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HomeMy WebLinkAboutMinutes 1995 - 19967 a Wd a EVANSTON PUBLIC LIBRARY Board of Directors Meeting January 17, 1995; 7:30 P.M. Library's Board Room MEMBERS PRESENT Matthew Brackett, Archibald Bryant, Gloria Bullock, MIchael Cervantes, Sheldon Garber, Drew Heindel, lsllen Newcomer, Ann Weise, Cheryl Wallin MEMBERS ABSENT None STAFF PRESENT Library Director Neal J. Ney Administrative Services Manager Paul Gottschalk Technical Services Manager Marlene Harris Executive Secretary Ruth Granick CI TI7_ENS PRESENT None PRESIDING Drew Heindcl, President CALL TO ORDER President Heindcl called the meeting to order at 7:39 P.M. The minutes of the Library Board meeting of December 20 were reviewed. Ann Weise moved, second by Matti Brackett, MSP Approval The Evanston Public Library Board of Directors moves to approve the minutes of Minutes of of the Library Board meeting of December 20, 1994 as received. 12/20/94 Passed unanimously on a voice vote. COMMENTS BY None. CITIZENS OLD BUSINESS Drew Heindel called the Board's attention to the appraisal of the missing Lehmbruck, which was sent to Paul Gottschalk by Mr. R. Bruce Duncan of the Chicago Appraisers Association. This matter will be handled by the City's Claims Loss Prevention Division. In response to a question about Library security, Mr. Gottschalk said that several of the Library's more valuable pieces of art have been put on the insurance schedule. Mrs. Weise asked about the Bouguereau, which is a valuable painting. Mr. Heindel wondered if it might not be too valuable to be appropriate for the Library. He suggested that the Board might need to consider de -accessioning this oil painting, which was donated to the Library by Charles Grey. A new appraisal will be sought. COMMI TEEIREPRESENTATIVE REPORTS Space Planning There was no meeting. Mr. Heindel reported that the Library Project Finance and Physical Committee is scheduling a meeting. Facilities Materials and There was no meeting. Mr. Ney was asked to update his comparative tables on library Services Policy collections and budgets and to share that information with the Committt e. Management A meeting was scheduled for Wednesday. January 251h, at 4:30 F.M. in the Library Policy Bound Room. The agenda will include the strategic planning process and rescheduling the Library Director's evaluation. o-t' . • H i �, alp •' r • �'•. 4 - i i l„F+�A4n * I ,. • I,� ..� Development A meeting wan scheduled lfor Ttt�sd�y, tan tssry �Rth at 6:3t] P.M. In tlto Library i3rurd : Room. Agenda icons will include the annual report, the Library Foundation, and the Holiday Hook Fund. Board members reviewed rite Committee minutes of December 14th and December 2(hh Sheldon Garber moved, second by Ellen Newcomer. MSP Minutes The Evanston Public Library Board of Directors moves to approve the minutes of of 12/14/94 the Development Committee meeting of December 14, 1994 as amended. Passed unanimously on a voice vote. Sheldon Garber moved, second by Ellen Newcomer, MSP Minutes The Evanston Public Library Board of Directors moves to approve the minutes of of 12/20/94 the Development Committee meeting of December 20, 1994 as received. Passed unanimously on a voice vote. North Suburban A meeting of the System's Board of Directors has been scheduled for Monday, Library System February 23rd. PRESIDENTS Mr. Heindel spoke of an offer by an Evanston artist of a smoked porceiain piece REPORT portraying books with pages open and bnokmarks, all very realistic and beautiful. Mr. Heindel brought up the question of collection security - the book detection system ' alarm is ultra-ensitive and sometimes goes off inappropriately. often the person at the Information desk is too busy to be able to take the time to challenge the person setting off = the alarm, and investigate the problem. He suggested that during busy times a discipline monitor be stationed at the gate; however during those very times it is important that the discipline monitors patrol the building. 'Ilse sensitivity of the book detection system will : be checked to avoid inappropriate alarms. The subject of items lost from the collection was raised. Most losses occur when items are checked out and not returned. The rota of vandalism to books is low. Mr. Heindel asked for a selective inventory of portions of the collection -- art, new computer books, and reference. Mr. Heindel spoke to the Board in response to an article by Blair Kamin, architectural critic of the Chicago Tribune. He said that criticism of the new Library building should not diminish the Boards enthusiasm and sense of pride and success for the building project. The building was designed to meet the needs of the people of Evanston and to please them, not to satisfy or titillate architectural critics. It was not meant to be architecturally significant from a theorist's standpoint, and it is on this issue that it has been criticized by Mr. Kamin, in a comparison with another architect's approach to another building which has no bearing on our appreciation of our new building. The building, as proposed in Joseph POWeII's competition entry, was conservative in its approach to addressing architectural style, not looking to break new ground in architectural theory through references to historical styles. Rather, it was intended to appeal to the people of Evanston as a familiar and appealing landmark, representative of a style that could celebrate the meaning of Evanston. Mr, Heindel said there were competition entries he found mure architecturally challenging than Joe Powell's, but he did recognize, accepting Powell's premise for what the building should be, that Powell's selection of the particular style for the building was appropriate for Evanston, and the building would sit well as a landmark. Also, he felt that Powell's design solved the site problems and the phasing requirements. Following the decision to go single phase, Mr. Heindel and others on the committee worked hard to ensure that they would get the best functioning library. Joe Powell should be highly commended for his ability to work with them, maintaining his concept for the building while at the sauna time reworking the layout aW design to achieve this Library arrangement that w orka so wa11. for. Heindel Ra I ye- r J� ,y.....Riwf,.f; '.u•' .fir said that if one wanted to tcvel asidtl,atq Ai P6W40 sltw to his youth or inexperience, one could say that he allowed the City's Librttry Project Program Committee to have itx way regarding program and layout more than other, more estahlished architects might have done. This made it even more difticult for the architect to maintain control over the purity of the exterior appearance of the building. However, it worked to the benefit of the community in that it gave us a better library. The new building continues to delight our patrons, the community, this hoard and stiff; and that is what is important. Its beauty and presence are a source ofcivic pride. It is wonderfully inviting, extremely comfortable and efficient to use. The overwhelming success of this project makes thin type of architectural criticism irrelevant. Certainly it should not diminish our pride in this accomplishment. Mr. Heindcl called the community's response to the Holiday Book Fund drive wonderful, and spoke of a large gift given by a most generous annual contributor. The list of December contributors was reviewed. Board members spoke of the possibility of a large annual fund raiser. They also spoke of the Northlight Theatre Benefit, to be held at the Library in mid -March. z VICE PRESIDENTS Cheryl Wallin presented the financial report for the fen months ending December 31, REPORT 1994. There were no questions. LIBRARY DIRECTOR'S Mr. Ney reported that circulation is up compared to last year and five years ago. REPORT Circulation to Evanston patrons is up by 16% over last year, and circulation to patrons in the North Suburban Library System is up by 76%. Circulation to Chicago patrons is down by 36%, the result of the recent restrictions on loans to Chicago residents. Mr. Ney reported that the Mather Foundation has made the offer of a large donation to be used for the purchase of large print books. a Notthlight Theatre has chosen G. B. Shaw's Vi .,Juan in HtU as the play to be performed at the Library. Aaron Freeman and Mike Nussbaum will he in the cast. NEW BUSINESS Calendar of Board Scheduling of various Board projects was discussed. The Management Policy Events Committee was directed to review Board policy concerning the Library Director's evaluation. The process of strategic planning was discussed, as well as scheduling of the annual report. Mr, Ncy suggested that Board policy on the review of the orientation program for new Board members be changed so that this is done when appropriate, not every May. Mr. Garber suggested that the Board give an annual reception for the Library staff, all Board members were in favor of this plan. Mr. Ney was asked to prepare a recommendation for such a recognition program. Holiday Closings The Board considered the memorandum from Mr. Gottschalk concerning Library closings. Cheryl Wollin moved, second by Ann Weise, MSP Library The Evanston Public Library Board of Directors moves to approve the Library Closings Holidays for 1995 as detailed in the memorandum by Paul Gottschalk. Passed unanimously on a voice vote. In the context of the coming meeting of the Library Exterior An Committee, Ms. Newcomer spoke of the issues of copyright and contract. She also inquired about progress in finding an appropriate software for the Library's mailing list database. Marlene Harris replied that she has received demo copies of database management software and is considering them. 4@' 2 ADJOURNMENT MSP Adjourn Board mambars spoks of the sr:crAss of tie iiWt iy"' look Fund drive, and of congratultitfng the Evanston Librxxy Fricnds for their efforts on behalf of this program. Bomd mcmtxrn discussed Mr. Ney's memorandum detailing amendments to the Open Meetings Act. In response to u Board member's question Mr. Ney spoke of the Library Learning Exchange, a cooperative effort by the Poster Reading Center, the Chicago Junior League and Evanston Public Library to encourage computer literacy. Junior League volunteers trained by the Library will introduce children from dtlt to lath grade to educational software and the Library databases. Monthly field trips to the Library will feature additional instruction in the use of computer systems, us well as an introduction to the Library. Michael Cervantes moved, second by Matt Brackett, The Evanston Public Library hoard of Directors moves to adjourn. Passed unanimously on a voice vote. The meeting adjourned 9:37 P.M. APPR4 F. MKUARY 21, L EVANSTON PUBLIC LIBRARY Board of Directors Meeting February 21, 1995; 7:30 P.M. MEMBERS PRESENT Matthew Brackett, Archibald Bryant, Gloria Bullock, Michael Cervantes Sheldon Garber, Drew Heindel, Ellcn Newcomer, Ann Weise, Cheryl Wollin MEMBERS ABSENT None STAFF PRESENT Library Director Neal 1. Ney Administrative Services Manager Paul Gottschalk Technical Services Manager Marlene Harris Executive Secretary Ruth Granick CrITLENS PRESENT None PRESIDING Drew Heindel, President CALL TO ORDER President Heindel called the meeting to order at 7:40 P.M. COMMENTS FROM None. CITIZENS The Board reviewed the minutes of its January meeting and one change was made. Michael Cervantes moved, second by Ann %Vcise, MSP Approve The Evanston Public Library Board of Directors moves to approve the minutes Minutes of of the Library Board meeting of January 17, 1995 as amended. I/17195 Passed unanimously on a voice vote. OLD BUSINESS There was none. COMMITTEE/REPRESENTATIVE REPORTS Space Planning There was no meeting. Mr. Hcindel spoke of a letter received from Max Rubin, Director and Physical of Facilities Management, requesting that the Library Project Finance Committee Facilities approve retaining U. S. Equities to oversee some of the Library Project close-out work. There is $7.000 left from the pre -construction budget, that will be used to pay for these services. They will not exceed their cap. The Library Project Finance Committee approved this additional service. Materials and There was no meeting. Services Policy Management The Committee reviewed the Library Director Evaluation procedure. The present form Policy will be used once more before changes are considered. The matter of security, on which staff input will be sought, was addressed. The Building Project contingency fund was discussed in connection with the Library's collection and automation needs. ��ii:L•�.YLI�r..i��3��w•� - — Ww,411�.�.`r.+a.:�r.�: : .... Y •Y � th 'i11 :��1i t �.rG `f �J. t.e - ,' •.. _ ...:: - = � _ i •,3 ', � ���' ¢ tM�'1,,.q�,�, rF'�"r�j.,?T .�.' t - �2�.�ru+C•S ��i �iiL: .. 4 �' r 9, - '�i'I�j�(`.if '� i �� k r'��;ili4YF�,�y •��yi�j�YF''�•"X rt . ,. tila. Mr. Heindel spoke of the stmiegic planning process. He and Neal Ney are in contact with Executive Search Corps, an organization composed of people experienced in advanced planning. An executive from the Corps will meet with Mr. Heindcl and Mr. Ney to explain how they might assist the Library. This organization charges for administrative support only, not for the executive's time. Matt Brackett moved, second by Sheldon Garber, MSP Committee The Evanston Public Library Board of Directors moves to accept the minutes of the Minutes January 25, 1995 meeting of the Management Policy Committee as received. Passed unanimously on a voice vote. Development The Committee met February 16th for what its Chair, Mr. Cervantes, called a lively meeting on the annual report. The next meeting is scheduled for March 14th at 7:30 P.M. in the Library Board room. Ellen Newcomer moved, seconded by Matt Brackett. MSP Committee 71.e Evanston Public Library Board of Directors moves to accept the minutes of the Minutes Development Committee's meeting of February 16th, 1995 as received. Passed unanimously on a voice vote. Archibald Bryant suggested that point 1V in the outline for the text of the annual report should be changed to "to maintain the excellence of the print collection." Mr. Heindcl said the Hoard should discuss a budget for the annual report, and how it fits into the general budget. He spoke of a professional writer who is willing to donate some time. The target date for the annual report is April ist. Discussion turned to the Library Foundation. Four people (Donald Wright, Giennis Lundberg, Missy pascal, Dorothy Vcr Siceg) are being approached to serve on the 42 Foundation Steering Committee. Mr. Ga:hct will chair the Steering Committee, on which Mr. Heindcl will also serve. Part of the Commiuce's next meeting should be devoted to the future roles of the Library Board and its Development Committee, in connection with the Foundation Steenng Committee, which Drew suggested convening in late March. Mr. Garber spoke of planning for a benefit. and selection of a chairperson. Mr. Cervantes spoke of having a Library rededication party on October 14th and locating new people to lead this effort. North Suburban The proposed new composition of the System's Board of Directors was discussed. Library System Mr. Bryant raised the question of why special (corporate) libraries are part of a tax - supported library system, tie said that special libraries give nothing; they cut back on their own facilities and receive aid from the public libraries in the system. One Board member wondered whether the Reciprocal Borrowing Program is equitable. y PRESIDENTS Mr. Heindcl discussed with the Board the memorandum drafted in response to a Mill REPORT Reference made by Alderman Newman at the City Council budget meeting. The IN alderman proposed that $100,000 from the City Manager's insurance fund be set aside for the Library to improve its collections. This money is interest earned on Library Pmjcct funds. The City Manager has planned to use it as insurance for unfunded liabilities. During the City Council's budget heating aldcrmen questioned Mr. Ney. The Council V will meet on February 27th to consider rite budget. Alderman Newman has requested a report from the Library Board on what the Library steeds are. Mr. Heindcl said that Beth Hart of lie city`: Public Art Committee had miscd the issue of wlzcdor fire Board was inicrrstrd in proceeding further with the "Adopt -A -Chair" 2 program far the Children's Room. Mr. Garber argued that the Library and its interim now have an artistic integrity, and this would be disturbed by special. different furniture. It was the consensus of the Board that for several reasons we not proceed further with this program. Mr. Heindel spoke of the death of Rosemary Zwick and Joseph Zendell, two outstanding cinemas in the Evanston community. The Library is a beneficiary in the will of Audrey Cregicr, an Evanston resident. She has bequeathed tL% a collection of sheet music. VICE PRESIDENTS Mrs. Wollin reported that contributions to the Holiday Hook Fund are still coming in. REPORT She then presented the financial report for the eleven months ending January 31, 1995, There were no questions. Evanston Library Mrs. Wollin complimented the Friends on the Robert Altman film program, which wac Friends well thought out, and included free soft drinks and popcorn. There arc other good programming events coming up. Volunteers are continuing to work on preparation for the Book Sale. LIBRARY DIRECTOR'S Mr. Ney reported that circulation figures arc down from 19)0 due to the restrictions on REPORT Chicago borrowers; however, circulation to Evanston residents is up 20%. The Library has scheduled for insurance all art works presently therein; the Lehmbruck was not scheduled and therefore is not covered. An appraiser is coming to evaluate Walter Burt Adams' oil painting May Fir;rt, William Adolph Bougucrcau's oil painting Ar the Fountain, and the marble sculpture of a young girl by Giovanni Maria Bcnzoni. NEW BUSINESS The Board discussed Marlene Harris' memo on the selective inventory. Mr. Heindel Selective Inventory suggested that more thorough and regular inventories may be needed, fit. Ncy and Ms. Harris discussed plans for a more regular inventory procedure. City Service The City Council's service priorities were discussed briefly. Mr. Ney pointed out that - Priorities Information Services was omitted in the ranking. The issue of branch libraries will have to be addressed by the Board in the strategic planning process. Evaluation of The revised procedure was discussed. Library Director Michael Cervantes moved, second by Ann Weise, 3 MSP Library The Evanston Public Library Board of Directors moves to approve the new Director Evaluation procedure for evaluation of the Library Director. Passed unanimously on a voice vote. Acceptance of Gift Mr. Ney showed slides of some of the ceramic works of Ruth Weiner, Evanston artist. From Ruth Weiner Ms. Weiner has offered one of her pieces to the Library. Ntcmbers of the Board were most favorably impressed. Archibald Bryant moved, second Ann Weise. MSP Accept Gift The Evanston Public Library Board of Directors moves to accept the giftfrom from Ruth Weiner Ruth Wetncr of a ceramic set of books. Passed unanimously on a voice vote. The piece will be placed in a plcr:iglass case, securely mounted on a pedestal, and centered under lights on the second floor in a spot analogous to that of the Bouguereau. on the third floor. y 3 Staff Recognition This is a very difficult event to schedule, since many Library staff members work pan Luncheon time at the Library and have other jobs, ]caving them with little leisure, and Library Board members also are employed. The possibility of a Friday evening cocktails and hors d'oedvres, a TGIF event with small groups so that Board members could converse with individual staff members, was discussed. Ellen Newcomer stressed the importance of Board members showing appreciation for the staff. Mr. Heindel will work with Mr. Ney to develop a recommendation for appropriate events and schedules. Contingency Fund Mr. Hcindcl asked lite Material Services Policy Committee to review the list of Library needs that might be met with the contingency funds. Board members spoke of Library automation; all users of the Library's catalog system arc dependent on the Library's automation system. This is an online catalog serving the public. Borrower Pursuant to a patmn complaint, the Board considered the identification requirements for Registration Policy obtaining a Library card. Mr. Heindel called the requirements stringent but pointed out the Library's need to protect the collection, even though it might inconvenience pcopla. Marlene Harris said that a library card is a credit card on which one may bonow up In $9,999 worth of library materials; various forms of identification arc needed to obtain a credit card. The question of a renewal notice was raised, and Circulation staff was called lite Library's initial imint of contact with the public. It was agreed that the policy will remain as is, but that extra Won will be made to encourage the staff to make this a more agreeable process for patrons. Ellen Newcomer moved, second by Archibald Bryant. MSP Adjourn There being no funitcr business, the Evanston Public Library Board of Directors moves to adjourn. Passed unanimously on a voice vote. The meeting adjourned at 10:38 P.M. 4 ., 1 i:ti � j4• Sri EVANSTON PUBLIC LIBRARY Board of Directors Meeting March 21, 1995, 7:30 P.M. Library's Board Room MEMBERS PRESENT Matthew Brackett, Archibald Bryant, Sheldon Garber, Drew Heindel, Ellen Newcomer, Ann Weise, Cheryl Woliin MEMBERS A13SENT Gloria Bullock, Michael Cervantes STAFF PRESENT Library Director Neal J. Ney Administrative Services Manager Paul Gottschalk Technical Services blanager Marlene Harris Executive Secretary Ruth Granick CITIZENS PRESENT None PRESIDING Drew Heindel, President CALL TO ORDER President Heindel called the meeting to order at 7:43 P.M. The minutes of the Library Board meeting of February 21 were reviewed. Ellen Newcomer moved, second by Matt Brackett, MSP Approval The Evanston Public Library Board of Directors moves to approve the minutes of Minutes of of the Library Board meeting of February 21, 1995 as received. 2/21/95 Passed unanimously on a voice vote. COMMENTS BY None. CITIZENS OLD BUSINESS There was none. COMMITTEEIRF.PRESENTATIVE REPORTS i Space Planning There was no meeting. Responsibility for a landscape development plan was delegated and Physical to this Committee. A meeting was scheduled for Tuesday, April d at 7:30 P.M. The _ Facilities agenda will include landscape development and a response to Jean Baucom's memo an use of the City parking garage by Library staff, and the use of the Library's basement parking lot. Materials and As Mr. Brackett had not been present at the Committee's last meeting, Mr. Heindel gave Services Policy the report. The Committee reviewed in detail each line item in the proposal for =4 contingency fund projtcts. This will be be brought to the Library Project Finance Committee in mid -April. A question was raised on the choice of IBM compatibles only for the CD-ROM multimedia project. Apple computers are used in the schools. Some parents purchase Apple computers for this reason. Some CD-ROM software can br used by either machine. The consensus was that a choice of formats did not need to be made at this time. The staff will survey other libraries to see what they are doing. Library Board President Heindel will dray up a summarizing memorandum to accompany the list. Mmtagemm There was no meeting. Internet A== will be on the Committee's agenda for its next Policy meeting, Mich will his scttcdulod after the April Board meeting. W. A—wis....i�'.Ia.L-w iA ` Development The Committee discussed the proposal, received from lack Wells Associates, to provide consulting and design services to the Library for production of N 1994 Annual Report. Mr. Heindel asked the Board to consider the proposal, which hay; a low fee and an acceptable time frame. The Board should received the printed docuincnts in mid -May. A budget for this report was discussed; cost was estimated at $1 per copy, and Mr. Garber suggested that the entire budget should be $25.000 for 15,000 copler, with 10% leeway. The report should reach leachers, ministers, small businesses, anti Apecial Evanston areas, Cheryl Wallin moved, second by Archibald Bryant, MSP Accept The Evanston Public Library Board of Directors moves to approve a budget not $25,000 Budget greater than $25,000 for the Library's 1994 Annual Report. Passed unanimously on a roil call vote. Cheryl Wallin moved, second by Archibald Bryant, MSP Accept The Evanston Public Library Board of Directors moves to accept the proposal of Weiss Proposal Jack Weiss Associates to provide consulting and design services to the Library for production of its 1994 Annual Report at a cost not to exceed $5,000. Costs will be paid out of the Library's Book Sale Fund. Passed unanimously on a roll call vote. The Library's plans for an autumn birthday party were discussed. 'lire theme will be Ile Forties, and there will be a Big Band. Board members reviewed the Committee minutes of March 14th. Sheldon Garber moved, second by Ellen Newcomer, MSP Minutes The Evanston Public Library Board of Directors moves to accept the minutes of of 3114195 the Development Committee meeting of March 14, 1995 as received. Passed unanimously on a voice vote. North Suburban Mr. Heindel Icd the hoard in a discussion of the System's survey concerning changes Library System in the composition of the System's Board of Directors. The consensus was that the Evanston Public Library Board did not favor any changes in the composition of the System Board. 'lire Library Director was instucted to forward this information to the System. PRESIDENTS Mr. Heindel sent a response to th= City Council concerning Alderman Newman's REPORT proposal of $100,000 for collection development. At the following Council mwting Alderman Newman withdrew his proposal. Mr. Newman indicated that he understood that a proposal would be coming from the Library Board. Mr. Heindel called the Board's attention to the art appraisal w;iich, he said was very well done. The pieces listed therein are now scheduled on the Library's insurance policy. A memorandum from Jean Baucom about the use of the Library's parking garage and Library staff petmits for the use of the City parking garage was discussed briefly. Mr. Heindel suggested that the Library's parking garage was not built to make money for Parking Systems, but was instead built for the convenience of Library patrons. Mr. Garber mo:•ed..econd by Ellen Newcomer, a MSP The Evanston Public Library Board of Directors moves to go into executive session Executive for the purpose of discussing personnel mauers relating to the evaluation of the 4Q Session performance of the Library D'treewr. Pa&3cd unanimously on a voice vote. 2 The- Board was in executive session from 8:40 P.M. to 9.05 RM, 1 VICE PRESIDENTS Mrs. Wollin presented the financial report for the year ending February 28, 1995. REPORT She pointed out that more than $4,000 had been received for room rental since the inception of that program, in October of 1994. Mrs. Wollin questioned the deficit in the Hirshficld Endowment, especially in the light of imminent expenses for the awards program. Paul Gottschalk will give the Development Committee a summary of expenses vs, donations for this fund. Mrs. Wollin said that temporary salaries were over budget. Paul Gottschalk explained that temporary salary allocations arc unrealistic but had been carried forward from year to year under the direction of the City. They do not cover medical absences, meetings attended,and vacations for most agencies. Mr. Hcindel said that, according to the year- end financial summary, the Library expenditures are $40,000 under budget. Mr. Gottschalk said that those am not the final figures. Mr. Hcindel thanked Mrs. Wollin for her report. Evanston Library At their Board meeting, the Friends discussed the results of their Robert Allman Film Friends Festival, which was expensive and not well attended, Mrs. Wollin said that Danielle Pickard, Chair of the Friends' Program Committee, has done very well in arranging for programs, which are part of the Friend's outreach effort. Tentative Boole Sale dates have been W. The Friends have agreed to underwrite the Library's Summer Reading Game. LIBRARY DIRECTOR'S Neal Ncy pointed out that, in the Library's Quarterly Report, Reciprocal Borrowing to REPORT Chicago residents is half of what it was last year and ilia year before, due to the changed policy. Trudy Jones, Head of Children's Services, has invited Board members to the National Library Week Read Aloud program; both Mayor Morton and Library Director Ney will participate. NEW BUSINESS South Branch The Board discussed the proposed lease for the South Branch Library, and found it Lease acceptable. Cheryl Wollin moved, second by Ellen Newcomer MSP South Branch The Evanston Public Library Board of Directors moves to accept the new [case ' Lease for the South Branch Library. This (case will tun from May 1, 1995 to April 30 1996, at a monthly rent of $2.750. Passcd unanimously on n voice vote. Executive Service Mr. Ney and Mr. Hcindel have had two meetings with Peter R. Sawers of the Executive Corps Proposal -- Service Corps of Chicago (ESC) concerning strategic planning services. All staff of ESC Strategic Planning are volunteers, including Mr. Sawers, who will bring in more volunteers for this project. ESC's fee, covering tt sir administrative expenses, is $4,800. The Board reviewed Mr. Sawers' resume and asked to meet with him before voting on the proposal. Internet Access The draft Internet policy was reviewed briefly and assigned to the Management Policy - . Policy Committee. The Committee will meet some time after the April Board meeting. Collection Develop- Mr. Ney suggested that in the future the Fund for Excellence and the Endowment Fund ment Projects - be considered together, as a more efficient method of considering coliection development Endowment projects. Interest ' .. x-err ter- • n.,,, .. - n A r. 1, i}Aril"'I'A+�%F�'�.iTk/1f�y+�''_ Cheryl Wollin moved, second by Sheldon Gatber, MSP Collection The Evanston Public Library hoard of Directors moves to approve the Development expenditure of $7,500 of Endowment Fund Interest (52,000 for High Cost Reference Projects Items, $1,500 for the Evnnston History Preservation Project, $500 for Language Cassettes, $2,000 for Foreign Language Books, and $1,500 for Juvenile Paperback Books). Passed unanimously on a roll call vote. Overhead 'Ilse Board considered the request from Library Director Ncy for the purchase of a portable Projector overhead projector that can be used outside the Community Meeting room, and also as a Purchase backup for the equipment in that room. Cheryl Woilin moved, second by Ellen Newcomer, MSP Overhead The Evanston Public Library Board of Directors moves to approve the expenditure of Projector up to $600 in Book Sale Funds fur the purchase of a portable overhead projector and can. Passed unanimously on a roll call voto. ADJOURNMENT Ellen Newcomer moved, second by Matt Brackett, MSP Adjourn There being no further business, tine Evanston Public Library Board of Directors moves to adjourn. Passed unanimously on a voice vote. The meeting adjoumcd 9:55 P.M. 3' y 3i -A 8? 4 r-'�%T"" - .. .( Fri !- �,,r�.p�3r �,,4. ��r. �N ��*�" NM•aM "�h +r `i� ,F. 0 4 a , +� 7,r IWi a�% 1;d4 '. Ah llL Ii:IiYY. 'o L1. 161& �-Aw F1da61Ai6 ,Y, ILy .0 .IWi. r JB,e 11h.,l.6» '00 , I I oft � APPROVED WAY Jfh t94!S EVANSTON PUBLIC LIBRARY Board of Directors Special Meeting April 17, 1995; 7:30 P.M. MEMBERS PRESENT Matthew Brackett, Archibald Bryant, Gloria Bullock, Michael Cervantes, Sheldon Garber, Drew Heindel, Ann Weise, Cheryl Wallin MEMBERS ABSENT Ellen Newcomer STAFF PRESENT Library Director Neal J. Ney Executive Secretary Ruth Granick OTHERS PRESENT Peter R. Sawers and Leon Carrow, Executive Service Corps PRESIDING Drew Heindel, President CALL TO ORDER President Heindel called the meeting to order at 7:43 P.M. Mr. Heindel introduced the first item of business, the introduction of Peter R. Sawers and Leon Carrow, representatives of the Executive Service Corps, a not -for -profit consulting firm with offices in Chicago, The Executive Service Corps has prepared a contract for services to guide the Library Board through the strategic planning process. Mr. Sawers is a retired consultant, Adjunct Professor in Business and Economics, and Project Manager of Executive Service Corps (ESC). Mr. Carrow is a retired obstetrician/gynecologist who was Medical Chief of Staff at Northwestern Hospital. He is on the Board of the hospital's foundation and involved in their strategic plan. Mr. Sawcrs explained that ESC will have a three person team including Dick Cravens, ' an attorney, and will bring in more people if necessary. ESC is a management consulting firm, unique in that all professional staff are retired executives. 'There is a = paid administrative staff but the great majority of the rest of the staff consists of volunteers. ESC works only for nonprofit organizations mid government agencies. In response to a question from Mr. Hcindcl on the difference between Evanston Public Library and other organizations with which ESC has worked, Mr. Sawers said that the Library is funded by an organization it does not control. The Library serves a broad base of clientele. It needs a strategic plan created by both Board and staff with a good amount of enthusiasm, good planning, and acceptance. The Library Board has had a 20- year phase focused on improving the facilities; that has been accomplished. Now the Board tnust look ahead, taking advantage of the good will, city support, community solidarity that have been built up. A library needs ten-year sense of direction and a five- year feeling of certitude. The Board is a conservator. its community has changed, and the community's demography will be further affected by the high rental apartment building planned for the Washington National area. Library activities must be redefined, with consideration of which services are needed to protect literacy and reinforce educational services. Michael Cervantes posited two approaches, the consultant as facilitator or red tape ad nauseam. Mr. Sawers said ESC is prepared to perform whatever tasks are necessary. - They will draft a report if required; they arc not doing the ESC plan for the Library, but the Library Board plan. A y alr � 1dAjL1[oJw { �'AM4l h�- - •--Y e S4.iw� a,R�iw+L=. r .rWLJu• a ui. Sheldon Garber said that the end product will be a white paper from the Library Board to the City. To a question by Mr. Cervantes on ESC's vision, Mr. Sawers said that typically there should be a mission statement and a vision statement. (As an aside, he quoted Petcr Drucker's statement that a mission statement should fit on a tee shirt.) A statement of a creed of values and fundamental guiding principles is necessary. The strategic plan needs a set of gnats tit objectives, a statement of problems and issues, and of what is to be accomplished, He explained that objectives involve who does what and when, while goals are m6r4 gerfersl. Mr. Garber said goals may change the mission statement, and Mr. Heindcl said it is fundamental to get a consensus of what's entailed. To Mr. Cervanw' question concerning the pitfalls of the process Mr. Sawers said one must avoid being paralyzed by the mission statement or getting too detailed. One must see the long range, broad picture. and not get tied up in numbers and planning. It is important to think of what we want to be, whom we want to serve, and in what way. Moe past should not be used as a forecast of the futust, Mr. Garber spoke of weighing the budget against its contribution to specific goals in specific years. Neal Ney spoke of his cuncern about the end product if the Library tries to be all things to all people. He said the plan should be quite focused and specific. not a vague wish list. Mr. Carrow said goals must be set, aard Mr. Sawera wondered whether a community library can specialize. Mr. Garber said the Library has specialized, but due to a lack of adequate funding the program deteriorated. (At this point Cheryl Wollin entered.) Mr. Gwbar spoke of the Library's special relationship with Northwestern University. To a question on whether the presence of Barnes and Noble, would change the role of the Library Mr. Ney said we work well with them. They have initiated an annual poetry reading featuring the winners of the Library's Jo -Anne HirshfCeld Memorial Poetry Awards, we buy from them at times, and we arc discussing author programs with them, While Barnes and Noble's mission is make money by selling books, ours is to nicet the information needs of the community. Mr. Garber said that Barnes and Noble has shown us it tremendous market of people who will spend money to be part of the literacy experience. Mr. Ney spoke of the cross fertilization in the last 20 years between book stores and libraries, and said the latter arc learning display and marketing techniques from the burl: stores, while the stores err learning from libraries about children's programs, deep stocks, serving a broad audience from a single base, and using automation to stock items and better serve the public. The possibility of a coffee bar at the Library (h la Barnes and Noble) was mentioned briefly. Mr. Sawcrs said that ESC will want to interview each Board member and Mr. Ney's key people. ESC needs a sense of what the Hoard can handle, of the time and attention commitments that are possible. Mr. Garber spoke of open forum mectings and special constituencies (business, teething). HSC will set up Board/staff planning meetings, seek community input through surveys, and organic an off site phurning reuvat. It is, they said, a time consuming process. Copies of one of ESC's annual reports were distributed to the Board. Mr. Heindel thanked Mr. Sawers and Mr. Carrow for their presentation. EXECUTIVE SESSION At 8:37 p.m. the Library Board entered into executive session to discuss the performance of the Library Director. ADJOURNMENT At 10:05 P.M. the Board exited from executive session. There being no more business, e the meeting adjourned 10.05. 3 AMOVED► NAX 1 = 2 q.... �id,� . I�i, 1,4. t� MEMBERS PRESENT MEMBERS ABSENT EVANSTON PUBLIC LIBRARY Board of Directors Meeting April 18, 1995; 8:00 P.M. Matthew Brackett, Archibald Bryant, Gloria Bullock. Michael Cervantes Sheldon Garber, Dmw Heindel, Ann Welse, Cheryl Wallin Ellen Newcomer STAFF PRESENT Library Director Neal J. Ney Administrative Services Manager Paul Gottschalk Technical Services Manager Marlene Harris Executive Secretary Ruth Granick CITIZENS PRESENT None PRESIDING Drew Heindel, President CALL TO ORDER President Heindel called the meeting to order sit 9:13 P.M. COMMENTS FROM None. CITIZENS In light of the late start of this meeting and the necessity of scheduling an executive session. Mr. Heindel altered the order of the agenda. OLD BUSINESS Newspaper Indexing Neal Ney said that Technical Services Manager Marlene Harms has explored possibilities of indexing newspapers more efficiently. An RFP was sent and bids received for the writing of an application to provide an online index to the Evanston Review. This project will be used to create a program to index future issues; past records will remain in the Library's newspaper cud index. A propos funding this project, the Edward Johnson funds were discussed. The restricted Funds were designated for exterior sculpture, while the unrestricted funds are available for projects for which the Library Board deems them suitable. Sheldon Garber questioned the use of gift money for the operating expenses of small projects, saying that gifts should have a significant tme. Mr. Heindel said that historically the Library Board has used gifts for projects of this n4ure. Other sources of funds were discussed. Mr. Garber said these are obligations belonging in a budget supported by public taxes; using gift money as an escape hatch for municipal budget shortfalls is unacceptable. In order to invite philanthropy the Library Board must show vision and respeLt for gifts. Appropriate cues for gift money were discussed. Mr. Ney said this is a capital expense, not an operating one; someone will be hired to design software to create a reference tool. Mr. Heindel said there was general agreement that this service is to be integrated into the Reference service. Cheryl Wollin called it a = worthy goal; Mr. Heindcl spoke of seeing where funding for this type of project fits into the Library's strategic plan. Mr. Ncy explained that the Library's operating budget pays for salaries, building maintenance, materials, and little else. The City's Human Resources Department helps pay for training for Library staff. Normally the Library's operating budget should have a Capital Improvement Pratt and ranked list of expenditure., which the Board would consider, but for years, prior to tha new building project, all capital expenditures at the Evanston Public Library have came from gift finds and book sale funds. VVI uA=P e. -.;-Y .i �7"'' _ _�'-nr .� . n �.r— +---« ...: - - -_ _,F.--Brien. .., n�t'.9t'ta , -, .1 y..•' - -ni p .� 91Wif�fM� .. • . -.. Yw+cr Newspaper indexing, its pmeatly done al,tbe Library, lakes a great emount of staff time. Archibald Bryant said the 1_14rary is a major information center, while took stores, whose business is to sell books, do not provide information. The Evanatan Review is a community paper, it must be indexed at the Library. It was suggested that the Board ask the Evanston Review for $1,000 u year to fund the indexing. Returning to the subject of gifts, Mr. Garber spoke of using large gifts as seed money for more notable. projects, such as a scholar in residence program, to be called the Johnson Scholar, or to create a special program for Spanish speaking children, The Project in Arnerican Literacy. Mrs. Wollin spoke of major computer upgrades (to the Library's VAX and Local Area Network), which are in the City's Capital Improvement Plan. In turn, the Library has set aside $10,000 to $12,000 of State Per Capita grant money for annual upgrades of smaller equiprrrnt to kocp the computer systems current. Board consensus was to propose ter the Library Project Finance Committee that this effort be funded from the Library Project Contingency Fund. Matthew Brackett moved, second by Ann Weise, MSP Approve The Evanston Public Library Board of Directors moves to approve the proposal DataBase Designs from DataBase Designs to write a Paradox for Windows application to provide Proposal an online 'index to the Evanston Review at a cost of $9,120.00. Work on this project will not begin until August of 1995, and the 'indexing is to begin January of 1996. Funding will be requested from lite Library Project Contingency Fund. Passed unanimously on a roll call vote. Fund Raising The Board next considered a memorandum from Technical Services Manager Marlene Management Harris containing an in-depth evaluation of nine software programs for fund-raising Software management. Since some of the better programs are not yet Windows based, Evaluation Mr. Heindel suggested that the Board wait until September of this year, when the programs will be converted to Windows, since a sophisticated, user-friendly system is needed. Mr. Garber thanked Ms. Harris for her thorough research and well -documented research. Executive Service Mr. Heindel asked the Board for comments on the presentation given by representatives Corps Strategic of the Executive Service Corps (ESC) during the Library Board's special meeting on Planning Proposal April 17th. Ann Weise said "they were wonderful" and Mr. Cervantes found them on target in answering Board members' questions. Having worked on strategic plans and done consulting, however, he warned the Board not to underestimate the amount of staff time needed. Mr. Ney said the Library staff Administrative Team would be involved in _ the planning. Mrs. Wollin questioned the fee and time frame. She had an experience when the deadline was not met and the cost, therefore, tripled. Air. Heindel said ESC is somewhat open-ended regarding the deadline and perhaps the Board can negotiate three more months. ' Ann Weise moved, second by Sheldon Garber, MSP Approve Executive Service Corps Proposal MM The Evanston Public Library Board of Directors moves to approve the proposal of the Executive Service Corps to provide consulting assistance in the development of the Library's Strategic Plan at a cost of $4,800, to be paid for with Book Sale funds. Passed unanimously on a roll call vote. 2 _T 5 ��. .•nY•� j n r � �.�{�i�-.e:�,a.�"k�p�,re,i.i�,4.i..,,;,1y�hF'�'';S�i�'�`�i�W��l��g��yli,,h ,�� NEW BUSINESS Library Fundmiaing Resoume Center This Program Invulvas graining in fund-raising technique" fer a member of the Library DOW slid the Library Directrr;, as well as ongoing fund-ralsing support and consultation. Romd con►antux wax that application for the grant should be made. Mr. Cervantes, as Chair of the Library Dowd's Development Committee, was designated Library Board repmaentWtive. Appointment or a Mr. llalndel ouilinod the priwedure for election of Board officers. The Nominating Nominating Cotnnllttco brings o alata to the May meeting, the Board votes in June and officers assume Committea, Office In July. Sheldon Gaffer moved, second by Archibald Bryant, MSP Nominwing Tlta Rvanston Public Library Board of Directors moves to appoint Matthew Committee 11mcken, Gloria Bullock, and Ann Weise to die Nominating Committee. Passed unanimously on a voice vote. Glenview Public Mr. Nay explained to the Board that the form to be filled out for the Library's Annual Library Board of Report to the Stara of Illlnoin tuually comes to the Library after the date the State should Trustees have received it back, completed. The form is not even printed in time. Board consensus Resolution on State was to take no nctian on this item. Annual Rspoit EXECUTIVE SESSION At 9,25 P.M. the Library Board entered into executive session. Michael Cervantes moved, second by Sheldon Garber, MSP Executive Tile Evanston Public Library Board of Directors moves to go into executive Session session to discuss the performance of the Library Director. Passed unanimously on a voice vote. At 10:20 P.M. the Board resumed its regular meeting. MSP Executive The Evanston Public Library Board of Directors moves to end the executive Session session and resume its regular Board meeting activities. 114ssed unanimously on a voice vote. APPROVAL OF Matthew Bracken moved, second by Gloria Bullock, MINUTES MSP Approve '!he Evanston Public Library Board of Directors moves to approve as received Minutes of Hoard the minutes of: the regular Board meeting of March 21, 1995, the Executive and Committee Session of March 21, 1995. the Committee of the Whole of March 29, 1995, the Meetings Committee of the Whole of March 29, 1995, the Space Planning and Physical Facilities Committee meeting of April, d, 1995, and the Materials and Services Policy Committee of March 16, 1995. Passed unanimously on a voice vote. ADIOURNMPNr There being no further business, the Board adjoumed 10:25 P.M. 3 r-• - ', i i Syr., •, '� f�. it-r- T;���'P!'-�-�`�;'�•',, �n ': f EVANSTON PUBLIC LIBRARY Board of Directors Meeting May 16, 1995; 7:30 P.M. MEMBERS PRESENT Matthew Brackett, Archibald Bryant, Michael Cervantes, Sheldon Gruber, Drew Heindel, Ellen Newcomer, Ann Weise, Cheryl Wallin MEMBERS ABSENT Gloria Bullock STAFF PRESENT Library Director Neal J. Ney Administrative Services Manager Paul Gottschalk Technical Services Manager Marlene Harris CITIZENS PRESENT None PRESIDING Drew Heindel, Pm%ident CALL TO ORDER President Heindel called the meeting to order at 7:40 P.M. COMMENTS FROM None. CITIZENS Archibald Bryant moved, second by Sheldon Garber, MSP Approve The Evanston Public Library Board of Directors moves to approve the minutes Minutes of of the Library Board meeting of April 18, 1995 as received. 4/18/95 Passed unanimously on a voice vote. Archibald Bryant moved, second by Sheldon Garber, MSP Approve The Evanston Public Library Board of Dire: tors moves to approve the minutes Minutes of of the special Library Board meeting of April 17. 1995 as received. 4/17/95 Passed unanimously on a voice vote. = Archibald Bryant praised the bibliography entitled "Life Behind the Veil; The World of Islamic Women," which was created by Reader's Advisor Barbara Levie. = OLD BUSINESS Strategic Planning The Executive Service Corps is interviewing staff. Mr. Heindel discussed appointment of the Strategic Planning Committee, which will be composed of two staff members - Paul Gottschalk and Ron Stoner, and Ncal Ney (non -voting), three Board members - - Michael Cervantes, Ellen Newcomer and Archibald Bryant, and Drew Heindel (non- voting). The planning retreat for the Board has been tentatively scheduled for Tuesdiy May 30. COMMITTEREPRESENTATIVE REPORTS FJ Sp-tcc Planning Cheryl Wallin presented a draft memorandum about the library parking garage and some and Physical changes were suggested. Facilities 44- Y Cheryl Wollin moved, second by Matthew Brackett, hiSP Library The Evanston Public Library Board of Directors moves to approve as amended the Parking Board's memorandum on "Library Parking." Passed unanimously on a voice vote, Paul Gottschalk gave an update on lighting additions throughout the building. Materials and There wa.4 no meeting. Services Policy Management There was no meeting. Mr. Ney stressed the importance of a Committee discussion and Policy approval on Internet policy, and Mr. Cervantes suggested the need for professional review before Internet access is made public this summer at the Library. Development There was no meeting, but a telephone poll was conducted concerning the fall benefit scheduled for October 14th and its Happy Birthday theme. Serving on the Benefit Committee will be lean Baron, Lisa Holton, Filen Newcomer, Ann Weise, and Cheryl Wollin. Tickets will be S 125 each. In keeping with the 1940s theme there will be a big band, a dance floor on the third floor, appetizers and win.-. There may be a silent auction of autographed books, and publicity should be released by August Ist. Mr. Garber said the Evanston Public Library Foundation Steering Committee will meet to discuss identification of leadership and prospective donors, Neal Ney said the Annual Report is nearing completion. North Suburban There was no report. Library System PRESIDENTS Mr. Heindel reported on the progress of the exterior art selection process. REPORT Mr. Heindel told the Board of a letter he received thanking Mr. Ney for serving on the Library Fellows Selection Program, VICE PRESIDENTS Mrs. Wollin presented the financial report for the two months ending April, 1995. 71herc REPORT were no questions. Evanston Library Mrs. Wollin reported that the Friends' Board had discussed the plaque on which would Friends be inscribed the names of lifetime Friends members - donors of $1,000 or more. Mr. Garber said it is not appropriate to have a plague for a one -tithe $1,000 gift. Apparently there is no historical, formal commitment on the part of the Library Board to honor lifetime Friends memberships with a plaque. It was recommended that a decision on the Friends plaque be held until the Foundation Board has a say in donor recognition. Volunteers are needed for the upcoming book sale. "Clarissa's Closet" was very well received, and played to a packed house. LIBRARY DIRECTOR'S Mr. Ncy presented the activities report for April. 1995, There were no comments. He y REPORT spoke of troubling incidents with middle school students whoa behavior was totally inappropriate. The recent power outage was also discussed. NEW BUSINESS Annual Report The Board reviewed the Illinois State Library Annual Report. -�i �.-_-3k: -� I�II.ul1 �Wi.t��il,ida, i,1�i' _:�.. � i �� �(i�1+1�UY���, J�Y!®[lt�lli.� e � 4� - , �•; � � - - � - - - - - - i - -- _ :-a: Ellen Newcomer moved, second by Cheryl Wollin, hiSP Annual Report The Evanston Public Library Board of Directors moves to approve the Illinois Slain Library Annual Report its Presented. Passed unanimously on a voice vole. Review of Qveno es Mr. Heindel introduced Avcntt�,}�xccllengI. He deplored the lack of a public S ExcelIcUrA II relations staff person at the Library, and stressed the value of such a position. A question was raised on the possibility of doing n periodical usage study a% part of the strategic planning. Nominating Mrs. Weise reported that Mr. Hcindcl will serve on the Strategic Planning Committee, but declined another term as President, due to time commitments. 'lice Nominating Committee selected Cheryl Wollin as President, Ellen Newcomer as Vice President and Gloria Bullock as Secretary. Mrs. Wollin zpoke of the need to delegate projects and Ito- share responsibility among all Hoard members. Mr. Zwick'r, Proposal Neal Ney discussed Sidney Zwick's proposal to donate ten pieces of art to the Library. Mr. Hcindcl said all gifts must be unrestricted, and that there is a process in place to acquire and accept sit. Mr. Hcindcl will prepare a response to Mr. Zwick summarizing the consensus of the hoard and outline the process for art apptnval. Mr. Cervantes attended a meeting on the renewal of the city's cnble franchise agreement. He Suggested the possibility of the Library's using a community necess channel for Library -related progrnmming. Ellen Newcomer moved, second by Sheldon Garber. MSP Adjourn There being no further business, the Evanston Public Library Board of Directors moves to adjourn. Passed unanimously on a voice vote. The meeting adjourned at 10:00 P.M. APPROVED .TUNE 20.1995 ofi -s;;� -�� ,,.' ,1�•r±i�.H.r,��A�3.."t`es�,,� � c��.;.. i•«^,``ram._ --��m`vi ��n�. F �-'- t'. � . �,'-,r�-�=�-�,: .Illh � IJld � �tl�ii� M44V,,ilf�al:i.u.vlilY i'1 a jfix.., k. - 1 1t VD, Mrs u EVANSTON PUBLIC LIBRARY Board of Directors Meeting June 20, 1995; 7:30 P.M. Library's Board Room MEMBERS PRESENT Matthew Brackett, Gloria Bullock, Sheldon Garber, Drew Heindel, Ellen Newcomer, Ann Weise, Cheryl Wollin MEMBERS ABSENT Archibald Bryant, Michael Cervantes STAFF PRESENT Library Director Ncal J. Ney Administmtire Services Manager Paul Gottschalk Technical Services Manager Marlene Harris Executive Secretary Ruth Granick CITIZENS PRESENT PRESIDING CALL TO ORDER MSP Approval of Minutes of 5/16195 COMMENTS BY CITIZENS Lori Midson, ECTV Drew Heindel, President President Heindel called the mccting to order at 7:40 P.M, The minutes of the Library Board meeting of May 16 were reviewed. Matthew Brackett movers, second by Drew Heindel, The Evanston Public Library Board of Directors moves to approve the minutes of the Library Board meeting of May 16, 1995 as received. Passed unanimously an a voice vote. None. ECTV VIDEO ABOUT Lori Midson, ECTV (Evanstan Cable Television) representative, showed the Board a THE EVANSTON 12 minute video entitled "A Tow ui the Evanston Public Library." The video gave a PUBLIC LIBRARY history of the competition for the new Library building, with narrative by Neal Ney, - and gave a tour of the building including the an pieces and public automation equipment. The ending title was "Me Evanston Public Library Has Something for Everyone:' 'Ibis video will be aired on cable TV and a copy given to Oic Library. - Several changes were suggested by Board members. Cheryl Wallin praised the video's "nice graphics and music" and Mr. Heindel thanked Ms. Midson for having brought the video. - OLD BUSINESS a Election of Mr. Heindel presented the slate of nominees for Library Board office. He reminded the Officers Board that members elected this day will assume office in July. Matthew Brackett moved. second by Ann Weise, MSP Election of The Evanston Public Library Board of Directors moves to approve the slate of Officers officers as pr=ntod by the Nominating Committee: President, Cheryl Wallin; Vice -President, Ellen Newcomer, Secretary, Gloria Bullock. Passed unanimously on a voice vote. - �n I1 l+iLLsilU1 JKWL I.J . YLI u q d rl I r rl -. 401 COMMITTEEIREPRESENTATIVE REPORTS Space Planning There was no meeting, and Physical Facilities Malcrials and These was no meeting. Services Policy Management There was no meeting. Policy Development There was no meeting. Fall Fund The fund raiser mailing was discussed. lids celebrates the first birthday of the new Raiser library building. Wine will be donated and there will be hors d'ocu%,res and a "big band" Ticket prices were discussed as well as the possibility of gift book plates. Ms. Newcomer stressed the Library Board's commitment to support collection development beyond budget limitations. Mr. Heindel said the fund raiser will be held in time to unveil the winning exterior sculpture; maquettes are due in mid -September. Annual Report Mr. Heindel circulated photocopies of the proposed annual report for the Evanston Public Library. it will be a three -color booklet, with green background, sepia details and black text. Mr. Heindel will contact Board members on several changes in the report. Ellen Newcomer rnoved, second by Sheldon Garber. MSP Print Evanston Public Library Board of Directors moves to approve Great Lakes Graphics Annual Report of Skokie as the printer for the annual report. The bill will be paid with book sale funds. Passed unanimously on a roll call vote. Mr. Heindel suggested the Board review several points in the report, especially the focus of the section on the Library's collection.. To a question from the Board, Mr. Ney announced that the past weekend's book sale, sponsored by the Evanston Library Friends, brought in $8,030.28. The sale was very well attended, despite sparse coverage by the Evanston Review, to which several releases had been sent. Strategic Tic Executive Service Corps has completed interviews with Library staff. A date for Planning the Board retreat is pending. Committee North Suburban There was no report. Library.System Foundation 'life Committee will meet on Tuesday, June 27th at 3:30 P.M. Steering Committee Exterior Art Mr. Heindel reported that the Committee had met and reviewed 15-20 submissions, Committee which were then narrowed to four. Sketches of the four were hung in the Board Room during the meeting. Maqucttes will be submitted in September. 2 +y. •�'�i;�LV . r'i,_� Aj, �4iy+,la�yy'.Aa?.���ik .::.; �, :�_ 'i, ' PRESIDENTS Mr. Hcindcl announced that Camille Blachowicz will replace Mr. Brackett, whose REPORT term on the Board ends this month. Dr. Blachowicz is professor of idueatinn at National -Louis University, a graduate of Leadership Evanston, a Library volunteer, and former Secretary of the Rogers Park Friends, Mr. Hcindcl spoke with warmth of her qualifications. If approved by the City Council, Mrs. Blachowicz will join the Library Board for its July meeting. D11bQ1iL11 De-Agn , a hook about James McNeil Whistler and his art, was presented to Mr. Brackett. This book will be aged to the collection in honor of Mr. Brackett's service on the Library Board. Mr. Garber suggested a Board resolution of appreciation for Mr, Brackett's six years of service during n time representing a sea change for the Library. It was also suggested that the Board pass a resolution of thanks to Mr. Heindcl for his extraordinary initiative and resourcefulness through his year of service as President of the Library Board, and to the Evanston Library Friends for their well organized book sale this month, which required much time and hard work. Sheldon Garber moved, second by Ellen Newcomer. MSP The Evanston Public Library Board of Directors moves to approve resolutions of Appreciation appreciation for Mr. Brackett's six years of service on the Board, to Mr. Heindcl for his leadership as President of the Library Board, and to the Evanston Library Friends for their magnificent efforts during the June book sale. Passed unanimously on a voice vote. Mr. Garber expressed the Board's appreciation for Mr. Heindel's "short, intensive, extraordinarily productive leadership", which had been sorely needed, a fulcrum to change direction from building to collection, and to rethink priorities. Mr. Heindcl had who indicated to the Nominating Committee that he did not want to continue as Board President, said this has been an extraordinary time, and he will continue to try to meet challenges, and help the new Library Board President focus on special projects. VICE PRESIDENTS Mrs. Woliin presented the financial report for the three months ending May al, 1995. REPORT Mr. Heindel asked about rental book income, and Paul Gottschalk explained that that is a net income account. The Library's photocopy machines for public use were discussed. These machines, which were purchased through a revenue -sharing agreement, are serviced daily but copy quality is poor and there is much down time. Mrs. Wollin suggested that the Board dedicate a book in memory of Darlene Fisher, who was the League of Women Voters representative to the Library. Mrs. Fisher, who was a teacher, was interested in Asian studies Ms. Newcomer spoke of the great success of Mr. Ney's speech to the Evanston Historical Society Guild. Evanston Library At their April Board meeting the Friends prepared for the June book We. discussed Friends other special projects and designated people to take charge. Library Board members spoke of having a plaque in honor of lifetime members of the Friends. Mr. Garber expressed his thanks to the Friends for their magnificent efforts on behalf of the Junc book sale. Ms. Newcomer also expressed appreciation to Library staff who helped with the sale. Pursuant to a suggestion from Ms. Newcomer, Mr. Gottschalk will designate a bulletin board in the lobby for Library Board announcements. 3 .F ,ti,ld+uMr..� nh4�1k�Ld'foili'd3ii�Yi����Y1W.tiL'i�ft.,# J WI I. W I' 31. , r. • i r .• _ .' _ .lair^t�,,.. i '':il`., r r .'; f'. J"Jrv/n:�f�lrii � it �: •f '4r biz:�-4•'.� LIBRARY Neal Ney presented the Library activities trport for the month of May, and spoke of the DIRECTOR'S REPORT Internet training scheduled for July 9th. NEW BUSINESS North Branch The Board briefly reviewed a memo from Paul Gottschalk detailing the neceurity of a Interior Paint Job new interior paint job for the branch, and the costs. Cheryl Wallin moved, second by Sheldon Garber, MSP North Branch The Evanston Public Library Board of Directors moves to approve the expenditure of Interior Paint Job up to S1,750 in Notch Branch book sale funds for the painting of the interior of North Branch Library. Passed unanimously on a roll call vote. Tenant for 2022 The Board discussed the process of finding a tenant for 2022 Central Street, the other Central Street portion of the building that houses North Brunch, The Board indicated a strung preference for a tenant that was not a fast food operation. July and August Board consensus was to have the July meeting on July 18, as originally scheduled. A Board Meetings date for the August Board meeting will be decided upon. Resolution of Mrs. Wallin expressed regret at not having said good-bye to Trudy Jones, who was Head Thanks for Trudy of Children's Services for 17 years. She spoke of the importance of Library Board and Jones staff involvement and cooperation. Ms. Newcomer suggested a book in honor of Mrs. Jones. Mrs. Jones will be given a framed copy of a resolution of thanks, and a copy of the resolution will be displayed at the Library. Mrs. Wallin suggested inviting Jan Bojda, the new Head of Children's Services, to the next Board meeting. Cheryl Wallin moved, second by Matthew Brackett, MSP Resolution The Evanston Public Library Board of Directors moves to approve the resolution of Trudy Jones thanks for Gertrude K. Jones. Passed unanimously on a voice vote. The resolution was signed and will be forwarded to Mrs. Jones. Per Capital Grant The Board discussed the diversity of the Evanston community in light of information in - Application the Per Capita Grant application. The community is on the edge of a big city; them arc tensions in the schools and disturbances in the Library. Boanl members requested that they be notified within 24 hours of incidents in which the police are called. Board members asked about Library staff concerns relating to security in the building, and wondered about a pattern to the incidents. Mr. Ney informed the Board that. during his meeting with Evanston middle school principals, he was urged to enforce Libraryrules - strictly. Ms. Newcomer said the sight of the discipline monitors patrolling the Library is a much -appreciated deterrent; they reassure patrons by their very presence. Mr. Ney spoke of a LACONI seminar on the "Future of the Public Library". which he attended. The declining level of civility was discussed as one of the forces shaping the future of the public library. Cheryl Wallin moved, second by Drew Heindel MSP Per The Evanston Public Library Board of Directors troves to approve the submission of Capita Grant the Illinois State Library Per Capita Grant Application. Application Passed unanimously on a voice vote. d - - - •l s -'? o, r#- ' 11�16,,J i�.. Jw- d, j­ a .a ur. ,rn �,,, ,.. ._.,;.i ..k1'1[7. 'tiY.;'•'[!�. :i �'„ - AD]DURNMBN'1' Cheryl Wollin moved, wcond by Sheldon €3er� MSP Adjourn Then being no further business, the Evanston Public Library Board of Directon moves to adjourn. Paused unanimously on a voice vote. r, no meeting adjourned 10.07 P.M. PROVED JULY M 1995 S 1 i,'4,r�rl�-+�ln i^ iwr .. Y i�rl•i'�r� �i. •'�f. �1�1��� 3 t� Elie.-f•. .41 }-�. � ., ' :I LVANS i ON 0 1 V BLIC L I BRA RY' Church & Orrington, Evanston, Illinois 60201 Phone:1708)866-03oo rax: (708)866-0313 Rewudw at Tbanu ter Gauze& IL Jam Wberens, aertrude K.'Trudy" Jones has been an employee of the Evanston Public Library since June 2nd, 1969, and Wher=i , Trudy served the Library as Head of Children's Services for seventeen years, and Whereas, her service to the Library has been marked by passion, enthusiasm, creativity, and intelligence, and Whemos, Trudy has shared her love of books and reading with countless children, enriching each of their lives as a result, and When2s,Ttudy's care and attention to book selection and collection management has resulted in a collection that will be of value to our community for many years to come, and ,V1beregN Trudy's advocacy of improved library service for children has also resulted in strong collections of juvenile audiovisual materials and a sophisticated level of access to electronic information resources for children, and Whems% Trudy has represented time Library ably in the community and has served our educators and child cart: givers well, and Wberears, on June 10, 1995, Trudy retired from employment at the Evanston Public Library, and Wberess, Trudy will be sorely missed by the Library's Board, staff, and patrons. Now '11wr fore Be It Resolved, that the Evanston Public Library Board of Directors does extend its grateful thanks to Gertrude K. Jones and wishes her well in her future endeavors. BeIt FVrdw Resub d, that a framed copy of this tesolution be transmitted to Mrs. Jones as a token of our appreciation. Approved this 20th Day of June, 5 President ., � °'� ecfCigt�► T r y EVANSTON PUBLIC LIBRARY Board of Directors Meeting July 18, 1995; 7:30 P.M. Libraty's Board Room MEMBERS PRESENT Camille Blachowlez, Archibald Bryant, Gloria Bullock, Michael Ctwviintes, Drew 11cindel, Ellen Newcomer, Ann Weirs, Cheryl Wollin MEMBERS ABSENT Sheldon Garber ALSO PRESENT Alderman Emily Guthrie STAFF PRESENT Library Director Neal J. Ney Administrative Services Manager Paul Gottschalk Technical Services Manager Marlene Harris Children's Services Head Janice Bojda PRESIDING Cheryl Wollin, President CALL TO ORDER President Wollin called the meeting to order at 7,40 P.M. i The minutes of the Library Board meeting of June 20 were: reviewed. Ellen Newcomer moved, second by Drew Heindel, MSP Approval The Evanston Public Library Board of Directors moves to approve the minutes = of Minutes of of the Library Board meeting of June 20, 1995 as received. - 6/20195 Passed unanimously on a voice vote. COMMENTS BY None. CITIZENS REPORT FROM NEW Janice Bojda, the new Head of Children's Services, expressed her pleasure at joining = CHILDREN'S the staff of the Library. Upon her arrival she was surprised at the small size of the staff LIBRARIAN relative to the activity measures of the library (books circulated, questions naked, etc.). After she has a chance to settle into the job, Ms. Bojda will return and give a report to the Board on her impressions of the state of Children's Services. 3 OLD BUSINESS a Internet Policy Marlene Harris reported that sixty people attended the Internet prc.view. Two computers _ will be available for public access to the Internet on July 31st. There will be minimal staff assistance with the Internet, however, volunteer tutors are being trained to help patrons during busy times. Two phrases will be added to the proposed Internet policy: "die Library neither monitors nor controls access to, or use of, the Internet" and 'Me Internet may contain material that is inappropriate for vi: wing by children". Drew Heindel moved, second by Michael Cervantes, MSP Internet The Evanston Public Library BoW of Directors moves to approve the Internet policy Policy as amended. Passed unanimously on a voicevote. 4W Q9 • - �i=v..�.t":� :fir' ,r, ,_.-----A �k ..--. _' n.a - - .. .�..•=ice. F` _ ��rf��i�+�i ;Y �"� August ?fleeting Considering people's vacation plans, there was a discussion &'bout the number of Bo&ttd members able to attend the August Board meeting. Gloria Bullock moved, second by Archibald Bryant, MSP August The Evanston Public Library Board of Directors moves to ca=l the August meeting of Meeting the Library Board. Passed unanimously on a voice vote. COMMI'MEIREPRFSENTATIVE REPORTS Space Planning "There was no meeting. Drew Heindel reported that the dedication plaque had been and Physical installed. Alley resurfacing will begin shortly and be funded by the Library project. Facilities Materials and There was no meeting. Services Policy Managerneut There was no meeting, Policy Development 'Mere was no meeting. Fall Fund The fund raiser committee agreed an a ticket price of $75.00 per person. All proceeds Raiser will be used to purchase library materials. Camille Blachowicz asked if a lower priced event was being considered. In the future, the Foundation is expected to pursue -high end" fundraising, and the Library Friends wit[ organize less expensive, broader based events. At this time, Alderman Guthrie arrived to introduce a fundraising project - selling coverlets with an Evanston theme. Members of the Library Board thought this was a wonderful idea and a Worthwhile project. Camille Blachowicz recommended asking the ' Library Friends if they would want to take on the project. Cheryl Wallin and Emily Guthrie will make a presentation at the next Friends meeting. Drew Heindel moved, second by Michaei Cerv;ames, MSP Coverlet The Evanston Public Library Board of Directors moves to approach the Friends with Project the covcr-lct fund raising project. If the Friends decline, the Board will pursue the project. Passed unrnimously on a voice vote. Annual Report Mr. Hcindel expressed cencaern over the close timing of the upcoming solicitations in the annual report mailing and benefit invitation mailing. Ellen Newcomer suggested sendin+g the first batch of annual repasts to the people on the invitation list for the benefit and including an insert in the annual report about the benefit_ Mr. Heindel discussed the request from the graphic designer for additional funds due to the changes in the text and layout of the annual report. Ann Weise moved, second by Archibald Bryant, MSP The Evanston Public Literary Board of Directors moves to approve the expenditure of Annual Report $3,850. from Book Sale funds for the request from lack Weiss Associates for additional charges related to l rt.pmng the annual rt post. Passed unanirmusly ou a toll call vote. 2 -"➢ _ _'e pia. ir 0.W u6- UhA"..i iv, A. �ti.. �. ,i. u.Yh .04 ew" North Suburban 'There was no report. - Library System Strategic The Executive Service Corps will he distributing a Library WIf•assesstnent questionnaire Planning to the Library Board and Administrative Team. The Planning Committee will meet on Committee August 31 st to plan the agenda for the retreat The planning retreat is scheduled for September 6th in the Community Meeting Room. Exteriur Art Mr. Heindel reported tint the final sculpture designs will be presented on October 12th. Committee Any surplus funds will riot becomo part of the public an education fund as stated on the budget memo by Jonathan Glus, but will be controlled by the Library Board. Ellen Newcomer stated that it is imperative that the Library owns the copyright for the sculpture, especially since Library funds arc paying for it. Cheryl Wollin will contact Jonathan Glus about the copyright ownership. PRESIDENTS Ms. Wollin discussed a possible staff recognition event towards the end of the year. REPORT VICE PRESIDENTS Ms. Newcomer prescnted the financinl report for the four months ending June 30, 1995. REPORT The North Branch rent income may be affected by a rent-free buildout period for a new tenant. The Friends book sale wea a big success. LIBRARY Neal Ney presented the Library activities report for the month of June, and spoke of the DIRECTOR'S REPORT 20.25% increase is circulation to Evanston residents. The ALA grant application for fundraising training has been approved. NEW BUSR40S Budget FY96.97 The Board discussed a memo from Paul Gottschalk detailing the need for additional maintenance staff, Them was a consensus that the building has to he well -maintained and that this position is necessary. Several members of the Board expresscd concerns about the limited custodial staff and possible consequences to the building. Archibald Br-iant movers, second by Ann Weise, MSP Additional The Evanston Public Library Relator of Dimctors moves to approve the addition of Maintenance staff one Custodian in the FY96-97 budget proposal. Passed unanimously on a voice vote. Other staffing needs wers discussed, including a public relations position and more security monitors. The strategic planning process should address staff resources. The Board instructed Neal Ney that the budget transmittal memo should highlight the Board's concerns about the need for additional security and prsfessional staffing. Neal Ney discussed a proposal for Per Capita Grant expenditures that altacatcs additional funds for purchasing library materials. Ellen Newcomer moved, second by Archibald Bryant, MSP Per Capita The Evanston Public Library Iluard of Directors moves to approve the expenditure of Grant the Per Capita Grant as follows: $70,000 for library materials; $15,000 for automation; $3,541 for processing supplies; S3,000 for capital expenditures. Passed unanimously on a voice vote. _� j All - -�'�� �_. ��P"'�.-fir• �'�,� � �c �� :.,� 1 � z.. � � .. 5 S � �.� '� '`p� d�g,6 �.wr LL� e°r�:'C+ �k - _ �� �� .•, rs,�.,�,k _ ,� R,f��, a.. -c �. ��,.a..�_-. ,.�.. as �� ii��0� i. ��i °•.�I� r,�.l�. J���°: Atli 1 Y :41 i- ° Neal Ney proposed three capital expenditure requests. Ellen Newcomer moved, second by Gloria Bullock, MSP Capital 'The Evanston Public Library Board of Directors moves to recommend to the Expenditures Library Friends that the following items be purchased with book We funds: an electric stapler, two microfilm lenses, and two paperback browsers. Passed unanimously on a voice vote. Neal Ney discussed a proposed plan for purchasing materials in FY96.97, Including funds raised for the Fund for Excellence and by the Library Friends. Archibald Bryant moved, second by Ann Weise, MSP Materials The Evanston Public Library Board of Directors moves to approve the budget Expenditures for materials expenditures as proposed. Passr.,d unanimously on a voice vote. Transfer of Neal Ney discussed the issues involved in transferring the Library's endowment to the Endowment Foundation for the Evanston Public Libras•/, including the legality of the proposed transfer. An opinion from an attorney specializing in not -for -profit law will be sought. Neal Ncy was directed to draft a letter addressing the relevant questions, Drew Plcindel moved, second by Archibald Bryant, MSP Endowment The Evanston Public Library Board of Directors moves to seek a legal opinion Transfer on the transfer of the Endowment funds to the Library's Foundation. Passed unanimously on a voice vote. Board Committee President Wollin proposed having die Board meet as a Committee of the Whole on the Meeting Schedule first Tuesday of cacti month as a means of streamlining the decision -making process. Tins meeting would reptace the separate committee meetings that are often difficult to schedule. Ad -hoc cornmitt= would be appointed as needed to address big issues. The first Committee of the Whole meeting will be on Tuesday. October 3rd at 7:30 p.m. Since this was her last official meeting, Ann Weise expressed her appreciation for being able to work with such a wonderful and talented Library Board. ADJOURNMENT Archibald Bryant moved, second by Drew Heindel, MSP Adjourn Them being no further business, the Evanston Public Library Board of Directors moves to adjourn. Paused unanimously on a voice vote. The meeting adjourned 1035 P.M. 3 ` 4d - 3-a�- r, gg -A MEMO Mee" f ._.. EVANSTON PUBLIC LIBRARY Board of Directors Meeting September 19, 1995; 7:30 P.M. MEMBERS PRESENT Camille Blachowim Doris Brown, Gloria Bullock, Michael Cervantes, Sheldon Gather, Drew Heindei, Ellen Newcomer, Cheryl Wollin MEMBERS ABSENT Archibald Bryant STAFF PRESENT Library Director Neal J. Noy Administrative Services Manager Paul Gottschalk Technical Services Manager Marlervs Harris Head of Readers' Advisors Laura Dudaik Head of Children's Services Jan Bojda Circulation Supervitor Charles Elftmann Executive Secretary Ruth Granick CITIZENS PRESENT Brett Snodgrass of Playhouse PRESIDING Cheryl Wollin, President CALL TO ORDER President Wollin called the meeting to order at 7:35 P.M. COMMENTS FROM None. CITIZENS The minutes of the Library Board meeting of July ISth were reviewed and one change made. Sheldon Garber recommended that the Board minutes he signed by the Board Secretary. Ellen Newcomer moved, second by Camille Blachowim WISP Approve The Evanston Public Library Board of Directors moves to approve the minutes Minutes of of the Library Board meeting of July 18, 1995 as amended, 7/18/95 Passed unanimously on a voice vote. The Board next reviewed the minutes of the Strategic Planning Committee. (Gloria Bullock entered at this time.) Camille Blachowicx moved, second by Ellen Newcomer, MSP Approve The Evanston Public Library Board of Directors moves to approve the minutes Minutes of of the Strategic Planning Committee for the meetings of July 15, 1995 and 7115195 and August 31, 1995, as received. 8/31/95 Passed unanimously on a voice vote. OLD BUSINESS Playhouse Proposal Mrs. Wollin moved this agenda item up since Playhouse's representative, Brett Snodgrass, was present. Mr. Snodgrass thanked the Board for hearing him, and spoke of this theater group. which is looking for a home in Evanston, after three years in Chicago. They are planning the world premiere of a piece compiled from interviews with Evanston residents, A Life in Dreams, which will be appropriate fnr audiences of all ages. It is an examination of dreams and the subconscious, and will feature actors who reptrsent a cross section of the Evanston community, including disabled actors. Playhouse, which plans two shows on Saturdays and one on Sundays, is a nonprofit organization and is ra!iciting grants for this series. Tickets would be $8 each but no one would be unned away. Mm hours of tht shows would coincide with Libm ho.irt and sceri ry will be brolten down ai the end of each day so that the roost world be tradable. for other group o'tuirig the week. Rchtar.Ws am planncd for a site cu, of ft Ubmy. ,.. .. •IT" �-1f'1-N�� "��4'•�'�• -{r � i �u{-i n- ,--.�i�`r "�.'.�i�:-'S, _ �v r .� �'ii-N il'11145 T1 �i.t',I.Ti4Rb �.:.�,rwNIN III gill ItIi*. Jilin II.I.A...11'. a_w �l.oiii Mr. Snodgrass colI his prescntatlon and thanked the Board for heating '' � # , - • ". Boardmembers thanked him for his explanation of the Playhouse Proposal, and fie Ion. ,r;. Board members decided to hold further discussion of the proposal until Drew Heindel � joined the meeting. Sheldon Garber moved, second by Ellen Newcomer, MSP Table lice Evanston Public Library Board of Directors moves to table the Playhouse Playhouse Proposal for future consideration. Proposal Pkued unanimously on a voice vote. COMMTI'I'EWREPRESUNT'ATiVE REPORTS Space Planning There was no report. and Physical Facilities Materials and In the absence of Committee chair Archibald Bryant, there was no report. Services Policy Management 'there was no report. Policy Development Michael Cervantes asked Ms. Newcomer to discuss plans for the upcoming Library Birthday Party. Invitations have been mailed with a reply card offering a choice of attending the party or donating a lesser amount. Mrs. Wollin said that $5.1 SO had already been received. Ms. Newcomer reported that a significant number of donors who had not previously participated in any Library fund-raising activity had sent in donations to the party. The Annual Report was mailed to businesses with a cover letter. The next step is mailing the report to those on the Library's Donor list, with a different cover letter. I11s. Newcomer suggested that some funds be earmarked for mailing costs and to cover salaries for students to do the mailing work. The Committee of the Whole will plan the next steps for the p?sty. Mrs. Wollin said the party, a Board mponsibilhy, is for "a y terrific causer' 'including collection enrichment and reference materials on CD-ROM. Mrs. Wollin also reported that many autographed books had been received for the silent auction. North Suburban There was no report. Library System PRESIDENTS Mrs. Wollin reported that the Library Project Finance Committee will meet during REPORT the second week of October. The Library Project Contingency Fund was also discussed. Neal Ney and Mrs. Wollin plan to attend an American Library Association (ALA) conference on Fund Raising - the fees will be covered by a grant from the ALA. Mrs. Wollin also mentioned that a sample of the Library afghan will be unveiled at the Birthday Party. The Evanston Library Friends will have a table at the party to take order[ for the afghan. It is hoped that the Evanston Library Friends will earmark money from sales of the afghan for collection development. VICE PRESIDENTS Ms. Newcomer presented the financial reports for the five months ending July 31, 1995. REPORT and the six months ending August 31. 1995, Mr. Cervantes said the figures were right on target. To a question on copier revenue and quality, Paul Gottschalk explained that the copiers arc leased, and that there is not much choice of vendors for the specific type of book -edge copying machines the Library requires. Other vendors arc being sought. d 3 7M Ai t eft l CK" d ttt t6'Prieti6l' Board met last week. She said that Dartieila Pick4d, Chair of die Miends' Program Committee, has secured "amw-zing programs" for presentation at the Library. Neal Ney said the Friends have scheduled semirtars im Alzlteimcrs Disease, a one -act play, and lectures on psychological fitness and family management. Ms. Newcomer spoke of the coming book WC, at which volunteers will work in two-h4mr shifts. She and Mts. Wollin will work at the sale, pod Mrs. Blachowicz will coordinals the volunteers. The ongoing book sale+ were also discussrAl. LIBRARY DiRECrOR'S Mr. Noy prewnled the activities reports for July and August, 1995. He spoke of sevcrnl REPORT incidents at the Library invol%ing stolen bicycles, a flasher, a bleeder, and vandalism, and how they were handled by staff: He has planned articles for th+, Library's monthly Newsffarhes, in which one section of the Problem Situation Manual will be discussed In each issue. To a question an Library security, Mr. Ney said that there was no news on the missing sculpture by Lehmbruck, but Ruth Weiner's ceramic piece, which is in its own case, is firmly secured to the floor. The Board's discretionary funds - Book Salo revenues and Gift Fund Revolving Interest, will be ovemisent with the printing of the Annual Report and the bill for Strategic Planning presented by the Executive Service Corps. Marlene Harris spoke of the newspaper indexing project, which is proceeding quite well, The question of a source to fund the project was discussed. 'fire Board moved to amend the motion of April 18th concerning this project. Doris Brown moved, second by Camille Blachowicz, MSP Indexing The Evanston Public Library Board of Directors moves to accept the proposal from Project DataBase Designs to write a Paradox for Windows application to provide an online index to the Evanston Review at a cost of $9.120.00, Work on this ptoject will not begin until August of 1995, and the indexing is to begin in January, 1996. Funding will be from the Library's Gift Fund. Reimbumment for this bill will be requesW from the Library Project Contingency Fund and, if this is not available, the Evanstrrrt Library Friends will be asked to fund this project. Passed unanimously on a voice vote. NEW BUSINESS Playhouse Proposal The Board resumed discussion of this matter. Mr. Cervantes askW whether the Library had learned anything from Northlight Tbeatrc's use of the Community Meeting Room. Mr. Ney said that it had entailed a great amount of work for the maintenance staff, produced very good public relations, And caused slight damage to the building frx which Northlight had paid; the benefit event for which the Library and Northlight had contracted is still open. Playhouse's scenery would to low impact. entailing rro problems for Library staff. A life in Drearns will be family theater, and good for the community. An exception to Board policy was considered, so that admission could be charged, as well as a fee for Playhouses use of the room. Mr. Heindel asked whether the Board should continue to permit organizations charging a fee to use our meeting rooms, thus setting a precedent, but Mrs. Wollin said that a free will offering, or a suggested donation, would obviate that problem. Another consideration was that the Meeting Room Policy holds that anyone can join any meeting or activity taking place in the Library's meeting rooms. Board members fell uncomfortable about tying up the room for one organization, forcing out other not•for-profit organizations. Mr. Garber felt that the Library should show itself hospitable to an innovative idea with broad participation by the community. Mrs. Blachowicz said a theater piece composed of interviews with Evanstoniuts coincides with the Librwy's minion statement - a literary performance relating to Evanston, It was 3 F �rU'�;,<. _ ;;s. 'f•'. _, �- •,era__. .y .. suggested that the Library offer its rrxmM1 t 4 e egi1� err r1*1 tILMAJO �rt � Lin , opc to the public. _ . Several Board members pointed out that there are other sites available, Camille Blachowicz moved, second by Sheldon Garber, MSP Playhouse The Evanston Public Literary Board of Directors moves to reject the Playhouse Pmposal proposal for a family presentation. Passed unanimously on a voice vote. Mr. Ney will convey the Board's decision to Playhouse, as well as the Hoard's suggestion that Playhouse hold a reading theater presentation or a rehearsal presentation in the - Community Meeting Room on one weekend and collection a free will offering rather than a fixed admission. Ms. Newcomer thanked Mr. Gottschalk for making the not -for -profit application-, she also complimented Ms. Harris on the letter from Phil Farish and praised Mr. Ney's work on the Choices for the 21 st Century progrcm. Application Fee Ms Newcomer thanked Mr. Gottschalk for making this application. For Foundation 501(c)(3 Ellen Newcomer moved, second by Camille Illachowicz, MSP Application Fee The Evanston Public Library Board of Directors moves to approve the expenditure for Foundation of $465 from the Library Gill Fund Revolving Interest account for the Library _ 501(c)(3) Foundation's 501(c)(3) application. Passed unanimously on a roll call vote. ' Registration Mr. Ney explained that proposed changes in the Registration Policy were motivated by = Policy a case in wlfich an envelope mailed to a patron was returned by the Post Office. The patron's library card was then voided, which angered the patron. Mr. Elftrnann, Circulation Supervisor, recommended revisions to the policy, which now makes a - checkb(x)k acceptable as a form of identification to confirm the patron's current address. - It is also explicitly stated that the Library should be informed when a patron's address changes. Mr. Elfimann also detailed an appeal process, in which patrons proving their identity and Evanston residency satisfactorily to the Circulation Supervisor can obtain Library cards. - Ellen Newcomer moved, second by Gloria Bullock, MSP Registration The Evanston Public Library Board of Directors moves to approve the revised Policy Registration Policy. Passed unanimously on a voice vote. Bulletin Board The Board discussed location of this item, which is intended for announcements by = the Library Board and the Evanston Library Friends only. Ellen Newcomer moved, second by Michael Cervantes, — MSP Bulletin The Evanston Public Library Board of Directors moves to approve the Board expenditure of $288.50 in Library Gift Fund Revolving Interest for the purchase of a bulletin board to be used in the lobby to post Library Board and Evanston Library Friends announcements. z: Passed unanimously on a roll call vote. 4 - - -�, i' I j . � w „, r . � r " � „ n r r i enr"'1R+--�'n1,T,irTt...—i!Iw• n . . ~ 1 n N' � A �,' ` 7r � OR - :'.i .�' z. ..+..'' ..`, Ku Exhibits Policy Mt. Ney presented a propo&M flxhiblU 1Pulicy, under Which exhibits *OWAl W limittd to not -for -profit organizations, and held in the blind and Physlcatly Handicapped Room, No exhibits will be hung on the walls, and exhibitors will be responsible for insuring thteit exhibits. Mr. Ney said that the American Library Association, the National Endowment for the Humanities, and the Library of Congress have traveling exhibits, which would be suitable for this space. The Library's only obligation toward these particular exhibits would lr to host u reception and provide the space. (Mr. Heindel entered at this point.) It was suggcsted that exhibits be permitted in the Library from one to three months from time of tet up. A booking can be continuous or episodic, but must remain within the one to three month limitation. This issue will be addressed by the Committee of the Whole, and the Board will vote on it in October. Tlta Board did consent to host a March exhibit on Women's History from the Evanston Historical Society. Aldermanic The Board discussed use of the Library's paging system, and the definition of an Reference emergency. the public address system is now used for closing annouocements. Board consensus was that the Library has adequate emergency procedures in place and that the Library's public address system should only be used for announcements that concern all the patrons in the building. A draft tesponse will be prepared for the Board's consideration. Budget FY19137 This agrenda item was voted on in July, therefore no action was necessary at this time. To a question from Ms. Newcomer on the decrease in funding of ruin Children's Services Mr. Ney explained that all children's materials funds were previously listed as part of Main Children's Services. In the present budget these materials are broken down into Main, the branches, and the Bookmobile. Mr. Heindel spoke of the Hoard's restraint in staffing and Mr. Gottschalk said that a City Council subcommittee will see the budget before it goes to the full Council. 1995 Holiday Patty The Board will ask the Evanston Library Friends to cohost this party; Board members felt strongly that the Library staff deserved recognition and appreciation. Holiday Book Fund The Board's consensus was that the Holiday Boob Fund should again be handled by the Evanston Library Friends. A mailing in the form of a letter and an attractive reply card is preferred. Audit FY 1994193 There was brief discussion on this. ADJOLg4NM 4T Ellen Newcomer moved, second by Sheldon Garber. MSP Adjourn There being no further business, the Evamton Public Library Board of Directors moves to adjourn. Passed unanimously on a voice vote. The meeting adjourned at 10.10 P.M. Respectfully Submitted .3. 4; MEMBERS PRESENT I MEMBERS ASSENT EVANSTON PUBLIC LIBRARY Board of Directors Meeting October 17, 1995: -7:30 P.M. Camille Blachowicz, Archibald Bryant, Michael Cervantes, Sheldon Gerber, Drew Heindel, Cheryl Wallin Doris Brown, Gloria Bullock, Ellen Newcomer STAR PRESENT Library Director Neal J. Nay Administrative Services Manager Paul Gottschalk Technical Services Manager Marlene Harris Head of Children's Services Jan Bajda Clerk III Vicki Kirksey Executive Secretary Ruth Granick CITIZENS PRESENT None PRESIDING Cheryl Wallin, president CALL TO ORDER President Wallin called the meeting to order at 7:38 P.M. COMMENTS FROM None. CITIZENS The minutes of the Library Board meeting of September 19th were reviewed and changes suggested. (Archibald Bryant entered (lie meeting at this time.) Michael Cervan!es moved, second by Camille Blachowicx, MSP Approve The Evanston Public Library Board of Directors moves to approve the minutes Minutes of of the Library Board meeting of September 19, 1995 as amended. 9/19195 Pame i unanimously on a voice vote. 'the Board next reviewed the minutes of the Committee of the Whole. Drew Heindel moved, second by Archibald Bryant, MSP Approve The Evanston Public Library Board of Directors moves to approve the minutes Minutes of of the October 3, 1995 meeting of the Committee of the Whole as received. 10V3/95 Passed unanimously on a voice vote. +311e�'. EF�tS Aldermanic The Board reviewed the draft response to an aldrrmanic reference concerning the Reference: Library's procedures for dealing with emergencies, with particular reference to the Emergency events of September 5th, Situations Drew Heindel moved, second by Michael Cervantes, MSP Approve The Evanston Public Library Board of Directors moves to approve the Aldemtanic memorandum entitled "Aldenmanic Reference: Emergency Situations" as amended. Reference There were rive ayes. Sheldon Garber abstained. Reapaasa n ., r�� ,�r.� .n I i' i1r. pr r�"I III.'•" ��. n4"r. iM .. �- - - -- �� i � i it I• x 1 MY.. Exhibit Policy 1n response to a question from Mr. Cervantes, Neal Ney c xplaitz`d nisi"i SCl1 c1;Nj organization is recognircd by the federal government as nut -for -profit, for purposes of paying income tax. Board members spoke of exhibits in the Library as a way of re1whing t out actively to the community. 1t was suggested that groups wanting to mount exhibits but not having the time or expertise to do so professionally might be referred to the Evatston Historical Society, Evanston Township High School's an department or other Ruch groups. There was further discussion conceming the importance of a spirit of inclusion and n 14ter review of the policy. It was decided that the policy should be revised to inccrpomte inclusive language. It will be reviewed at the Board's November meeting. (Vicki Kirksey entered the meeting tit this point.) Mr. Garber raised a concern about the way in which the Board operates, He thought that the hoard spent too much time dealing with peripheral issue., that the committee structure was not active and that consequently discussions that should take place at the committee level took place instead at Board meetings, and that it was inappropritite for staff recommendations to come to the Board without committee review. He thought that preparing budget proposals to increase the City's funding for the Library was the type of issue that the Board should be dealing with. President Wollin reminded Mr. Garber that the Board had decided in July to replace the existing committee structure with a regularly scheduled meeting of the Committee of the Whole. Matters that required more discussion or consideration than could be devoted to them at a Board meeting were to be dealt with at the subsequent Committee of the Whole mceting. Air. Garber thought that this would be a waste of time; it %voutd amount to no more than two Board meetings a month, with one meeting being held to vote on things that had Men decided at the other meeting. He felt that Board committees should be actively involved in reviewing staff recommendations before they came to the Board; the Board should only be considering the recommendations of its committees. = Library Director Ney suggested that if the Board wanted to have all matters considered by its committees before they went to the Board, perhaps Board members could keep the first Tuesday free on their calendars. Whichever committee meetings were necessary could then be scheduled for that time rather than holding the monthly meeting of the Committee of the Whole. Mr. Bryant said that he thought it was too early to evaluate the operations of the Committee of the Whcle. Several Board members indicated that they preferred the monthly Committee of the Whole meeting rather than trying to schedule separate committee meetings. Mr. Garber indicated that he thought such a procedure was wasteful of Board energy. He thought that a functioning committee structure would shorten the length of Board meetings and would focus them on the important issues. He hoped that the Strategic Planning Working Group dealing with governance would addr= these issues and recommcrd a committee structure for the Board. 1 he Board decided to continue meeting on the first Tuesday as a Committee of the Whole and asked that all staff recommendations be brought to the Committee of the Whole rather than going directly to the Board. Tltc Board President will assign items to the appropriate committees, which %gill meet to deliberate to needed. It is hoped that many if not all of these meetings can take place at die Committee of the Whole meeting times. COMMI717MEIREPRF.SENTAUVE REPORTS Space Planning There was no report. and Physical Facilities Materials and There was no report. Services Policy 10 X z i - r: •,xt f, \ Sir ;i:: �•'jk1 .�y, + r- I J' 3 .. .* „��. ,.r r - '. . 1.,## ir.14�•j,��Ji�y"Irtr+,.6�,'f>fe.�.l - 5' Management There was no rep(M. Policy r Development Thera was no report. North Suburban There was no report. t5 Library System PRESIDENTS A sheet distributed at the meeting Indicated that the total income from the fund-raising REPORT party was $23,155.50 and that the expenses were $9.686.15, leaving a net Income of, $13,468,36. Mrs, Wallin said that more than $4,000 had been received from the annual report ensiling, and she expressed thanks on heltalf of the Board to the Party Committee for its hard work. 'there were no glitches, and most bills have been received. Mr. Bryant suggested that, since most guests seemed to want to sit and chat with people they had not seen in a while, there be music suitable to quiet conversation at the next party. 'there could also be a fund-raising event, possibly another silent auction. The Development Committee will review suggestions regarding future parties, VICE PRESIDENT'S Since Vice -President Newcomer was abssni, President Wallin asked Paul Gottschalk If Ile REPORT had any comments on the financial report far the seven months ending September 30, 1995. Mr. Gottschalk pointed out that the Library was currently running a negative balance in the main library Book Sate account. This is due to the annual report going over budget and to charging the newspaper indexing project to this account. Both expenses are to be reimbursed fmm other Sources. Mr. Gottschalk also said that he thought the Library's spending was ahead of where it should be if we were to stay within our budget. This is due primarily to maintenance expenditures and temporary salaries. Mr. Garber thought that this was not surprising and That it presents a good opportunity to demonstrate the inadequacy of the City's funding of the Library. Mr. Heindel indicated the budget for FY 1995-96 was very conservative and prepared with very little informntiun about the operating requirements of the new building. The board asked that Library staff prepare a projection budget for them to review at the November meeting of the Committee of theWhoie, Staff was also asked to bring the budget submitted to the City Manager back for further Board review. President Wallin pointed out that it was at 3 present too late to amend the budget presented to the City Manager. but that it would he passible to propose changes to the City Council and that it may be necessary to defend even the modest changes proposed in the budget submitted to the City Manager. Evanston Library The Board reviewed the minutes of the Evanston Library Friends' Board meeting, Friends LIBRARY DIRECTOR'S Mr. Ney presented the activities report for September, 1995. There were no questions. REPORT NEW BUSU40S Staff Christmas Party Expenses and funding for a staff recognition holiday party were discussed. The Library Board will ask the Evanston Library Friends to donate up to S1,000 from Book Sale funds for this staff appreciation event, to which book sale and main library volunteers will also be invited. Staff members and guests will pay $3. members of the Library Board and the Friends Board will be charged the full $15 pticc. 3 mu@,��., Mf iQ °vY@Ilf��r-s-„I�g�. Fib �r+Ili+�I+J.val®�IFS4,i@�otl lll.r i Fund -Raising Discussion now turned to the staff recommendation for ilic purchase of fund-raising Software software using Book Sale funds. President Wollin pointed out that this should rightly he Old Business, since the Board had previously considered the matter. Mr. Oarber said that it was inappropriate for such a recommendation to conic it) the Board without committee review and that it would be unwise to make such a purchase without having the software reviewed by Board members with expertise in the area of fund raising, Mr. Bryant pointed out that staff had done exactly what they had been asked to do; tlicy had Conic back to the Board with a recommendation, President Wollin said that she thought it was important to make this purchase. The people working on the mailing for the party had had to put in a lot of cxiru work because of weaknesses of the existing software used to maintain the mailing list. Mr. Garber tvitcrnted his concern that a decision like this requires comrniucc review and said that he thought it would be a mistake to choose this kind of software on the basis of price. Development programs could be ruined by a poor choice of software. The matter was referred to the Development Committee; Mr. Cervantes will schedule a committee meeting. State Library's Mr. Ncy explained that Section A of the Management Profile prepared by the Library Management Profile Research Center will be redone to correct errors. He will request a change in the comparison group, so that it will use Icn System libraries whose population figures arc close to that of Evanston. Public Art The Board rcvic%cd a sketch by Ralph Helmick of proposed art for the western fa;ade of the Library building. and a inaquette by Richard Hunt. Questions of durability, practicality. and visibility were discussed. Mr. Heindcl said that the Hunt piece would be made of stainless steel, had an intriguing presence, wa% figurative yet abstract. and presented different view% from inside and out of the Library. It would tx very reflective at first but that would diminish over the first several years. It is projected to be I I feet tail, higher than the pillars at the corners of that fa4ade. Mr. Hunt is a well-known African•Amcrican sculptor. Sheldon Garber moved. second by Camille Blachowicz. MSP Exterior The Evanston Public Library Board of Directors moves to approve the sculpture Sculpture submitted by Richard Hunt for the western fagade of the building and to recommend that library Project Finance Committee approve this Ficcc. Passed unanimously on a voicc vote. The Board adjoitined into executive session at 10:24 P.M. to discuss personnel matters. President Wollin announced that the Board would conclude its business at the close of the executive session and would not rcconvene in open session. Respectfully Submitted r Drew Heindel. Acting Secretary Evanston Public Library Board of Directors APPROVED NOVEMBER 21.1995 MEMBERS PRESEN'i' MEMBERS ABSENT !�'�.��( ;�:r Fes• ,-�, APPOOVEID JANUARY—LI ,1M EVANSTON PUBLIC LIBRARY Board of 'frustces Meeting November 21, 1995; 7:30 P.M. Library'% Board Room Camille Blrtchowicr., Dori% Brown, Gloria Bullock, Sheldon Garber, Ellen Newcomer, Cheryl Wollm Archibald Bryant, Michael Cervantes, Drew Heindel STAFF PRESENT Library Director Ncal L Ney Administrative. Services Munagcr Paul Gottschalk Technical Services Manager Marlcne Harris Executive Secretary Ruth Granick PRESIDING Chcryl Wollin, President CALL TO ORDER President Wollin called the meeting to order at 7:40 P.M. 'lice minutes of the library Board meeting of October 17, 1995 were reviewed. Sheldon Garber moved, second by Camille Blachowicx, MSP Approval 'lltc Evanston Public library Board of Tru%ices movcs to approve the minutes of Minutes of of the library Board meeting of October 17, 1995 as received. ILV17/95 Passed unanimously on a voice vote. 'litc Board recommended one change in the minutes of the Committee: of Whole meeting. Camille Blachowici moved, .ccond b) Gloria Bullock, MSP Approval 'Ilse Evanston Public Library Board of Trustees moves to approve the minutes of Minutes of the of the Noveniner 7, 1995 meeting of the Committee of the Whole us amended. Committee of the Passed unanimously on a voice vote. Whole, 11/7195 llAc Board accepted as received the minutes of the October 12, 1995 meeting of the Planning Committee. COMMENTS BY None. CITIZENS 01_D BUSINESS Exhibits Policy The library Board changed the indemnification language in this policy slightly. Sheidcm Garber moved. second by Doris Brown, _ MSP Exhibits '11ir Evanston Public Library Board of Trustees moves to approve the Exhibits Policy Policy as amended. Passed unanimously on a voice vote, �"- . _ - - - - --_ - - _ -- , - � ,t.. � - +- n• . - +. ,. - - ,A ,' ,e-n nT : . i r �p in n <n ,� �, ri�.,.1i .�ln R+ i �+'n.'>�"_ Committee of the Whole Fee Schedule Gloria Bullock moved, second by Doris Brown, IVTSP Fee The Evanston Public library Board of Trustees moves to approve (fie Exec Schedule Schedule as received. Pored unanimously on a voice vote. Resolution Doris Brown moved, second by Gloria Bullock, M5I' The Evanston Public Library Board of Trustees moves to approve the Resolution of Resolution of Thanks for the Party Committee as received. Thanks for the Passed unanimously on a voice vote. (Resolution attached) Party Committee Development The next item on the agenda was the acceptance of the gift of fund-raising software from the Evanston Library Friends. In the absence of Development Committee chair Michael Cervantes, )Board Member Sheldon Garber reported that he had spoken to [lie chairman about this matter. Sheldon Garber moved, second by Ellen Newcomer, MSP Accept The Evanston Public Library Board of Trustees moved to accept the gift of Software Gift fund-raising software offered by the Evanston Library friends. Passed unanimously on a voice vote. PRESIDENTS Mrs. Wollin discussed the City Manager's request for a S6AX) cut in the Library budget. REPORT Therc was some discussion about the Library Building Project funds that the Library Project Finance Committee had committed to the Library. Mrs. Wollin said that the Council welcomes knowledge of library's needs and requirements, and is aware that the Library's collections are the Board's first priority. Board members discussed the large deficit In collection development caused by the inability of funding for that Library asset to even keep pace with inflation uvet the past ten years. Ellen Newcomer moved, second by Camille Biachowicz. MSP 'Elie Evanston Public Library Board of -trustees moves to approve a resolution Resolution calling upon the City Council to approve the Library Project Finance Committee's proposal for the di%po%ition of funds remaining n the Library Building Project budget, and oppipsing any reduction in the Library's proposed budget as submitted to the City Manager +m Sepicmr�er 15, 1945. Passed unanimously tin a voice vote. (Resolution attaOied) VICE PRESIDENTS Ms. Newcomer asked Paul Gottschalk to review the financial report for the eight months REPORT ending October 31. 1995. Mr. Gottschalk said that revenues in most accounts, including room rentals. Fines and fees, and lost books, were up, while some budget lines have been overspent. his. Newcomer asked about the distribution of this year's Fund for Exectlence money. Neal Ncy sugrc%tcd that the Fund for Excellence and the Endowment fund interest should he distributed at the same time, so that all projects could be weighed and evaluated at the same time. 'Die Endowment Fund interest has been distributed in Aiareh for t}tc past few years. thus providing the Board and staff with the opportunity to sce what had happened during the City Council's budget deliberations before making a commitment with these collection development funds. Ms. Newcomer raised a concern about some of the commiunenic that the Board had made last year that might be coming due soon. She M JV i r'• �• was part icularly'concerned Arut the subscriptions to the CD-ROM dutabases for the Reference Department, and the approval plans for art boosts and recorded books. Sonle Board members raised a concern about using phil,,nthropic funds to support ongoing costs. Mr. Ncy stated that he thaughl that the CD-ROM subscriptions and the recorded book approval plans could be covered with Per Capita Grant funds in FY 1996-97, so that the problem was to cover the transition period. The art books, on the other hand, he thought were oppropriutely purchased with donated money since the purchusscs were for materials that went beyond what one would expect to find in most public libraries. Sheldon Garber moved, second by Ellen Newcomer, MSP Approve The Evanston Public Library Board of Trustees moves to approve the expenditure of CD-ROM, ART $25,000 from the Fund for Excellence to support the purchase of CD-ROM databases AND RECORDED for the Reference Department, and the approval plans for art hooks and recorded BOOKS books. Passed unanimously on a cull call vote. Evanston Library Ms. Newcomer spoke of the work of the Evanston Library Friends. The Holiday Book Friends Fund mailing will lie done November 27th, and volunteers are needed. The Bonk Safe also needs volunteers. Blanche Gildin, Book Salo Coordinator, expects revenue from this sale to exceed that of previous sale. Donations of library materials are accelerating. Tberr will he an orientation for bix)k sale volunteers, a special preview sale for them, and they are invited to the party that the Library Board and Evanston Library Friends' Board are hosting for (lie Library staff. Ms. Newcomer spoke of the programs the Friends have brought to the Library through their Program Commiuce, and of the excellent job done by Danielle Pickard, Committee Chair. Family Night was attended by over 600 people, an excellent outreach program that brought in a much more diverse group than ever before. Mr. Garber pointed out that dtc book sales, the Holiday Rot)k Fund, and the annual report add to the community's interest in the Library. He suggested an event at which the Library would display new books; people would "buy" whichever txmks they preferred, and a book plate would be placed in the boos, honoring. the " purchawr." LIBRARY Neat Ncy presented the Library activiiic% report for the month of October. There were no DIRECTOR'S REPORT questions. In response to a question from Ms. Newcomer, Ms. Hams said that about 60 people had atirtided the la_<t public Internet class. The Internet docents are all adults, and many of them belong to the Evanston Literary Friends. Mr. Ncy said one -ices people at the Reference terminals playing games. NEW BUSINESS Report on Fund- Mrs. Wollin spoke of the three -clay fund-raising workshop she and Mr. Ncy attended. Raising Workshop presented by the American Library Association and the Fund -Raising School of Indiana University. She showed slides on tilt workshop, the first of which held the slogan y "fund raising is the gentle art of persuading people to experience the joy of ,giving." The workshop focused on vehicles of giving, (tic human resources necessary, stressed that all members of an organization should participate. The CEO brines vision and authority to this effort, a mission statement needs values. 'Iltc roles of the committer chairs were discussed, as well as stewardship, timuegy, cultivation of donor lists, the qualities of the individual prospects and involving them as Library advtx�ales, the composition of a tuiard and its philosophy. 'Mere is much work for the Board w do. Attendees did %mall group role playing, and the importance of face•to-face solicitation was emphasized. Mr. Ncy stressed the importance of an annual campaign. 3 ADJOURNMENT MSP Adjourn RespacifullY Submitted, Camillc Oluchowicz moved, second by Gloria Bullock, There being no further business, the Evanston Public Library Board of Trustees moves to adjourn. Prised unanimously on a voice vote. The inceting adjourned 10:(X) P.M. El len Newcomer, Acting Secretary Evanston Public Library Board of Trustees 4 A1311ROVEDJAaUARY 16.1996 EV.Pi i'ON PUBLIC LIBRARY Board of Trustees Meeting January 16, 1996; 7:30 P.M. MEMBERS PRESENT Camille Blachowis:z, Doris Brown, Archibald Bryant, Michael Cervantes, Sheldon Garber, Nt:w Ilcindel, Ellen Newcomer Cheryl Wollin MEMBERS ABSENT Gloria Bullock STAR PRESENT Library Director Neal J. Ncy Administrative Services Manager Paul Gottschalk Executive Secretary Ruth Granick CITIZENS PRESENT None PRESIDING Cheryl Wollin. President CALL TO ORDER President Wollin called the meeting to order at 7:41 P.M. COMMENTS FROM None. CITIZENS The minutes of the Library [Board meeting of November 21. 1995, (if the Management Policy Committee mccting of December 19, 1995, and the Strategic Planning Committee meetings of Novensfer 16, 1995, December 1A 1995 and January 9. 1996 were reviewed. Michael Cervantes moved, second by Drew Hcindcl, MSP Approve The Evanston Public Library Board of Trustees moves to approve the minutes of Minutes the Library Board meeting of November 21,1995. the Management Policy Committee mccting of Dcccmber 19, 1995, and the Strategic Planning Committee meetings of November 16. 1995, December 14, 1995 and January 9, 1996 as received. Passed unanimously on a voice vote. OLD BUSINESS Library Building Project Budget Discussion of this agenda item was postponed until later in the meeting, at which lime the Board discussed strmcgy for securing a portion or the remaining Library Building Project funds for Library purposes The Library Project Finance Committee approved a proposal to transfer S250,000 front the Library Building Project budget for other City projects and to reserve the remaining funds for library automation and collection devchipment needs. The City Council has delayed consideration of the remaining Library Building Project fuss&, until the Capital Improvement Plan is reviewed on February lthh. The Board will make a pscsentation during the Citizens Comment section of the January 22nd meeting of the City Council. Sheldon Garber noted that the bonding document that made the new Library building possible specifics that the funds arc for the Library, and Mr. Heindel stated that this is money that has been allocated for the Library. Dr. Gloria Bullock, Secretary of the Evanston Library Board of Trustees, will be asked to read a Board resolution as d►c Council meeting. Board members from the Library Board and the Friends' Board will attend, to show support for the Library. Mrs. Wollin and Drew Heindel will speak during the Citizen's Comment period. r.' ter" <s_.. a x ,:: •hr�7 ,,f � �'7 sip. ` Y h I ' Y The Librti y, said Mr. Garber, is an anchor tctructure in the revitalixatlos o Evanston, not just a warehouse. The Library serves the cultural needs of a diverse population. All Evanston loves the new building; the Library Board and citizens have thanked the City for it. 'Fite ability of the Library to serve should not be endangered by making the Library an empty shell. COMMITTEEIREPRESENTAI VE REPORTS Management Flien Newcomer spoke of the budget tutorial Paul Gottschalk conducted for the Policy Committee, during which expenditures wen broken out into four categories. Copies of this breakdown were distributed at the meeting. Ms. Newcomer pointed out that since only two members of the Committee were able in attend the tutorial. this was not an official meeting and minutes were not prepared. Some line itemx are repeated from year to year, and the Library budget lim remained static for many years. The role of the Library Board in budgeting was discussed. Mr. Garber felt that the 13omd should take an activist role in budget prcprration, and submit a budget to the City Council in July. Strategic Plan objectives and budget objectives should be tied together. Board members raised the question of the impact of rising costs in the education and publishing industries on the Library's material costs. the possible nerd for n:w budget lines was referred to the Management Policy Cvmmitice. Consensus was that electronic resources - CD-ROM. Internet, Children's Room computers, ctc. - should be shown as separate from materials and facility expenditures for purposes of analysis. Mr. Gather suggested that the Board securt. from the John Buck Company the marketing plan for the complex plann:d for the site where Washington National used to be, in order _ to develop a profile of this doorstep markel and discover what new demands will be made on the Library from the inhabitants of this development. Increased use of the Library is anticipated from its 500 residential units. PRESIDENTS Mrs. Wollin announced that she had received a check for $818 from Mr. Jewel, as credit REPORT from rite Library Birthday Party. The new database software. Paradigm, has been installed and Marlene Harris is working an the parameters. This item will he on the February agenda of the Board's Committee of the Whole. Mrs. Wollin drew the Board's attention to a memorandum to the Mayor and Aldermen from Dona Gerson, a staunch Lib M. supporter, stating that the Library Building Project 1'und!. should be used for the Library, not directed to other City programs. A fetter to Mrs. Wollin from Evanston Library Friends' President Jay Carow concerning a plaque to honor Evanston Library Friends Sustaining (life time) members was discussed. (Archibald Bryant crttcred at this point.) Concctns were expressed that the Fricnds may have promised this form of honoring the Sustaining members without receiving prior approval of the Library Board, and that a $1,000 contribution was not a large enough gift to merit permanent recognition. The Board's consensus was L'tat space be provided in the Community Meeting Room for the Friends to honor their Sustaining (life time) members. The Friends will be asked to propose a plaque design to the Library Board. VICE PRESIDENT'S Ms. Newcomer spoke of completely new Library donors, for the various funds and the REPORT coverlet. She then raised questions on line items that were overspent. Paul Gottschalk explained that costs of materials, specifically paper, have risen. The Library has run many large printing jobs in conjunction with the opening of the ncu building, The public y printers, which arc getting a lot of use, will eventually require a fee. due to the high cost of their ink jet cartridges and paper. The Maintenance salary line is overspent due to 22 overtime caused by an increased work load shouldered by an inadequate number of ataff. I 2 :;i'�-- �^`=A� -MAM=air-rrr��fr•F„b.-.�r...�..M..-rw.,..wggyti,�,yn;,„-° - t' Y t Evanston Library The Board instructed the Library Director to dmlt a res�k 11i y rintti i?vartston Friends Library Friends for their support of the staff holiday party, Ms. Newcomer said that the new Bookmark will he distributed shortly. Blanche Gildin, Book Sale Coordinator, needs volunteers to help set up and take down. At the December meeting of the Friend^r' Board, Ms. Newcomer suggested that the Friends conduct quarterly family programs at the Library on a Friday evening. 'Ihe Board supported tlti+t suggestion. Camille Blachowicr said it is grxxl to involve the Friends in tha Library's Strategic Ilan, and Ms. Newcomer said tha Friends arc developing goals for their organization. LIBRARY DIRECTOR'S Neal Ney presented the activities reports for November and December, 1995. There weir REPORT no questions. He announced that the Foundation for the Evanston Public: Library now has tax-exempt status. At a suggestion from Mr. Bryant, it was decided that incident reports will be placed to the Board packet rather titan being mailed, unless the incidents are quite serious. NEW BUSINESS Holiday Schedule Questions were rnited about the logic of having the Library open until noon on December 241h. Most people arc otherwise occupied that day, and traffic is very light at the Library. Time off for Library staff could be adjusted accordingly, and the public would be informed by signs posted in the Library. Archibald Bryant moved, second by Ellen Newcomer, MSP Close Library The Evanston i'ublic Library Board of Trustees moves to approve the schedule of December 24. 1996 holiday closing% for 1996. with the change that the Library will be closed the entire day of December 24, 1996. Passed unanimously on a voice vote. Purchases For The Ms. Newcomer suggerlcd asking the Friends for $8,000 for the Endowment Fund. in light Evanston Library of the sttcccss of the hook talcs and the importance of investing the Endowment Fund. Friends Bvuk Sale More easels, and a c+offce put for the Fricnds' programs, are needed. Funds Ellen Newcumcr moved, second by Camille Blachowicz, MSP Book Sate The Evanston Public Library Board of Trustees requests S8,000 in Book Sale Funds funds from the Evanston Library Friends, to be transferred to the Library's Endowment rund, and requests the purchase of easels at a coat not to exceed $450 and the purchase of a coffee pot at a cost not to exceed S 150. Passed unanimously on a roll call vote. Oakton Community Mrs. Wollin spoke to the Board about a letter from Oakton Community College, College Proposal requesting free use at the Library's Community Meeting Room for a federally funded program for senior cttwens called Humanities Treasures. Such use; would violate Board policy concerning tecurring weekly events and rental fees. Although this is an outreach program and the Library does Outreach and educational programs (Choices for the 2lst Century, Internet training sessions 1, since the Library has no budget for public relations it was felt that this program belonged under the aegis of the Evanston Library Friends. The Library Directot was instructed to investigate whether there are any charges for participants in this program, artd to consider the policy implications. The Board will consider the matter at its February rnceting. 3 - •} '•+�� �: :jY;. sf, �' _ �'1`r{f Cyi �l_S ��'i f i�e` ��Lt ADJOURNMENT Ellen Newcomer moved, second by Camille Blachowicx, MSP Adjourn Thcrc being no further business, the Evanston Public Library Board of Trustees moves to adjourn. Passed unanimously on a voice vote. The meeting adjourned 10:09 P.M. Respectfully, Submitted, 4z� Ellen Newcomer, Acting Secretary Evanston Public Library Board of Trustccs - D FEBRUARY k9996 4 t:. -yy$:saawrrs�'- �- i _ -s �'�-%-`r���,.�. ���i�—� a�erarE,•�re�l�nl�7�'ik5i'a`•u AMMER MARCH 19._'199b EVANSTON PUBLIC LIBRARY Board of Trustees Meeting February 20, 1996, 7:30 P.M. Library's Board Room MEMBERS PRESENT Cmunlllc Blachowicz, Doris Brown, Archibald Bryant, Gloria Bullock, Michael Cervantes, Sheldon Garber, Drew Heindcl, Ellen Newcomer. Cheryl Wallin MEMBERS ABSENT None STAB PRESENT Library Director Neal J. Ney Administrative Services Manager Paul Gottschalk Technical Services Manager Marlene Harris Executive Secretary Ruth Granick PRESIDING Cheryl Wallin, President CALL TO ORDER President Wollin called the meeting to order at 7:38 P.M. The minutes of the Library Board meeting of January 16, 1996 were reviewed, Ellen Newcomer moved, second by Gloria Bullock, MSP Approval The Evanston Public Library Board of Trustee~ moves to approve the minutes of Minutes of of the Library Board rnccting of January 16. 1996 as received. 1/16/96 Passed unanimously on a voice vote. 'Ilse Board accepted as received the minutes of the January 18. 1996 meeting of the Strategic Planning Committee. The Award recommended two changes in the minutes of the Committee of Whole rnccting. Camille Blachowicx moved, second by Gloria Bullock, MSP Approval The Evanston Public Library Board of Trustees moves to approve the minutes of Minutes of the of the February 6, 1996 meeting of the Committee of the Whole as amended. Committee of the Passed unanimously on a voice vote. Whole, 2/6/96 ' COMMENTS BY None. CITIZENS OLD BUSINESS Mrs. Wollin moved review of the Strategic Plan to the end of the meeting, to facilitate Board action on the other agenda items. Evanston Library Mrs. Wollin had discussed this item with Drew Heindel in his capacity as architect. The Friends Book Sale top of the banner will hang over the parapet, and two holes will be drilled 12 feet above the ground to secure the bottom of the banner. Mrs. Wollin then removed her objections to this project. Drew Heindcl moved, second by Doris brown, MSP Hook Sale Banner The Evanston Public Library Board of Trustees moves to approve the installation or new Hook Sale banner on the exterior of the Library building. Passed unanimously on a voice vote. PRPSIDENT'S Mrs. Wallin spoke of the City Council's vote on the Library 13rojcct Contingency Fund. REPORT She said that the Evanston Library Friends (ELF) are searching for the most efficacious way to alert their members about this vote in support of the Library. Mrs. Blachowic/. said the Board should (bank the City Council for its vote in support of the Library. Ms. Newcomer suggested that the Board think about its role in terms of planning the wisest expenditure of these funds, and Mrs. Brown asked how collection funds are allocated, Neal Ncy suggested contacting various community organization, during this major collection upgrade, for suggestions on items they feel me needed, and Mr. Garber suggested a public meeting. Mrs. Iilachowiez suggested surveying Community organizations, and later highlighting the response made to their suggestions. Mr. Garber said that the Library Huard present~ the Library budget, and the ELF should be part of the budget support pnx:css. The role of the Hoard wtt% discusscd, as well as the wide community support the Library enjoys. VICE PRESIDENTS Nis. Newcomer said that aldermen are requesting quarterly reports from the Library REPORT Director. Current Library bibliographies will he included in this mailing. his. Newcomer Financial Report presented the financial report for the eleven months ending January 31, 1996. There was a question about copier revenue and one about printers for public: use. Mr. Gottschalk said the possibility of for -fee printers in the Library is being investigated. Ms. Newcomer said that she walks through the Library building almost daily. and is delighted at the heterogeneity of users, the huge range of people using the Library. Evanston Library Ms. Newcomer spoke of the excellent response to the Holiday Book Fund, whose art Friends work, contributed by the Evanston Library Friends, is new this year. She suggested asking the Evanston Library Friends to contribute art work fur the memorial gift book plates as well. The Friends need three or four book carts for the lobby Soot. Sales. They will have wood siding stained to match the Library's woodwork. These carts will cost $1,300, and Ms. Newcomer spoke of possible underwriting of the cost of this purchase by small businesses in Evanston. The Hoard's consensus was that it would be a better idea to ask the Friends to purchase these with Book Sale funds. In view of the length of the Friends' Board meetings, Ms. Newcomer suggested the Friends be given a written report on Library Hoard activities, so that time will not be spent at the meetings on an oral report. ELF input is needed for inclusion in the Library's Strategic Plan. Mr. Garber asked for a Friends membership goal statement. LIBRARY Neal Ncy presented the Library activities report for the month of February. DIRECTOR'S REPORT Members discussed the article in the Library Director's report on the Illinois State Library program Chnices for the 21sr Crntuty. Mr. Ney informed the Board that the progrnrns at Evanston were among the better attended in the state, and they are good programs. The Spanish language instruction is proceeding apace and there are plans to expand (his community outreach project. Mr. Ney showed the Board Jack Weiss' annual report, which mentions the annual report his company created for the Library. Mr. Ncy suggested that because it is sometimes difficult to coordinate schedules so that the Board can approve an item going to the City Council for approval, the Board use the mechanism of its Executive Committee as provided for in the bylaws for some of these approvals. Preliminary approval could be given by the Board's Executive Committee, and the full Board could ratify the decision at 3 •Rwl�/. 'ii[Y1 'i7Cl S ..-. _ . .-. .. r_ i .6., ..1_i ,r .1-4•Yl.. Yl _;.L., U1 K Ii�.I,Yi MAI!VY � j q's t+ NEW BUSINESS Putchaso of. Hampers 9-11UT caa rcccavc Duaru a117trtuval aaaSt. Matlenu Harris announced that truining for Paradigm software is scheduled for all day art March l4th and 151h. Library staff, Board members, and Evanston Library Friends Board members who will be using this database Program will attend the class. Board cortscnsus was that this is a worthwhile purchase. [llorin Bullock moved, second by Ellen Newcomer, MSP Purchase of 'Tic Evanston Public Library Board of'Trustecs moves to request that the Evanston Hampers Library Friends purchase, with tip to $560.O0 in Hook Sale Funds, four tcn-bushel laundry•tylr_ hampers to move and store materials for the Hcok Sales. Passed unanimously on a roll call vote. STRATEGIC PLAN Memhcrs spoke of ways of reorganizing the plan-, Drew Hcindel said the idcav should be worked on before the structure of the plan. The goals were felt to reflect the obvious situation as it is. Mrs. BInchowicr said that if un outstanding collection and services are to he developed, productivity must be improved. The question arose whether this would be possible with the present staff, and priorities for allocating staff will be investigated. 'lltc Board reviewed the Plan in depth, goal by goal, objective by objective. Michael Cervantes pointed out that the scrvicr.s the Library provides to help City staff can he enhanced. At present the Library is the City's Internet presence. The Strategic Plan was reordered, and Draft #6 will be prepared for the March meeting of the Committee of the Whole. A party for Ann Weise, a recent Board member and Library Board Secretary, was discussed. ADJOURNMENT Archibald Bryant moved, second by Camille Blachowicz, MSP Adjourn There being no further business, the Evanston Public Library Board of Trustees moves to adjourn. Passed unanimously on a voice vote. The meeting adjourned 10:10 P.M. Respectfully Submitted, Gloria Bullock, Secretary Evanston Public Library Board of Trustees 51 F - 1'i� wit, L 1. 1 L ..,.,1 I.. Al iS�^e+xt�•4�i7�Fi'.i�l{,I'"• F"•°�'w�,i�.d.a, - - I} o,' .44u M QOViED Al'RYl, le�><r '• w.:t~ EVANSTON PUBLIC LIBRARY Board of Trustees Meeting March 19, 1996-.7:30 P.M. Library's Board Room MEMBERS PRESENT Camille Blachowicr,, Doris Brown, Archibald Bryant, Gloria Bullock, Michael Cervantes, Sheldon Garber, Drew Heindel, Ellen Newcomer, Cheryl Wollin MEMBERS ABSENT None STAFF PRESENT Library Director Neal J. Noy Administrative Services Manager Paul Gottschalk Technical Services Manager Marlene Harris Bead of Children's Services ]an Bojda Executive Secretary Ruth Granick PRESIDING Cheryl Wollin, President ' CALL TO ORDER Pfcsident Wollin culled the meeting to order at 7.52 P.M., after photos were taken of the Trustees for the next issue of the Evanston Library Friends' newsletter, The Bookmark, 11tcn the minutes of the Library Board meeting of February 20. 1996 were reviewed. Sheldon Garber moved, second by Doris Brown, MSP Approval 'Mee Evanston Public Library Board of Trustees moves in approve the minutes of Minutes of of the Library Board meeting of February 20, 1996 as received. 212W6 Passed unanimously on a voice vote. COMMENTS BY None, - CITIZENS -q OLD BUSINESS Strategic Plan Mr. Garber commended Library Director Neal Noy for having wo&.cd duough all the revisions of the Plan, and commended Marlene Harris for her format design. Mrs. Brown said she was very impressed with the Plan. This Elan ;announces the Library Board as a different kind of body than in the past, and one deserving of different expectations. - Michael Cervantes spoke of input for the Plan from the Evanston Library Friends, and =_ trustres discussed appropriate steps for communicating the Plan to the community. The Pion lists the Library Board's goals and objectives, and is not an action plan. Consensus was that the Plan should be presented to the City Council, and then to community groups - = the Evanston Chamber of Commerce, the PTA, the McGaw YMCA, and garden clubs - _� demonstrating that the Library Boanl is part of their network and they part of ours. The Board has developed strong support in the community. (Archibald Bryant entered at this jwint.) Discussion followed on the different needs of various segments of the community, an stewardship and technology. Sheldon Garber moved, second by Camille Blachowicz. MSP Strategic The Evanston Public Library Board of Trustees moved to approve the Library's Plan Strategic Plant as presented. Passed unanimously on a voice vote. - - _ `'h i+ ers,.st ,,. �'��,.►.Y`dx# �`� _ �., ,. r ?'.%�ht` ar �c, i:�: a.- .,,u JJL All Ir:.,nrrry �,Yl4WI J.Y iLL.WWh is W ii 1, it .0 wni yN eiYlr.uY a a41N ..r .. r. ff t' . � • 7. Fa' Cheryl Wollin will arrange with the City Manger to present the Plan to the City Council, A meeting to share the Plan with community leaders will also be scheduled. The April 2 meeting of the Committee of the Whole was canceled due to the lack of it quorum. (At this point Drew Hcindcl left the meeting.) Remaining Building The Board discussed the depth and breadth of the Library collections, the need for a Projcct Funds formula for fulfilling specific needs, and development of the Children's collection. Spending Plan Camille Blachowicz asked in what area, other than art, the Library should specialize. Camille Blachowicx moved, second Gloria Bullock, MSP Two -Year The Evanston Public Library Board of Directors moves to approve the two-year Spending Plan spending plan for funds remaining in the Library Building Project Budget. Passed unanimously on a roll call vote. Extension Agency Consensus of the Board was to cut the Bookmobile from the budget for the next fiscal Policy: year. A new position in the Children's Department, working there and as a liaison with Bookmobile Service with Evanston School District 65 and day care centers, will be proposed instead. and Alternatives (Sheldon Garber ;clt the meeting at this point.) PRESIDENTS Mrs. Wollin spoke about her conversations with Northwestern and ETHS staff about REPORT information technology. At Columbia, Missouri, the library and city provide Internet training for a $10 user fee - an intertwining of institutions. Marlene Harris said that = Pcoria has Frccnet, and the Library, the city newspapers and businesses contribute funds to the entity that manages both this Freenct and a hcip desk. Mrs. Wollin called for a committee to report to the Board on what should be done technologically; a meeting will , be scheduled. to which representatives from School Districts 65 and 202 will he invited. VICE PRESIDENTS Ms. Newcomer asked Paul Gottschalk to review the financial rcpott for the year ending REPORT February 29, 1996. Mr. Gottschalk said that the final figures arc not all in, but the Library is over budget modesty in both expenditures and revenue. Evanston Library Ms. Newcomer said that the Friends are spending S 10.000 for the Art Book Project. and Friends will put $8.000 into the Endowment Fund. She spoke of the need to finance Internet education. To a question from Mrs. Brown as to the Library's focus on Internet training. Mr. Ney explained that it is on itsing the Library's resources; Ms. Hams said that 400 people have attended the Internet information sessions. There is a huge demand in the community for such training. Eifen Newcomer suggested that the Friends fund Internet training. Ms. Harris was asked to develop a plan for continuing Internet training. Mr. Ney spoke of the River Oak Arts group, which publishes a magazine and presents "' literary readings. They arc based in Oak Park and arc seeking a second community in which to operate. Readings attd writers' workshops are tentatively scheduled; there will be more information at the April Board meeting. LIBRARY Mr. Ncy presented the Library activities report for the month of February, 1996, and the DIRECTOR'S REPORT fourth quarterly report. There were kudos from the Board to Ms. Harris for the amount of items processed and for the growth of the collection. Mr. Ney said that its last meeting the City Council rejected bids for the Library's janitorial contract and instructed the Library to start over. Mr. Ney pointed out that the Library's staff had followed the City's purchasing procedures in making its recommendatim but that the City Council seemed to be troubled th4t. the contact would not be going to the Current vender, an Evanston firm. Mr. Gottschalk raid that ilia North 2 ��+'� 3x�t a�x' �xtr•���, ,tea e, .T hods immediate replacement. lie has secured four bids for the job, and will ask the City Manger to approve an emergency purchase. Exhaust Fan- Paul Gottschalk discussed a building pressure problem which, at times, causes the Modification exterior drmrs to close incompletely. To relieve this excess pressure more air must be vented through the ventilation systcm rather than through the front doors. Doris Brown moved. secosid by Camille Blachowicz. MSP Exhaust Fan The Evanston Public Library Board of Directors moves to approve a contract with Landis and Gyr for $6,704 worth of modifications to the building's exhaust fan system. Passed unanimously on a roll call vote. ADJOURNMENT Camille Blachowicz moved, second by Gloria Bullock, MSP Adjourn There being no further business, the Evanston Public library board of Trustees moves to adjourn. Passed unanimously on a voice vote. The meeting adjourned 10:09 P.M. Respectfully Submitted. .{ 1 Fx!Lza� Dr. Gloria Bullock, Secretary Evanston Public Library Board of Trustees APPROVED APRIL 16,Ift y r r �;.- ''�:i lax i�t=�.`--_•'-+� EVANSTON PUBLIC LIBRARY Board of Trustees Meeting April 16, 1996; 7:30 P.M. Library's Board Room MEMBERS PRESENT Camille Blachowim Doris Brown, Archibald Bryant, Michael Cervantes, Sheldon Garber, Drew Hcindel, Ellen Newcomer, Cheryl Wollin MEMBERS ABSENT Gloria Bullock STAR PRESENT Library Director Neal J. Ney Administrative Services Manager Paul Gottschalk Technical Services Manager Marlene Harris Executive Secretary Ruth Granick PRE -SIDING Cheryl Wollin, President CALL TO ORDER President Wollin called the r eeting to order at 7:39 P.M. In the absence of Dr. Gloria Bullock, Ellen Newcomer was appointed acting secretary. The minutes of the Library Board meeting of h1arch 19, 1996 were reviewed. Doris Brown moved, second by Camille Blachowicx, NISP Approval The Evanston Public library Board of Tnrstces moves to approve the minutes of Minutes of of the Library Board meeting of March 19, 19S'6 as received. 3119/96 Passed unanimously on a voice vote. The Board recommended one change: in the minutes of the Committer of Whole meeting. Drew Hcindel moved, wcund by Ellen Newcomer. MSP Approval The Evanston Public library Board of Trustees moves to approve the minutes of Minutes of the of the March 5, 1996 m:cting of the Committee of the Whole as amended. Committee of the Passed unanimously on a voice vote. Whole, 315196 COMMENTS BY None. CITIZENS OLD BUSINESS Strategic Plan 71le Board scheduled a presentation of its Strategic Plan to the Interim City Manager and the City Council at the Council's meeting on April 22nd, at 6 P.M. The nature of the presentation was discussed and the responsibility for responding to likely questions was divided among Board members. PRESIDENT'S Mrs, Wobin opted to give her report on the Technology Advisory Gawp, later in the REPORT meeting. - 'n a r � ... . � i .�. n r. Rr� ��I I. •�T 'F v .r+,�RT T'F7i"}rT! +"'.Tr"�pi.�.•.: td A's .., rrr 72. ,�� i' .a�i!} � � � : x-i ��'..�x, rt ! �„Zt .} �f �'S�f � rK,j,yy1 � „ •! �. ,i _ {- � . ; • .'� ti , "yr;: �• i' ''.. ILI, i -- VICE PRFSIDENT'S REPORT Financial Report At the request of Ellen Newcomer, Paul Gottschalk discussed the financial report for the month ending March 31, 1996, and the year-end financial report. Michael Cervantes said the budget came in close, and Board members congratulated Mr. Gottschalk on his managing of the budget. Mr. Heindcl said we now have experience in budgeting for the new building. Evanston Library Mrs, Blachowicz reminded the SoW ol'the need for volunteers for the Friends' book Friends sale and t!rc subsequent cleanup, and several members immediately volunteerrd (Mrs. Blachowicz left the meeting at this point). LIBRARY DIRECTOR'S Mr. Ncy reminded the Board of the many poetry programs corning up in April - poetry REPORT month - of the Evanston Library Fricnds' author program with A, 11. Yehoshua, and of the Jo -Anne Fiirshficld Memorial Poetry Awards program in May. Mr. Ncy presented the activity report for the month of March, 1996. He announced that the Evanston Public Library had received a copy of Encarta software from the American Library Association because of an artiwle in the Evansron Rrview about our "Log On @ the Library" program. He also told the Board that the City's new practice of bundling individual computer equipment purchases into biddable packages means that all computer purchases would now he approved by the City Council. tic spoke of Alderman Guthrie's Reference about a mail box on Church Street near the Library's hook drops, and Alderman Newman's Reference asking for an information piece telling patrons that City Council packets arc available for inspection in the Reference Room. NEW BUSINESS FY1997-98 'Me Doard discussed budget options for FY 1997-98. The Board would like to eliminate Budget bookmobilc service, and add the positions of Children's Services Outreach librarian and Computer Suppc}rt Technician. Tltc Board would also like to redirect the materials budget from the b oktnobile to the Main Library, increase all materials accounts by 4% to adjust for inflation (total S12,900) and incrrasc the Periodicals budget by $5,500 in order to add 100 ruhsctiptrons. The budge: will be discussed in more detail at the May meeting of the Commitler of the Whole. Power Outages Paul Gottschalk explained the problem and suggested waiting a year to gain experience on this aspect of the new building. Board cunsensus agreed with that decision. Appointment of a Board President Cheryl Wallin appointed a Nominating Committee consisting of Nominating Doris Brown, Drew Heindcl and Michael Cervantes. Mrs. Brown will chair the Committee Committee, which will report at the May Board meeting. Annual Rcpart The Board approved the annual report required by the Illinois State Library. Mr. Ney said there will be a typed version as well as the electronic print out, sine this report is needed for grant applications. The Certification section was signrA by the Hoard's President and Secretary. Drew Heindcl moved, second by Sheldon Garber, MSP Annual The Evanston Public Library Beard of Trustees moves approve the annual report Report for the Illinois State Library, as presented. Passed unanimously on a voice vote. Technology Advisory The Board discussed a draft letter concerning the formation of a Library Technology Group Advisory Group, Several suggestions were made as to people to be invited to join this group. Tile subjml will be discmw d further at the May meeting; of the Comn-daw of the Whole, and Maricne Harris will be asked to work on a draft of the Committee's charp. 2 i. 3,��,• Mrs. Wollin reminded the Board about Sundae Sunday, a city-wide celebration of volunteers. Executive Session The Board adjourned into Executive Session for the purpose of evaluating the Performance of the Library Director. ADJOURNMENT The Board came out of Executive Session and voted to adjourn. Archibald Bryant moved, second by Michael Ccrvantes, MSP Adjourn There being no further business, the Evanston Public Library Board of Trustees moves to adjourn. Passed unanimously on a voice vote. Respectfully Submitted, The meeting adjourned at IO.Zo P.M. '�o Ellen Newcomer. Acting Secretary Evanston Public Library Board of Trustees ,&PPROV 3 � `- - - - - - - _ - � � � �,.. rig ,•y� �� i" -n� Apr n•- - � m r1 �gir� n pi,n.�p n .N ,. fir. ����"i 47 F,l ,•fF'. 4:0, EVANSTON PUBLIC LIBRARY Board of Trustees Meeting May 2l, 1996-.7:34 P.M. Library's Board Room MEMBERS PRESENT Camille Blachowicz, Doris Brown, Archibald Bryant, Gloria Bullock, Michael Cervantes, Sheldon Garber, Cheryl Wollin MEMBIIRS ABSENT Drew He'rndel, Ellen Newcomer STAPP PRESENT Library Director Neal J. Ney Administrative Services Manager Paul Gottschalk Technical Services Manager Marlene Harris Executive Secretary Ruth Granick PRESIDING Cheryl Wollin, President CALL TO ORDER MSP Approval of Minutes of 4116196 MSP Approval of Minutes of tho Committee of the Whole, 416196 COMMENTS BY CITIZENS OLD BUSINESS Budget FY 1997.98 REPORTS Nominating Committee PRESIDENTS REPORT President Wollin culled dhe meeting to order at 7:36 P.M. In the absence of Dr. Gloria Bullock, Doris Brown was appointed acting secretary. The minutes of the Library Board meeting of April 16, 1996 were reviewed. Sheldon Garber moved, second by Michael Cervantes, The Evanston Public Library Board of Trustees moves to approve the minutes of the Library Board meeting of April 16, 1996 as received. Passed unanimously on a voice vote. The minutes of the May 7th meeting of the Committee of the Whole were reviewed. Sheldon Garber moved, second by Archibald Bryant, The Evanston Public Library Board of Trustees moves to approve the minutes of the April 6, 1996 meeting of the Committee of the Whole as received. Passai unanimously on a voice vote. None. Mrs. Wollin will send a letter to Mr. Crum, the new City Manager, welcoming him to Evanston and inviting him to meet with the Library Board. She will enclose the Library Board's Strategic Plan. her memorandum to tic Interim City Manager on the Library's Budget, and his Evanston Public Library cart!. Mr. Garber spoke of reconciling the two legal bodies - the City Council and the Library Board of Trusters - and Trustees lauded Mr. Crum's strong support of libraries in Spokane. Mrs. Brown presented the report of the nominating Committee: President - Cheryl Wollin, Vice -President - Ellen Newcomer, Seactary - Gloria Bullock. An amendment to the Board bylaws. removing the stipulation that the Vice President shall be liaison to the Evanston Library Friends, was recommended. The amendment to the bylaws will indicate drat the Board President shall appoint the Board liaison to the Friards. Mrs. Wollin reported that the Jo -Anne Hirshfield Memorial Poetry Awards were very well attended. VICE PRESIDENT'S REPORT Financial Report Evanston Library Friends i< �4� Paul Gottschalk discussed the financial report for the month ending April 30, 19%. r He reported that a check had been received from the Chicago Public Library for Lost and Paid books, covering the period [front 1992 through part of 1995. 'lire Board received the Friends' new Board roster and the minutes of the Friends' Board meeting of March 26, 1996. LIBRARY DIRECTOR'S NW Noy repotted dent the sidewalk on the west side of the Library building buckled on REPORT Saturday, May l 81h. He called to the Board's attention the fact that the Library's architect, Nagle Hantray, had recommended against installing such a sidewalk in this climate-, that the sidewalk design had been dictated by the Strectscapc Design for Downtown Evanston; that Nagle Hartray had recommended the use of expansion joints when this walkway was installed, and that Land Design Cooperative, the designer of the downtown streetscape, had insisted that the expansion joints were not needed. Mr. Noy indicated that a recent inspection of the walk revealed a number of waves and small ridges. It uppears that the walk will increasingly cause problems. Mrs. Brown complimented Marlene Harris on her presentation in Portland at the Public Library Association annual conference; she said that Evanston was positively represented. NEW BUSINESS Resolution for The Board reviewed a resolution in appreciation of Ron Stoner, who resigned as Head Ron Stoner of Information Services to take a position with Dairy Management Inc. Sheldon Gather moved, second by Archibald Bryant, MSP Resolution The Evanston Public Library Board of Trustees moves to approve the resolution in Ron Stoner appreciation of Ron Stoner. Passed unanimously on a voice vote. (Resolution attached) Multimedia Policies The Board reviewed staff recommendations for policies governing the use of multimedia and Purchases software and purchases io make the new multimedia computers received from the State Library operational. Mr. Ncy indicated that the key policy issue was whether or not the Library would charge a fee for the use of these materials. The staff recommendation was to charge a $2.00 fee, to limit the use of the materials to Evanston residents, and to limit use to no more than that items checked out per card per visit. (Gloria Bullock entered at this point.) Trustee Cervantes asked about the CD-ROM recordable unit that the staff proposed asking the Evanston Library Friends to purchase with book sale funds. Ms. Harris explained that it would be used to produce disks with the operating instructions for the multimedia computers. Thc disks could then be used in the; various locations to start the system back uli wlicn patrons either accidentally or deliberately wipe out the system's opetating instructions. Trustee 13m%n indicated that she thought this was an excellent idea. MSP Multimedia The Evanston Public library Board of Trustees moves to approve loan periods. Policies and fees, and restrictions for multimedia software recommended by the staff. It also Purchases moves to approve the purchase of four Lock -Kit 11 security systems at a cost of $111, three Optimus stereo headphones at a cost of $75, two workstations, one for North Branch and one for South (the North Branch unit will cost S412, the South Branch unit will not exceed $450). all to be purchased from North Branch Book Sale Funds currently held in the Library's gift fund. The Evanston Library Friends will be asked to use book sale funds for the purchase of one CD-ROM Recordable Unit at a cost of $1,524 95. Passed unanimously on a roll call vote. AT 2 y _ �IA , .. ,, h 1•" ... n s 1r��. S. i�l�n 5 yy RY nv _ t it has core and supplemenud ctar�du & { aitd E�q �'v��:ilt � `• � ens.- '1'ltrce copies will be purchased and circulated amang the Board, for its review, Mr. Ney hsd distributed in the Board packet a document reviewing the Library's performwice on the core standards, Mr. Garber termed it a solid document and an excellent resource. (Camille Blachowicz entered at this point.) Mr. Garber suggested that the Board meeting agenda have as a standard item the status of the Strategic Plan. ADJOURNMENT Archibald Bryant moved, wond by Michael Cervantes, MSP Adjourn There being no further business, the Evanston public Library Board of Trustees move. -I to adjourn. Passed unanimously on a voice vote, The meeting adjourned at 8:43 P.M. Respectfully Submitted, Ai-i. A15Y-n� Doris Brown, Acting Secretary Evanston Public Library Board of Trustees , `y "r��'rm•��*', �,;" 1 -.�-i. �� �;���K;�'��'� r•�..f�F r'.l��Y,�1��i��-',y .a� #,i, � y 6�Z'BOVED iULY 16. OWN EVANSTON PUBLIC LIBRARY Board of Trustees Meeting June 18,1996-. 7:30 P.M. Library's Board Room MEMBERS PRESENT Camille Blachowicz, Doris Brown, Gloria Bullock, Michael Cervantes, Shcldrn Garber, Ellen Newcomer, Cheryl Wollin MEMBERS ABSENT Archibald Bryant, Drew Heindel STAFF PRESENT Library Director Neal J. Ney Administrative Services Manager Paul Gottschalk Technical Services Manager Marlene Harris Executive Secretary Ruth Granick PRESIDING Cheryl Wollin, President CALL TO ORDER President Wollin called the meeting to order at 7:35 P.M. The minutes of the June 4, 1996 meeting of the Library Board's Committee of the Whole were reviewed and changes made. Michael Cervantes moved, second by Camille Blachowicx, MSP Approval, The Evanston Public Library Board of Trustees moves to approve the minutes Minutes of the of the June 4, 1996 meeting of the Committee of the Whole as amended. 6/4196 Meeting. Passed unanimously on a voice vote. Committee of the Whole Mr. Ney said that the minutes for the May Board meeting would need to be approved at the July muting. He explained that it was at times difficult to get the minutes signed, particularly when there had been an acting secretary for the meeting, before they were distributed in the Board packer as the Board had requested. He suggested that future minutes be signed by himself or Executive Secretary Ruth Granick, with the notation "acting as Secretary to the Board." After some discussion the consensus of the hoard was that future minutes should be sent out in the Buaud packet unsigned. The Secretary or Acting Secretary will sign them after they have been approved by the Board. The draft minutes will still be faxed to the Secretary or Acting Secretary for review before = they are placed in the Board packet.. COMMENTS BY None. CITIZENS OLD BUSINESS Election of Board The Board approved the slate of its Nominating Committee and elected the following Officers officers: President - Cheryl Wollin, Vice -President - Ellen Newcomer, and Secretary - Gloria Bullock. Doris Brown thanked the new officers for their willingness to serve. (Sheldon Garber entered at this point.) 109 74 " All IMF {��1"-'fi`fi►�7"}rT-�- __ Budget Mr. Ncy said suggestions had been received from City staff in response to the City Manager's request for money -saving ideas. Among those targeted specifically for The Library were a coffee shop in the lobby, showing films and charging for them, charging Northwestern University students for using the Library, and discontinuing the bookmobile and branches, Mr. Ney will bring all the suggestions for the library to the July Board meeting. On behalf of the Board, Mis. Wollin said they will he appreciated and seriously considered, Strategic Plan on the subject of the. Beard's position paper oil governance, Ms. Newcomer said the Progress home rule suncy conducted during the planning procrss was very helpful. She will prepare a conrparixon of what Illinois state law says and how the Library is run. The position paper should also include why the Board is concerned about governance. Ms. Newcomer pointed out that concerns about Library governance in Fvanston predate the coming of home rule with the new constitution. She also suggested that there is no significant difference between the Library's current budget and what could be raised with the Library Board's historic tax rate. Ms Newcomer pointed out that reconciling state law with practices of municipal authorities in Evanston raised many difficulties. Mr. Gwbcr said that he, as a Library trustee, needs the powers of an independent hoard so he can exercise his responsibilitic.. Ms. Newcomer pointed out that the City Council has taken no action to change the independent status of library board and she believes they have no power to do so. The City's ordinance concerning the Library says that the Board has all the powers grunted under state law. Mr. Cervantes suggested that a paper be composed, stating the advantages and disadvantages of an independent Library Board, Various problems with the current form of governance, including the delays in hiring full time employees and the added costa of having to follow City purchasing practices, were discussed. Ms. Newcomer indicated that she would like to obtain a review of current home rule case law from Klein Thorpe Jenkins Ltd. Doris Brown moved, second by Sheldon Garber, MSP Legal The Evanston Public Library hoard of Trustees authorizes Trustee Ellen Newcomer Memorandum to expend up to S2,5(xl in Gift Fund Revolving Interest to obtain a review of current home rule case law from Klein "Thorpe Jenkins Ltd. Passed unanimous!y on a roll call vote. Public Library The Illinois Public Library standards on library governance were reviewed. Standards: Mr. Cervantes noted that on.- of the standards calls upon Board members to participate in Governance and at least one continuing education activity each year. Another standard is concerned with Administration selecting people for the Board. In city libraries, like Evanston, members of the board arc appointed by the Mayor and approved by the City Council. Mrs. Wollin said that citizens continually suggest names to her and ask for recommendations to the Board. The Board discussed tic role it aright play in recommending people for the Board. Some educational sessions about the tole of the Board and spending some time with the Leadership Evanston classes were mentioned s avenues for making contact with potential Board members. The nc.%t step in sharing the Strategic Plan with the community also came up during the discussion of standards. The Board's consensus was that Mrs. Wollin should address a letter with a copy of the strategic plan to the leaders of community organizations. The matter of monitoring and lobbying for library related legislation also came up during the discussion of governance standards. Mrs. Wollin asked whether the Illinois Library Association (ILA) was the organization that did this for Illinois libraries. Mr. Ncy said that they had done this in the past, but that the ILA legislative effort is being shut down for a year because of financial problems the association is having. Alternative means of funding this effort are being discussed by the Notch Suburban Library System Board, and Mr. Ncy thought that he might have something an this matter for tlra July Committee of the Whole meeting. Ms. Harris pointed out to the Board that the Communications -�i �. �+`#t'�rr�3.��.'p�-5�-�v..r���'T,+'�-��,_�&�t�rs't�an`�r� `��i�:�r`•���i +�� decUlon in Philadelphia. Mr. Garber notcrl that an editorial in the Wall Street Journal said that the three justices had produced the best manual on the Internet and the first amendment so far. Bylaws Amendment 'tile Board discussed briefly the proposed amendment to the bylaws, which would have removed all reference to the vice-president serving as liaison to the Evanston Library Friends. Mrs. V1Wollin said that she thnught that it was also necessary to say that the President would appoint such a liaison. Other necessary changes in the bylaws were discussed. 'the recently approved mission statement should be substituted for the statement of purpose. The name Board of Trustees should be substituted for Board of Directors in order to correspond to the state law. The bylaws should be changed to correspond to the way in which the Board is currently operating with regard to committees. The consensus was that these amendments to the bylaws should be proposed for a vote at the July Board meeting. REPORTS Fund For Excellence The Committee met on June 11 th and will meet again at 6 PM on July 2nd before the '96 Committee Committee of the Whole meeting. Tire campaign approach chosen is that of a traditional annual campaign, that will include face to face solicitations and possibly direct mail and special events. A campaign committee will be recruited from former Board members, regular donors, regular volunteers, and heavy library users. A draft case statement is being prepared. Technology Advisory Mr. Cervantes spoke with potential Committee members and is hoping to firm things up Committee at his next meeting. PRESIDENT'S In the interests of expediting the meeting's long agenda, Mrs. Wollin (rave a short report. REPORT simply stating that she had written a letter in response to a patron's request that the Library handle vctcr registration. Mr. Ncy reported that the State had prepared a self - registration form for voter registration, but that those using the form would only be = registered for Federal elections, The Board endorsed Mr. Ney's decision not to make this form available in the Library until it would also register people to vote for State and local elections. VICE PRESIDENTS REPORT Evanston Library Ms. Newcemcr said the Board should thank the Evanston Library Friends for a truly Friends remarkable year in contributions to the Library. Mr. Ncy passed around a sketch of the plaque the Friends want to place in the Community Meeting Room, hoonoring life members of the Friends. Ellen Newcomer muvcd, second by Camille Blachowicx, MSP Approve The Evanston Public Library Board of Trustees votes to approve the placement in the Library's Community Meeting Room of a plaque honoring life members of the Evanston Library Friends Passed unanimously on a voice vote. LIBRARY Mr. Ncy presented the Library activities report for the month of May. To a question on DIRECTOR'S REPORT why the Library's collection to date is so much larger this year than last. F4arlene Harris replied that the Acquisitions Librarian has not had time to weed the collection, other than discarding unusable books. Mr. Ncy said that not a great deal of weeding will be done for the next two years, while the Building Project money is being spent. is _ Mr. Ney informed the Board that 32 applications for the position recently vacated by Ron Stoner have been received so far. -..*^}s s J,- Discussion turned to the sidewalk outside the Library which, having no expansion jointo, has buckled again. Then Mr. Ney circulated posters in English and Spanish that were produced as part of the Library's Hispanic Outrerch Program, He also passed out until~ from Einstein's Bagels. For each $2.50 spent there, 50 cents will be contributed to the Evanston Library Friends. NEW BUSINESS Library's Capital Trustees asked what the process is for becoming pan of the City's Capital Improvement Improvement Plan Plan (CIP), Mr. Ney said all City departments are ssked to suggest items for inclusion. Tne Board discussed Mr. Gottschalk's memorandum on the "Library Capital Improvement Plan" and staff was instructed to revise the list for the July Board meeting. In view of the importance of technology Itu'oughout all City departments, the Board asked Library staff to propose to the new City Managet the development of a City-wide plan for the timely replacement of automation equipment. (Mr. Garter left at this point.) Ms. Newcomer thanked Mr. Gottschalk for his draft memorrndum. The difficulty of making the quite diversely sized people who usr. the Children's R(H)m (little ones, middle school students, adults accompanying children, and teachers and other adults who work with children) comfortable was discussed, a propos complaints ahcrul the coldness of the room. Mrs. Blachowicz said books for little ones should not be shelved spine out; she will gather a group of resetting specialists to meet with Library staff and discuss the configuration of the Children's Department. Although it was not on the agenda, Mr. Ney spoke of the urgent necessity for replacing North Branch's air conditioner. In light of the fact that thcrc may not he emergency City Capital Improvement funds available for this purpose, the following motion was reluctantly made. Doris Brown moved, second by Camille Blachowicz, MSP North The Evanston Public Library Board of Mustu:s moves to authorize the expenditure Branch Air of up to $3.O00 in North Branch Book Sale funds to replace the North Branch air Conditioner conditioner, if no other option is available. Passed unanimously on a roll call vote. Facilities Policy The Board discussed a revised Facilities Policy. The revised policy will permit individual artists selected by a jury process to display in the Library's Exhibit Room, will increase the fee for use of the Community Meeting Room from $35 to S50 and the fee for use of the Small Meeting Room from $15 to $25. and will require payment in advance before meeting room reservations are confirmed. Ellen Newcomer moved, second by Doris Brown, MSP Facilities The Evanston Public Library Board of Trustees moves to approve the revised Policy Facilities Policy, which will go into effect July 1, 1996. Passed unanimously on a voice vote. Per Capita Grant The Per Capita Grant application must be submitted to the Illinois State Library by July 15, 1996 in order for the Library to qualify for the grant. Ellen Newcomer moved, second by Gloria Bullock. MSP Per The Evanston Public Library Board of Trustees moves to approve the Per Capita Capita Grant Grant application as presented. Passed unanimously on a voice vote. a . .T"kfi`�4,�+7+,i�"1.:�.,,.=w.:1,'t-'�1�'�`�•'W,++?mv„kwA'*rr�hL�ti"�f*'''a'�4�11�Mfi*',.'�' , +-,��• . Desktop publishing ADJOURNMENT MSP Adjourn Respectfully Submitted. There was much discussion of the stuff proposal to use Book Sale funds to purchase, desktop publishing software and training. Board members suggested that the North Suburban Library System or the City's training budget might be a mute appropriate source of the training. Staff was directed to revise the plan and examine other training options. This agenda item will be trconsidered at the July Board meeting. Camille Blachowicz moved, second by Gloria Bullock, There being no further business, the Evanston public Library hoard of Trustees moves to adjourn. Passed unanimously on a voice vote. The meeting adjoumed at 10:40 P.M. Dr. Gloria Bullock. Secretary Evanston Public Library Board of Trustees dN1 IN A, t pit._ � ...`.``.Is., ♦. . ..�. - .Cyr �3T.i''i" ::y.'. '1{•` APPROVED JUI Y 114. 1290 Committee Meeting Report, Evanston Public Library CONQ+LI rM OF TE. WHOLE Tuesday, July 2, 1996; 7:30 P.M. Library Board Room Present: Cheryl Wollin, Chair, Camille Blachowicx, Doris Brown, Michrel Cervantes, Sheldon Garber, Drew IJeindel, Ellen Newcomer Absent: Archibald Bryant, Gloria Bullock Staff Present: Neal Ney, Marlene Harris, Ruth Granick CALL TO ORDER President Cheryl Wollin called the meeting to order at 7.37 P.M. in the absence of Board Secretary Gloria Bullock, Ellen Newcomer was appointed Acting Secretary. GOVERNANCE Ms. Newcomer I woken with Ken I~riker of Klein Thorpe Jenkins Ltd. POSITION PAPER about public lib.Ay operations in home rule communities. She has sent him the City's ordinance concerning the Library, the ordinance that names the Library Director as a department head, the survey the Board did of other home rule communities, and the Library's S,(Utcgi Plan. (Sheldon Garber entered at this point.) Mr. Friker disagrees with the City's understanding of home rule powers. He contends that the home rule provisions of the state constitution do not invalidate the provisions of Illinois library law. The past acquiescence of Library Boards with the limitations made by the City does not eliminate the Library Board's authority and responsibility under the statute. ILA LEGISLATIVE Mr. Ney explained the budgetary difficulties of the Illinois Library Association PROGRAM (ILA), which are due to the ILA Board's ignoring its fund reserve policy and to the unfortunate scheduling of annual conferences, which caused them to lose funds. Mr. Ney told of a letter he'd written to the ILA Board encouraging them to continue this program. There is a proposal before the ILA Board to have its legislative program contracted out instead of being handled by their own consultant. An effort is under way within the North Suburban Library System to raise funds to support the legislative program. The consensus of the Board was that a financial contribution from the Library would be inappropriate. BUDGET FY 1997/98 Trustees discussed the impact of the Library's Strategic Plan on the budget. They were looking forward to meeting with the new City Manager, perhaps at the Board's July meeting, for a constructive discussion. Mr. Ney spoke of a three million dollar gap between the cost of running the City and projected revenue; he expects requests for layoffs and cuts in the FY 1497/98 budget. REPORT ON SEMINAR Mrs. Wollin distributed to the trustees copies of a report on this NSLS program. ABOUT EVALUATING which was attended by twenty people. Board consensus was that employee LIBRARY evaluations of the Libray Director would not be useful. Mr. Ney told of his DIRECTORS "Let's Talk" meetings, the goal of which was to foment ideas for improving the quality of service at the Library. When the City instituted its Customer Service program, the Library's Customer Service Committee took the place of the "Let's Talk' groups. Mr. Ney has a list of potential performance stnrtdrsrtls set by a staff committee. Mrs. Wollin said that evaluations should be one on one and that both an crttployee surrey and year -long documentation would be most useful. - .,:,L; . Y� ;. �;.`Y:. j::-,ti y ^r :r� " - .7 �' ,!•.y.,i.; ,. q • ,s`• Y ; e � , y�Y+- �.'..+t.:_ p_-r.Vi i�'{',`■ � 'i't - ;Jt,F, :. rl�#'A4; •\'c,R`,.`^'�. -.i +..,'+�i"/�z'�� .,.m a... A.& r, FUNDING FGR i ... ,' a . s psosect way discussed, and the consensus was to 00i`roi";5''c'€= varistori Library Friends. Trustees praised the usefulness of this program, suggested that the Evanston Clarion be added to the indexing. Discussion turned to the Library's Web page and its importance to the community. TECHNOLOGY Michael Cervantes reported on the meeting, which included technology experts ADVISORY from School Districts 65 and 202 znd Northwestern University. The Committee COMMITIME is seeking a member from National -Louis University. Mr. Cervantes said that Ameritech has funded a program electronically linking museums to aid elementary education, and mentioned COVIS, a science education database for high school curriculum. At its next meeting, the Committee will: 1) discuss how to share education training resources; members will shave their syllabi, catalogs, etc. 2) start work on improvement in communications, on including a City employee, on a homework pier, and on coordinating librad ns and teachers who need information on the Library's collections, 3) consider obtaining educational discounts for the Library's purchasing through the schools, and 4) work on greater communication. OTHER ITEMS AND The Board expressed satisfaction at the timely purchase of a new air conditioner CONCERNS. for the North Branch. Mrs. Wollin said she has been informed that the manufacturer is responsible for the cost of replacing the unsettled bricks on Library grounds, and that the Library should not have to pay for repairs. Doris Brown moved, second by Camille Blachowicz, MSP Adjourn There being no further business, the Evanston Public Library Board of Trustees moves to adjourn. Passed unanimously on a voice vote. ADJOURNMENT The meeting adjourned at 9:42. Respectfully Submitted Ellen Newcomer, Acting Secretary Evanston Public Library Board of Trustees APPROVED JULY 16. 1996 2 .. �•� . ��a'11�+5+.. . , . � ,..-."�'�RG1� �, , � 1� i�+• . �n *1�'�"�#A'M�.1+:�1'r�'- d'"•l �Tc7rFy'�"`7"1�"'dy�,�l,;•71�'�'a: ►:TIC i;��I` + � ;' , EVANSTON PUBLIC LIBRARY Board of Trustees Meeting July 16, 1996,,7:30 P.M. Library's Board Room MEMBIMS PRESENT Doris Brown, Gloria Bullock, Sheldon Garber, Drew Heindel, Ellen Newcomer, Cheryl Wollin MEMBERS ABSENT Camille Blachowicz, Aruldhald Bryant, Michael Cervantes STAFF PRESENT Library Director Neal J. Ney Administrative Services Manager Paul Gottschalk Technical Services Manager Marlene Harris Executive Secretary Ruth Granick PRESIDING Cheryl Wollin, President CALL TO ORDER President Wollin called the meeting to order at 7:35 P.M. The minutes of the May 21 Rt Board meeting, the June l kith Beard rticeting, and the July 2nd meeting of itte Library Board's Committee of tFte Whole were reviewed. Sheldon Garber moved, second by Drew Heindel, MSP Approval, The Evanston Public Library Board of Trustees moves to approve the Minutes of 5/21/96 minutes of the May 41, 1996 Board meeting as received. Passed unanimously on it voice vote. There was some discussion on th:.lune I8th Board minutes and some changes made. Doris Brown moved, second by Ellen Newcomer, MSP Approval The Evanston Public Library Board of Trustees moves to approve the Minutes of 6/18/96 minutes of the June 18, 1996 Board meeting as amended. Passed unanimously on u voice vote. Sheldon Garber moved, second by Drew Heindel, MSP Approval The Evanston Public Library Board of Trustees moves to approve the Minutes of 7/2/96, minutes of the July 2, 1996 meeting of the Committee of The Whole as Committee of the received. Whole Passed unanimously on a voice vote. COMMENTS BY None. CITIZENS OLD BUSINESS Budget FY 1997/98 Mrs. Wollin spoke of her meeting with City Manager Roger Crum. She found him interested in the Evanston Lihrwy. Mr. Crum will attend the Board's August meeting. A special meeting of the Cummiuce of the Whole was schedulm for August I, in preparation for the Board's meeting with the new City Manager. Ms. Newcomer spoke of summarizing for Mr. Crum the contracts other home rule communities have with their libraries, and telling him that the Board is studying goveratme in accordance with its Strategic Man. (Dr. Bullock entered at this point.) Th}','' _ ''1 , S.,=A �jFi /f..L't'�;p .... 3iClTF..le•�•` -.; t..r,. Bylaws Amendments Thera wtis consensus tl t i these revisions would bring the bylaws up to date. Ellen Newcomer moved, second by Sheldon Garber: MSP The Evanston Public Library Board of Trustees moves to approve the Amend amendments to the Board Bylaws as received. Bylawx Passed unanimously on a voice vote. Capital Mrs. Wollin praised Neal Ncy and Marlehc Harris for their draft memorandum Improvements Plan - on this subject and stressed the importance of the issue, Mrs. Brown suggested Automation the insertion of a table showing the planning and accomplishments detailed later on in Replacement the memorandum, which she termed very nice. The Board approved this memo to the Information Systems Committee, Strategic Plan Mrs. Brown said there is great progress on Goal IV, Objective 2 - many members of the Progress staff have volunteered to be trained as Library spokespersons to address the community about their field of expertise. Mr. Garber said the Board is beginning to move on the primary governance issue. He expressed concern about what lies beyond the Strategic Plan, what's being done in the state to establish excellence and to educate the business community. He then distributed the Guidelines of the Lincoln Foundation. REPORTS Technical Advisory Mrs. Brown termed this committee an excellent one. She said that a program would be Committee developed for key people from the Library, the City and both Evanston school districts, based on Northwestern's Technology in Learning and Teaching (TILT) program. The primary goal of this committee is to provide the Library with increased access to technology education and advice and to promote better communication, particularly in the area of technology, between the Library, Northwestern University and the two school districts. PRESIDENT'S Mrs. Wollin indicated that there would be an executive session following the meeting to REPORT discuss the Library Director's compensation. VICE PRESIDENTS REPORT Financial Report Encumbrances have been made per schedule. No new non-resident cards have been sold. Mrs. Brown said slit is always impressed to see Fund for Excellence book plates in the Library's collection. Ms. Newcomer spoke of the wonderful Fund for Excellence display that Laura Dudnik created lust year, and asked that Mrs. Dudnik do one this year as well. There was also a suggestion that this yeat's Holiday Book Fund display have a box with fliers for the public to take. Evanston Library Ms. Newcomer said she has heard much praise for this year's annual meeting, at which an Friends excellent speaker from Northwestern University presented a program on Jane Austen. At her request, Ms. Newcomer was appointed Board liaison to the Evanston Library Friends. LIBRARY Mr. Ncy presented the Library activities report for the month of June. The decrease in DIRECTOR'S REPORT circulation this year compared to 1995, the first year the new building was open, was discussed, as well a-, the decrease compared to 1992, which year included Chicago patrons. A graph including only Evanston patrons was requested, for a clever comparison. Mrs. Brown asked about staffing problems when professional staff want to attend training sessions but must he on a desk serving the public. 3 1 2 �1• 3 ' i�. r. .,_� •.Jig . ,! .Q, �ti.. �i J.aiJ.r �,_-.. .li ,.I El r.rn .,..a J..n. ,��.I �. , _ �r- - _ -r -� --�', •--• - - - �7-- To queries frnm Trustees, Mr. Ney replied that there nip soma very good candidates for the Head of information Services position, and he hopes a job offer will N made soon, NEW BUSINESS Review of Illinois To a question on revision of job descriptions, Paul Gottschalk explained the process by State Standards which Library and City staff collaborate on these revisions. He also discussed the ADA requirements. Establishment of Consensus was to keep the same Board meeting schedule as in previous years, Monthly Meeting Times Drew Heindel moved, second by Sheldon Garber, MSP Board Meeting The Evanston Public Library Board of Trustees moves to retain its present Schedule meeting achrdule, with regular Board meetings at 7:30 P.M. onlhe third Tuesday of each month and meetings of the Committee of the Whola at 7:30 P.M. on the first Tuesday of each month, Passed unanimously on a voice vote. At 9:07 P.M. the Board adjourned into executive session to discuss personnel matters. The meeting adjourned at 9.48 P.M. Respectfully Submitted, Dr. Gloria Bullock. Secretary Evanston Public Library Board of Trusties DROVED AUGUST 21,1996 3 EVANSTON PUBLIC LIBRARY Board of Trustees Meeting August 21, 1996; 7;30 P.M. Library's Board Room MEMBERS PRESENT Camille Blachowlcz, Doris Brown, Archibald Bryant, Gloria Bullock, Michael Ccrvantes, Sheldon Garber, Drew Heindel, Ellen Newcomer, Cheryl Wollin MEMBERS ABSENT Nona STAFF PRESENT Library Director Neal J. Noy Technical Services Manager Marlene Harris Executive Secretary Ruth Granick OTHERS PRESENT Roger Crum, City Manager Cheryl Wollin, President CALL TO ORDER President Wollin called the meeting to order at 7:35 P.M. MEETING WITH The purpose of this meeting was to discuss budget and governance issues. CCTV MANAGER Mrs. Wollin opened the meeting by discussing the Library's budget for the coming ROGER CRUM year. The Strategic Plan has been completed and its priorities must be the goals of the budget. She spoke of (lie Board's fiscal responsibilities and the importance of maintaining the vitality of the Library in the community - the Library must reach out to the schools and meet the technological demands of a modern society. The bookmobile is in bad physical condition and expensive, its services duplicate those already offered by other agencies of the Library, and the Board is ready to discontinue the Bookmobile. If the bookmobile is discontinued, its staff person is needed in the Children' Department as a liaison between the schools and the Library. Roger Crum gave a short personal history of himself and spoke of the good library system in Spokane. There are large branch libraries, the Library Board is semi- autonomous (appointed by the Mayor and City Council), and the Board appoints the Library Director. He believes in strong city departments with freedom to operate and strong boards; he is aware of the governance dispute in Evanston. fie discussed property tax and the Capital Improvement Plan. The City's present budget policy does not permit City Government to benefit from an increase in community's property value. There are not enough funds to go around and he is asking all City departments to prepare zero growth budgets for this year. Ellen Newcomer said the Evanston community has shown itself to be very pro Library, that there is no ineluctable advantage to the Library in being a department of the City government, and that the Library might be better off as a totally independent entity. When home rule was promulgated in Illinois, said Ms. Newcomer, the City took over the Library because it thought it could do a better job than the Library Board, However, the language of home rule is clear - the autonomy of a governmental unit such as a library board cannot be changed without a referendum. She said that, due to lack of adequate funding for collection development, the image of the Library in the community has been tarnished over the last 20 years. Mr. Cervantes spoke of the dilemma caused by the contradiction between Illinois library law which says that the Library Board has fiduciary responsibility for the Library and local practices which treat the Board like an advisory body. Mr. Crum said he expects the Board to be _ policy Board. setting goals, devising program.., turd deciding the direction in which the Library should go. One trustee stud that the Dowd needs to be a political force vis-h-vis dw City Council to move the Library forward. 4;.,�•r.:.'kY3'IISp,''�F•�'P-7A�,**`."Tr{�.�5�'',�6''i+"'p"f�+c'�"-- r - - .�; �➢ fir`7 4"V,•: 1;';.:. - i�>'''., ,t=y:_: ...�...! I. -chNad 136WI,, d o: the changes in the tax situallor, : i Evanston that have occi rrtd since the mid 1950s: the downtown and residential areas were not kept viable, nlitwugh property taxes are as high m possible. The City Council needs to gencrale a clenr visissn of its future. Evanston residents now patronize other public libraries, shop in Ihosc cities and patronize their coffee shops. The Evanston Public Library no longer attracts a% many people to our downtown as it once did. since its collections are so weak. Drew Heindel said that the Library's resources do not match its exterior. Mr. Cruet ngrecd but asked where funding could be found. h'lrs. Wrillin said that tough political issuer tiro involved in our budget; the branches have a significant financial implication, bill the Board is uncomfortable about suggestions to close them, put all resources in one place and an active: outreach program. To a question on whether the Strategic Plan objectives, which one Trustee termed modest, can be achieved, Mr. Ney said it would require reducing hours or closing branches to achieve the objectives with a zero growth budget. Ms. Newcomer said that in the past the City had been adamant on its control of Library budget line items, Mr. Crum indicated that he had no objections to the Board's managing the line items as long as the bottom line in the budget did not increase. tic said tic is legally required to present a halanccd budget. Mrs, Woilin said that the Board worked very hard, r sised funds, and intends to put forth an annual campaign for Children'% materials and the art collections. She spoke of the possibility of a written agreement with the City, spelling out the parainctcrs of its relationship with the Library hoard. Mr. Crum described the agenda of the City budget hearings and it was agreed that a Board inrrnber would attend. (Mr. Crum left at this point.) Discussion ensued an budget prepanuion, and the hoard directed Mr. Ney to prepare a budget that would permit the library to continue all its current operations (except for the Bookmobile) and to meet the objectives established is the Strategic Plan (add a Children's Services Outreach Librarian, add a Computer Support Technician, a 4% inflation adjustment to the materials budget, add 100 periodical subscriptions this year). Mr. Ney was also directed to prepare a budget scenarius that wouuld matte it possible to meet the City Manager's guidelines and as many of the objectives of the Strategic Plan is poWblc. The Board discussed the taxing authority granted it by slate statute. Assuming that other clemcnts of Lthrary income remain relatively stable and that the Board also levied the .0002 building maintenance levy (the building maintenance levy is subject to a 1XIlkstble back door referendum), the Library Board on its own authority could provide a budgct of $2,883.501. The Library's current budget is 52,839,200, or $44,301 less than the Board could budget tin its own authority. Mr. Ncy pointed out that the Board's tax rate wax established by a 1946 ref-.rendum. The Board reviewed the minutes of its July 16th mcclings and of the Committee of the Wholc meeting of ,august 1. Sheldon Garber moved, second by Archibald Bryant, MSP Approval The Evanston Public Library Board of Trustees moves to approve the minutes of Minutes of the Library Board meeting of July 16, 1996, of the executive session of that 7/16196 same date, and of the minutes of the August 1, 1996 meeting of the Committee of the Whole, as received. Passed unanimously on a voice vote. The minutes of the July 30th meeting of the Fund for Excellence '96 - 97 Committee were reviewed and accepted. COMMENTS BY None. Lill NS IL s �- r h , r .r, RY • rLi ` i -7 1 r - . , , - r =j 1 — 'f" OLD BUSINESS Capital Improvement The boaad apprtrved'titc pltut in principle. Some Board menthert< suggested that PIptl operatlonal priorities were necessary. Doris Brown thought that the air conditioner for the computer room was the most im fxsrtant project. Mr. Heindcl thought that the statf might give the improved lighting for the reading room a higher priority, and suggested that the director might want In check the staff priorities on this shortened list of proposed Projects again. Performunce The proposed performance mca%urestbudget objectives were discussed and approved. Measurer Library Governance Ms. Newcomer spoke of the position paper on which she is working on as an educational piece, aimed at aiding the Board to work with the City on a more productive basis. PRESIDENT'S In view of the lateness of the hour Mrs. Wollin elected to Skip this agenda item. REPORT VICE PRESIDENT'S REPORT Financial Report The Hoard reviewed the financial report for the five months ending July 31, 1996. There was some discussion on the income from meeting room use. It will be lower this year because last year's figures were increased by one time income from Northlight Theater. Evanston Library The Library Board expressed (hanks to Paul Gottschalk for his aid to the Friends in Friends improving their financial reports. LIBRARY DIRECTOR'S Mr. Ney presented the activities report for the month of July. REPORT NEW BUSINESS Mr. Hcindel announced that the offer from Sid Zwick of a sculpture by Rosemary Zwick Art Donalion find been withdrawn. 'Ihc exterior art by Richard Hunt is due in April of 1997. Review of Illinois Discussion of this agenda hero was postponed to the Srptember meeting of the State Standards Committer of the Whole. ADJOURNMENT Archibald Bryant moved, second by Michael Cervantes, MSP Adjourn There being no further business, the Evanston Public Library Board of Trustees moves to adjourn. Passed unanimously on a voice vote. The meeting adjourned at I0:24 P.M. Respectfully Submitted, Dr. Gloria Bullock, Secretary Evanston Public Library Board of Trustees r 3 APPROVED Oi'TO IF"J6 EVANSTON PUBLIC LIBRARY Board of Trustees Meeting September 17. 1996. 7:30 P.M. Library Staff Room MEMBERS PRESENT Camille Blachowicz, Doris Brown, Archibald Bryant, Gloria Bullock, Michael Cervantes, Drzw Heindel, Ellen Newcomer, Cheryl Wollin MEMBERS ABSENT Sheldon Garber STAFF PRESENT Library Director Neal J. Ney Technical Services Manager Maracne Harris North Branch Librarian Connie Heneghan South Branch Librarian Sally Schwrrzloso Head of Children's Service, Jan Bojdu Executive Secretary Ruth Granick Administrative Services Manager Paul Gottschalk OTHERS PRESENT Stephanie Pinnix, Teresa Grant. Linda Ganz, Shan Smaller, Amy Abrams, Arnie Graher. Elaine Luckrtt. Jody Schuster, O. G. Bensun, Wendy Crawford, Maggie Weiss, Andrea Sorensen, Jo Sherry, Marianne Goodfellow, Morton P, Drake, Paul B. Drake, Julia Eisenstein, Mike Eiscnstein, Jeremy Friedman, Jeff Balch, Chris Bcnn, A. W. Piontck, Linda Morris, Erica Chao, Sur C.hatz, Mary Hilmer, 7.ac Corcoran, Alice Corcoran, Nicholas Shears, Laura Giles, J:tmcs Mahoney, Elizabeth Goodbcxly, Michael Bock, Daniel Beck, Lloyd Davidson, Nancy Kaplan, Julya McEvoy, Chris Martin, Carol Wells, Maureen Sullivan, Jackie Penrod, Mla.-y Kennedy, Susan Guana, Judith Warschausky and children, Lisa Kupferberg, Sheila McCarthy-Dashovsky, John Dashovsky, Linda Faller, Marilyn Mainardi, John Carly, Matt Wcstman, titan E.ppstein. Reggi Eppstein, Sarah Marder-Eppstcin, Rohm Hershey, Norm Nexon, Liana Ncxon, Jeremy Nexon, Patti Sherry, Xlegan C. Bo;1c, Barbara Tcrao, Jerry Fuller, Alex Kountnures, Marianne Kountoures, Gust Vailas, Elda Klass, Carol W. T.McCrc%v, John McClellen. Junad Rizki, Jodi Federa, David Perisho. Harts Friedmann, Cynthia Ncthcrcut, Nancy Doyle, Bob Doyle, Barbara Meyer, Arthur Erickson, Yvi Russell, Patty Shafer, Becky Shafer, Mary Mulvany, Carolyn Wangelin. Kathleen Kearney, Hal Kearney, Ellen Poler, Sheri Maremont, Joan Ingram, Fran Rakestraw, John Maturo, Cindy Maturo, Nancy Smith, Joe Goldman, Dan Kohut, Matthew Ozani, Bob Seidenberg of the Evanston Review, Michael Guttman of the City Managers Office. (These were the people who signed in. Many simply took scats.) PRESIDING Cheryl Wollin, President CALL TO ORDER President Wollin called the meeting to order at 7.40 P.M. She opened the meeting by reading a statement presenting the Library Board's position regarding the Library budget for 1997-98. The Library Board declines to direct the Library Director on budget cuts necessary for a zero -growth budget, or to outline various options for cuts in service. Mrs. Wollin said that the Board has no plans to close the branches, but does plan to review them annually. (A copy of the statement is attached.) COMMENTS FROM One hundred seventy Evanston citizens attended the meeting, and thirty spoke during CITIZENS the hour that was allotted to citizen comment. Y--i Russell read from a six page statement in support of the North Branch, calling it a source of cuhtur.-J en6chment for Evanslon. She said there in no one. villain, end asked how citizens can help are Board. 1 , 1.,51 Fred Huhn spoke of ltuw his property Wm have Increamd flvi&ld sltu:a tie came to �. Evanston 35 years ago and the value of his home has increased sevenfold. Although he ' uj } is on social security, he said he is perfectly willing to accept a one tenth or one fifth of 1 percent increase in his property tax to support the Library budget. He is not willing to see a zero growth budget, which he called ludicrous. Advocates of retaining the North Branch included 41h grader Becky Shafer, Marianne Kountoures, Carol McGrew who moved to Evanston from Wilmette and spoke of the importance of children being able to walk to a library and of the knowledge and warmth of the North Branch staff, and Marshall Rosenthal. Andress DeMers said she was horrified by the effect the branch closing would have on her children. Pau) Drake, 15 year old sophomore. at MS. remembered pluying the reading game and attending film and puppet shows there. Nicholas Shears, a young lad, asked that his beloved branch library be maintained. A young girl said she did not want to have to wait for her l6th birthday to buy a car and then be able to get to a Iibrary for reading material. and Nancy Smith spoke of the importance of North Branch to middle school students. Carolyn Wangelin of the Central Street Business Association spoke of the importance of the branch for business and the community. Advocates of retaining the South Branch included 83 year old Agnes Ranseed, who spoke of the branch's "tremendous role in continuing education" and said it enhances the quality of life, loan Ingram, a clinical psychologist who works with children and families and spoke of the many children who ride their tricycles to the branch and of the importance of the pre -reading game. A representative of the Custer Street Neighbors, the Bnrmmcl Street Neighbors, and Clyde -Callan, spoke of the importance of children being able to walk to the South Branch safely rather than traveling to the Main Library and perhaps risking harm from confused people. She expressed distress and outrage at the funds spent on the downtown sidewalks, said her neighborhood was chart changed. Advocates of the Bookmobile, included Maggie Weiss. who spoke of the, diverse population that uses it_ Ann Rainey, who was on the Special City Council Committee on the Main Library Project Ito build the new Main Library) said that "it just breaks my heart" to think of Evanston losing the Bookmobile. Ms. Rainey did say that it may be time for Bookmobile service to cod, but she hoped the Board would think about it carefully. Advocates of keeping both branches included Irwin Clam. who was introduced to his first library in 1922 by lane Addams at Hull House and asked that the Board be aware of the importance of branch libraries to patrons who can't or don't drive, Cindy Maturo who spoke of young children able to walk to the branch without being intimidated, and asked "what can we do to keep the branches open." Shan Marrtnont. who said that, while he did not cn%y the Board's situation, he asked that it not take away library accessibility to senior citizens and kids. Mr. Maremont suggested an annual fee for library cards, corporate sponsors, and closing the Main Library one day a week. Mrs. Wollin said that Sue Oldren. a supporter of the Library, was unable to attend the meeting. Frances Rakestraw remembered the old Carnegie Library, and the previous Main -a Library, and spoke of a sense of community. Joe Goldman said that, on a purely fiscal 3 basis. the demand for housing in Evanston is tied to the Library. If the Library becomes less inviting there will he less reason for people to shop here, buy homes, and the sales taxes and real estate taxes will be affected. lane Loch said the community stands behind = the Board for whatever needs to be done. Dan Kohut said that, while the Main Library is in a wonderful builc+mg, people like to walk to alibrary. and :►skcd ahcrc the tax money is going to. The overage in the School District 65 budget was mentioned. Mm. Wallin reminded people that the City portion of the tat levy has not increased in the last five years. Linda F-Aller said "tell us what we cart do:' Marianne Mainardi said she would be glad to adt oc ee for Libms sulT<m among the aW at Nonhwestcm JIM dig-sYk tv VV! University. Steven Frasier, whd saw tba cid iJding at 1703 Orringion being built, ttuld that reading is the most important thing humans can do. Junad Rizki said many City programs could be sacrificed for the Library, and that the City budget funds should be used differently. Nancy Kaplan said the Main Library building is beautiful but the branches ere the jewel in Evanston, the Board promised the branches would not be closed, and then she Ihanketl the Board for its hard work. Mrs. Wollin spoke of the budget timclinc . The City Manager has asked for the zero growth Library budget by September 27th; he puts his own together and gives it to the City Council at the end of ihu year, and City Council hearings, open to the public, will be hold in January and February of 1997. Ths Board will advocate its own budget and request support from the community. At this time public corrment ended and the Board turned to its agenda. Most people who'd attended the meeting (some of whom had to stand) left. APPROVAL OF The Board reviewed the minutes of the regular Board meeting of August 21 and the MINUTES September 3rd meeting of the Committee of the Whole. Doris Brown moved, second by Archibald Bryant, MSP Approval The Evanston Public Library hoard of Trustees moves to approve the minutes of Minutes of of the Library Board meeting of August 21, 1996 and the September 3, 1996 8/21/96 and meeting of the Committee of the Whole as amended. 9/3/96 Passed unanimously on a voice vote. The Board accepted the minutes of the September 4, 1996 meeting of the Fund for Excellence '96-'97 Committee as received. Neal Ncy spoke of how Sally Sehwarzlose, Head of South Branch, and Connie Heneghan, H ". of North Branch, had been "real troopers" throughout, with staff members ncreous and patrons asking what they can do. They had behaved in a most appropriate and rmfessional manner in a difficult situation. Michael Cervantes said the large turnout at the meeting and the quantity of phone calls received in support of the branches illustrate importance of sticking to the Strategic Plan and reaching out to the community, OLD BUSINESS Budget FY 1997-93 Trustees agreed that the Board would abdicate its responsibility if it accepted a budget closing the branches. They spoke of the many Library advocates who attended this meeting, and expressed confidence in the Library Director's professional judgment. 3 They directed him to draft a no -growth budget with no reductions in branch service and keeping the materials accounts at least at their present level. This budget wall eliminate y the bookmobile. The Board will not support this budget, but will instead advocate for its own budget. Thc Board will make a presentation to the City Council on September 301h. Both versions of the budget will eliminate bookmobile service. The Board's budget, based on the Strategic Plan, would add a Children's Outreach position and a Computer Support Technician, would include a 4% increase in the materials budget, and would include funding for 100 additional periodical subscription. The "no growth" budget that the Library Director is required to submit will also eliminate the bookmobile. It will not include either of the proposed positions. This version of the budget does involve a layoff of the Bookmobile Librarian. This is only the beginning of the budget process. The final version of the budget will not be approved by the City Council until February. y g i1rYYYR,1�41�1...1�nIN�i11�'�.11i�Yii41V1° `Ind"'ll!Si/4wrAiw'.v+'W�MVr�t---�—..y+.r'y' r '�.�[aa+�..�rwrs Itovlaw rn`llllnolA Trustees expmcmd areal discomfon'ut the law Ievel of the Periodicals colleudon.. . State Stundani:: qr Collection Management REPORTS Developnwnl Mr. Cervantes listed the people who have t:ccepled an invitation to become part of the Cettttttitua Fund for Hxcellence 96•97 Committee. He said he had received good feedback. PRESIORNI"S Mrs, Wollin said there was a good, appreciative audience for the friends' Author ROPORT program featuring lane Gleiter. NRW 01.13INBS Procedure for Mr. Ney briefly explained his rationale for this amendment to the Board policy, which Delinquent states explicitly that the Library will not loan materials to patrons who are delinquent at Ilumowers other libraries. Archibald Bryant moved, second by Doris Brown MSP Amend Uourd 'file Evonstan Public Library Board of Trustees moves to approve the Board Policy Policy ott of Procedure for Delinquent l3ormwers as amended. Delinquent Borrowers Parsed on a voice vote. ADJOURNMl3NT Archibald Bryant moved, second by Michael Cervantes, hISP Ad]ouin There bring no further business, the Evanston Public Library Board of Tru► cct moves to adjourn. Passed unanimously on a voice vote, The mecting adjourned at 10.23 P.M. Respectfully Submitted, Dr, Gloria Bullock, Secretary l;vnnstan Public Library Board of Trustees DROVED OCPOBER &J9% min917.doc y I,77all J.1.4 r o c od September 1 7, 1996 The library Board of Trustees would like to clarify its position regarding the library budget for 1997-98. Recent discussion has created confusion and concern. First, some background. For manyyears, the Library has operated as a department of the Evanston city government. Thus, the Library Board does not "set" the final Library budget. Like other city departments, its budget is set by the city and is subject to the City Council and City Manager's orders to cut costs and reduce spending. For manyyears the Library Director, senior administrative staff, and the Board have, accordingly, made hard decisions to cut library service, staff and operations to meet the City's directives. Each year, the Library Director has prepared and submitted a budget that met the City Manager's directives. This year the City Manager has ordered all city departments to prepare "no growth" budgets. These budgets may even be cut further. The Library Director has asked the Library Board to give him direction on the budget cuts necessary to get to a zero -growth budget, and has outlined various options for cuts --including reducing or eliminating branch library service. The Library Board has decided to decline to participate in this exercise. Such a budget would require cuts that will diminish the quality and service of the Library to an unacceptable level. The Library Board and senior staff completed and presented to the City Manager and the City Council a Strategic Plan for the Library for the needs of the community in the next five years. The Strategic Plan addresses all aspects of library operations, setting and prioritizing library goals. The Library Board has prepared a fiscally responsible budget which meets the immediate goals of the Strategic Plan. This budget meets the needs of the Evanston Public Library for the coming year in an appropriate and efficient way. Nowhere in this budget does the Library Board support, or even suggest, closing the branch libraries. The Strategic Plan does call for studying the effectiveness of branch services, and the Library Board has reviewed the history arid current circulation data - on both of the branches. We did adopt a policy that branch service would be reviewed on an annual basis, To reach a decision, at this point in time, without a careful fiscal analysis and needs assessment, is premature. The Library Board is an advocate for quality library service and will give A thoughtful deliberation major decision, •!X �l`-��i..�.J; s�f. n - _a P , , -r.„s�. and solicit community input before making such a The Library Board's proposed budget, which meets most of our needs for the next year, is 3.2% over last year's budget. The Library Board recognizes the city's budgetary crunch, and has aggressively done private fundraising in the last two years to help develop the Library's collection. We continue to do so with enthusiasm and energy. The City Manager has directed the Library Director to submit only a zero - growth budget. The Library Board's proposed budget does not and cannot meet the zero -growth budget called for by the City Manager. While possible cuts have been suggested, none of them are palatable to the Library Board. Our position is that our budget is as lean and cost-effective as possible to meet the Library's needs. We will advocate strongly for its approval, and we ask foryour support. Chetowollin on behraif of the Evanston Public Library Board of Trustees A J„��'1�e �f -��S ���s -, r3: ,.'#�jisw�,: rFw ,[i- vY•i ,-, -- „4"If �,".. �• �+-7=Lf�,i Y,�t�.-,�'1..T rf'}'r'��_-����f}t.�«'-� .-'s'-��-"`'•, _.- . � -_. .`� � -„lie Evanston Public Library Board of Trustees Minutes of the Regular Meeting October 15, 1996; 7:30 p.m. Library Board Room Members Present: Camille Blachowicz, Doris Brown, Dr. Gloria Bullock, Michael Cervantes, Sheldon Garber, Drew Heindel, Ellen Newcomer, Cheryl Wollin Members Absent: Archibald Bryant Staff Present: Neat J. Noy, Paul Gottschalk, Lesley Williams, Ruth Gmnick Presiding: Cheryl Wollin, President Call to Order Cheryl Wollin called the meeting to order at 8:21 p.m. Before the formal meeting the Board and some members of the staff walked through the building In order to evaluate the public relations impact of the building. Mrs. Wollin then invited Lesley Williams, Head of Information Services, to share her early impressions of the Library with the Board. Ms. Williams spoke of seeing the Library from the inside in contrast to her past experience as a patron, and of what needs to be done during the next several months in her department. She will start working on raising the comfort level of her staff with technology; she finds a high anxiety level with Intemet and other technology which, she fools, must be an integral part of the daily work in Reference. Staff must be assured software will not crash. This requires really good computer support. Internet access from the Reference Desk Is undependable at this time. Ms. Williams said that standardization of practice needs to be worked on, as well as the tun, around time in getting back to patrons. Neal Ney informed the Board that Abby Schor, Collections Librarian, has resigned to take a full-time position at the Arlington Heights Memorial Library. Approval of the Minutes Several changes were made in the minutes of the regular meeting and of the Committee of the Whole. Camille Blachowicz moved, second by Drew Heindel, MSP - Approval of the minutes of the Fund for Excellence Committee meetings of September 12, September 24, and October 4, 1996, of the regular Board meeting of September 17, 1996 and of the Committee of the Whole meeting of October 1, 1996, as amended. Passed unanimously on a voice vote. �+a �.�1�11[�.lGYM•. YIY ., �Y ��:w.iVG .YY, ��._.. dA4_Ji_.Y--J.Y'.Y-IY.YY. n. u JI.Y G. a ,. i , Future Budgets a* Most of the meeting was devoted to a discussion of the possibility of a library tax rate referendum. Neal Nay distributed an Information sheet on public library referenda, November 1994 through March 1996. There was extensive discussion of tho Library's budgetery needs, the requirements of State Law, and the City's financial situation. The Board was In agreement that a tar, rate referendum should be held at the Spring 1997 election or at the following election. A meeting was scheduled for Tuesday, November 5th at 7.30 FM to talk about when the referendum should be and what tax rate should be recommended. If the Spring 1997 election is agreed upon the Board would be passing on to the City Council on November 11 th a resolution calling for the referendum. (Sheldon Garber left at this point.) Camille Blachowicz moved, second by Doris Brown, MSP - That the Evanston Public Library Board of Trustees seek a library tax rate referendum at the Spring 1997 election or at the following election. Passed unanlmously on a voice vote. Library Technology Advisory Committee Michael Cervantes spoke of the latest meeting of this Committee, at which Gary Greenberg of Northwestern University sat in for Brian Nielsen; Chris Ryder of the Chicago Tribune, Bruce Slown, the City's Information System Director, and Judy Ream, Assistant Director of the North Suburban Library System, (NSLS) also attended. The focus of this meeting was Investigation of the resources the Chicago Tribune and NSLS can bring to the Library to aid the community's information network. Doris Brown distributed soveral pages on the Evanston Community Information Network. Evanston Library Friends Ellen Newcomer said that she will suggest that the Evanston Library Friends design a more general Boole Fund brochure. She also suggested that the funds go to the Library rather than passing through the Friends' accounts since this would simplify accounting for the funds. She also said that the Garden Club of Evanston wants to do a butterfly garden In one of the front planters and a prairie area in hack of the Library. Trustees expressed pleasure at this offer. Fees, Fines, Loan Periods and Schedule The Board discussed a possible change in the loan period for all audiovisual equipment. Camille Blachowicz moved, second by Doris Brown, MSP - Approval of change of loan period for audiovisual equipment from 48 hours to one -- week. Passed unanimously on a voice vote. 2 J��IiJLW�iI I�Y�4 J d Y IYi.Ir. Y d1 11 ulk Y 11. „Y a W.aii YkPidINI iI I. k u Y V A Y - il. �S5 l h�,L:r. S)" u 1f..1- .'„i✓�Y. � 1•�� t: ;l `�' . Building Project Funds The Board ravlewed the expenditure of Library Project Funds for collection development. Public Art for the Main Children's Room Jonathan Glus, Director of the Evanston Arts Council, has requested that the Library Board approve the expenditure of $600 as the Library's part in funding a mural project for the south wall of the Children's Room. Camille Blachowicz moved, second by Ellen Newcomer MSP - Approval of a request for $600 In book sale funds from the Evanston Library Friends to help fund the south wall Children's Room mural project Passed unanimously on a void vote. Other Items and Concerns Ms. Newcomer discussed the 1996 staff party, for which the Board is requesting $1,500 from the Evanston Library Friends. This party will be held in the Library's Community Meeting Room. Camille Blachowicz moved, second by Ellen Newcomer, MSP - Approval of a request for $1,500 in book sale funds from the Evanston Library Friends for the 1996 Evanston Public Library staff party. Passed unanimously on a voice vote. Mrs. Woilin announced that the realty firm of Koenig and Strey has invited the Library to a media event, and is giving $1,300 to the Library for special projects at the branches. The funds were raised by parking cars on the firm's lot during Northwestern football games. There being no further business, the meeting adjourned at 11:04 p.m. Respectfully submitted, Dr. Gloria Bullock, Secretary Evanston Public Library Board of Trustees PP ROVE,4) NOy1=MBEB„19. 19715 96 3 Members Present: Members Absent: Staff Present: Others Present Presiding: Call to Order APPROVED DECEMBER 17,1M Evanston Public Library Board of Trustees Minutes of the Regular Meeting November 19, 1996; 7:30 p.m. Library Board Room Camille Biachowicz, Doris Brown, Archibald Bryant, Dr. Gloria Bullock, Michael Cervantes, Drew Heindel, Ellen Newcomer. Cheryl Wollin Sheldon Garber Neat J. Nay, Paul Gottschalk, Marlene Harris, Priscilla George, Connie Heneghan, Muriel Schwartz, Sally Schwarziose, Ruth Granick Maldel Cason, League of Women Voters Cheryl Wollin, President Mrs, Wollin called the meeting to order at 7:36 p.m, She informed the Board that Sheldon Garber, temporarily incapacitated, would not be able to attend the meeting. She then introduced Maidel Cason, League of Women Voters of Evanston observer. Approval of the Minutes Several changes were made in the minutes of the regular meoting, the meeting of the Committee of the Whole, and one set of minutes of the Fund for Excellence Committee. Ellen Newcomer moved, second by Doris Brown, MSP - Approval of the minutes of the Library Technology Advisory Committee of October 10, 1996, the Fund for Excellence Committee meetings of October 15 and November 3, the regular Board meeting of October 15, 1996 and of the Committee of the Whole meeting of November 5, 1996, as amended. Passed unanimously on a voice vote. Old Business Tax Levy Resolution -- FY 1997-98 Mrs. Wollin reported on the meeting she and Ms. Newcomer had with Roger Crum, City Manager, in which she and Ms. Newcomer explained that a careful reading of Illinois library law showed that our millage rate could be .0023. The meeting was quite amicable, and Mr. Cnim acknowledged that the Board's Tax Levy Resolution be presented to the City Council for its consent agenda on Monday. As to the question of debt service for the Library building. Mrs. Wallin explained to the Board that when the now building was constructed the City Council elected to finance the construction with general obligation bonds rather than directing the Library Board to seek relerendum approval for the constructlon bonds. Therefore, the debt service is an obligation of the City Council and cannot be transferred to the Library Board. Since IMRF, FICA, and Medicare payments are not presently part of the Library's budget, they were not taken into account when calculating the tax rate; that is because the Library Board Is authorized by other sections of .. .. - «,,, � r ..,.•i• .: rr.., lie"n�t- -sr•�rnFvrrnv^"",R`thR'�°"T^"A"r"'r�'� . n r _ .-,- f.+r "" '• •��� �Y 4i IMF Yr W"d,, Wt �:. the Illinois Compiled Statutes to levy, In addition to its authorized corporate fund tax rate, the full costs of participation in 1MRF. FICA, and Med'+eare.(Dr Gloria Bullock entered at this point.) Camille Blachowicz moved, second by Archibald Bryant, MSP - That the Evanston Public Library Board of Trustees approves the resolution determining the financial requirements of the Library for the fiscal year March 1, 1997 through February 28, 1998, as amended. This resolution directs the City Council to levy S2,588,680 to support the Library Board's budget in FY 1997-98. Passed unanimously on a roll call vote. (The resolution Is attached.) Materials Policy Neal Noy presented a draft materials policy, including language concerning electronic resources. Camillo Blachowicz roved, second by Doris Brown, MSP - That the Evanston Public Library Board of Trustees moves to accept the materials policy as revised. Passed unanimously on a voice vote. Reports Fund for Excellence Committee Ms. Newcomer said ilia campaign letters are being mailed, and that an anonymous $2,000 gift had already been received. Library Technology Advisory Committee Michael Cervantes said that the digital Cities meeting was a success. The Chicago Tribune was pleased; Mayor Morton attended, as did City Manager Roger Crum and a representative of School District 65. The purpose of the meeting was to inform the community about Digital Cities and the opportunity for all to have a web page. Mrs. Woilin said Marlene Harris and Judith Ream of the North Suburban Library System (NSLS) had done a good job at the demonstration. Ms. Harris is scheduling a North Star Net orientation meeting and two training sessions fur January. President Wolltn's Report Mrs. Wollin expressed concem with the high costs of the NSLS workshop on effective trusteeship. Vice President Newcomer's Report Financial Statement A question was raised as to why meeting room rentals are only at 50% of budget, Mr. Gottschalk pointed out that when the estimate was made we had not deducted for the boost in income due to North Light Theatre being at the Library during the Iasi fiscal year. Evanston Library Friends Ms. Newcomer said that Family Night was a big success, with a magician (Bob Miller), a musician (Steve Rashid), and two story tsflers - Mudal Schwartz and .tan Bo]da. 2 A Old Bualneas Branch Needs Mr. Noy Invited the branch managers to discuss their needs. Connie Heneghan, North Branch Manager, said the present design of the office is Inappropriate for work tasks, and the rear alloy Is hazardous with a big gully and no drainage. She said the present site is excellent, but more staff and support are needed, and she hopes that tho now positions will aid the branches. Sally Schwarzlose, South Branch Manager, said that the public rest rooms at the branch need renovation, the awning Is falling, lights are needed in basement, and a new circulation desk is needed, as well as new wiring so that a computer can be Installed in the staff room. The branch needs more space and a new location that would make it more accdssible to pedestrians from the Main Street shopping area. Mrs. Brown asked what the goals and mission of the branches were. Mr. Noy said the branches were organized as popular material centers. Mrs. Schwarzlose said South Branch serves families with young children, seniors, and mentally handicapped citizens. She spoke of the Hispanic Outreach Program conducted at the branch, and said that a branch manager should order her own books, as she knows what her population requires. Branch manager is a hall -time position requiring full-time work. The hours at South Branch have no consistency from one day to the next; it Is difficult for patrons to keep track of them, and South Branch closes early so that people cannot come there after worts. The branches do reference work but do not have specific reference tools. Drew Heindel = said the branches offer services citizens have grown to expect, but benign neglect has caused a decline in those services. He said that, although through the years Library Boards have not closed the branches, they have also not evaluated them, or defined what the branches should provide. Branches are particularly community related, while the main library is more service oriented. Mr. Cervantes wondered whether a strategic plan was needed for the branches. Mrs. Brown said that Internet should be available at the branches for public use. Mrs. Heneghan said she appreciated Mr. Ney's candor concerning the branches, said he - has visited the branches and spoken to staff, Mrs. Schwarzlose thanked the Board for listening, and the Board thanked both branch managers for their input. Mr. Noy was instructed to work with the Library's staff to develop a mission projection for the branches, answering the question "What can the branches do to aid in fulfilling the Library's mission?" December Meetings The December meeting of the Committee of the Whole was canceled, and discussion ensued on the practicability of changing Board meeting dates in 1997. Doris Brown moved, second by Camille Blachowicz. MSP - That the Evanston Public Library Board of Trustees moves to schedule its regular -_ meetings in 1997 for the third Wednesday of each month, and the meetings of the Committee of the Whole for the first Wednesday of each month. Passed unanimously on a voice vote. 3 4 39 Strategic Plan Update . The Board discussed updating the Strategic Flan. Mr. heindal and Mr. Bryant were appointed to serve as Board members of the Planning Committee Mr. Noy will select a staff member to join him on the Committee. 125th Anniversary Mr. Noy was Instructed to request that the 1998 City Sticker celebrate the Library's 125th anniversary, Further discussion about the 125th Anniversary will begin in April of 1997. The Board also discussed the possibility of some kind of fund-raising event In connection with the Installation of the Richard Hunt sculpture. Adjournment Michael Cervantes moved, second by Doris Brown, MSP - There being no further business, the Evanston Public Library Beard of Trustees moves to adjourn. Passed unanimously on a voice vote. The meeting adjourned at 11:05 P.M, Respectfully submitted, Dr. Gloria Bullock, Secretary Evanston Public Library Board of Trustees shared admin marl 119.doc 4 APPROVED DECEMBER 17, 1996 P;�,'r'.v}i7•*fir: t-*""►�Id?' W(j7"(r �r 4l �i�i: ' � - , Evanston Public Library Board of Trustees Minutes of the Regular Meeting December 17, 1996; 7:30 p.m. Library Board Room Members Present: Camille Blachowicz, Doris Brown, Dr. Gloria Bullock, Michael Cervantes, Sheldon Garber, Drew Helndel, Ellen Newcomer, Cheryl Wollin Members Absent: Archibald Bryant Staff Present: Neat J. Noy, Paul Gottschalk, Marlene Harris, Ruth Granick Others Present: Mafdel Cason, League of Women Voters Observer Presiding: Cheryl Wollin, President Cali to Order Cheryl Wollin called the meeting to order at 7:37 p.m. She Informed the Board that she had received notification from George H. Ryan, Secretary of State and State Librarian, that the Library has received the Per Capita Grant for this year. Approval of the Minutes Several changes were made in the minutes of the regular Board meeting. Ellen Newcomer moved, second by Camille Blachowicz, MSP - Approval of the minutes of the regular Board meeting of November 19, 1996 as amended. Passed unanimously on a voico vote. Old Business Budget FY1997/98 The only item of business was the legal opinion from the City Attorney concerning the Library Board's levy resolution, which Mrs. Wollin suggested should be discussed later in the meeting. Vice President Newcomer's Report Financial Statement Ms. Newcomer detailed the status of the Fund for Excellence Campaign; most fetters have boon mailed. 1 _i. �.4., ..I .„ry►..OR°�,..d .��..��. ,�il'.4rr�...dx�p..Y1 �y'�.+:Iia k.l.�h,tlA +:wvr..ctcP a'i'�It7�vn�.1LAy. - �t,�•Jy�•; • __ -_ •• - - ik�l�a�ri[�b n MON2 : I61'L J-0". .Wild. All Evanaton library Friends d� The Library Board expressed its gratitude for the generous $25,000 contribution the Friends made to the Fund for Excellence. Ellen Newcomer moved, second by Sheldon Garber, MSP - Approval of a resolution of gratitude to the Evanston Library Friends for their many important contributions to the Evanston Public Library. Passed unanimously on a voice vota. Library Director's Report Mr. Noy will request that the 1999 City of Evanston vehicle sticker celebrate the Library's 125th anniversary (the Evanston Historical Society will be featured on the 1998 sticker). He also mentioned an Inquiry by Alderman Newman about the Library's acquisition of the Groves Dictionary of Art, a premier art reference work. Ellen Newcomer spoke of the latest power outage at the Library, which occurred on a busy Saturday afternoon. She said that, while there was no panic, there were areas in the Library in which visibility was poor. Drew Heindel explained that the Library's emergency lighting conforms to the Safety Code. Alternate sources for emergency lighting were discussed - this was the third power outage that occurred during the Library's open hours this year. New Business Books on Wheels and Home Day Care Delivery Mrs. Blachowicz said that the Friends have volunteers for the Books on Wheels program but no coordinator as yet. In response to a question as to whether these programs would be able to till the void created by the coming lack of a Library bookmobile, Mr. Noy referred to his memo on this subject, in which he explained that "the services provided by the three programs (bookmobile, Books on Wheels and the Home Day Care Delivery program) are inherently different... and seldom overlap." Gucheldle Bequest Ms. Newcomer informed the Board of a $10,000 bequest to the Library from Gertrude Gscheidle, who was Commissioner of the Chicago Public Library. These funds are to be spent on the sort of literature Ms. Gscheldle chose to read as patron of our library. Ellen Newcomer moved, second by Sheldon Garber. MSP - The $10,000 bequest from the estate of Gertrude Gscheidle is to be designated as endowment, and used in the general spirit of the bequest. Passed unanimously on a roll call vote. Sheldon Garber suggested that a written endowment policy be created. This was scheduled for the February, 1997 meeting of the Committee of the Whole. .`" - - .-- .`--�z'p�,"�. ..��n m.,a..rnrn-ram'-xrev.;^�w.irr:"��yy'^lr�1i'.-n�� , "- - � - �M•,�,,:.;G.-_ ..� .. - - -�- - _ - V Case Statements for New Positions There was discussion of Important outreach to the schools that will bo made possible by the new position of Children's Outreach Services Librarian. Mr. Noy indicated that this position Is now included In the City Manager's budget. Marione Harris spoke of the heavy work load now carried by the Library's Programmer/Operator, the difficulty of one person's maintaining all the Library's technological equipment, and the necessity of an additional fu111-time Wall member devoted to the support and maintenance of the Library's automation Infrastructure, Consensus wus not only that this second position is of the utmost Importance to the smooth functioning of the Library's automation equipment, but that the present Programmer/Operator position should be reclassified to exempt, NEH Challenge Grant Special Initiative It was felt that this was not the time for Library staff to work on this project. The application was forwarded to the Evanston Historical Society for consldoratlon of a possible joint project. In -Service Day Consensus held that this was a "great Idea". , Doris Brown moved, second by Camille Blachowicz, M'SP - Approval of the closing of the main Library on June 25, 1997 for a staff in-service day. Passed unanimously on a voice vote. Mrs. Wollin spoke of the December 16th City Council meeting. In January, Library Board Trustees will meet with members of the City Council for an open discussion of the Library's relationship with the City government and the control of its budget. - Alderman Engelman requested information on how community/public library relationships are structured In other home rule communities in Illinois. Adjournment At 9:30 P.M. the Board adjourned into executive session to discuss potential litigation. The regular Board meeting was reconvened at 10:28 P.M. There being no further business, the meeting adjourned at 10:28 P.M. Respectfully submitted, Dr. Gloria. Bullock, Secretary Evanston Public Library Board of Trustees &g aved Janus 1 S.1 97 , 3 J EVANSTON • PUBLIC L I B K A K Y Church & Orringlon, Cvansion, illinnis 60201 Phone; (708)866•{1 o rax: f7011)866.0111 Resolution of Thanks for the Evanston Library Friends WHEREAS; the City of Evanston has just been graced with a now library building, and WHEREAS; the Evanston Library Friends played a key role in mobilizing community support for this undertaking, and WHEREAS: the Evanston Library Friends purchased a state-of-the-art projection system for the Community Meeting Room in the new library building, and WHEREAS; the Evanston Library Friends chose to mark the opening of the new building by decorating the City with festive banners encouraging library use, and WHEREAS, the Evanston Literary Friends are already hard at work planning programs and events to take place In Evanston's new Library, and WHEREAS; the Evanston Library Friends have been true friends to the Evanston Public Library for more than ten years, providing the Library with financial support, volunteer help, an attractive newsletter, and quality programs, NOW THEREFORE BE IT RESOLVED; that the Evanston Public Library Board of Trustees does extend its grateful thanks to the Evanston Library Friends and eagerly anticipates the future products of Its productive relationship with the Friends. BE IT FURTHER RESOLVED; that a signed copy of this resolution be transmitted to the Evanston Library Friends as a token of our appreciation, and BE IT FURTHER RESOLVED; that another Copy of this resolution be displayed In the Evanston Public Library for all patrons of the Library to see. Approved this 18th Day of October,1994 G President Secretary