Loading...
HomeMy WebLinkAboutMinutes 1997 - 1998Members Present Members Absent Staff Present Others Present Presiding Call to Order APPROVED FEBRUARY 19. 1997 EVANSTON PUBLIC LIBRARY Board of Trustees Meeting January 15, 1997 7:30 P.M. Library Board Room Doris Brown, Michael Cervantes, Sheldon Garber, Drew Heindel, Ellen Newcomer, Cheryl Wallin Camille Blachowicz, Archibald Bryant, Gloria Bullock Neal J. Ney, Paul Gottschalk, Marlene Harris, Ruth Granick Maidel Cason, League of Women Voters Observer Cheryl Wallin, President President Wallin called the meeting to order at 7:45 P.M. In the absence of Board Secretary Gloria Bullock, Ellen Newcomer was appointed Acting Secretary. The Board went Into executive session to discuss potential litigation and reconvened at 8:45 P.M. A special meeting of the Board was then scheduled for January 2dh at 8:30 P.M. to discuss the Library budget and governance. (Sheldon Garber left the meeting at this time.) Approval of the Minutes Several changes were suggested in the minutes of the regular Library Board meeting of December 17, 1996. Doris Brown moved, second by Ellen Newcomer, MSP - Approval of the minutes of the regular Library Board meeting of December 17, 1996 as amended. Passed unanimously on a voice vote. Old Business Home Rule Survey There was much discussion about the Survey of City Libraries in Home Rule Communities, which Neal Ney had conducted. Mrs. Wallin said that it was very carefully done and the Board appreciated his efforts in contacting representatives of so many public libraries. Ms. Newcomer suggested the survey be sent to all respondents, and Mrs. Wallin said it should be part of the information packet to be sent to the City Council. Mr. Ney was surprised by the fact that many communities are far beyond their established tax rates, and he found the positions of the Evanston and Springfield public libraries similar, The Board thanked Mr. Ney for his presentation. Reports Fund for Excellence Mrs. Wallin announced that $5,600 was contributed to the Gift Book Fund since the first of November. The Fund for Excellence took in $54,513 In the same period; some people contributed to both. A list of contributors may be published as an ad in the Evanston Review. The formal donor list will appear on the bulletin board in the lobby. The Board expressed appreciation to the Fund for Excellence Committee, and to Vicki Kirksey for her aid In managing the contributor database. Michael Cervantes and Ms. Newcomer will compose a letter to solicit gifts from businesses. Activities In connection with the installation of the Richard Hunt sculpture were discussed. Doris Brown and Drew Heindel will represent the Library on a committee with representatives of the Arts Council to plan these activities. Vice President's Report Financial Report It was explained that the Library has more videos than before and is therefore circulating more than expected. There was discussion of the printout of the list of contributors to the Gift Book Fund and to the Fund for Excellence. Evanston Library Friends There will be a mini book sale in February. Ms. Newcomer said that receipts from the weekly sales are handsome and that Blanche Gllden, Book Sale Volunteer Coordinator, Is doing a very good job. Doris Brown and Cheryl Wollin will meet with the Evanston Library Friends representatives on how the book sale funds should be spent. Library Director's Report Written reports were distributed in the packet and at the beginning of the meeting. New Business Rules for Use of Library Mr. Gottschalk briefly explained his reasons for the proposed changes. Doris Brown moved, second by Ellen Newcomer, MSP - Approval of the proposed changes to the Library's Rules of Conduct, said Rules to become effective February 1, 1997. Passed unanimously on a voice vote. Holiday Closings There was some discussion of staff acceptance and understanding of the regulations governing the Library's full day closing on December 24'h. Doris Brown moved, second by Ellen Newcomer, MSP - Approval of the Library's 1997 Holiday Schedule. Passed unanimously on a voice vote. South Branch Lease Mr. Gottschalk said that Richard Salem, South Branch landlord, requested a one-year lease. Mr. Ney said that the City's Legal Department is reviewing the new lease. Adjournment Doris Brown moved, second by Ellen Newcomer, MSP - There being no further business, the meeting will adjourn. Passed unanimously on a voice vote. The meeting adjourned at 10:25 P.M. Respectfully Submitted, Ellen Newcomer, Acting Secretary Evanston Public Library Board of Trustees APPROVED FEBRUARY 19.1997 APPROVED APRIL 16. 1997 Evanston Public Library Board of Trustees Minutes of the Regular Meeting February 19, 1997; 7:30 p.m. Library Board Room Members Present Camille Blachowicx, Doris Brown, Archibald Bryant, Dr. Gloria Bullock, Michael Cervantes, Drew Heindel, Ellen Newcomer, Cheryl Wollin Members Absent Sheldon Garber Staff Present Neal J. Ney, Paul Gottschalk, Marlene Harris, Ruth Granick Others Present Maldel Cason, League of Women Voters Presiding; Cheryl Wollin, President Cali to Order Cheryl Wollin called the meeting to order at 7:37 p.m. She reminded Trustees of the joint meeting, scheduled for March 19'h with the City Council to discuss governance issues. She also said that minutes had been prepared for the executive sessions and that these would be reviewed in June to determine if they can be made public. Approval of the Minutes Several changes were made in the minutes of the regular meeting of January 15, 1997 and of the meeting of the Committee of the Whole, February 5, 1997. Doris Brown, moved, second by Ellen Newcomer, MSP - Approval of the minutes of the regular Library Board meeting of January 15, 1997 and of the meeting of the Committee of the Whole of February 5, 1997, as amended. Passed unanimously on a voice vote. (Dr. Gloria Bullock entered the meeting at this point.) Old Business Budget and Governance There was discussion of a memorandum from the budget office in which a 1 % cut in the Library's budget was requested, and of Mr. Ney's proposals for complying with this cut. Mrs. Wollin said the cuts proposed by Mr. Ney are totally unacceptable; she and Ms. Newcomer said they cannot support these cuts. Mrs. Wollin said that the Board had submitted a budget within the Library's authorized millage and that it should be approved by the City Council. Any discussion of changes in the Library's budget should be between the Library Board and the City Council. This is a policy matter and not a staff function. Arch Bryant hoped for a written document at the March 191h meeting, to settle the issue so it does not come up for future Library Boards. Trustees discussed the key issues for the March 191h meeting. The Board identified six key Issues. The first was the reporting relationship of the Library Director. The Board has the authority to hire, fire, and set the salary of the Library Director. The Board wants the Library Director to serve as a liaison with the City Manager. The second was assured funding for the Library. The tax rate established by law should be the minimum level of funding for library service (excluding FICA and IMRF costs). The City Council should agree to honor any referendum Increasing this tax rate. Budgetary procedures constituted the third Issue. The Library Board should have exclusive control over any funds budgeted for the Library; the City should serve as treasurer for the Board. The Library Board should present its budget directly to the City Council, and any dialogue about the budget should be between the Library Board and the City Council. The fourth was the control over expenditures. The Library Board should establish its own purchasing policies and approve Its own purchases. The fifth was setting policy. In addition to the Library's operating policies the Board should be responsible for personnel policies and establishing compensation rates. Sixth was stewardship of funds. Interest earned by the Library Fund should be credited to the Library. The Library Board should have exclusive control of gifts to the Library. The Library should be able to carry over operating funds from one year to another and to accumulate a fund balance for capital purposes. Vice President's Report Financial Report At the request of Ellen Newcomer, Paul Gottschalk explained the financial report of the eleven months ending January 31, 1997. Some big orders are coming in for Circulation's library supplies, which line is currently underspent. He said that the Materials to Maintain Buildings line is underbudgeted. Mrs. Wollin spoke of the loss of patron good will through the several electrical outages to which the Library has been subjected. The contributor lists were reviewed; Mrs. Wollin said the Library is close to target. Evanston Library Friends Mrs. Brown said that the Friends had met and given a very generous contribution to the Library's Fund for Excellence. They also approved the funding of the Library's Adult and Children's Summer Reading Programs. On the subject of fund raising, the coverlet program will not be resumed but sale of T-shirts Is being considered. Library Board Trustees volunteered to serve at this weekend's book sale. Library Director's Report Mr. Gottschalk said that Jan Bojda, Head of Children's Services, has received a letter from a law firm announcing a bequest of $10,000 from the estate of Catherine Stallings to the Library's Children's Department. The Board indicated a preference for putting these monies in the Endowment Fund for use by the Children's Department. This will be discussed further when the check is received. Mrs. Brown complimented Neal Ney on the handout on the Evanston Public Library Speakers Bureau, and suggested that it be enlarged and posted. Adjournment Camille Blachowlcz moved, second by Drew Heindel, MSP - There being no further business, the meeting will adjoum. Passed unanimously on a voice vote. The meeting adjourned at 10:12 P.M. Respectfully submitted, Dr. Gloria Bullock, Secretary Evanston Public Library Board of Trustees APPROVED APRIL 16. 1997 APPROVED JUNE 18, 1997 Evanston Public Library Board of Trustees Minutes of the Regular Meeting March 19, 1997; 7:30 p.m. City Council Chambers Library Board Camille Blachowlcx, Archibald Bryant, Dr. Gloria Bullock, Members Present Michael Cervantes, Sheldon Garber, Drew Heindel, Ellen Newcomer, Cheryl Wollin Library Board Doris Brown Members Absent Staff Present: Neal J. Ney, Paul Gottschalk, Marlene Harris, Ruth Granick City Council Mayor Lorraine Morton, Aldermen Dennis Drummer, Members Present Stephen B. Engelman, Anny Heydemann, Ernest Jacobi, Edmund S. Moran, Jr. Others Present Roger P. Crum, City Manager; Maidel Cason, Observer, League of Women Voters; Judy Aiello, Assistant City Manager; Kris Davis, City Clerk; Jack Siegel, Corporation Counsel; Max Rubin, Director, Facilities Management; Bob Seidenberg, Reporter for the Evanston Review Presiding: Mayor Lorraine Morton, and Cheryl Wollin, Pr3sident of the Library Board Call to Order Mayor Lorraine Morton called the meeting to order at 7:43 p.m. as a meeting of the City Council Committee of the Whole. Cheryl Wollin called the meeting to order as a meeting of the Library Board. Mayor Morton and Trustee Cheryl Wollin called the roll. Trustee Wollin said that the purpose of the meeting was to discuss long-standing issues concerning the Library's operations under Illinois Library Law and City home rule. She indicated that the Library Board hoped to reach some form of operating agreement with the City Council. A sheet listing the Library Board's objectives was distributed (copy attached). in her presentation Trustee Wallin made reference to an Attorney General's opinion. Mr. Siegel requested a copy of the opinion. Mr. Ney said that he would arrange to have a copy of the opinion sent to Mr. Siegel, Trustee Wollin pointed out that while the state law gives the Library Board very specific governing responsibilities, the City treats the Library as a city department. She said that this issue must be clarified and an amicable agreement reached; other cities have reached agreements on governance with their public libraries. The first issue to be brought up was hiring and firing of Library Directors, setting their salary and deciding to whom they should report - the Library Board or the City Manager. Mr. Ney is the first Library Director in Evanston (and apparently the first and only Library Director in the State of Illinois) to be appointed by a City Manager, To a question about how Mr. Ney was hired, Drew Heindel said that a search committee that incluoed members of the Libra Board was formed, but former City Manuyar Eric A. Anderson made the final choice. Mr. Ney said that it was very clear to him that he was being appointed by the City Manager. There is City ordinance that includes the Library Director among the department heads to be appointed by the City Manager. The Library Director was added to the list in this ordinance by amendment in July of 1992. The members of the City Council and former members present could recall no discussion of this amendment. There is also an ordinance that purports to create the Library which appears to contradict the above named amendment since it says that the Board has all the powers granted under state law. According to Mr. Siegel, the later ordinance giving the appointment power to the City Manager is the one in force. He said that Mr. Anderson had requested and obtained his advice, which was that this action was within the City Manager's statutory powers. City Clerk Kris Davis said that as she remembered it the amendment adding the Library Director to the list of City Manager appointments was presented as a clean-up amendment. Everyone agreed that it was not presented as a fundamental change in the way the Library operated. Mayor Morton said that the change in the ordinance and the subsequent hiring of the present Library Director by former City Manager Eric Anderson should have been discussed by the City Council prior to the adoption of the changes. Archibald Bryant said that former Library Director Donald E. Wright had been appointed by the Library Board and had sent his letter of resignation to the Library Board, not the City Manager. Trustee Heindel spoke of the confusion created by the fact that the Library Director must report both to the City Manager and to the Library Board, Trustee Wollin said that Evanston is the only home rule city whose City Manager appoints the Library Director and sets his salary. Trustee Wollin pointed out that the Library Board and the City Manager had had lengthy discussions ;i 1994 when the City Manager approved a change in the Library Director's compensation without waiting for the Library Board to complete its evaluation of the Library Director. At that time Mr. Anderson had agreed that in the future he would consult with the Library Board on this matter. The following year, after Mr. Anderson had left, Ms. Aiello ignored the recommendation of the Library Board and did not consult with the Board when setting the Library Director's compensation. Alderman Drummer asked Mr. Ney if all the other differences between library operations in Evanston and what was intended in the state law dated from his appointment. Mr. Ney said that they had come gradually over a long period of time, with most taking place before his appointment. He had found evidence in Library Board minutes of conflict between the Library Board and the City over governance issues dating back at least forty years. Major changes in the way the Library operated did not come until the 1970s, after the home rule provisions were added to the state constitution. Archibald Bryant reported that former Library Director Don Wright had said that many of the changes in governance date from a time when the City Council had indicated a preference for using its home rule powers to increase the Library's budget beyond what the Library could have produced within its authorized tax rate pursuant to referendum, rather than permitting the Library Board to conduct a tax rate referendum. Mr. Ney said that in the past the Library Board had prepared its own budget and presented a tax levy resolution to the City Council. At some point in the 1970s the Library's budget had been absorbed into the City Manager's budget. Mr. Ney said that the City became involved in Library personnel matters sometime between the late 1970s and the early 1980s. He was not certain when the Library Board's purchasing authority had been usurped by the City Council. Alderman Stephen Engelman asked Mr. Seiget whether, if the Evanston City Council enters into a governmental agreement with the Library Board, this will set a precedent for relationships with other City boards. Mr. Siegel did not feel that it would. He said that the Library Code defines three to five kinds of libraries, some of which are clearly governmental bodies, but he was not ready to say whether the Evanston Public Library is one of these. Trustee Wollin said the Board's intent was to craft an agreement with which the City Council and the Library Board could both be comfortable. Mr. Siegel said that if an agreement was reached it could be enacted as a City ordinance. Alderman Moran said he felt that the Library Board's concerns were serious ones and that the City's legal counsel should give the City Council a perspective on answers to questions that were being raised. Jack Siegel said that his earlier opinion had concerned taxing authority only, and that he would need to review the Local Library Act and the home rule provisions of the State Constitution before offering an opinion on other matters. Alderman Heydemann asked whether the Library Board was willing to give up some of the statutory powers given it by law, whether there was a middle ground or whether the matter would have to be dealt with by lawyers. Trustee Newcomer indicated that the Library Board was obligated by state law to fulfill its fiduciary duty as trustees of the Library to obey the Local Library Act. Trustee Wollin indicated that the Board wanted to work out an operating agreement that would permit the Library Board to operate according to the provisions of the Local Library Act within this particular home rule community. Trustee Garber posed a rhetorical question, asking how best to run a library with a two million dollar budget, technological challenges, a deteriorating collection and a strategic plan watered down by those making the final decision. He said that the Library Board is better equipped to make these decisions and that there can only be one owner of (Library) gift funds. Alderman Drummer indicated that in the past the City Council's Human Services Committee had always heard from the Library Board about its budget. Mr. Ney indicated that when he arrived, he was instructed not to discuss the Library's budget with the Library Board until the City Manager had approved it. He said that the Board had come to the Human Services Committee with a budget that had been developed by the Library's staff in response to direction provided by the City Manager. The Board had played a very small role in the development of those budgets. Trustee Heindel agreed that the Board had had a very small range of action on the budget, that it had been expected to respond to direction from the City Manager. Mr. Ney said this was the first year the Library Board has played an active role in budget development; before this the City Manager gave instructions on the budget and the Library followed them. Mr. Siegel said that the City Council sets budget policy and the City Manager works with department heads to develop a budget to present to the City Council. He did not think it inappropriate for the Library Board's involvement to be minimal. Trustee Heindel said that, from the perspective of a governing Board, having that budget imposed on the Board by someone else makes things very difficult. He said that, while he respects the City's Aldermen, they do not have an in-depth knowledge of Library operations. Trustee Newcomer pointed out that the Local Library Act charged the Library Board with responsibility for developing the Library's budget. Trustee Wollin spoke of the need to set up a working committee to fashion an intergovernmental agreement. Alderman Stephen Engelman suggested that, before working on such an agreement, one should consider what is best for Evanston citizens. Alderman Engelman asked why the Board thinks the citizens of Evanston would be best served by such an operating agreement, and Alderman Drummer asked for an instance where things would have been done differently if the Library Board had been exercising its full authority. Mr. Ney offered an example at the request of Trustee Wollin. He said that the Library's janitorial contract, which had been bid in accordance with the City's purchasing policy, had been approved by the Library Board. In most communities that would have been all the approval necessary. In Evanston the Library's staff brought the contract t, the City Council for approval in accordance with local expectations. The City Council rejected all bids in response to a request from one of the unsuccessful bidders, which claimed to be an Evanston firm. The staff recommendation was in accordance with the City's purchasing policy. The bid by the alleged Evanston firm was more than 3% higher than the low bid. The contract was re -bid and approved by the Library Board and the City Council. The successful bidder was not the alleged local firm. Mr. Ney indicated that the process wasted the time of one of his more valuable and expensive staff members, time that could much better have been spent on other projects. Trustee Bryant indicated that other such examples could be provided. In response to a question, Roger Crum pointed out that the difference between what was indicated in the Local Library Act and the practice in Evanston was fundamental. In Evanston the City Manager is ultimately responsible for Library operations just as he is for other City departments. The state law indicates that the Library Board is ultimately responsible for Library operations. Trustee Garber said that if on any one of the seven issues (identified in the attached document) legal matters were held moot and a solution was worked out by the City Council and the Library Board it would be possible to create a working agreement without a court test case. (Alderman Heydemann left at this point.) Trustee Wollin said that a working agreement is what the Board is seeking. If the Library Board is only an advisory board and can be overruled at any time, she knows many Board members will resign. Alderman Drummer reviewed each of the seven issues and it was his personal opinion that they should be easy to resolve. Alderman Drummer asked what makes the Library Board different from other City boards; Mayor Morton replied that the City Code does. She pointed out that the ordinance establishing the Library gave the Library Board all the powers granted under state law. The Council needs to "clean up its act" concerning the Library, according to Mayor Morton. Trustee Wollin said that Eric Anderson had asked the Library Board to submit a revised ordinance that corresponded with local practices, but that the Library Board was unwilling to propose the removal of powers granted by state statute. Trustee Wollin said the Board wanted to initiate an intergovernmental agreement. Camille Blachowicz said the Library Board does not want a lawsuit with neighbors and community. Mayor Morton said that she has spent much time with downstate libraries at the White House Conference on Libraries and Information Science, and suggested that perhaps Bridget Lamont, Director of the Illinois State Library, would give the City Council her perspective. Alderman Engelman suggested that the City Council seek a legal opinion on these issues and that a three to eight person working committee should be formed to begin considering such an agreement. Alderman Jacobi suggested that, although issues concerning the Library Director and the tax levy were legal questions, the other points could be discussed in a working committee. The consensus was that a committee of three Aldermen and three Library Trustees would be the appropriate group to draft such an agreement for consideration by the City Council and Library Board. Mayor Morton responded that she will be able to appoint the aldermanic members of such a committee when the new aldermen are in place, after April 28". To Mayor Morton's query of who paid the Library's attorney, Ken Fricker, Trustee Wollin responded that his services were privately funded. ADJOURNMENT Mayor Morton and Mrs. Wollin thanked all those who had participated in the meeting. The meeting adjoumed at 9:46 P.M. Respectfully submitted, Z.�' - F, 6dl., 0 -, ez Dr. Gloria Bullock, Secretary Evanston Public Library Board of Trustees shared admin board minutes 31IM7.doc • f Evanston Public Library Board of Trustees/ City Council Meeting March 19, 1997 Our goal is to make Illinois Library Law work within this home rule community of Evanston. These are the major issues that we as a CRY and a legally constituted Librlry Hoard need to discuss together. Man%• other cities in Illinois have work(-(] out intergovernmental Agreements which define each party•s role in the relationship. That would be a desirable end in this situation as well. 1. Library Director's reporting relationship Library Board hires, fires, and sets salary per state statute. Library Director is an effective liaison on behalf of the Library Board with the Cite Manager. Library Board relates directly with the City Council. 2. Tax Levy for Library Purposes Librtty Hoard directs C'it% C:clUNCII tcl it nurlunufrl. Ix0110111• line opera(ing; budget 1t the .23 level. Cite C01,11-Wil has tllc° Authority to Ivvy above (hv .23 level. 3. Budgetary Procedures Librrin Board pv-sents the budget to the City Council. Librar' Board has line item control with Library budget. Library board is able to c arry over anY savings. 4. Control over Library Expenditures Library Board establishes purchasing procedures & guidelines. Libras• Board has final approval over expenditures. S. Setting of Library Policy Library Board wrote the Strategic t'oticy plan Library Hoard will set the Personnei Policy: writing the .jot) descriptions setting; the salary hiring and tiring; of Library employees. Cooperate with the City on our personnel policy, performance evaluations, rechi%sification of employees. 6. Stewardship of Funds Library Funds will tie held in a sep.-tate Account with interest accruing to that account. Library Roard has control of gift funds. Lihrary Board (oversees endowrnen, funds. 7. Governmental Status of the Library The Lihrary is a separate governmental unit. V APPROVED JUNE 19. 1997 Evanston Public Library Board of Trustees Minutes of the Regular Meeting April 16, 1997; 7:30 p.m. Library Board Room Members Present Camille Slachowicz, Doris Brown, Dr. Gloria Bullock, Sheldon Garber Drew Heindel, Ellen Newcomer Members Absent Archibald Bryant, Michael Cervantes, Cheryl Wallin Staff Present Neal J. Ney, Paul Gottschalk, Marlene Harris, Ruth Granick Others Present Maidel Cason, League of Women Voters, Tim Garcia Presiding: Ellen Newcomer, Vice -President Cali to Order In the absence of Board President Cheryl Wollin, Vice -President Ellen Newcomer called the meeting to order at 7:40 p.m. Approval of the Minutes Several changes were made in the minutes of the regular meeting of February 1901, and the March 51 meeting of the Committee of the Whole. Sheldon Garber moved, second by Drew Heindel, MSP - Approval of the minutes of the regular Library Board meeting of February 19, 1997 and of the meeting of the Committee of the Whole of March 5, 1997, as amended. Passed unanimously on a voice vote. The Board agreed to hold approval of the minutes from the March 19u' joint meeting with the City Council until the Library Board minutes could be compared to the City Council minutes for that meeting. Old Business Planning for the 1251" Anniversary A committee consisting of Ms. Newcomer, Michael Cervantes, Camille Blachowicz and Neal Ney was appointed to develop a plan for marking this event in April, 1998. Mr. Ney will gather information about how other libraries have marked important anniversaries. President's Report On behalf of Cheryl Wollin, Ms. Newcomer reminded the Trustees that a nominating committee was to be appointed at this Board meeting. Mrs. Wollin is in favor of the rotation of officers. Vice President's Report Financial Report This was the first report for Fiscal 1997-98. A report on the use of funds from the Building Project Fund will be prepared for the Board's Committee of the Whole meeting in May. To a question from a Trustee, Mr. Ney responded that the Library is a net borrower within NSLS, and a net lender in its relationship with Chicago. Evanston Library Friends Ms. Newcomer said that the Friends have done beautifully in their book sales and their membership drive. The Board will request that the Friends put them on the agenda of the June 110' Annual Meeting, so that the Library Board can thank the Friends publicly for their support throughout the years. Library Director's Report Mr. Ney said that Lesley Williams' speech to Rotary on Cyberporn was enthusiastically received, and there have been other requests for public speakers from the Library. A gentleman has indicated interest in giving a gift to the Library and has requested a list of naming opportunities. Mr. Heindel spoke of the importance, and the difficulty, of specifying such items. Mr. Heindel and Mr. Garber will review the work that has been done on this project and report to the Board at its May Committee of the Whole meeting. The Board formally thanked Ruth Granick, Library Executive Secretary, for her handling of the Jo -Anne Hirshfield Memorial Poetry Awards program, calling it an excellent job. New Business Appointment of the Nominating Committee Doris Brown moved, Sheldon Garber seconded, MSP - Approval of a Nominating Committee consisting of Drew Heindel, Ellen Newcomer, and Arch Bryant. Passed unanimously on a voice vote. This committee will report at the May Board meeting, election of officers will be held at the June Board meeting and the new officers will be installed at the July Board meeting. Other Items and Concerns Governance There was discussion of a recent Illinois Supreme Court opinion that had ruled that Winfield Public Library employees are not joint employees of the Village of Winfield. Winfield is a village rather than a city library, and it is not a home rule community. Ms. Newcomer will confer with the Library attorney on this matter. .V Y Adjournment Sheldon Garber moved, second by Drew Heindel, MSP - There being no further business, the meeting will adjourn. Passed unanimously on a voice vote. The meeting adjourned at 8:45 P.M. Respectfully submitted, Dr. Gloria Bullock, Secretary Evanston Public Library Board of Trustees SHARED/ADMIN/BOARD MINUTES APRIL 16. 1997.DOC APPROVED JUNE 18. 1997 Members Present Members Absent Staff Present Others Present Presiding: Call to Order APPROVED JUNE 18. 1997 Evanston Public Library Board of Trustees Minutes of the Regular Meeting May 21, 1997; 7:30 p.m. Library Board Room Camille Blachowicz, Archibald Bryant, Michael Cervantes, Drew Heindel, Ellen Newcomer, Cheryl Wollin Doris Brown, Dr. Gloria Bullock, Sheldon Garber Neal J. Ney, Paul Gottschalk, Ruth Granick Maidel Cason, League of Women Voters Cheryl Wallin, President Board President Mrs. Wollin called the meeting to order at 7:48 p.m. She read to the Board a letter received from the Evanston Drama Club. The Club Is disbanding and would like to donate $1,000 to the Library In exchange for an appreciation plaque. This matter was discussed under old business - naming opportunities. Approval of the Minutes In view of the heavy agenda and the importance of Board minutes, since some board members had not had time to review the minutes the consensus was to hold approval of the minutes to the June Board meeting. Ellen Newcomer moved, second by Arch Bryant. MSP - The minutes of the regular Board meetings of March 19 and April 16, and those of the May 70 meeting of the Committee of the Whole, will beheld over to the June IWh Board meeting. Passed unanimously on a voice vote. Old Business Strategic Plan Drew Heindel said that the Committee had reviewed the Strategic Plan and felt it should either be revised and maintained as an ongoing document, or rewritten annually. Mrs. Wollin said the goals and objectives should be maintained, and the Plan should be a working document, an ongoing, comprehensive, historic one. She said that the Board has been making real progress toward accomplishing the objectives. A number of revisions to the plan were discussed. These will be presented at the June Board meeting. Annual Report The Library's Annual Report to the Illinois State Library was reviewed. t Arch Bryant moved, second by Drew Heindel, MSP - Approved the Library's Annual Report for the Fiscal Year March 1, 9996- February 28,1997 and directed that it be transmitted to the Illinois State Library and the Evanston City government Passed unanimously on a voice vote. In the absence of Ms. Bullock, Camille Blachowicz was appointed Acting Secretary, and signed the Annual Report. Naming Opportunities Naming opportunities were discussed. While no final decision was made, it was the consensus of the Board that a permanent plaque should not be placed in the Library for amounts less than $5,000. Some Board members felt that a permanent donor board listing gifts in excess of $5,000 would be more appropriate than naming opportunities. The Library Staff was directed to obtain prices for such a donor board. The proposed gift from the Evanston Drama Club was discussed. While unwilling to provide a permanent plaque, the Library Board would like to help the Evanston Drama Club mark its 90 years of service to the community. The purchase of 100 or more drama books each to have a permanent book plate marking the Club's generosity was proposed as an alternative. A Library Board resolution, which would be displayed in the building for a month or more and a press release and/or letter sent to the local press were other ways in which such a gift could be marked. Mrs. Wallin will write to the club about these alternatives. North Branch Task Chairs The Board considered a request from Connie Heneghan, North Branch Manager, for two armless task chairs for staff use. Ellen Newcomer moved, second by Arch Bryant, MSP - Approval of an expenditure not to exceed $1,000 In North Branch book sale funds for the purchase of two task chairs for North Branch staff. Passed unanimously on a foil call vote. Exterior Sign Various types of signage were discussed; the City sign ordinance forbids electronic signs. Ms. Newcomer spoke of street light banners, and Paul Gottschalk mentioned the Book Sale banner that is hung at appropriate times on the face of the building. Mr. Heindel stressed the importance of a sign whose design is compatible with that of the building, and he warned of the high cost of hiring a design consultant. Drew Heindel moved, second by Ellen Newcomer, MSP - The Board moves to reject an outdoor, church style sign for Library and Friends event announcements. Passed unanimously on a voice vote. President's Report In view of the difficulty of obtaining a quorum, Mrs. Wollin canceled the meeting of the Committee of the Whole originally scheduled for June 4th. Vice President's Report Financial Report Ms. Newcomer said that the Fund for Excellence is doing very well, and thank you letters are being sent. Evanston Library Friends Ms. Newcomer said that Friends' membership is increasing and new membership mailers are going out. A Library Board representative will speak at the Friends' annual meeting, to express the Board's appreciation of all the Friends have done. Ms. Newcomer went on to stress the wonderful job done by Danielle Pickard, Friends' Program Committee Chair, and suggested that a book plate honoring her, placed in a very special book, be displayed at the Friends' annual meeting. Ms. Blachowicz said that Mrs. Pickard has really done an excellent job. Library Director's Report Neal Ney suggested that the Board discuss its Internet Access Policy at its June meeting, in light of the current controversy concerning the Internet In public libraries. He said that Lesley Williams, Head of Information Services, is continuing to speak on Cyberporn. He explained the ineffectiveness of privacy screens and talked about carrels designed to prevent passersby from viewing the screen of an open terminal. The Irving Stern Foundation has again given the Library $5,000 for the continuation of its Hispanic Outreach program for the coming year. New Business Zwick Prints Sidney Zwick has offered three framed prints of works by Evanston artist Rosemary Zwick to the Library. Mr. Heindei said that in the past such proposals were referred to the Public Art Collection Committee, of which he and Dr. Gloria Bullock are members. He suggested that such a referral might be made, requesting any possible negative comments by a specific date from the Committee members. South Branch Air Conditioning Sally Schwarziose, South Branch Manager, has requested replacement of the South Branch Children's Room air conditioner, which has failed, and another air conditioner for the rear of that room. Arch Bryant moved, second by Ellen Newcomer, MSP - Approval of an expenditure not to exceed $4, 000 for the purchase and installation of two air conditioning units and their electrical outlet at the South Branch. Passed unanimously on a roll call vote. Nominating Committee Report The Committee nominated Cheryl Wollin as President, Doris Brown as Vice-president and Dr. Gloria Bullock as Secretary. Election of officers will be held at the June Board meeting and the new officers will be installed at the July Board meeting. 4 Other Items and Concerns South Branch Purchases The Board considered a request for a paperback rack and a sign system for South Branch. Mrs. Newcomer moved, second by Ms. 81achowicz, MSP - Approval of an expenditure not to exceed S600 from South Branch book sale funds for the purchase of a paperback rack and sign system for South Branch. Passed unanimously on a roll call vote. Mr. Ney reminded Trustees that this was the last Board meeting at which Executive Secretary Ruth Granick would take minutes, since she will retire at the end of this month. Trustees expressed appreciation for her careful transcription of Board minutes. Camille Blachowicz moved, second by Ellen Newcomer, MSP - The Board will adjourn into Executive Session for the purpose of evaluating the Library Director. Passed unanimously on a voice vote. Adjournment At the end of the Executive Session the Board voted to adjourn. Drew Heindel moved, second by Arch Bryant, MSP - There being no further business, the meeting will adjoum. Passed unanimously on a voice vote. The meeting adjourned at 11:15 P.M. Respectfully submitted, Camille Blachowicz, Acting Secretary Evanston Public Library Board of Trustees APPROVED JUNE 18. 1997 shared/admin/Board minutes May 21, 1997.doc R V Approved July 16, 1997 Evanston Public Library Board of Trustees Minutes of the Regular Meeting June 18, 1997; 7:30 p.m. Library Board Room Members Present Doris Brown, Archibald Bryant, Gloria Bullock, Michael Cervantes, Drew Heindel, Ellen Newcomer, Cheryl Wollin Members Absent Camille Blachowicz, Sheldon Garber Staff present Neal J. Ney, Paul Gottschalk, Marlene Harris Presiding: Cheryl Wollin, President Call to Order Board President Wollin called the meeting to order at 7:40 p.m. Approval of the Minutes Ellen Newcomer moved, second by Arch Bryant, MSP - Approval of the minutes of the speclal Joint meeting between the Library Board and City Council held on March 19, 1997, as amended. Passed on a voice vote, with Doris Brown abstaining. Ellen Newcomer moved, second by Drew Heindel, MSP - Approval of the minutes of the regular Library Board meeting held on April 16, 1997. Passed unanimously on a voice vote. Ellen Newcomer moved, second by Arch Bryant, MSP - Approval of the minutes of the Committee of the Whole meeting held on May 7, 1997, as amended. Passed unanimously on a voice vote. Ellen Newcomer moved, second by Arch Bryant, MSP - Approval of the minutes of the regular Library Board meeting held on May 21, 1997, as amended. Passed unanimously on a voice vote. Old Business Strategic Plan There was discussion about the out-of-date portion of the strategic plan entitled "The State of the Evanston Public Library". The Library Director was asked to prepare an updated paragraph for this section of the strategic plan. Minutes of the June 18, 1997 Library Board meeting 11 Arch Bryant moved, second by Gloria Bullock, MSP - Approval of the revised Evanston Public Library Strategic Plant as amended. Pissed unanimously on a voice vote. President's Report There was no report. Vice President's Report Financial Report Ellen Newcomer presented the financial reports. Evanston Library Friends The Board expressed Its gratitude for the contributions of Jay Carow during his past term as President of the Evanston Library Friends. Mr. Carow will be given a special recognition in honor of his service. Library Director's Report Neal Ney reported that the Library has applied for two LSCA grants. One grant application is for a project based on a partnership between the Evanston Public Library and the Foster Reading Center to support children's reading habits; the second grant application is for a collaboration between the Evanston Public Library and the North Suburban Library System on workshops concerning Internet issues. Neal Ney presented a book to be added to the collection in honor of Drew Heindel and his outstanding service as a Library Board member. Mr. Heindel's second term on the Library Board expires July 15, 1997. Paul Gottschalk reported that the branch reorganization had been approved by the City administration, including the compensation level for the new Branch Assistant positions. Mr. Gottschalk expressed concern that the compensation level for the Branch Assistants adopted by the Human Resources department was higher than the proposed compensation made by Library staff, and causes apparent pay inequities between the Branch Assistant position and Library positions with similar responsibilities. Several Board members were concerned about the level of compensation for the positions and the long delay (three months) in the approval of the reorganization. The frequency of closing the Library due to power outages and fire alarms was discussed. Minutes of the June 18, 1997 Library Board meeting .. New Business Internet Access Policy The Bbard reviewed the Library's Internet Access Policy in light of the accessibility of pornography on the Internet. Because this is a complex and evolving issue, the Board decided to review the Internet access policy on a regular basis. Having reviewed new background material on the subject, the Board concluded there is no appropriate way for the Library to limit patron's access to the Internet. The Board reaffirmed its commitment to unrestricted Internet access. A U.S. Supreme Court decision on the Communication Decency Act is imminent. Some minor revisions were recommended to the policy. As amended, the Library's Internet Access Policy follows: "Internet Access Policy Internet access is available on selected public computers for all users of the Evanston Public Library. The Internet is viewed as a resource to be utilized in the fulfillment of the Library's mission as stated by the Library Board, The Library's Internet access is intended primarily as an information resource. The Internet allows users to connect to networks of resources outside the Library. The Evanston Public Library has no control over these resources nor does the Library have complete knowledge of what is on the Internet. The Library does not select or edit Internet content. Information on the Internet may be reliable and current or it may be inaccurate, out-of-date, or unavailable at times. Library patrons use the Internet at their own discretion. The Internet contains some material that is inappropriate for viewing or reading by children. Parents are expected to monitor and supervise their children's use of the Internet; the Library's staff is not in a position to provide this monitoring and supervision. The Library's staff shall develop such rules and procedures as are necessary to insure the fair and reasonable use of Internet resources. The Library's staff will assist patrons with Internet use as time permits but cannot offer personal instruction. Formal instruction or information on Internet may be offered by the Library at designated times. Information and resources on the Internet enhance those already held in the Library and often go beyond what is locally available. Users are encouraged to take advantage of the Internet and to exercise good judgment and discretion in their use of it. However, the Library neither monitors nor controls access to, or use of, the Internet. Current books, periodicals, and videos about the Internet are available in the Library's collection. The Evanston Public Library is bound by an agreement with its Internet provider. This agreement prohibits any unlawful use of the Internet. Patrons who make unlawful use of the Internet may be banned from using the Library's Internet resources." Doris Brown moved, second by Arch Bryant, MSP - Approval of the Internet Access Policy as amended. Passed unanimously on a voice vote. Minutes of the June 18, 1997 Library Board meeting n 1=Y 1996-99 Budget Neal Ney presented an initial set of recommendations for the FY 1998-99 budget, Including increasing expenditures on materials to meet a key objective of the Strategic Plan, planning for the replacement of computer hardware and peripherals, and extending the hours of the Main Library to meet recommended State standards. Doris Brown asked for a staff recommendation on the automation plan. A number of financing options are available, including leasing computer equipment without purchasing the equipment at the end of the lease. Staff will prepare a plan for the ongoing replacement of computer equipment. The Library Board and staff view the upgrading of computer equipment as a city wide issue of fundamental importance to maintaining basic City services. The Board discussed the materials budget goal of the Strategic Plan, current level of private support, and the means of reaching adequate City support. The Board directed staff to prepare a budget that will increase the Library's material expenditures per capita to $7.00, an objective of the Strategic Plan. The Board supported the budget recommendation of adding three hours to Library schedule to meet the recommended State standard and directed staff to prepare a budget adding these hours to the Main Library schedule. Adding hours has been an Issue of concern to the Library and its patrons ever since the hours were reduced many years ago. The three hours that were selected as most beneficial for patrons are Saturday 5 to 6 p.m., Sunday 12 to 1 p.m., and 5 to 6 p.m.. Election of Officers Ellen Newcomer moved, second by Drew Heindel, MSP - Election of the slate of nominated officers: Cheryl Wollin - President, Doris Brown - Vice President, Gloria Bullock - Secretary. Passed unanimously on a voice vote. Other Items and Concerns Ellen Newcomer moved, second by Arch Bryant, MSP - The Board will adjoum into Executive Session for the purpose of discussing personnel matters. Passed unanimously on a voice vote. Minutes of the June 18, 1997 Library Board meeting W Adjournment At the end of the Executive Session the Board voted to adjourn. MSP - There being no further business, the meeting will adjoum. Passed unanimously on a voice vote. The meeting adjourned at 11:35 P.M. Res ctfu bmitted 4. Gloria Bullock, Secretary Evanston Public library Board of Trustees sharedledmin/boardminutes/June 18, 1997.doc Minutes or the June 18, 1997 library Board meeting c Members Present Members Absent Staff Present Others Present Presiding: Call to Order Approved September 17, 1997 Evanston Public library Board of Trustees Minutes of the Regular Meeting July 16, 1997; 7:30 p.m. Library Board Room Camille Blachowicz, Gloria Bullock, Drew Heindel, Ellen Newcomer, Cheryl Wollin Doris Brown, Archibald Bryant, Michael Cervantes Neal J. Ney, Paul Gottschalk, Marlene Harris Maidel Cason, League of Women Voters observer Cheryl Wollin, President Board President Wollin called the meeting to order at 7,47 p.m. Approval of the Minutes Ellen Newcomer moved, second by Drew Heindel, MSP - Approval of the minutes of the executive session held on May 21, 1997, as amended. Passed unanimously on a voice vote. Ellen Newcomer moved, second by Drew Heindel, MSP - Approval of the minutes of the regular Library Board meeting held on June 18, 1997, as amended. Passed unanimously on a voice vote. Ellen Newcomer moved, second by Camille Blachowlcz, MSP - Approval of the minutes of the 12V Anniversary Committee meeting held on July 2, 1997, as presented. Passed unanimously on a voice vote. Minutes of the Juty 16, 1997 Library Board meeting Old Business Automation Replacement Plan The Board discussed the automation equipment replacement plan prepared by Marlene Harris, and the recommendation by Ms. Harris and Neal Ney to budget an additional $30,000 per year (for an annual total of $45,000.) to maintain the Library's computer Infrastructure. The computer equipment described in the automation plan Is required for the on -going provision of basic library services and therefore must be replaced in a methodical manner. The City's long-term bond funding of capital Improvements is an inappropriate source of funding for the acquisition of computer equipment with a relatively short life span of 3 to 7 years. Computer equipment replacement is an issue for the City of Evanston as a whole. The Board Instructed the Library Director to communicate with the City Manager, prior to the budget kickoff in August, about the importance of establishing a computer replacement schedule. The Board instructed staff to include an additional $30,000 in the proposed FY98-99 budget for the replacement of automation equipment, Strategic Plan - State of the Library Neal Ney presented the 1997 update to the State of the Library portion of the Strategic Plan and it was approved as presented. New Business Capital Improvement Plan The Board reviewed the proposed Library capital improvements for FY1998-99. These items are: 1) ergonomic modifications to the Circulation desk; 2) extra DRA computer terminals on the second floor to meet patron demand for access to the catalog; 3) additional lighting on the third floor to meet minimum recommended illumination levels for reading; 4) the material and labor to reupholster damaged chairs. The Board instructed staff to prepare a revised plan for the use of Library Project funds to address the lighting and desk modifications. The other two items may be addressed with funds from either the Library Project or the operating budget. Per Capita Grant Application Camille Blachowicz moved, second by Drew Heindel, MSP - Approval of the submittal of the Per Capita Grant application to the Illinois Stale Library as presented. Passed unanimously on a voice vote. Report from In -Service Training Day Neal Ney reported on the successful in-service day for staff training (report attached). The Board approved closing the Library on June 24, 1998 for the next in-service day. (Gloria Bullock left the meeting at this point) Minutes of the July 16, 1997 Library Board meeting President's Report Cheryl Wollin reviewed a summary of recent Library achievements that will be presented to the City Council (copy attached). This year's accomplishments include: expanded hours at the South Branch, the installation and dedication of the Hunt sculptures, the hiring of the computer support technician, the staff in-service training day, the receipt of another Hispanic outreach grant, the establishment of the Speaker's Bureau, the initiation of dialogue with the City Council on Issues related to Library governance, and the start of planning for the Library's 1251h anniversary in 1998, Vice President's Report Financial Report There were no questions about the June financial reports. Library Director's Report Neal Ney reported that in response to a Fund for Excellence solicitation the Evanston Public Library has received a very generous contribution of $25,000 from an anonymous donor. Mr. Ney reported that the Evanston Drama Club will be donating $1,000 to the Library. Camille Blachowicz requested that future monthly Summary Services Reports Include a measure of the user access from outside the Library of the Library's electronic services. Other Items and Concerns The Board canceled the Committee of the Whole meeting scheduled for August 6, 1997. Adjournment MSP _ There being no further business, the meeting will adjourn. Passed unanimously on a voice vote. The meeting adjourned at 9:35 P.M. Respectfully submitted, Gloria Bullock, Secretary Evanston Public Library Board of Trustees DRAFT - NOT APPROVED sheredJadmin/boardminutes/Juty 16, 1997.doc Minutes of the July 16, 1997 library Board meeting !' APPROVED - DECEMBER 10, 1997 Evanston Public Library Board of Trustees Minutes of the Regular Meeting September 17, 1997; 7:30 p.m. Library Board Room Members Present: Doris Brown, Camille Blachowicz, Archibald Bryant, Gloria Bullock, Michael Cervantes, Ellen Newcomer, John Sagan, Cheryl Wollin Members Absent: None Staff Present: Neal J. Ney, Paul Gottschalk, Marlene Harris Presiding: Cheryl Wollin, President Call to Order Board President Wollin called the meeting to order at 7:34 p.m. Approval of the Minutes Camille Blachowicz moved, second by Arch Bryant, MSP - Approval of the minutes of the regular Library Board meeting held on July 16, 1997, as amended. Passed on a voice vote. Ellen Newcomer moved, second by Arch Bryant, MSP - Approval of the minutes of the Anniversary Committee meeting held on July 30, 1997. Passed unanimously on a voice vote. Ellen Newcomer moved, second by Camille Blachowicz, MSP - Approval of the minutes of the Committee of the Whole meeting held on September 3, 1997. Passed unanimously on a voice vote. Old Business Review of Governance Issues Cheryl Wollin announced that the October 61" meeting with the City Council's Human Services Committee was postponed. The Library Board discussed the matter of reconciling Illinois Library Law with the powers of a home rule community such as Evanston. An intergovernmental agreement between the City Council and the Library Board is intended to delineate responsibilities for the governance of the Library. The Library Board discussed two documents intended to explain and clarify the need for an intergovernmental agreement. Cheryl Wollin and Camille Blachowicz will prepare another draft of these documents for the next Committee of the Whole meeting. Minutes of the September 17, 1997 Library Board meeting Circulation Desk Modifications The floor behind the Circulation desk must be raised to reduce physical strain to staff members. Ellen Newcomer moved, second by Arch Bryant, MSP - Approval of the recommendation to spend Library Project Fend money, in an amount not to exceed S8,475. DD, for the design and construction of a raised floor behind the Circulation desk. Passed unanimously on a roll call vote. President Wotlin's Report Cheryl Wollin reported on the contributions received in memory of Sheldon Garber. The funds will be used to purchase books on tape, children's books, and books on Jewish history and culture. Vice President's Report Financial Report There were no questions about the August financial reports. Library Director's Report Neal Ney reported on the Technopolis Evanston group. The members are exploring two issues: 1) the competitive advantages for the community of providing high speed data access to the community; 2) developing a community network for educational, cultural, and business purposes. Reports A tentative schedule of events for the Library's 125`" Anniversary was distributed. New Business Branch Focus Groups Mr. Ney had proposed in the packet contracting with the Executive Service Corps for the conduct of four focus groups with branch library patrons. Trustee 8lachowicz objected to the proposal, saying that she thought students at Northwestern's business school could conduct the focus groups at no charge. Mr. Ney reported having used students in the past for such a purpose with less than satisfactory results. Trustee Cervantes objected to the quality of the proposal. He thought it was incomplete and wanted more background of the people who would be conducting the groups. Trustee Sagan said that the Executive Service Corps had a good reputation. Ellen Newcomer moved, second by Arch Bryant, Minutes or the September 17, 1997 Library Board meeting 2 MSP - Approval of the recommendation to spend up to $2, 850 in branch book sale funds with the Executive Service Corps of Chicago for the conduct of focus groups of branch users and supporters as part of the process of developing a branch role statement. Trustees Brown, Bryant, Bullock, Newcomer, Sagan, and Wollin voted in favor of the motion. Trustees Blachowicz and Cervantes voted against it. The motion passed. Review of the Audit The pages from the City of Evanston's audit making reference to the Library were reviewed. The Board again reminded Mr. Ney of its desire to have a complete review of the Library's cash handling procedures. Mr. Ney indicated that he would remind the City Manager of the request. Adjournment There being no further business, Cheryl Wollin adjourned the meeting at 9:55 p.m. Respectfully submitted, Gloria Bullock, Secretary Evanston Public Library Board of Trustees Minutes of the September 17, 1997 Library Board meeting 3 Evanston Public Library Board of Trustees Minutes of the Regular Meeting October 15, 1997; 7:30 p.m. Library Board Room Approved December 10,1997 Members Present: Camille Blachowicz, Gloria Bullock, Archibald Bryant, Michael Cervantes, Ellen Newcomer, John Sagan (arrived 8:25 PM), Cheryl Wollin Members Absent: Doris Brown, William Hartgering Staff Present: Neal J. Ney, Paul Gottschalk, Marlene Harris Presiding: Cheryl Wollin, President Call to Order Board President Wollin called the meeting to order at 7:37 p.m. Old Business Budoet FY 98 -99 The Board reviewed the budget documents that were submitted by the Library Director to the City Manager. Two budgets were submitted. The first met the City Manager's guidelines calling for no increase in services. This budget totaled $3,074,000. The second budget reflected the priorities of the Library Board, including the addition of three additional hours to the weekend schedule and raising the per capita expenditure for library materials to $7.00. This budget totaled $3,122,400. A summary sheet outlining both budgets is attached. Mr. Ney explained that neither of these budgets included a cost of living increase for salaries. Traditionally that is added later by the City Manager's office. The Board then turned to a discussion of the proposed "Resolution ... determining the financial requirements for the Fiscal Year beginning March 1, 1998, and ending February 28, 1999." This resolution in the amount of $3,182,400 is based upon the budget reflecting the Board's priorities and has also assumed a 3% increase in salaries. In calculating income receivable from other sources, this resolution has assumed $53,600 in interest earning from the funds levied for library service in addition to the funds reported as income in the documents submitted to the City Manager, Trustee Newcomer pointed out that a resolution of this nature is called for by the Local Library Act. President Wollin pointed out that the proposed budget is supported by the .0023 library tax rate established by the 1946 referendum and the 1972 amendment to the Local Library Act. Camille Blachowicz moved and Gloria Bullock seconded, MSP — Approval of the "Resolution ... determining the financial requirements for the Fiscal Year beginning March 1, 1998, and ending February 28, 1999" in the amount of $3,182, 400. Passed unanimously on a voice vote. A copy of the resolution is attached. Review of Governance Issues The Board reviewed and approved a memo on library governance and an outline for a proposed intergovernmental agreement between the Library Board and the City Council. Copies of the documents are attached. Mr. Ney was instructed to forward these to the Director of Health and Human Services for inclusion in the packet for the October 20, 1997 Human Services Committee meeting. The Library Board will be meeting with the Committee at that time. President Wollin's Report President Wollin reported that the donor of an anonymous $25,000 in July has agreed that this money should be placed in the Foundation for the Evanston Public Library's endowment. President Wollin announced that the kick off dinner for the Fund for Excellence campaign would be on Sunday, November 9th at 6:00 PM in the Library's Community Meeting Room. Vice President's Report There were no questions about the financial report as distributed. Minutes for the Friends meeting were not yet available, Library Director's Report There were no questions about Mr. Ney's report as it was distributed in the packet. New Business Fines. Fees. and Loan Periods Mr. Ney explained that the Board's policies called for the annual review of the Library's fines, fees, and loan periods. Tables explaining all had been distributed in the Board packet. Trustee Cervantes said that he thought the meeting room fees were low. Mr. Ney indicated that the current fees were a K reach for many of the not -for -profit groups using the room. Trustee Cervantes asked what plan the Library had for the replacement of the audiovisual system in the Community Meeting Room. Mr. Gottschalk said that there were no plans at present. Trustee Cervantes said that he thought that the meeting room fees should be sufficient to permit the accumulation of a fund for the replacement of this equipment. Mr. Ney pointed out that with the City's present system of accounting such fees were just part of the Library's revenue and could not be accumulated for a special purpose. While this is permitted by the Local Library Act, it is not part of current practice in Evanston. Trustee Cervantes asked for a capital replacement plan for this equipment. Mr. Ney said that realistically it would be several months before such a plan could be developed. Mr. Ney recommended some minor changes in the language of the policy calling for the annual review of fines, fees, and loan periods. He also asked that Bi-Folkal kits and ledger size copies be added to the fee schedule, that Chicago residents be permitted to borrow juvenile videos, and that the limit on juvenile videos be increased from three to five. Trustee Newcomer moved and Trustee Sagan seconded, MSP — Approval of the recommended changes in the policy concerning fines, fees, and loan periods. Passed on a unanimous voice vote. Copies of the approved tables are attached. Anniversary Budoet Mr. Ney presented a proposed budget of $8,850 for marking the Library's 125" Anniversary. He explained that the budget had been reviewed by the Anniversary Committee. He recommended that the Board request these funds in book sale money from the Evanston Library Friends. Trustee Cervantes moved and Trustee Bullock seconded, MSP — Approval of a request of the Evanston Library Friends for the expenditure of $8, 850 of book sale money for the celebration of the Library's 125" Anniversary. Passed unanimously on a voice vote. A copy of the anniversary budget is attached. 3 Tote Baas for Home Dav Care Project Mr. Ney explained that some of the tote bags used in the Home Day Care Project needed to be replaced. Trustee Newcomer moved and Trustee Cervantes seconded, MSP — Approval of forwarding a request to the Evanston Library Friends for the expenditure of $650 in book sale funds for the purchase of 40 canvas tote bags for use in the Home Day Care Delivery Project. Passed unanimously on a voice vote. Proposed Art Donation President Wallin told the Board that Sidney Zwick had offered to donate one or two large oil paintings by his late wife Rosemary Zwick to the Library. Ms. Wollin referred this matter to the Art Collection Committee. Adjournment There being no further business, Cheryl Wallin adjourned the meeting at 9:40 p.m. Respectfully submitted, Gloria Bullock, Secretary Evanston Public Library Board of Trustees 4 i Evanston Public Library Board of Trustees Minutes of the Regular Meeting November 19,1997; 7:30 p.m. Library Board Room Approved December 10, 1997 Members Present: Camille Blachowicz, Archibald Bryant, Gloria Bullock, Michael Cervantes, Ellen Newcomer, John Sagan, Cheryl Wollin Members Absent: Doris Brown, William Hartgering Staff Present: Neal J. Ney, Paul Gottschalk, Marlene Harris, Cynthia Jones Presiding: Cheryl Wallin, President Call to Order Board President Wallin called the meeting to order at 7:40 p.m. Comments from Citizen Patron Linda Scott proposed to the Board that the Library acquire word processing computers in place of the older model typewriters, noting patrons were often discouraged after using the typewriters. Trustee Wollin indicated that the Library had a limited budget for automation and had chosen to use those funds for activities more closely related to its mission. After further discussion the Board requested that staff prepare a report on the possibility of making computers with word processing software available to the public. Ms. Scott also indicated a discipline problem with teenagers between certain hours of the day. Trustee Wollin suggested she inform security of the next incident. Old Business Board Goals Trustee Biachowicz had suggested placing this item on the agenda after the Board Development session in early November. This evening she indicated that it would probably be addressed with the revision of the Strategic Plan. She ar said that she would like to see some Board specific goals in the Plan. She wanted to put energy into new goals to be accomplished during the next year. The Board indicated that the Library needed a Public Relations Plan, which is called for in the Strategic Plan. Mr. Ney indicated that he is currently drafting such a plan and expects to have it ready for the Board's consideration in January. Trustee Wollin suggested that the Board seek more input from patrons and ask what the Library could do for them. Mr. Ney indicated that the Board would be getting some data of this type from the focus groups currently being conducted with branch users. Trustee Newcomer wanted the Anniversary plans to be addressed in the Strategic Plan. President Wollin's Report President Wollin reminded the Board to submit their lists of names for the Fund for Excellence solicitation. Vice President's Report Financial Statement There were no financial statements available for review. Friends Trustee Wollin asked if there were any questions on the Friends Minutes. There were none. Library Director's Report Library Activities Mr. Ney asked Ms. Harris to report on an Illinois State Library "Educate and Automate" grant she was preparing. Ms. Harris reported that the grant if approved would provide matching funds for the purchase of Internet workstations for the branches and Main Library. Ms. Harris also reported on the application process for telecommunication discounts. She indicated that the Library has already taken the steps that have been identified. She thought this would lead to a 60% discount on the phone bill. With these discounts it would be possible to upgrade the phone lines to both branches. Mr. Ney also reported that "Educate and Automate" funds were available for the digitalization of collections of historic interest. He had begun to explore such a grant for the digitalization of some oral history tapes that library staff members had produced in the 1970s in Evanston's Afro-American community. The tapes are currently owned by the Evanston Historical Society. In the process of researching the collection he discovered that the Society also had tapes from another project conducted by the Society's 2 staff in the late 1980s and early 1990s. Altogether the Society owns 400 oral history tapes that have not been transcribed. Mr. Ney thought that the time frame on the "Educate and Automate" grants was to short to do anything useful with this collection, but said that if the Board approved he would look into other funding options for a joint project of the Historical Society and the Library to transcribe these tapes and make both the transcriptions and the audio available on the Internet. Trustee Cervantes thought this might be beyond the Library's mission. Trustee Blachowicz indicated that it would be important to cover the cost of all the necessary staff time in the grant. New Business Edward Johnson Estate The Board discussed the funds from the Edward Johnson estate which were donated to the Library but are currently held by the City in a separate account. These funds are in two accounts. $15,169.90 remains from the funds set aside for the purchase of the sculpture on the exterior of the Library building. The other account of $95,972.92 is unrestricted funds for Library purposes, Jonathan Glus, the Director of the Noyes Cultural Arts Center has said that he thinks the funds remaining from the sculpture purchase should be transferred to a public art education and maintenance fund. Trustees Sagan and Newcomer both said that if the donor's intent was for the funds to go to the Library, then they could not be transferred to another purpose like this. Trustee Cervantes moved and Trustee Bryant seconded, MSP - That the Board president write to the City Manager requesting that the Johnson funds be transferred to the Library's endowment fund with the $15,169.90 remaining from the funds set aside for the purchase of the sculpture on the exterior of the Library building and the interest they eam being reserved for the maintenance and purchase of public art for the Library Building. Passed on a unanimous voice vote. December Meetings The Board canceled the Committee of the Whole meeting scheduled for December 3`d and the regular Board meeting scheduled for December 17'". The Board will instead meet in regular session on Wednesday, December 10' in the Library's Board Room. 1998 Meeting Schedule Trustee Bryant moved and Trustee Blachowicz seconded, �J MSP -- In 1998 the Board will meet on the first Wednesday of the month as the Committee of the Whole and will meet on the third Wednesday of the month in regular session. There will, however, be no Committee of the Whole meeting on January r". Art Collection The Board accepted the Library Director's suggestion that he appoint a staff committee to review future art donations and make recommendations to the Board about their acceptance and placement. Trustee Bryant moved, Trustee Sagan seconded, MSP — That the Board accept a gift from Sidney Zwick of an oil painting — "Catamarans at Sunrise" — by his late wife Rosemary Zwick. Passed on a unanimous voice vote. Elf Recommendation To Name The Book Sale Room After discussing a recommendation from the Evanston Library Friends the Board instructed the Library Director to draft a resolution naming the Library's volunteer and book sale room in honor of Ruth Burkhead. Trustee Cervantes wanted it clear that the room would be named in her honor due to her extensive volunteer work and not because of the money she gave. Budget Comparisons Mr. Ney indicated no action was required, but shared with the Board the data he had discovered in doing the budget comparisons the Board had requested. The survey compared library expenditures including debt service costs, IMRF, and FICA. Per capita expenditures in Evanston are $4.07 below the average for this group of Libraries even when the $1,845,000 of debt service and the costs of IMRF and FICA are added into the Library's budget. Per capita expenditures in Evanston are $71.90 below those in Wilmette and $31.19 below those in Skokie. (Memo attached.) Appointment of the Plannina Committee President Wollin appointed a committee to revise the Strategic Plan. The committee will consist of Board members Archie Bryant and Camille Blachowicz, the Head of Information Services Lesley Williams, and Library Director Neal Ney. The committee's first meeting will be on Monday, January 51" at 4:00 PM. 4 n Adioumment There being no further business, President Wollin adjourned the meeting at 9:58 p.m. Respectfully submitted, Gloria Bullock, Secretary Evanston Public Library Board of Trustees R Evanston Public Library Board of Trustees Minutes of the Regular Meeting December 10, 1997; 7:30 p.m. Library Board Room Approved January 21, 199E Members Present: Camille Blachowicz, Doris Brown, Archibald Bryant, Gloria Bullock, Michael Cervantes, Ellen Newcomer, John Sagan (arrived 8:15), Cheryl Wollin Members Absent: William Hartgering Staff Present: Neal J. Noy, Paul Gottschalk, Marlene Harris, Cynthia Jones Presiding: Cheryl Wollin, President Call to Order Board President Wollin called the meeting to order at 7:35 p.m. Comments from Citizen None Approval of the Minutes Trustee Blachowicz moved and Trustee Bryant seconded, MSP - Approval of the minutes of the regular Library Board meeting held on September 17, 1997, as presented. Passed unanimously on a voice vote. Trustee Blachowicz moved and Secretary Bullock seconded, MSP - Approval of the minutes of the Committee of the Whole meeting held on October 1, 1997 as amended. Passed unanimously on a voice vote. Secretary Bullock moved and Trustee Bryant seconded, MSP • Approval of the minutes of the regular Library Board meeting held on October 15, 1997 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 November 5, 1997 as amended. Passed unanimously on a voice vote. Trustee Newcomer moved and Trustee Bryant seconded, MSP - Approval of the minutes of the regular Library Board meeting meld on November 19, 1997 as amended. Passed unanimously on a voice vote. Old Business Word Processina Facilities Library Director Ney said he and Mr. Gottschalk had sent letters to Ms. Linda Scott informing her that her suggestion that the Library install word processing facilities for patron use was on the agenda for this meeting. He did not know if she planned to attend this evening's meeting. Trustee Bryant indicated that unless there was a public outcry, he did not think the Library should provide word processing facilities. He thought that the service was too expensive. Board President WoIHn agreed and characterized the service as a frill. She did not think it was part of the Library's mission. Vice President Brown said the cost of the equipment was not a question. The Director's memo indicated that equipment scheduled for replacement could be made available for word processing. She wondered if the Director's estimate of the amount of support required was accurate and indicated that word processing was a common service in libraries. Trustee Cervantes was concerned that this was one more example of services that many libraries were providing that the Evanston Public Library could not provide. He suggested that the Library's mission should be reexamined and that some of the Library's current services should be eliminated so that the Library could provide innovative services. Vendors or partnerships with businesses was suggested by Trustee Blachowicz. Trustee Newcomer thought it significant that the Director had reported that this is one of the most frequently requested new services. President Wollin referred the matter to the Planning Committee for consideration when the Strategic Plan is being revised. Resolution Honoring Ruth S. Burkhead Trustee Bryant moved and Secretary Bullock seconded, MSP - The resolution honoring Ruth S. Burkhead and naming the Library's volunteer room for her. A copy of the resolution is attached., Trustees Newcomer and Cervantes abstained. The Board discussed the possibility of developing a program to honor outstanding volunteers annually and concurred that such a program was necessary. President Wollin agreed to draft a proposal for such a program. President Woliin's Report President Wollin informed the Board that Trustee William Hartgering was tendering his resignation effective immediately. She also informed the Board that Mr. and Mrs. Carlyle Anderson gave the Foundation for the Evanston Public Library a $25,000 gift of Bank One stock, which now brings the Foundation's endowment fund to $125,000. Mr. Gottschalk reported that the stock had been sold and converted to a cash deposit, awaiting the Foundation's creation of an investment policy. Vice President Brown's Report Financial Statement. Eight Months Endina October 31. 1997 Vice President Brown asked Mr. Gottschalk to explain the budget report. She particularly wanted to know the target on regular salaries. Mr. Gottschalk responded that 65.8% of salaries should be spent at this time. Trustee Blachowicz asked about the expenditures for salaries in Information Services. Mr. Gottschalk reported that we were ahead of budget in this area. He and Mr. Ney indicated that the amount budgeted for temporary salaries should be revised in the future. Mr. Gottschalk also reported that the expenditures in several materials accounts were lower than expected, but he expected this to change shortly as invoices currently in hand were paid. Friends President Wollin informed the Board that the Evanston Library Friends contributed $25,000 to the Fund for Excellence Campaign. Trustee Newcomer suggested that President Wollin write an acknowledgment in the Evanston Review thanking the Friends for making Family Night a success. President Wollin then asked if there were any questions on the Friends Minutes. There were none. Library Director's Report Library Activities Trustee Bryant expressed disappointment with Commonwealth Edison's ability to prevent and correct in a timely manner numerous power outages, the most recent one occurring on November 111h. Trustee Newcomer suggested 3 that the Library Director write a letter to Commonwealth Edison inquiring why we experience power outages so frequently. Trustee Newcomer asked that the minutes reflect that the Library's total collection was now over 400,000 volumes. She thought that the funds from the Library Project and from the Board's fund raising efforts had made a significant contribution to the growth of the collection. New Business Review of Human Services Committee Minutes October 20. 1997 The Board reviewed briefly the minutes of the Human Services Committee meeting that was held on October 20, 1997. It was noted that Trustee Sagan's name and Mr. Ney's name were misspelled in those minutes. Several Trustees indicated that the minutes did not adequately represent the tone of the meeting. President Wollin asked that review of these minutes be included again on the agenda for the Library Board's January meeting. Mr. Noy was instructed not to redistribute the minutes in the January Board packet. Trustee Bryant complimented the staff on several recent bibliographies. Trustee Brown wondered if producing such bibliographies was the best use of staff time. She thought that perhaps they should be done by the North Suburban Library System or that libraries could share bibliographies. If less staff time was devoted to producing bibliographies, this time could be made available for some of the more innovative projects that the Board wanted the Library to undertake. The Board asked the Library Director to have the staff analyze the usefulness of the numerous bibliographies that the Library prepares. The Board wanted in - particular to know if the bibliographies were actually used by Library patrons and if they increased the use of Library books. Adlournment There being no further business, President Wollin adjourned the meeting at 9:30 p.m. The Board then divided into two groups for a Public Relations Walk Through of the Library. Respectfully submitted, Gloria Bullock, Secretary Evanston Public Library Board of Trustees 2 Evanston Public Library Board of Trustees Minutes of the Regular Meeting January 21,1998; 7:30 p.m. Library Board Room Approved February 18, 1998 Members Present: Camille Blachowicz, Archibald Bryant (arrived 7:48), Ellen Newcomer, John Sagan, Cheryl Wollin Members Absent: Doris Brown, Gloria Bullock, Michael Cervantes Staff Present: Neal J. Ney, Paul Gottschalk, Marlene Hams, Cynthia Jones Citizens Present: Karen Terry, Evanston Library Friends Patricia Whitmeyer, Technopolis Evanston 2000 Brian Nielsen, Technopolis Evanston 2000 Presiding: Cheryl Wollin, President Call to Order Board President Wollin called the meeting to order at 7:38 p.m. Representatives from Technopolis Evanston 2000 presented a report and slide show on the group's activities to influence the development of high speed Internet access for all of Evanston and to develop community based educational programs, community network and a marketing strategy for Evanston as a technopolis. The Board indicated support for the concept and asked that the Library Director and other staff members participate on the project. Approval of the Minutes Trustee Newcomer moved and Trustee Sagan seconded, ' MSP - Approval of the minutes of the regular Library Board meeting held on December 10, 1997 as amended. Passed unanimously on a voice vote. Old Business ;n c, • . ..► l �N- F.0157silralif •{ Re -- The Board reviewed the report on the Library's internal accounting controls prepared by Miller Cooper & Co., Ltd (which the Library received a clean report due to the staff following procedures). President Wallin questioned differences between cash receipts reported from branch locations and the actual amount counted at the main Library. Even though they were small amounts, Wollin stated that the branches should have registers and/or make sure the amount written down is actual amount sent to main Library for deposit. There were no further comments on the report. The Board made no formal comments on the minutes, but instructed the Library Director to keep the minutes on file so they would be available in the future when Library governance was discussed. The Board reviewed the budget for FY 98-99 and expressed a great deal of pleasure that the City Manager had adopted the Library Board's budget for the Library's portion of the budget submitted to the City Council. President Woilin's Report President Wollin reminded the Board that it was necessary to replace Board member William Hartgering. She asked that all members think about potential candidates for the Board. Vice President Brown's Report l :1 IMFIMa N•l HTIC11M l! l• :ll•: 1 -0,f" =110; a There were no questions on the financial reports. There were no comments on the minutes. Trustee Newcomer indicated that since the Friends' children's programs are so successful, encouraging them to do more would be good. K Library Director's Report Library Director Ney told the Board that the City Manager has agreed to the transfer of the remaining funds from the Edward Johnson estate (originally designated to Library) into the Library's Endowment Fund when the certificates mature. Mr. Ney also informed the Board that he received a note from Ms. Ruth Burkhead expressing thanks and appreciation for the Resolution honoring her. Mr. Ney also reported that he'd received correspondence from Commonwealth Edison concerning the numerous power outages experienced by the Library. According to Commonwealth Edison, only two of the outages were the result of the failure of their equipment. Mr. Gottschalk reported that he had met with representatives of Commonwealth Edison. Two proposals to provide some electrical power redundancy were made by Commonwealth Edison. New Business Trustee Bryant moved and Trustee Sagan seconded, MSP - Approval of the holiday schedule for 1998. Passed unanimously on a voice vote. A copy of the schedule is attached. There being no further business, President Wollin adjourned the meeting at 10:28 p.m. Respectfully submitted, Ellen Newcomer, Acting Secretary Evanston Public Library Board of Trustees 3 t Evanston Public Library Board of Trustees Minutes of the Regular Meeting February 18,1998 Library Board Room Approved March 18, 1998 Members Present: Camille Blachowicz, Doris Brown, Archibald Bryant, Michael Cervantes, Ellen Newcomer, John Sagan, Cheryl Wollin Members Absent: Gloria Bullock Staff Present: Neal J. Ney, Marlene Harris, Paul Gottschalk, Cynthia Jones Presiding: Cheryl Wollin, President Call to Order Board President Wollin called the meeting to order at 7:42 p.m. Approval of the Minutes Trustee Newcomer moved and Trustee Bryant seconded, MSP - Approval of the minutes of the regular Library Board meeting held on January 21, 1998 as amended. Passed unanimously on a voice vote. Old Business Volunteer Recoanition Proaram The Board reviewed a proposal prepared by President Wollin for a volunteer recognition program. After reviewing the proposal, the Board decided not to pursue an individual award program. Trustee Blachowicz suggested a reception for dedicated volunteers, and asking the Friends to fund the event. Trustee Cervantes suggested the program should be funded by the Library. Mr, Ney thought that it would be odd to ask the Friends to fund a reception at which they were to be honored. He also thought that based on their past indications it was unlikely that the Friends would want to fund a program like this. Trustee Cervantes thought that the supervisors and people who worked directly with the volunteers should be the ones to plan and conduct the recognition program. The Board then instructed the Library Director, with the aid of staff, to develop a proposal for a volunteer recognition event and bring the proposal back to the Board. Trustee Newcomer reminded the Board that April 181h is the party given in honor of donors, Development Plans The Board reviewed a description of the Library development program and plans prepared by Trustee Newcomer. Vice President Brown wanted the procedures written to ensure that the next Board could pick up the fundraising activities without missing a beat. The Board suggested a number of revisions in the document and instructed the Library Director to make the revisions. The final document is to be in table form with a calendar. The Board agreed to review the revised document at the March COW meeting. President Wollin's Report President Wollin reported that there has not been a replacement for William Hartgering. Vice President Brown's Report Financial Statement, Eleven Months Ending January 30. 1998 Trustee Blachowicz questioned three items In the report. Paul Gottschalk answered and there were no further questions on the statements. Friends There were no comments on the minutes. Library Director's Report Library Activities Library Director Ney told the Board that two people from the Executive Service Corps would attend the next Board meeting to discuss the report on Branch Focus Groups. Mr. Ney also informed the Board that asbestos was found in the basement of the Library's South Branch. It was not at present dangerous, and the landlord was arranging for its removal by a licensed contractor. He also informed the Board that the City Manager had made $8,000 In reductions in the Library's budget, but all the Library's programs were left in tact. E Mr. Ney then passed around the boardroom a picture of a Ruth Duckworth ceramic sculpture. The Block Gallery had inquired if the Library would be interested in accepting the piece as a donation from a private donor. Trustee Blachowicz moved and Trustee Bryant seconded, MSP - That the Library accept this donation if offered. Passed unanimously on a voice vote. Marlene Harris reported on the status of the Alpha installation. She indicated that the performance of the DRA engineer assigned to the project was not up to the company's usual standards. There had been many difficulties that needed to be corrected by the Library's staff. She did not believe that the Library should be charged for DRA's time and services on this installation. New Business Photocovier Lease The Board reviewed the memo from Paul Gottschalk regarding the purchase of new copiers, which are expected to generate $10,300 in annual net Income. Trustee Bryant moved and Trustee Newcomer seconded, MSP — That the Board accept a proposal from Ambassador/Canon for the provision of seven copiers with vend equipment and a three year servicetsupply contract for the equipment. The equipment will be leased for three years at a cost of $44,963.28. This contract will be on the City Council agenda for Monday, February 231d. South Branch Location The Board reviewed a staff recommendation for the expenditure of $3,000 of South Branch book sale funds for an architectural feasibility study to determine the cost and reasonableness of relocating South Branch to the site of the Main Junior Department Store at 949 Chicago Avenue. The Board did not vote on the recommendation, but instructed the Library Director to develop a much fuller analysis of the justifications for relocating the branch, the objectives of such an undertaking, and an analysis of other possible sites. 3 Adiournment There being no further business, President Wollin adjourned the meeting at 10:42 p.m. Respectfully submitted, , &-� 4V-7-'� Ellen Newcomer, Acting Secretary Evanston Public Library Board of Trustees 4 Evanston Public Library Board of Trustees Minutes of the Regular Meeting March 18, 9998 Library Board Room Approver - '15, '1998 Members Present: Camille Blachowicz, Archibald Bryant, Gloria Bullock, Michael Cervantes, Ellen Newcomer, John Sagan, Cheryl Wollin Members Absent: Doris Brown Staff Present: Neal J. Ney, Marlene Harris, Paul Gottschalk, Cynthia Jones Jan Bojda, Connie Heneghan, Sally Schwarziose, Lesley Williams Citizens Present: James Ratcliffe - Consultant, Executive Service Corps William Simpson - Consultant, Executive Service Corps Clyde Mosebury and Sarah Whitney Presiding: Cheryl Wollin, President Call to Order Board President Wollin called the meeting to order at 7:36 p.m. Ms. Sarah Whitney and Mr. Clyde Mosebury spoke as concerned parents about incidents involving their children being exposed to pornography accessible from the Internet at the Main Library. Mrs. Whitney stated that her daughter was harassed by three young patrons viewing pornography. Mrs. Whitney wanted the Board to do more to inform parents about pornography being accessible on the Internet and about the fact that the Library placed no age restrictions upon usage. Mr. Mosebury proposed a permission system which required parental consent before allowing children to use the Internet. Reference librarian Lesley Williams observed that the Library's policy regarding the Internet is clearly posted and that the Library has chosen not to screen nor filter its contents. Mr. Mosebury stated that the Library's Board should consider "moral standards" when considering the issue of young children viewing pornography on the Internet. President Wollin stated the Board's support for the First Amendment and intellectual freedom, indicated that the legal situation regarding the use of Internet filtering was very confused at this time, and expressed her concern for the issues raised by the parents. Trustee Bryant suggested that the Library write articles for PTA newsletters, school newsletters, etc. so that more parents can be informed of the Library's Internet policy. Trustee Cervantes assured the parents that this was an area of concern for the Board and that the Board would keep them informed of its discussion. The Board decided to strengthen its public information campaign regarding public access to the Internet. President Wollin agreed to write a guest essay in the local newspaper as part of this public information campaign. The Board then decided to discuss the matter further and invited Ms. Whitney and Mr. Mosebury to join them at the April 15'" Board meeting. Mr. Ratcliff and Mr. Simpson from Executive Service Corps then presented their report on the findings and conclusions of the recent focus groups conducted concerning library branches. The Board thanked the men for a job well done. Sally Schwarzlose and Connie Heneghan expressed their concerns and offered suggestions on improving conditions at the branch locations. The Board approved a revised policy on Branch service (attached), and decided to reserve discussion of extended Branch hours until the budget for FY 1999 -2000 was being considered. Approval of the Minutes Trustee Blachowicz moved and Trustee Sagan seconded, MSP - Approval of the minutes of the regular library Board meeting held on February 18, 1998 as amended. Passed unanimously on a voice vote. Old Business Strategic Plan Library Director Ney presented the Board with a revised draft of the Strategic Plan for The Evanston Public Library. After a brief review, the Board unanimously approved the proposal (attached). Library Legislation Trustee Cervantes spoke of the Internet situation as an example of legislative concern, indicating he worried that politicians may try to hurt libraries for providing free access. He then asked Director Ney to stay on top of the issue. President Wollin's Report President Wollin reported that she would not be attending the April 15°i Regular Board meeting. Vice President Brown's Report Friends There were no comments on the Friends minutes. Library Director's Report Library Activities The Board briefly discussed the February 19' incident involving a young patron being sprayed in the face. There were no further comments. New Business South Branch Lease The Board reviewed the new one year South Branch lease which begins May 1, 1998 at $3,050.00 a month. Trustee Bryant moved and Trustees Newcomer and Blachowicz seconded, Passed on a unanimous vote. Branch Book Sale Expenditures The Board reviewed and approved expenditures from branch book sale funds to improve branch locations (attached). Adiournment There being no further business, President Wallin adjourned the meeting at 10:43 p.m. Respectfully submitted, Gloria Bullock, Secretary Evanston Public Library Board of Trustees 3 A I Evanston Public Library Board of Trustees Minutes of the Regular Meeting April 15, '1998; 7:30 P.M. Library Board Room Approved May 20, 1998 Members Present: Doris Brown, Archibald Bryant, Gloria Bullock, Michael Cervantes, Ellen Newcomer, John Sagan Members Absent: Camille Blachowicz, Cheryl Wollin Staff Present: Neal J. Ney, Marlene Harris, Paul Gottschalk Citizens Present: None Presiding: Doris Brown - Vice President Call to Order Board Vice President Brown called the meeting to order at 7:38 p.m. Approval of the Minutes Trustee Bryant moved and Trustee Bullock seconded, MSP - Approval of the minutes of the Library Board C3mmittee of the Whole meeting held on March 4, 1998 as amended. Passed unanimously on a voice vote. Trustee Bryant moved and Trustee Bullock seconded, MSP - Approval of the minutes of the Library Board meeting held on March 18, 1998 as amended. Passed unanimously on a voice vote. Old Business - None President's Report - None 1 Vice President Brown's Report Financial Statement Mr. Gottschalk reviewed the FY97-98 year end financial statement. Expenditures were $40,200 or 1.4% over budget; non -tax revenues were $49,500 over budget. The most significant expenditure variances occurred in the library material accounts and corrective adjustments have been made. Evanston Library Friends Board members expressed great appreciation for the excellent family and adult programs recently presented by the Library Friends. Cheryl Wollin will send a thank you letter to the Friends for their efforts. Library Director's Report Library Activities Mr. Ney presented the March Library Activity report and there was no discussion. South Branch Lease The Board discussed the newspaper article about the renewal of the South Branch lease. Mr. Ney clarified that staff asked for a two year lease in 1997 and the landlord declined. In prior years, the landlord had been interested in a longer term lease, but the Library preferred an annual lease. in May, Mr. Ney will present a report to the Board on the potential opportunities for improving branch library service by relocating the South Branch. New Business Nominatin4 Committee Archibald Bryant, Ellen Newcomer and John Sagan volunteered to serve on the Nominating Committee for Board officers. E Endowment Policv The Board reviewed the Endowment Policy and decided to eliminate sections 4.1. 4.2 and 4.3 that describe some of the Endowment accounts. Trustee Bryant moved and Trustee Sagan seconded, MSP - Approval of the following Endowment Policy as amended. "Funds will be accepted and sought by the Evanston Public Library Board of Trustees for its Endowment Program. The purpose of the Endowment Program is to provide funds and other support for carrying on special projects and acquiring Library materials, equipment, furniture, and capital Improvements for which the Board of Trustees and staff of the Evanston Public Library have determined a need, which projects and acquisitions could not be undertaken within the regular operating and capital budgets of the Library, it being the purpose of the Endowment Program to supplement and enhance the Library's operations and facilities, not to supplant funding for the Library that is provided by federal, state or local governments. It shall be the policy of the Evanston Public Library Board to preserve the principal of its Endowment Fund and to expend annually only the income produced by those investments. Furthermore, ten percent of the annual income produced by the principal shall be reinvested as principal. The Endowment Fund shall be invested in accordance with accepted standards of fiduciary conduct to produce a reasonable return of net income using those investment vehicles that are permitted by law." Passed unanimously on a voice vote. Non -Resident Library Card Fee Mr. Ney recommended increasing the non-resident Library card fee to $90 (from $80) to comply with the formula used by the Illinois State Library. Trustee Bryant moved and Trustee Sagan seconded, MSP - Approval of the $90 fee for a non-resident library card. Passed unanimously on a voice vote. 3 Other New Business Mr. Cervantes and Ms. Newcomer reported that they had been contacted by a telemarketing firm offering an estate planning seminar at the Library. This organization reserved the meeting room as a not -for -profit group conducting an educational seminar. Mr. Ney will ascertain whether this organization Is in compliance with the meeting room policies. Adiournment There being no further business, Vice President Brown adjourned the meeting at 9:00 p.m. Respectfully submitted, Gloria Bullock, Secretary Evanston Public Library Board of Trustees 4 Evanston Public Library Board of Trustees Minutes of the Board Meeting May 20, 1998; 7:30 p.m. Library Board Room Approved July 14, 1998 Members Present: Camille Blachowicz, Doris Brown, Archibald Bryant, Gloria Bullock, Michael Cervantes, Ellen Newcomer, John Sagan, Cheryl Wallin Members Absent: None Staff Present: Neal J. Ney, Paul Gottschalk, Lesley Williams Citizens Present: Clyde Mosebury, Sarah Whitney, Junko Yokota Presiding: Cheryl Wallin, President Call to Order Board President Wallin called the meeting to order at 7:35 p.m. Citizen Comment - None Approval of the Minutes Trustee Bryant moved and Trustee Bullock seconded, MSP - Approval of the minutes of the Library Board Committee of the Whole meeting held on April 1, 1998 as amended. Passed unanimously on a voice vote. Trustee Newcomer moved and Trustee Bryant seconded, MSP - Approval of the minutes of the Library Board Meeting held on April 15, 1998 as presented. Passed unanimously on a voice vote. Trustee Bryant moved and Trustee Bullock seconded, MSP - Approval of the minutes of the Library Board Committee of the Whole meeting held on May 6, 1998 as amended. Passed unanimously on a voice vote. Evanston Public Library Board of Trustees Minutes of the Board Meeting May 20, 1998; 7:30 p.m. Library Board Room Approved July 14, 1998 Members Present: Camille Blachowicz, Doris Brown, Archibald Bryant, Gloria Bullock, Michael Cervantes, Ellen Newcomer, John Sagan, Cheryl Wallin Members Absent: None Staff Present: Neal J. Ney, Paul Gottschalk, Lesley Williams Citizens Present: Clyde Mosebury, Sarah Whitney, Junko Yokota Presiding: Cheryl Wollin, President Call to Order Board President Wollin called the meeting to order at 7:35 p.m. Citizen Comment - None Approval of the Minutes Trustee Bryant moved and Trustee Bullock seconded, MSP - Approval of the minutes of the Library Board Committee of the Whole meeting held on April 1, 1998 as amended. Passed unanimously on a voice vote. Trustee Newcomer moved and Trustee Bryant seconded, MSP - Approval of the minutes of the Library Board Meeting held on April 15, 1998 as presented. Passed unanimously on a voice vote. Trustee Bryant moved and Trustee Bullock seconded, MSP - Approval of the minutes of the Library Board Committee of the Whole meeting held on May 6, 1998 as amended. Passed unanimously on a voice vote. Old Business Nominating Committee Report Trustee Bryant reported on the work of the Nominating Committee. The proposed officers are: Cheryl Wollin - President John Sagan - Vice President Gloria Bullock - Secretary The Board accepted these nominations. President's Report President Wollin reported that the Foundation Board will be meeting June 1, 1998. Vice President's Report Paul Gottschalk reviewed the financial reports. Vice President Brown reported on the library Friends Board meeting. The Friends will be raising the membership fees for the first time since their inception in 1983. As a fund raising project, the Friends are selling note cards with Library Images. Trustee Newcomer moved and Trustee Bryant seconded, MSP - Approval of the purchase of 1,000 note cards at cost from the Library Friends, at a cost not to exceed $375, from the Gift Fund - Revolving Interest fund. Passed unanimously on a roll call vote. Neal Ney reported that the Friends' Executive Committee is considering transferring the Book Sale funds to the Library as a means of simplifying the administration of the accounts. The Board discussed this proposal and came to consensus that it was acceptable to transfer the Book Sale funds from the Friends' account to the Library Gift Fund. Internet Access Policy Cheryl Wollin reviewed the recommendations made in Neal Ney's report on the Library's Internet Access Policy. Michael Cervantes expressed the importance of developing the Internet access policy in a deliberate and prudent manner. Some Board Members expressed reservations about continued open access. After discussing the key issues, the Board decided not to modify the policy at this time. The Board asked that another review of the Internet Access Policy be E placed on the agenda for the November Board meeting and instructed the staff to develop an aggressive public education campaign for parents about the full range of Internet content. Publication in Highlights, Bookmark, and the PTA newsletters was recommended. Public programs will be conducted in the Fall of 1998, and attempts will be made to secure speaking engagements for the Library's staff with community groups. The Board instructed the Library Director to inform the staff that the deliberate exposure of patrons or staff members to sexually explicit images should be treated as disruptive behavior. The offender should lose Internet privileges for the day (if that is where the exposure takes place), and should be instructed that such behavior might be interpreted as sexual harassment by some. The offender should be told that repeated behavior of this nature will result in the loss of Internet and/or Library privileges. After careful deliberation the staff has recommended that the Chldren's Services department have public Internet access to selected web sites of value to children rather than full Internet access. Such access will be made available in December. Trustee Cervantes moved and Trustee Bryant seconded, MSP - Approval of the recommendations made regarding the use of the Internet at the Library. Passed unanimously on a voice vote. Director's Report Neal Ney reported on the plans for the upcoming staff in-service day. Technology training is clearly the most important need for staff and the in-service training will focus on computer applications used by staff members in the workplace. Review of Illinois State Standards for Public Libraries The Board reviewed the Illinois State Standards for Public Libraries. At the present time, the Library does not comply with the governance standards, the staffing standard for communities of our size (the staff is too small for an established library of Evanston's size), and the standard calling for paying dues in library professional organizations for trustees. The branches do not comply with some of the building and accessibility standards. (Neither branch is handicapped accessible and South Branch is not in an optimal location.) The staff recommended approval of the American Library Association (ALA) Ethics Statement for Public Library Trustees and the ALA Statement of Professional Ethics to bring the Library into compliance with two of the standards. A reference policy, called for in the Standards, is scheduled for Board consideration in November, and first steps toward a public relations and marketing budget called for in the standards will be incorporated into the budget proposal for FY 1999 - 2000. 3 Trustee Brown moved and Trustee Blachowicz seconded, MSP - Approval of the motion endorsing the American Library Association (ALA) Ethics Statement for Public Library Trustees and the ALA Statement of Professional Ethics. Passed unanimously on a voice vote. Annual Report Trustee Newcomer moved and Trustee Bryant seconded, MSP - Approval of the FY1997-98 annual report for submittal to the Illinois State Library. Passed unanimously on a voice vote. North Branch Book Sale Funds Trustee Brown moved and Trustee Blachowicz seconded, MSP - Approval of the expenditure of $1,000 in North Branch Book Sale funds to purchase additional children's books for the North Branch. Passed unanimously on a roll call vote. Anniversary Celebration Trustee Blachowicz moved and Trustee Bryant seconded, MSP - Approval of the expenditure of $1,000 in Main Library Book Sale funds for public relations in connection with the anniversary celebration. Passed unanimously on a roll call vote. Executive Session Trustee Newcomer moved and Trustee Bryant seconded, MSP - Approval of the motion to adjourn into executive session for the purpose of evaluating the performance of the Library Director. Passed unanimously on a roll call vote. The Board held an executive session from 10 p.m. to 11 p.m. Adjournment There being no further business, Board President Cheryl Wollin adjourned the meeting at 11 p.m. 4 Respectfully submitted, - I w MOM 0 V-55; �OO Gloria Bullock, Secretary Evanston Public Library Board of Trustees M At Evanston Public Library Board of Trustees Minutes of the Board Meeting June 17, 1998; 7:30 p.m. Library Board Room Approved July 14, 1998 Members Present: Camille Blachowicz, Doris Brown, Archibald Bryant, Michael Cervantes, Ellen Newcomer, Stephen Prout, John Sagan, Cheryl Wollin (arrived 7:42) Members Absent: Gloria Bullock Staff Present: Neal Ney, Marlene Harris, Paul Gottschalk, Lesley Williams, Cynthia Jones Presiding: Cheryl Wollin, President Cali to Order Vice President Brown called the meeting to order at 7:35 p.m. Stephen Prout was introduced as the newest Board member. Old Business Trustee Bryant reported that the nominating committee had nominated Board President Cheryl Wollin to continue as President, Trustee John Sagan to serve as Vice President and Dr. Gloria Bullock to continue as Secretary. The slate was elected unanimously by acclamation. President's Report President Wollin informed the Board that the next Regular Board meeting will be held on July 14'" , adjourning at 8:30 to the home of Trustee Bryant where the Board will host a good-bye party for two Board members whose terms expires in July and the Board member whose term expires in October. President Wollin informed the Board that the first Foundation member had been recruited, along with a sizable donation. President Wallin also discussed the "Save the Cottage" proposal to relocate the former automobile service station to the parking lot east of the Library, eliminating three parking spaces. The Board 0 did not take a position on the merits of the project, but asked President Wollin to Inform the City Council that the loss of parking spaces, particularly on weekends, would be felt by Library patrons and others shopping in downtown Evanston. Vice President's Report Vice President Brown inquired about the Gift Fund balance ending balance as of 5/31/98. The Board requested a report on allocations and encumbrances of the Gift Fund. Friends Trustee Newcomer reminded the Board of the Friends' Annual Meeting to be held on June 231. Trustee Newcomer also informed the Board that the Friends Note Cards would be ready in July. Karen Terry prepared to start the Gift Book fundraising to begin In the summer months instead of Fall, preventing conflict with the Fund For Excellence campaign. Library Director's Report The Board reviewed and discussed the Library Director's report. Director Neal Ney informed the Board that the Favorite Poem Project Reading was to conclude October 12""s Community Reception program and invited the Board members to participate. The Board congratulated Technical Services Manager Marlene Hams on her negotiations with DRA, which resulted in a reduced bill for the Installation of the Library's new mini -computer. New Business Review of Personnel Policies The Board reviewed the Library's Personnel Policy. Trustee Sagan moved and Trustee Blachowicz seconded, MSP - Approval of the Personnel Policy, with minor language amendments as presented by Library Director Neal Ney. Passed unanimously on a voice vote. 2 Per Capita Grant The Board reviewed the Per Capita Grant Resolution and Application to the Illinois State Library which is expected to yield $91,541, already budgeted as income. Trustee Cervantes moved and Trustee Blachowicz seconded, MSP - Approval of the Per Capita Grant resolution as presented. Passed unanimously on a voice vote. A copy of the resolution is attached. Studv Of Proiect Time at Reference Desks The Board discussed a study prepared by Head of Information Services Lesley Williams of "project time" (I, e. staff time to be used by the reference staff for the development of user guides and pathfinders, to update and integrate into the Web page the Library's organizations file, to enlarge the "Starting Points for Internet Exploration" on the Library's Web page, and to permit the participation of each member of the reference staff In two continuing education programs each year). The Board then directed the staff to explore including funding for two additional 13 hour reference librarian positions in the budget for FY 99-2000. Rei,ort on Electronic Library Resources The Board reviewed Lesley Williams' report on the Library's electronic resources. The Board indicated considerable uneasiness with free printing from the databases. The consensus was to proceed to the conversion of a single large laser printer per floor, but to monitor the costs associated with free printing for one year. At present, it appears that if the Library charged for printing, most of the money collected would have to pay the costs of collecting the money. Actual printing cost is just slightly more than $.01 per page. New printers will only print double sided copies and will have a limit on the number of pages that can be printed per session. Bibliographies The Board reviewed a report prepared by Reader's Services Head Laura Dudnik on the production of bibliographies as requested by Board. Appointment of the Fund For Excellence Board Committee The Board appointed a committee consisting of Ellen Newcomer and Cheryl Wollin to oversee this year's Fund for Excellence campaign. 3 Meeting Room Fee Waiver Reauest by Teachers Aonlvina Whole Lanouaae The Board denied the request by Teachers Applying Whole Language for a waiver of meeting room fees based on its established policies applied consistently to all applicants. Adjournment There being no further business, Board President Cheryl Wollin adjourned the meeting at 9:40 p.m. Respectfully submitted, Gloria Bullock, Secretary Evanston Public Library Board of Trustees 4 Evanston Public Library Board of Trustees Minutes of the Board Meeting July 14,1998; 7:30 p.m. Library Board Room Approved September 16,1998 Members Present: Camille Blachowicz, Doris Brown, Archibald Bryant (arrived 7:38), Gloria Bullock (arrived 8:17), Michael Cervantes, Ellen Newcomer, Stephen Prout, John Sagan, Cheryl WoIlin Members Absent: None Staff Present: Neal Ney, Paul Gottschalk, Marlene Hams, Cynthia Jones, Lesley Williams Citizens Present: Linda Scott Presiding: Cheryl Wollin, President Call to Order President Wollin called the meeting to order at 7:35 p.m. Technical Services Manager Marlene Harris presented Trustees Blachowicz, Brown and Cervantes each with a book being added to the Library's collection in appreciation for their years of service. Ms. Harris also informed the Board of her resignation effective August PV' in order to accept a position with Endeavor Information Systems. Citizen Comment: Linda Scott informed the Board that her attendance was only to hear the typing room discussion. She then handed the Board members a memorandum she'd written titled "Proposed New Use of Typing Room". Ms. Scott advocates making computers with word processing; software available in the typing room. Approval of the Minutes Trustee Bryant moved and Trustee Blachowicz seconded. MSP - Approval of the minutes of the Library Board meeting held on May 20, 1998 as amended. Passed unanimously on a voice vote. Trustee Blachowicz moved and Trustee Sagan seconded. MSP - Approval of the minutes of the Library Board Committee of the Whole meeting held on June 3, 1998 as amended. Passed unanimously on a voice vote. Trustee Bryant moved and Trustee Blachowicz seconded. MSP - Approval of the minutes of the Library Board meeting held on June 17, 1998 as amended. Passed unanimously on a voice vote. Old Business The Board rI viewed reports and memorandums from the staff on public access computers, business services and gift fund allocations and encumbrances. Library Director Neal Ney stated he felt the funds needed to make public access computers available could be more appropriately used on activities more central to the Library's mission, while Trustee Cervantes indicated services should be whatever is more important to the community and Trustee Bryant suggested that the public access computers should be included in the proposed budget. Further discussion was delayed until the discussion of the budget for FY 1999 - 2000. President's Report President Wollin informed the Board of her meeting with Margaret Collins of the Illinois State Library, Bennet Johnson, President of Evanston's NAACP chapter, and Library Director Ney. Mr. Johnson is advocating for the establishment of a West Branch to serve Evanston's historic Black community. Ms. Collins indicated that the Illinois State Library would fund a feasibility study to determine if such a branch was needed and viable. Mr. Ney indicated that he would be interested in learning whatever lie could learn about providing library service to Evanston's Black community, but that he did not think much would be learned if the study was limited to the need for a branch in a particular location. The consensus reached was that the appropriate study would be of library use and needs of Evanston's low and moderate income population with particular reference to branch service. After discussion of tlfe proposed grant and study, the Board agreed to submit a grant application to the Illinois State Library for the completion of a study of the library needs and use of Evanston's low and moderate income residents. Friends The Board discussed the Friends Annual Meeting. Library Director Neal Ney then passed around pictures taken from the July 4'h parade of the Marching ELF's Close Order Drill Team and Book Cart Brigade. 2 Library Director's Report The Board reviewed and briefly discussed the Library Director's report. New Business Special Funds Policv The Board discussed briefly a draft "Special Funds Policy". Trustee Sagan indicated he would have his law firm review the language on the endowment portion of the policy. Other members of the Board would forward suggested language changes to the Library Director. The policy will be on the agenda for the September 16' meeting. Budget FY 1999 - 2000 The Board discussed the budget for FY 1999 - 2000. Trustee Bryant moved and Trustee Blachowicz seconded. MSP - The Board directs the Library staff to prepare a budget that would include a 5% increase in the materials budget, the addition of two 13 hour reference librarians, funding for work study students to conduct inventory in the Summer of 1999, a publication budget, funding for an outreach program to District 65 after school care facilities, and funding for the equipping and staffing of a public access computer lab and word processing facility. Passed unanimously on a voice vote. Adjournment There being no further business, Board President Cheryl Wallin adjourned the meeting at 9.12 p.m. Respectfully submitted, Gloria Bullock, Secretary Evanston Public Library Board of Trustees 3 Evanston Public Library Board of Trustees Minutes of the Board Meeting September 16, 1998; 8:00 p.m. Library Board Room Approved October 21, 1998 Members Present: Doris Brown, Archibald Bryant, Gloria Bullock, Ellen Newcomer, Stephen Prout, John Sagan, Cheryl WoIlin, Junko Yokota Members Absent: None Staff Present: Neal Ney, Paul Gottschalk Citizens Present: Sharon Jordan, Judith Rosenthal Presiding: Cheryl Wallin, President Call to Order President Wollin called the meeting to order at 8: I0 p.m. Citizen Comment: None Approval of the Minutes The minutes of the July Board meeting were reviewed and minor revisions were made. Trustee Newcomer moved and Trustee Sagan seconded, MSP - Approval of the minutes of the Library Board meeting held on July 14, 1998 as amended. Passed unanimously on a voice vote. Old Business Snecial Funds Policv The Board reviewed the proposed Special Funds Policy and made some revisions to better clarify the intentions of the Board. Trustee Newcomer stated that the policy should reflect that the Endowment is held in trust for the Library by the Board and is not subject to the budgetary exigencies of the political process. Trustee Prout asked whether unrealized capital gains are to be included in the calculation of the 10% income to be reinvested. This point will be clarified. Trustee Bryant moved and Trustee Sagan seconded, MSP - Approval of the Book Sale section of the proposed Special Funds Policy as presented. Passed unanimously on a voice vote. The remainder of the revised policy will be reviewed at the October Board meeting. Budeet FY 1999 - 2000 Neal Ney gave a brief report on the preparation of the proposed FY00 budget. The Library's budget submission is due at the City Manager's Office on September 29'. President's Report Cheryl Wollin reported on the planned donation from Koenig and Strey Realty of proceeds collected from parking cars at two Northwestern football games. This money will be used to buy books for the branches. Cheryl Wallin reported on a major donation from the estate of Catherine Stallings to the Foundation for the Evanston Public Library. This donation will be matched by a generous benefactor. Vice President's Report At Vice President Sagan's request, Paul Gottschalk reviewed the financial reports for the two month period ending July 31 ". Library Friends Stephen Prout volunteered to be the Board's liaison to the Evanston Library Friends. Library Director's Report The Board reviewed and briefly discussed the Library Director's reports for July and August. New Business Foundation Board Appointments to the Foundation Board were introduced. Trustee Newcomer moved and Trustee Brown seconded, MSP - Approval of the following appointments to the Foundation Board: Joy Creamer, Andrew Heindel, Philip Farish, and Dr. Frederick Malkinson. Library Board liaisons to the Foundation will be John Sagan and Cheryl Wollin. Passed unanimously on a voice vote. F NSLS Liaison Archibald Bryant volunteered to be the Library Board's representative to the North Suburban Library System. Community Grouns and Professional Oruanizations The Board reviewed a report on staff involvement in community groups and professional organizations. Board Meetine Schedule The Board discussed the meeting schedule and elected to continue to meet on the first Wednesday of the month as a Committee of the Whole and to conduct the regular Board meeting on the third Wednesday of the month. The Committee of the Whole meeting scheduled for October 7th, however, was canceled. Adjournment There being no further business, Board President Cheryl Wollin adjourned the meeting at 9:45 p.m. Respectfully submitted, Gloria Bullock, Secretary Evanston Public Library Board of Trustees 3 Evanston Public Library Board of Trustees Minutes of the Board Meeting October 21,1998; 8:00 p.m. Library Board Room Approved November 18, 1998 Members Present: Archibald Bryant (arrived 8:47), Gloria Bullock (arrived 8:14), Sharon Jordan, Ellen Newcomer, Stephen Prout, Judith Rosenthal, John Sagan and Junko Yokota Members Absent: Cheryl Wollin Staff Present: Neal Ney, Paul Gottschalk, Cynthia Jones Presiding: John Sagan, Vice President Call to Order Vice President Sagan called the meeting to order at 8:07 p.m. Approval of the Minutes Trustee Yokota moved and Trustee Jordan seconded, MSP - Approval of the minutes of the Library Board meeting held on September 16, 1998 as presented. Passed unanimously on a voice vote. Old Business Special Funds Policv The Board reviewed the Special Funds Policy as drafted by Library Director Neal Ney for approval. Trustee Newcomer moved and Trustee Rosenthal seconded. MSP - Approval of the Special Funds Policy with minor language changes concerning the endowment. Passed unanimously on a voice vote. Budoet FY 1999 - 2000 The Board reviewed the budget submittal to the City Manager and asked the Library Director to calculate how the proposed budget compares to the budget that would be produced utilizing the Library's authorized tax rate. The Board will discuss at its November meeting the presentation of the budget to the City Council's Human Services Committee on December 7, 1998. Vice President's Report Financial Summaries ending Auaust 31. and Seotember 30. 1998 Vice President Sagan asked Paul Gottschalk to review the financial statements for August and September. Mr. Gottschalk informed the board that most accounts were in good shape. He did indicate that several of the temporary salary accounts were over budget. Friends The Board reviewed minutes from the Friends' September 22"d meeting. Library Director Neal Ney reported that during the Library's 1251" Anniversary Celebration, the book fair with Barnes and Noble and the Friends brought in more than $1,500, and sales from the party for artist Ron Crawford, note cards, portfolios and scarves netted an additional $1,800. Library Director's Report The Board reviewed and briefly discussed the Library Director's Report. Director Neal Ney informed the Board that Realtor Koenig & Strey contributed $1,181 to the Library's Gift Book Fund to be used at the North and South branches. Mr. Ney then showed the Board a stained glass art book which included an illustration of "World View" by Richard LaLonde, which is owned by the Library and displayed on the landing between the first and second floors. New Business Appointment to the Foundation Board Trustee Newcomer moved and Trustee Bullock seconded, MSP - Appointment of Charles "Chip" Schroeder, Jr. to the Board for the Foundation for the Evanston Public Library. Passed unanimously on a voice vote. Annual Review of Fines. Fees. Loan Periods and Hours of Service The Board reviewed the Library's fines, fees, loan periods, hours of service and the Library Director's request to make the following changes: 1. North Branch's closing time on Thursday to change from 8:30 p.m. to 8:00 p.m. 2. The loan period for Lyric Opera materials to change from four days to one week. 2 3. The Evanston only restriction for Bi-Folkal Kits and Multimedia Software be eliminated. 4. Increase the number of items that may be borrowed to ten for 16mm films, videos, books on tape, juvenile book kits and Newberry scores. 5. Eliminate book bags from the sales list. Trustee Bryant moved and Trustee Newcomer seconded, MSP - Approval of the Library Director's recommendations effective immediately. Passed on a unanimous voice vote. The Board also asked the staff to look into the possibility of changing North Branch's weekday closing from Friday to Monday to consider the feasibility of a higher fine rate for Lyric Opera materials and short term books. Art Donation Trustee Bryant moved and Trustee Newcomer seconded, MSP - Acceptance of the donation from Frederick Dose of a screen print by Nicholas Krushenick. Passed unanimously on a voice vote. Anoroval of Needs Assessment Proposal Trustee Bryant moved and Trustee Bullock seconded, MSP - That the Evanston Public Library Board of Trustees approve contracting with Himmel & Wilson for an "Assessment of the Library Needs of Evanston's Low and Moderate Income Population" at a cost not to exceed $52,600, said cost to be paid for by a Library Services and Technology Act Grant from the Illinois State Library and said contract not to be entered into until the Evanston Public Library has received a contract for this grant from the Illinois State Library. This recommendation will be forwarded to the Evanston City Council when and if the grant is approved by the Illinois State Library. Passed unanimously on a voice vote. The Board then proceeded to the Library's third floor to view a painting by William Adolphe Bouguereau. A citizen has recommended that the painting be sold because of its increased value and the funds put to use for a library purpose. The Board directed staff to check with an arts professional to determine if the painting is properly displayed, adequately secured and treated in a manner to insure preservation. The Board also asked staff to determine if any restrictions were placed on the gift when it was made to the Library in 1925. The matter will be discussed in more detail at a future Board meeting. 3 November COW Meeting Trustee Bryant moved and Trustee Rosenthal seconded, MSP - Cancellation of the Library's November 4, 1998 Committee of the Whole meeting. Passed unanimously on a voice vote. Adjournment There being no further business, Board Vice President John Sagan adjourned the meeting at 9:53 p.m. Respectfully submitted, Gloria Bullock, Secretary Evanston Public Library Board of Trustees 4 Evanston Public Library Board of Trustees Minutes of the Board Meeting November 18, 1998; 7:30 p.m. Library Board Room Approved December 16, 1998 Members Present: Gloria Bullock, Sharon Jordan, Ellen Newcomer, Stephen Prout (arrived 7:41 ), Judith Rosenthal, John Sagan, Cheryl Wollin and Junko Yokota Members Absent: Archibald Bryant Staff Present: Neal Ney, Paul Gottschalk, Laura Smith, Cynthia Jones Presiding: Cheryl Wallin, President Call to Order President Wollin called the meeting to order at 7:35 p.m. Approval of the Minutes Trustee Bullock moved and Trustee Prout seconded, MSP - Approval of the minutes of the Library Board meeting held on October 21, 1998 as presented. Passed unanimously on a voice vote. Old Business Budaet FY 1999 - 2000 Library Director Neal Ney informed the Board that on the morning of November 17"', the City Manager's office requested that the Library reduce its proposed budget by $85,000 within 24 hours. Mr. Ney noted that the $85,000 figure was beyond reach without making a reduction in current library services. The board discussed the proposed reductions and their priorities for the Library at some length, and the consensus was that all of the proposed reductions are detrimental to library services and should be opposed by the Library Board. Board members pointed out that the proposed reductions would make it more difficult to achieve the objectives of the Strateaic Plan. Trustee Newcomer said that the Board's proposed budget could be produced with the Library's authorized tax rate. The Library Director was instructed to schedule a meeting between the City Manager and the President and Vice President of the Library Board. Internet Policv The Board reviewed the Library's current Internet Policy and decided to reaffirm the existing policy, although some members of the Board indicated reservations about not requiring parental permission before children could use the Internet or not permitting parents to instruct the Library to forbid their children's use of the Internet. Trustee Sagan moved and Trustee Yokota seconded, MSP - The Library's current Internet Policy to remain unchanged and to be reviewed again in August, 1999. Passed unanimously on a voice vote. President Wollin's Report President Wollin canceled the Library's December 2, 1998 Committee of the Whole meeting and informed the Board that the January 6, 1999 Committee of the Whole meeting would be with the City's Finance Director. Vice President's Report Financial Statement. Eight Month Period Endina October 31. 1998 Vice President Sagan asked Paul Gottschalk to review the financial statement for October. Mr. Gottschalk informed the board that all accounts were in good shape. He indicated that overtime in Maintenance was high due to an employee being out for surgery. Evanston Library Friends The Board reviewed minutes from the Friends' October 271h meeting. There were no comments. Library Director's Report The Board reviewed and briefly discussed the Library Director's Report. Director Neal Ney informed the Board that starting in March, Library staff members will report on services at the Library Board meetings. New Business Book Sales Trustee Newcomer informed the Board that the Library's Book Sale would be held in the third floor Exhibit Room from December 31 to December 6"', with help being needed from Board members. Several Board members volunteered their time. 2 M Mn Reference Policv The Board reviewed a draft Reference Policy presented by Lesley Williams, head of the Library's Information Services Department with a request from the Library Director for approval. Trustee Sagan moved and Trustee Newcomer seconded, MSP - Adopt the Reference Policy as amended. Passed unanimously on a voice vote. Resolution in Honor of Saul and Juanita Kave Trustee Newcomer moved and Trustee Sagan seconded, MSP - Adopt a "Resolution in Honor of Saul and Juanita Kaye", longtime editors of Bookmark, the newsletter of the Evanston Library Friends. Passed unanimously on a voice vote. Adjournment There being no further business, Board President Cheryl Wollin adjourned the meeting at 9:45 p.m. Respectfully submitted, 64: /�7 6k Gloria Bullock, Secretary Evanston Public Library Board of Trustees 3 M6. Evanston Public Library Board of Trustees Minutes of the Board Meeting December 16, 1998; 7:30 p.m. Library Board Room Approved January 20, 1999 Members Present: Archibald Bryant, Sharon Jordan, Ellen Newcomer, Stephen Prout, Judith Rosenthal, John Sagan (arrived 8:08), Cheryl Wollin and Junko Yokota Members Absent: Gloria Bullock Staff Present: Paul Gottschalk, Cynthia Jones, Neal Ney, Laura Smith Presiding: Cheryl Wollin, President Call to Order President Wollin called the meeting to order at 7:40 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 November 18, 1998 as amended. Passed unanimously on a voice vote. Old Business Budget There was considerable discussion of the City wide spending and hiring freeze. Mr. Ney reported that any maintenance or purchase that could be deferred until the next fiscal year was being deferred. Only those library materials that would be heavily used in the next four months were being purchased. He indicated that the materials budgets were already more than 80% encumbered and that with standing orders, periodical subscriptions, and automatic purchases it was unlikely that savings on library materials would be substantial. He estimated that they would be around $20,000. Trustee Newcomer indicated that this was very disturbing. She said that this was in effect a cut in the Library's materials budget and a return to the old practice of neglecting the Library's materials budget as a means of balancing the City's budget. Mr. Gottschalk indicated that other savings might be in the neighborhood of $10,000. The finance director had indicated that he hoped for a 2% savings (around $62,000) from the allocated budget for the Library. Mr. Ney indicated that this was unlikely unless the Library was to close for a few days and temporarily lay off staff; temporary layoffs is not an option currently being considered by the City. Several Board members indicated that they would rather see the Library close for a couple of days than make reductions in the purchase of library materials. President Wollin's Report President Wallin reported that she and Vice -President Sagan had met with the City Manager concerning the Library's budget and the reductions made in the proposed budget by the Library Director at the request of the City Manager. Ms. Wollin reported that the meeting was cordial, but unsatisfactory. While willing to compromise on some matters, the Board thought all of the proposed reductions were Inappropriate. She indicated that the Board believed its proposed budget could be produced with the Library's authorized tax rate. The City Manager thought that the Library Board's requests were reasonable, that the Board had taken the right approach by adopting the practice of long range planning and was right to advocate aggressively on behalf of the Library. He indicated, however, that funds were not available to support any new or enhanced programs in the budget and that all City departments were being asked to budget only for existing programs. He also told her that the Board was welcome to speak to the City Council about the Library's budget. The Board decided to wait until after the City Manager's budget is produced before deciding how to proceed. President WoIHn also reported that the Foundation for the Evanston Public Library was progressing quite well. Vice President's Report Financial Statement. Nine Month Period Endina November 30. 1998 Vice President Sagan asked Paul Gottschalk to review the financial statement for November. Mr. Gottschalk informed the board that expenditures were within 2% of budget, about where they should be if we were not now facing a spending freeze. The Board questioned the large balances in the Gift Book Fund and Fund For Excellence accounts. Mr. Gottschalk indicated that large expenditures were scheduled from these accounts. Materials purchased by the Gift Book Fund and Fund for Excellence are paid for by the City, and the Library reimburses the City accounts. One of those reimbursements was about to take place. Evanston Library Friends There was no meeting of the Evanston Library Friends the month of November. Library Director's Report Mr. Ney told the Board that Budget Director Bill Stafford would speak with the Board about the City's financial situation at its January 6°i Committee of the Whole meeting. Mr. Ney informed the Board that he had received a Freedom of Information request for "copies of any patron and staff complaints, internal memos, e-mail messages, or incident reports about patrons accessing inappropriate materials on public Internet terminals" from Citizens for the Protection of Children in Medina, Ohio. Mr. Ney informed the Board that he had received word from the Illinois State Library that they wanted to fund the Library's proposed project "Assessment of G ie Library Needs and Use for Evanston's Low and Moderate Income Population," but that the proposed cost — $50,467 — was larger than they had expected. They suggested a figure of E $35,000. Mr. Ney had returned to the consulting firm selected — Himmel & Wilson — and had negotiated a lower fee. He had then forwarded the necessary Information to the State Library and was awaiting official notification. The Board then reviewed and spoke briefly on the Library Director's Report for November. New Business Aaocintment of a Planning Committee A Planning Committee consisting of trustees Archie Bryant and Judith Rosenthal and staff members Lesley Williams and Neal Ney was appointed to revise the objectives for the Library's Strategic Plan. Proposal from Evanston Township High School Adult Education Literacy Proiect Trustee Newcomer moved and Trustee Sagan seconded, MSP - Waive all meeting room fees for the Evanston Township High School Adult Education Literacy Project's proposed use of the Community Meeting Room as a drop - in learning center on Tuesday and Thursday mornings beginning in April, 1999. Passed unanimously an a voice vote. Program for Dr. Martin Luther King Jr.'s Birthdav Trustee Newcomer moved and Trustee Jordan seconded, MSP - Expenditure approval of $610 of book sale funds for a special program on the Dr. Martin Luther King Jr. holiday, January 18, 1999. Passed unanimously on a voice vote. Adjournment There being no further business, Board President Cheryl Wollin adjourned the meeting at 9:06 p.m. Respectfully submitted, Gloria Bullock, Secretary Evanston Public Library Board of Trustees 3