the endowment. Linda De.". oskin reported that the Library Friends held a special meeting to make changes to the by-laws. The Friends made a $2,500 gift to the Fund for Excellence. The annual meeting is scheduled for February 11"'. Library Director's Report No additional report. New Business Family Place Library Program Meal Ney requested funds to support the Family Place Library Program, which offers programs for toddlers and their parents as a first step toward literacy and life-long library use. Trustee Fischel moved and Trustee DeWoskin seconded, MSP - Approval of the expenditure of $4,100 of Main Book Sale funds for the purchase of toys and storage units for use in the Family Place Library Program. Passed unanimously on a roll call vote. Comouter Training Room/Book Sale Room Neal Ney presented a plan to provide expanded space for the book sale by relocating the sale room to the exhibit room, and a plan for setting up a computer training room in the former book sale room. The training room would be used for public classes and staff training. Trustee Vail moved and Trustee DeWoskin seconded, MSP - Approval of the expenditure of $35,500 of Main Book Sale funds to relocate the book sale room into the space formerly used for exhibits and to establish a computer training room in the former book sale space. Passed unanimously on a roll call vote. West Side Story Times Neal Ney made a request to purchase materials for the West Side Story Times outreach program. Trustee DeWoskin moved and Trustee Rosenthal seconded, MSP - Approval of the expenditure of $2,400 of Main Book Sale funds as matching funds for the Library Services and Technology Act funded "West Side Story Times" project. Passed unanimously on a roll call vote. Holiday Closings Trustee DeWoskin moved and Trustee Rosenthal seconded, MSP - Approval of the schedule of days the Library will be closed in 2001. Passed unanimously on a voice vote. Adjournment There being no further business, the meeting was adjourned at 8,45 p.m. Respectfully submitted, Paul Gottschalk, Administrative Services Manager Evanston Public Library Evanston Public Library Board of Trustees Minutes of the Board Meeting February 21, 2001; 7:30 P.M. Library Board Room Approved March 21, 2001 Members Present. Jonathan Fischel, Sharon Jordan, Jean Perry. Stephen Prout, Judith Rosenthal, John Vail, Junko Yokota Members Absent: Linda DeWoskin, John Sagan Staff Present: Neal Ney, Jan Bojda, Flavian Wallis, Paul Gottschalk, Kate Todd Visitors Present: Pat Groh, NSLS Judy Hoffman, NSLS Kristina Stohl, NSLS Mark Franz, Evanston City Manager's office Amanda Druckman, Medill student Call to Order Vice President Prout called the meeting to order at 7:35 P.M. North Suburban Library System Presentation Representatives of the North Suburban Library System made a presentation about the services of the system and the activities of the system board. Approval of the Minutes On page l under Old Business/South Branch Building Program, line 2. Vice President Prout recommended changing the word "new" to "relocated." Trustee Perry moved and Trustee Yokota seconded, MSP - Approval of the minutes of the Library Board meeting held on January 17, 2001, as corrected. Passed unanimously on a voice vote. Staff Report Flavian Wallis reported on and demonstrated the Web It version of the catalog. Library staff members will begin testing the catalog with selected patrons in the near future. The Web 11 catalog will be rolled out for public use as part of the Library's terminal replacement program. Old Business Pr000sed FY2001-02 Budoet The Board discussed the budget at some length. Mr. Ney reported that the budget office had requested $12,000 in budget cuts on February 14th as part of an overall reduction in the City's budget of $250,000. Mr. Ney had suggested closing the Library on Sundays in July and August to save that amount of money. That suggestion was not acceptable to the budget office. In the end, the budget office has reduced the salary account in library administration by $10,000 and has instructed the library not to fill a clerk position in library administration until August. In response to an inquiry from the Board about the impact of this cut on the library. Mr. Ney said, "It only works if Paul Gottschalk continues to work more hours than I have any right to expect." Mr. Gottschalk indicated that some of his higher -level tasks would be neglected while he does the necessary clerical work. Board members expressed frustration with the budget process and the necessity for these last minute cuts. Board members also argued that if budget cuts were required, it should be up to the Board to decide where they would be made. The Board's consensus was that the Board President should write a letter to the Mayor and Council indicating the difficulties this budget process creates and reinforcing the Library Board's autonomy. Mr. Ney was asked to speak with Mr. Sagan (who was not at this meeting) about the matter. Trustee Vail moved and Trustee Rosenthal seconded. MSP — Board President Sagan should write a letter to the Mayor and City Council and Mr. Sagan and Mr. Ney should determine the proper time for transmittal of the letter. Passed unanimously on a voice vote. South Branch Building Program Mr. Ney reported to the Board on a recent discussion with a developer about the cost of retail space in the new construction along Chicago Avenue. The building in question is too far north to serve as a replacement location for South Branch, but Mr. Ney thought the cost information would be instructive. To rent 4,500 square feet. which is actually a bit smaller than what the Board thinks is necessary, would cost $11,425 a month. Current South Branch rent is $3,375. The search for a new site for South branch will continue. Paul Gottschalk reported on the lease of the space adjacent to the North Branch Library. The Library owns this space and a new tenant is being sought because the current tenant. "A Room with a View," will be leaving. A lease with Perennials had been agreed upon, approved by the Board's executive committee, and introduced as an ordinance at the City Council meeting on February 12'". Since then Perennials has indicated their intention to not go forward with the lease. Mr. Gottschalk does not anticipate problems finding a new tenant. Vice President Prout`s Report Financial Statement -- Eleven Month Period Ending January 31, 2001 Mr. Gottschalk summarized the Year -to -Date financial statements. Mr. Gottschalk reported that Library expenditures are on target and should end the fiscal year within budget. Income is down due to decreases in fines, rental books and photocopier revenue. Mr. Gottschalk reported that the Library's return on investments in the Endowment Fund are significantly better that the S&P500 Index used as a benchmark. Mr. Ney reported that the Fund for Excellence allocations will be made next month. Friends Report Mr. Ney reported that Maria Ballantyne is serving her last term as President of the Evanston Library Friends. Karen Terry will replace her. The entire slate of officers will be voted on at the Friends' Annual Meeting March 11". Trustee Yokota read a letter from Camille Blachowicz encouraging Board members to attend the Friends' annual meeting. Mr. Ney reported that the Friends' family programming is going well. The Friends' Family Night in April will include miniature golf. Trustee Perry reported that the Spring Book Sale will be April 26-29. Board members are responsible for Saturday, Apnl 28. She will bring a sign-up sheet next month. Library Director's Report In addition to his written report, Mr Ney added that the library will begin using a print vending system at the same time that the terminal replacements are brought on-line. The print vending system will allow the library to recover the costs of printing from its computer workstations. Mr. Prout inquired about the feasibility of patron's receiving e-mail notices for overdue books. Mr. Wallis explained the complications with e-mail, due mainly to the high rate of returned e-mail. The Library has recently changed the procedure for mailing out overdue notices, which Mr. Wallis expects will result in more timely notices. Board members were encouraged to take Reellime posters to display. New Business The Board discussed the Children's Internet Protection Act. The Act would require public libraries that receive E-rate discounts or LSTA funds for the provision of Internet services to install Internet filtering software. The Evanston Public Library does receive an E-rate discount on its phone lines. There is a good possibility that the law will be declared unconstitutional. but its provisions might go into effect before the courts can rule. There is at present no filtering software that would perform the task that the law requires. All of the existing software fails to block some of the sites that the law would require to be blocked and would also block access to some useful informational sites that should not be blocked. At present there isn't even agreement about when the law goes into effect. The FCC is beginning the rule making process. Mr. Ney suggested watching and waiting for now, but indicated that the cost of applying for the E-rate discount and complying with the Children's Internet Protection Act might be greater than the amount saved with the E-rate discount. Adjournment There being no further business, the meeting was adjourned at 9:30 p.m. Respectfully submitted, Catherine Todd. Executive Secretary Evanston Public Library 3 Evanston Public Library Board of Trustees Minutes of the Board Meeting March 21, 2001; 7:30 P.M. Library Board Room Approved April 18, 2001 Members Present: Linda DeWoskin, Jonathan Fischel. Sharon Jordan, Jean Perry, Stephen Prout, , John Sagan, John Vail, Junko Yokota Members Absent: Judith Rosenthal Staff Present: Neal Ney, Jan Bojda. Laura Dudnik, Paul Gottschalk, Kate Todd Gall to Order President Sagan called the meeting to order at 7:35 P.M. Donald Wright Memorial Resolution Library Director, Neal Ney, presented a resolution in memory of Donald E. Wright. Mr. Wright, who had been the Director of the Evanston Public Library from 1967 until 1992, died on March V. Mr. Ney stated, "We would not be sitting in this building were it not for Don Wright." John Sagan, President, affirmed what a real loss this was to the Evanston community. Trustee Perry moved and Trustee DeWoskin seconded, MSP — Approval of the Memorial Resolution for Donald E. Wright. Passed unanimously on a voice vote. Staff Report on Human Genome Project Laura Dudnik reported on the North Suburban Library System's participation in the Human Genome Project. As part of this project, the Evanston Public Library has grant money available from the Department of Energy to buy materials and offer programs as part of a public information campaign to increase public awareness of the Human Genome Project. Trustee Yokota suggested that authors who have recently published new books on the topic might be available for speaking engagements. Approval of the Minutes On page 2, first paragraph, line 7, Vice -President Prout recommended that the letter to the Mayor and City Council should also include a statement "reinforcing the Library Board's autonomy.' Trustee Prout moved and Trustee Perry seconded. MSP — Approval of the Minutes of the Library Board meeting held on February 21, 2001 as corrected. Passed unanimously on a voice vote. Old Business Mr. Ney reported that the Library budget had been approved as presented with the $10,000 reduction as discussed at the last Library Board meeting. President Sagan asked for the exact date of the Hirshfield Awards. The award ceremony is scheduled for Mother's Day, May 13". Regarding the relocation of South Branch, Trustee DeWoskin relayed information that the Township offices may be moving from Main and Dodge. Dempster and Dodge is another possibility. Mr. Ney was asked to report back on available space at both locations. Mr. Gottschalk reported that the South Branch lease expires in April and will have to be renewed for another year. Mr. Gottschalk also reported that the lease for the North Branch space was re -introduced at the last City council meeting and should be approved at the next council meeting. The lessee is Perennials. The City is now requiring that the lessee pay an estimate of property taxes each month. Vice President Prout's Report The Year-end financial report will be available at the April Board meeting. Friends Report The last meeting of the Library Friends was cancelled due to lack of a quorum. Trustee DeWoskin also reported that the Friends' Annual Meeting with Jack Fuller and the Mike Kocour jazz trio was outstanding. Trustee Perry passed around a sign up sheet for Trustees to work at the April took sale. Library Director's Report Copies of the City's new Acceptable Use Policy were distributed to Board members. Mr. Ney explained that the City has drafted this computer technology policy in advance of launching e-mail and Internet access at the Civic Center. Mr. Ney reported that all Library staff will be attending training sessions on the Acceptable Use Policy. There are specific exceptions pertaining to the Library, which are noted in an Appendix. New Business Mr. Ney presented recommendations for expenditure of S110.000 of income from the Fund for Excellence from the previous year. It was noted that the allocation for Children's appeared low; Jan Bo}da was encouraged to increase the amount in the future. It was noted that more expenditure required more staff time to order, process, and place books/videos on Library shelves. However, Library staff hours to do this work have not been increased. After discussion, Trustee DeWoskin moved and Trustee Perry seconded, MSP -- Approve the recommended expenditures of Fund for Excellence monies totaling S110,000 Passed unanimously on a voice vote. A copy of the approved Fund for Excellence allocations is attached to these minutes. Mr. Ney presented recommendations for expenditures of $45,000 of Endowment Fund income. After discussion, Trustee DeWoskin moved and Trustee Perry seconded, MSP —Approve the recommended expenditures of Endowment Fund monies totaling S45,000 Passed unanirrwusly on a voice vote. A copy of the approved Endowment Fund allocations is attached to these minutes. Library Outreach Trustee Fischel mentioned an article he had read concerning libraries moving into new and unusual programming to increase community participation and awareness. He will send the article to Mr. Ney, who will include it in the next Library Board packet. Business Library Cards Trustee DeWoskin inquired about having the Library establish a Business Library card. She suggested that many businesses would be willing to pay a fee for a card in the name of the business. Mr. Ney will prepare a report and a recommendation for the Board's consideration. Adjournment There being no further business, the meeting was adjourned at 9:05 P.M. Respectfully submitted, Catherine A. Todd, Executive Secreta ry Evanston Public Library Evanston Public Library Board of Trustees Minutes of the Board Meeting April 18, 2001; 7:30 P.M. Library Board Room Approved May 16, 2001 Members Present: Linda DeWoskin, Jonathan Fischel, Jean Perry, Stephen Prout, Judith Rosenthal, John Sagan, John Vail, Junko Yokota Members Absent: Sharon Jordan Staff Present: Neal Ney, Laura Dudnik, Laura Hirshfield, Paul Gottschalk, Kate Todd Visitors Present: Jane Nichols, Dominican University Library School student Call to Order President Sagan called the meeting to order at 7:35 P.M. Approval of the Minutes On page 1, last paragraph, the spelling errors should be corrected. Trustee DeWoskin moved and Trustee Sagan seconded, MSP — Approval of the Minutes of the Library Board meeting held on March 21, 2001 as corrected. Passed unanimously on a voice vote. Staff Report on Audio -Visual Collection Laura Hirshfield reported on the Evanston Public Library's Audio -Video collection. Ms. Hirshfield recalled that 20 years ago the Library's collection consisted primarily of record albums and 16mm films. Those are obsolete, having been replaced by audio CDs, films on videocassette, books on tape, and now DVDs. After giving an overview of the collection, the Board viewed a short video of excerpts form the Library's excellent documentary and independent film collection. Video bibliographies were distributed. Old Business Board members discussed the renewal of the lease for South Branch at its current location. The monthly rent will increase by $200 or 6.2%. The total rent will be $41,040 for the term of the lease. Paul Gottschalk recommended approval. Trustee DeWoskin moved and Trustee Rosenthal seconded, MSP — Approval of renewal of South Branch lease. Passed unanimously on a voice vote. Discussion followed about possible relocation of South Branch for reasons, which have been considered in previous meetings. The Board asked staff to further explore the possibility of relocating South Branch to the Dempster -Dodge shopping center in the future and to report back at the next Board meeting. The Board discussed and approved several changes to the Library's registration policy. These changes, which take effect May list, will permit the Library to extend library privileges to businesses and not -far -profit institutions located in Evanston. The request for such privileges will have to be made on the organization's letterhead and will have to indicate who is authorized to borrow materials. These privileges will be limited to borrowing materials for business purposes. Trustee DeWoskin moved, and Trustee Perry seconded, MSP — Approval of changes to Library's registration policy under the terms outlined in Mr. Ney's April 11. 2001 memo. Passed unanimously on a voice vote. A copy of the approved revisions to the Library's registration policy Is attached to these minutes. Board members talked about the changing nature of modem libraries, as highlighted in a news article about the extensive community outreach programming at the Queens Borough Public Library. President Sagan' Report President Sagan reminded board members to return Mr. Ney's evaluation to him as soon as possible. Board members were encouraged to attend the Hirshfeld Poetry Awards on Mothers Day, May 13`'. The judge, Poet Richard Jones, is an Evanston resident. Vice President Prout's Report Two financial reports were presented: 1) the un-audited, year-end financial report for 2000- 01 and 2) the financial report for one month ending, March 31. 2001. Mr. Gottschalk reported that overall, Library expenses were over -budget 0.6%. This was due almost entirely to natural gas costs, which were over -budget at the Main Library by approximately $21,000. Spending on library books/materials was on target except for Reference, which was over budget approximately 20%. The recent bankruptcy filing by Pacific Gas & Electric may affect the value of a corporate bond in the Library Endowment. The Library's bond may lose some interest payments and/or market value. The Finance Committee will address this issue at its next meeting. The Library may receive a monetary settlement from the class-action suit for price-fixing at Sotheby's. Friends Report Trustee DeWoskin reported on the March meeting of the Evanston Library Friends. The new officers have been installed. The April 7u' Spoon River Anthology presentation was a - success. The Friends are looking forward to the April 27 n Family Night. Bob Girard is still taking donations to the Friends for the plaque, which has been inscribed in memory of Don Wright. Library Director's Report Mr. Ney reported that visits have been down at both North and South branches. The Board asked Mr. Ney to examine and report back to the Board at the May meeting on the declining use of North Branch. New Business Board members appointed a nominating committee consisting of Junko Yokota, John Vail, and Jean Perry. The nominating committee will report back at the May meeting. Because the Board will not be meeting in June this year, the Board scheduled the election of officers for the May rather than the June meeting. Trustee DeWoskin moved, and Trustee Fischel seconded, MSP — Approve election of officers at the May 16"' meeting of the Library Board. Passed unanimously on a voice vote. Upon recommendation from Mr. Ney, Trustee Vail moved, and Trustee DeWoskin seconded, MSP -- Approve increasing the Library non-resident fee from S95 to $100 effective May 1st. Passed unanimously on a voice vole. Board members reviewed the Library's Materials Selection Policy and asked Mr. Ney to prepare amendments to the policy that would highlight the importance of purchasing materials for people with disabilities and to acknowledge that the Library has young adult collections in both the Children's Room and the Reader's Services Department. These amendments will be on the agenda for the May meeting. The Library Director was asked to bring to the Board's May meeting some necessary technical changes in Policy 2 - Library Board and Policy 4 - Special Funds. Board members approved a resolution in honor of Maria Ballantyne, the immediate Past - President of the Evanston Library Friends. Trustee DeWoskin moved, and Trustee Yokota seconded, MSP — Approve resolution in honor of Maria Ballantyne. Passed unanimously on a voice vote. Finally, Board members heard a proposal from Trustee DeWoskin for the Library and the Chamber of Commerce to conduct a joint fund raising event in connection with the 2002 Fountain Square Arts Festival. The Board expressed interest in the idea and asked for further details. This item will be on the agenda for the May meeting. Adjournment There being no further business, the meeting was adjourned at 9:40 P.M. Re eetfully submitted 1 Catherine A. Todd. xecutive Secretary Evanston Public Library Evanston Public library Board of Trustees Minutes of the Board Meeting May 16, 2001; 7:30 P.M. Library Board Room Approved July 18, 2001 Members Present: Linda DeWoskin, Sharon Jordan, Jean Perry, Stephen Prout, Judith Rosenthal, John Sagan, John Vail, Junko Yokota Members Absent: Jonathan Fischei Staff Present: Neal Ney, Paul Gottschalk, Chris Diez, Connie Heneghan, Sally Schwarzlose, and Kate Todd Call to Order President Sagan called the meeting to order at 7:35 P.M. Approval of the Minutes On page 1. under staff report, "album' should be plural. On page 2, 1"t paragraph, change "organizational' to "the organization's." In the 4'" paragraph, add "community outreach" after "extensive.' in the 7'" paragraph, line 3. add a hyphen to 'over -budget.' And in the 9t' paragraph, insert "monetary' before 'settlement." Trustee DeWoskin moved and Trustee Yokota seconded, MSP — Approval of the Minutes of the Library Board meeting held on April 18, 2001 as corrected. Passed unanimously on a voice vote. Staff Report on Circulation Department Chris Diez reported on the Evanston Public Library's Circulation Department. Mr. Diez explained that in addition to checking books in and out and staffing the lobby information desk, the Circulation staff provides a number of other services. Circulation staff sort Interlibrary Loan materials, both incoming and outgoing. The staff is inventorying all materials in the Library collection. Mr. Diez estimates this will take six years, and will result In a more accurate catalogue record. Mr. Diez also coordinates the Library's volunteers. Old Business After lengthy discussion, the Board authorized the Executive Committee to act on behalf of the Board in the matter of closing South Branch and opening a new branch at Evanston Plaza (Dempster -Dodge). Board Members will meet with the Human Services Committee of the City Council on June 4th to determine their support for this concept. Board members will also explore with state legislators the availability of state funds for the project build out, and If both of these steps are promising will hold a meeting to gather public input about the concept. The proposed branch, as conceived by the Board, would be 6,500 square feet and would include a small meeting room and children's program space. Trustee DeWoskin moved and Trustee Perry seconded, MSP — Authorization for Executive Committee to act an behalf of the Board as stated above. Passed unanimously on a voice vote. The Board discussed and approved two changes to the Library's Materials Selection Policy. These changes highlight the importance of purchasing materials for people with disabilities and acknowledge that the Library has young adult collections in both the Children's Room and the Reader's Services Department. Trustee DeWoskin moved, and Trustee Yokota seconded, MSP — Approval of changes to Library's Materials Selection Policy as oullined in Mr. Ney's May 8, 2001 memo. Passed unanimously on a voice vote. The Board discussed and approved minor corrections to the policies concerning Board meeting rules and special funds. These changes were made necessary by changes the Board had made earlier in its committee structure and by the dissolution of the Library Foundation. Trustee DeWoskin moved, and Trustee Perry seconded, MSP — Approval of changes to Library Board's meeting rules and special funds policies as outlined in Mr. Ney's May 6, 2001 memo. Passed unanimously on a voice vote. The Board approved in concept a joint fundraising event to be sponsored by the Evanston Chamber of Commerce and the Evanston Public Library to be conducted in connection with the Fountain Square An: Festival in June of 2002. Trustee Jordan moved, and Trustee DeWoskin seconded, MSP —Approval of a fundraising concept as stated above. Passed unanimously on a voice vote. The nominating committee proposed the following slate of officers: President - John Sagan Vice -President - Stephen Prout Secretary — Judith Rosenthal Since the Board will not meet in June, the election of officers took place at the May meeting. All were elected by a unanimous voice vote of the Board. The new terms of office begin at the July meeting. The Board reviewed a report on North Branch use. North Branch use is down from FY1996- 97, while use at the Main Library and South Branch is up slightly. South Branch use, however, is about half that of North Branch. Library use in all facilities has declined since a peak in FY 1997-98. Of the 49 public libraries that make up the membership of the North Suburban Library System there are 8 that circulate fewer items in a year than North Branch. President Sagan's Report President Sagan commended the Hirshfield Awards, saying that it was a great event. He noted that poet -judge, Richard Jones, was gracious and warm, and particularly encouraging toward the student poets. Next Wednesday is the Library's In -Service Day to which all Board members have been Invited. Mr. Sagan encouraged those who are able to attend. Vice President Prout's Report The financial report for two months ending, April 30, 2001 was presented. Mr. Gottschalk noted that there was nothing exceptional to report. The Endowment had a gain of over S31,000 last month, although S45,000 was transferred to the Gift funds as approved by the Board in March. The market value of the PG&E bond has improved somewhat. Friends Report Trustee DeWoskin reported on the April meeting of the Evanston Library Friends, The Friends are worried about declining membership and attendance at programs. There is some concern that people, who donate to the Fund for Excellence, mistakenly think they have joined the Friends. The ELF Board hopes to address these problems. It was suggested that invitations to join the Friends be sent to FIFE donors. Library Director's Report Mr. Ney explained that "cbl" on the Library Activities report refers to "child book links.' Mr. Ney also praised the recent Hirshfeld awards, and noted that Reeltime's Altemative Youth Video Festival was a success, diverse both by race and age of the audience. New Business The Board reviewed the State's Standards for Illinois 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. One of the standards that the Library fails to meet Is a budgetary matter, the standard calls for funding for Board attendance at ALA and ILA meetings. The current South Branch location does not meet 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. The Library's staffing is 20 FTE lower than the standard for an "established library" of our size. The Board reviewed a partially completed Illinois State Library Annual Report form and passed a resolution authorizing the submittal of the completed report when all of the necessary information is available. Copies of the completed report will be sent to all Board members after submission to the State. Trustee DeWoskin moved, and Trustee Perry seconded, MSP —Approval of Annual Report Resolution. Passed unanimously on a voice vote. A copy of the resolution is attached to these minutes. The Board passed a resolution authorizing the completion and submittal of a Illinois Public Library Per Capita Grant application. Trustee DeWoskin moved, and Trustee Perry seconded, MSP — Approval of Per Capita Grant Resolution. Passed unanimously on a voice vote. A copy of the resolution is attached to these minutes. At 9:55 P.M., the Board recessed to executive session for the purpose of evaluating the performance of the Ubrary Director. Respectfully submitted, Catherine A. Todd, Executive Secretary Evanston Public Library Evanston Public Library Board of Trustees Minutes of the Board Meeting July 18, 2001; 7:30 P.M. Library Board Room Approved September 19, 2001 Members Present: Linda DeWoskin, Jonathan Fischel, Sharon Jordan, Stephen Prout, John Sagan, Members Absent: Jean Perry, Judith Rosenthal, John Vail, and Junko Yokota Staff Present: Neal Ney, Paul Gottschalk, Sharon Aguagenti, and Kate Todd Call to Order President Sagan called the meeting to order at 7:30 P.M. Approval of the Minutes Trustee DeWoskin moved and Trustee Jordan seconded, MSP — Approval of the Minutes of the Library Board meeting held on May 16. 2001, as presented. Passed unanimously on a voice vote. Staff Report on In -Service Day The Board heard a report from Sharon Aguagentl about the Library's in-service day. Sharon noted that she had a great planning committee. She also reported that, most of all, the staff enjoyed having a chance to get to know co-workers from other parts of the building or other branches. Finally, Sharon reported that she was leaving the Evanston Public Library to take a position as a branch librarian in the Riverside California library system. Budget The Board discussed the budget at length. The city has begun the budget process earlier than usual this year, but the Library has not yet received instruction from the budget office for the preparation of the FY 2002 - 03 budget. It seems likely that some reduction in services will be necessary to comply with the budget policy approved by the City Council. The Board wants to review any service reductions being considered, and has scheduled a special meeting on Wednesday, August 22nd at 7:30 PM in the Library's Board Room for the purpose of reviewing budget options. Trustee DeWoskin moved and Trustee Prout seconded, MSP — The Evanston Public Library Board of Trustees directs the Library's staff to prepare a budget that will maintain all existing library services, provide an inflation increase for the materials budget, funding for the purchase of new microfilm reader/printers, and funding for additional staffing to assist with Interlibrary loan, periodicals, and the maintenance of the Library's web site. The Board of Trustees understand3 that this budget may not be in compliance with the direction provided by the City Manager's office, in which case the Board expects the Library Director to use his best judgment in preparing a second budget for the City Manager. The staff is directed to forward both budgets to the City Manager and the City Council and to make clear to both that the Board has not approved any reduction in existing library services. Passed unanimously on a voice vote. Old Business Trustee DeWoskin reported to the Board about a meeting she and Mr. Ney had had with Representative Julie Hamos to discuss possible state funding for a branch build -out at Evanston Plaza. Representative Hamos indicated an interest in the project, but she was concerned about opposition in southeast Evanston. She was uncertain if state representatives would have Illinois First funds to distribute this year; she will not know for certain until the fall. She suggested speaking also with State Senator Carol Ronen. Ms. Hamos thought there might be a possibility of two elected officials pooling funds for a project like this. She thought that it would be important for Evanston city officials to indicate that the branch was a priority for them. The Board also discussed the public meetings on August 27th and September 11th to discuss the proposal to close South Branch and to open a new branch in the Evanston Plaza Shopping Center. Mr. Ney is preparing a brief presentation about what we know about library branches, library use, and the two neighborhoods. President Sagan asked Mr. Ney to provide some historic background on the Library's branches for inclusion in his presentation. Trustee DeWoskin asked that the cost of making the current South Branch ADA compliant be included as well. President Sagan's Report President Sagan has responded to a letter from the Lincoln School teachers regarding the possible closure of South Branch. Mr. Sagan reported that the Library won 21 place in the performance category in Evanston's 4t' of July Parade. Before the parade, Mr. Sagan spoke to the Richard Jones, the 2001 Hirshfield Poetry judge, who again expressed how much he had enjoyed participating In the poetry competition. Vice President Prout's Report The financial reports for the two months ending May 31, 2001. and June 30, 2001, were presented. Mr. Gottschalk noted that expenses are right on target, and income is even a bit ahead of budget. A question arose over the balance at June 30, 2001 of the library Gift Funds, Mr. Gottschalk will look into this. The Investment committee is monitoring the Xerox bond. Friends Report Trustee DeWoskin reported that the Evanston Library Friends are in the process of sending membership renewals and preparing for the August 4" ice Cream Social, which culminates the Summer Reading Game. Library Director's Report Mr. Ney reported that the McGaw YMCA has absorbed the Foster Reading Center. Tom Jenkins, a YMCA staff member, is coordinating the 4 teaming centers. A new reading center will open in the Main Library this fall on Tuesday and Thursday afternoons, staffed primarily by Northwestern University students. Mr. Ney reported that he serves on the new YMCA Learning Centers Committee, and that his responsibilities may include some minimal fundraising for the centers. New Business The Board reviewed the "Services Policy" as recommended by the Library Director in his memo dated July 12, 2001. Trustee DeWoskin objected to a portion of the Branch Policy, which states they are "comfortable, convenient, and accessible library outlets." It was determined that the branch policy be amended to read: "The board intends the branches to be comfortable, convenient and accessible library outlets." Trustee DeWoskin moved, and Trustee Jordan seconded, MSP -- Approval of the amendment to the Branch policy as written above. Passed unanimously on a voice vote. Trustee DeWoskin moved, and Trustee Fischel seconded, MSP - Approval of the proposed changes to the Service Policy as presented In Mr. Ney's July 12, 2001, memo. Passed unanimously on a voice vote. Ellen Newcomer has indicated a willingness to co-chair the Fund for Excellence campaign again this year, if the Board names one of its members to serve with her. Ms. Newcomer has indicated that she would like this Board member to take over the campaign the following year. No Board members volunteered for the co-chair position. John Sagan asked Mr. Ney to poll those Board members who were not present. The meeting adjourned at 9:20 P.M. Respectfully submitted, -- Catherine A. Todd, oe-cvIItive Secretary Evanston Public Library Evanston Public Library Board of Trustees Minutes of the Special Board Meeting August 22, 2001; 7:30 P.M. Library Board Room Approved October 17, 2001 Members Present: Linda DeWoskin, Jonathan Fischel, Sharon Jordan, Stephen Prout, John Sagan, Judith Rosenthal, Jean Perry, and Junko Yokota Members Absent: John Vail Staff Present: Neal Ney, Paul Gottschalk, Sally Schwarzlose, and Connie Heneghan Call to Order President Sagan called the meeting to order at 7:30 P.M. The only item on the agenda for this evening was the Library's budget for FY 2002 — 03. The City Manager's office has called for a general fund budget In FY 2002 — 03 that is $1.5 million dollars lower than the budget in FY 2001 -- 02. The City's budget difficulties are complex, but can be summarized by saying that the cost of running the City increases by about f % each year while the money available to fund City operations increases by about 3%. The Library was told to submit a budget that is $82,500 lower than last year's budget. In other words, the Library's budget is not to exceed $3,480,300. That is more than S250,000 lower than what the Board has determined to be necessary to adequately fund library services. The Library Director presented four possible budget plans. Two of the proposals would have closed South Branch in combination with other cuts. One proposal would close the Main Library on weekday mornings in combination with other cuts. The additional cuts considered Included reducing the inflation increase in the Library's materials budget, eliminating public access to the Internet, and deferring most elements of the Board's budget. The fourth proposal would close both branches, would maintain the existing schedule at the Main Library, and that would fund the other elements of the Board's budget. Mr. Ney indicated that if the difficult choice were up to him he would submit a budget built upon this fourth alternative. He argued that only with this alternative would the existing services be maintained at their present level. This budget will add an early childhood specialist position to the Children's room staff. Under this proposal the full branch staffs would remain on the payroll through April, and branch staff members would be given the opportunity to apply for the new positions as well as any additional openings at the Main Library. There was a lengthy discussion. While several Board members agreed that the fourth alternative was preferable to the other three, the Board's consensus was that the Board should advocate for the full funding of all existing library services. The Board voted unanimously to reaffirm a motion it passed at its July 18' meeting. That motion reads: 'The Evanston Public Library Board of Trustees directs the Library's staff to prepare a budget that W11 maintain all existing library services, provide an inflation increase for the materials budget, funding for the purchase of new microfilm reader/printers, and funding for additional staffing to assist with interlibrary loan, periodicals, and the maintenance of the Library's web site. The Board of Trustees understands that this budget may not be in compliance with the direction provided by the City Manager's office, in which case the Board expects the Library Director to use his best judgment in preparing a second budget for the City Manager. The staff is directed to forward both budgets to the City Manager and the City Council and to make dear to both that the Board has not approved any reduction in existing library services." Mr. Ney indicated that the Budget he submitted to comply with the direction provided by the City Manager would be built around his fourth proposal and would close both branch libraries. The meeting adjourned at 9:20 P.M. Respectfully submitted, Paul Gottschalk, Administrative Services Manager Evanston Public Library Evanston Public Library Board of Trustees Minutes of the Board Meeting September 19, 2001; 8:00 P.M. Room 2403, Evanston Civic Center Approved October 17, 2001 Members Present: Jonathan Fischel, Jean Perry, Stephen Prout, Judith Rosenthal, John Sagan and Junko Yokota Members Absent: Linda DeWoskin, Sharon Jordan, and John Vail Staff Present: Neal Ney, Paul Gottschalk, Constance Heneghan, Sally Schwarziose, and Kate Todd Community Members Present: Mary Helt Gavin Call to Order President Sagan called the meeting to order at 8:15 p.m. Approval of the Minutes Trustee Fischel moved and Trustee Prout seconded, MSP — Approval of the Minutes of the Library Board meeting held on July 18, 2001, as presented. Passed unanimously on a voice vote. Reaction to City's Budget Presentation Mr. Sagan asked for comment on the City's Budget presentation, which immediately preceded this Board meeting. Mr. Ney stated that the City's budget crisis seems to be worse than anticipated. The steep rise in insurance liability plus a decrease in sales tax revenue were cited as major contributing factors. The potentially negative, financial effects of the tragic events on September 11"' are unknown. Old Business Mr. Ney reported that he had submitted 2 Library budgets to the City Manager, as he had been instructed to do at the July Board meeting. The budget approved by the Library Board of Trustees includes full funding of both branches, a new Web librarian, technical upgrades, etc. The second budget, submitted in compliance of directives from the City Manager, proposes closing both branches and eliminates the new Web librarian position, but will add an early childhood librarian to the Main Library staff. Mr. Ney did not know when the City Council would take public comment on the proposed City budget. Mr. Ney acknowledged the extra time and work on the part of Mr. Gottschalk to prepare the Library's two budgets. Mr. Ney reported that he had submitted a Community Development Block Grant application for the design, build out, and move of the South Branch Library to the Dempster -Dodge shopping plaza. The Dempster -Dodge plaza is in the heart of Evanston's CDBG area. The CDBG Committee meets October 3e. It is understood that for the South Branch to move to the Dempster -Dodge plaza, a number of steps would have to happen simultaneously. 1) the City Council would need to approve branch funding; 2) the CDBG application would need to be approved; and 3) the city council would need to approve the higher rent in future years. The Public Meeting on branch location scheduled for September 11 th was cancelled and has been rescheduled for Monday, November 5`'. President Sagan's Report Mr. Sagan reported that he taped a cable show regarding branch relocation. He also received a letter from a citizen, suggesting closing both branches and opening a state-of-the- art branch at Dempster -Dodge. Vice President Prout's Report The financial reports for the two months ending July 31, 2001, and August 31, 2001. were presented. Mr. Gottschalk noted that investments are doing well, and the Xerox bond has bounced back. Information Services is over -budget at this time, but this is due mainly to annual computer software licenses and a periodical bill of $46,000, which are not pro -rated for the year. Jean Perry reported that the next book sale will take place October 25'h to October 28". She will bring a sign-up sheet to the next board meeting for trustees help at the sale on Saturday, October 271h. The sale will be in the new book -sale room on the V door. Library Director's Report Mr. Ney reported circulation is up quite a lot for July and August, and that the increase is due entirely to an increase in children's circulation. Two new children's room librarians have been hired, both are men. One of them is the new outreach librarian. The trustees would like to meet them, and asked that they be invited to a Board meeting as soon as it is feasible. Mr. Ney was pleased to report that Ghostwriter, the sculpture hanging in the Library's main stairwell, was featured in an article in the most recent issue of Sculpture magazine. Mr. Ney reported that Jean Perry has agreed to serve as Fund for Excellence co-chair this year with Ellen Newcomer. He thanked Ms. Perry and Ms. Newcomer for taking on this task. The FFE committee is in the process of being assembled. There was no new business, and the meeting adjourned at 9:05 p.m. R Rectfuliy submitted, C; 7 Catherine A.Todd,,Executive Secretary Evanston Public Library Evanston Public Library Board of Trustees Minutes of the Board Meeting October 17, 2001; 7:30 P.M. Library Board Room Approved December 5, 2001 Members Present: Linda DeWoskin, Jonathan Fischel, Sharon Jordan. Stephen Prout, Judith Rosenthal, John Vail Members Absent: Jean Pent', John Sagan, and Junko Yokota Staff Present: Neal Ney, Kate Todd Call to Order Vice -President Prout called the meeting to order at 7:35 p.m. Approval of the Minutes Trustee DeWoskin moved and Trustee Fischel seconded, MSP -- Approval of the Minutes of the Library Board meeting held on August 22, 2001, as corrected, and of the Library Board meeting held on September 19, 2001, as presented. Passed unanimously on a voice vote. Budget Report Mr. Ney reported on the status of budget preparations for FY 2002 - 03, the City's response to the budget crisis of FY 2001 - 02, and the Library's CDBG grant application for the relocation of South Branch. Mr. Ney passed out the October 15, 2001, memo from City Manager. Roger Crum, regarding the City's current financial situation. Mr. Ney reported that Mr. Crum has not made any final decisions about Library branch operations. Mr. Ney suggested that the Board wait until the City Manager presents the FY 2002-03 budget to the City Council in December before taking further steps regarding the Board of Trustees preferred Library budget. Old Business Mr. Ney reported that the Community Development Block Grant hearing for the design, build out, and move of the South Branch library to the Dempster -Dodge shopping plaza is scheduled for October 30th. Mr. Ney would appreciate support form the Board. The actual allocation of funds by the CDBG committee gill be November 15'. The Public Meeting on branch location has been rescheduled for Monday, November 5"". The Board asked Mr. Ney to share citizen letters he has received regarding the proposed move with Board members. Vice President Prout's Report Mr. Prout reported that the financial reports will be available next month. Friends' Report Ms. DeWoskin reported on the September 25' Evanston Library Friends' meeting. Family Night is November 2'. Board members were asked to sign up to work at the fall book sale on Saturday, October 27t'. Ms. DeWoskin parised the commedia dell'arte performance arranged by Jean Baron for the Library's Community Meeting room on October 14t'. Library Director's Report After consideration, the Board agreed to cancel the meeting that was scheduled for Thanksgiving Eve, November 21st. There Is no meeting scheduled for the third Wednesday in December. Instead the Board will meet at 7:30 PM on Wednesday, December 5th, Mr. Ney was pleased to report that the Library had received a gift of $5000 for the purpose of funding adult programs for the year. New Business Mr. Ney recommended that the Board approve a new fee for printing copies from the Library's public -access computers. The "pay for printing" system is not yet operational, but is expected to be ready soon. Mr. Ney requested that a fee of S.10 per page be approved for computer printing. Trustee DeWoskin moved and Trustee Jordan seconded, MSP - Approve adding a fee of $.10 per page for computer printing to the Library's schedule of fees. Passed unanimously on a voice vote. Board members expressed their pleasure at the success of the October 121' donor event. Lynda Barry was a delightful speaker, and Board members felt the event had an air of elegance. Mr. Ney informed the Board that Lynda Bang had declined the honorarium for her presentation at the donor event. The Board directed that the funds should be used to purchase books for the Library's collection in her honor. Trustee Rosenthal moved and Trustee DeWoskin seconded, MSP - To use the honorarium declined by Lynda Barry to purchase books in her name for the Library's collection. Passed unanimously on a voice vote. Some suggestions for future events were: 1. have a free, public event at a hotel, with a reception afterward for donors (others preferred having it in the Library) 2. check the Northwestern and Fortnightly calendars in advance; 3. make reminder calls to those who plan to attend. The meeting adjourned at 9:00 p.m. Respectfully submi ttes Ca enne-P. Tod , executive Secretary Evanston Public Library Evanston Public Library Board of Trustees Minutes of the Board Meeting December 5, 2001; 7:30 P.M. Library Board Room Approved January 16, 2002 Members Present: Linda DeWoskin, Jonathan Fischel. Jean Perry, Stephen Prout, Judith Rosenthal, John Sagan, John Vail, and Junko Yokota Members Absent: Sharon Jordan Staff Present: Neal Ney, Paul Gottschalk, and Kate Todd Cali 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 October 17, 2001, as corrected. Passed unanimously on a voice vote. Old Business Budget FY 2002 — 2003 Mr. Ney reported on last night's 2002-2003 Budget presentation, in which the City manager proposed closing both branch libraries. The Board discussed the City Manager's budget and their strategy for attempting to secure full funding for the branches. Board President John Sagan will transmit the Board's budget to the City Council. (It was transmitted to the City Manager earlier.) Mr. Sagan will also appear before the City Council on Monday, December 17th during the public comment period to advocate for the Board's budget. Mr. Sagan will send a guest essay encouraging full funding for Library services to the Evanston Review. Trustee DeWoskin will prepare an article for the ELF newsletter about the Library's budget and will encourage ELF members to write or call their aldermen about the budget. Board members agreed to call their own aldermen. Several Board members reported receiving questions from citizens about the possibility of establishing the Library as a separate taxing district. The Board asked the director to prepare a report on the advantages and disadvantages and methods of converting the Library to an independent library district. South Branch Mr. Ney reported that he had responded to all letters he had received regarding South Branch and branch closings, and he would respond to those who sent letters to Board members as well. The letters received at the Library are available for Board members to look over. Mr. Sagan reported that he had responded to St. Athanasius music teachers and Willard teachers about North Branch. The Board reviewed the data gathered at the two public meetings about the location of South Branch. Mr. Ney reported that it was his understanding that the Board would be invited to appear before the City Council's Human Services Committee in January to discuss the future of branch libraries. The Board agreed that until it was clear that the Library would still be in the branch business after March 1 st, there was little that could be done concerning finding a better location for South Branch. Vice President Prout's Report Mr. Gottschalk reported that the October 31.2001 financial reports showed that the Library is modestly under budget in operating expenses, while being modestly over budget in operating revenue. The fall book sale cleared over $1 b,000, a great accomplishment. Mr. Vail reported that the Endowment Fund is eaming approximately 7.5% this year, in contrast to last year's 2.8%. This is a notable achievement since the goal for this fiscal year had been only 4%. Friends' Report Ms. DeWoskin reported that the Friends have a number of exciting programs coming up. The honorary street name resolution for Don Wright was passed at their last _ meeting. Library Director's Report Mr. Ney referred the Board to his written report, noting the lengthy incident report. He said that fall and spring times are usually the most troublesome. Despite a couple of= rough evenings, he felt that this fall was quieter than most. New Business Meeting Schedule for 2002 Trustee Yokota moved and Trustee DeWoskin seconded, MSP — approval of the following Library Board of Trustees meeting schedule for 2002: January 16, February 20, March 20, April 17, May 15, June 19, July 17, August 21, September 18, October 16, November 20, and December 18. All meetings will begin at 7:30 PM. Passed unanimously on a voice vote. Honorary Street Name Trustee DeWoskin moved and Trustee Perry seconded, MSP — approval of a resolution asking the City Council to honor former Library Director Don Wright by designating Orrington Avenue between Church Street and Clark S!ieet with an honorary street name. The resolution will be forwarded to 1st Ward Alderman Arthur Newman, who must introduce the matter to the City Council. Passed unanimously on a voice vote. Board members thanked and congratulated Ellen Newcomer and Jean Perry for managing the current Fund for Excellence campaign. The meeting adjourned at 9:00 p.m. Respectful) ubmitted, n Catherine A. Todd. Executive Secretary Evanston Public Library d CVAf1ST1'1 -PUBLIC L I B K A K Y Church & Orrington. t-,ansion. lihnois 60201 1'hone: 1847�866.030(1 f ,oc =-- 66-011 3 Resolution Requesting an Honorary Street Name for Ddnald E. Wright WHEREAS, Donald E. Wright sery d the Evanston PuZof ary as its Director from 1967 through 1992, and WHEREAS, Mr. Wright passed away o arch 2nd at 70, and WHEREAS, Mr. Wright's leadership was cr cial i securing for Evanston the beautiful library building that has served the communt nce 1994. and WHEREAS, Mr. Wright represented his libr a his community well in the larger library community by taking an active lea rship to in a number of professional organizations including the presi ency of the Ilinois Library Association in 1972, the presidency of the Library Admi stration and nagement Association in 1978, and the chairmanship of the Illino delegation to the ite House Conference on Library and information Services i 979, and WHEREAS, Mr. Wright shared �s infectious lave of books, ading, and libraries with a countless number of eop(e within both his communi nd his profession, and - WHEREAS, Mr. Wright as active in a number of Evanston orga izations including Rotary, Northminister resbyterian Church, the Foster Reading C ter, and area garden clubs, NOW THERE RE 6E IT RESOLVED, that the Evanston Library Bo d of Trustees does ,equ t that the City of Evanston designate Orrington Avenue between Church Str et and Clark Street with an honorary street name for Donald 1% Wright. Approved this 5`" day of December 2001 Frefent )ecretary Evanston Public Library Board of Trustees Minutes of the Board Meeting January 16, 2002; 7:30 P.M. Library Board Room Approved February 20, 2002 Members Present: Linda DeWoskin, Jonathan Fischel, Sharon Jordan, Jean Perry, Stephen Prout, Judith Rosenthal, John Sagan, and Junko Yokota Members Absent: John Vail Staff Present: Neal Ney, Paul Gottschalk. Kate Todd, Sally Schwarzlose, and Connie Heneghan Call to Order President Sagan called the meeting to order at 7:30 p.m. Comment from Citizens President Sagan opened the meeting with an explanation to visitors that the Library Board opposed closing branch libraries and reported that an alderman had indicated that closing the branches would be removed from the City's budget considerations. Then five of the eight visitors addressed the Board, all in support of maintaining North Branch. Approval of the Minutes Trustee DeWoskin moved and Trustee Perry seconded, MSP -- Approval of the Minutes of the Library Board meeting held on December 5, 2001, as corrected. Passed unanimously on a voice vote. Old Business Budget FY 2002 — 2003 The Board reviewed Mr. Ney's budget memos and asked some questions. Several Board members congratulated the staff on doing so well with so much less funding than surrounding libraries. Board members also expressed concern about the proposed plan to give a lower salary increase for non -union staff than for union employees and worried about the impact on staff morale. Board members expressed concern over maintaining branch services if it necessitated a reduction in funding for the Main Library and felt some sort of long-term solution was needed. Board members will be advised if the Library branches are removed from the City's budget cuts on January 19t', for there r would then be no need for Board members to attend the City budget meeting on January 26, 2002. President Sagan's Report President Sagan stated that he had already given the essence of his report prior to the comments from citizens earlier in the meeting. Vice President Prout's Report The November 2001 financial statements were reviewed. Mr. Gottschalk reported the Xerox bond had been sold for a very good price. He also noted appreciation for a S10,000 gift to the Library Endowment from the Vail Family Foundation. Friends' Report Trustee DeWoskin reported that the Evanston library Friends had a holiday party in December and no minutes were available at this time. Library Director's Report Mr. Ney referred the Board to his written report, noting that the lengthy incident report was for 2 months. Thanks to an anonymous gift the Library will be offering a new series of adult programs this year. New Business Disposal of Branch Collections The Board declined to take action on a plan for the disposal of branch collections and equipment. Review of Facilities Policy The Board reviewed the facilities policy and approved staff recommended changes. Trustee DeWoskin moved and Trustee Rosenthal seconded, MSP — Approval of the Facilities Policy as recommended in Mr. Ney's memo dated January 7. 2002. Passed unanimously on a voice vote. Revision of Strategic Plan The Board agreed to delay beginning to revise the "Strategic Plan" until after the City's budget is approved. Page 2 Holiday Closings Trustee DeWoskin moved and Trustee Perry seconded, MSP — Approval of the schedule of holiday closings in Mr. Gottschalk's memo dated January 8, 2002. Finally, Trustee DeWoskin suggested that Library's debt service be included with Library financial statements, so that these figures would be readily available for Board members. She also suggested that Library payroll taxes, FICA, etc, be included so that Board members would be knowledgeable about the entire cost of providing Library service. The board agreed to talk about this further in April or May. Adjournment There being no further business, the meeting was adjourned at 8:30 p.m. Re spdFful.,Isubr�r t' ted� Catherine A. Todd, Executive Secretary Evanston Public Library Page 3 Evanston Public Library Board of Trustees Minutes of the Board Meeting February 20, 2002; 7:30 P.M. Library Board Room Approved March 20, 2002 Members Present: Linda DeWoskin, Jonathan Fischel, Sharon Jordan, Stephen Prout, Judith Rosenthal, John Vail, and Junko Yokota Members Absent: Jean Perry, John Sagan Staff Present: Neal Ney, Paul Gottschalk, and KateTodd Citizen Present: John Madden Call to Order Vice -President Prout called the meeting to order at 7:35 p.m. Approval of the Minutes Trustee DeWoskin moved and Trustee Jordan. seconded, MSP — Approval of the Minutes of the Library Board meeting held on January 16, 2002, as written. Passed unanimously on a voice vote. Old Business Budget FY 2002 — 2003 In response to a request made by Alderman Rainey, the Board reviewed Mr. Ney's draft of budget memo # 98, discussing the implications of potential non -personnel cuts in the Library's budget. At this time, the budget package being considered by the City Council includes a larger property tax increase and fewer cuts than originally proposed by the City Manager. Board members expressed concern over expenditures for Library materials due to the last City spending freeze. For example, it was noted that due to the spending freeze only 57% of the Children's Department materials budget had been spent in FY2001-02 to date. Board members expressed appreciation to citizens for their comments and participation in the budget process. Vice President Prout's Report Due to the spending freeze, expenditures for materials and computer equipment are below budget. Revenue is above budget, and the Library is spending as much as possible from the Gift Book Fund and Fund for Excellence. Members asked Mr. Ney to prepare a memo on the Library's schedule and plan for expending the materials budget in FY 2002 - 03. Friends' Report Trustee DeWoskin reported that the Evanston Library Friends Annual Meeting will be held March 100 at 2 p.m., at which Evanston mystery author, Sharon Fiffer, will speak. Evanston's independent bookstores are offering 10% discounts to ELF members. Neal will facilitate a planning process for ELF to assist them to renew and focus for the future. Library Director's Report Mr. Ney referred the Board to his written report. Mr. Gottschalk gave details of two recent incidents for board clarification. New Business Fund for Excellence Allocations The Board considered the proposed expenditure of S115,000 of Fund for Excellence monies in FY 2002 — 03. Trustee DeWoskin moved and Trustee Jordan seconded, MSP — Approval of the Fund for Excellence allocations as recommended in Mr. Ney's memo dated February 13, 2002. A copy of the memo is attached. Passed unanimously on a voice vote. Endowment Fund Allocations The Board discussed the allocation of Endowment Fund income for FY 2002 - 03. The Board indicated that its first priority was to hire a contract development person to assist the Library with grant writing and fundraising. The Board also asked Mr. Ney to reserve a portion of the Endowment Fund income to implement a plan to expand the space available for juvenile collections. (Alternatives to expand the room available for the juvenile collections are being studied at present, but plans will not be available for some time.) Mr. Ney is to present proposed Endowment Fund allocations at the March meeting. Page 2 New Non -Resident Law Card The Board voted to approve participation in the North Suburban Library Systems non- resident reciprocal borrowing program. This program is the result of a new state law that extends reciprocal borrowing privileges to those who purchase non-resident cards. Non-resident cards must be purchased at the library closest to the non-resident's home. Under this law the Evanston Public Library will not be permitted to sell non-resident cards. The Library's practice of selling "local use" cards to Chicago residents who do not wish to be bound by the Library's three item restriction may continue under this law. Trustee Vail moved and Trustee Rosenthal seconded, MSP — Approval of participation in the North Suburban Library Systems non-resident reciprocal borrowing program as described in Mr. Ney's memo of February 13, 2002. Passed unanimously on a voice vote. Adjournment There being no further business, the meeting was adjourned at 9:00 p.m. Respectfully submitted, r �---- Cat Brine A. Todd, Executive Secretary Evanston Public Library Page 3 Evanston Public Library Board of Trustees Minutes of the Board Meeting March 20, 2002; 7:30 P.M. Library Board Room Approved April 17, 2002 Members Present: Linda DeWoskin, Jonathan Fischel, Jean Perry, John Vail, and Junko Yokota Members Absent: Sharon Jordan, Stephen Prout, Judith Rosenthal, John Sagan Staff Present: Neal Ney, Paul Gottschalk, and Kate Todd Citizen Present: Henry Owen III Call to Order Trustee Vail moved and Trustee DeWoskin seconded, MSP — Election of Jean Perry as President Pro Tern in the absence of Library Board officers. Passed unanimously on a voice vote. President Pro Tern Perry called the meeting to order at 7:35 p.m. Approval of the Minutes Trustee DeWoskin moved and Trustee Yokota seconded, MSP — Approval of the Minutes of the Library Board meeting held an February 20, 2002, as written. Passed unanimously on a voice vote. Old Business Budget FY 2002 — 2003 Mr. Ney reported that the Evanston City Council approved the FY 2002-03 Budget at its last meeting. Mr. Ney explained that the original budget had been vetoed by Mayor Morton due to inequities in pay increases for union vs. non -union employees. After amending the budget to increase non -union salaries by .5%, the City Council voted to approve the amended budget. Financial Report Mr. Gottschalk reported that the financial reports for the year ending February 28, 2002 should be available at the next Board meeting. The Library is still paying bills from FY2001-02 and reports from the City are needed in order to finish the Library financial statements. The return on the Library's Endowment Fund for the last fiscal year was excellent - 8.9% for the year. The Endowment Fund Committee is to be congratulated. Friends' Report Trustee DeWoskin reported that the Evanston Library Friends have scheduled a long- range planning retreat to take place in May here at the Library. The Annual Meeting with author Sharon Fiffer was a success. The Friends are very excited about the Children's Room project, and have offered to assist with fund raising. Library Director's Report Mr. Ney noted that invitations to the LACONI Trustee and Librarian Dinner had been distributed to Board members. He asked Board members to notify him if they are interested in attending and the Library will make the arrangements. Mr. Ney referred the Board to his written report. He noted that Circulation Is up 4.6%; Questions are up 7.74%; Visitors are up by 1.6%; and Web hits are up by over 56.3% since the previous year. New Business Timetable for Expending Materials Funds In Mr. Prout's absence, it was decided to take no action on this item. It was decided that a meeting with the City Manager might be prudent to explain the Library's materials ordering situation and the impact of a spending freeze in the latter half of the fiscal year. It was suggested that John Sagan and one other Board member meet with the City Manager as soon as a meeting can be arranged. Trustee Yokota offered to meet with the City manager and Trustee Rosenthal was also suggested. Endowment Fund Allocations Prior to considering the Endowment Fund Allocations, Mr. Ney mentioned that he had not included a Library allocation of $5,000 to Reeltime. This allocation was stipulated by the Block Museum as a condition of the Block's $5,000 grant to Reeltime. Mr. Ney recommended that the $5,000 Reeltime allocation be made from book sale income. Trustee Yokota moved and Trustee DeWoskin seconded, MSP — Approval of a $5,000 allocation of book sale income to Reeltime as a match for the Block Museum grant. Page 2 Passed unanimously on a voice vote. The Board considered the proposed expenditure of 5113,000 of Endowment Fund monies in FY 2002 — 03. Trustee Vail indicated that the amount listed for the Development Contract might be too low, however, raising the Development Contract would require lowering the allocation for the Children's Room Expansion. It was suggested that the Development Contract and the Children's Room Expansion be allocated as a range, which would total $95,000 for the two projects. Trustee Yokota moved and Trustee Vail seconded, MSP — Approval of a $113,000 Endowment Fund allocation as recommended in Mr. Ney's memo dated March 14, 2002, including: Juvenile Programs - $5,000; Juvenile Outreach - $5,000; Allowance for Donor Event, Graphics, and Adult Programs - $8,000. The Board also reserved $95,000 of endowment fund income to be used for two purposes: a) Contract with a development professional, b) For the expansion of the Children's Room. These latter funds will not be expended without additional approval by the Board. A copy of the memo is attached to these minutes. Passed unanimously on a voice vote. South Branch Lease The Board discussed a new, two-year extension of the South Branch lease, which can be terminated by the City of Evanston (the lessee) with 150 days written notice. This would permit the City to move South Branch if such a decision were made before the end of the lease. The annual rent is $45,240, which is a 10% increase. Part of the increase includes the new awnings, which were just installed and paid for by the landlord. Trustee DeWoskin moved and Trustee Yokota seconded, MSP — Approval of extension of the South Branch lease for 2 years as described In Mr. Gottschalk's memo dated March 14, 2002. Passed unanimously on a voice vote. Deposit Collection at the Levy Center The Board voted to approve allocation of $5,000 of book sale money for a deposit collection at the new Levy Center. These funds would be used to purchase large print books, which will be deposited permanently at the Levy Center. The Levy Center will furnish and manage the room. Trustee DeWoskin moved and Trustee Fischel seconded, MSP — Approval of a $5,000 allocation from book sale income for a deposit collection at the Levy Center. Page 3 Passed unanimously on a voice vote. Adjournment There being no further business, the meeting was adjourned at 8:15 p.m, ReVectfuily submitted, Catherine A. Todd, Executive Secretary Evanston Public library Page 4 Evanston Public Library Board of Trustees Minutes of the Board Meeting April 17, 2002; 7:30 P.M. Library Board Room Approved May 15, 2002 Members Present: Linda DeWoskin, Jonathan Fischel, Sharon Jordan, Jean Perry, Stephen Prout, Judith Rosenthal, John Sagan, John Vail and Junko Yokota Staff Present: Neal Ney, Paul Gottschalk, and Kate Todd Citizen Present: Henry Owen III Call to Order Board President Sagan called the meeting to order at 7:30 p.m. The Board viewed a brief videotape of the ABC World News Tonight story on the Child Internet Protection Act, which had been filmed in part here in the Evanston Public Library. Approval of the Minutes A typographical error on page 3 of the March 20, 2002 minutes was noted. Trustee DeWoskin moved and Trustee Fischel seconded, MSP — Approval of the Minutes of the Library Board meeting held on March 20, 2002, as corrected. Passed unanimously on a voice vote. Old Business Library Districts Board members discussed a memo about the process of converting from a municipal library to a library district and the advantages and disadvantages of such a conversion. Board members decided to continue to explore the option. Board members asked Mr. Ney to arrange for someone from the North Suburban Library System or the State Library to come speak to the Board about the implications of converting to a library district. d i President's Sagan's Report President Sagan thanked all those who made an effort to preserve full funding for the Library during the recent budgeting process. Mr. Ney, Trustee Rosenthal and President Sagan will meet on April 30, 2002 with City Manager, Roger Crum, to discuss the effects of City budget freezes on the Library's collection. President Sagan reported that this would be Trustee Jordan's last meeting and thanked her for her service on the Library Board. She and her husband are moving to Lincolnwood, Ms. Jordan has submitted her resignation to the Mayor. Vice President Prout's Report Mr. Gottschalk presented the financial reports for the year ending February 28, 2002, which showed expenditures were $120,000 below budget, due to the City's spending freeze. Revenue for the year was above budget by $28,000. The excellent return of 8.8% for the year on the Endowment Fund was noted. Friends' Report Trustee DeWoskin reported that the Evanston Library Friends are very excited about the Children's Room project, and have offered to raise money for this project. The ELF Board planning meeting is scheduled to take place from 9:30 a.m. to noon on May 18t' here at the Library. All Trustees are invited. Library Director's Report Mr. Ney referred Board members to his written report. Mr. Ney also noted that branch libraries and library customer service might be a future agenda item for the City's Human Services Committee. New Business Nominating Committee Board members approved a nominating committee consisting of Trustees Yokota, Vail, and Perry. 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 st. Trustee - DeWoskin moved and Trustee Fischel seconded, MSP — Approval of the Nominating Committee as listed above. Passed unanimously on a voice vote. Page 2 = Local Use Fee Trustees voted to increase the non-resident local use fee to S110 effective May 1, 2002. Trustee Vail moved and Trustee DeWoskin seconded, MSP — Approval of a S110 Local Use Fee. Passed unanimously on a voice vote. Book Safe Trustee Perry passed around a sign-up sheet for Board members to volunteer to work at the May book sale. The book sale will run from Thursday, May 9 through Sunday, May 12. Adjournment There being no further business, the meeting was adjourned at 8:30 p.m. ,Respectfully submitted, (:�,7a nne A. Todd, Executive Secretary Evanston Public Library Page 3 Evanston Public Library Board of Trustees Minutes of the Board Meeting May 15, 2002; 7:30 P.M. Library Board Room Approved June 19, 2002 Members Present: Linda DeWoskin, Jonathan Fischel, Jean Perry, Stephen Prout, Judith Rosenthal, John Vail and Junko Yokota Members Absent: John Sagan Staff Present: Neal Ney, Paul Gottschalk, and Kate Todd Visitors Present: Jane Shaw Alex Todd Citizens Present: Marybeth Schroeder Paula Twilling Call to Order Vice -President Prout called the meeting to order at 7:32 p.m. Approval of the Minutes Board members asked that the phrase "expressed doubts about the wisdom of converting to a library district, but" be deleted form the second sentence of the paragraph under Library Districts. Trustee DeWoskin moved and Trustee Rosenthal seconded, 1r1SP — Approval of the Minutes of the Library Board meeting held on April 17. 2002, as corrected. Passed unanimously on a voice vote. Old Business Library Districts Board members listened to presentations from library consultants Alex Todd and Jane Shaw about the pros and cons of converting to a library district. Board members discussed the issues and ramifications presented. The consultants recommended against Evanston's conversion to a library district for the following main reasons: 1) the implications of tax cap legislation; 2) Evanston's lack of large, unimproved areas of land to annex; and 3) the City's ownership of the Main Library building. Nominating Committee Trustee Yokota gave the Nominating Committee report, recommending the slate of officers for the 2001-02 year. Trustee Rosenthal moved, and Trustee Fischel seconded: MSP — Election of the following slate of officers: President - John Sagan; Vice-president - Stephen Prout Secretary - Linda DeWoskin. Passed unanimously on a voice vote. Vice President Prout's Report Vice President Prout reported on the meeting with City Manager, Roger Crum, which was also attended by Trustee Rosenthal and Mr. Ney. Mr. Crum indicated that the most recent budget freeze was attributable to the 9111 catastrophe and did not foresee a budget freeze in the current fiscal year. Board members thought it was a fruitful meeting, and Mr. Prout will write a follow-up letter to Mr. Crum. It was suggested that Board members meet again with Mr. Crum nearer year-end. Paul Gottschalk reported to the Board that the Library's Endowment had received a S50,000 bequest from the estate of Elizabeth Anderson. Mr. Gottschalk also reported that the Spring Book Sale had earned S18,144, a new record. March and April financial statements will be available at the next Board meeting. Library Director's Report Mr. Ney introduced I•.larybeth Schroeder, who will replace Sharon Jordan on the Library Board Board members were invited to the Staff in -Service Day, May 22, 2002, and to the Friends Planning Day, May 18, 2002. Trustee DeWoskin asked if there was something the Board could do to express appreciation to Library staff. Mr. Ney will ask staff during the In -Service Day. New Business State Standards Board members reviewed the Illinois Public Library standards as discussed in Mr. Ney's memo of May 7, 2002. Page 2 Annual Report Board members reviewed the draft of the Annual Report for FY 2001 - 02. The approved report will be submitted to the Illinois State Library. Trustee DeWoskin moved and Trustee Rosenthal seconded, MSP — Approval of the Annual Report for FY 2001 - 02. Passed unanimously on a voice vote. NSLS Representative No change was made; Mr. Sagan remains the Evanston Library representative. Library Director Evaluation Board members were asked to complete the evaluation forms prior to the next Board meeting. Other Business Board members commended Mr. Ney and the Library staff in light of the complimentary fetter sent by Katie Leigh, Director of the ETHS Literacy Program. Adjournment There being no further business, the meeting was adjourned at 8:55 p.m. Resp?ctfully submitted, Cat enne A. d/Executive Secretary Evanston Public Library Page 3 t Evanston Public Library Board of Trustees Minutes of the Board Meeting June 19, 2002; 7:30 P.M. Library Board Room Approved July 17, 2002 Members Present: Jonathan Fischel, Jean Perry, Stephen Prout, John Sagan, Marybeth Schroeder, John Vail and Junko Yokota Members Absent: Linda DeWoskin, Judith Rosenthal Staff Present: Meal Ney, Paul Gottschalk, and Kate Todd Call to Order President Sagan called the meeting to order at 7:32 p.m. Welcome to New Board Member President Sagan welcomed new Library Board member, Marybeth Schroeder. Trustee Schroeder, who is the Executive Director of Leadership Evanston, gave the Board a report about the Leadership Evanston program. Approval of the Minutes Trustee Yokota moved and Trustee Fischel seconded, MSP — Approval of the Minutes of the Library Board meeting held on May 15, 2002, as written. Passed unanimously on a voice vote. Old Business Vice President Prout`s Report The Board discussed the most recent financial reports for the months ending March 31, 2002, and April 30, 2002. Paul Gottschalk reported to that the Library had received two gifts of $5,000 each for the Hirshfield Poetry Awards Fund. The Hirshfield family is seeking to bring the Hirshfield Fund's principal balance up to a level that will support the Poetry Awards in perpetuity. The cost of the Poetry Awards is approximately $2,200 annually. Friends Report Mr. Nay referred Board members to the minutes from the Friends' April meeting, and to the report from their May planning meeting. The Evanston Library Friends are a co- sponsor of the upcoming Max Allan Collins program. Library Director's Report Mr. Nay referred Board members to his written report and noted that Laura Dudnik and Susan Robertson were responsible for securing Bob Greene for his booktalk this month. Mr. Nay asked for volunteers to march in the July 4t' parade; Trustee Sagan volunteered. New Business Per Capita Grant Board members reviewed a draft of the Library's Per Capita Grant application. Typographical errors were noted on page 6. Trustee Vail moved and Trustee Perry seconded, MSP — Approval of a resolution authorizing the application for the annual Per Capita Grant, as corrected. Passed unanimously on a voice vote. Personnel Policy The Board reviewed the Library's Personnel Policy and directed staff to make certain modifications in the section referring to conference attendance by Library Board members. The policy will be on the agenda for the July Board meeting. Staff Recognition Program Board members discussed plans for a staff recognition program for all full and part time staff members, as outlined by Mr. Nay's memo of June 12, 2002. The program will mark 10, 15, and 20 years of service. Employees will receive a specially designed certificate, lunch, and a gift. Placing a specially designed bookplate in a new book added to the Library's collection will also mark their service. The awards will be distributed in December of each year at a luncheon. The City of Evanston service awards will be distributed at the same luncheon. Catch-up awards for all employees who have served at least 10 years will be distributed in December of 2002. Trustee Vail moved and Trustee Perry seconded, MSP -- Approval of a staff recognition program for all full and part time staff members. 11:1S11AREDIADN11NF3=d humors 42=35-19 dM Page 2 Passed unanimously on a voice vote. Young Adult Paperback Rack Trustee Yokota moved and Trustee Perry seconded, MSP — Approval of the expenditure of up to $875 in book sale funds for the purchase of a paperback rack for the Librarys young adult area. Approved unanimously on a roll call vote. Other Business Children's Room meeting Trustee f+ischel will meet with Mr. Ney, L. Dudnik, and J. Bojda on Saturday, June 22, 2002, to begin consideration of the Children's Room expansion. Trustee Yokota suggested that this is a good time to consider the purchase of permanent works of art for the Children's Room. Library Director Evaluation The meeting adjourned at 8:30 p.m. to Executive Session for the purpose of evaluating the Library Director's performance. �eoectfully submitte lt- .` Cat'fierine A. Todd, Ex utive Secretary ~ Evanston Public Library IVSIIARED•ADr~W14wrd RlinutcsW4)6-19.doc Page 3 Agenda Item IOA EVANSTOfl -PUBLIC LIBRARY Church & Arrington, Evansion, Illinois Phone: (847)866-0300 fax: (8.37)866-0�0201 13 Per Whereas, the Evanston Public Libt Illinois Public Library Per Ca Grant Resolution Board of Trustees wishes to apply for an Grant for fiscal year 2003, and Whereas, the deadline for this grant Opplication is July 15, 2002, and Whereas, the application deadline is Whereas, all of the information neces was not available prior to the J to the Board's July meeting, and r for the completion of the application meeting of the Board, Now Therefore Be It Resolved, that the Evanston Public Library Board of Trustees does authorize the Library Qirector, 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 June Library Board Packet, and 1 Be It Further Resolved, that copies of the completed application should be distributed to the Board following the submittal. I i` 1 Approved this 19"' day of June"2002 �1 Preside q4' Secretary d4— Evanston Public Library Board of Trustees Minutes of the Board Meeting July 17, 2002; 7:30 P.M. Library Board Room Approved September 18, 2002 Members Present: Linda DeWoskin, Jonathan Fischel, Jean Perry, John Sagan. Marybeth Schroeder, John Vail and Junko Yokota Members Absent: Stephen Prout, Judith Rosenthal Staff Present: Neal Ney, and Kate Todd Call to Order President Sagan called the meeting to order at 7:35 p.m. Approval of the Minutes Trustee Fischel moved and Trustee Schroeder seconded, MSP — Approval of the Minutes of the Library Board meeting held on June 19. 2002, as written. Passed unanimously on a voice vote. Old Business Library District Conversion Discussion of conversion to a Library District was postponed to the until the September meeting when Trustee Prout will be present, since Trustee Prout was the member of the Hoard who thought that it was important to come to closure on this issue. Personnel Policy Revisions After discussion, the revisions to the Library's Personnel Policy as outlined in Mr. Ney's memo of July 10, 2002, were amended as follows. The final sentence of Section 6.2 Conference Attendance, paragraph 3, was amended to read: "In certain circumstances, the Library Board may support this participation by reimbursing some or all expenses." Trustee DeWoskin moved and Trustee Perry seconded, MSP — Approval of the revisions to the Library Personnel Policy as amended. r Passed unanimously on a voice vote. President Sagan's Report President Sagan reported that the Library's participation in the 4`h of July Parade was an award -winning success once again. He also announced that Jean Perry and Marybeth Schroeder will co-chair the Fund for Excellence Campaign this year. Ellen Newcomer will assist as a consultant. Financial Report Mr. Ney referred Board members to the most recent financial report for the month ending May 31, 2002. Mr. Ney noted that the Library's income looked good. He reported that salaries are a bit high due to some large pay -outs to staff who were overdue on their reviews, and adult book purchases are too low and should be at 1/3 of budgeted expenditure at this time. He noted that the Endowment is doing fine; our bonds are very strong. Friends Report The Library Friends will sponsor and ice cream social at all branches of the Library on August 3, 2002, for all readers who completed the Library's Summer Reading Game. The Friends annual Fall Family Night will take place on Friday, November 15, 2002. Library Director's Report Mr. Ney referred Board members to his written report. He noted that the Library basement had experienced serious damage from a driver who drove into the garage wall, leaving a 4-foot hole. Fortunately no major structural damage was done. Repairs are underway, but will take some time. i Mr. Ney reported receiving very positive feedback on the two most recent author programs, featuring Bob Greene and Max Allan Collins. Both programs were well attended. The Bob Greene program had over 100 audience members, and was = televised and later broadcast on C-SPAN. New Business RFP for Development Assistance MW [AREDADNIN Hoard hltnutn'02-07-17.dot Page 2 Board members reviewed a draft of the Library's RFP for Development Assistance. The RFP was amended on page 3, in the paragraph "Growing the Library's Endowment," with the addition of a new sentence after the V sentence, stating: "The Board regards this as a minimum target.' Trustee Schroeder moved and Trustee DeWoskin seconded, MSP — Approval of the Library's RFP for Development Assistance as amended. Passed unanimously on a voice vote. Board members. John Vail and Jonathan Fischel, agreed to serve on the committee to review the proposals along with Neal Ney and Paul Gottschalk. Board members were asked to send suggestions to Mr. Ney of names of individuals who should receive copies of the RFP. Internet Access Policy The revised policy contains an explicit statement that the Library cannot insure the privacy of people who use the Internet to conduct business or for e-mail. The policy also contains a statement making it applicable to everyone who uses the Library's network to access the Internet, even if not using Library owned computers. This is in anticipation of the installation of a wireless network. Trustee DeWoskin moved and Trustee Vail seconded, MSP — Approval of the changes to the Library's Internet Access Policy as written in Mr. Ney's memo dated June 28, 2002. Approved unanimously on a voice vote. Budget Direction for FY2003 - 04 Board members began discussion of the budget for FY 2003 - 04. The following key components of the budget were identified. They are listed in priority order: a) an inflation increase in the materials budget of $22,400 or 4.4%, b) purchase of a server for the integrated library system at $23,000, c) adding two ten hour positions to the periodicals desk staff at a cost of S8,500, d) leasing a new office copier at a cost of $6,000, e) purchasing a pigeon deterrence system at a cost of S8,400, f) replacing a microfilm reader/printer at a cost of S11,500. Trustee DeWoskin moved and Trustee Perry seconded, MSP — Approval of the budget direction in Mr. Ney's memo of July 10, 2002. Passed unanimously on a voice vote. Board members instructed the Library Director to cancel the August 21st meeting of the Board, unless a meeting is necessary to provide further budget direction. Such a meeting would be necessary if the budget direction provided by the City Manager n `S1iAPEatAD.%11% B<utd tilEnutcs'42.07-17.doc Page 3 conflicts with the direction provided by the Board. The decision to cancel or proceed with the August Board meeting will be made on Monday, August 12th. Art for the Children's Room Board members appointed Trustee Yokota to chair a committee to select art for the Children's Room and asked Mr. Ney to appoint two staff members to serve on the committee. The committee will do some preliminary work to identify artists and to propose a budget. Actual selection of art works will be delayed until the plans for the remodeling of the Children's Room are complete. Trustee Sagan moved and Trustee Vail seconded, MSP — Approval of the establishment of a Children's Art Committee, chaired by Trustee Yokota. Approved unanimously on a voice vote. The meeting adjourned at 9:15 p.m. Respectfully submitted, Catherine A. Todd, Executive Secretary Evanston Public Library IVSHAREDIAMIRYBoanl Atinutcs%02-07•17_cSm- Page 4 Evanston Public Library Board of Trustees Minutes of the Board Meeting September 18, 2002; 7:30 P.M. Library Board Room Approved October 16, 2002 Members Present: Jonathan Fischel, Jean Perry, Stephen Prout, Judith Rosenthal, John Sagan, Marybeth Schroeder, John Vail and Junko Yokota Members Absent: Linda DeWoskin Staff Present: Neal Ney, and Kate Todd Visitors Present: Henry Owen Call to Order President Sagan called the meeting to order at 7:40 p.m. Approval of the Minutes It was noted that Mr. Ney gave the Financial Report, not Mr. Gottschalk as stated in the minutes. Trustee Perry moved and Trustee Fischel seconded, MSP — Approval of the Minutes of the Library Board meeting held on July 17, 2002, as corrected. Passed unanimously on a voice vote. Old Business Library District Conversion Board members reviewed their earlier discussions about conversion to a district library and decided not to pursue the matter at this time. President Sagan's Report President Sagan reported that Jean Perry and Marybeth Schroeder have agreed to co- chair the Fund for Excellence campaign this year. Board members were asked to sign up to assist with the upcoming book sale. Financial Report Mr. Ney referred Board members to the most recent financial reports for the months ending June 30, 2002 and July 31, 2002. Mr. Ney noted that the Library's income and expenses are on track for the year. He noted that orders for books and materials are proceeding as budgeted, however, expenses may appear low on the financial statements, since all outstanding bills have not been submitted or paid. Friends Report Mr. Ney reported that the Library Friends would meet tomorrow night. They are still trying to fill a few, important board positions, including that of Bookmark editor, Secretary and Membership Chairperson. Lee Cabot has agreed to serve as Treasurer. Library Director's Report Mr. Ney referred Board members to his written report. He noted the increase in Library sponsored events, for which he credited Glennis Lundberg, who volunteers as adult program coordinator. Also, these programs would not be possible without the funds for adult programming in the current budget. It was noted the Internet Access statistics on the Summary Service Report appeared to be in error. Kate Todd will correct this page of the report. New Business Development Assistance Board members discussed the proposals for development assistance received and the impending interviews with consultants. Members instructed the Library Director to issue a clarification to the consultants scheduled for interviews. The clarification would make clear that the Board is expecting hands on assistance in the fundraising process and not just coaching. Meeting with Human Services Committee Board members discussed the Board's October 7th appearance before the City Council's Human Services Committee. The Board reiterated its commitment to maintaining branch libraries. The Board also restated its desire to remodel and expand the Main Library's Children's Room. The meeting adjourned at 9:15 p.m. es ectfully sub Itte C-.�/ Catherine A. Todd, Exe0tive Secretary Evanston Public Library fi. si►�cp ao�it�;,u��a �rnut�: n�-0v, 8 d,x Page 2 Evanston Public Library Board of Trustees Minutes of the Board Meeting October 16, 2002; 7:30 P.M. Library Board Room Approved November 20, 2002 Members Present: Linda DeWoskin, Jonathan Fischel, .lean Perry, Stephen Prout, Judith Rosenthal, John Vail and Junko Yokota Members Absent: John Sagan, Marybeth Schroeder Staff Present: Neat Ney, Kate Todd Visitors Present: Henry Owen, a Gates Intern and graduate student at Dominican Library School. Call to Order Vice -President Prout 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 September 18, 2002, as written. Passed unanimously on a voice vote. Old Business Children's Room Art Selection Committee Trustee Yokota reported that the Children's Art Committee had met and is in the process of establishing guidelines. Mr. Ney will provide the committee with information about the Library's current art policy regarding the process for approving art for display at the Library. Budget for FY2003 - 04 Mr. Ney reported on the most recent budget information received from the City Manager's office. Board members reviewed the budget as submitted by the Library Director to the City Manager. Mr. Ney reported that the City Is facing a budget deficit of between $4 and S6 million. He indicated that the City Manager had not yet asked the Library to make any programmatic cuts. Financial Report Mr. Ney referred Board members to the most recent financial reports for the six months ending August 31, 2002. Mr. Ney noted that the Library's income and expenses are on budget for the year. Once again, Board members commended the Investment Committee for the performance of the Library's Endowment Fund. Friends Report Trustee DeWoskin reported that Family Night is coming up on Friday, November 15, 2002. The fall book sale went well, earning over $16,000. The next sale will be a holiday sale on December 6, 7 and 8 for which help is needed. Library Director's Report In addition to his written report, Mr. Ney reported that it is likely that the Human Services Committee will expect the Library Board to appear at their meeting on November 4th at 7 p.m. to talk about the status of branch libraries and customer service in the library's children's room. The Library Board's October appearance was canceled when the meeting was canceled. The committee chair has recently changed and the make up of the committee is changing. Mr. Ney will keep the Board informed about this meeting. New Business Fines, Fees, Loan Periods, and Hours of Operation The Board reviewed the Library's policy on fines, fees, loan periods, and hours of services and made no changes. Trustee DeWoskin moved and Trustee Rosenthal seconded, MSP — Approval of the Library's Fines, Fees, Loan Periods, and Hours of Services as written in Mr. Ney's memo of October 8, 2002. Passed unanimously on a voice vote. Development Assistance The committee interviewing development consultants made a brief report and expects to make a recommendation at the November meeting. HASHAnD1ADMIN',13aard biinutcs'0I.10.16,doc page 2 Review and Evaluation of Donor Event The Board evaluated the Donor Event that took place on October 4th and made some recommendations for next year's event. It was suggested that desserts and coffee might be more appropriate for that hour of day. The meeting adjourned at 8:55 p.m. Respectfully submitted, l Catherine A. Todd;executive Secretary Evanston Public Library 10SUAR-MA0*r11N1i3oird MinutcM-10-14.doc Page 3 Evanston Public Library Board of Trustees Minutes of the Board Meeting November 20, 2002; 7:30 P.M. Library Board Room Approved January 15, 2003 Members Present: Linda DeWoskin, Jonathan Fischel, Stephen Prout, Judith Rosenthal, John Sagan, and Marybeth Schroeder Members Absent: Jean Perry, John Vail and Junko Yokota Staff Present: Neal Ney, Kate Todd Visitors Present: Henry Owen, a Gates Intern and graduate student at Dominican Library School James Fisher, Medill School of Journalism student Call to Order President Sagan called the meeting to order at 7:35 p.m. Report from Outreach Librarian Rick Kinnebrew gave the Board a detailed review of outreach projects he has undertaken during the past year. Board members congratulated Mr. Kinnebrew on his valuable community -wide programs. Approval of the Minutes Trustee DeWoskin moved and Trustee Fischel seconded, MSP -- Approval of the Minutes of the Library Board meeting held on October 16, 2002, as written. Passed unanimously on a voice vote. Old Business Budget for FY2003 - 04 Mr. Ney reported on the most recent budget information received from the City Manager's office. Board members discussed the budget at some length and reaffirmed the Board's commitment to oppose any cuts to the Library's proposed budget. Board members noted the increasingly large disparity between Evanston's per capita expenditure for Library service and the expenditures of our nearest neighboring communities. Board members also mentioned concern for the Library's successful fund raising efforts, which could be jeopardized if the Library budget receives excessive cuts in the City's 2003-04 budget. Authorization to Enter into a Contract for Development Assistance Board members discussed entering into a contract with development consultants Margaret Bergan Davis and Susan Murphy. This contract will be paid for from income generated by the Library's Endowment Fund. Trustee Schroeder moved and Trustee DeWoskin seconded, MSP — That the Evanston Public Library Board of Trustees authorize the Board President and Library Director to enter into a contract on behalf of the Evanston Public Library with Margaret Bergen Davis and Susan Murphy for the provision of development consulting services to the Library. Said contract should have a beginning date of January 2003. should be for a period of two years, should have a provision for a review by both parties at the end of the first year, and should have a thirty day cancellation clause for both parties. The annual contract amount of S62,770 is to be paid from income generated by the Evanston Public Library's Endowment Fund. Passed unanimously on a roil call vote. Mr. Ney was instructed to invite Ms. Bergen Davis and Ms. Murphy to the January Board meeting. President Sagan's Report President Sagan noted that he had been asked about the recent move of the Walter Burt Adams painting from the P to the 41' floor. He also noted that he continues to receive patron support for the branch libraries. Financial Report Mr. Ney referred Board members to the most recent financial report for the month ending September 30, 2002. Mr. Ney noted that the Library's income and expenses are on budget for the year. In regard to a question from Board members, Mr. Ney indicated that the increase in income from video and dvds in the proposed budget is due to the Library's experience over the past 12 months. Friends Report Trustee DeWoskin reported that Family Night held last Friday, November 15U' had been a tremendous success. It was estimated that over 500 people attended. The holiday book sale Is coming up on December 6, 7 and 8 for which a sign up sheet was passed around to Board members. The Elf Board is still trying to fill some key positions. H S11ARED1ADh11N�Bmrd Minutes a2.11.20 doc Page 2 Concern was again voiced that donors are confused about the difference between the Library's Fund for Excellence and the Library Friends. Library Director's Report Mr. Ney referred Board members to his written report, highlighting two new initiatives from the Reference department. Generations on LineTm for senior citizens and the recent availability of online access to the Library's reference databases from home are seen as significant improvements in Library service. Mr. Ney will invite Lesley Williams, head of Information Services to the next board meeting for further details about online reference services. New Business Review of Volunteers and Friends Policies The Board reviewed the Library's policy on Volunteers and Friends and made no changes. Trustee DeWoskin moved and Trustee Fischel seconded. MSP — Approval of the Library's policy on Volunteers and Friends unchanged as written in Mr. Ney's memo of November 11, 2002. Passed unanimously on a voice vote. December Board Meeting The Board agreed to cancel the Board meeting scheduled for December 18, 2002. Trustee DeWoskin moved and Trustee Sagan seconded, MSP — Approval to cancel the Board meeting scheduled for December 18, 2002. Passed unanimously on a voice vote. Meeting Schedule for 2003 The Board approved the following meeting schedule for 2003: January 15, February 19, March 19, April 16, May 21, June 18, July 16, August 20, September 17, October 22, November 19, and December 17. All except for the October date are the third Wednesday of the month. Trustee DeWoskin moved and Trustee Rosenthal seconded, MSP — Approval of the 2003 Board meeting dates as listed above. Passed unanimously on a voice vote. W SHARMADMIN Board Minures'42-1t-20.doc Page 3 Hennen's American Public Library Rating index Mr. Ney explained to Board members that the Hennen Index is a very good tool for assessing how well the Library is performing in a number of critical areas on a national scale. He reported that overall the Evanston Library looks very good in this report. It is only when we compare ourselves to our immediate neighbors to the north and west that we appear wanting. The meeting adjourned at 9:30 p.m. Respectfully submitted, Catherine A. Todd, E ecutive Secretary Evanston Public Library F WISNAREDUDNI:NSurd AlinutcsW-1 1-20.doc Page 4 Evanston Public Library Board of Trustees Minutes of the Board Meeting January 15, 2003; 7:30 P.M. Library Board Room Approved February 19, 2003 Members Present: Linda DeWoskin, Jonathan Fischel, Jean Perry, Stephen Prout, Judith Rosenthal, John Sagan, Marybeth Schroeder, John Vail and Junko Yokota Staff Present: Neal Ney, Paul Gottschalk, Kate Todd Visitors Present. Karl Banach, Alice Conners. Scott Gill, John Harris, Beverly O'Malley, and Julie McWilliams from Koenig & Strey Realtors Henry Owen, library student at Dominican Library School Dalia Naaman, The Daily Northwestern Call to Order President Sagan called the meeting to order at 7:33 p.m. Gift Acceptance President Sagan accepted a contribution of $1,700 from Keonlg & Strey Realtors, 2528 Green Bay Road, Evanston. Mr. Sagan thanked the representatives of Koenig & Strey for their continuing annual support of the Library, noting that the Library is especially grateful for the strong support of Evanston's business community. This gift has been made specifically to support the collections at the North and South Branch libraries. Training Room Visit and Demonstration Board members and friends visited the new 3`° floor Training Room for a demonstration of databases that the Library has available over its web site. Lesley Williams, Head of Information Services gave a hands-on presentation and passed out the Info to Go flier, which details the Library's online services. Approval of the Minutes Trustee DeWoskin moved and Trustee Rosenthal seconded, MSP — Approval of the Minutes of the Library Board meeting held on November 20, 2002, as written. Passed unanimously on a voice vote. Old Business Budget for FY2003 - 04 Board members discussed the City Manager's proposed budget for FY 03 - 04. Library Board President John Sagan will speak in opposition to the closing of South Branch at the public hearing on the City's budget scheduled for February 3, 2003. Several other Board members will attend the meeting and will urge others to attend the meeting. While Board members realize budget cuts may be required for this coming fiscal year, members also feel strongly that Evanston's Library is currently underfunded by comparison to neighboring communities. Vice President Prout's Report The financial statements ending November 30, 2002 were presented. Mr. Gottschalk reported that operating expenses are currently 3% under budget while operating revenues are 10% over budget. Mr. Gottschalk also reported that the Endowment Fund continues to do well. A December gift of 515,000 from the Vail Family Foundation was gratefully noted. 534,000 has been raised by the Fund for Excellence Campaign through the end of December. The Evanston Library Friends allocated $5,000 to the Fund for Excellence at their December meeting. Friends Report The December business meeting was short, but plans are underway for the ELF Annual Meeting in April. Library Director's Report Board members discussed Mr. Ney's written report and noted the increased number of incidents. Mr. Ney reported that he had sent out 91 thank you letters this year to Library volunteers. New Business Main Children's Room Design Concepts Board members reviewed design concepts for the expansion of the Children's Room and the relocation of the adult browsing collections to the second floor. Board members were pleased with the progress, and thanked Trustee Fischel and his staff for putting the designs together. It was suggested that board members consider visiting other libraries, such as the Milwaukee Library, which have appealing children's spaces. Training Room Policy The Board reviewed a policy to govem the Library's new computer training room. Trustee DeWoskin moved and Trustee Schroeder seconded, 11 'SHAREDAMlKOaard 1lrnuies 03-01-1 S doc Page 2 MSP — Approval of the Library's Training Room Policy unchanged as written in Mr. Ney's memo of January 9, 2003. Passed unanimously on a voice vote. 2003 Holiday Closings The Board reviewed the 2003 Holiday Closing Schedule. Trustee DeWoskin moved and Trustee Perry seconded, MSP — Approval of the 2003 Holiday Closing Schedule as presented. Passed unanimously on a voice vote. Suspensions of Chronic Offenders Board members asked Mr. Ney to investigate the possibility of permanent suspensions of library privileges, or long term (multiple year) suspensions of library privileges, for adults with multiple offenses against the Library's rules that currently result in snorter suspensions. The meeting adjourned at 9:25 p.m. Respectfully submitted, Catherine A. Todd, Execyfive Secretary Evanston Public Library 1I'S1IAREDADMINBowdXlinutnW-01-15.doc Page 3 Evanston Public library Board of Trustees Minutes of the Board Meeting February 19, 2003; 7:30 P.M. Library Board Room Approved March 19, 2003 Members Present: Linda DeWoskin, Jonathan Fischel, Jean Perry, Stephen Prout, Judith Rosenthal, Marybeth Schroeder, John Vail and Junko Yokota Members Absent: John Sagan Staff Present: Neal Ney, Paul Gottschalk, and Kate Todd Visitors Present: Margaret Bergan Davis and Susan Murphy, Consultants Henry Owen, Dominican University library student Julianna Chan, Northwestern student Call to Order Vice President Prout called the meeting to order at 7:40 p.m. Development Report Vice President Prout welcomed Margaret Bergan Davis and Susan Murphy, consultants to the Library board for a major gifts campaign. Ms. Davis and Ms. Murphy gave a report of the activities undertaken during the first three months of the campaign. These activities included informational interviews with Library Board members and key supporters. All interviews and activities are strictly confidential. Ms. Davis and Ms. Murphy reported that they have found strong support for the Library in the Evanston community, and have found four main areas of community interest. These are: 1) renovation of the Main Children's room; 2) collection development; 3) technology enhancement; and 4) outreach to non -users. Ms. Davis and Ms. Murphy will present a detailed plan for a major gifts campaign at the April 16`" Board meeting. Approval of the Minutes Trustee DeWoskin moved and Trustee Perry seconded, MSP — Approval of the Minutes of the Library Board meeting held on January 15, 2003, as written. Passed unanimously on a voice vote. Old Business Budget for FY2003 - 04 Mr. Ney reported that the current budget recommendations from the City Manager's office restore South Branch funds. Both Karen Terry, President of the Library Friends and John Sagan, President of the Library Board, spoke on behalf of the Library at the City budget hearing. The City Council will vote on the final FY2003-04 budget on Monday, February 24, 2003. Vice President Prout's Report The financial statements ending December 31, 2002 were presented. Mr. Gottschalk reported Library revenue is doing well this year, and is over budget. Over $48,000 has been raised by the Fund for Excellence Campaign since the December mailing. The Fund for Excellence has raised over $59,000 for the FY2002-03. Board members also noted how well Reeltime has been doing. The Endowment Fund continues to do well thanks to exceptional advice from Trustee Vail. Mr. Gottschalk noted that expenditures for books appear low, but book orders have not all been received or paid for. The City's new financial accounting software will be implemented next month. Friends Report Trustee DeWoskin reported that Jay Bonansinga will be the featured guest at the ELF Annual Meeting on Sunday, April 13 at 2 p.m. Mr. Bonansinga, who is a well known mystery writer, will speak about'The Thrill of the Thriller." Library Director's Report Mr. Ney referred Board members to his written report. He noted that some changes may need to be made to the Library's Confidentiality Policy due to the Patriot Act. Mr. Ney will report further on the Patriot Act at the next Board meeting. New Business Fund for Excellence Expenditures Board members approved the expenditure of $125,000 of Fund for Excellence income during FY 03 - 04. $56,000 is budgeted for the adult collections at the Main Library; S23,000 is budgeted for the juvenile collections; $25,000 is budgeted for reference collections; 518,000 for branch collections; and $3,000 for deposit collections. Trustee DeWoskin moved and Trustee Perry seconded, MSP — Approval of the expenditure of $125,000 of Fund for Excellence income during FY 03 - 04, as described in Agenda Item #10A attached . Passed unanimously on a voice vote. H \S}IAREDADWN'Doard ktinulcs%03.02-19 doc Page 2 Endowment Fund Expenditures Board members allocated S80.100 of Endowment income. S50,000 is reserved for the possible remodeling/expansion of the Children's Room; S4,000 for juvenile programs; $4.000 for outreach activities; $6,000 for adult programs; $5,000 for Reeitime; $5,000 for electronic reference resources; and $6,100 for development activities. Trustee DeWoskin moved and Trustee Yokota seconded, MSP —Approval of allocation of S80,100 of Endowment income as described in Mr. Ney's memo of February 11, 2003 (Agenda Item 10B attached). Passed unanimously on a voice vote. Appointment of Investment Committee The following Board members were appointed to serve on the Investment Committee for the next two years: John Vail, Steve Prout, and Judith Rosenthal. Trustee DeWoskin moved and Trustee Yokota seconded, MSP — Approval of the Investment Committee as presented. Passed unanimously on a voice vote. Appointment of Building Project Committee The following Board members were appointed to serve on a Building Project Program Committee: Jonathan Fischel. Junko Yokota, and Jean Perry. The committee is charged with developing a building program for the proposed remodeling/expansion of the Children's Room. Trustee DeWoskin moved and Trustee Schroeder seconded, MSP — Approval of the Building Project Program Committee as noted above. Passed unanimously on a voice vote. Board members were invited to participate in a visit on Saturday, May 8 to the Vernon Area and Milwaukee Public libraries to view their juvenile/youth areas. Non -Resident Reciprocal Borrowing Program Board members approved the Library's continued participation in the North Suburban Library System's Non -Resident Reciprocal Borrowing Program. Trustee Vail moved and Trustee DeWoskin seconded, MSP — Approval of the Non -Resident Reciprocal Borrowing Program as described in Mr. Ney's memo of February 11, 2003. 11- S"AFEDvkD%1NBoard %tinutes03-02•19 dx Page 3 1,q Passed unanimously on a voice vote. Parking Permits Board members asked if it would be possible to get permits from the City so they would not have to feed meters on nights they attend Library Board meetings. It is especially difficult when the Board or committee meetings start before 7 p.m. Library staff will check into this. Strategic Plan Trustee Rosenthal suggested that the Library's Strategic Plan should be updated. Mr. Ney will prepare a report for the next Board meeting. The meeting adjourned at 8:55 p.m. R p�ectfully sub mitte `'.. nne Todd, E�ecutivk Secretary Evanston Public Libr ry H ZHAREDr,&Dtit11v.fioxrd Altnutc$03-02-19.d6c page 4 Evanston Public Library Board of Trustees Minutes of the Board Meeting March 19, 2003; 7:30 P.M. Library Board Room Approved April 16, 2003 Members Present: Linda DeWoskin, Jonathan Fischel, Jean Perry, Stephen Prout, Judith Rosenthal, John Sagan, and Junko Yokota Members Absent: Marybeth Schroeder and John Vail Staff Present: Neal Ney and Kate Todd Visitors Present: Bob Seidenberg, Evanston Review Henry Owen, Dominican University library student Call to Order President Sagan called the meeting to order at 7:40 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 February 19, 2003, as written. Passed unanimously on a voice vote. President Sagan's Report President Sagan thanked all members of the Library Board who worked to gain passage of a City budget that fully funded existing Library services. He stated that residents of the Evanston community appreciated the efforts made by the Board to maintain Library funding in the FY2003-04 budget. Vice President Prout's Report Vice President Prout reported that the Library's financial statements appeared to be right on target for expenditures. He noted that Library income was higher than budgeted, especially in two areas: Fines and Fees, and Copier Revenue. Mr. Ney explained that the Fines and Fees increase is probably due to increases In circulation. He noted that the increase in Copier Revenue is due to new, improved machines. Mr. Prout mentioned that year-end financial statements might be delayed due to final closing of this year's books. Friends Report Trustee DeWoskin referred board members to the ELF minutes in their packet and reminded them that Jay Bonansinga will be the featured guest at the ELF Annual Meeting on Sunday, April 13 at 2 p.m. Mr. Bonansinga, who is a well known mystery writer, will speak about "The Thrill of the Thriller.' Library Director's Report Mr. Ney referred Board members to his written report. Mr. Sagan asked Board members to take special note of the wide variety of programs offered at the Library in the coming weeks and months. Now Business Confidentiality of Records Policy Board members reviewed proposed revisions to the Library's "Confidentiality of Records" policy and asked that the revisions be submitted to the City of Evanston's Law Department for review. The Board also asked that the Library Director clarity with the Law Department how the Library can obtain legal review of any court order during all the hours that the Library is open. Trustee DeWoskin moved and Trustee Rosenthal seconded, MSP — To table review of the Confidentiality of Records Policy until the City's Law Department has reviewed the policy. Passed unanimously on a voice vote. Appointment of Strategic Planning Committee President Sagan asked for volunteers to serve on the Strategic Planning Committee. Two members of the Board, Judith Rosenthal and Linda DeWoskin, agreed to serve. It was suggested that members of the Library Friends be recruited also. The Committee will meet to review the Plan and recommend revisions to the full Library Board. Evanston Township High School Books R Us Book Club Board members approved a partnership with Evanston Township High School's Books "R" Us Book Club, wherein the Library will provide $1,000 to assist the club in the purchase of books, and club members will work as volunteers in the Library's Children's Room during the Summer Reading Game. Trustee DeWoskin moved and Trustee Pent' seconded, MSP — Approval of the Books R Us expenditure. Passed unanimously on a voice vote. IUSI LAREMADNIK BoardMinutes.03-03-19.doc Page 2 Purchase of Oil Painting by Eric Rohmann Trustee Yokota explained a proposal to purchase an oil painting by children's book illustrator, Eric Rohmann. Board members approved the expenditure of up to $650 of Johnson Art Fund money for the purchase and framing of the recommended painting by Eric Rohmann. The painting is for display in the Library's Children's Room. Trustee Rosenthal moved and Trustee OeWoskin seconded, MSP -- Approval of the purchase of an oil painting by Eric Rohmann. Passed unanimously on a voice vote. Library Visits Trustee Rosenthal related the highlights of visits made by Library Board and staff members to the Vernon Area and Milwaukee Public libraries to view their juvenile/youth areas. The meeting adjourned at 5:40 p.m. s ect#ully submitted, �] a Catherine A. Todd, Ekecutive Secretary Evanston Public Library H:%SIiAUD%AD.%t1%9Howd Aiinums%03.03-19.doc Page 3 Evanston Public Library Board of Trustees Minutes of the Board Meeting April 16, 2003; 7:30 P.M. Library Board Room Approved May 21, 2003 Members Present: Linda DeWoskin, Jean Perry, Stephen Prout, Judith Rosenthal, John Sagan, and Marybeth Schroeder Members Absent: Jonathan Fischel. John Vail, and Junko Yokota Staff Present: Neal Ney, Paul Gottschalk and Kate Todd Visitors Present: Henry Owen, Dominican University library student Call to Order President Sagan called the meeting to order at 7:40 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 March 19, 2003, as written. Passed unanimously on a voice vote. Old Business Revisions to the Confidentiality of Library Records Policy Mr. Ney reported that the Law Department had not responded to the Board's request for a review of the proposed revisions to the Library's policy concerning the confidentiality of library records. The Board requested that Mr. Ney again ask the Law Department for this review. Meanwhile, Mr. Ney has met with senior staff regarding this policy. President Sagan's Report President Sagan reported that he and Trustee Vail had met with the Library's consultants, Margaret Bergen Davis and Susan Murphy. He explained that Ms. Davis and Ms. Murphy are scheduled to give a presentation at the May Board meeting, and that they will be looking for further direction from the Board at this time. Mr. Sagan reminded Board members about the upcoming Hirshfield Poetry Awards on Sunday, April 27. Vice President Prout's Report Mr. Gottschalk reported that the final reports for FY2002-03 are not yet available. The City is still closing out last year, while making major changes in the financial record management system. Friends Report Trustee DeWoskin reported on the Evanston Library Friends' Annual Meeting held Sunday, April 13. Mr. Bonansinga gave an excellent presentation. New officers elected are: President, Karen Terry; Treasurer, Lee Cabot; and Secretary, Annette Cade. Library Director's Report Mr. Ney mentioned that he planned to have his evaluation ready for Board members at the next board meeting. He then referred Board members to his written report. Board members expressed concern over the number and nature of the incidents and asked if consideration has been given to installing a video surveillance system. Mr. Gottschalk suggested that they find out what other libraries are doing and explore this issue further with the City. New Business Review of Materials Selection Policy The Board reviewed the Library's materials selection policy and proposed no changes at this time. Trustee DeWoskin moved and Trustee Perry seconded, MSP — Approval of the materials selection policy as presented unchanged. Passed unanimously on a voice vote. Approval of a Plan and Budget for the Bookmark Newsletter The Board approved a plan and budget for the Bookmark newsletter. Under this plan the Library will take over the editing of the newsletter. For each of the next two years the Evanston Library Friends will pay $3,600 toward the cost of the newsletter. The Library will commit an additional $2,700 of book sale money. The newsletter mailing list Will be expanded from its current 400 people to approximately 1,000 people by adding other library donors. The first issue produced under the new plan will be in September 2003. Trustee DeWoskin moved and Trustee Rosenthal seconded, MSP — Approval of the Bookmark proposal as presented. Passed unanimously on a roll -call vote. i1'SHARED AD%Ir,%\Boird Alinutrs'63-04•16.da Page 2 Appointment of Nominating Committee The Board appointed a nominating committee of Linda DeWoskin, Jean Perry, and Junko Yokota. 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 1st. Approval of Local Use Fee The Board voted to leave the local use fee charged to Chicago residents at $110 for the next year. The local use fee permits Chicago residents to borrow more than three items on a library visit. The Board also discussed the reciprocal borrowing imbalance with Chicago. In 2002 Evanston residents borrowed 6,419 items from the Chicago Public Library. Chicago residents borrowed 71,183 items from the Evanston Public Library. Trustee DeWoskin moved and Trustee Perry seconded, MSP — Approval of the Local Use Fee as presented. Passed unanimously on a voice vote. Strategic Plan Committee The Strategic Plan Committee has met and will submit revisions soon. The meeting adjourned at 8:25 p.m. Respgctfully submitted, Catherine A. Todd,5xecutive Secretary Evanston Public Library WSHAREMAD.NiM owd AtinutnW-04.16.doc Page 3 Evanston Public Library Board of Trustees Minutes of the Board Meeting May 21, 2003; 7:30 P.M. Library Board Room Approved .tune 18, 2003 Members Present: Linda DeWoskin, Jean Perry, Stephen Prout, Judith Rosenthal, Jonathan pischel, and Marybeth Schroeder Members Absent: John Sagan, John Vail, and Junko Yokota Staff Present: Neal Ney, Paul Gottschalk and Kate Todd Visitors Present: Margaret Bergen Davis Susan Murphy Henry Owen Mark Cynkar Call to Order Vice -President Prout called the meeting to order at 7:40 p.m. Report from Development Consultants Board members heard a report from the team of development consultants that the Library is working with regarding a major gifts campaign. Board members indicated to the consultants that the Library is interested in pursuing a capital campaign that would fund the remodeling of the Children's Room and that, following a successful campaign, the Library would be interested in pursuing a more traditional and sustainable major gifts campaign. Board members agreed to a review of the Library's "Naming policy" on the agenda for the June meeting. Approval of the Minutes Trustee DeWoskin moved and Trustee Schroeder seconded, MSP —Approval of the Minutes of the Library Board meeting held on April 16, 2003, as written. Passed unanimously on a voice vote. Old Business Nominating Committee Report Board members received the report from the Nominating Committee. The 2003 -- 04 nominees for board officers are: President - John Sagan; Vice-president - Steve Prout; Secretary - Linda DeWoskin. The election of officers will take place at the June meeting. Revisions to the Confidentiality of Library Records Policy Having received the Law Department's review of the proposed revisions to the Library's policy concerning the confidentiality of library records, Board members approved the proposed revisions to the Library's "Confidentiality of Library Records" policy. Board members asked the Library Director to draft a sign for public display about the implications of the USA PATRIOT ACT for the Board to consider at the June meeting, and asked the Library Director to determine how common such signs are in area libraries. Trustee DeWoskin moved and Trustee Perry seconded, MSP — Approval of the revisions to the Confidentiality of Library Records Policy as written in Mr. Ney's memo of March 11, 2003. Passed unanimously on a voice vote. Vice President Prout's Report Mr. Gottschalk presented the unaudited financial reports for FY2002-03. He indicated that the Library was under -budget on spending for materials. The City's new financial system, known as IRIS, went online March 1, 2003, and the technical difficulties to enable the Library complete access to the system are being worked out. The Library received a cash settlement of $17,000 from Sotheby's as a result of a class action, anti-trust lawsuit filed against Sotheby's and Christie's. The Library's settlement was for damages resulting from the sale of the Bouguereau. Friends Report Trustee DeWoskin reported that the Evanston Library Friend's Board will meet tomorrow evening. This is the final meeting until September. Library Director's Report Mr. Ney referred Board members to his written report. He added that he continues to work on revisions to the Library's Strategic Plan. 11. HAREDWDININIBoard hlinutrs%03-03-21.doc Page 2 New Business Approval of Annual Report Resolution Board members approved a resolution authorizing the Library Director to file an annual report with the Illinois State Library once the necessary financial information is available. Trustee DeWoskin moved and Trustee Perry seconded, MSP — Approval of the Annual Report Resolution. (Attached) Passed unanimously on a voice vote. Standards Review Board members reviewed the Library's performance on the Illinois State Library Standards. Approval of a Lease for 2022 Central Street Board members discussed and approved a rider for the lease for the storefront adjacent to North Branch that would permit the assignment of the lease. The business occupying the space is changing owners. The rider must also be approved by the City Council. Trustee DeWoskin moved and Trustee Fischel seconded, MSP — Approval of the Rider for the Lease for 2022 Central Street as presented. Passed unanimously on a voice vote. The meeting adjourned at 9:30 p.m. R s ectfully submitted, Cat erine A. Todd, Executive Secretary Evanston Public Library rt:%sruRF,UAD.%ImN.to.va .%iinutcsw3-os-zr.ax Page 3 Evanston Public Library Board of Trustees Minutes of the Board Meeting June 18, 2003; 7:30 P.M. Library Board Room Approved July 16, 2003 Members Present: Linda DeWoskin, Jonathan Fischel, Jean Perry, Stephen Prout, John Sagan, John Vail, and Junko Yokota Members Absent: Judith Rosenthal, Marybeth Schroeder Staff Present: Neal Ney, Paul Gottschalk and Kate Todd Visitors Present: Margaret Bergan Davis Susan Murphy Henry Owen Call to Order President Sagan called the meeting to order at 7:40 p.m. Mr. Sagan made a brief statement of condolence on the death of Richard Schwarzlose, Professor at Northwestern University's Medill School of Journalism and husband of Sally Schwarzlose, who is Head of the South Branch Library. Report from Development Consultants Board members heard Part II of the Major Gifts Plan from its team of development consultants. The Plan calls for a period of six months to prepare for launching the capital campaign that would help fund the remodeling of the Children's Room. Board members were asked to assist in development of a volunteer committee to plan and implement this campaign. Review of Naming Policy Board members discussed the policy, which was adopted by the Board of Trustees in 1999. The list of naming opportunities has never been acted upon by the Board. Board members recommended that the policy be referred to the City's legal department for consideration. Approval of the Minutes Trustee DeWoskin moved and Trustee Fischel seconded, MSP — Approval of the Minutes of the Library Board meeting held on May 21, 2003, as written. Passed unanimously on a voice vote. President's Report Board members were asked to return their evaluations of the Library Director to President Sagan as soon as possible. Vice President Prout's Report Mr. Gottschalk reported that the City is still in the process of implementing the new financial management software. He reported that the Library is doing well financially, below expectations in expenses and above expectations in revenue. The Endowment Fund did extremely well during the past two months, earning over 546,000 in April and over 5100,000 in May. The Library received $10,000 in unrestricted contributions from the estate of Irene Tomek. Old Business Election of Officers Trustee Perry moved that the Board elect the slate of officers proposed by the Nominating Committee. Election of the following officers for 2003 — 04: President - John Sagan; Vice-president - Steve Prout; Secretary - Linda DeWoskin. Passed unanimously on a voice vote, Friends Report Trustee DeWoskin reported that the May meeting of the Evanston Library Friend's Board was brief and there was nothing to report. Their next meeting is in September. _ Library Director's Report _ Mr. Ney referred Board members to his written report. He added that an amendment to the Illinois Open Meetings Act appeared likely, and that this change would require the Board to keep a verbatim record of all meetings held in closed sessions. A tape recorder has been purchased, and it will be available to Board members should a closed session be held. Now Business Approval of Per Capita Grant Application 11ASharcdADS1T!+13uard Afinutcs'W-06-I9 dac Page 2 Board members reviewed the Library's Per Capita Grant Application. Mr. Ney noted that it is possible our grant will be somewhat reduced this year. Last year's grant was $90,000, Trustee Vail moved and Trustee DeWoskin seconded, MSP - Approval of the 2003-04 Per Capita Grant Application. Passed unanimously on a voice vote. USA PATRIOT ACT Signage Board members discussed placing signs within the Library building regarding implications of the USA PATRIOT ACT on the confidentiality of library records. It was agreed to table further action until either Evanston's City Council or Human Services Committee pass recommendations about such signage. Appointment of Fund for Excellence Chairpersons President Sagan announced that Jean Perry and Marybeth Schroeder have agreed to chair the Fund for Excellence campaign again this year. in final comments, Mr. Ney reported that he and Mr. Gottschalk have been participating in the City's bargaining sessions with AFSCME every Tuesday afternoon and evening. Trustee Fischel applauded the proposal for a new Teen Advisory Board, and Gig! Galich was thanked for initiating this great idea. All Board members are invited to the opening of the newly remodeled Skokie Public Library on June 29, 2003. The meeting adjourned at 9:30 p.m. Respgctfully sub Catheri e A. Todd, Executive Secretary ---- Evanston Public Library H:ZhurdtiAD.%tIhIi� .%ii= a03-06-1&doe Page 3 Evanston Public Library Board of Trustees Minutes of the Board Meeting July 16, 2003; 7:30 P.M. Library Board Room Approved September 17, 2003 Members Present: Linda DeWoskin, Jonathan Fischel, Jean Perry, Stephen Prout, John Sagan, Marybeth Schroeder, and John Vail Members Absent: Judith Rosenthal and Junko Yokota Staff Present: Neal Ney, Paul Gottschalk and Kate Todd Visitors Present: Henry Owen Call to Order President Sagan called the meeting to order at 7:40 p.m. Mr. Owen asked a question about the Library's record retention policy. Approval of the Minutes Trustee DeWoskin moved and Trustee Pent' seconded, MSP —Approval of the Minutes of the Library Board meeting held on June 18, 2003, as written. Passed unanimously on a voice vote. Suspended Patron Appeal President Sagan asked Board members to review the memos from Mr. Ney and Ms. Nachbin regarding Ms. Nachbin's appeal of her Library suspension and further exemption from the Library's rules regarding footware. (Ms. Nachbin is already permitted to wear slippers rather than shoes.) After discussion, Trustee DeWoskin moved and Trustee Fischel seconded, MSP —to sustain the suspension and deny any further exception to the rule for Ms. Nachbin, and for the Library's staff to take what steps were necessary to prevent further disruption of the Library by Ms. Nachbin following the end of the suspension. Passed unanimously on a voice vote. President's Report Mr. Sagan shared cookies provided by Rick Kinnebrew in appreciation of his participation in the Library's July 4`h parade entry, for which the Library won the Judges Prize. Vice President Prout's Report The financial statements for the period ending May 31, 2003 were presented. Mr. Gottschalk reported that he is receiving insufficient timely information from the City's financial system on expenditures, except for credit card data. He reported that the Library continues to be below expectations in expenses and above expectations in revenue. The Endowment Fund did extremely well, earning over $103,000 in May. Board members thanked the investment committee for their work. The Sotheby's certificates, valued at $5,200. will be sold at auction, for which the Library should receive 70-80% of the value. Trustee DeWoskin moved and Trustee Fischel seconded, MSP — to authorize Mr. Gottschalk to take appropriate steps to get the best price possible for the Sotheby's certificates. Passed unanimously on a voice vote. Friends Report Trustee DeWoskin reported that since the Friends had not had a recent meeting, there was nothing to report. Their next meeting is in September. Library Director's Report Mr. Ney referred Board members to his written report. Mr. Gottschalk explained the union negotiating process, which has many details still to work out. New Business Budget FY 04-06 - After discussion of Mr. Ney's memo regarding the budget for FY2004-05, Board members provided the following budget direction for the Library's staff. The budget should include: • an inflation adjustment of $15, 800 to the materials accounts; • funding of $18,000 for additional shelving in the Children's Room; • funding of $6,700 to add four evening hours to the South Branch schedule thus equalizing the schedules between the two branches; • funding of $2,300 to cover additional staffing for Internet classes; -r t1.LShamdADMI Board %finutcr63.07.16 doc Page 2 • funding of S4,800 to cover EPL's share of the staff and software costs of the My Web Librarian Internet based reference service. The items are listed above in priority order. Approval of Adjustments to the Service Policy Board members discussed revisions to the Service Policy as contained in Mr. Ney's memo, which include minor amendments to provide more flexibility in issuing cards to students, to acknowledge a change in the State law governing non-resident cards, and to change the fee for photocopies requested from outside of the System. Trustee DeWoskin moved and Trustee Schroeder seconded, MSP — Approval of the Service Policy revisions contained in Mr. Ney's July 9, 2003, memo. Passed unanimously on a voice vote. Roview of Internet Policy Board members reviewed the Internet policy and made no changes. Staff were asked to keep the Board informed of the implication of the CIPA decision and of efforts in the State Legislature to require Internet filters. Approval of a Resolution in Honor of Elizabeth "Darien" Knapp Board members approved a resolution honoring Elizabeth "Darien" Knapp, who will soon be retiring from the Children's Room staff. The resolution designates Wednesday, July 30th as "Darien Knapp Day at the Evanston Public Library." The day will be marked by a giant greeting card that will be available for members of the community to sign. Trustee DeWoskin moved and Trustee Perry seconded MSP — Approval of the attached resolution honoring Elizabeth "Darien" Knapp. Passed unanimously on a voice vote. Approval of a Name for the Planned Giving Society Board members approved the name "Lindsay -Wright Society" for the Library's planned giving society. The name honors Mary B. Lindsay, library director from 1894 - 1917, and Don Wright, library director from 1967 - 1992. The Society will encourage planned gifts to the Library. Trustee Schroeder moved and Trustee DwWoskin seconded MSP — Approval of "Lindsay -Wright Society" for the Library's planned giving society. Passed unanimously on a voice vote. H %SharsdV%D%1IVBoard Minutes 03-07-16 doc Page 3 August Board Meeting Board members agreed to cancel the August meeting of the Board. At 9 p.m. Board members adjourned into executive session for the purpose of evaluating the performance of the Library Director. Respe ly submitted, Catherine A. Todd, Executive Secretary Evanston Public Library H LSharWAADMINx lowd htiantn'03-07-16.doc Page 4 Evanston Public Library Board of Trustees Minutes of the Board Meeting September 17, 2003; 7:30 P.M. Library Board Room Approved October 22, 2003 Members Present: Linda DeWoskin, Jonathan Fischel, Jean Perry, Stephen Prout, Judith Rosenthal, John Sagan, Marybeth Schroeder, John Vail and Junko Yokota Members Absent: None Staff Present: Neal Ney and Kate Todd Visitors Present: Blanche Gildin Henry Owen Call to Order President Sagan called the meeting to order at 7:40 p.m. Mr. Sagan welcomed everyone back from the summer break. Blanche Gildin spoke to the Board about the Library book sales, emphasizing that the three major book sales are big fund raising operations that get by on very little manpower. Ms. Gildin is grateful for the Board's support, but they need more volunteers. Approval of the Minutes Trustee DeWoskin moved and Trustee Perry seconded, MSP — Approval of the Minutes of the Library Board meeting held on July 16, 2003, as written. Passed unanimously on a voice vote. Old Business Mr. Ney noted that he and Mr. Gottschalk are working on the budget, but there was nothing to report at this time. President's Report Mr. Sagan noted that the recent issue of The Bookmark had been well received. He mentioned that Mr. Ney's cover letter was a good start to the Library's new Development effort. Vice President Prout's Report The financial statements for the period ending June 30, 2003 were available. Mr. Prout reported that Mr. Gottschalk had not completed the July 31, 2003 financial reports due to the lack of timely recording of books and other materials purchased through the City's new financial system. Friends Report There was no Friends report. Library Director's Report Mr. Ney reported that the Union contract had been settled and ratified. Mr. Ney also noted that, because of an expansion of the Fund for Excellence mailing on the suggestion of the development consultants, the Library would spend more on the Fund for Excellence campaign than in previous years. The expectation is for increased donations this year, while expanding our donor list for future years. After a brief discussion of Mr. Ney's written report for the months of July and August, Trustee DeWoskin asked that Sally Schwarziose, Head of South Branch Library, be commended for consistent increases in circulation statistics for South. Mr. Ney was asked to put together a report on branch use statistics and demographics. New Business Board Policy Regarding Sale or Trade of Donor Names and Addresses After discussion, Mr. Ney was directed to draft a policy for consideration at the October meeting that would state that the Library does not trade or sell names of donors to the Library. _ Strategic Plan Board members approved revisions to the Library's Strategic Plan. The revisions include: • the addition of a section listing accomplishments; • the addition of the proposed project to expand the space devoted to children's _= services and collections; and - • the preparation of a model budget and list of service enhancements that would be necessary for the Library to provide a level of service commensurate with the needs and expectation of the community and commensurate with the potential of modem library service. Trustee DeWoskin moved and Trustee Rosenthal seconded, MSP — Approval of the Strategic Plan as revised in Mr. Ney's September 8, 2003, memo. HASFuredl MI N-Board k inutes'W-0947.doc Page 2 Passed unanimously on a voice vote. September Board Meeting The October Board meeting is scheduled for Wednesday, October 22nd. This is the fourth Wednesday rather than the usual third Wednesday. The change was made to permit the library Director to attend the annual conference of the Illinois Library Association in Springfield on the third Wednesday of October. Trustees were reminded of the Donor Event scheduled for Friday, October 3 with Ghostwriter sculptor, Ralph Helmick. The Board meeting adjourned at 8:50 p.m. R tfu bmitted. Gat er a dd, Executive Secreta Evanston Public Library 11,�S}areMUMI:tSo"Minutrs'03-09-17.6w Page 3 Evanston Public Library Board of Trustees Minutes of the Board Meeting October 22, 2003; 7:30 P.M. Library Board Room Approved November 19, 2003 Members Present: Linda DeWoskin, Jonathan Fischel, Stephen Prout, Judith Rosenthal, John Sagan. Marybeth Schroeder, John Vail and Junko Yokota Members Absent: Jean Perry Staff Present: Neal Ney, Paul Gottschalk, and Kate Todd Visitors Present: Pirada Namvong, a graduate student at the Medill School of Journalism, Northwestern University 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 17, 2003, as written. Passed unanimously on a voice vote. Old Business Budget for FY2004-05 Mr. Gottschalk reported that the Library's proposed budget has gone to the City Manager. The City seems to be on the same tack as last year, but there has been no request to reduce our budget and there are no decisions for the Board to make at this time. President's Report Mr. Sagan reminded Board members to sign up to assist with the November book sale. A sign up sheet was passed around. Ms. Gildin continues to need volunteers to assist with sorting prior to the sale. Mr. Sagan congratulated everyone on a very successful donor event earlier this month. It was a wonderful evening and the speaker was excellent. Financial Report Mr. Gottschalk apologized again for the lack of current financial statements. Problems continue with getting complete information from the City's new financial system. He reported that all expenditures are normal, and there has been some salary savings with the retirements of senior staff. Mr. Prout asked Mr. Ney to check that expenditures have reached 66% of budget, as they should have by this time. Once again, Board members commended the Investment Committee for the performance of the Library's Endowment Fund, which has a 15% YTD return. Friends Report Trustee DeWoskin reported that Family Night is coming up on Friday, November 14, 2003. Ms. Tcdd reported that at the October ELF meeting, members discussed preparations for Family Night and were pleased to hear about the possible expansion of the Main Children's room. Library Director's Report Mr. Ney reported that the Evanston Township High School Books R Us Club had sent a thank you note for the Library's assistance in purchasing books. New Business Fines, Fees, Loan Periods, and Hours of Operation The Board reviewed the Library's schedule of fines, fees, loan periods, and hours of service. The revised fee schedule increases the fee for Interlibrary Loan from $.50 to $1.00 effective December 1 st. Trustee DeWoskin moved and Trustee Prout seconded, MSP — Approval of the Library's Fines, Fees, Loan Periods, and Hours of Services as written in Mr. Ney's memo of October 10, 2003. Passed unanimously on a voice vote. Review of Branch Use Statistics The Board reviewed branch use statistics and a report about the number of children in both branch service areas. The Board asked for comparative information with the Main Library and additional demographic information about the branch service areas. Approval of A Policy Concerning Confidentiality of Donor Records It 'ShxcdA[)\11\ Board Minuses'-14•:I doc Page 2 The Board approved a policy protecting the confidentiality of contact information for donors to the Library. Section 4.5 of the Special Funds policy was revised as drafted in Mr. Ney's memo of October 10, 2003. The draft language was amended to read "lists of donors names" in the first line of the new policy. Ms. DeWoskin moved and Mr. Fischel seconded, MSP — Approval of the revision of Section 4.5 of the Special Funds policy as written in Mr. Ney's memo of October 10, 2003 and as amended above. Passed unanimously on a voice vote. Review and Evaluation of Donor Event The Board evaluated the Donor Event that took place on Friday, October 3td. Everyone seemed to have enjoyed the evening, which was well attended despite competition from the Cubs. It was suggested we might consider adding music next time. Board members expressed appreciation to David Cherry and Paula Twilling for their generosity in underwriting this event. Ms. Todd was asked to compile statistics for the last couple of years on who is invited, who attends, and whether contributions increase after attending this event. The Board asked for a report at the November meeting on the work being done by the development consultants. The meeting adjourned at 8:40 p.m. Resp cifufly st�rrntted, Catherine A. Todd, Executive Secretary Evanston Public Library 11 '5h=dADt11%'Roard M,nutciO3-10-22.doc Page 3 Evanston Public Library Board of Trustees Minutes of the Board Meeting November 19, 2003; 7:30 P.M. Library Board Room Approved January 21, 2004 Members Present: Linda DeWoskin, Jonathan Fischel, Jean Perry, Judith Rosenthal, John Sagan, and Junko Yokota Members Absent: Stephen Prout, Marybeth Schroeder, and John Vail Staff Present: Neal Ney, Paul Gottschalk, and Kate Todd Visitors Present: Margaret Bergan Davis, Consultant Susan Murphy, Consultant Pirada Namvong, Medial student Henry Owen, Evanston resident Call to Order President Sagan called the meeting to order at 7:40 p.m. Report from Development Consultants Development Consultants, Margaret Bergan Davis and Susan Murphy, presented a summary of the progress made to date on the Library's major gifts campaign. They recommended focusing this campaign on enhancing and/or enlarging the Children's room. Board members asked to be notified about all future public meetings regarding development matters, with the understanding that Board members wili not be able to attend all meetings. Approval of the Minutes Trustee DeWoskin moved and Trustee Perry seconded, MSP — Approval of the Minutes of the Library Board meeting held on October 22, 2003, as written. Passed unanimously on a voice vote. Old Business Budget for FY2004-05 Mr. Ney reported that there is a shortfall of $5.5 million in the City Manager's budget. The Library may have to cut new expenditures, such as new staff and new capital expenditures, but there are no decisions for the Board to make at this time. City expenditures are projected to grow faster than revenues for the next several years. President's Report Mr. Sagan reported on a recent meeting with a small group of Library supporters to discuss expansion of the Children's room. Similar meetings are planned with other interested groups for the coming months. Mr. Sagan congratulated the book sale volunteers for their last successful sale, which netted over $17,000. A sale of "as new" books for holiday giving is planned for December 14 and 15. This year the book sale has raised over $45,000. Financial Report Mr. Gottschalk reported that Library spending is on budget. The City financial reports are not up to date regarding Library purchases, and Paul is meeting with City staff to arrange for more timely reports from the City. Library revenue accounts are above budget. The Library Endowment Fund is now over $2,000,000. Friends Report The November Family Night was a success. The Friends' Board has a holiday party scheduled during December. Library Director's Report Mr. Ney had nothing more to add to his written report. New Business Facilities Policy The Board reviewed the Library's Facilities Policy and approved several minor revisions with the exception of Section 7.7 regarding the public lockers. Section 7.7 was - discussed separately, as recorded below. The changes to the sections conceming the conference rooms, the meeting rooms. and the preview room all reflect current practices. Trustee DeWoskin moved and Trustee Fischel seconded, MSP — Approval of the Library's Facilities Policy as written in Mr. Ney's memo of November 10, 2003, with the exception of Section 7.7. Passed unanimously on a voice vote. H'Sharcd:ADMIN Hoard klinuicib -11.194a page 2 Facilities Policy: Section 7.7 Public Lockers After much discussion, the Board Directed staff to discontinue and remove the public lockers at the Main Library as soon as possible. The cost of maintenance on the lockers exceeds the revenue, Items are abandoned in the lockers and must be removed by the staff. When items are removed and discarded this often leads to conflicts with patrons who later come to recover the items. Keys are often lost. Board members also raised public safety concerns. Trustee DeWoskin moved and Trustee Rosenthal seconded, MSP — that the public lockers be removed from the Main Library as soon as possible. Passed unanimously on a voice vote. Review of Library Use Statistics and Branch Demographics The Board discussed the information provided in the packet regarding Library use and demographics. Cancellation of December Board Meeting MSP — Trustee DeWoskin moved, and Trustee Rosenthal seconded, approval of a motion to cancel the Board meeting scheduled for December 17, 2003. Passed unanimously on a voice vote. Meeting Schedule for 2004 Board members approved the following meeting schedule for 2004: January 21. February 18, March 17, April 21, May 19, June 16, July 21, August 18, September 22, October 20, November 17, and December 15. All meeting are on the third Wednesday of the month except for September when the date was changed because of Rosh Hashanah. Meetings begin at 7:30 p.m. Trustee DeWoskin moved, and Trustee Perry seconded, MSP — Approval of the 2004 Board meeting schedule as noted above. Passed unanimously on a voice vote. The meeting adjourned at 8:40 p.m. R �ctfu . Ily sobIto , Catherine A. Todd, Executive Secretary` Evanston Public Library 11"5harcdADMIN.BoardNfinuics'03-11-19doc Page 3 Evanston Public Library Board of Trustees Minutes of the Board Meeting January 21, 2004 7:30 P.M. Library Board Room Approved February 18, 2004 Members Present: Linda DeWoskin, Jonathan Fischel, Jean Perry, Stephen Prout, Judith Rosenthal, John Sagan, John Vail, and Junko Yokota Members Absent: Marybeth Schroeder Staff Present: Neal Ney, Paul Gottschalk, and Kate Todd Visitors Present: Henry Owen, Evanston resident Call to Order President Sagan called the meeting to order at 7:35 p.m. and wished everyone a happy New Year. Approval of the Minutes Trustee DeWoskin moved and Trustee Rosenthal seconded, MSP — Approval of the Minutes of the Library Board meeting held on November 19 2003. as written. Passed unanimously on a voice vote. Old Business Budget for FY2004-05 Mr. Ney reported that there have been no queries from City aldermen regarding the City Managers proposed budget, although it is certainly possible that questions will come in future weeks. In general, the Library budget submitted by Library staff remained intact within the City budget with the exception of increasing South Branch Library hours. 2003 Donor Event Review Board members reviewed a report on this year's donor event, and asked for a follow-up report at the March meeting after the final results for this years Fund for Excellence campaign are in. President's Report Mr. Sagan thanked those who have generously contributed to the Fund for Excellence this year, noting that a personal effort by those on the Board to contact individual donors has significant results. Financial Report Mr. Gottschalk explained the delay in posting credit card purchases on the City's new financial software system, which has made it difficult to get accurate figures for the purchase of Library materials. He has asked staff to suspend the use of credit cards for the next two months, so that financial statements can catch up for the end of the fiscal year. The Library Endowment Fund is now over $2,000,000, and the return on investment has been 22% this year. The Library is very fortunate to have such dedicated financial expertise on the Finance Committee. The Library's Strategic Plan calls for Exit Interviews to be conducted during the coming year. Mr. Ney will present a proposal to fund these interviews from Gift Funds once the proposals are in hand. Friends Report A special meeting was held last Saturday to discuss the future direction of the Evanston Library Friends. The Friends will continue to focus on their strengths--children's and family programs and the Summer Reading Game. The Friends also are interested in supporting the capital campaign for the Children's Room expansion. Revision of their Bylaws to reflect their current activities and to streamline the organizational structure will be done soon. The next ELF meeting is scheduled for February 12 and their Annual Meeting is scheduled for March 25. Library Director's Report Mr. Ney had nothing more to add to his written reports for November and December. New Business 2004 Holiday Closings The Board reviewed the 2004 Holiday Closing Schedule. Trustee DeWoskin moved and Trustee Perry seconded, MSP — Approval of the 2004 Holiday Closing Schedule as presented. Passed unanimously on a voice vote. 1UShartd,%VM1ti f3kurd lust tcsUs-01.2[ doc Page 2 Suspension of Library Privileges Board members reviewed a memo from the Law Department about the suspension of library privileges. They directed the staff to make revisions to the Library's rules and the policy governing the suspension of library privileges for review by the Board. The revised rules will include a rule indicating that poor hygiene can be a factor disturbing other people's use of the Library. The policy concerning the suspension of library privileges is to be more specific and is to include a graduated scale of suspensions. Trustee DeWoskin moved and Trustee Vail seconded. MSP — that Library staff prepare revisions to the rules and policy governing the suspension of Library privileges as described above. Passed unanimously on a voice vote. Other Business Board members discussed briefly a report that one Board member had received of someone using the Library's printer to print illegal copies of copyrighted material. Trustees asked staff to monitor this and to report back to the Board if it appears to be a significant problem. The meeting adjourned at 8:40 p.m. Respectfully submitted, tw ie ne-A. Todd, Executive Secretary Evanston Public Library IIASharWVADM1%baud 1lmutrsa3.01.21 doc Page 3 Evanston Public Library Board of Trustees Minutes of the Board Meeting February 18, 2004 7:30 P.M. Library Board Room Approved March 17, 2004 Members Present: Jean Perry, Stephen Prout, Judith Rosenthal, Marybeth Schroeder, and John Vail Members Absent: Linda DeWoskin, Jonathan Fischel, John Sagan, and Junko Yokota Staff Present: Neal Ney, Paul Gottschalk, and Kate Todd Visitors Present: Frank Streitfeld, Evanston resident Call to Order Vice -President Prout called the meeting to order at 7:40 p.m. Approval of the Minutes Trustee Rosenthal moved and Trustee Schroeder seconded, MSP — Approval of the Minutes of the Library Board meeting held on January 21, 2004, as written. Passed unanimously on a voice vote. Old Business Budget for FY2004-05 Mr. Ney reported that the City Council will approve the FY2004-05 City Budget at their next meeting. February 23, 2004. He did not anticipate any changes to the Evanston Public Library portion of the budget. The City's lawsuit with Northwestern University has been settled. The City will be looking for a new City Manager Roger Crum has announced his plans to retire this summer. Revisions to the Library Rules and the Suspension of library Privileges Policy Trustees agreed to table this discussion until the March meeting. Financial Report Mr. Gottschalk discussed the financial statements currently provided by the City's software system. He explained some of the difficulties in tracking what has been spent in each account. Regarding the funds available this year from the Book Sales and Fund for Excellence, Mr. Gottschalk reported a significant increase in income. The total available from these fund raising sources in the 2002-03 fiscal year totaled S107,975. The total available from these revenue sources this year total S141,775. Library Director's Report In light of the many forthcoming openings on the Library Board, the Board asked the director to send a memo to the Mayor outlining the Board's many projects and particularly the forthcoming capital campaign, so that she can take this information into consideration while selecting candidates for the Board. Mr. Ney reported that the Building Program Committee should have recommendations for the Library's building program ready for the June Board meeting. Mr. Ney also intends to have the results of the "Model Budget" proposals available for the June Board meeting. After discussion of the Library statistics included in Mr. Ney's report, Board members asked for a report from North Branch on steps that can be taken to reverse the Branch's declining use. New Business Fund for Excellence Expenditures Board members approved the expenditure of $213,000 of Fund for Excellence income during FY 04 - 05. S84,000 is budgeted for the adult collections at the Main Library; $31,000 is budgeted for the juvenile collections; $60,000 is budgeted for reference collections; S24,000 for branch collections; and S14,000 for outreach collections. Trustee Schroeder moved and Trustee Perry seconded, MSP — Approval of the FY2004-05 Fund for Excellence expenditures as above (Agenda Item 9A attached). Passed unanimously on a roll -call vote. Endowment Fund Expenditures Board members allocated S104,000 of Endowment income. S28,000 is reserved for the Children's Room project; $5,000 for juvenile programs; $6,000 for exit surveys; $7,400 It Sharcd ADMIN Hoard titmutcc &S-01-18 doc Page 2 F, for newsletter; S5,000 for Reeltime; $50,100 for development activities. Trustee Vail moved and Trustee Schroeder seconded. MSP — Approval of allocation of $104,000 of Endowment income as,described in the attached memo (Agenda Item 9B). Passed unanimously on a roll -call vote. Contract for Exit Surveys Board members authorized the Library Director to enter Into a contract with Survey America for the conduct of exit surveys at the Main Library. Trustee Vail moved and Trustee Rosenthal seconded, MSP -- approval of a contract with Survey America for exit surveys at the Main Library. Passed unanimously on a roll -call vote. Non -Resident Reciprocal Borrowing Board members authorized approved the Library's continued participation in NSLS's non-resident reciprocal borrowing program. Trustee Vail moved and Trustee Rosenthal seconded, MSP — approval of the Non -Resident Reciprocal Borrowing Policy as contained in Mr. Ney's memo dated February 11, 2004. Passed unanimously on voice vote. The meeting adjourned at 8:55 p.m. ReslSectfully submitted, Ca enne A. Todd, Executive Secretary Evanston Public Library R'Shucd A D%1r\ .Baud !%tmutcs1,G"2.18 doc Page 3 Evanston Public Library Board of Trustees Minutes of the Board Meeting March 17, 2004 7:30 P.M. Library Board Room Approved April 21, 2004 Members Present: Linda DeWoskin , Jonathan Fischel, Jean Perry, Stephen Prout, Judith Rosenthal, John Sagan, Marybeth Schroeder, and John Vail Members Absent: Junko Yokota Staff Present: Neal Ney, Paul Gottschalk, Connie Heneghan and Kate Todd Visitors Present: Louise Howe and Henry Owen, Evanston residents Cuneva Buys. University of Illinois, MLS Student Margaret Bergan Davis and Ben Imdiecke, Development Consultants Call to Order President 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 February 18, 2004, as written. Passed unanimously on a voice vote. Old Business Donor Event Follow -Up Report Board members reviewed a report on the 2003 Donor event and the 2003 Fund for Excellence campaign. Board members will sign invitations to increase attendance at the next Donor event. While it is clear that donors have increased giving levels over the years, it is not possible to attribute the increase in giving to participation in the Donor event. Board members are very pleased with the results of the 2003 Fund for Excellence campaign. Approval of Revisions to the Library Rules and Policies Concerning the Suspension of Library Privileges In response to the Board's discussion at their January meeting and with subsequent discussion by the Library's administrative team, Board members approved revisions to the Library's rules and the policy concerning the suspension of Library privileges. Trustee DeWoskin moved and Trustee Vail seconded, MSP -- Approval of the Revisions to the Library Rules and Policies Concerning the Suspension of Library Privileges, as set forth in Mr. Ney's memo dated February 11, 2004 with 2 minor typographical corrections. Passed on a voice vote with eight in favor. One opposed vote cast by Trustee Schroeder. North Branch Use Board members discussed declining use at North Branch and brainstormed a little regarding possible remedies. Board members asked the Library's staff to come back to the Board with a report at the May meeting outlining the five most important things that could be done to increase branch library use. President's Report President Sagan reminded Board members about the book sale this coming weekend. He also encouraged Board members to look in on the Hirshfield Poetry Awards this year on April 25t'. Financial Report Mr. Gottschalk expects to have final reports for the FY2003-04 available at the next Board meeting. Last year's revenue looks very good. The Library's Endowment Fund is doing well and is well diversified. Special thanks was made for the legacy received by the Library from Richard Douglas' estate upon his death. Evanston Library Friends Trustee DeWoskin reminded Board members of the Evanston Library Friends Annual Meeting coming up on March 250'. Bylaws changes have been recommended. The ELFs are also sponsoring a Spring Family Night on Friday, April 23`d. Library Director's Report Mr. Ney referred Board members to his written report. There was no further discussion. II-lSharedADIM KBoard Min wo 04-03-' ' dx Page 2 New Business Colllection Size Planning Board members reviewed Mr. Ney's report on library collection size planning and approved twenty-year ranges for the collection's size. Trustee DeWoskin moved and Trustee Perry seconded, MSP — Approval of collection size and twenty year ranges as set out in Mr. Ney's March 5, 2004 memo. Passed unanimously on a voice vote. Resolution In Honor of John Sagan Board members approved a resolution honoring John Sagan for his service on the Library Board. Trustee Rosenthal moved and Trustee DeWoskin seconded, MSP — Approval of the attached resolution honoring John Sagan. The meeting adjourned at 9:10 p.m. Res�ectf II bmitted, J, Catherine A. Todd, Executive Secretary Evanston Public Library 11 srweaAMU mama Atmutcs'44-03-17 as Page 3 CVAIISTQN -PUBLIC L I B K A K Y Church & Ornr,cton, Evan=ton, lllincos 60201 Phone* (84-% 866-0300 Fay: t84-,,866-0313 Resolution in Horror of John Sagan Whereas, John R. Sagan served as a member of the Library Board fir 1997 to 2004, and Whereas, Mr. Sagan served as president of the Board from 1999 to 2004, and Whereas, during that time Mr. Sagan led the Library Board through a strategic planning process, and / Whereas, Mr. Sagan also led the Board through several successful efforts to preserve the Library's budget and branch library service, a Whereas, Mr. Sagan was an articulate and effective 19 der for the Library Board, and Whereas, he was also an enthusiastic nl7ber of llie Library's prize winning book cart drill team, and 7 Whereas, he was an equally enthusiastic and acious host for the annual Hirshrield Poetry Awards and other special eve s,\uscontributors Whereas, Mr. Sagan and his family have een gto the Library, and Whereas, Mr. Sagan was a champion f the Librnt efforts, and Whereas, he was a stimulating Coll ague and gohroughout his period of service on the Library Boas. Now Therefore Be It Resolve , that the Evanston Public Library and of Trustees does with this resolul extend 1Es grateful appreciation and t nks to John Sagan for his years of service to the Evanston Public Library, a Be It Further Resolved, th t a signed copy of this resolution be presente o Mr. Sagan as a token of our a preciation. Approved,this 17"' day o March 2004 (L Vi •Presid nt Secretary Evanston Public Library Board of Trustees Minutes of the Board Meeting April 21, 2004 7:30 P.M. Library Board Room Approved May 19, 2004 Members Present: Linda DeWoskin , Jonathan Fisch el, Jean Perry, Stephen Prout, Judith Rosenthal, John Sagan. Members Absent: Marybeth Schroeder, John Vail, and Junko Yokota Staff Present: Neal Ney, Paul Gottschalk, and Kate Todd Visitors Present: None Gall to Order President 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 March 17, 2004, as written. Passed unanimously on a voice vote. Old Business President's Report President Sagan thanked Board members for the resolution and the donations to the Sagan Endowment Fund in honor of his retirement from the Board. He mentioned that Neal has talked with Mayor Morton about upcoming Library Board appointments. Board members expressed concern that the terms of all members of the Library Board will expire within the next two years with one exception. President Sagan encouraged Board members to look in on the Hirshfield Poetry Awards on April 250'. Financial Report Mr. Gottschalk discussed the unaudited final financial reports for FY2003-2004 for the , twelve-month period ending February 29, 2004. Mr. Gottschalk explained that the - employees' cost -of -living raise was not included in budget line items, so it appears that the Library has over -expended the amount budgeted for salaries, when this is not necessarily the case. He also mentioned that the reports include the Library's payroll tax expense for the first time; these expenses had not previously been included in Library financial reports. Pension expenses are still not included. Evanston Library Friends Trustee DeWoskin explained that the ELF's Bylaws had been changed at the Annual meeting, March 25u. The new Bylaws reduced the number of Board positions and committees, generally streamlining the organization. They will concentrate mainly on children and family programs and fund raising. Karen Tent' grill continue as President. ELF is sponsoring a Spring Family Night on Friday, April 23r. Board members expressed sadness that the role of ELF has diminished, but are delighted that ELF will continue and congratulated them on the wonderful job that they do. Library Director's Report Mr. Ney told Board members that Peregrine falcons are nesting on the window ledge outside the Main Library's quiet study room on the 3r° floor. He has been in touch with the Peregrine Release Project and we have put brown craft paper on the windows as directed. Mr. Ney told Board members that we had discovered a case of plagiarism with one of the winning elementary school poems for the Hirshfield competition. Mr. Ney stated that there has been a request from a patron for a Board hearing for reconsideration of material held in the Library's collection. The Board will need to consider this request at their May meeting. Mr. Ney referred Board members to his written report. New Business South Branch Lease The Trustees approved a three-year lease for South Branch. The rent for the facility will increase by $100 a month in the second year of the lease. There are no other rent increases. The library has the option of canceling the lease on 150 days notice. The lease will now go to the City Council for approval. It wilt be on the agenda for the May 10th meeting. Trustee DeWoskin moved and Trustee Rosenthal seconded, MSP — Approval of a three-year lease for South Branch. Passed unanimously on a voice vote. Approval of Revisions to the Quiet Study Room Rules Board members approved revisions to the Quiet Study Room rules to permit the use of laptop computers in the room, although typewriters and noisy keyboard equipment will not be permitted. Trustee DeWoskin moved and Trustee Rosenthal seconded, 11:1,5harc&%Dti11NBoard%ltnutes',04-04-21,doe Page 2 MSP — Approval of revisions to the Quiet Study Room rules to permit the use of laptop computers in the room. Passed unanimously on a voice vote. Approval of Local Use Fee Board members approved the continuation of the Libraryrs local use fee/non-resident fee at S110 annually. Trustee DeWoskin moved and Trustee Perry seconded, MSP — Approval of the Library's local use fee/non-resident fee at $110 annually. Passed unanimously on a voice vote. Appointment of Nominating Committee Trustees appointed a nominating committee consisting of John Sagan, Jean Perry, and Judith Rosenthal. The committee will report the names of nominees at the May Board meeting. The election will be held at the June meeting, and the new officers will take office on July 1st. Trustee DeWoskin moved and Trustee Fischel seconded, MSP — Approval of a nominating committee consisting of John Sagan, Jean Perry, and Judith Rosenthal. Passed unanimously on a voice vote. Exit Survey Report Board members reviewed the results of the Library's Exit Survey. Trustees were very pleased with some of the results, especially the courtesy and friendliness of Circulation staff. Board members expressed concern about some issues, and feel that staff friendliness needs to be re-emphasized over questions answered. Customer Service Concerns In light of recent negative letters in the Evanston RoundTable, Trustees discussed customer service improvement plans for the Library, and asked that the Director report back in July about steps taken. Mr. Ney stated that the upcoming staff In -Service Day will focus on customer service improvements. The meeting adjourned at 9:10 p.m. Respectfully submitted, Catherine A. Todd, Executive Secretary Evanston Public Library HASluredADMIN'Soard kfinutcs'ot-aa-zi doc Page 3 Evanston Public Library Board of Trustees Minutes of the Board Meeting May 19, 2004 7:30 P.M. Library Board Room Approved June 16, 2004 Members Present: Linda DeWoskin, Jean Perry, Stephen Prout, Judith Rosenthal, John Sagan, Marybeth Schroeder, and John Vail Members Absent: Jonathan Fischel and Junko Yokota Staff Present: Neal Ney, Paul Gottschalk, Kate Todd, Jan Bojda and Jeff Balch Visitors Present: Karen Berkowitz, Evanston Review Marissa Conrad, The Daily Northwestern Brian Cox, Chicago Tribune Dr. Klaus Engelen, visitor from Germany Henry Owen, Evanston resident Mary Beth Schaye, Evanston resident Call to Order President Sagan called the meeting to order at 7:30 p.m. Hearing on the Request for the Re-evaluation of Pinkerton, Behaves by Steven Kellogg President Sagan described the process the Board would follow in evaluation of the item in question, Pinkerton, Behave!, a children's book by Steven Kellogg. Mr. Sagan invited Ms. Shaye, one of those who requested the re-evaluation, to address the Board. Ms. Schaye thanked the Board for the hearing, and explained the reasons she opposed this book. In the end she suggested that the Board might retain the book, as long as the book had the original cover showing the burglar. Jan Bojda, Head of Children's Services, indicated that it would be impossible to retain the book with the original cover, because books wear out and the publisher no longer publishes the book with the original cover. After discussion, Trustee DeWoskin moved, and Trustee Perry seconded, MSP —To retain Pinkerton, Behave! in the Library's collection in its current location as set forth in the staff report. Passed unanimously on a voice vote. Board members thanked Ms. Schaye for taking the time to address them about this issue. The Board took a 10 minute recess and reconvened at 8:10 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 April 21, 2004, as written. Passed unanimously on a voice vote. Did Business Nominating Committee Report Board members received the report of the nominating committee. The nominees are; John Vail for president, Jonathan Fischel for vice-president, and Linda DeWoskin for secretary. The election will take place at the June meeting, and the new officers will take office on July 1, 2004. President's Report President Sagan reported enthusiastically on the Hirshfeld Poetry Awards held April 25u'. He noted that Haki Madhubuti, this year's judge, is a very well known poet. Mr. Sagan indicated that this would probably be his last Board meeting, since Mayor Morton had appointed Brooke Roothaan and Karen Terry to fill his and Junko Yokota's positions. The new Board members should be confirmed in time for the June Board meeting. Mr. Sagan said he has enjoyed his time on the Board and would be available for the Library's July 4`h parade entry. Financial Report Vice -President Prout called on Mr. Gottschalk for any additional information regarding the Library's financial statements. Mr. Gottschalk noted that the most recent book sale at the Main Library had netted S14,000, and that the Library's Endowment Fund had received a S5,000 bequest. To date, the Endowment Fund has shown an 8% return on investment. Mr. Gottschalk suggested that the Library needed to consider how to recognize large, individual contributions in a more significant way. The plaque in the Community Room is for ELF donors only. It was suggested that staff talk with our Campbell & Company consultants regarding dollar amounts, lifetime contributions, etc. Library Director's Report Mr. Ney updated Board members on the Peregrine falcons nesting on the window ledge outside the Main Library's quiet study room. He also told Board members that staff are 11Asturcd1aa%[[xB=fd % inu:zsa-0s.[9dM Page 2 devising a system to track complaints and will spend much of the upcoming In -Service Day on customer service training. New Business Annual Report Resolution Board members approved a resolution authorizing the Library Director to file an annual report with the Illinois State Library once the necessary information is available. Copies will be distributed to the Board. Trustee DeWoskin moved and Trustee Schroeder seconded, MSP - Approval of the Annual Report Resolution. (Attached) Passed unanimously on a voice vote. Standards Review Board members reviewed the Library's performance on Illinois state library standards. In response to a question from President Sagan, Mr. Ney stated that the two standards needing improvement are: 1. Lack of evening hours at South Branch, and 2. Requirement of a larger overall staff for a library of our size. Authorization to Enter into Negotiations to Join Cooperative Computer Services Board members authorized the library director to enter into negotiations with Cooperative Computer Services (CCS) for the provision of the Library's Integrated library automation system. The final decision on joining CCS will require the Board's approval of the necessary bylaws to join the cooperative. Trustee Vail moved and Trustee DeWoskin seconded, MSP - Authorization for the library director to enter into negotiations with Cooperative Computer Services (CCS). Passed unanimously on a voice vote. The meeting adjourned at 8:50 p.m. Respectfully -submitted, Catherine AFTodd, Executive Secretary Evanston Public Library H.'SharcdAAtilltiFiwrd .%1inuics04-03.19-doc Page 3 Evanston Public Library Board of Trustees Minutes of the Board Meeting June 16, 2004 7:30 P.M. Library Board Room Approved July 21, 2004 Members Present: Linda DeWoskin, Jonathan Fischel, Jean Pent', Stephen Prout, Brooke Roothaan, Marybeth Schroeder, Karen Terry, and John Vail Members Absent: Judith Rosenthal Staff Present: Neal Ney, Paul Gottschalk, Kate Todd Visitors Present: Ellen Schrodt, Evanston resident Henry Owen, Evanston resident Call to Order President Prout called the meeting to order at 7:30 p.m. He welcomed new Trustees, Brooke Roothaan and Karen Terry. The New Board Member Orientation will be held on Monday, July 19"' at 6:30 p.m. in the Library Board room. Mr. Prout mentioned that since he his term is over at the end of this month, there will be are open position on the Library's Investment Committee. Approval of the Minutes Trustee DeWoskin moved and Trustee Perry seconded, MSP — Approval of the Minutes of the Library Board meeting held on May 19, 2004, as written. Passed unanimously on a voice vote. Old Business Election of Officers President Prout presented the slate of officers nominated for the Library's Board of Trustees at the May 19, 2004 meeting. The new officers will assume their duties on July 1, 2004. Election of the following officers for 2004 — 05: President - John Vail; Vice-president —Jonathan Fischel; Secretary - Linda DeWoskin. Passed unanimously on a voice vote. President's Report President Prout invited Board members to march in Evanston's 41' of July parade with the Library's Book Cart Brigade. Those interested should contact Mr. Ney or Rick Kinnebrew, Outreach Librarian. Financial Report President Prout called on Mr. Gottschalk for any additional information regarding the Library's financial statements. Mr. Gottschalk noted that S1,200 had been collected for the Sagan Family Endowment Fund in honor of former President John Sagan's retirement Evanston Library Friends Trustee DeWoskin reported that the Board of the Library Friends will not meet again until September. A new president is needed now that Karen Terry has joined the Library's Board of Trustees. Library Director's Report Mr. Ney reported on the Peregrine falcons. Two of the four chicks have survived and were banded on June 7 by Mary Hennen from the Chicago Peregrine Program. Their names are Maya and Lillian. He expects them to fledge in a week or so. Mr. Ney told Board members he plans to offer an eBook demonstration for Board members at the July meeting. He also continues to work on a record keeping system for tracking patron complaints. Clarification of some of the tables in Mr. Ney's report was given for the benefit of new Trustees. New Business Appointment of Fund for Excellence Chairs Trustee Schroeder and Trustee Terry agreed to co-chair the Library's Fund for Excellence campaign this year. Trustee Perry will serve in an advisory capacity. Acceptance of an Art Donation Trustees voted to accept the painting "Severed Connections" by Robert Burton Middaugh, a gift from Mr. and Mrs. Victor Barcilon. Trustee DeWoskin moved and Trustee Perry seconded, MSP — Approval to accept donation of the Robert Burton Middaugh painting. }{;lSluredAANI� Sosrd Afinuses'AS U5.1fi eoc Page 2 Passed unanimously on a voice vote. Revision of Registration Policy to Accept the Matricula Consular Trustees approved a revision to the registration policy for a library card. The revision will recognize any "picture identification issued by state or national governments with a currently valid Evanston address" as sufficient for the issuance of an Evanston Public Library card. This revision will permit the Library to accept cards such as Mexico's Marticula Consular and out of state drivers licenses in those rare instances when they are issued to Evanston residents and show an Evanston address. Trustee DeWoskin moved and Trustee Schroeder seconded, MSP — Approval of revisions to the registration policy for a library card as stated above. Passed unanimously on a voice vote. Review of Video Fee Trustees directed staff to review the Library's video fee and to prepare a recommen- dation for consideration at the September Board meeting. The review should take into consideration the following options: • Eliminating the fee for "non-fiction" videos while continuing to charge the existing fee for "fiction" or "feature films" • Eliminating the fee for "non-fiction" videos while reducing the fee for "fiction" or "feature films" • Reducing the fee for all videos • Eliminating the fee on all videos • Making no change in the current policy Review of Model Budget Trustees reviewed a Model Budget prepared by the Library's administrative team. This document outlines services the administrative team believes the Library should provide and staff positions that the Library should have. The Board will discuss the plan further at its July meeting. In connection with the Model Budget discussion, Trustees asked the Library Director to prepare background materials for a discussion of the branch service policy at the September Board meeting. Approval of Building Remodeling Plan Prior to discussion of the Main Library's remodeling project, Trustees approved the removal of the upper level grillwork (bars) in the Library's lobby at a cost not to exceed $5,000. Trustee Vail moved and Trustee DeWoskin seconded, MSP — Authorization for removal of the upper level grille in the Lobby. 1USharcdADNIN' Board Mtnuln'47-06•16doc Page 3 Passed unanimously on a voice vote. Trustees expressed enthusiasm for the Building Remodeling Program, which will consolidate adult services on the Library"s second floor and expand youth services into the first floor space currently occupied by the browsing room. Trustees thanked Mr. Ney and the Committee members for a thorough and welt -designed plan. Trustees asked the Library Director to schedule a meeting with the City Council's Human Services Committee to discuss the plan. Trustee DeWoskin moved and Trustee Vail seconded, MSP — Approval of the Building Remodeling Program. Passed unanimously on a voice vote. The meeting adjourned at 9:30 p.m. Reso&,q full sub itted, Catherine A. Todd, Executive Secr-LItary Evanston Public Library U'sturvdADMI (Board Nttnu=04-06-16.a0. Page 4 Evanston Public Library Board of Trustees Wednesday, July 21, 2004 7:30 p.m. Library Board Room Approved September 22, 2004 Members Present: Linda DeWoskin, Jonathan L. Fischel, Brooke Roothaan, Ellen Schrodt, Karen Terry, and Jonathan Vail Members Absent: Jean Perry, Judith Rosenthal, Marybeth Schroeder Staff Present: Neal Ney, Kate Todd Visitors Present: Andrea Noce, Medill Graduate Student Call to Order President Vail called the meeting to order at 7:35 p.m. and introduced visiting Northwestern University Medill graduate student, Andrea Noce. Approval of the Minutes: Trustee Fischel moved and Trustee Terry seconded, MSP — Approval of the Minutes of the Library Board meeting held on June 16, 2004, as written. Passed unanimously on a voice vote. Old Business Discussion of Model Budget: Board members discussed the staff prepared model budget that had also been reviewed at the June meeting. Members directed staff to rework the document to focus exclusively on staffing needs. Board members requested that collection development and capital items be addressed through the City's normal budgeting process. Trustees also asked staff to review the priority order of the list in light of the stated objectives in the Library's "Strategic Plan" and the Library's immediate needs. The new document, to be titled "Essential Staffing Requirements," will be reviewed at the September Board meeting and considered for approval as an appendix to the "Strategic Plan." Trustee Terry moved and Trustee Roothaan seconded, MSP — to make the Library's Essential Staffing Requirements a part of the Strategic Plan at the September Board of Trustees meeting. H:%SharedVkDMIN%Soard htinutes0"7-21.doc Page 1 Passed unanimously on a voice vote. Board members then directed staff to include In the FY 05-06 budget prepared for the City Manager the following additions: a) Add sixty hours (3 twenty hour positions) to the technical services processing staff to speed the processing of books and AV materials and to make more efficient and effective use of higher paid technical service staff members; and b) Add four public access computers with application software in the reference area at a cost of $7,300. Trustee Vail moved and Trustee Terry seconded, MSP -- to include the above additions to the Library's FY 05-06 budget. Passed unanimously on a voice vote. Presidents Report Library Board member and newly elected president John Vail announced that he would be resigning from the Board at the end of this meeting because he is relocating to Tokyo. The Library Board's bylaws are clear that the vice-president performs the duties in the absence of the president. but they are silent on the matter of replacing a president who resigns. The Board by motion named vice-president Jonathan Fischel president effective July 22, 2004. President Vail appointed a nominating committee consisting of Jonathan Fischel, Jean Perry, and Brooke Roothaan and charged them with nominating someone to fill the vice-presidential slot at the September meeting. President Vail moved and Trustee Roothaan seconded MSP — Election of Jonathan Fischel as President of the Evanston Library Board of Trustees effective July 22, 2004. Passed unanimously on a voice vote. Financial Report Board members reviewed the Gift Fund and Endowment Fund reports for the period ending May 31, 2004. Mr. Ney reported that any negative balances in the Gift Funds will be reversed when approved funds have been transferred from the Endowment Fund. Evanston Library Friends Evanston Library Friends have not met since the last Board meeting and have no report. The Friends will need to elect a new president at their September meeting. Library Director's Report HASharedADMIN00ard MinutesZ4-07-21.doc Page 2 Mr. Ney reported that the City's Human Services Committee will discuss the Children's Room expansion at its meeting on September 20w. Board members are invited and encouraged to attend. Bridget and Chip Schroeder are sponsoring a donor cultivation event at their home on September 8, 2004. Regarding our falcons, Mr. Ney explained that one female has survived and she is flying around town. The other female died of frounce, an infection caught from pidgeons. Board members discussed a letter from the newly organized Friends of the South Branch Library requesting the addition of evening hours to the South Branch schedule. Members instructed staff to reply indicating that funding for such hours was included in the Library's budget proposal for FY 04-05, but that it was removed by the City Manager's Office; that such funding will not be included in the budget that the Library is preparing for FY 05-06, but that it is included in the draft planning document "Essential Staffing Requirements;" that the Board will be reviewing branch use and branch policy at its September meeting. New Business Approval of Amendments to Special Funds Policy Members approved amendments to the Special Fund Policy. The amendments were minor stylistic changes or brought the policy into conformance with the Board's current practices. Trustee Fischel moved and Trustee Terry seconded, MSP — Approval of the Amendments to Special Funds Policy at set forth in the memo from Mr. Ney dated July 13, 2004. Passed unanimously on a voice vote. Review of Personnel Policy Board members reviewed at the Personnel Policy and no changes were recommended at this time. Approval of Intergovernmental Agreement for Library Computer Services and Migrating from DRA Software to SIRSI Software. Board members discussed the plan to join Cooperative Computer Services. After discussion, Trustee Fischel moved and Trustee Roothaan seconded, MSP — Approval of the plan set forth in Mr. Ney's July 14, 2004 memo to join Cooperative Computer Services and to migrate from DRA software to SIRSI software, including specifically. RLSAaredIADMIMBaard i. wteV4d"7-21.doc Page 3 a) An "Intergovernmental Agreement for Library Computer Services" and the "Bylaws of Cooperative Computer Services" (CCS) contingent upon their review by the City of Evanston's Law Department and approval by the Evanston City Council. b) A request to authorize the purchase of migration services from SIRSI ($42,018). These services are necessary for the migration to CCS. c) Designation of the Library Director to serve as the Library's representative to the CCS Governing Board. Passed unanimously on a voice vote. Approval of Changes to Schedule of Fees After brief discussion, Trustee Terry moved and Trustee Roothaan seconded, MSP — Approval of the changes to the schedule of fees, including a previously omitted collection agency fee, as forth in Mr. Ney's July 13, 2004 memo. Passed unanimously on a voice vote. Cancellation of August Meeting Board members canceled their August meeting. The next regular meeting of the Evanston Public Library Board of Trustees Is scheduled for September 22nd. This is the fourth Wednesday in the month rather than the usual third Wednesday. Rosh Hashanah begins at sundown on the third Wednesday. President Vail moved and Trustee Roothaan seconded MSP — Approval of a motion to cancel the August Board meeting. Passed unanimously on a voice vote. The meeting adjourned at 9 p.m. Respectfully submitted, Cal Me -A d A. xecutive Secretary Evanston Publi Library H:1,Shared1ADNNkBoard Unules'44-07-21.doc Page 4 Evanston Public Library Board of Trustees Minutes of the Board Meeting September 17, 2003; 7:30 P.M. Library Board Room Approved October 22, 2003 Members Present: Linda DeWoskin, Jonathan Fischel, Jean Perry, Stephen Prout, Judith Rosenthal, John Sagan, Marybeth Schroeder, John Vail and Junko Yokota Members Absent: None Staff Present: Neal Ney and Kate Todd Visitors Present: Blanche Gildin Henry Owen Call to Order President Sagan called the meeting to order at 7:40 p.m. Mr. Sagan welcomed everyone back from the summer break. Blanche Gildin spoke to the Board about the Library book sales, emphasizing that the three major book sales are big fund raising operations that get by on very little manpower. Ms. Gildin is grateful for the Board's support, but they need more volunteers. Approval of the Minutes Trustee DeWoskin moved and Trustee Perry seconded, MSP — Approval of the Minutes of the Library Board meeting held on July 16, 2003, as written. Passed unanimously on a voice vote. Old Business Mr. Ney noted that he and Mr. Gottschalk are working on the budget, but there was nothing to report at this time. President's Report Mr. Sagan noted that the recent issue of The Bookmark had been well received. He mentioned that Mr. Ney's cover letter was a good start to the Library's new Development effort. Vice President Prout's Report The financial statements for the period ending June 30, 2003 were available. Mr. Prout reported that Mr. Gottschalk had not completed the July 31. 2003 financial reports due to the lack of timely recording of books and other materials purchased through the City's new financial system. Friends Report There was no Friends report. Library Director's Report Mr. Ney reported that the Union contract had been settled and ratified. Mr. Nay also noted that, because of an expansion of the Fund for Excellence mailing on the suggestion of the development consultants, the Library would spend more on the Fund for Excellence campaign than in previous years. The expectation is for increased donations this year, while expanding our donor list for future years. After a brief discussion of Mr. Ney's written report for the months of July and August, Trustee DeWoskin asked that Sally Schwarziose, Head of South Branch Library, be commended for consistent increases in circulation statistics for South. Mr. Ney was asked to put together a report on branch use statistics and demographics. New Business Board Policy Regarding Sale or Trade of Donor Names and Addresses After discussion, Mr. Ney was directed to draft a policy for consideration at the October meeting that would state that the Library does not trade or sell names of donors to the Library. Strategic Plan Board members approved revisions to the Library's Strategic Plan. The revisions include: • the addition of a section listing accomplishments; - • the addition of the proposed project to expand the space devoted to children's -= services and collections; and _ • the preparation of a model budget and list of service enhancements that would be necessary for the Library to provide a level of service commensurate with the needs and expectation of the community and commensurate with the potential of modem library service. Trustee DeWoskin moved and Trustee Rosenthal seconded, MSP —Approval of the Strategic Plan as revised in Mr. Ney's September 8, 2003, memo. =- ir:Shzre D%JI Hoard ntsnutes'a3-09-17.doc Page 2 Passed unanimously on a voice vote. September Board Meeting The October Board meeting is scheduled for Wednesday, October 22nd. This is the fourth Wednesday rather than the usual third Wednesday. The change was made to permit the Library Director to attend the annual conference of the Illinois Library Association in Springfield on the third Wednesday of October. Trustees were reminded of the Donor Event scheduled for Friday, October 3 with Ghostwriter sculptor, Ralph Helmick. The Board meeting adjourned at 8:50 p.m. R tfu bmitted, -4 Cat en e . dd. Executive Secreta Evanston Public Library 11ASfu cMDMKSoud Nfinuus'03-09-17.doc Page 3 Evanston Public Library Board of Trustees Wednesday, October 20, 2004 8 p.m. Library Board Room Approved November 17, 2004 Members Present: Jonathan L. Fischel, Jean Perry, Ellen L. Schrodt, Marybeth Schroeder, and Karen Terry Members Absent: Linda DeWoskin, Brooke Roothaan, Judith Rosenthal Staff Present: Neal Ney, Paul Gottschalk, and Kate Todd Visitors Present: Evanston residents, Dona Gerson, Stan Gerson, Alberta Lauterbach, and Jane Punwani Northwestern University Medill Graduate Student, Kate Houlihan Call to Order President Fischel called the meeting to order at 8 p.m. and Invited citizen comments. Citizen Comments Dona Gerson spoke on behalf of the Friends of South Branch in support of opening the South Branch Library for 2 evenings per week. She specifically requested that the Library Board amend the Library's 05-06 budget to include the necessary funds for 4 additional hours per week at South. Board members were reluctant to move on this request, which would bypass the priorities established in the Board's list of Essential Staffing Requirements. There was discussion about the possibility of operating a pilot program or of seeking private donations to cover the additional cost. Board members took no action on the request. Mr. Ney suggested that the Friends of South Branch meet with him at a later date to explore some of these other options. Approval of the Minutes Trustee Terry moved and Trustee Schroeder seconded, MSP — Approval of the Minutes of the Library Board meeting held on September 22, 2004, as written. Passed unanimously on a voice vote. Old Business HxSharedADM1NSwrd Knules%04-10.20.doc Paga 1 Budget 05 - 06 Board members asked if the reduction in janitorial expenses would translate into additional funds being available for other use in the Library budget. Mr. Ney said this was not likely. Presidents Report President Fischel mentioned that an extensive selection process for architectural services to remodel the Children's Room had been completed and would be discussed later in the meeting. Mr. Fischel reported that an initial meeting of the Campaign Planning Committee (CPC) for this project had taken place on Monday, October 18. Mr. Ney explained that the CPC would be working on raising awareness and support in the Evanston community for a campaign to raise private funds for the Children's Room project. Mr. Gottschalk added that he had attended a City staff meeting regarding the City's capital improvement projects (CIP), and hoped to have more information about the inclusion of the Children's Room project in the City's CIP in time for the November Library Board meeting. President Fischel reported on a letter that had been sent to City staff and aldermen by Jonathan Perman of the Evanston Chamber of Commerce regarding his opposition to the proposed expansion of the Children's Room. Board members saw this as an opportunity to respond with a clear explanation of the need for this project, and directed Mr. Fischel to send such a response to Mr. Perman and members of the City Council. Financial Report Vice -President Schroeder asked Mr. Gottschalk to expand on the financial reports for the first 6 months of this budget year. Mr. Gottschalk explained that some Library wages appear to be over budget. This is due, in part, to the City's new accounting system, which now tracks the City's share of Social Security and Medicare payments as Library expenses, something that had not been done before. Due to the new Union contract, some Library positions have been reclassified, which has meant an increase in wages for some employees over the original budget. Library Director's Report Mr. Ney referred Board members to his written report. He was asked what we know of = our falcons. Mr. Ney said that we have an adult male and a young female in the area, but it is impossible to tell if they are the ones who nested at the Library this spring, New Business Approval of Changes in the Library's Table of Fines, Fees and Loan Periods - Board members approved revisions to the Library Board's policies concerning the schedule of fines, fees and loan periods. Two changes were approved: 1) elimination of HAStmecrADMIMBoard Mlnu1es104-10.20.doc Page 2 a sale price for book bags, since none are currently offered for sale; and 2) reduction in the fee for renting videos, DVDs, and multimedia software to $1 starting November 1, 2004. Trustee Schroeder moved and Trustee Terry seconded, MSP — Approval of the revisions to the Library Board's policies concerning the schedule of fines, fees and loan periods as noted above. Passed unanimously on a voice vote. Approval of the Selection of an Architect for Library Remodeling Project Trustees approved the selection of Nagle Hartray Danker Kagan McKay Penney Architects Ltd. in partnership with Architecture Is Fun, Inc. for architectural services including programming and schematic design for the remodeling of a portion of the Main Library in order to increase the space available for children's services and to enhance the facilities for those services. Trustee Schroeder moved and Trustee Perry seconded, MSP — Approval of the selection of Nagle Hartray Danker Kagan McKay Penney Architects Ltd. in partnership with Architecture Is Fun, Inc. for architectural services as stated in Mr. Ney's memo of October 14, 20D4. Passed unanimously on a voice vote. Approval of a Change In the Starting Time for Library Board Meetings This item was tabled and will be brought up for discussion at the November meeting along with the 2005 Library Board meeting schedule. Appointment of Investment Committee Members Board members discussed the role and responsibility of the Library's Investment Committee. Board members were asked to submit names of individuals who might serve on the Investment Committee, and to forward those names to Mr. Gottschalk. Trustee Terry agreed to serve as the Board representative to this committee. A slate of candidates to serve on this committee will be recommended for approval at the November meeting. The next Board meeting is scheduled for Wednesday, November 17th. The meeting adjourned at 9:45 p.m. Res ctfully Submi ed, Catherine A. Todd; Ekecu a Secretary Evanston Public Library HashareMAOMfMBoard htnutes104-10.20.doc Page 3 Evanston Public Library Board of Trustees Wednesday, November 17, 2004 7:30 p.m. Library Board Room Approved January 19, 2005 Members Present: Linda DeWoskin, Jonathan L. Fischel, Jean Perry, Brooke Roothaan, Judith Rosenthal, Ellen L. Schrodt, Marybeth Schroeder and Karen Terry Staff Present: Neal Ney, Paul Gottschalk, and Kate Todd Call to Order President Fischel called the meeting to order at 7:35 p.m. Approval of the Minutes Trustee Rosenthal moved and Trustee Perry seconded, MSP — Approval of the Minutes of the Library Board meeting held on October 20, 2004, as written. Passed unanimously on a voice vote. Old Business Investment Committee Board members approved new members for the Library's Endowment Fund Investment Committee. Trustee DeWoskin moved and Trustee Roothaan seconded, MSP — Appointment of Karen Terry, Rick Hemwall. and Carl Godman to the Endowment Fund Investment Committee. Passed unanimously on a voice vote. Budget 05 - 06 Mr. Ney reported that the budget has not yet been finalized, but that City budget staff seemed to like our budget. It is still difficult to add positions. President's Report President Fischel reported that he had fielded questions from Northwestern students about the Children's Room remodeling project. HAShared%ADMINIBoard UnutesZ4-11-17.doc Page 1 L Financial Report Vice -President Schroeder referred Board members to the financial statements ending September 30, 2004 prepared by Mr. Gottschalk. Board members were asked to approve a resolution accepting a bequest of S50,000 to the Library's Endowment from the estate of Carlyle E. Anderson. Trustee DeWoskin moved and Trustee Perry seconded, MSP — To accept a bequest of S50,000 to the Library's Endowment from the estate of Carlyle E. Anderson. Passed unanimously on a voice vote. Friends Report Trustee DeWoskin reported that the December meeting of the Evanston Library Friends will be a holiday party at President Kim Hoopingamer's home. The next regular meeting will be in January. Approximately 300 people attended November Family Night. Library Director's Report Mr. Ney referred Board members to his written report. Ms. Todd passed around a sign- up sheet for the December book sale. Board members were given a brief update on the status of the Fund for Excellence campaign. New Business Customer Service initiatives Board members reviewed Mr. Ney's report on the Library's customer service efforts and asked for a follow-up report in March. Highlights include: ■ Monthly meetings through June of a new staff customer service committee ■ In-service day training ■ Establishment of a system for tracking complaints 2005 Meeting Schedule Trustees approved the following meeting dates for 2005: January 19, February 16, March 16, April 20, May 18, June 15, July 20, August 17, September 14, October 19, November 16, and December 21. All are the third Wednesday of the month, except September 14, which Is the second Wednesday of the month. Meetings will begin at 7:30 PM. Trustee DeWoskin moved and Trustee Perry seconded, MSP — Approval of the 2005 Board meeting schedule as presented. Passed unanimously on a voice vote. H:lshared%ADMjNSwrd MinutesW4-11-17.doc Page 2 - Volunteer and Friends Policy Board members reviewed the Volunteer and Friends policies and made no changes. Handicapped Parking Board members reviewed a patron request for a reduction of the number of handicapped parking spaces in the basement garage, but decided to take no action. Essential Staffing Plan Board members approved the "Essential Staffing Plan." The Plan will guide the Board's budgeting over the next several years. It calls for staff additions in the following areas in order of priority: technical services processing staff; collection development staff-, ILL staffing; young adult staffing; an early childhood specialist; an electronic resources specialist; an administrative assistant; a programming and training coordinator evening hours at South Branch; and a school services librarian. Trustee DeWoskin moved and Trustee Schroeder seconded, MSP — Approval of the Essential Staffing Plan as presented. Passed unanimously on a voice vote. December Meeting Cancellation Trustee Schroeder moved and Trustee DeWoskin seconded, MSP —Cancellation of the Library Board's December meeting. Passed unanimously on a voice vote. The meeting adjourned at 8:30 p.m. Respectfully submitted, Catherine A. Todd, Executive Secretary Evanston Public Library HAShared'ADMI"aard Minutm%04-11-17.doc Page 3 Evanston Public Library Board of Trustees Wednesday, January 19, 2005 7:30 p.m. Library Board Room Approved February 16, 2005 Members Present: Jonathan L. Fischel, Jean Perry, Brooke Roothaan, Marybeth Schroeder, and Karen Tent' Members Absent: Linda DeWoskin, Judith Rosenthal, Ellen L. Schrodt Staff Present: Neal Ney, Paul Gottschalk, and Kate Todd Visitors Present: Victor Johnson, North Suburban Library System Board of Directors Greg Hafkim, Daily Northwestem North Suburban Library System Victor Johnson, a member of the North Suburban Library System (NSLS) Board of Directors, gave Evanston trustees an overview of NSLS, and encouraged trustees to consider running for a position on the NSLS Board. Call to Order President Fischel called the meeting to order at 7:50 p.m. Approval of the Minutes Trustee Schroeder moved and Trustee Perry seconded, MSP — Approval of the Minutes of the Library Board meeting held on November 17, 2004, as written. Passed unanimously on a voice vote. Old Business Budget 05 - 06 Mr. Ney reported that the City Council meeting on the Operatirg Budget was held last Saturday, and that the City's Capital Improvement budget will :e discussed this coming Saturday, January 22, 2005. The Library's request for City fu.iding of the Children's Room remodeling project is included in the proposed CIP. HAShared)ADMIMBoard MinutesW-01-19.doc Page 1 a It was reported that the 2004 Fund for Excellence had raised over $79,000 to date, a S3,500 increase over last year at this time. President's Report President Fischel indicated that his report had been covered in the previous Budget discussion. Financial Report Vice -President Schroeder referred Board members to the financial statements ending November 30, 2004 prepared by Mr. Gottschalk. Mr. Gottschalk also discussed the memo he had prepared regarding the Endowment for the Evanston Public Library. The Library's Endowment started in 1909. and has earned over $800,000 in the last 4 years. It was also suggested that the Library should draft a gift acceptance policy. Friends Report Mr. Ney reported that Evanston Library Friends had met in December and will meet again next week. The Friends' Sunday Afternoon Family programs are going well, and they are considering a Spring Family Night. Library Director's Report Mr. Ney's report for November and December 2004 were received. New Business Approval of Holiday Closings Board members reviewed the schedule of holiday closings. Trustee Schroeder moved and Trustee Terry seconded, MSP -- Approval of the 2005 Library Closing schedule as presented. Passed unanimously on a voice vote. Review of Bylaws and Rules Trustees reviewed their bylaws and agreed to several minor changes recommended by staff. These will be on the February agenda for approval. The Board asked its President to write to the Mayor and City Council about the difficulties created for boards and commissions by the current practice of appointing replacements to fill a full term rather than the remainder of a term, thus throwing off the H;Zhared=AA1NU3aard KnutesW5-01-19.doc Page 2 roplacement schedule. Rather than replacing three Library Board members every two years, the Library Board is now faced with the complete turnover of the Board in a two- year period. Review of the Strategic Plan Board members reviewed the Library`s "Strategic Plan," and approved retaining the Goals as currently stated. Trustees directed the Library Director to prepare revisions of the "Plan" for consideration of the Board at their March meeting. Review of the HAPLAR Index Trustees reviewed the Library's performance on the HAPLR index. The Evanston Public Library ranks 61 st of the 530 libraries in its population category. It is at the 88.6 percentile. Board members pointed out that the Library has a large collection and a low turnover rate, which indicates that more staff time needs to be devoted to collection management. Possible Sale and Leaseback of North Branch Building The Board requested that staff explore the options of the sale and lease back of the North Branch building and the sale of City owned retail space in that building as funding mechanisms for the children's room remodeling project. The meeting adjourned at 9:07 p.m. Respectfully submitted, Catherine A: Todd,Exe*ive Secretary Evanston Public Library HAShared=MIMBoard KnutesM-01-19.doc Page 3 Evanston Public Library Board of Trustees Wednesday, February 16, 2005 7:30 p.m. Library Board Room Approved March 15, 2005 Members Present: Linda DeWoskin, Jonathan L. Fischel, Dona Gerson, Jean Perry, Brooke Roothaan, Judith Rosenthal, Ellen L. Schrodt. Marybeth Schroeder, and Karen Terry Staff Present: Neal Ney, Paul Gottschalk, and Kate Todd Call to Order President Fischel called the meeting to order at 7:35 p.m. Approval of the Minutes Trustee Roothaan moved and Trustee Perry seconded, MSP — Approval of the Minutes of the Library Board meeting held on January 19, 2005, as written. Passed unanimously on a voice vote. Old Business Budget 05 - 06 Library Trustees reviewed and edited President Fischel's draft memo to the Human Services Committee concerning Capital Improvements Plan funding for the Library's Youth Service Renovation Project. Trustees instructed the Library Director to deliver the revised memo to the Civic Center on Thursday for inclusion in the Human Service Committee packet. Trustees also reviewed the points that they want to make in the discussion with the Human Services Committee and instructed the Library Director to send a reminder notice of the February 21st Human Services Committee meeting to the members of the Board, to the Campaign Planning Committee, and to the Evanston Library Friends Board. Trustees noted that it will be extremely difficult for the Library to raise private funds for the Youth Service Renovation Project if the project does not have City support as indicated by inclusion in the CIP budget. Trustees received an update on meetings between staff members and architects. Sharon and Peter Exley from the firm Architecture is Fun will be gathering information HASharedlADMIMBoard Minutest05-02-16.doc Pape 1 from parents about ideas regarding the services and facilities of the Children's Room at two informal sessions on Wednesday, February 23, 2005. President's Report President Fischel indicated that his report had been covered in the previous Budget discussion. Financial Report Vice -President Schroeder referred Board members to the financial statements ending December 31, 2004 prepared by Mr. Gottschalk. Mr. Gottschalk reminded Trustees that the year-end transfers from the Endowment Fund, the Gift Book Fund and the Fund for Excellence will be made next month, and until these transfers are made the expenditures in material purchase accounts appear to be over spent. Mr. Gottschalk was asked about the next meeting of the Endowment Fund Investment Committee. The total raised to date by the 2004 Fund for Excellence is $81,855. Friends Report Trustee DeWoskin reported that Evanston Library Friends will hold their Annual Meeting on Tuesday, March 1. The Friends' are considering doing a cookbook fundraiser. They are enthusiastic about the Youth Services project and are willing to call aldermen and friends in support of the project. Library Director's Report Mr. Ney referred Trustees to his written report. He called members attention to new procedures recently instituted by the City Manager for distribution of minutes and agendas from City Boards and Departments. Draft minutes of each Library Board meeting will be sent to the City Manager for distribution to aldermen within 2 weeks of the Library Board meeting. The agenda for all future meetings will be distributed to the aldermen on the Thursday prior to the Library Trustees' meeting. Library staff will send copies of the draft minutes and meeting agendas to Trustees via email (or US mail) as soon as they are sent to the City Manager for distribution to aldermen. Mr. Ney reported that the Library is tracking serious customer service complaints in a spreadsheet that he is personally maintaining. Staff will also be implementing an online method of reporting less serious complaints, such as a lack of toilet paper in washrooms. Old Business -- Approval of Amendments to Bylaws and Rules Trustees approved amendments to the Board's bylaws and rules that had been introduced at the January Board meeting. The changes are minor to reflect the Board's abolition of its committee system, the current procedure for budget preparation, and the HASharedlAOMIMBoard M;nutesM-02-16.doc Page 2 requirements of the open meetings act.. Trustee Schroeder moved and Trustee Roothaan seconded, MSP — Approval of the Amendments to Bylaws and Rules as included In Mr. Ney's memo dated February 9, 2005. Passed unanimously on a voice vote. New Business Approval of Fund for Excellence Expenditures Trustees approved Fund for Excellence expenditures totaling $150.000. The expenditures include $68,000 for the adult collection; S25,000 for the juvenile collection; $28,000 for the reference collection; S11,000 for the branch collections; and $18,000 for added content for the online catalog when the Library comes online with CCS in August. Trustee Schroeder moved and Trustee Gerson seconded, MSP —Approval of the Fund for Excellence Expenditures as recommended by Library staff. Passed unanimously on a roll call vote. Approval of Endowment Fund Expenditures Trustees approved the expenditure of $117,000 of Endowment income to support the Hirshfield Poetry Awards; adult, juvenile, and outreach programs; the Reeltime film series; the Bookmark newsletter; the annual donor event; the Youth Service Renovation development campaign; some surveys; and a $25,000 set aside for the Youth Services Renovation project. Trustee Schroeder moved and Trustee Gerson seconded, MSP — Approval of the Endowment Fund Expenditures as recommended in Mr. Ney's memo dated February 10, 2005. Passed unanimously on a roll call vote. Approval of Participation in NSLS Non -Resident Program Trustees approved the Library's continued participation in the North Suburban Library System's non-resident reciprocal borrowing program. Trustee DeWoskin moved and Trustee Rosenthal seconded, MSP — Approval of participation in the NSLS Non -Resident Program as included in Mr. Ney's memo dated February 10, 2005. Passed unanimously on a voice vote. HAShared\ADh11NMoard Minutes105-02-16.doc Page 3 The meeting adjourned at 9:25 p.m. Respectfully submitted Catherine A. Todd, Executive Secretary Evanston Public Library H.%ShanXFAD&RNU3wrd Minutes%05-02-16.doc Pape 4 1=vanston Public Library Board of Trustees Wednesday, March 16, 2005 7:30 p.m. Library Board Room Approved April 20, 2005 Members Present: Linda DeWoskin, Jonathan L. Fischel, Dona Gerson, Judith Rosenthal, Ellen L. Schrodt, and Karen Terry Members Absent: Brooke Roothaan, Marybeth Schroeder Staff Present: Neal Ney, Paul Gottschalk, Laura Shea -Clark, and Kate Todd Call to Order President Fischel called the meeting to order at 7:37 p.m. Report on CCS Migration Trustees heard a report from Technical Services Manager Laura Shea -Clark about the Library's migration to the Cooperative Computer Services automation consortium. She expects the new system will be available to the public between August 8-15, 2005. A staff in-service training day is scheduled for August 8 to enable final staff training before the system is launched to the public. Approval of the Minutes Trustee DeWoskin moved and Trustee Terry seconded, MSP — Approval of the Minutes of the Library Board meeting held on February 16, 2005, as written. Passed unanimously on a voice vote. Old Business Budget 05 - 06 President Fischel gave Board members a final update on approval of the Ciws Budget on February 28, 2005, and inclusion of the Library's Youth Services Renovation Project in the City's 2005-06 Capital Improvement Plan. He thanked Board members for their support and meeting attendance throughout the budget process. HASharedV1DMI"oard &ginutes%05.03-16.doc Pape 1 Administrative Services Manager Paul Gottschalk reported on preparations for the sale of the retail space adjacent to North Branch. He does not expect the space to be on the market for several months. Board members suggested that Library staff look into rent rebates or long-term lease arrangements if major renovations are undertaken at the South Branch. Youth Service Area Project Update Library Director Neal Ney reported on the Youth Services Renovation Project. The architects are working on reconfiguring the 2n4 and V floors to accommodate moving the Browsing Room collections. Recent meetings with parents and the Exley's have affirmed many of the plans proposed for the new children's space. A number of "friendraiser" events are planned for the coming months by the Campaign Planning Committee to keep the Evanston community informed as plans move forward. The first event will take place on April 22 at 7 p.m. at the Main Library and will feature a presentation by Sharon and Peter Exley from the firm Architecture is Fun. President's Report President Fischel reported that Jean Perry has resigned her position on the Board for health reasons. The Board now has two openings. Financial Report Mr. Gottschalk referred Board members to the financial statements ending January 31, 2005. Mr. Gottschalk noted that in February he reimbursed the Library's materials accounts from the Gift Book Fund and the Fund for Excellence. The Library's new fiscal year began on March 1, 2005. Mr. Gottschalk noted that there will be a Library Investment Committee meeting at 7:30 p.m. on Thursday, March 24, 2005. Friends Report Trustee DeWoskin reported that Evanston Library Friends held their Annual Meeting on Tuesday, March 1. The Friends' next meeting is in April. - Library Director's Report Mr. Ney referred Trustees to his written report. Trustees noted with dismay the news of a carjacking in the Library's basement garage. Trustees asked if there is anything to be done to make the public feel less vulnerable. Consideration should be given to making the garage panic buttons more visible. Mr. Ney reported that the Evanston police have Increased their rounds in the area. It is hoped that cameras will help to deter such crimes in the future. HASharedAOMiN%wrd Knutes�05-03-1$.doc Page 2 — New Business Approval of Amendment to Special Funds Policy Trustees approved an amendment to the Special Funds policy. The amendment will direct 40% of book sale revenue to the Youth Services Renovation Project for the period from March 1, 2005 through February 28, 2008. Trustee DeWoskin moved and Trustee Gerson seconded, MSP — Approval of the Amendment to Special Funds Policy as stated above. Passed unanimously on a voice vote. Election of NSLS Representative Trustees elected Karen Terry to serve as the Board's representative to the North Suburban Library System. Trustee DeWoskin moved and Trustee Gerson seconded, MSP — Election of Trustee Terry to serve as the Board's representative to the North Suburban Library System. Passed unanimously on a voice vote. Services to Children with Special Needs Board members discussed a staff memo concerning library service to children with special needs. Approval of Revisions to Strategic Plan Trustees approved revisions in the Library's Strategic Plan that had been discussed at the January Board meeting with the following amendments: 1) under Goat IV, add efforts to keep informed of funds available for Library services from Illinois State representatives or government officials, and 2), under Accomplishments Goal 11, include addition of the eBook collection and joining the CCS consortium. Trustee DeWoskin moved and Trustee Terry seconded, MSP — Approval of revisions in the Strategic Plan as proposed and amended above. Passed unanimously on a voice vote. Branch Policy/Service to West Evanston Trustees discussed Mr. Ney's March 7, 2005, memo regarding service to west Evanston. Trustees scheduled a review of branch policy and services to west Evanston for the April Board meeting and directed staff to provide additional information prior H:%ShareMDM1"oard Minutes'45-03-16.dx Pape 3 i to that meeting to guide the Board's discussion. The meeting adjourned at 9:50 p.m. Res tfu%ll]y sebmitt d7 Catherine A. Todd. Executive Secretary Evanston Public Library HASharedOZMAIM9oarO Mwwtes\05-03-18.dx Pace 4 Evanston Public Library Board of Trustees Wednesday, April 20, 2005 7:30 p.m. Library Board Room Approved May 18, 2005 Members Present: Jonathan L. Fischel, Dona Gerson, Brooke Roothaan, Judith Rosenthal, Ellen L. Schrodt, Marybeth Schroeder, and Karen Terry Members Absent: Linda DeWoskin Staff Present: Neal Ney. Paul Gottschalk, and Kate Todd Call to Order President Fischel called the meeting to order at 7:35 p.m. Approval of the Minutes Trustee Gerson moved and Trustee Roothaan seconded, MSP — Approval of the Minutes of the Library Board meeting held on March 16. 2005. as written. Passed unanimously on a voice vote. Old Business Youth Services Renovation Project Library Director, Neal Ney, gave Board members an update on plans regarding the renovation project. Peter and Sharon Exley of Architecture Is Fun will present "concept drawings" at the Library on Friday evening, April 22. More 'friendraiser" events have been planned to acquaint Evanston residents with the project, including an afternoon presentation by Mr. Ney on May 24t' to the residents of Westminster Place, and an evening presentation at the home of Colleen Chappelie on May 260'. Summer events have also been planned. Mr. Gottschalk reported that Connie Heneghan and Sally Schwarzlose are working on proposals to upgrade the branches using any excess money raised from the sale of the retail space next to North Branch. The space will be sold by sealed bid. The Library has also been granted a construction grant by the State Library, thanks to the efforts of our State Senator, Jeffrey Schoenberg. While attending an event in H Share"DMINZwrd WLees05-04-20.doc Pape 1 Springfield, President Fischel reported that he met with Senator Schoenberg and was able to thank him personally for his assistance with the construction grant. Resolution of Thanks for Jean Perry Trustee Terry moved and Trustee Schroeder seconded, MSP - Approval of a resolution of thanks for former Board member Jean Pent', who had recently left the Board. (Copy attached.) Passed unanimously on a voice vote. Resolution of Thanks for Book Sale Volunteers Trustee Gerson moved and Trustee Roothaan seconded, MSP - Approval of a resolution of thanks for the Book Sate Volunteers. A framed copy of the resolution will be posted in the Book Sale Room. (Copy attached.) Passed unanimously on a voice vote. President's Report President Fischel suggested that, since he will be unable to attend the May Trustee's meeting, the evaluation of the Library Director be postponed to the June meeting. This was agreed. President Fischel told the Trustees that he had written a response to Alderman Jean- Baptiste's letter in the RoundTable. President Fischel's letter included information about the Library's current outreach efforts in West Evanston. It was suggested that Library Board members might meet with new aldermen to acquaint them with Library services, - especially outreach services. Trustee Schrodt suggested the Library might sponsor a special day for each ward. Discussion of Branch Service Policy and Service to West Evanston Since the Board was already debating Agenda Item #8A. discussion continued. Board_ members discussed at some length library service to west Evanston and the possibility of a West Branch. While the Board is divided about the continuing importance of our existing branches, they are unanimous in their conviction that a third branch would be a mistake. Other library needs are more pressing and would be of more importance to west Evanston residents. - Board members mentioned ideas such as partnering with community groups, social service agencies, and schools. It was noted that the Library is applying for a State Library grant to fund a "community canon" project, a literacy program which would -- H:%hared%ADMIMBoard htnutes05-04-20.doc Page 2 benefit primarily west Evanston residents. Board members intend to talk to individual members of the City Council about the Library's youth service renovation project and the Library's outreach efforts. They hope to learn what other outreach efforts the aldermen consider to be important. The Board will revisit this topic at a future meeting. Financial Report Mr. Gottschalk referred Board members to the financial statements for the last fiscal year ending February 28, 2005. He noted that operating expenditures were over budget by approximately $47,000, most of which was due to overages in the Reference and Periodicals accounts. Operating revenue exceeded budget by over $11,000. The Endowment portfolio had a net gain of $55,174 in February. Library Director's Report Mr. Ney referred Trustees to his written report. Trustees again discussed the assault in the Library's garage. Mr. Ney reported that the car had been recovered, but no arrest had been made. Although this is the only such incident during the last 10 years, Board members are anxious to do whatever possible to ensure patron safety. Security monitors have been instructed to escort patrons if requested, and Mr. Gottschalk will took into the "blue light" program. Security cameras are on the City Council agenda for Monday, April 25. New Business Appointment of a Nominating Committee Board members selected trustees Roothaan, Schrodt, and Terry to serve as the nominating committee for this year. The nominating committee will present a state of officers at the May meeting. Officers will be elected at the June meeting, and will take office at the July meeting. Trustee Gerson moved and Trustee Rosenthal seconded, MSP — Approval of the Nominating Committee as stated above. Passed unanimously on a voice vote. Approval of Local Use Fee Trustees approved maintaining the non-resident fee at $110. Trustee Schroeder moved and Trustee Terry seconded, MSP -- Approval of maintaining the non-resident fee at $110. Passed unanimously on a voice vote. HAShared'ADM[Nkftard RUnutesW5-04-24.doc Page 3 Materials Selection Policy Review Board members discussed the Materials Selection Policy, but recommended no changes at this time. Approval of Change of Date for In -Service Day Trustees approved changing the date of the Library's in-service day from Monday, August 8th, to Friday. August 121h. The new date is a better time for making the cutover from the DRA Classic software to the new SIRSI software. Trustee Schroeder moved and Trustee Gerson seconded, MSP — Approval of In -Service date change to August 12, 2005. Passed unanimously on a voice vote. The meeting adjourned at 9:20 p.m. Res ully submitte Catherine A. Todd, Exbcutive Secretary Evanston Public Library H:lsham-cWU1NOoard KnutesW-04-20.doc Pape 4 EVANSTOri -PUBLIC LIBRARY Church & Orrington. Evanston, Illinois 60201 Phone: (847)866-0300 Fax: 18471866-0313 RESOLUTION Or THANKS rOR THE EVANSTON PUBLIC LIBRARY BOOK SALE VOLUNTEERS WHEREAS, THE EVANSTON PUBLIC LIBRARY BOOK SALE VOLUNTEERS ARE AMONG THE LIBRARY'S HARDEST WORKING VOLUNTEERS AND MOST ErrECTIVE rUNDRAISERS, AND WHEREAS, BOOK SALE INCOME HAS COn51STENTLY EXCEEDED $70,000 ANNUALLY - $72,237 In 2002, $81,486 IN 2003, AND $77,065 IN 2004, AND WHEREAS, BOOK SALE REVENUE HAS PLAYED A MAIOR ROLE IN L'-1PROVING THE LIBRARY'S COLLECTIONS AND BUILDING THE LIBRARY'S ENDOWMENT, AND WHEREAS, BOOK SALE CHAIR BLANCHE GILDI,N AND HER DEDICATED CREW ARE UNrA1LINGLY PLEASANT TO WORK WITH, GENEROUS WITH TI1tIR TIME AND ENERGY, AND INrECTIOUSLY ENTHUSIASTIC ABOUT THE BOOK SALE, THE LIBRARY, AND ALL THINGS LITERARY, AND WHEREAS, THE LIBRARY'S 5TArr, ADMINISTRATION, AND GOVERNING BOARD CANNOT IMAGINE HOW WE WOULD MANAGE WITHOUT THE TIRELESS ErrORTS Or THE BOOK SALE VOLUNTEERS, Now THERErORE BE IT RESOLVED, THAT THE EVANSTON PUBLIC LIBRARY BOARD Or TRUSTEES DOES EXTEND ITS GRATtrUL THANKS TO BLANCHE GILDIN AND THE BOOK SALE VOLUNTEERS, AND BE IT rURTHER RUOLVED, THAT A SIGNED AND rRAMED copy or T1115 RESOLUTION BE POSTED IN THE LIBRARY'S BOOK SALE ROOM rOR ALL BOOK SALE VISITORS TO BEHOLD. APPROVED T11j20"' DAY Or A L 2005 - - ESIDENT r SECRETARY EVANSTOfl -PUBLIC L I B K A K Y Church & Orrington, tvanston, Illinc,is 60201 Phone: 1847)866-0300 Pax: +847j866-0313 RESOLUTION IN HONOR or JEAN PERRY WHEREAS, JEAN PERRY SERVED A5 A ~1EMW OP TIY[ LIBRARY BOARD FROM OCTOBER 1999 TO FEBRUARY 2005, AND WHtREM, MS. PERRY SERVED IN A LEADERSHIP ROLE rOR THE LIBRARY'S ANNUAL FUND rOR EXCELLENCE CAMPAIGN fOR POUR YEARS, AND WHEREAS, MS. PERRY SERVED AS AN ENTHUSIASTIC MEMBER OP THE LIBRARY'S BUILDING PROGRAM COMMITTEE AND PLAYtD AN IMPORTANT ROLE IN THE DEVELOPMENT OP THE BUILDING PROGRA." rOR THE YOUTH SERVICES RENOVATION PROJECT, AND WHEREAS, MS. PERRY'S OTHER VOLUNTEER CONTRIBUTIONS TO THE LIBRARY INCLUDED WORKING AS A BOOK SALE VOLUNTEER AND SERVING AS A GRACIOUS HOSTESS AT THE ANNUAL DONOR EVENT AND OTHER LIBRARY rUNCTIONS, AND WHEREAS, MS. PERRY WAS HER5ELr A GEI`EROUS CONTRIBUTOR TO THE LIBRARY, AND WHEREAS, SHE WAS A STIMULATII`1G COLLEAGUE AND GOOD COMPANION THROUGHOUT HER PERIOD OP SERVICE ON That LIBRARY BOARD, AND WtICREAS, HER SERVICE TO THE LIBRARY TAKEN TOGETHtR WITH HER THIRTY-51X YEAR CAREER AS AN ELEMENTARY SCHOOL TEACHER REPRESENT AN OUTSTANDING CONTRIBUTION TO OUR COMMUNITY, IiOW THERtrORE BE IT RESOLVED, THAT THE EVANSTON PUBLIC LIBRARY BOARD Or TRUSTEES DOES WITH THIS RESOLUTION EXTEND ITS GRATErUL APPRECIATION AND _ THANKS TO JEAN PERRY rOR HER YEARS Or SERVICE TO THE EVANSTON PUBLIC LIBRARY, AND BE IT PURTtltR RESOLVED, THAT A SIGNED COPY Or T1115 RESOLUTION BE PRESENTED TO M5. PERRY AS A TOKtN Or OUR APPRECIATION. s APPROVED THIS 20sn DAY Or APRIL 2005 0 1 k t Z . lC, &�7t c i'Rr5lDENT r SECRETARY Evanston Public Library Board of Trustees Wednesday, May 18, 2005 7:30 p.m. Library Board Room Approved June 15, 2005 Members Present: Maidel Cason, Dona Gerson, Brooke Roothaan, Judith Rosenthal, Ellen L. Schrodt, and Marybeth Schroeder Members Absent: Linda DeWoskin, Jonathan L. Fischel, and Karen Terry Staff Present. Neal Ney, Paul Gottschalk, and Kate Todd Visitors present: Kate Cooper, Northwestern University Medill graduate student Call to Order Vice -President Schroeder called the meeting to order at 7:30 p.m. Approval of the Minutes Trustee Rosenthal moved and Trustee Roothaan seconded, MSP —Approval of the Minutes of the Library Board meeting held on April 20, 2005, as written. Passed unanimously on a voice vote. Old Business Report of the Nominating Committee Trustees accepted the report of the nominating committee. The slate of officers for next year is: Marybeth Schroeder, president; Karen Terry, vice-president; Ellen Schrodt, secretary. The election will be held at the June Board meeting, and the officers will take office on July 1st. Youth Service Area Project Update Neal Ney and Paul Gottschalk updated Board members on plans for the Youth Service project. Mr. May is in the process of completing the State construction grant application. Mr. Gottschalk informed Board members of a S25,000 donation for the project from Frank Foster. Mr. Gottschalk detailed the funds, including income from the Endowment, H'ShareMADMIN0oard Mmutes�05-05-18 eo, page 1 which have already been set aside for the project. Board members asked for a simple spreadsheet detailing the funding for the project. Three 'friend raiser' events have been planned to acquaint Evanston residents with the project, including an afternoon presentation by Mr. Ney on May 24" to the residents of Westminster Place, an evening presentation at the home of Colleen Chappelle on May 26": and an evening event at the Soglin's in July. Kate Todd will notify Board members of the exact times and addresses for the May events. Mr. Ney asked Board members to give him final feedback on the draft prospectus by the first week in June. At the June meeting, Trustees will need to approve the prospectus, which will be used for the color brochure. Reports on Meetings with Aldermen President Fischel and Vice -President Schroeder will be meeting with Alderman Jean - Baptiste soon. Trustee Schrodt and Trustee Schroeder met with Alderman Holmes. She was very receptive to the needs of the Library and voiced interest in seeing more outreach to those unable to travel to one of the Libraries in town. Trustee Gerson and Trustee Roothaan met with Alderman Hansen. She was excited to hear about the Youth Service Project. Financial Report Mr. Gottschalk referred Board members to the financial statements for the two months ending April 30, 2005. Trustees voiced concern over the net loss in the Endowment Fund in March and April. Mr. Gottschalk explained the Fund is well balanced and fairly conservative and usually outperforms the market. Trustee Schroeder suggested that Board members might feel more comfortable if they could see some comparisons or benchmarks regarding our Fund in relation to others. Library Director's Report Mr. Ney referred Trustees to his written report and mentioned the enthusiastic letter about the work of Outreach Librarian Rick Kinnebrew in the last RoundTable issue. Trustees asked about improvements to security in the basement garage. Mr. Gottschalk explained about the panic alarms. Security cameras will soon be installed in the garage area, along with the rest of the Library building. Mr. Ney noted that a webcam will be available soon with pictures of the falcon eggs, which should hatch any day. New Business Standards Review Board members reviewed the Library's performance on Illinois state library standards. Board members suggested bringing the Library's low staffing levels to the attention of H-�SharedADMINOoard Minutes doc Page 2 the City manager. Trustee Schroeder asked for information regarding ALA and other opportunities for Board members'continuing education. Resolution Authorizing an Application for an Illinois State Library Construction Grant Trustees approved a resolution authorizing the Library Director and the Evanston City Manager to submit an application for an Illinois State Library Construction Grant. Trustee Gerson moved and Trustee Roothaan seconded, MSP —Approval of a resolution authorizing an application for an Illinois State Library Construction Grant. Passed unanimously on a voice vote. The meeting adjourned at 8.40 p.m. RespeFtfully submitted, Cat ei e A.' Todd, Executive Secretary Evanston Public Library H VSharecVADMJW3oard McnuttsXY_-0CS 1a dx Page 3 EVANSTON -PUBLIC Agenda Vern AB L 1 BKAKY, Church & Orrington, Cranston, Illinois 60201 Phone. (847)866-0300 Fax: (847)866-0313 Resolution Authorizing An Application for an Illinois State Library Construction Grant Whereas, the Evanston Public Library Board of Trustees has determined that it is necessary to remodel its Main library facility to better serve the juvenile population of Evanston, and Whereas, grant funds are available from the Illinois State Library to assist with this remodeling project, Now Therefore Be It Resolved, that the Evanston Public Library Board of Trustees does authorize the library Director and the Evanston City Manager to submit an application for such a grant to the Illinois State Library on its behalf. Approved this 181h day of May 2005 Pr e t `Secretary Evanston Public Library Board of Trustees Wednesday, June 15, 2005 7:30 p.m. Library Board Room Approved July 20, 2005 Members Present: Jonathan L. Fischel (arrived at 8 p.m.), Maidei Cason, Dona Gerson, Brooke Roothaan, Ellen L. Schrodt, Marybeth Schroeder (arrived at 8:15 p.m.), Karen Terry, and Linda DeWoskin Members Absent: Lynette Murphy Staff Present: Neal Ney and Kate Todd Call to Order Secretary DeWoskin called the meeting to order at 7:35 p.m. Trustee Gerson moved and Trustee Cason seconded, MSP — Approval of Secretary DeWoskin to act as President for this meeting of the trustees in the absence of both President Fischel and Vice -President Schroeder. Passed unanimously on a voice vote. Approval of the Minutes Trustee Gerson moved and Trustee Roothaan seconded, MSP — Approval of the Minutes of the Library Board meeting held on May 18, 2005, as written. Passed unanimously on a voice vote. Old Business Election of Officers Trustee Terry moved approval of the slate proposed by the Nominating Committee at the last Board meeting. Trustee Gerson seconded the slate. MSP — Trustees elected the following officers to one-year terms beginning on July 1, 2005: Marybeth Schroeder, President; Karen Terry, Vice -President; Ellen Schrodt, Secretary. HASharedlADNIIW3oard MinutesT5-0Er15.doc Page 1 the City manager. Trustee Schroeder asked for information regarding ALA and other opportunities for Board members'continuing education. Resolution Authorizing an Application for an Illinois State Library Construction Grant Trustees approved a resolution authorizing the Library Director and the Evanston City Manager to submit an application for an Illinois State Library Construction Grant. Trustee Gerson moved and Trustee Roothaan seconded, MSP — Approval of a resolution authorizing an application for are Illinois State Library Construction Grant. Passed unanimously on a voice vote. The meeting adjourned at 8:40 p.m. Respeptfully submitted, Cat erne A.'Todd, Executive Secretary Evanston Public Library HAShareTADMIN'Soard Mmutes%05-05-18.doc page 3 EVANSTON -PUBLIC Agenda Item $S LIBRARY Church 8 Orrington, Evanston, Illinois 60201 ('hone: (847)866-0300 Pax: (847)866-0313 Resolution Authorizing An Application for an Illinois State Library Construction Grant Whereas, the Evanston Public Library Board of Trustees has determined that it is necessary to remodel its Main Library facility to better serve the juvenile population of Evanston, and Whereas, grant funds are available from the Illinois State Library to assist with this remodeling project, Now Therefore Be It Resolved, that the Evanston Public Library Board of Trustees does authorize the Library Director and the Evanston City Manager to submit an application for such a grant to the Illinois State Library on its behalf. Approved this 18th day of May 2005 Pr ills t `Secretary Evanston Public Library Board of Trustees Wednesday, June 15, 2005 7:30 p.m. Library Board Room Approved July 20, 2005 Members Present: Jonathan L. Fischel (arrived at 8 p.m.), Maidel Cason, Dona Gerson, Brooke Roothaan, Ellen L. Schrodt, Marybeth Schroeder (arrived at 8:15 p.m.), Karen Terry, and Linda DeWoskin Members Absent: Lynette Murphy Staff Present: Neal Ney and Kate Todd Call to Order Secretary DeWoskin called the meeting to order at 7:35 p.m. Trustee Gerson moved and Trustee Cason seconded, MSP — Approval of Secretary DeWoskin to act as President for this meeting of the trustees in the absence of both President Fischel and Vice -President Schroeder. Passed unanimously on a voice vote. Approval of the Minutes Trustee Gerson moved and Trustee Roothaan seconded, MSP —Approval of the Minutes of the Library Board meeting held on May 18, 2005, as written. Passed unanimously on a voice vote. Old Business Election of Officers Trustee Terry moved approval of the slate proposed by the Nominating Committee at the last Board meeting. Trustee Gerson seconded the slate. MSP — Trustees elected the following officers to one-year terms beginning on July 1, 2005: Marybeth Schroeder, President; Karen Terry, Vice -President; Ellen Schrodt, Secretary. HASharecPADMENZoard Minutest5-D6-15.doc Page Z Passed unanimously on a voice vote. Youth Service Area Project Update Neal Ney reported on recent activities regarding the Youth Service project. Two events had been held last month to raise awareness and enthusiasm for the project. Both events went well, with good feedback from participants. At the event for Lincolnwood parents, Mr. Ney reassured parents that the Library did not plan to close the branches in order to fund the youth project at the Main Library, and that funds to spruce up the branches have been included in the project funding. Trustees will be informed of future ufriendraiser" events as they are scheduled. Trustees noted the memo from Paul Gottschalk, which included a breakdown of construction project funding. Reports on Meetings with Aldermen Having arrived at the meeting, President Fischel reported that Alderman Jean -Baptiste was unable to make the meeting he and Vice -President Schroeder had scheduled with him. President Fischel will continue to work on this. Presidents Report President Fischel announced that he has a new phone number and email address. Kate Todd will notify absent Trustees of these changes. A new Board roster will be available at the next meeting. Financial Report In the absence of Mr. Gottschalk and Vice -President Schroeder, no new financial report was presented. President Fischel reassured Trustees about the performance of the Library's Endowment Fund. He noted that with John Vail's advice and counsel the Fund has done exceptionally well, and with Mr. Vail's continued involvement, he believes it will continue to perform well. Evanston Library Friends Mr. Ney reported that he gave a presentation about the Youth Services Renovation Project at the Friends' May Board meeting. The Friends want to raise money for the project and plan to work with the Campaign committee. The Friends will not meet again until September. Library Director's Report Mr. Ney referred Trustees to three letters of appreciation that had been received by the Library, including messages praising the work of Brian Wilson and Lesley Williams. He reported that the conversion from DRA to SIRSI is going forward. Technical Services HASharedlADMlMStard td,nutes%05-M15 doc Page 2 staff members are currently working on fine-tuning the new system, and weeks of training have been scheduled for all staff. The August 12'h Staff In -Service Day has been planned around the changeover, with additional training included to help staff better serve Evanston patrons using the new public catalog. New Business Approval of Annual Report Board members approved the Annual Report to be submitted to the Illinois State Library. Trustee DeWoskin moved and Trustee Schroeder seconded, MSP —Approval of the Annual Report for FY2004-05. Passed unanimously on a voice vote. Approval of Prospectus Text for Youth Service Renovation Campaign Mr. Ney referred Trustees to the draft text of a prospectus for the Youth Service Campaign brochure. He explained that the Library has been offered pro-bono assistance with the brochure by Northwestern University's University Relations Department. Trustees suggested some slight modifications but understood that in creating the brochure the text may be modified. Trustee DeWoskin moved and Trustee Terry seconded, MSP — Approval of the prospectus text with modifications for the Youth Service Renovation Project brochure. Passed unanimously on a voice vote. Approval of Revisions to the Service Policy Trustees approved revisions to the Library's Service Policy. The major changes involved modifying the Internet policy to permit the Library to provide filtered Internet access in the Children's Room and other areas of the Library outside of the third floor reference room. The reference room will continue to provide unfiltered Internet access. The revisions also included the addition of a reference policy. Trustee DeWoskin moved and Trustee Cason seconded, MSP — Approval of the changes to the Service Policy as presented in Mr. Ney's memo dated June 9, 2005. Passed unanimously on a voice vote Appointment of Fund for Excellence Chairs HASharedl DMINZoard MnutesZ5-06-15.doc Page 3 Trustees appointed Karen Terry and Ellen Schrodt to co-chair this year's Fund for Excellence campaign. Budget Direction for FY2006-07 Trustees discussed the Essential Staffing Plan and Mr. Ney's June 7 Budget Planning memo, After discussion, Trustee Schroeder moved that the Trustees approve all items in Mr. Ney's memo with the exception of increased hours at South Branch. Trustee Roothaan seconded. Motion failed on a roll call vote. After further discussion, Trustee Gerson moved, and Trustee DeWoskin seconded, MSP — Approval of the Essential Staffing Plan and Budget Direction for FY06-07 as written in Mr. Ney's June 7t'' memo. Passed on a roll call vote. Briefly, these are priorities that will direct staff in the preparation of the FY06-07 budget: • Additional Technical Services processing staff hours • Additional Collection Development staff hours for the adult and juvenile collections • Additional staff hours to handle the increased ILL load after the migration to CCS • The addition of four evening hours to the South Branch schedule • An inflation increase in the materials budget • Budgeting for an upgrade to the design of the Library's web site • Adding one accessible computer workstation • Funding within the Library's corporate budget for the newsletter and other public relations expenditures Finally, it was suggested that arrangements might be made with NSLS to provide training for Evanston's Library trustees, especially since so many are new this year. The meeting adjourned at 9:40 p.m. for Trustees to move into Executive Session for the purpose of discussing the performance evaluation of the Library Director. Minutes of the Executive Session are included on the tape attached to the official version of these minutes. Re a tfully subm' ed, Catherine A. Todd, Executive Secretary Evanston Public Library H:tSharedtAOMINZoard MinuteM05-06-15.doc Page 4 Evanston Public Library Board of Trustees Wednesday, July 20, 2005 7:30 p.m. Library Board Room Approved August 15, 2005 Members Present: Jonathan L. Fischel (arrived at 8:30 p.m.), Maidel Cason, Dona Gerson, Lynette Murphy, Brooke Roothaan, Ellen L. Schrodt, Marybeth Schroeder, and Karen Terry Members Absent: Linda DeWoskin Staff Present: Neal Ney, Paul Gottschalk, Jan Bojda and Kate Todd Visitors Present: Eric Penney and Julianne Scherer from the architectural firm of Nagel, Hartrey, Danker, Kagan, McKay, Penney, Architects, Ltd. Call to Order President Schroeder called the meeting to order at 7:35 p.m. She welcomed new trustee, Lynette Murphy, and invited members of the Board to introduce themselves to one another by sharing something of their background and interest in the Library. Approval of the Minutes Trustee Roothaan moved and Trustee Cason seconded, MSP —Approval of the Minutes of the Library Board meeting held on June 15, 2005, as written. Passed unanimously on a voice vote. Library Director's Report Mr. Ney referred Trustees to his report. Board members were once again invited to attend the Library's In -Service Day if their schedules allowed. Vice President's Report Mr. Gottschalk announced that the next set of financial reports would be available for the August meeting, or that they would be mailed out to Trustees during August if there was no meeting. H ZnarelADNIINSoard Mhnutest05-07-20 doc Page I President's Report President Schroeder invited comment from Trustees. Trustee Cason reported on her attendance at the American Library Association conference in June. She attended programs on advocacy, fundraising and intellectual freedom. Programs emphasized the importance of trustee training. This was seconded by President Schroeder, who again suggested asking NSLS to offer trustee training for our Board members since so many are recent appointees. Kate Todd was asked to copy the handouts on fundraising received by Trustee Cason at ALA. New Business Approval of Schematic Designs and Costs Eric Penney and Julianne Scher from Nagel HartreyDankerKag an McKayPenney presented the schematic plans and designs for the Youth Services Renovation Project. Penney reminded trustees that they are partnering on the project with Sharon and Peter Exley from Architecture is Fun, specialists in designing children's museum spaces. Penney and Scher gave a detailed explanation of the recommended plans, and listened to comments from trustees. The architects are in the process of pricing the project, although it is expected that the project will exceed the original S1.5 million budget. The trustees were asked to give direction to the architects concerning both plans and budget direction. Trustees appreciated the work that has been done so far, but feel it is important that they (the trustees) be responsible to Evanston taxpayers and that the project come in under $2 million. Trustee Terry moved and Trustee Roothaan seconded, that the Evanston Public Library Board of Trustees recommend to the City Manager a change in the scope of the City's contract with the firm of Nagle, Hartray, Danker, Kagan, McKay, Penney to provide the value analysis, scope modification & re- design necessary to reconcile with the final project budget. Said work to be accomplished at a cost not to exceed S9,860. MSP - Approval of the motion above. Passed on a voice vote. Mr. Penney stated that he and his firm can complete the re -design work and the costing required for a final budget estimate in time for the August Board meeting. After - discussion, the trustees decided to change the date of the August Board meeting from Wednesday, August 17th to Monday, August 15th at 7:30 p.m. Trustee Roothaan moved and Trustee Gerson seconded, MSP - Approval of changing the August Board meeting to Monday, August 150. Passed unanimously on a voice vote. H ,SharecIAOMINSoa+d MinuteM05-07-20 doe Page 2 Mr. Ney promised to prepare a set of talking points for trustees regarding the fundamental space needs driving this project and the golden opportunity that has presented itself to create an engaging learning environment that will serve children and young people better than our current space. The meeting adjourned at 9:45 p.m. Respectfully submitted, t Catherine A. Todd, Executive Secretary Evanston Public Library HASRared`ApAUM3oard Minutes%05-07-20 doc Page 3 Evanston Public Library Board of Trustees Monday, August 15, 2005 7:30 p.m. Library Board Room Approved September 14, 2005 Members Present: Jonathan L. Fischel (arrived at 8 p.m.), Maidel Cason, Dona Gerson, Lynette Murphy, Brooke Roothaan, Ellen L. Schrodt, Marybeth Schroeder, and Karen Terry Members Absent: Linda DeWoskin Staff Present: Neal Ney, Kate Todd, and Jeff Balch Visitors Present: Eric Penney and Julianne Scherer from the architectural firm of Nagel, Hartrey, Danker, Kagan, McKay, Penney, Architects, Ltd. Sharon and Peter Exley from the architectural firm of Architecture Is Fun Call to Order President Schroeder called the meeting to order at 7:35 p.m. She welcomed our visitors. It was noted that because the meeting had been changed to a Monday, Trustee DeWoskin is unable to attend. Approval of the Minutes Trustee Gerson moved and Trustee Schrodt seconded, MSP — Approval of the Minutes of the Library Board meeting held on July 20, 2005, as written. Passed unanimously on a voice vote. Old Business Approval of Schematic Design for Library Remodeling Library Director Neal Ney asked trustees to comment on the FAQ for the Youth Service Renovation Project, which they had asked him to prepare. Trustees said the document will be very helpful, and asked that the most important points be emphasized in bullet points for easier reference. This will be ready for the next Board meeting. Eric Penny introduced Sharon and Peter Exley to Board members and distributed a cost estimate summary for the remodeling project. The value engineering report was HAShared44DMN%Board MinutesN05-08.15.doc Page 1 discussed in detail by the Board, including alternative pricing options. Board members approved schematic designs and revised cost estimates as presented by the architects. Members agreed that any further reductions would compromise the success of the entire project. Increased funding will be needed to complete the project. Trustees directed staff to meet with the City Manager about proceeding with the project. Library Director's Report Mr. Ney gave a brief a brief report on the migration from DRA software to the CCS/SIRSI system. Trustee Gerson reported on her participation in the Library`s In - Service Day. Trustee Gerson was impressed by the organization of the day and the esprit de corps of the staff. Vice President's Report Vice President Terry preferred to wait for Mr. Gottschalk to answer questions about the financial reports. Adjournment Board members asked Mr. Ney to show the PowerPoint presentation he has developed for the Youth Services Renovation Project at their next meeting. Vice -President Terry will chair the start of the September Board meeting, since President Schroeder will arrive late. The meeting adjourned at 9.30 p.m. R7 ectfuI' ubmitte Cathe ' e A. Todd, Executive Secretary Evanston Public Library HIShareMADMIMBoard MinutesO"8-45.doc Page 2 Evanston Public Library Board of Trustees Wednesday, September 14, 2005 7:30 p.m. Library Board Room Approved October 19, 2005 Members Present: Linda DeWoskin, Maidel Cason, Jonathan L. Fischel, Brooke Roothaan, Ellen L. Schrodt, and Marybeth Schroeder Members Absent: Dona Gerson, Lynette Murphy, and Karen Terry Staff Present: Neal Ney, Paul Gottschalk, Kate Todd, and Laura Shea -Clark Visitors Present: Junko Yokota, Evanston resident and former Library Board member Call to Order President Schroeder called the meeting to order at 7:35 p.m. Junko Yokota had asked to make her presentation later in the Board meeting, so the agenda was revised to accommodate her request. Approval of the Minutes Trustee Cason moved and Trustee Roothaan seconded, MSP -- Approval of the Minutes of the Library Board meeting held on August 15, 2005, as written. Passed unanimously on a voice vote. Report on Migration Trustees heard a report from technical services manager Laura Shea-C(ark on the Library's migration from DRA software to the CCS/SIRSI system. We have now joined the Cooperative Computer Services consortium, which required moving our catalog and computer system from DRA to the SIRSI system. Shea -Clark noted that we had to change from one version of the new software to another version at the last minute, which has caused many complications for staff to work around. On the positive side, patrons are generally very pleased with the new system. It is easy for patrons to use and has many desirable features that the old system did not. Old Business Youth Service Renovation Project Update H:t.ShareMA0M1"oard UnutesOS-09-14.doc Page 1 Trustees viewed the Power Point presentation that the Library Director has shown to various groups interested in the Youth Services Renovation Project. Mr. Ney noted that the presentation has been well received. Following Mr. Ney's presentation, Junko Yokota spoke with Board members about young people's learning environments. Ms. Yokota is both a former Evanston Library Board member and former school librarian. She is Professor of Reading and Language at National College of Education, National -Louis University. She is an expert on multicultural literature, literacy development of students of diversity, and improving literacy instruction in schools. Ms. Yokota talked about the importance of the learning "environment" for early reading readiness. She emphasized the importance of space for gross motor movements, as well as the need for an engaging and welcoming environment. She spoke about the need for creating a space that is comfortable and Inviting to the wide variety of children in our diverse community. Trustees heard a report from staff on additional reductions in scope, which have been recommended for the Youth Services Renovation Project due to cost. Trustees agreed to the acceptance of these proposals, and directed staff to continue pursuing City funding for the project without further reductions in scope. Budget FY06.07 Mr. Gottschalk reported on the progress for the sale of 2020 Central Street. He also reviewed the City budget process. indicating that the Library's budget should be finalized this coming week. Financial Report Mr. Gottschalk reported that operating expenditures are over budget by 6.8% year-to- date. Revenues are below budget by 1.2%. Mr. Gottschalk reported that the Library T Endowment Portfolio had a return of 2.06% for the first 7 months of 2005. He referred Trustees to a comparison of the Library's Endowment performance to other financial benchmarks. The Investment Committee has not met recently because the fund manager is not recommending any changes at this time. Library Director's Report Mr. Ney explained to Board members that the August set of Library statistics is incomplete due to the migration from DRA software to the CCS/SIRSI system. Library staff members discovered that the system had been counting some items incorrectly. It is expected that more accurate statistical data will be available in the September reports. Mr. Ney announced that two librarians from South Africa will be visiting Evanston during October. Both are involved in building programs, and will spend time discussing building HASharedlAQMI"oard klinutesM-09-14.doc Page 2 projects with Library and City staff. They vrill attend the Library Board meeting on October 19. Mr. Ney asked if any Board member(s) would be able to host the visiting librarians for 2 nights, October 19"' and 20t'. They would not need to stay together. Approval of Per Capita Grant Application Mr. Ney explained the Per Capita Grant application process to Board members. This year the application rewired Board members to affirm that they had reviewed the 'Trustee Facts File" Revised 3rd Edition. Mr. Ney conducted this review, and recommended that Board members become familiar with the 'Administrative Ready Reference File" on the Illinois State Library's website, which has very useful information in this area including the "Trustee Facts File." Since the deadline for submission of the application is prior to the next Board meeting, Trustees approved a resolution authorizing the submittal of the application for a Per Capita Grant to the Illinois State Library for fiscal year 2006 in substantially the same form as in this Board packet. Trustee DeWoskin moved and Trustee Schrodt seconded, MSP — Approval of the Per Capita Grant Resolution. Passed unanimously on a voice vote. Adjournment The meeting adjourned at 9:40 p.m. 7n submitted, - -- Catherine A. Todd, Executive Secretary Evanston Public library H-'SharedlADMIN1Board &tnutesZ54)9-14.doc Page 3 Evanston Public Library Board of Trustees Wednesday, October 19, 2005 7:30 p.m. Library Board Room Approved November 16, 2005 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 Visitors Present: Kathleen Laishley and Mandla Ntombela, librarians visiting from South Africa Kiki Nichols, graduate student at Medili School of Journalism, Northwestern University Call to Order President Schroeder called the meeting to order at 7:35 p.m. President Schroeder . welcomed new Library Board members, Christopher Stewart and Susan Stone. President Schroeder invited all members to introduce themselves to one another again. The visiting librarians from South Africa, Ms. Laishley and Mr. Ntombela, also introduced themselves and explained about their visit to the United States. Approval of the Minutes Trustee Terry moved and Trustee Roothaan seconded, MSP — Approval of the Minutes of the Library Board meeting held on September 14, 2005, as written. Passed unanimously on a voice vote. Old Business Budget FY06-07 Mr. Ney reported on meeting with City staff the previous Monday. Library staff have been asked to prioritize new budget items, which Mr. Ney will do according to the Board's Essential Staffing Plan. The current projected City budget stands at a deficit of $5,000,000. The next steps are up to the City Manager, who will present her budget at, the end of December to the City Council. H:ZhareMADNn? Board Minutesk05-10-19.doc Page 1 Youth Service Renovation Project Update Mr. Ney and Mr. Gottschalk are meeting with the City Manager on Friday to discuss the project. Trustees discussed the revised FAQ. Board members felt it is essential to make the case for why this project is needed. Trustees agreed to research and develop specific points in the FAQ for presentation to aldermen. Trustees felt that two points in particular required special attention: 1) the need for this project, and 2) the cost. In order to bring new Trustees up to speed, Mr. Gottschalk gave a brief explanation of the Library's Endowment Fund. The income from the Endowment is available for Library use, but the principal (assets) is not. Mr. Gottschalk was asked to make his recent memo on this topic available for new Trustees. President Schroeder asked for trustees to volunteer to prepare a presentation for the City Council to be given this coming November or December. Volunteers are: Marybeth Schroeder, Karen Terry, Susan Stone, Brooke Roothaan, and Dona Gerson. Board members will be notified when meetings are scheduled with the Human Services Committee or City Council. Trustees also agreed to try and speak to their aldermen individually. President's Report President Schroeder indicated that most of her report had been included in the previous discussion. She thanked Kate Todd for the recent successful Donor event which featured Evanston resident Laurie Lawlor, who spoke on her new book This Tender Place: The Story of a Wetland Year. Financial Report Mr. Gottschalk gave an overview of the Library's financial statements. He explained the operating accounts, the City's tax support, and the non -tax revenue accounts, such as those for Library fines and room bookings. He also explained the Library's Gift Funds and Endowment Fund. Mr. Gottschalk's only concern at this time is that salaries are over budget. Staff training for the catalog migration from DRA to CCS/SIRSI certainly impacted salaries. Evanston Library Friends The Friends need a Board liaison, now that Linda DeWoskin's term has ended. Maidel Cason volunteered to be the Board liaison to the Friends. Their next event is Family Night coming up on November 4, 2005. Library Director's Report Mr. Ney noted that the Fund for Excellence campaign would begin soon. For the benefit of new Trustees, Karen Terry gave a brief explanation of the Library's Fund for H %SharedWi31 IMBoard Mmutes%05-10-19 doc Page 2 Excellence. Mr. Ney then gave further details about the South African librarians' visit. There were no comments on his written report. New Business Approval of Changes in the Library's Table of Fines, Fees, and Loan Periods Trustees approved a change to the Library's table of fines, fees, and loan periods. The fee for a special event was raised from 52,500 to 53,000. Trustee Gerson moved and Trustee Roothaan seconded, MSP — Approval of the Changes in the Library's Table of Fines, Fees, and Loan Periods. Passed unanimously on a voice vote. Approval of Art Purchase Trustees voted not to purchase the photograph "One Family" by Tim Macy that had been offered to the Library by Evanston resident Meredith Dixon. Board consensus agreed that this was not the normal process used for vendors, and the piece was not investment quality art. The Board intends to develop a collection policy for the purchase of art by well-known children's book illustrators. Trustee Stone offered to serve on the Children's Art Committee. Branch Improvements Trustees reviewed a draft list of possible branch improvements prepared by staff. These projects are to be funded with a portion of the income from the sale of the space at 2022 Central Street. The improvements will now be incorporated into a building program. The extent of the work to be undertaken cannot be determined until after the property is sold. Trustee Gerson hopes that something special for children can be incorporated into each space. Retired Trustees Trustee Gerson asked staff to prepare resolutions honoring Library trustees who have retired from service this past year. Invitations will be sent to each trustee inviting them to attend the November Board meeting. Cookies and copies of books to be added to the collection in their names will be at the November meeting. Adjournment The meeting adjourned at 9:35 p.m. Respectfully submitted, H tSharedtiADPAN bard Minules'05-10-18 dx Page 3 Catherine A. Todd, Executive Secretary Evanston Public Library H;ZharedVkDMIN3oard MmutcSM-10-19.doc page 4 Evanston Public Library Board of Trustees Youth Service Renovation Committee Sunday, October 27, 2005 10:00 a. m. Small Meeting Room Approved November 16, 2005 Members Present: Dona Gerson, Brooke Roothaan, Marybeth Schroeder, Susan Stone, and Karen Terry Staff Present: Neal Ney Visitors Present: Kiki Nichols, graduate student at Medill School of Journalism, Northwestern University, Mike Weston, chair of the Campaign Steering Committee The committee decided on the following outline for its presentation to the Human Services Committee on Monday, November 7 • Why the project is necessary — Karen Terry • Background and research — Karen Terry • Review of the Plans — Susan Stone • Project Budget - Brooke Roothaan • Closing — Karen Terry The presentation will be built upon the PowerPoint presentation that has been used for the friend raiser events. Mike Weston will attend the Human Services Committee meeting and comment briefly on the campaign. The committee will meet again on Sunday, November 6 at 9:30 AM to practice and revise the presentation. At the time of this meeting the committee also expected to make a presentation to the Administration and Public Works Committee on November 14, but that presentation had not been formally scheduled. Adjournment The meeting adjourned at 11:35 a. m. Respectfully ubmitted, Neai J Nev. Liprary Dir ct Evan on Public Libra H.1SharedWDMIMBoard 1Anutes,Youth Service Renovation Commdte 10.27.05.docYouth Sernne Renovation Comrnittee110- 27.05 Evanston Public Library Board of Trustees Youth Service Renovation Committee Sunday, November 6, 2005 9:30 a. m. Small Meeting Room Approved November 16, 2005 Members Present: Dona Gerson, Brooke Roothaan, Marybeth Schroeder, Susan Stone, and Karen Terry Staff Present: Neal Ney Visitors Present: Mike Weston, chair of the Campaign Steering Committee The meeting was devoted to the rehearsal and editing of the presentation for the Human Services Committee on Monday, November 7th. Adjournment The meeting adjourned at 10:45 a. m. Re ectfull s bmitted, Ne I . Nqy, �ibrary/D�ctor Eva ton Public Libra H.1SharecMI)MINScard Minute-Wouth Service Renovation Committee 11-"5.docYouth Service Renovation Committeetld- 27.05 Evanston Public Library Board of Trustees Wednesday, November 16, 2005 7:30 p.m, Library Board Room Approved January 18, 2006 Members Present: Dona Gerson, Brooke Roothaan, Ellen L. Schrodt, Marybeth Schroeder, Christopher Stewart, Susan Stone, and Karen Terry . Members Absent: Maidel Cason and Lynette Murphy Staff Present: Neal Ney, Paul Gottschalk, Kate Todd and Rick Kinnebrew Visitors Present: Jonathan Fischel and Judith Rosenthal, former Library Trustees Gary McWilliams, Julie McWilliams, Alice Connor and John Harris from Evanston's Koenig & Strey Real Estate firm Kiki Nichols, graduate student at Medill School of Journalism, Northwestern University Call to Order President Schroeder called the meeting to order at 7:30 p.m. and welcomed visitors from the Koenig & Strey Real Estate firm. Julie McWilliams presented the Library Board with a check for 52,010, which was raised from parking cars in the Koenig & Strey parking lot on Green Bay Road during Northwestern University's football games. It will be deposited in the Fund for Excellence reserved for branch use. Approval of Resolutions of Thanks President Schroeder read aloud the resolutions of thanks to be presented to former trustees and to Outreach Librarian Rick Kinnebrew. Copies are attached to these minutes. Trustees who were unable to attend the meeting will receive their resolutions by mail. Trustee Gerson moved and Trustee Roothaan seconded, MSP — Approval of the Resolution in Honor of Rick Kinnebrew who received the Childcare Network's 2005 Early Childhood Award. Passed unanimously on a voice vote with thanks and appreciation. Trustee Gerson moved and Trustee Roothaan seconded, MSP —Approval of the Resolution in Honor of Jonathan Fischel. Passed unanimously on a voice vote with thanks and appreciation. Nlshared'AOM:MBoard Minu:W05-11-16 doc Page i Trustee Gerson moved and Trustee Roothaan seconded, MSP — Approval of the Resolution in Honor of Judith Rosenthal. Passed unanimously on a voice vote with thanks and appreciation. Trustee Roothaan moved and Trustee Terry seconded, MSP — Approval of the Resolutions in Honor of Stephen Prout, John Vail, Junko Yokota, Linda DeWoskin Passed unanimously on a voice vote with thanks and appreciation. Approval of the Minutes Trustee Roothan moved and Trustee Stewart seconded, MSP — Approval as written of the Minutes of three Library Board meetings held on: October 19, 2005, October 27, 2005, and November 6, 2005. Passed unanimously on a voice vote. Old Business Budget FY06-07 Mr. Ney reported on progress with the budget, which goes to the City Council at the end of December. There was nothing new to report regarding the Library portion, and the revenue shortfall remains between $3,000,000 and $5,000,000. Youth Service Renovation Project Update = President Schroeder thanked Trustees who prepared and gave the presentation to the Human Services Committee. Trustees felt the presentation went well. Aldermen will wait to see the entire CIP before considering final approval of the Youth Service Renovation Project. Trustees responsible for the presentation to the Human Services Committee were: Marybeth Schroeder, Karen Terry, Susan Stone, Brooke Roothaan, and Dona Gerson. Trustee Stone reported on her conversation with Alderman Tisdahl, who suggested making it possible for all Evanston school children to make annual visits to the Evanston Public Library. Alderman Tisdahl also asked about outreach to Latina residents. Board members were informed that the Main Library is heavily used by large numbers of widely diverse groups. A recent exit survey confirms this, showing that usage at the Main Library reflects Evanston's racial and social demographics. Trustee Roothaan, a former employee at the Main Library, suggested that individuals who visit the Evanston libraries after school and on weekends will likely see this for themselves. Trustee H.ZmaredtADft.IN$oard Knules%05-11-15 doc Page 2 Roothaan suggested that the Library might consider sponsoring an ethnic festival with food and dancing to raise public awareness. President Schroeder encouraged Trustees to continue talking with aldermen about the project, and asked Trustees to bring any questions or suggestions back to the Board for further discussion and/or clarification. President Schroeder's Report Since the Library Board has many new members, President Schroeder asked that the Board reserve 10 minutes at the start of each Board meeting for presentations by Library staff concerning the functions of each department. Mr. Ney agreed to implement this suggestion. Financial Report Mr. Gottschalk had included in the Board packet copies of the list of named funds within the Endowment for the Evanston Public Library, and a copy of the Endowment Fund Policy. He explained the procedure by which funds are withdrawn from the Endowment at the end of each fiscal year in accordance with the stated policies, and as approved by the Board of Trustees at the beginning of each fiscal year. Mr. Gottschalk also reported on progress toward funding the Youth Service Renovation Project. $150,000 in private donations has been raised toward the goal of $400.000. This includes a recent $50,000 pledge from the Vail Family. Library Director's Report Mr. Ney reported on the impending departure of Laura Shea -Clark, Head of the Library's Technical Services Department. Shea -Clark has taken a new job in California and will be greatly missed. There was nothing more to add to his written report. New Business Approval of 2006 Meeting Schedule and Time Trustees approved the following dates for Board meeting in 2006: January 18, February 15, March 15, April 19, May 17, June 21, July 19, August 16, September 20, October 18, November 15, and December 20. All are the third Wednesday of the month. The meeting time is 7:30 p.m. Trustee Terry moved and Trustee Roothaan seconded, MSP — Approval of the 2006 Meeting Schedule and Time Passed unanimously on a voice vote. Review of Facilities Policy H:%Shared`AUJAWS�ard MinufesZ5-11-16.doc Page 3 Trustees reviewed the Library's Facilities Policy, and decided to make no changes in it at this time. Cancellation of December 2005 Library Board Meeting Trustee Gerson moved and Trustee Stone seconded, MSP -- Approval to cancel the meeting previously scheduled for December 21, 2005 Passed unanimously on a voice vote. Board Values Clarification Activity Trustees took part in a values clarification activity with facilitator Paul Amtson. Adjournment The meeting adjourned at 9:30 p.m. aRectfully submitted, Catherine A. Todd, Executive Secretary Evanston Public Library H.1ShareMAOMINZDard 61mutes05.11-16.doc page 4 EVAF1ST0f1-PUBLIC LIBRARY Church & Orrington, Evanston, Illinois 60201 Phone: 18471866-0300 fax: (84 1866-031 3 RESOLUTION In NonoR Or RICK KlnNEBRPW Whereas, Rick Kinnebrew has served the Evanston Public Library as Children's Services Outreach Librarian since September 2001, and Whereas, Mr. Kinnebrew has been tireless in his efforts to bring library service to the young people of Evanston and to bring those young people to the Library, and Whereas, Mr. Kiinnebrew's efforts have produced a number of exciting partnerships with Evanston organizations including the YMCA, the Fleetwood-Jourdain Center, the Foster Reading Center, and numerous others, and Whereas, his efforts have also produced a number of innovative programs including Young Evanston Storytellers, the Tyger, Tyger Poetry Celebration, and the Kindergarten Nation Concert, and Whereas, the Childcare Network of Evanston has just honored Mr. Kinnebrew with one of its eighth annual Early Childhood Awards, and Whereas, the Childcare Network honored Mr. Kinnebrew for bringing books to child care centers and homes, for sharing those books with the children, and for conducting story times in the child care centers and homes, Now Therefore Be It Resolved, that the Evanston Public Library Board of Trustees does with this resolution join the Childcare Network of Evanston in extending its grateful appreciation and thanks to Rick Kinnebrew, and Be It Further Resolved That a signed copy of this resolution be presented to Mr. Kinnebrew as a token of our appreciation. Approved this 16' day of November 2005 • r !f l.% Zr�� . Pr rder;l Secretary EVArISTOf'i -PUBLIC L I B K A K Y Church & Orringion, L%anston. fllinois 60: oll Phone: (847)866-0300 Fax: 1847)866.031.1 RESOLUTION IN NOnOR Or f OHN VAIL Whereas, John Vail served as a member of the Evanston Public Library Board from September 1999 to July 2004, and Whereas, Mr. Vail chaired the Library's Investment Committee from its inception in1999 until he retired from the Board in 2004, and Whereas, Mr. Vail's investment guidance was and continues to be invaluable to the Board and is responsible for the excellent performance of the Library's endowment, and Whereas, Mr. Vail served as a member of the Fund for Excellence Committee from 1999 through 2004. and Whereas, Mr. Vail and his family have been and continue to be generous donors to the Library, and Whereas, Mr. Vail's enthusiasm and support for the youth service renovation project and the Library's development efforts were much appreciated by the Board, and Whereas, Mr. Vail was elected to serve as president of the Board in June 2004 only to have his term cut short in July of that year by his move to Japan, and Whereas, he was a stimulating colleague and good companion throughout his 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 John Vail for his years of service to the Evanston Public Library, and Be It Further Resolved that a signed copy of this resolution be presented to Mr. Vail as a token of our appreciation. Approved this 16"' day of November 2005 ! !•./�r�l ��I. Tl� 44 7-- President Secretary EVANST N • PU 6 LIC L I B K A K Y Church & Orrington, Evanston, Illinois 60201 Phone: (847)866-0300 Fax: t84-, )866-0313 RESOLUTION IN floriOR OF JONATHAN L. FISCHEL Whereas, Jonathan L. Fischel served as a member of the Evanston Public Library Board from August 1999 to September 2005, and Whereas, Mr. Fischel served as a member of the Investment Committee from 1999 to 2001, and Whereas, Mr. Fischel served as a member of the Fund for Excellence Committee from 1998 through 2004, and Whereas, Mr. Fischel served as vice-president of the Board in 2004, and Whereas, Mr. Fischel served as president of the Board from July, 2004 through June, 2005.'and Whereas, Mr. Fischel was instrumental in launching the Board's efforts to renovate its youth service space, and Whereas, Mr. Fischel played a key role in the development of the program for this renovation by serving on the Building Program Committee from 2002 through 2003, and Whereas, Mr. Fischel's knowledge and skill as a professional architect were invaluable to the Board in selecting a architect for this project and in reviewing the plans for the project, and Whereas, Mr. Fischel was a gracious host for the 2005 Hirshfield Poetry Awards and other Library events, and Whereas, he was a stimulating colleague and good companion throughout his 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 Jonathan L. Fischel for his years of service to the Evanston Public Library, and Be It Further Resolved that a signed copy of this resolution be presented to Mr. Fischel as a token of our appreciation. Approved this 16"' day of November 2005 Premdent Secretary EVANSTON -PUBLIC 1-1 BKAKY Church & Orrington, Evanston, Illinois 60201 Phone: (847)866-0300 Fax: (847)866-0313 RESOLUTION IN honott or JUDITH ROSENTHAL Whereas, Judith Rosenthal served as a member of the Evanston Public Library Board from September 1998 to May 2005, and Whereas, Ms. Rosenthal served as secretary to the Board from 1999 through 2001, and Whereas, Ms. Rosenthal served on the Strategic Plan Revision Committee in 2003, and Whereas, Ms. Rosenthal served as a member of the Fund for Excellence Committee during her tenure as a Board member and continues to serve the Library in that capacity today, and Whereas, Ms. Rosenthal was co-chair of the Fund for Excellence Committee in 1999, and Whereas, Ms. Rosenthal served on the Investment Committee from 2003 through 2004, and Whereas, Ms Rosenthal served as a gracious hostess at the annual donor event and other Library functions, 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 Judith Rosenthal 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. Rosenthal as a token of our appreciation. Approved this 16t' day of November 2005 J P'reWent ; 1 _ Secretary EVANSTON -PUBLIC L I B K A K Y Church & Arrington, Evanston, Iliinois 60201 Phone: (847)866-0300 tax: 847)866.0313 RESOLUTION IN HONOR or LINDA DEWoSKIN Whereas, Linda DeWoskin served as a member of the Evanston Public Library Board from September 1999 to September 2005, and Whereas, Ms. DeWoskin served as the Board's liaison to the Evanston Library Friends from 2060 through 2005, and Whereas, Ms. DeWoskin served as secretary to the Board from 2002 through 2004, and Whereas, Ms. DeWoskin served on the Strategic Plan Revision Committee in 2003, and Whereas, Ms. DeWoskin served as a member of the Fund for Excellence Committee during her tenure as a Board member and continues to serve the Library in that capacity today, and Whereas, Ms. DeWoskin has been a generous donor to the Library, and Whereas, Ms. DeWoskin and her store Something Wicked were instrumental in bringing to the Library a number of stimulating author visits including the mass author signing held in conjunction with the 2002 World Horror Convention, and Whereas, Ms. DeWoskin served as the Board's informal liaison to the business community, 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 Linda DeWoskin 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. DeWoskin as a token of our appreciation. Approved this 16' day of November 2005 President Secretary J EVAIISTON -PUBLIC L I B K A K Y Church & Orrington, Evanston, Illinois 60201 Phone: (847)866-0300 Fax: 184: )866-0313 RESOLUTION IN HONOR or JUNKo YOKOTA Whereas, Junko Yokota served as a member of the Evanston Public Library Board from July 1998 to June 2004, and Whereas, Ms. Yokota served as a member of the Fund for Excellence Committee from 1998 through 2004. and Whereas, Ms. Yokota was co-chair of the Fund for Excellence Committee in 1999, and Whereas, Ms. Yokota has been a generous donor to the Library, and Whereas, Ms. Yokota's professional knowledge of and enthusiasm for library service to children was invaluable to the members of the Board, and Whereas, Ms. Yokota played a key role in the development of the program for the Youth Service Renovation Project by serving on the Building Program Committee from 2002 through 2003, and Whereas, Ms. Yokota's support for this project extended beyond her term on the Board and included service on the Campaign Planning Committee, hosting an information meeting in her home, sharing her professional expertise with the Board, and appearing before a committee of the City Council, and Whereas, Ms. Yokota played a key role in leading the Board into the collection of art by children's book illustrators and served on a committee to develop guidelines for the development of this collection, 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 Junko Yokota 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. Yokota as a token of our appreciation. Approved this 16" day of November 2005 'LIVII, President Secretary J EVArISTOrl -PUBLIC L I B K A K Y Church & Orrington, Lvansion, Illinois 00201 Phone: (847,866-0300 fax: ,847i866-US13 RESOLUTION IN HONOR Or STEP11EN PROUT Whereas, Steven Prout served as a member of the Library Board from June 1998 to July 2004, and Whereas, Mr. Prout served as a member of the Investment Committee from 1999 to 2004, and Whereas, Mr. Prout served as a member of the Fund for Excellence Committee during his tenure as a Board member and continues to serve the Board in that capacity today, and Whereas, Mr. Prout served as vice-president of the Board from 1999 through 2004, and Whereas, Mr. Prout served as president of the Board during his last month as a member of the Board, and Whereas, Mr. Prout's enthusiastic support for "Family Night" and other Library programs was appreciated by the Library's Board and staff, and Whereas, he was a stimulating colleague and good companion throughout his 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 Stephen Prout for his years of service to the Evanston Public Library, and Be It Further Resolved that a signed copy of this resolution be presented to Mr. Prout as a token of our appreciation. Approved this 16" day of November 2005 President i Secretary