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HomeMy WebLinkAboutMinutes 19993r Evanston Public Library Board of Trustces M utes of the Needs Assessment Special fleeting Nowcmber 22. 1999. 7:30 p.m. Community Meeting Room Approved January 19, N)00, Members Prtscnt: Unda DcWoskin. Jonathan Fischel, Sharon Jordan, Jean Petty, Stephen Prout, Judith Rosenthal. John Sagan, John Vail, JunLo Yokota Staff Present. Neal Ney. Paul Gottschalk, Sharon Aguagenti, Jan Bojda, Connie Heneghan, Lesley Williams, Sally Schwamlose Others Present: Joyce Doolin, Ethel Himmel, Bennett Johnson, Venom McKinley, Ellen Newcomer, Bill Wilson, Cheryl Wollin Call to Order I_ibrary Board President John Sagan called the meeting to order at 7:35 p.m. Mr. Sa_gm thanked everyone for attending and turned the meeting over to Bill Wilson from Hirnrncl & Wilson for a presentation of the Himmel & Wilson report on the Library Use and Needs of Evanston's Low and Moderate Income Population. Mr. Wilson made the presentation .with assistance from Ethel Himmel and Venora McKinley. The report identified a significant area -- traditionally described as West Evanston -- that does appear to under utilize the library. The report indicated that low income individual; bypass closer branches in order to use the %lain Libram. The branches with their emphasis on popular reading ha%e little to appeal to lov. income individuals, who tend to look to the Library for educational purposes and basic information. Bill Wilson india�ted that the consultants could not identify a pattern of discrimination on the part of the Library staff members. In fact, they found that low income individuals usually thought more highly of the Library, staff than they did of the library's facilities. The report made four recommendations. I . Ongoing community orientation for Library Board and staff members. 2. Establishing the position of an Outreach Specialist, 3. Establishing partnerships with educational and social service agencies to extend services to low and moderate income communities. 4. Develop specialized web resources for low and moderate income residents and provide access to these resources. A � John Sagan pointed out that the report describe the Library's branches as undersized. understaffed, and under utilized. He asked if reading between the lines the message %if the report was that the Library should close its branches. Bill Wilson responded that North Branch use is still relatively hea%y particularly to the North and West of the branch. It would probably be difficult to close North Branch. Paul Gottschalk and Neal Ney indicated that they thought it unlikely that the positivit recommendations of the report could be accomplished without closing branches and re- directing funds to other services. Bill Wilson said that Evanston could afford to pay a larger property tax to support library services. He said that other communities with fewer resources were supporting their libraries at a higher level. In response to another question Bill Wilson said that the consultants thought that the tbree most important positions that could be added to the Library staff were: 1. Outreach Specialist ?. Volunteer Coordinator 3. Development Officer. There were a number of additional questions from the Board, staff, and audience. Bennett Johnson and John Sagan asked when the Board would next consider the report - Neal Ney indicated that it would be on the agenda for the January 5' Planning Meeting. The meeting adjoumed at 9:42 p.m. Respectfully submitted, Judith Rosenthal, Secretary Evanston Public Library Board of Trustees x Evanston Public Library Board of Trustees Minutes of the Board Meeting November 17, 1999; 7:30 p.m. Library Board Room Approved January 19, 2000 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, Paul Gottschalk, Laura Smith Citizens Present. None Call to Order President John Sagan called the meeting to order at 7:34 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 October 20, 1999 as presented. Passed unanimously on a voice vote. Staff Report Laura Smith, Technical Services Manager was introduced to the Board. Technical Services includes two units. One unit acquires, catalogs, processes new library materials and maintains the Library's collection and catalog. The other unit maintains, plans, and develops the Library's automated systems. This evening Ms. Smith was talking about the computer support function. There are two full time computer staff members: Flavian Wallis - who is responsible for the networks and the Data Research Associates system (the integrated library system) and Michael Bentkover - the computer support specialist who works on configuration of hardware and software and is also the local area network administrator. At the present time there are 120 IBM PC's and terminals in the building and 13 Macintosh computers. The DRA system includes modules for circulation, acquisitions, public access catalog, and periodicals. Ms. Smith said the Library was moving toward a web -based browser for the catalog and :✓Ell need to replace all the terminals with PC's. The Library will need to make a decision whether or not web access will be available from all locations where there will be a PC. At the present time the computer support staff is doing quite a bit of staff training and deploying the new hardware. Ms. Smith is working now on putting together an accessible workstation principally focusing on people with visual impairments. Old Business Budge Library Director Neal Ney reported on a budget meeting with the City's Finance Director, Budget Officer. Jonathan Fischel, John Sagan and Paul Gottschalk about the proposed 2000-2001 budget. The Library's proposed budget totals S3,430.900. Bououereau Paul Gottschalk discussed the auction of the Bouguereau painting 'At the Fountain'. The painting solid at Sotheby's 19' Century auction on November 3. 1999. The gavel price was $900.000. The purchaser also paid a buyers premium of S92,500 to Sotheby's. The auction house lists the sale price as S992.500, the total of the gavel price and the buyers premium. The Library paid a commission of 5% or $45,000 to Sotheby's. Thus the Library realized S855,000 on the sale. These funds are being placed in the Vbrary's endowment fund. President Sagan's Report John Sagan reported that Koenig and Strey Realty gave the Library a check for $2,230. The money was raised by parking cars at Northwestern football games. The funds will be placed in the Fund for Excellence and will be used to purchase materials for the branch libraries Vice President Prout's Report Eiaht Month Penod Ending October 31. 1999 Paul Gottschalk discussed the financial report for the eight month period ending October 31" and answered a few questions about the report. Friends The Evanston Library Friends have conducted several programs including Family Night which 600 people attended and they also had a successful fund raiser at Bames and Noble on Columbus Day. Library Director's Report Neal Ney reported about the success of the REELTIME video series. Each program has attracted an audience of more than 100 people. He also reported that REELTIME has received a S 1.000 grant from the Illinois Arts Council. New Business Endowment Investment Policy Paul Gottschalk reviewed the proposed Endowment Investment Policy. Trustee Prout suggested a language change. He wanted to be certain that it was dear that it was not the purpose of the Endowment to replace city funds. Trustee DeWoskin moved and Trustee Rosenthal seconded, MSP - Acceptance of the Evanston Public Library Investment Fund Policy as amended. Passed unanimously on a voice vote. •x AQanintment of an Endowment Invesstment Cornmitt-,. Sclectun of a Chair, And Schedulina of a Meeting Board President John Sagan asked for volunteers Jonathan Ftschei. John Vail and Stephen Prout volunteered to be on Endowment Investment coonrilittee President Sagan move.'. and Trustee Rosen, al seconc`-z-d. MSP - Appointment approval of thoso individuals to : )e Endo"r,ient Investment Committee. President Sagan appointed Trustee Vail as Chair M committee Their first meeting is scheduled for November 29. 1999. at 7-31i p m at tie Library Resolution Establishino an Investment Account for tree Endo%vr-nent Trustee Rosenthal moved and Trustee DeWc-,skin secomied. MSP - Resolution establishing an Investment Accourl for the L brary's Endowment Fund 3s presented (copy attached). Passed unanimously on a voice vote. South Branch Library Director Neal Ney reported several recent de%-elopments to the Board concerning South Branch. First. the Main Junior Department Store, which the Board had discussed as a potential site for relocating South Branch, had reportedly been sold. Second, the budding currently housing South Branch was for sate. The branch's current landlord had offered to extend the lease by three years. The current lease expires on April 30, 2000. Third, in light of the redevelopment plans for the Dempster -Dodge shopping plaza. Mr. Ney reconsidered his own earlier negative evaluation of that site as a possible location for the branch. He made some inquires and learned that the financing of the project made it very unlikely that the developer v+ould want to rent to a tenant that did not generate sales lax. Fourth, during the Library's budget hearing the Director of Budget and Management asked the Library to consider the possibility of relocating South Branch to 633 Howard, The City was purchasing this site for a police outpost, and the facility had more space than will be utilized for that purpose. At that meeting Mr. Ney indicated that its location on the City's border would make it a less than desirable location for a branch library. Fifth, the Director of Parrs, Forestry, and Recreation asked Mr. Ney to consider the possibility of relocating South Branch to the new Levy Center being built in James Park on Oaktc', Street. After speaking with President Sagan, Mr. Net decided not to proceed with the South Branch lease extension for three reasons. First, a little more than a year ago the Board decided to place all plans for South Branch on hold until :t received the results from the "Assessment of the Library Needs and Use for Evanston's Low and Moderate Income Population." Second, the Library's Board and administration had said that the current location was not a good location for the branch Third, oecause the lease extension would be on a fast track, it would provide Tess than iCeal circumstances for the consideration of all of the issues involved. Mr. Ney said that he .vas not asking the Board to make any decisions that evening, but he wanted to be certain that they were aware of all of this activity. Review of the Facilities Policy The Board reviewed the Facilities Policy and made some minor editonal ct-tages. Trustee Fischel moved and Trustee DeWoskin seconded. h1SP - Approval of the Library's Facilities Pob►cy as amended Passed unanimously on a voice vote. Appointments to Foundation Board Trustee DeWoskin moved and Trustee Perry seconded. ti1SP - Appointing Jean Baron and John Vail to the Board for the Founclat-ocrs of the Evanston Public Library. Passed on a unanimous vote. December Meetings Trustee Vail moved and Trustee DeWoskin seconded. MSP - Cancel both December Library Board meetings as proposed by Library Director Ney. Passed unanimously on a voice vote. Meetings Scheduled for 2000 Trustee DeWoskin moved and Trustee Rosenthal seconded, MSP - Approving the Library Board meeting schedule for the year 2000 as proposed by Director Ney. The scheduled meetings for 2000 will be held on January 19th, February 16th, March 15th, April 19th, May 17th, June 21st, July 191h, September 20th. October 18th, and November 15th. AlI meetings will be in the Board Room at 7:30 P%I- Adioumment There being no further business, Board President Sagan adjourned the meeting at 9:45 p,m. Respectfully submitted, Judith Rosenthal, Secretary Evanston Public Library Board of Trustees Evanston Public Library Board of Trustees Minutes of the Board Meeting October 20, 1999; 7:30 P.M. Library Board Room Approved November 17, 1999 Members Present: Linda DeWoskin, Jonathan Fischel, Sharon Jordan, Jean Perry, Stephen Prout (arrived 7:37), John Sagan, John Vail, Junko Yokota Members Absent: Judith Rosenthal Staff Present: Neal Ney, Paul Gottschalk, Jan Bojda, Cynthia Jones Citizens Present: None Call to Order President John Sagan called the meeting to order at 7:33 p.m. President Sagan then introduced the new board members (DeWoskin, Perry and Vail) who gave a brief background of themselves. Approval of the Minutes Trustee Fischel moved and Trustee Jordan seconded, MSP - Approval of the minutes of the Library Board meeting held on September 15, 1999 as amended. Passed unanimously on a voice vote. Staff Report Jan Bojda. Head of Children's Services was introduced to the Board. Ms. Bojda reported on staff size and various children's activities throughout all branches of the Library. Programming, storytimes, preschool activities and reading games are all activities at the Main Library and both branches. Old Business Budget Library Director Neal Ney informed the Board that the Library's budget would be on the agenda from now until March and that he would keep the Board updated with current events. He also told the Board that November 4t' was the meeting date with the City's budget director and requested a Library board member to attend, both President Sagan and Trustee Fischel agreed to attend. Bouauereau Mr. Ney told the Board of the November 3r0 auction date for Bougue•reau's "At the Fountain". He then passed around the table the Sotheby's catalog with the painting on the cover. Trustee Vail expressed eoncem over how the:s sale would affect future fundraising efforts. Mr. Ney indicated that publicity after the sale would emphasize that the funds were going to be placed in the Library's endowment, that the first endowment earnings generated by this investment would not be available until March of 2001, and that even with the increased funds the Evanston Public Library would be spending less per capita on library materials than most libraries in the north suburban area. Service Policy The Board approved several changes in the Service Policy. The changes were primarily stylistic or reflected changes in practice that had occurred since the last time the policy was reviewed. There were no fundamental changes in the way the Library provides service. President Sagan's Report President Sagan reported to the Board that the Fund for Excellence Committee meeting was a nice kick-off. He also said that Trustees Yokota and Rosenthal had dome a good job Co-chairing the committee. He then informed the Board that the Library had received a thank you note from the family of Winifred Fifles thanking the Library for starting an endowment in her name. President Sagan also mentioned that the Library's Foundation Committee was looking for a Library Board member to join the Foundation board. Vice President Prout's Report Seven Month Period Endina September 30.1999 Paul Gottschalk described the financial reports and indicated that they were all very self-explanatory with major items under Highlights and Commentary. Friends There were no Friends minutes for review. Vice President Prout informed the Board that at the Friends last meeting, Reader's Advisor Dana Vance attended to discuss services and programs for young adults. Library Director's Report The Board briefly reviewed and discussed the Library Director's September Report. New Business Mr. Washington's ADDeal Library patron Jefferson Washington had indicated that he would attend the Board meeting to appeal his one year suspension of library privileges, but Mr. Washington was not in attendance at the meeting. F4 k r Review of Fines. Fees, loan PerWs. Hours of Service Trustee DeWoskin moved and Trustee Fischel se(l)ndtxi, MSP - Increasing the number of juvenile videos that can tv bormwe-d from five to ten; reduce the fine for video cassettes, AV equipment, and BIfolkaP kits from $2.00 a day to $1.00 a day; add 'Internet Browser Projection" to the AV Services provided in the Community Meeting Room at a price of S 15.00 These changes would take effect on November 1, 1999. Approved unanimously on a voice vote. Strateoic Planning Process MSP - Recommendation from Director Neal Ney that the Board approve a Planning Process, 2000 - 2003 as outlined by the Library Director. Passed on a consensus voice vote. Graphic Purchases Trustee DeWoskin moved and Trustee Yokota seconded, MSP - Request from Library Director Neal Ney to use up to $1,900 in book sale money to purchase and frame twelve ALA "Read" posters for use in the Children's Room; to purchase five additional easels; and to design and produce a lively greeting and directional sign for use in the Children's Room - Passed unanimously on a voice vote. Gift Opportunity Brochure Trustee DeWoskin moved and Trustee Fischel seconded, MSP - Approval of expending book sale funds, not to exceed $1,000 for the design and printing of brochures identifying all methods by which one may make a gift to the Library. Passed unanimously on a voice vote. Adjournment There being no further business, Board President John Sagan adjourned the meeting at 9:02 p.m. Respectfully submitted, Judith Rosenthal, Secretary Evanston Public Library Board of Trustees Evanston Public Library Board of Trustees Minutes of the Board Meeting September 15, 1999; 7:30 p.m. Library Board Room Approved October 20, 1999 Members Present: Gloria Bullock, Jonathan Fischel, Sharon Jordan, Stephen Prout, Judith Rosenthal, John Sagan (arrived 8:10), Cheryl Wollin, Junko Yokota Members Absent: Ellen Newcomer Staff Present: Neal Ney, Paul Gottschalk Citizens Present: None Call to Order In the absence of President John Sagan, Vice President Stephen Prout called the meeting to order at 7:35 p.m. Approval of the Minutes Trustee Rosenthal moved and Trustee Jordan seconded, MSP - Approval of the minutes of the Library Board meeting held on July 28, 1999 as presented. Passed unanimously on a voice vote. Old Business Bouauereau Library Director Neal Ney reported that the Bouguereau painting had been picked up by Sotheby's and was being prepared for the November To auction. Bud4et FY 2000-01 Paul Gottschalk described the budget process for the upcoming fiscal year. The proposed fiscal year 2000-01 budget had been presented to the City Manager's office. The City Manager will present his version of the balanced budget to the City Council on December 315t. The City Council will then review the budget during January and February with final approval in late February. The Council also approved a new janitorial contract for the Library. President Sagan's Report President Sagan discussed the reception for the new and departing Library Board members which would be held at his home. Vice President Prout's Report Five anrt ,Six Month Periods Fndina July 31 and Auoust 31. 1999 Paul Gottschalk described the financial reports for the five and six month periods ending August 31 ". Of note, the Howard and Ruth Burkhead account in the amount of 585,581.29 has been transferred from the Library's Endowment Fund into the Foundation with the permission of Mrs. Burkhead. Friends The Library Friends will be holding a Duke Ellington standards jazz program on October 11 "'. They are also planning a Columbus Day program for kids. Trustee Yokota suggested the Friends do programming with local children's books authors. Library Director's Report Mr. Ney reported that the Needs Assessment grant information will be presented to the Library Board in early November. New Business Fund For Excellence Trustees Junko Yokota and Judith Rosenthal agreed to Co-chair the Fund For Excellence Committee and will contact Trustee Newcomer for assistance. Possible Art Donation The Board reviewed the recommendation from the staff art committee to accept a drawing from Ms. Rosemary Vauzanges. Trustee Wollin moved and Trustee Yokota seconded, MSP - To accept from Ms. Rosemary Vauzanges the gift of a drawing by Paul Collins which has been valued at between 53,000 to 54,000. Passed unanimously on a voice vote. Memorial for Winnie Fifles Mr. Ney discussed a memorial in the endowment for former Library staff member Winifred Fifles. This would be establishing a 55,000 endowment in her memory and honor, The next quarterly transfer of book sale funds into the endowment will be used to establish this account. Trustee Yokota moved and Trustee Rosenthal seconded, MSP - Approve a resolution in memory of former Library employee Winifred Fifles. The resolution establishes a fund of $5,000 in the Library's endowment in memory of Ms. Fifles. Passed unanimously on a voice vote. i Donstinn of 16mm Films to District 65 Trustee Wollin moved and Trustee Jordan seconded, MSP - Approval of a motion determining that the Library's collection of 16mm films is no longer useful for public library purposes and authorizing the staff to withdraw these items from the collection and donate them to School District 65. Passed unanimously on a voice vote. Trustee Wollin then read a letter to the Board of Trustees from the three departing Board members; Gloria Bullock, Ellen Newcomer and Cheryl Wollin (see attached). Adjournment There being no further business, Hoard President John Sagan adjourned the meeting at 9:05 p.m. Respectfully submitted, Judith Rosenthal, Secretary Evanston Public Library Board of Trustees 3 Evanston Public Library Board of Trustees Minutes of the Board Meeting July 28, 1999; 7:30 P.M. Community Meeting Room Approved September 15, 1999 Members Present: Gloria Bullock, Sharon Jordan, Ellen Newcomer. Stephen Prout, John Sagan, Cheryl Wollin, Junko Yokota Members Absent: Judith Rosenthal Staff Present: Neal Ney, Paul Gottschalk, Cynthia Jones. Lesley Williarrrs. Ann Mallard, Martha Quinn. Flavian Wallis and Mindy Wallis Citizens Present: Richard Halstead, Steve Lipson, John Rush. Bob Seidenberg from the Evanston Review. Brian Cox from the Chicago Tribune, and a reporter from the Daily Northwestern Presiding: John Sagan, President Call to Order President Sagan called the meeting to order at 7:35 p.m. President Sagan noted that the Board would hear citizens comments first. and would then take up the discussion of "At the Fountain" by William Adolphe Bouguereau. He indicated that he would ask the Board to extend citizen comments beyond its fifteen minute limit if necessary. Citizen Comments Richard Halstead, Steve Lipson and John Rush all spoke in opposition to the Board's decision to sell "At the Fountain" by William Adolphe Bouguereau. John Rush said that Bouguereau ranks as one of the finest painters of the 19t' century. "You don't realize what you've got, and now you are going to take it away from us. I consider that cultural theft." Mr. Lipson objected to replacing the painting with a "machine -made, worthless imitation that will only remind us of that which you have irreplaceably taken from us — an original testament to mankind's ability to create an object of beauty and genius — a work of art." Mr. Lipson said that he did consider the Library to be under funded. He encouraged the Board to pursue the option of establishing a separate taxing district rather than operating as a department of the city. He did not, however, think that selling a work of art was the way to address the Library's funding needs. Old Business Bouauereau Trustee Wollin moved and Trustee Newcomer seconded, MSP - That the Evanston Public Utrary Board of Trustees authorizes its President to enter into a contract with Sotheby's for the sale of "At the Fountain' by William Adolphe Bouguereau Said contract to include the features of the marketing plan outlined by Sotheby s in their presentation to the Library Board an July 7, 1999. These include but are not limited to: featuring the painting on the cover of the catalogue for the auction, featuring the painting in an ,article in the firm's Preview magazine, and a Los Angeles preview exhibition. The contract is also to include the provision by Sotheby's of a full-sized photo -mechanical reproduction of the painting in the painting's current frame. Sotheby's commission for this sale is to be determined by their current rate structure for institutional consignment and shall not exceed 5%. Sotheby's will assume responsibility for all other expenses related to the sale including but not limited to. packing and shipping, storage and security, catalogue illustrations and distribution, advertising, traveling exhibition, receptions, and re -framing. The painting is to be insured for its top auction estimate. Passed unanimously on a voice vote. Trustee Prout suggested that Mr. Ney and Mr. Sagan should try to negotiate a lower commission if possible. Trustee Newcomer moved and Trustee Yokota seconded, MSP - That the Library Board President and the Library Director be authorized to act on behalf of the Library Board of Trustees of the Evanston Public Library in all matters incidental to the sale of William Adolphe Bouguereau's painting "At the Fountain" by Sotheby's as long as said sale is conducted in substantially the same form as that outlined in the motion authorizing the President to enter into a contract with Sotheby's. Passed unanimously on a voice vote. Trustee Newcomer indicated that she would like to respond to some of the comments made by visitors to the meeting. She said that it is certainly true that the Library's handing for the purchase of materials was inadequate and that it is very unfortunate that the anomalous budget authority of the City has led to severe budget difficulties (including spending freezes). She felt the speakers misunderstood the Board's decision, which is based on security issues. The sale of the painting is not precipitated by a fundraising motive. She indicated that the Board's other efforts to enhance the collection, which include the Fund for Excellence, the Foundation for the Evanston Public Library, and the Book Sales, are what the Board has decided to do to supplement the collection budget -- and the Board has and will continue to do successfully. She voted for the sale of the painting because she did not believe that the Library, being a public library and 2 not a museum, could provide the security and care that the painting requires. On this as on all Library issues, the trustees must act as fiduciaries and set aside their personal admiration and respect for this painting. Trustee Prout said that while he appreciated the citizen comments, they had not brought any new information or arguments to the discussion that the Board hadn't already had Trustee Wollin indicated that this was one of the most difficult decisions that the Board had made during her time on the Board. She thought that it was important to take advantage of the strong art market at the fall auction. As a fiduciary for the Library she thought it would be irresponsible not to sell the painting. Steve Lipson, who had spoke earlier during citizen comments asked what was the point of holding a Board meeting if the Board had already made the decision to sell. President Sagan pointed out that the vote to sell the painting had been taken at the July 7`" meeting of the Board. The only matter on the agenda for this evening was the selection of the auction house. Mr. Lipson indicated that he had had no way of knowing that the Board was considering such a decision prior to its being reported in the Evanston Review. President Sagan pointed out that the Board's discussions were reported in the minutes of its meetings. Library staff member Flavian Wallis said, "If you read the minutes you wouldn't knave that the sale of the painting was being considered before the July 7`, meeting." Trustee Newcomer disagreed, stating that the subject of the Bouguereau had come up at least annually during her six years on the Board. She went on to say that the Board requested a thorough evaluation of the art in the Library after the unfortunate theft in 1994 of a bronze that had been donated to the Library. This loss greatly upset the Board. Since 1994, the value of the Bouguereau has more than doubled. President Sagan suggested that the Board move to the next item on the agenda. Approval of the Minutes Trustee Wollin moved and Trustee Newcomer seconded, MSP - Approval of the minutes of the Library Board meeting held on May 19, 1999 as presented. Passed unanimously on a voice vote. Trustee Wollin moved and Trustee Jordan seconded, MSP - Approval of the minutes of the Library Board meeting held on June 16, 1999 as presented. Passed unanimously on a voice vote. Trustee Wollin moved and Trustee Bullock seconded, MSP - Approval of the minutes of the Committee of the Whole held on July 7, 1999 as amended. Passed unanimously on a voice vote. �3 Staff Report Lesley Williams reported on the In -Service Day held for the Library's staff on June 16". She compared it with last year's program which focused mainly on computer skills. This year's program concentrated more on team building. AN staff members took part in a half day ethics program, and the other half of the day was spent on sessions learning about the activities of other Library units_ Old Business Review of Services Policy Mr. Ney indicated that he would bring to the Board at a future meeting proposed revisions in the service policy. In the memo for this meeting he outlined the values that he thought needed to be considered when drafting policies concerning service. They were: 1) The Library's policies should make it easy for patrons to use the Library; 2) The Library's policies should protect the public's investment; 3) The Library's policies should encourage the staff to respond to the needs and expectations of individual patrons; 4) The Library's policies should insure an essential equality and fairness in the way that patrons are treated; 5) The Library's policies should be designed to make using the Library an enjoyable experience. He asked if the Board wanted to place these values in a priority order to assist with decision making in the drafting of the policies. The Board discussed the matter and felt that patron responsibility also needed to be stressed. Budqet FY 2000 - 01 The Board reviewed the Library Director's memo dated June 7'" requesting that they decide which items they wanted included in their budget proposal and confirm or rearrange the priority order of the list. The Board then asked Mr. Ney and Mr.Gottschalk to prepare a budget for submittal to the City Manager that would include the following: An inflation increase in the materials accounts and additional funds to replace the funds lost because of the FY 98 - 99 spending freeze. An additional security presence in the after school hours. A 20 hour processing clerk for the Technical Services department. Funding for the purchase of book display units in the Children's Room. Reduction in the fine for overdue videos from $2.00 a day to $1.00 a day. A Web Librarian position to maintain the Library's web site including the City portions of the site. President Sagan's Report President Sagan reported to the Board that the City Council on July 260' had endorsed the Board's decision to sell the Bouguereau and had declined to purchase it for the City. Mr. Sagan also told the Board that Ms. Mary Allen, a Library friend, lifelong Evanston resident, and general counsel of Brunswick Corporation had passed away. n u Vice President Provt's Report Period Endina May 31" and Four Month Period Ending June 30. 1999 Financial Statements were reviewed Paul Gottschalk called to the Board's attention the Library's Special Funds account which contains the funds from th S35,000 Needs Assessment Grant A payment of S10.000 hed been paid to Himmel & Wilson for their services during the month of May. Friends There were no comments on the Fnends minutes. Library Director's Report Library Activities for Mav and June 1999 The Library Director's Reports for May and June were reviewed. and the Boards briefly discussed the success of the Summer Reading Game Kickoff. New Business Per Mr. Ney's request, the Board canceled the September 1. 1999 Committee of the Whole meeting. Paul Gottschalk informed the Board that the Library's cleaning service contract would need to be approved before the regular September meeting. The Boarc then authorized the Executive Committee to act on behalf of the Board in the matter of approving a janitorial contract that will need to be approved and forwarded to City Council before the Library's regular September Board meeting. Adjournment There being no further business. Board President John Sagan adjourned the meeting at 10:14 p.m. Respectfully submitted, Ellen Newcomer, Acting Secretary Evanston Public Library Board of Trustees 5 It Evanston Public Library Board of Trustees Minutes of the Committee of the Whole Meeting July 7, 1999; 7:30 P.M. Library Board Room Approved July 28, 1999 Members Present: Sharon Jordan, Ellen Newcomer, Stephen Prout, John Sagan, Cheryl Wollin, Junko Yokota Members Absent: Gloria Bullock, Judith Rosenthal Staff Present: Neal J. Ney, Paul Gottschalk, Sally Barnum, Laura Dudnik, Margaret Schatz, Mindy Wallis, Lesley Williams Guests Present: Nancy Harrison (Sr. Vice President), Benjamin Doller (Sr. Vice President) and Gary Metzner (Assistant Vice President), Sotheby's Presiding: John Sagan, President Call to Order Board President Sagan called the meeting to order at 7:35 p.m. Mr. Sagan expressed his appreciation for being selected as the new President of the Library Board. Representatives from Sotheby's were introduced to the Board. Ms. Nancy Harrison began by describing that the Bouguereau painting "At the Fountain" was an undisputed masterpiece that has beauty, charm, and an extraordinary finish. Ms. Harrison gave four reasons why Sotheby's thinks "At the Fountain" would be very attractive in a public auction: 1. Freshness to the market; the work has had only two owners and it was last available in the public market over 100 years ago. 2. Impeccable provenance (referring to the previous owners of the painting; i.e., Mr. Charles F. Grey and the Evanston Public Library). 3. The letter from Bouguereau himself stating that "At the Fountain' was one of his favorite works. 4. The appealing subject matter. Sotheby's recommends selling the work at their November 3td auction of major 19`" century paintings. The market for paintings by Bouguereau is very strong at this time. Sotheby's pre -sale estimate is 5600,000 to $800.000. There will be two other works by Bouguereau in Sotheby's November sale. one from the Detroit Institute of Arts and the other from a private owner Having more than one Bouguereau in the sale benefits the marketing of the %vrrk. Mr. Doller stated that "At the Fountain' would be on the cover of the fall auction catalog The work would also be featured in Sotheby's Preview magazine (which reaches 60,000 subscribers), advertised in the New York Times and vanous art publications, and on the World Wide Web. The painting would be put in a period frame and there would be a pre -sale exhibition displaying the painting in Bevedy Hills, California. Sotheby's specializes in academic 19in century paintings. They conducted the auction with the highest bid price ever paid for a Bouguereau and seven of the ten highest prices ever achieved for works by the artist. Sotheby's would cover the cost of insurance, transportation, catalog and all marketing materials. The Library would pay a 3% seller's premium if the painting should sell for more than $1,000,000., 5% if less. The buyer also pays a 10% buyer's premium. These fees are the industry standard and are non-negotiable. To be included in their Preview magazine and November sale, Sotheby's would need to have the consignment by August 151. Mr. Doller discussed reasons why public institutions sell paintings. Relevant issues include: the relationship of the work to the institution's whole collection; use of the sale proceeds for a more appropriate purpose; local relevance of the work; and security of the work. At the conclusion of the Sotheby's presentation, Margaret Schatz introduced a petition that had been circulated by staff requesting that the Bouguereau not be sold. Ann Mallard read the petition (copy attached). Staff members described the privilege of being able to see the painting every day and said that some people have made special trips to the Library just to see the painting. The work is part of Evanston's culture and the Library's heritage. It is a treasure to have this piece in a public library where people can see it everyday. Staff members then left the meeting. President Sagan stated that deciding to sell this painting is a very important decision and expressed his concern that the Library cannot properly conserve, protect and safeguard the work. Trustee Wallin stated her belief that the Library is not the place for this type of very valuable painting and that it's the Library Board's fiduciary responsibility to make the best use of the Library's limited assets. Trustee Wollin was also pleased with the idea of having a full sized reproduction of the painting placed inside the frame that currently exists. Board members recognize the real value of placing the proceeds from the sale of the painting in the Endowment, in perpetuity, and using the income from the Endowment to purchase library materials or further the mission of the Library. 2 According to Illinois state law, under the local Library Act, the Library Board has the authority to accept and dispose of property. The Board wrill obtain a clear legal opinion that they have the authority to sell the piece. The Board then discussed at length the proper process for deciding to sell the painting and realized that there would never be a better time to make this difficult decision, especially with the fall auction deadline coming soon. It is important that the current Library Board make the decision. Several new members will come on the Board in September and would have to begin the whole review process again. Trustee Prout moved and Trustee Wollin seconded, MSP - The Library Board approves the sale of the Bouguereau painting "A La Fontaine" at public auction contingent on the confirmation from legal counsel that the Library Board has the independent authority to sell the work and to retain for Library purposes the funds realized. The proceeds from the sale will be placed in the Library's Endowment Fund where the principal will remain in perpetuity and the income will be used to further the Library's mission. Passed unanimously on a voice vote. The Board will now make a final decision on the auction house to be selected at the July 28'h meeting. Other Items and Concerns Rescheduled the regular Board Meeting from 7:30 PM on Wednesday, July 21 st to 7:30 PM on Wednesday, July 28th. Trustee Prout then suggested possible new Board members for the coming term. Adjournment There being no further business, Board President Sagan adjourned the meeting at 10:30 p.m. Respectfully submitted, Ellen Newcomer, Acting Secretary Evanston Public Library Board of Trustees 3 .x Evanston Public Library Board of Trustees Minutes of the Board Meeting June 16, 1999; 7:30 p.m. Library Board Room Approved July 28,1999 Members Present: Gloria Bullock, Ellen Newcomer, Stephen Prout (arrived 7:57). Judith Rosenthal, Cheryl Wollin, Junko Yokota Members Absent: Sharon Jordan, John Sagan Staff Present: Neal Ney, Paul Gottschalk, Cynthia Jones Guests Present: Nicholas F. Maclean and Gary M. Piattoni Presiding: Cheryl Wollin, President Call to Order President Wollin called the meeting to order at 7:43 p.m. Approval of the Minutes Minutes of the Library Board meeting held on May 19, 1999 were not reviewed. They will be added to the agenda of the next Regular Library Board meeting. Staff Report The staff report on Library Automation was postponed to a later date. Old Business Election of Officers By a unanimous voice vote, the Board elected the following slate of officers as presented by the Nominating Committee: John Sagan as President. Stephen Prout as Vice President and Judith Rosenthal as Secretary. The new officers will take office on July 1'. Bououereau Nicholas Maclean and Gary Plattoni, representatives from Christie's were introduced to the Board. The gentlemen presented the Board with a proposal to sell by auction the Library's painting "At the Fountain" by William Adolphe Bouguereau at Christie's New York facility. After the presentation was complete Ms. Wallin thanked Mr. Maclean and Mr. Piattoni and they left. The Board discussed the advantages and disadvantages of selling the painting at length. X. In a straw poll the Board indicated a preference for selling the painting, imresbng the proceeds in the Library's endowment, and using the earnings of this _ investment to purchase materials for the Lib-ary's collection. As Trustees charged with managing the Library's assets, Board members stated that selifmg the painting and investing the funds to buy books may be the most responsbie use of this valuable asset. Some Board members also indicated a concem about the Library's ability to adequately protect and properly conserve such a valuable resource. The Board discussed what the public opinion might be concerning the disposition of the painting and discussed at length the process for making such a decision. The Board asked Mr. Ney to arrange for a similar presentation from Sotheby's, another art auction firm. The Board also agreed to discuss the matter further at its July r Committee of the Whole meeting. Summer Meetina Schedule The Evanston Public Library Board of Trustees agreed to meet on July 7, 1M for its Committee of the Whole meeting, and on July 21, 1999 for its Regular Library Board meeting. Both the Committee of the Whole and the Regular August Board meeting will be canceled. Trustee Newcomer then left the meeting at 9:56. President Wollin's Report No Report. Vice President's Report Financial Summary. Three Month Period Endina Mav 31. 1999 Financial Statements were not reviewed and are to be included on the agenda for the next Regular Library Board meeting. Friends There were no Friends minutes for review. Library Director's Report The Library Director's Report was not reviewed and is also to be included on the agenda for the next Regular Library Board meeting. New Business ADDroval of Annual Resort Trustee Prout moved and Trustee Rosenthal seconded, MSP - Approval of the submittal of the annual report to the Illinois State Library. Passed on a unanimous voice vote. 2 rov 1 of Per Caoita Grant Aaolication Trustee Prout moved and Trustee Rosenthal seconded, MSP - Approval of the application for a Per Capita Grant from the Illinois State Library as presented. Passed on a unanimous voice vote. Review of Services Policv The Policy was not reviewed. To be included on the agenda of the next Regular Library Board meeting. Budget FY 2000-01 The Board agreed to discuss the budget in depth at a later time. Reel Time Proposal Trustee Rosenthal moved and Trustee Yokota seconded, MSP - Approval of the request by Library Director Neal Ney to enter the Lbrary into a programming partnership with Leland and Burger and the Block Museum for the presentation of a film series entitled "Reel Time" which will begin in the Fall of 1999. Passed unanimously on a voice vote. Adjoumment There being no further business, Board President Cheryl Wollin adjourned the meeting at 10:05 p.m. Respectfully submitted, Gloria Bullock, Secretary Evanston Public Library Board of Trustees 3 x Evanston Public Library Board of Trustees Minutes of the Board Meeting May 19, 1999; 7:30 p.m. Library Board Room Approved July 28,1999 Members Present Sharon Jordan, Ellen Newcomer. Stephen Prout, Judith Rosenthal, Cheryl Wollin, Junko Yokota Members Absent Archibald Bryant, Gloria Bullock, John Sagan Staff Present: Neal Ney, Paul Gottschalk, Connie Heneghan, Cynthia Jones, Sally Schwarzlose Citizens Present Loyola University Student Presiding: Cheryl Wollin, President Call to Order President Wollin called the meeting to order at 7:37 p.m. The guest introduced himself as a Loyola University student studying Government and was in attendance to observe a library board meeting. Approval of the Minutes Trustee Newcomer moved and Trustee Rosenthal seconded, MSP - Approval of the minutes of the Library Board meeting held on April 21, 1999 as amended. Passed unanimously on a voice vote. Staff Report Connie Heneghan (North Branch Manager) and Sally Schwarzlose (South Branch Manager) introduced themselves to the Board. Ms. Heneghan and Ms. Schwarzlose described their collections, programs, technology, community involvement and needs at the individual branches. The Board thanked them for the report and for their dedication. Old Business Nominatinq Committee Trustee Jordan, Nominating Committee Chairperson, informed the Board that the Nominating Committee (consisting of Trustees Jordan, Yokota and President Wollin) had nominated Trustees John Sagan for President Stephen Prout for Vice -President and Judith Rosenthal for Secretary. The election of new officers will take place at the June 16" Regular Board meeting. The new officers begin their terms at the July 21 " meeting. President Wollin's Report Board President Wollin informed the Board that she'd met ,#Mh Hardy Ray Murphy, Jr., the newly elected Superintendent of School District 65 and she was favorably impressed. President Wollin informed the Board that the next 'Needs Assessment Advisory Committee" meeting with Library consultants Himmel & Wilson will be June Zd followed by a full day meeting in September. Vice President's Report Financial Summary. Two Month Period Endina ADO 30.1999 Paul Gottschalk presented the April financial reports and described the highlights. Friends Library Director Neal Ney informed the Board that Maria Ba.11antyne was elected to serve a second term as President of the Friends at the ELF annual meeting held on May 23". Trustee Newcomer asked Mr. Ney to foilow-up on the certificates honoring the Library Friends/Volunteers from the North Suburban Library System. Library Director's Report The Board reviewed the Library Director's Report. Director Neal Ney informed the Board that a request to purchase 38 new computers would be presented to City Council on June 14'. Mr. Ney also told the Board that Secretary of State and State Librarian Jesse White would be visiting the Library on May 20'' . New Business Review of Standards for Illinois Public Libraries The Board reviewed a memo by Library Director Neal Ney on the Library's compliance with the state standards for Illinois public libraries. Such an annual review is required in order to apply for a Per Capita Grant. The Library meets all but eight of the 125 standards. Two of those standards have to do with governance. The other areas in which the Library fails to meet state standards are: a) neither branch meets ADA requirements, b) the Library does not financially support the participation of trustees in library organizations, c) the Library does not have funding for public relations and marketing in Its operating budget, d) South Branch is not "located at a site that is determined to be most convenient for the community," e) lighting levels at the West end of the reference room do not "comply with the standards issued by the Illuminating 2 Engineering Society of North America,' 0 the Library's staff size meets the minimum for a community of our size but is below the levrels for growing, established, and advanced libraries. Purchase of Accessible Patron Workstation Trustee Rosenthal moved and Trustee Yokota seconded, MSP - Request by Library Director Neal Ney to spend $Z835.00 in Book Sale Funds if needed to help purchase an accessible workstation for patrons with disabilities. Passed unanimously on a voice vote. Endowment Fund Trustee Newcomer moved and Trustee Jordan seconded. MSP - Approval of Director's recommendation that the Farish endowment be transferred to the Library's Foundation at Mr. Farish's request. and pending donor approval, the transfer of the Stallings and Howard and Ruth Burkhead endowments to the Foundation as well. Passed unanimously on a voice vote. New Business The Library Board instructed the Library Director to inform, the City Manager of the Board's displeasure with the physical condition of the entrance ramp and sidewalks at the Library and to seek a permanent solution to the problem of paving blocks popping up. The Board considers this to be a significant liability risk. The Board canceled the June 2nd Committee of the Whole meeting. Adjoumment There being no further business, Board President Cheryl Wollin adjourned the meeting at 9:13 p.m. Respectfully submitted, Gloria Bullock, Secretary Evanston Public Library Board of Trustees 3 x Evanston Public Library Board of Trustees Minutes of the Board Meeting April 21, 1999; 7:30 P.M. Library Board Room Approved May 19, 1999 Members Present: Archibald Bryant. Sharon Jordan, Ellen Newcomer, Stephen Prout, Judith Rosenthal, John Sagan (arrived 8:38), Cheryl Wollin, Junko Yokota Members Absent: Gloria Bullock Staff Present: Neal Ney, Paul Gottschalk, Cynthia Jones Citizens Present: None Presiding: Cheryl Wollin, President Call to Order President Wollin called the meeting to order at 7:43 p.m. Approval of the Minutes Trustee Newcomer moved and Trustee Bryant seconded, MSP - Approval of the minutes of the Library Board meeting held on March 17, 1999 as amended. Passed unanimously on a voice vote. Old Business Trustee Newcomer informed the Board that the Library's Book Sale was a huge success and she was very impressed by the volunteer crew. President Wollin's Report No Report. Vice President's Report Financial Summarv, One Month Period Ending March 31. 1999 Paul Gottschalk informed the Board that the Library's financials were on target for this time of year. Nothing out of ordinary to report. Friends The Board reviewed the Friends minutes of February 23`d and March 23". Trustee Newcomer asked Board President Wollin to extend thanks to Kim Hoopingarner, editor of Bookmark, for printing donors to the Fund For Excellence campaign and to Maria Ballantyne, for the great family programming at the Library hosted by the Friends. Library Director's Report The Board reviewed and briefly discussed the Library Director's Report_ Director Neal Ney informed the Board that Alderman Newman requested information about use of the Library by Northwestern University students and for suggestions of Library needs that the University might be able to assist with. New Business Nominating Committee The Board elected Trustees Jordan, Yokota and President Wollin as the Nominating Committee, with Trustee Jordan being the Chairperson. The committee will report at the May meeting, elect new officers at the June meeting, and the new officers will take office at the July meeting. Review of Non -Resident Fee The Board reviewed the Library's non-resident fee and agreed to maintain it at S90.00 per year. Review of Materials Policv Trustee Newcomer moved and Trustee Prout seconded, MSP - Approval of staff recommendation that section 3.1 of the Materials Policy being revised as drafted by Library Director Neal Ney. Passed unanimously on a voice vote. Report on the Impact of the Snendina Freeze The Board reviewed a memo by Director Neal Ney describing the impact the spending freeze had on the Library's operations. The Board then suggested President Wollin send a cover letter along with the memo to the Mayor, City Manager and City Council. Appointment of Advisory Committee for Needs Assessment Trustee Newcomer moved and Trustee Bryant seconded, MSP - Advisory Committee to work with Himmel & Wilson will consist of: Karen Chavers, Laura Cooper, Dona Gerson, Bennett Johnson, Michael Phillips, Joey Rodger, Lesley Williams, Cheryl Wollin, Robert Yohanan and Junko Yokota. Passed unanimously on a voice vote. 2 South Branch Lease Board President Wollin stated that the South Branch lease would increase 2.3%- The Board will now wait until the Needs Assessment report is completed before considering relocating the South Branch. ELF Membership Benefit Trustee Bryant moved and Trustee Sagan seconded, Decline the request from ELF Membership Committee to offer free rentals as a benefit of becoming an ELF member. Passed unanimously on a voice vote. Adjournment There being no further business, Board President Cheryl Wollin adjourned the meeting at 9:09 p.m. Respectfully submitted, Gloria Bullock, Secretary Evanston Public Library Board of Trustees 3 x Evanston Public Library Board of Trustees Minutes of the Board Meeting March 17, 1999; 7:30 p.m. Library Board Room Approved April 21, 1999 Members Present: Archibald Bryant, Gloria Bullock, Sharon Jordan. Ellen Newcomer, Stephen Prout, Judith Rosenthal, John Sagan, Cheryl Wollin Members Absent: Junko Yokota Staff Present: Neal Ney, Laura Dudnik. Paul Gottschalk, Cynthia Jones. Dana Vance Citizens Present: None Presiding: Cheryl Wollin, President Call to Order President Wollin called the meeting to order at 7:37 p.m. Approval of the Minutes Trustee Sagan moved and Trustee Rosenthal seconded, MSP - Approval of the minutes of the Library Board meeting held on February 17, 1999 as amended. Passed unanimously on a voice vote. Trustee Newcomer moved and Trustee Bryant seconded, MSP - Approval of the minutes of the Committee of the Whole meeting held on March 3, 1999 as amended. Passed unanimously on a voice vote. Staff Rep rt_ Dana Vance, a Reader's Advisor in the Library's Adult Services Department was introduced to the Board. Ms. Vance is the Library's young adult specialist. Ms. Vance described the school visits and book talks that she and Gigi Galich have been doing with the local middle schools. Ms. Vance also spoke of the Young Adult Book discussion program she had held at the Library. The next Young Adult book discussion is scheduled for April. Ms. Vance also spoke briefly about some new Young Adult titles. The Board thanked Ms. Vance for her informative and thorough report. Ms. Dudnik and Ms. Vance then left the meeting. President Wollin's Report President Wollin asked Library Director Neal Ney to prepare a memo addressed to the Board reporting the impact of the City'- spending freeze on the Library. Trustee Newcomer thought that it might have an impact on the Board's ability to raise contributions to the Fund for Excellence from private donors and on the willingness of volunteers to spend the considerable time required for private fundraising. Donors might decline to give if they believe their funds are being used to purchase materials that should be covered by the tax supported budget Vice President's Report Financial Statement. Twelve Month Period Endina February 28. 1999 Paul Gottschalk informed the Board that the Library's financials were close to being year end, noting that there still were outstanding bills that would be paid with fiscal year 98-99 funds. Mr. Gottschalk informed the Board that the Library under spent its budget by $60,000 because of the spending freeze. Library Director's Report The Board reviewed and briefly discussed the Library Directors Report. Mr. Ney informed the Board that he had waived the standard fee for the Census Bureau's use of the Library's Community Meeting Room to train enumerators who would work in Evanston. Mr. Ney noted that both the Library and the City had an interest in an accurate census for Evanston. New Business Collection Development Protects Trustee Bryant moved and Trustee Bullock seconded, MSP - Approval of a Collection Development Projects for FY 99-00 that would expend $80,000 raised by the Fund for Excellence campaign and S10,000 of Endowment Fund interest to purchase multiple copies of juvenile reading list books, art books, young adult books, poetry and literary first novels and reference materials. Passed unanimously on a roll call vote. Naming Policv Trustee Newcomer moved and Trustee Bryant seconded, MSP - Approval of a Naming Policy that will permit the Board to "consider honorary names for certain Library facilities as a means of acknowledging gifts or extraordinary service to the Library or to the Foundation for the Evanston Public Library." Passed unanimously on a voice vote. 2 ETHS Reauest for Waiver of Meetina Room Fees The Board decided it would not be in the best interest of the Library to waive the fees for Evanston Township High School's use of the Library's Community Meeting Room. However, Trustee Newcomer volunteered to donate the meeting room fee for this program. Other Business The Board agreed that a committee should be formed consisting of two people each from the Library's Book Sale Volunteers, the Evanston Library Friends and the Library's Board of Directors. Representatives from each group would soon be invited to an informal meeting. Trustees Newcomer and Prout would represent the Library Board. The Board canceled its April 7, 1999 Committee of the Whole meeting. Adjournment There being no further business, Board President Cheryl Wollin adjourned the meeting at 8:47 p.m. Respectfully submitted, Gloria Bullock, Secretary Evanston Public Library Board of Trustees 3 x Evanston Public Library Board of Trustees Minutes of the Committee of the Whole Meeting March 3, 1999; 7:30 p.m. Library Board Room Approved March 17, 1999 Members Present: Sharon Jordan, Ellen Newcomer, Judith Rosenthal, Cheryl Wollin, Junko Yokota Members Absent: Archibald Bryant, Gloria Bullock, Stephen Prout, John Sagan Staff Present: Neal J. Ney, Paul Gottschalk Citizens Present: Jefferson Washington, William Stafford — Finance Director Presiding: Cheryl Wollin, President Call to Order Board President Wollin called the meeting to order at 7:35 p.m. She indicated that the Board would consider again Mr. Washington's appeal of his suspension of library privileges. Ms. Wollin asked Mr. Ney if he had reviewed disciplinary action in similar cases. Mr. Ney said that library staff members had issued month long suspensions of library privileges for chronic sleeping in the past and that the penalty in this instance was not out of line with past practice. Trustee Newcomer moved and Trustee Yokota seconded, MSP - To sustain staff action in regard to the suspension of Mr. Washington's library privileges. Passed on a voice vote with one no vote (Rosenthal). Ms. Wollin thanked Mr. Washington for attending the meeting and reminded him that he would be welcome to begin using the Library again on March 15'". Mr. Washington left at this point. Ms. Wollin then turned the floor over to William Stafford — Finance Director for the City of Evanston. Mr. Stafford was appearing at the invitation of the Board. He congratulated the Board on its strategic planning process and indicated that he thought that the rest of the City needed to do more planning of this nature. Mr. Stafford said that his slide presentation was about major economic trends in Evanston. He indicated that he would not be addressing any governance or policy matters concerning the Library. The conclusilon of his presentation were: • Evanston has too little property tax base to support its perceived needs • That tax base is growing more slowly than inflation • Land use and employment are increasingly being dominated by not -for -profit institutions • Larger Evanston businesses continue to relocate to lower tax communities • Public subsidies are required to spur most development • As the population below the poverty level grows, service costs increase • Public education has few funding alternatives to the property tax • The community is not prepared to satisfy rapidly changing job skill requirements • The community is slowly losing its middle class and the jobs that held them Ms. Wallin thanked Mr. Stafford for his presentation. Ms. Newcomer asked that a copy of Mr. Stafford's slides be distributed to the Library Board. Adjournment There being no further business, Board President Cheryl Wollin adjourned the meeting at 8:50 p.m. Respectfully submitted, Ellen Newcomer, Acting Secretary Evanston Public Library Board of Trustees X Evanston Public Library Board of Trustees Minutes of the Board Meeting February 17, 1999; 7:30 p.m. Liibrary Board Room Approved March 17, 1999 Members Present: Gloria Bullock, Ellen Newcomer, Judith Rosenthal. John Sagan (left at 8:35). Cheryl Wollin, Junko Yokota Members Absent: Archibald Bryant, Sharon Jordan, Stephen Prout Staff Present: Neal Ney, Paul Gottschalk, Cynthia Jones Citizens Present: Jefferson Washington Presiding: Cheryl Wollin, President Call to Order President Wollin called the meeting to order at 7:33 p.m. The Board heard an appeal of a month long suspension of library privileges from Mr. Jefferson Washington. Mr. Washington thought that a month long suspension was excessive for sleeping. Mr. Ney pointed out that the suspension was for chronic violations of that rule. Trustee Sagan indicated that he was concerned that the police had to be called to the building when Mr. Washington had refused to leave when requested to do so. The Board declined to lift the suspension but indicated that it would be reviewed again at the March 3rj Committee of the Whole meeting. Mr. Ney was asked to review previous disciplinary actions to determine if this was in line with other such instances. Approval of the Minutes Trustee Newcomer moved and Trustee Sagan seconded, MSP - Approval of the minutes of the Library Board meeting held on January 20, 1999 as amended. Passed unanimously on a voice vote. Trustee Newcomer moved and Trustee Sagan seconded, MSP - Approval of the minutes of the executive session held on January 20. 1999. Passed unanimously on a voice vote. x Old Business Budoet FY 1999-2000 Director Neal Ney informed the Board that the City Council had approved the budget as submitted by the City Manager. The approved budget is $3,202,000. It includes no new programs or positions, but does contain a 3. 7 % increase in the materials budget to cover the cost of inflation. President Wollin's Report President Wollin informed the Board that the contract with Himmel & Wilson ended up being controversial, to her surprise. This is the grant funded research project on the library use and needs of Evanston's low and moderate income population. On Monday, January 25' the Administration and Public Works Committee placed it on the consent agenda without discussion. Mr. Ney had attended the Administration and Public Works Committee meeting, but had left before the matter was considered by the full council. Alderman Kent removed the item from the consent agenda at the regular meeting. With no one present to answer questions the Council proceeded to discuss the matter for more than 40 minutes, with much of the discussion focusing on West Branch. Opinions ran from West Branch should never have been closed to if the City Council closed West Branch in 1981 the Library Board has no business talking about it nmv. There were digressions concerning whether the Library should have branches at all and whether the grant application should have been first approved by the Human Services Committee. The item was finally approved, by a vote of 8 - 1, Alderman Newman voting against, but with the understanding that someone from the Library Board would come to discuss the matter with the Human Services Committee on the following evening. Cheryl Wollin and Neal Ney attended that meeting. The discussion covered pretty much the same ground as the night before and lasted 50 minutes. In the end there was more or less a consensus that the project would go forward. President Woltin asked the Library Director to arrange for a presentation at the March 3r° Committee of the Whole meeting with the City's Finance Director about the financial state of the City. President Wollin also told the Board that she and Library Director Neal Ney attended the NSLS Information Service meeting_ Vice President's Report Financial Statement. Eleven Month Period Ending January 30. 1999 Paul Gottschalk reviewed the financial statement with the Board. He indicated that expenditures were about 1.7% below budget, and he thought that would be about the same at the close of the fiscal year. Evanston Library Friends The Library Board reviewed the minutes of the Friends meeting of January 26, 1999. Trustee Sagan suggested offering the Friends' 9x12 prints to donors who 2 x make generous contributions. Trustee Newcomer informed the Board UkV the next book sale would be April 8'. Library Director's Report The Board reviewed and briefly discussed the Library Director's Report. DirecW Ney informed the Board that he would be making a brief presentation about Robinson Jeffers' life, followed by a sharing of his poetry at a program sponsored by River Oak Arts on March 7^ in the Library's Community Meeting Room. New Business Strateoic Plan Revision Trustee Bullock moved and Trustee Newcomer seconded, MSP - Approval of the revisions in the Strategic Plan as recommended by the Planning Committee, which included reaching an $8.00 per capita spending level for library materials; adding two part time positions to the reference staff; developing plans for a computer training room; developing a mission and plan for the Library's Web Site and reviewing performance measures for public libraries in order to develop measures to be included in the next version of the Strategic Plan. Passed unanimously on a voice vote. Illinois Information Advantage Resolution Trustee Newcomer moved and Trustee Rosenthal seconded, MSP - Approval of a draft resolution presented by the Library Director in support of the Illinois Library Association's legislative initiative - The Illinois Information Advantage - which has the goal of providing equitable access to digital information and training in its use for all Illinois citizens. Passed unanimously on a voice vote. (A copy is attached.) Adjournment There being no further business, Board President Cheryl Wollin adjourned the meeting at 9:00 p.m. Respectfully submitted, Gloria Bullock, Secretary Evanston Public Library Board of Trustees 3 EVANSTON • f UBLIC L I B K A K Y 1703 Orrington Ave., Evanston, Illinois 60201 Phone: (847)866-0300 Pax: (847)86"313 Resolution in Support of the Illinois Information Advantage Whereas, the Evanston Public Library Board of Trustees believe that access to information in electronic formats is becoming an increasingly important form of library service, and Whereas, this Board believes that access to such resources should be on as equitable a basis as possible throughout the State of Illinois, and Whereas, the Illinois Library Association has developed a farsighted, realistic, and equitable plan for making these resources available to the people of Illinois, Now Therefore Be It Resolved, that the Evanston Public Library Board of Trustees does endorse the Illinois Library Association's "Illinois Information Advantage" program. Be It Further Resolved, that the Evanston Public Library Board of Trustees urges the representatives of Evanston in the Illinois State Legislature to support legislation that will create this new program in the Illinois Library Systems Act and to support an appropriation in the Secretary of State's grants budget to fund the program, and Be It Further Resolved, that a copy of this resolution be forwarded to all of the members of Evanston's legislative delegation and to the Illinois Library Association. Approved this 17tl1 day of February 1999 04 o PyQ'rd Secretary Celebrating r' 125 1i gaj }ears of Good Reading 1873-1998 �X Evanston Public Library Board of Trustees Minutes of the Planning Meeting February 2, 2000; 7:30 p.m. Library Board Room Approved February 16, 2000 Members Present Linda DeWoskin, Jonathan Fischel. Jean Perry, Stephen Prout, Judith Rosenthal, John Sagan, Junko Yokota. Sharon Jordan Members Absent: John Vail Staff Present Neal Ney, Paul Gottschalk, Laura Dudnik, Jan Bojda, Sharon Aguagenti, Connie Heneghan, Sally Schwarzlose Citizens Present Joey Rodger, Michael Phillips, Laura Cooper. Ellen Newcomer Call to Order President John Sagan called the meeting to order at 7:40 p.m. Citizen Comment None Himmel and Wilson Report With The Advisory Committee President Sagan welcomed members of the Needs Assessment Advisory Committee and expressed concern that the Advisory Committee's ideas were not included in the final version of the Himmel and Wilson report. He invited the Advisory Committee members to comment on the report. Joey Rodger felt that the report raised doubts about the Branch Libraries. She said that if the Branches were politically viable and an asset to the community, they could be made showpieces The Himmel and Wilson report assumed that Branches would be ` full service', but tl-,ere may be other chokes. Ms. Rodger discussed fundraising to support the Branches and Library outreach. She stated that raising money for an endowment is more difficult than raising money for other, more immediate projects. Library Director Neal Ney reminded the Board that there was a fundraising study done at the time of the Main Library building project. This study concluded that it was difficult to raise money for a public building since donors felt this was an obligation of the City. Trustee Rosenthal expressed a concern that money raised privately may be offset with a reduction of public dollars. Ms. Rodger said that in her experience this has not been the case - that often limes successful private fundraising is followed by additional public support. It is important to be clear about the uses of public money versus private money. Michael Phillips raised concerns over the relatively few number of citizens that were used to make conclusions in the Himmel and Wilson report, especially the small response from residents from the West side of Evanston. The small sample size caused him to question the validity of the study. Mr. Phillips stated that a Branch is needed on the West side of Evanston and it may be possiblee, to use an existing budding Laura Cooper felt that the possibility of generating new partr•, rshrps between other community organizations and the Library was not fully explert-d by Himmel and Wilson The Evanston Township High School could partner with the ibrary in the arleas of adulq education and literacy. She suggested a community defines multicultural canon of books for adults and children. She suggested exploring organizational and programmacc partnerships with other community groups. There was a consensus that the Branches are necessary are: that they should be destinations and showpieces for the Library's collections and services. Trustee Rosenthal expressed the need for help with development. Ms. Rodger recommended taking $100.000 from the Library's endowment fund or Foundation to hire a professional development officer to raise money to support outreach services. Development officers know how to "pitch' services and market them to the community. It is important to articulate why the Library deserves funds. We would want to give people the opportunity to do something they would want to do, which is support children and reading Branch libraries are a symbol of a community caring about its neighborhood Ellen Newcomer suggested that book sale proceeds could be used to hire a development officer to fund additional outreach activities Having a development officer as a staff member of the Foundation may be an advantage as there would be greater privacy of donor records and the possibility of more grants going to the Foundation to support the Library. BRANCH POLICY The Library Board reaffirmed the existing Branch Policy. Neal Ney discussed the Main Street business district as a possible site to relocate South Branch. DETERMINE WHICH COMMUNITY NEEDS THE LIBRARY SHOULD (CAN) ADDRESS Director Neal Ney presented the community needs discussed at the last Planning meeting and asked the Board to identify community needs that would make sense for the Library to address. The purpose of this exercise is to build a vision statement - what can the Library do and what are our major concerns? The first group being: 1. A sense of community 2. Prevent feelings of alienation and isolation 3. Reinforce community strengths, particularly cultural offerings and diversity The second group being: 1. Community commitment to education for all children 2. End the minority student achievement gap 3. Ensure that all students start school with the requisite developmental skills The third group being: 1. Opportunities for cross cultural interaction and understanding 2. A means of developing community consensus on issues 3. Celebrate and appreciate Evanston's diversity Other items discussed were coordinating accessible intormat t'-sn about community services and intellectual stimulation for all, At the next Plannir)g meeting, the t_ibran, Board will work on developing service responses. NEXT PLANNING MEETING The next scheduled Planning Meeting will be held on Wedne�---day. March 1, 2000 at 7:30 p.m. at the Foster Reading Center, 2010 Dewey Avenue_ Adjournment There being no further business, Board President Sagan adjourned the meeting at 9:30 p.m. Respectfully submitted, Judith Rosenthal, Secretary Evanston Public Library Board of Trustees k Evanston Public Library Board of Trustees Minutes of the Board Meeting January 20, 1999; 7:30 p.m. Library Board Room Approved February 17, 1999 Members Present: Archibald Bryant, Gloria Bullock, Sharon Jordan, Ellen Newcomer, Stephen Prout, Judith Rosenthal, John Sagan, Cheryl Wollin and Junko Yokota (arrived 7:50) Members Absent: None Staff Present: Paul Gottschalk, Neal Ney, Laura Smith Presiding: Cheryl Wollin, President Call to Order President Wollin called the meeting to order at 7:30p.m. Approval of the Minutes Trustee Bryant moved and Trustee Newcomer seconded, MSP - Approval of the minutes of the Library Board meeting held on December 16, 1998 as presented. Passed unanimously on a voice vote. Old Business Budget FY 1999-2000 The Board reviewed a budget memo from Library Director Neal Ney to City Manager Roger Crum concerning an aldermanic request for information about the process of converting a municipal library into a district library. Mr. Ney's memo outlined the process and stressed that the decision to convert was properly the role of the Library Board. The Board also discussed the need to submit an informational memo from the Library Board to the City Council about strategic plan items that were removed from the Library Board's proposed budget to meet the needs of the City Manager's budget. The deleted items from the proposed budget will be addressed in a memo from President Wollin. Trustee Newcomer asked that the memo remind the City Council of the strategic planning process and that the Library Board had volunteers working hard to raise money for the Library. Ms. Newcomer thought that budget cuts would have a negative effect on fund raising efforts, since volunteers have expressed their strong opinion that they do not intend to raise or make private contributions to replace city dollars to which the Library is entitled under its statutory miilage_ Reciprocal Borrowinq With Chicago Public Library Patrons Currently, the Evanston Library restricts Chicago patrons to three items. Trustee Bryant found this concept philosophically disturbing for a metropolitan area such as Chicago -Evanston. Trustee Newcomer moved and Trustee Sagan seconded, MSP - To table the review of changing the reciprocal borrowing limits for Chicago patrons until January, 2000. Approved on a voice vote with the exception of Trustee Bryant. "At the Fountain" by William Adolph Bouauereau The Board discussed the painting "At the Fountain" by William Adolph Bouguereau. Library Director Neal Ney met with David Mickenberg, director of Northwestern's Block Museum of Art about the conservation and display of the painting. Mr. Mickenberg felt that the current plexi-glass cover presented no problem and that the Library was doing a good job with security. Mr. Mickenberg was concerned whether the framing may be appropriate to prevent moisture build-up underneath. Trustee Prout described the obligations of the Library Board as stewards of the Library's assets and the need to learn the market value of the painting. The Board then discussed the need to obtain a current market price for the painting for insurance purposes. Trustee Sagan moved and Trustee Newcomer seconded, MSP - The Library is to obtain an estimate of the market value of the painting from an art auction firm. Passed unanimously on a voice vote. President Wollin's Report President Wollin had no report. Vice President's Report Financial Statement. Ten Month Period Ending December 31. 1998 Paul Gottschalk discussed the financial statement for the ten month period ending December 31, 1998. He reported that 80% of the Book Sale income from the period July '98 through November '98 was transferred to the Fund for Excellence and 20% of that Book Sale income was transferred to the Library's Endowment Fund. There were no other questions about the financial statement Evanston Library Friends The Library Board reviewed the minutes of the Friends meeting of December 8. 1998. 2 Library Director's Report For Dr. Marti-i Luther King Jr.'s birthday, the Library held a program entitled "Stories from a Black Tradition` which 175 students attended. This is the first of a series of programs that the Library is planning for days when school is not in session. Mr. Ney was also pleased to report that the Illinois State Library has approved a $35,000 grant for an 'Assessment of the Library Needs and Use for Evanston's Low and Moderate Income Population". New Business 1999 Holidav Closings Trustee Sagan moved and Trustee Bryant seconded. MSP - To approve the 1999 Holiday schedule as presented. Passed unanimously on a voice vote. Hirshfield Proposal The Board reviewed a proposal by the Hirshfield family for fundraising and support of the Jo -Anne Hirshfield Memorial Poetry Awards. The Hirshfield family wishes to fund the endowment so that the income from the endowment will completely support the program indefinitely. There was a reluctance on the Library Board's part to commit to fundraising to support the program although they do think the poetry award program is a wonderful asset for the Library_ Trustee Newcomer will meet with the Hirshfield family to discuss the family's commitment to the program and to see if a targeted fundraising campaign could be undertaken directed towards friends and family of the Hirshfields; past givers to the Jo -Anne Hirshfield Memorial Poetry Awards and also past winners and their families. Review of Executive Session Minutes The Library Board moved into executive session at 9:15 p.m. to review the Executive Session minutes. Adjournment There being no further business, Board President Cheryl Wollin adjourned the meeting at 9:20 p.m. Respectfully submitted, Gloria Bullock, Secretary Evanston Public Library Board of Trustees 3