Loading...
HomeMy WebLinkAboutMinutes 1993DRAFT NOT APPROVED EVANSTON PUBLIC LIBRARY Board of Directors Meeting January 19, 1993; 7:30 P.M. MEMBERS PRESENT Matthew Brackett, Michael Cervantes, Patricia Heaston, Drew Heindel, Ann Kepler, Fred Malkinson, Ann Weise MEMBERS ABSENT David Allen, Sherry Bradford STAFF PRESENT Library Director Neal J. Ney Technical Services Manager Marlene Harris Administrative Services Manager Paul Gottschalk CITIZENS PRESENT Darlene Fisher, League of Women Voters observer OTHERS PRESENT Jonathon Glus, Public Art Coordinator Raymond Green, Public Art Committee PRESIDING Ann Kepler, President CALL TO ORDER President Kepler called the meeting to order at 7:33 P.M. Fred Malkinson moved, second by Michael Cervantes, MSP Approval The Evanston Public Library Board of Direcrors approves of Minutes of the minutes of the Library Board meeting of 12/15/92 December 15, 1992 as presented. Passed unanimously on a voice vote. COMMENTS BY None. CITIZENS OLD BUSINESS Neal Ney explained a resolution concerning funding and governance of the North Suburban Library System (NSLS). The intention and purpose of the resolution were discussed. A revised resolution addressing System governance only will be brought to the next meeting. Jonathon Glus introduced the Public Art Plan prepared by the Public Art Committee of the Arts Council. Section I of the plan was presented for approval. It concerns the selection of two pieces of sculpture for the western facade, for which a national competition is planned. This will he funded by the Edward Johnson bequest, which is designated for sculpture at the Library. The selection panel will include a Library Board member and a Library staff member. Fred Malkinson moved, second by Patricia Heaston, MSP The Evanston Public Library Board of Directors approves Public Art Section I of the Public Art Plan as presented. Plan Passed unanimously on a voice vote. The appointment of a Board member to serve on the public art selection panel was discussed. MSP The Evanston Public Library Board of Directors appoints Public Art Fred Malkinson as the Library Board representative on the Member Public Art Selection panel. Passed unanimously on a voice vote. COMMITTED REPRESENTATIVE REPORTS Space Planning Ann Kepler reported on a meeting held by Max Rubin with and Physical individuals with chemical sensitivities. A review of Facilities building accessibility for the disabled was discussed. Information gathered will be forwarded to the architects. A response from the architect to a letter from the Library Board on future expandability was discussed. The cost of providing the structural potential for vertical expansion is significant. The architect has proposed several expansion possibilities that would add a total of 46,000 square feet without adding an extra floor. The current plan does not have the structural capacity for an additional floor, nor did the Building Program Statement require the potential for vertical expansion. It may be possible to add strength to the columns so that a fourth floor could be added. Michael Cervantes stated that it should be the Board's role to ensure that the City Council, through the Library Program Finance Committee, understands that future vertical expansion capacity has been limited as a cost factor, not as an oversight. Patricia Heaston affirmed that the limited expansion potential was not an oversight; it has been addressed in open meetings. Ann Weise stated that she believed vertical expansion had been overlooked and that it is an emotional issue among some community residents. Fred Malkinson said that everyone could agree on the need for the ability to expand, however not necessarily by additional floors. It is difficult to conceive of circumstances where this building would not be adequate. Ann Kepler will seek a clarification of the expansion issue from the Library Project Finance Committee. Materials and There was no meeting. Services Policy Management There was no meeting. Development There was no meeting. North Suburban Neal Hey reported on a proposed statewide borrower's card Library System intended to provide library service to all children in the state. PRESIDENT'S Ann Kepler discussed the change in the Space Planning and REPORT Physical Facilities Committee from a committee of the whole to a standing committee. Fred Malkinson, Michael Cervantes, Ann Weise and Drew Heindel (chair) were appointed to serve on the Space Planning and Physical Facilities Committee. Mrs. Kepler stated that the Evanston Historical Society is interested in the Library's archival materials. Their archivist will examine the collection. 2 4 The model of the new building has been completed) a volunteer is needed to coordinate the public display of the model at local banks and rchools. Patricia Heaston volunteered to schedule the display. VICE PRESIDENT'S Dr. Malkinson introduced the financial statement for the REPORT ten month period ending December 31, 1992, and invited questions. There were none. Evanston The Evanston Library Friends did not hold a meeting in late Library December. Friends LIBRARY DIRECTOR'S Mr. Ney presented the monthly activity report for December, REPORT and invited questions. South Branch circulation continues to be significantly higher than a year ago. Work on the collection at the storage site continues. Mr. Ney presented his personal vision of library service and an agenda of possible objectives for the near future. There was a general consensus that this was a well -written document providing many excellent ideas. A set of assumptions guiding the vision will be forthcoming. Specific agenda items were discussed; implementation of some of the recommendations was authorized, others were referred to committee. Ann Kepler reminded committee chairs to arrange for meetings of their committees. NEW BUSINESS Mr. Ney introduced a proposed holiday schedule for 1993. Drew Heindel moved, second by Matt Brackett, MSP The Evanston Public Library Board of Directors approves Holiday the 1993 holiday schedule as presented. Schedule Passed unanimously on a voice vote. The cornerstone of the old building was opened and the building model was presented. The contents of the cornerstone will become part of the Library's archives. Matthew Brackett moved, second by Drew Heindel, MSP Adjourn There being no further business, the Evanston Public Library Board of Directors moves to adjourn. Passed unanimously on a voice vote. Adjournment The meeting adjourned at 9:32 P.M. DRAFT NOT APPROVED; 3 r�■ DRAFT NOT APPROVED EVANSTON PUBLIC LIBRARY Board of Directors Meeting February 16, 1993; 7:30 P.M. MEMBERS PRESENT Sherry Bradford, Michael Cervantes, Patricia Heaston, Drew Heindel, Ann Kepler, Fred Malkinson, Ann Weise MEMBERS ABSENT David Allen, Matthew Brackett STAFF PRESENT Library Director Neal J. Ney Administrative Services Manager Paul Gottschalk Reader's Services Head Laura Dudnik CITIZENS PRESENT Darlene Fisher, League of Women Voters Observer PRESIDING Ann Kepler, President CALL TO ORDER President Kepler called the meeting to order at 7:33 P.M. Drew Heindel moved, second by Fred Malkinson, MSP Approval The Evanston Public Library Board of Directors approves of Minutes of the minutes of the Library Board meeting of 1/19/93 January 19, 1993 as presented. Passed unanimously on a voice vote. COMMENTS BY None. CITIZENS STAFF REPORT Mrs. Kepler stated that monthly staff reports from various staff members will be a new agenda item. These reports are designed to introduce Board members to Library staff members and the work of their departments. Laura Dudnik, the Head of Reader's Services, introduced herself and outlined the work accomplished in her department. OLD BUSINESS A resolution concerning the governance of the North Suburban Library System (NSLS) was introduced. Fred Malkinson moved, second by Sherry Bradford, MSP The Evanston Public Library Board of Directors appoints Acting Ann Wiese as Acting Secretary of the Library Board. Secretary Passed unanimously on a voice vote. Patricia Heaston moved, second by Sherry Bradford, MSP NSLS The Evanston Public Library Board of Directors approves Governance the resolution concerning system governance as presented. Resolution Passed unanimously on a voice vote. 'J J COMMITTED REPRESENTATIVE REPORTS Space Planning Drew Heindel reported on the progress of the building project. Section I of the Public Art Plan was approved by the Library Project Finance Committee. The Finance Committee accepted the architect's report on the expansion capabilities of the new building. Lateral expansion is more practical and cost effective than adding an additional floor, and it will provide sufficient space. Minor facade changes were approved; the project is presently on budget. Demolition is nearing completion; alley relocation is scheduled for completion by March 1st. An official groundbreaking ceremony was mentioned. Mrs. Kepler reminded the Board of the need to promote the Library after the upcoming election. Dramatic changes will occur on the City Council and the Finance Committee; several Council members knowledgeable of the Library Project will leave. Materials and There was iio meeting. Services Policy Management There was no meeting. Policy Development Dr. Malkinson reported on the recent Development Committee meeting. A fund-raising campaign was discussed. There was a strong consensus that any funds raised must be designated for special furnishings or equipment, not for the building itself. Clarification will be sought on the planned use of monies raised by the Board. A fund- raising committee separate from the Board is recommended. A "wish book" catalog of items to be purchased by large contributors is a possibility, and a library foundation is under consideration. The foundation would require a separate board of trustees. The Committee will be meeting with Edith Falk of the Donald Campbell Co. Ms. Falk prepared a study on the fund-raising potential of the Library Project in 1999. North Suburban There was no report. Library System PRESIDENT'S Mrs. Kepler announced a guided tour of the interim Library REPORT after the meeting. Mrs. Kepler thanked Dr.Heaston for her effoft.s arranging for the display of the library model at locations throughout the community. VICE PRESIDENT'S Dr. Malkinson introduced the financial statement for the REPORT eleven month period ending January 31, 1993 and invited questions. There were none. Evanston The Evanston Library Friends have planned their annual Library meeting for March 6, 1993. The guest author will be Friends P. D. James. New programs are being developed, the poster contest is underway. 2 LIBRARY DIRECTOR'S Mr. Ney presented the monthly activity report for January REPORT and invited questions. Circulation at the interim Library was down 35% in January. Section I of the Public Art Plan was approved by the City Council. The architect is prepared to meet with Evanston garden clubs to discuss the landscape at the Library site. The garden club consortium will be contacted. NEW BUSINESS Mr. Ney introduced his planning assumptions. The Board thanked him for his efforts. The proposed mission statement was introduced. It will reviewed at the next Library Board meeting and referred to the Management Policy Committee. Patricia Heaston moved, second by Sherry Bradford, MSP Adjourn There being no further business, the Evanston Public Library Board of Directors moves to adjourn. Passed unanimously on a voice vote. Adjournment The meeting adjourned at 9:32 P.M. DRAFT NOT APPROVED 3 EVANSTON PUBLIC LIBRARY Board of Directors Meeting March 16, 1993; 7:30 P.M. MEMBERS PRESENT David Allen, Matthew Brackett, Sherry Bradford, Michael Cervantes, Drew Heindel, Ann Kepler MEMBERS ABSENT Patricia Heaston, Frederick Malkinson, Ann Weise STAFF PRESENT Library Director Neal J. Ney Technical Services Manager Marlene Harris Administrative Services Manager Paul Gottschalk information Services Head Ronald Stoner CITIZENS PRESENT Darlene Fisher, League of Women Voters observer PRESIDING Ann Kepler, President CALL TO ORDER President Kepler called the meeting to order at 7:40 P.M. The minutes of the February Board meeting were amended. Under the President's Report, the following line was added: 'A complete schedule for the display of the new library model has been established.' Sherry Bradford moved, second by Drew Heindel, MSP Approval The Evanston Public Library Board of Directors approves of Minutes of the minutes of the Library Board meeting of 2/16/93 February 16, 1993 as amended. Passed unanimously on a voice vote. COMMENTS BY None. CITIZENS STAFF REPORT Ron Stoner, the Bead of Information Services, described the services provided in Reference, Periodicals, and Inter- library Loan. Special collections include the Evanston Review index, the Donors Forum (foundations and grants), Evanstoniana, and an extensive file collection. The new building will allow all reference collections to be together. There will be ample space for people to sit and use the collection, and a special area for quiet study. OLD BUSINESS The revised mission statement was introduced. Suggestions - were made for possible changes. (Michael Cervantes arrived at 8:05 P.M.) Sherry Bradford moved, second by Drew Heindel, MSP The Evanston Public Library Board of Directors moves to Mission refer the mission statement to the Management Policy Statement Committee for completion. Passed unanimously on a voice vote. t COMMITTEE/REPRESENTATIVE REPORTS Space Planning Drew Heindel reported on the meeting of the Space Planning and Physical and Physical Facilities Committee and on the Library Facilities Building Project. Alley relocation work is close to completion. Pbssible archeological remains on the site were found to be insignificant. There is concern that delays to date will make it impossible to have the building enclosed by December, 1993. Parking garage operation, particularly security, is an issue. Interior designs and color schemes were reviewed. Matt Brackett moved, second by Michael Cervantes, MSP Approve The Evanston Public Library Board of Directors approves Minutes of the minutes of the Space Planning Committee meeting of Space Planning March 11, 1993. Meeting of Passed unanimously on a voice vote. 3/11/93 Materials and There was no meeting. Services Policy Management There was no meeting. Policy Development In the absence of Fred Malkinson, David Allen gave the Development Committee report. The fund-raising campaign was discussed. Edith Falk of the Campbell Company met with the Committee and has submitted a proposal for fund-raising support services. A two -pronged effort was proposed: a special gifts program for large contributors, and a broad - based, community wide -effort to attract smaller contributions. A fund-raising committee separate from the Board is needed to direct the effort. The Development Committee agreed that the Campbell Company should be retained for professional fund-raising support services. The Library Project budget calls for $250,000 to be raised from private sources. The relationship between the Library Board's fund-raising effort and these project funds was discussed at length. There is a strong feeling among Board members that the funds raised must not be made a part of the Library Project budget; the Board should not assume an obligation toward that budget. Any portion of the Project considered 'essential' should be paid for with capital improvement funds. The fund-raising effort should be directed towards 'desirable` building enhancements. Sherry Bradford moved, second by Michael Cervantes, MSP The Evanston Public Library Board of Directors will not Fund Raising proceed with a fund-raising campaign until the Board has Program a clear understanding of its obligations to raise funds for the construction budget of the new Library. Passed unanimously on a voice vote. Neal J. Ney will clarify the intended source and use of the $250,000 in the project budget. 2 David Allen moved, second by Michael Cervantes, MSP The Evanston Public Library Board of Directors approves Development the minutes of the February 9, 1993 and March 2, 1993 Committee Development Committee meetings as presented. Minutes Passed unanimously on a voice vote. North Suburban Mr. Brackett reported on the System project to update the Library System Union List of Serials in two formats - print and CD-ROM. PRESIDENT'S Mrs. Kepler reported on the P.D. James program sponsored REPORT by the Library Friends. Over 300 people attended this well -received event. Mrs. Kepler discussed the need for an orientation for new members of the Library Project Finance Committee. Moved by Michael Cervantes, second by Sherry Bradford MSP The Evanston Public Library Board of Directors directs Orientation the Space Planning and Physical Facilities Committee to Plan develop an orientation plan for new members of the Library Project Finance Committee. Passed unanimously on a voice vote. Mrs. Kepler reported that the City has funds available for training boards and commissions, including the Library Board. An informal groundbreaking ceremony is being planned for early May at the construction site. VICE PRESIDENT'S The financial statement for the twelve month period ending REPORT February 29, 1993 was introduced. There were no questions. Evanston At their February meeting, the Evanston Library Friends Library planned the annual meeting on March 6, 1993 with guest Friends speaker P. D. James. A reception at the North Branch is planned for winners of the Library poster contest. LIBRARY DIRECTOR'S Mr. Ney presented the monthly activities for February and REPORT the fourth quarter report for FY1992/93 and invited questions. There were none. The cost of films for the branch programs is being charged to the Revolving Interest account. Mr. Ney reminded the Board that the Nominating Committee for new Board officers will be selected at the April Board meeting. The Management Policy Committee will need to review the orientation materials for new Board members in May. NEW BUSINESS Mr. Ney introduced several collection development projects proposed by the staff. The purpose of these expenditures is to correct specific weaknesses in the collections. C Sherry Bradford moved, second by David Allen, MSP The Evanston Public Library Board of Directors approves Collection the collection development proposals as presented, Development including the expenditure of funds as follows: purchase Proposals of compact discs - $1,800 from Endowment and $1,200 from Main Book Sale; purchase of science books - $4,500 from Endowment; purchase of large print collections for the branches - $1,200 from Branch Book Sale funds; purchase of rental collections for the branches - $1,200 from Branch Book Sale funds. Passed unanimously on a roll call vote. Mr. Ney introduced a ranked list of potential capital expenditures developed by the staff. Replacing the roof of the North Branch topped the list. The Board praised the staff work involved in the preparation of the list. Moved by Drew Heindel, second by Michael Cervantes, MSP Table The Evanston Public Library Board of Directors moves Capital that further consideration of capital expenditures will Expenditures be tabled until the April meeting, when it is hoped that Consideration further information about the cost of North Branch roof repairs and possible sources of funding will be available. Passed unanimously on a voice vote. Mr. Brackett will continue to be the Library Board representative to the North Suburban Library System. Mr. Cervantes will attend NSLS meetings on occasion. Michael Cervantes moved, second by Sherry Bradford, MSP Adjourn There being no further business, the Evanston Public Library Board of Directors moves to adjourn. Passed unanimously on a voice vote. Adjournment The meeting adjourned at 9:50 P.M. 4 DRAFT - NOT APPROVED EVANSTON PUBLIC LIBRARY Board of Directors Meeting April 20, 1993, 7:30 P.M. MEMBERS PRESENT Michael Cervantes, Patricia Iieaston, Drew t9eindel, Ann Kepler, Frederick Malkinson, Ann Weise MEMBERS ABSENT David Allen, Sherry Bradford, Matthew Brackett STAFF PRESEtIT Library Director Neal J. Ney Technical Services Manager Marlene Harris CITIZENS PRESENT Jonathan Glus, Beth Hart and Indira Johnson, Public Art committee Nick Athens PRESIDING Ann Kepler, President CALL TO ORDER President Kepler called the meeting to order at 7:42 P.M. Drew Heindel moved, second by Ann Weise, MSP Approval The Evanston Public Library Board of Directors approves of Minutes of the minutes of the Library Board meeting of 3/16/93 March 16, 1993 as received. Passed unanimously on a voice vote. COMMENTS BY None. CITIZENS STAFF REPORT Library Director Ideal Ney presented a slide show on the history of Evanston Public Library's past buildings. OLD BUSINESS Jonathan Glus reported that the prospectus for the Public Art sculpture competition is beinq printed, and three thousand Plan announcements are being distributed nationwide. There was a question about additional outside funds called for in the Public Art Plan. Neal J. Ney indicated that he hoped there would be no conflict between Library Board and Public Art Committee fund-raising drives. Responsibility for major restorations of the selected art was discussed. Five percent of the total cost of each piece is reserved for maintenance. These funds can be spent on insurance, but that would mean there would be no funds for later maintenance. }crew Heindel was concerned that all funds for this public art might be spent on a few major pieces, mostly in the lobby. Indira Johnson noted that most interior wall spaces will be occupied by books, shelves, etc. There are some small spaces for which donated works will be solicited. It was recommended that public art should be added to the agenda of the Management Policy Committee. i Fred Malkinson moved, second by Pat Ileaston, MSP Public The Evanston Public Library Board of Directors approves Art Plan the Public Art Plan as submitted by the Public Art Committee. Passed unanimously on a voice vote. Capital The survey of the North Branch roof has been completed, but Expenditures results are not yet available. Indications from discussions with City staff members are that the cost can be paid for through emergency Capital Improvements Program funds, but the Library may have to contribute funds. This is normal City procedure for emergency Capital Improvement funds. Other capital expenditures will be held until further information about the North Branch roof is available. Drew Heindel moved, second by Fred Malkinson, MSP Per The Evanston Public Library Board of Directors approves Capita Grant the expenditure of Per Capita Grant funds for the Funds purchase of a PC, monitor and mouse for the third floor RA desk and a laser scanner for South Branch. Passed unanimously on a roll call vote. COMMITTEE/REPRESENTATIVE REPORTS Materials and There was no meeting. Services Policy Management Meetings of this Committee will be scheduled. Items in the packet are included for information only at this time. Development A meeting of this Committee is scheduled for Tuesday, May 4th at 8:00 P.M. Items in the packet are included for information only at this time. North Suburban There was no report. Library System Space Planning Guaranteed Maximum Price 1 is slightly under budget; and Physical Guaranteed Maximum Price 2 will be available in June, Facilities 1993. - = flew Library Project Finance Committee members will be appointed on May 10. Their orientation will be included in the City Council orientation, May 12. PRESIDEN'r s Ann Kepler informed the Board that the groundbreaking REPORT ceremony has been scheduled for Saturday, May 15 at 3 P.M. Groundbreaking Mayor Morton, ex -Mayor Barr, representatives of the Ceremony Evanston Review, and Donald E. Wright will be invited. Poetry Awards The Jo -Anne Hirshfield Memorial Poetry Awards will be presented Sunday, May 16 at 2 P.M. in the Rotary International auditorium. Letters have been sent to winning poets. 2 I VICE PRESIDENT'S Dr. Malkinson introduced the financial statement for the REPORT one month period ending March 31, 1993, and invited questions. There were none. Evanston At the April 27th meeting of the Friends' Board, Garry Library Wills was suggested as fund-raising speaker. Friends LIBRARY DIRECTOR'S Mr. Hey presented the monthly activity report for March. REPORT Ile shared with the Board a letter of thanks from Edna Polakoff. Board members were reminded to file their annual ethics statements. Mr. Hey reviewed the Live & Learn proposal from Secretary of State George Ryan, and encouraged Board members to write letters to their legislators recommending passage of this bill. NEW BUSINESS The Board considered a memorandum from Mr. Hey on the problem of theft of armed forces test books. Drew Heindel moved, second by Pat fleaston, MSP Armed The Evanston Public Library Board of Directors approves Forces a change in Hoard Policies to permit requiring a security deposit of ten dollars for the armed forces test books and other high theft or seldom returned items. Passed unanimously on a voice vote. The Board considered Section 10 of Board Policies, which Concerns out of date policies on the Library Project. MSP Board The Evanston Public Library Board of Directors approves Policies, the deletion of Section 10: Building Program, from the Section 10 Board Policies. Passed unanimously on a voice vote. Action on the Report on Extension Services was postponed to the Board's May meeting. Insurance on the W. A. Bouguereau oil painting was discussed, in light of the fact that the insurance premium is due. MSP The Evanston Public Library Board of Directors approves Bouguereau the expenditure of $1,000 from the Book Sale account to pay for the insurance premium on the W. A. Bouguereau painting, and recommends that the painting be appraised before the next premium payment is due. Passed unanimously on a roll tali vote. Mrs. Kepler requested nominations for the election of the Library Hoard Officer Nominating Committee. Michael Cervantes nominated Ann Kepler, Ann Weise nominated Drew Heindel, and Fred Malkinson nominated David Allen. Drew Heindel requested that his name be withdrawn from the Nominating Committee, and nominated Ann Weise. 3 Ann Weise moved, second by Michael CervanLos, MSP The Evanston Public Library Board of Directors elects Nominating David Allen, Ann Kepler and Ann Weise as the officer Committee Nominating Committee. Passed unanimously on a voice vote. MSP There being no further business, the Evanston Public Adjourn Library Board of Directors moves to adjourn. Passed unanimously on a voice vote. Adjournment The meeting adjourned at 9:28 P.M. DRAFT NOT APPROVED 4 DRAFT NOT APPROVED EVANSTON PUBLIC LIBRARY Board of Directors Meeting May 18, 1993; 7:30 P.M. MEMBERS PRESENT Mat(hcw Brackett, Sherry Bradford, Michacl Cervantes, Ann Kepler, Fred Malkinson, Ann Weise MEMBERS ABSENT David Allen, Patricia Heaslon, Drew HcindeI STAFF PRESENT Library Director Neal J. Ncy Technical Services Manager Marlene Harris Administrative Services Manager Paul Gottschalk Children's Services Head Trudy Jones CITIZENS PRESENT Darlene Fishcr, Lcague of Women Voters Observer PRESIDING Ann Kepler, President CALL TO ORDER President Kepler called the meeting to order at 7:33 P.M. Fred MaIkinson moved, second by Michael Ccrnantes, MSP Approval The Evanston Public Library Board of Directors approves the minutes of the of Minutes of Library Board meeting of April 28. 1993, as received. 4/28/93 Passed unanimously on a voice vote. COMMENTS BY None. CITIZENS STAFF REPORT Trudy Ioncs, Head of Children's Services, described the services of the Children's Services department. The demands placed on the staff are increasing for several reasons 1) the studcnt population in District 65 is growi rig. 2) leachers arc relying more heavily on library materials, 3) school work has become more sophisticated, and 4) parents arc becoming more involved. The new Library building will provide ample space for displays, programs, and a staff workroom. There is a pressing need for additional staff to meet the service requirements of the department. OLD BUSINESS Neal Ncy reported that the Noah Branch roof suncy was completed A complete roof replacement is required at an estimated cost of $50.300 Mr. Ncy contacted the City's Budget OfTccr regarding funding tltc roof repairs through the Capital lmprovemcni Program. Use of some Library operating funds may be necessary to complete the work. SPACE PLANNING Thcrc ►%as no report AND PHYSICAL FACILITIES MATERIALS AND There was no meeting. SERVICES POLICY MANAGEMENT There was no meeting. POLICY NORTH SUBURBAN Matthew Brackett reported on the Secretary of Slate's Live and Learn program that LIBRARY SYSTEM Library System provide additional funds for public libraries and state library systems. NSLS is evaluating services that may be reinstated wills the additional funds. DEVELOPMENT Frederick Malkinson reported on the Committee meeting of May 4, 1993. A memo to the City Manager has been drafted, to clarify the purpose of the proposed fund-raising effort. Selection of the fund-raising consultant was discussed, specifically whether to use the Campbell Company as the fund-raising consultant or to use a Request for Proposal to select a consultant. Some Board members thought that using Campbell would be a continuation of the work that began when Campbell prepared the fund- raising feasibility study, Mr. Ncy prepared a draft of the RFP for the fund-raising consultant. Fees will be paid from the Gift Fund and reimbursed from the proceeds of lire campaign. Campbell's proposed fee is reasonable compared to the fund-raising goal. Michael Cervantes recommends file selection of a consultant through an RFP for two reasons: first, tlae RFP process would increase (tie chances fora successful campaign by cliciling ideas and allernate approaches from a number of firms. This would allow the Board to gain a better understanding of the consultant's role and responsibilities. Secondly, the open selection process is a fairer, more competitive inettrod of choosing a consultant. Mr. Cenantes would feel very uncomfortable accepting the proposal from Campbell without seeing olhrr proposals. Sherry Bradford made a motion not to use the City's selection process for hiring consultants because of the "wcights" assigncd to the selection criteria. Mr. Ncy pointed out that various "weights" could be used within the guidance of the City's policy. Also, since City funds would not be used there would be no need for Cily Council approval. The City's purchasing agent had indicated that his in•olvenrcrit was not necessary. Mr. Ncy thought that the drail RFP was in the spirit of the City's policy The motion was withdrawn. Dr Malkinson stated that he did not originally sec the need for an RFP, but upon reflection lac feels it could provide valuable information. Ann Kepler believed the RFP would be helpful. Discussion ensued on the efrecl of (lie RFP on the fund- raising timeline. The full Board will rcviesy cacti proposal submitted through the RFP process. Sherry Bradford moved, second by Michael Cervantes, MSP Tire Evanston Public Library Hoard of Directors approves the issuance of a Fund-raising Request for Proposal for consulting services for a fund-raising campaign. RFP During discussion of the motion. Dr. Malkinson requested that lire proposals include all estimated costs associated with the campaign, in addition to the daily fee of the consultant The ssish list items sell be listed, but not described in detail. The first four weighted selection cntcna i%itl be assigncd 20 points cacti. The City's AMrraaativc Action Statement will be included. Passed unanimousll• on a voice vote. Fred Malkinson moved, second by Sherry Bradford, MSP The Evanston Public Library Board of Directors approves the minutes of the Dcvelopinent May 4, 1993 Development Committee meeting as received. Committee Passed unnnirnousty on a soicc vote Minutes Michael Cervanics moved, second by Fred Malkiuson, MSP The Evanston Public Library Board of Directors approves sending a letter to the Funds Use City Manager from the Library Board clarifying the use of funds raised. Letter Passed unanimously on a voice vote. NOMINATING Ann Weise reported that the following Directors have been ncininated as Board officers COMMITTEE for the coming)-cit. Fred Malkinson - President Drew Heindel - Vice President Matt Brackett - Secretary PRESIDENTS Mrs. Kepler informcd the Board that David Allen has submitted his resignation from REPORT the Library Board effective June 30, 1993. Mr. Allen trill chair a Management Policy Committee meeting on June 9111 An orientation on the new Library Project is planned far the members of the City Council on May 19th. The official groundbreaking for [lie new Library took place on May 151h. The Jo -Anne Hirshiicld Memorial Poetry Aisards Ceremony was very well received on Sunday. May 161h. One hundred and (wenty-seven people attended. President Kepler had several %%ords of guidance for the Board as she neared the completion of her terriv 1) obscrvc the dynamics of the tic%v City Council carefully, 2) protect the Library Board's autonomy, 3) maintain the momentum on [lie fund- raising campaign, 4) follow the public art plan carefully, 5) maintain a good working relationship with (lie City Manager, 6) take excellent care of (lie Library staff, 7) rc-invigorate the standing Board committees. VICE PRESIDENTS Tile financial statement for the two month period ending April 30, 1993 was REPORT introduced. There were no questions. Evanston The annual meeting of the Evanston Library Friends, with clectioin of their Board, is Library scheduled for May 251h Friends LIBRARY DIRECTOR'S Mr Ncy presented the monthly aclivitics for April and invited questions. There sstre REPORT none. NEW BUSINESS Mr Ncy reviewed the status of the personnel needs of the new Library Estimates prepared by the Libran's supcn rsors call for [lie addition of 7.12 full-time equivalents in public service positions at an estimated cost of $128.278. 'i his estimate does not include security, maintenance, or shelving staff Mr Ncy indicated that lie thought such an increase in the Library's budget was unlikely. He also pointed out that at present G 11 hTE arc employed in the Librnt}'s extrusion scrviccs at a cost Of $150.2M. l lc will be meeting with the Library's supervisors to cxaniinc assumptions and explore allcrnalives before preparing his budget recommendations. Staff has identified the need fora security presence as the most pressing staffing need Michael Cmantes moved, second by Frcd Maikinson, tv15P Adjourn There being no further business, the Evanston Public Library Board of Directors moves to adjourn. Passcd unanimously on a voice vote. ADJOURNMENT The meeting ndjourncd nt 9:43 P.M. DRAFT NOT APPROVED n 0 DRAFT NOT APPROVED EVANSTON PUBLIC LIBRARY Board of Directors Meeting June 15, 1993; 7:30 P.M. MEMBERS PRESENT Matthew Brackett, Sherry Bradford, Michael Cervantes, Drew Hcindcl, Ann Kepler, Frederick Malkinson MEMBERS ABSENT David Allen, Patricia Heaston, Ann Weise STAFF PRESENT Library Director Neal J. Ncy Technical Services Manager Marlene Harris Administrative Services Manager Paul Gottschalk South Branch Manager Susan Robertson CITIZENS PRESENT None PRESIDING Ann Kepler. president CALL TO ORDER President Kepler called the meeting to order at T45 P.M. Sherry Bradford moved, second by Matthew Brackett, MSP Approval The Evanston Public Library Board of Directors approves the minutes of the of Minutes of Library Board meeting of May 18. 1993 as received. 5/18/93 Passed unanimously on a voice vote. COMMENTS BY None. CITIZENS STAFF REPORT Susan Robertson, South Branch Librarian, described the services provided at the South Branch. Staff perform circulation duties, reader's advisory assistance, and some reference ►vork - basically a limited range of the smices provided at the main library. Among many other things, Mrs. Robertson orders books, trains staff and volunteers, and serves on lite administralivc team. South Branch has a popular materials collection for children and adults. Circulation is significantly higher since the main library moved to the interim site. OLD BUSINESS Ann Kepler reviewed the noiniirations for Board officers and invited nominations from the floor There «ere none Michael Cervantes moved, second by Sherry Bradford, NISP The Evanston Public Library Board of Directors approves by acclamation llte Election of following officers as nominated Fred Malkinsoo - President. Dretiv Heindel - Officers Vice President, Matllimv Brackett - Secretary Passed unanimously on a voice vote. u ih a In , I W. I I u i I W II . I COMMITTEE/REPRESENTATIVE REPORTS Space Planning There was no meeting. Drew Hcindcl reported that the City Council received an and Physical orientation to the Library Project. In addition, [lie bricks for the new building have Facilities been selected. Materials and There was no meeting. Services Policy Management The minutes of the June 91h meeting were reviewed. The revised Mission Statement Policy was discussed. Michael Cervantes asked whether increasing community participation, customer service, and promotion of the Library's image should be addressed in the Statement.. Committee consensus held that these goals may be more appropriately considered as objectives of the Library's planning process. Moved by Sherry Bradford, second by Drc%v Heindel, MSP Mission The Evanston Public Library Board of Directors approves the Mission Statement Statement as presented. Passed unanimously on a voice vote. Publicity and promotions were discussed. Presently, there are no funds budgeted for promotion. Administrative staff produce press releases. There ►vets acknowledgment that good publicity is an important factor in promoting library service. Moved by Frederick Malkinson, second by Ann Kepler, MSP The Evanston Public Library Board of Directors approves the minutes of the Management Management Police meeting of June 9, 1993 as presented. Policy Passed unanimously on a voice vote. Development Proposals received from fund-raising coruullants ►►•ere discussed. Fred Malkinson slated his belief that the proposal from the Campbell Company stands out from the other proposals and that it may not be necessary for the Development Committee to meet to select a consultant. Michael Cervantes felt that all three proposals should be evaluated by the Committee to complete the selection process. Fred Malkinson moved, second by Michael Cervantes, MSP The Evanston Public Library Board of Directors moves to convene the Development Proposal Committee for the purpose of evaluating the proposals for a fund-raising consultant. Evaluation Vole: 4 ayes, 2 nays (Malkinson. Hcindcl dissenting) motion passed. Neal Ncy ►wll prepare i ranking sheet for the proposals, this will be distributed before the next development Committee meeting, scheduled for June 29th North Suburban NSLS is working on its budget and planning process as they relate to the States Library System Live and Learn Program. There rs a consensus within NSLS that the system is evolving from a service pro►rdcr to a service facilitator. PRESIDENTS Mrs Kepler reflected on the changes during the past year the (tiring of a new Library REPORT Director, Ilre move to the interim site, and the progress on the new building. r1 i I Y I.IUII . II Il.11l I,I1 u . I I.A III Ili YI19 Y .Y lu IilIu II I A I OI Ili li .Yi a 9I ill i, lii iI I111i gill II I I Ili Id III . I . . . I . . . I . IIIJu Ii YI YIi11II 1 VICE PRESIDENT'S The financial statement for the three month period ending May 31, 1993 was REPORT introduced. The Hirshfield Endowment balance is low because of the expenses for the recently completed poetry a%Nard ceremony. Evanston The Evanston Library Friends elected new officers; Jay Carew - President, Cheryl Library Wollin - Vice President, Maria Ballentyne - Secretary. The 1993/94 budget is Friends S 17.000. with S4.500 earmarked for direct support of Library programs. LIBRARY DIRECTOR'S Mr. Ncy presented the monthly activities report for May and described a change in REPORT the reporting of interlibrary loan statistics. The old reporting procedure was designed for a time when the North Suburban Library System did the majority of the interlibrary loan work for the Library. Now that we do most of the work ourselves, the old categories have lost their meaning. There i0l be no numbers for comparison for the first year of the new reporting procedure. The Library will be represented in the Independence Day parade; marchers are I%Vlcomc. Mr. Ncy presented books to be added to the collection in honor of retiring Board members. NEW BUSINESS hi the absence of David Allen, the appointment of an acting secretary was necessary Drew Heindel moved, second by Fred Malkinson, MSP Acting The Evanston Public Library Board of Directors approves the appointment of Secretary Matthew Brackett as acting Secretary. Passed unanimously on a voice vote. Neal Ncy introduced the 1992/1993 Illinois State Library Public Library Annual Report. He pointed out that for the past smtral years the Library has inadvertently reported the total number of registered patrons, including reciprocal borrowing patrons, rathrr than the total number of local registrations as requested on the report form. The form for FY1992/93 reports the total number of local registrations. Drew Handel moved, second by Matthew Brackett, MSP Annual The Evanston Public Library Board of Directors approves the filing of the Report 1992/1993 Illinois State Library Public Library Annual Report. Passed unaninously on a voice vote Neal Ncy rn-ic%ied Avenues to Excellence H. Fred Malkinson moved. second by Matiliew Brackett, MSP Avenues to The Evanston Public Library Board of Directors accepts the report on Excellence 11 Avenues to Excellence II as submitted. Passed unanimously on a voice vote Neal Ncy revic%ved the FY 1993/94 Per Capita Grant application 3 Sherry Bradford moved, second by Drcw ficindel, MSP Per Capita The Evanston Public Library Board of Directors approves for submittal the Per Grant Application Capita Grant application, pending the collection of data necessary to complete it. Passed unanimously on a voice vote. Neal Ney gave an update of the status of work at the storage site. Fred Malkinson moved, second by Michael Cervantes, MSP Adjourn There being no further business, the Evanston Public Library Board of Directors moves to adjourn. Passed unanimously on a voice vote. Adjournment The meeting adjourned at 9:20 P.M. DRAFT NOT APPROVED el 0 Joao t0n,�`3� .�a0 3��� 5� e�� av� ao�d �a5`0��m,�a Oc� �e o $� `$��1 .0 eG`o� �'v£QSae1 aoz oo 6 ,, ��`, �i �� 00a Q� Gga`j`e r, > te, ��c�ac� `tOg' ce � �r <<�orQa�t.�•`� ��r� RESOLUTION WI IEREAS, the Evanston Public Library Board of Directors wishes to apply for a Per Capita Grant from the Illinois Slate Library, and Wi JEREAS, the application for said grant is to be postmarked by July 15, 1993, and WI IEREAS, (lie July meeting of (lie Evanston Public Library Board is scheduled for the evening of July 15th, after the closing of the post office, and WI IEREAS, not all the information necessary for the completion of the Per Capita Grant application was avaikiblc at the time of (lie June 15th mccling of the Evanston Public Library [bard, and, tVl IEREAS, the Board at its Junc 15th mccling did review the nearly completed Per Capita Grant applications, NOW T11ER1EFORE BE 11' RESOLVED that the Evanston Public Library Board of Directors does authorize the submittal of an application for a Per Capita Grant to the Illinois State Library, ane does authorize its President, Sccrctary, and the Library Director to sign said application, BE IT FUR f1 Mt RESOLVED that copies of the complelM application should be distributcA to the members of the Board as part ofthc August, 1993 Board packet. Approved this 15th Day of June, 1993 ]'resident Secretary c.% _IL DRAFT NOT APPROVED EVANSTON PUBLIC LIBRARY Board of Directors Meeting July 20, 1993; 7;30 P.M. MEMBERS PRESENT Michael Cervantes, Drew Heindel, Fred Malkinson, Ann Wcisc MEMBERS ABSENT Matthew Brackett, Sherry Bradford STAFF PRESENT Library Director Neal J. Ney Technical Services Manager Marlene Harris Administrative Services Manager Paul Gottschalk Collection Development Librarian Abby Schor CITIZENS PRESENT League of Women Observer Darlene Fisher, Ellcn Ncwcomcr, Cheryl Wollin PRESIDING Fred Malkinson, President CALL TO ORDER President Frederick Malkinson called the meeting to order at 7.32 P.M. On the Per Capita Grant resolution approved at the June Board inccting, the date of the July Board meeting was changed to July 20, 1993. Drew Hcindcl moved, second by Micluael Cervantes, MSP Approval The Evanston Public Library Board of Directors approres the minutes of the of Minutes of Library Board meeting of June 15, 1993 as amended. 6115193 Passed unanimously on a voiec svic. COMMENTS BY None. CITIZENS STAFF REPORT Abby Selior, Collection Development Librarian, described her role in managing tits Library's collections. Ms. Schor selects adult circulating books and withdraws outdated books from the collection. She relics on professional book reviews and publishers' literalure for information oil which materials to buy. The Collection Development Policy is being revised by a staff committee. This policy will provide guidance for the management of the collection. The Evanston Public Library has a tradition of an older, in-depth colicciion with a greatcr d6mrsity of materials than most public libraries. The An Collection has long bccn a strength of the Library, however the number of art book purchased has declined due to rising book prices and the stagnant growth of the materials budget OLD BUSINESS The new building issues of parking garage usage and security were raised and referred to the Management Policy Committee COMMITiTEE/REPRE SENTATIVE REPORTS Space Planning Thcrc ims no meeting. Drew Hcindel reported that the foundation work is and Physical continuing. The second Guaranteed Maximum Price is due from the general contractor Facilities by July 3lst. The project budget is on target. The furniture specifications have been sent to bid, A list of alternative additions to the project is being prepared for consideration by the Library Project Finance Committee. Equipment purchases that will make it easier to staff the building have a high priority on the list of allernativcs. Materials and Thcrc was no meeting. Services Policy Management There was no meeting. Revision of the Board's bylaws was discussed. Indemnification Policy of Library Directors having been reviewed by the City's legal staff, the indemnification article was discussed by the Board. (City Council approval is not required for revision of (lie bylaws.) Dr. Malkinson requested that the bylaw pages be nuntbcred, and that Article I, section 5A begin "in April the Board sltall..." and end with "Additional nominations, with the consent of these nominecs." Article I1, section I was changed to read "The President shall... serve as principal liaison officer.." The indemnification article was discussed. Article VI on the administration of the Library was discussed at length, specifically, the change in the language concerning whom the Library Director reports to. Michael Cervantes stated that this language places the Director in the awkward position of reporting to the Library Board and to the City tvlanagcr. The City Manager hires, fires, and determines the compensation of the Director. This %vas made clear to the Library Board and to Neal Ney during the hiring process of the 'Director, and is based on local interpretation of the City's home rule powers Mr. Cervantes asked about the Board's relationship with the City Manager, the role of the Library Board, and the legislative history of this change. At the time of his appointment, it was explained to Mr. Ney that the policies governing the Library are the responsibility of the Library Board, and the Library budget is developed through the City's budget Icam before submittal to the City Council. The bylaws arc being amended to reflect the current situation; the existing language has been inaccurate for some time. Dr. Malkinson said that in reality nothing can be done to change the actual reporting relationships. Mr. Ncy was instructed to obtain further information about the reasons for these changes from the City Manager. The bylaws will be discussed at the August mccting, but will not be voted on before the September meeting. The need for a Library Board mission stalcmcat %vas discussed. Development The evaluation of proposals from the fund-raising consultants was discussed. The Development Committec voted, with one dissenting vote, to accept the proposal from Donald A. Campbell and Company. Mr. Ccrvanlcs stated his belief that Campbell and Rahr were professionally equal, therefore on the basis of the difference in the fee proposals, (lie Rahr proposal should be accepted. Dr Malkinson felt that lire detail and organi7zlion of the Campbell proposal were superior and that the experience of the firm with Evanston and the Library ►vas valuable Mr licindcl said that Campbell was a superior organi7.hlion arid the Advancement Group simply lacked experience. .4 Drew llcindcl moved, second by Ann Weise, MSP The Evanston Public Library Hoard of Directors recommends that the Evanston Proposal Public Library enter into ncgotintions with Donald A. Campbell & Company for the Acceptance provision of philanthropic consulting services. Motion passed on a roll call vote: 3 ayes (llcindcl, Malkinson, Weise). I nay (Cervantes) North Suburban Thcrc was no report. Library System PRESIDENTS Dr. Malkinson reported that Ann Kepler had thanked the Board for its support during REPORT her tenure as Board President. Orientation for new Board members has been planned. The exterior public art competition is in the final stages; over 130 entries were received. The three finalists will be submitting models of their work. To avoid reproduction problems, all rights and interests of the an should be transferred to the City. VICE PRESIDENTS The financial statement for the four month period ending June 30, 1993 was REPORT introduced. There were no questions. Evanston The Evanston Library Fricnds arc trying to arrange a program ►►ith Garry Wills as Library speaker. The Friends have generously committed S 15,000 to►►ards the audiovisual Fricnds system in the community meeting room of the new building. LIBRARY DIRECTOR'S Mr. Ney presented the monthly activities report for June; circulation at the Branches REPORT is up substantially. The Bookmobile was out of service for several wrecks due to the an illness. Mr. Ney acknowledged the help of Vicki Kirkscy, Marlene Harris and Paul Gottschalk in assembling the Board packets in the absence of Ruth Granick. The Secretary of State's Live and Learn funding is expected next February. Mr. Ney introduced a report, which Mrs. Weise deemed excellent, on slaffing the new Library building. Mr. Hcindel indicated that [lie proposed borrowing restriction on Chicago patrons should limit, but not end, their borrowing of materials. It is diflicull to predict the increase in circulation resulling from the opening of a new building because many factors are involved: nearby parking, new services, new location, and increasing population, for example, The slafGng repon is based on the operating needs of the new building - what it will take to run the new building adequately. Safety of patrons and staff, and adequate slafling of (lie second floor are of primary concern Moving the current periodicals collection to the third floor will reduce the staff time required to display new periodicals each dny Drew llcindcl moved. second by Ann Wcisc, MSP Periodicals The Evanston Public Library Board of Directors recommends to the Library Relocation Project Finance Committee that the Periodicals browsing area be moved from the first floor bro►vsuig arc:, to (lie third floor Periodicals area Passed unanimausly on a voice vote Wlh,I Several pieces of nc%v equipment would help relieve the impact of the increased use of the new library. The recommendations of additional technology proposed by Mr. Ncy were referred to the Space Planning and Physical Facilities Conunince. The Board approved the preparation of a budget proposal incorporating the addition of two FTE discipline monitors, replacing the custodian position eliminated upon the move to the interim site, and adding twenty-five hours per week to the shelving schedule. NEW BUSINESS Dr. Malkinson made the following committee appointments: Materials and Services, Ann Weise (chair), Matt Brackett, Drew Hcindcl Space Planning and Physical Facilities, Drew Hcindcl (chair), Michael Cervantes, Ann Weise, Matthew Brackett Dcvclopment: Michael Cervantes (chair), Sherry Bradford, Drew Heindel Management Policy: Malthcw Brackett (chair), Sherry Bradford, Ann Weise Evanston Library Friends liaison: Drew Hcindcl NSLS representative: Michael Cervantes Drew Heindel moved, second by Ann Weise, MSP Adjourn There being no further business, the Evanston Public Library Board of Directors moves to adjourn. Passed unanimously on a voice vote. ADJOURNMENT The meeting adjourned at 10:19 P.M. DRAFT NOT APPROVED Y . II LI ua . e i u A �� ullhWl�Y IB DRAFT NOT APPROVED EVANSTON PUBLIC LIBRARY Board of Directors Meeting August 17, 1993; 7:30 P.M. MEMBERS PRESENT Matthew Brackett, Sherry Bradford, Michael Cervantes, Drew licindel, Fred Malkinson, Ellcn Newcomer, Ann Wcisc, Cheryl WolIin MEMBERS ABSENT Gloria Bullock STAFF PRESENT Library Director Neal J. Ncy Technical Services Manager Marlene Harris Administrative Services Manager Paul Gottschalk Information Systems Manager Flavian Wallis CITIZENS PRESENT Darlene Fisher, League of Women Voters Observer Eric Anderson, City Manager Ruth Granick PRESIDING Fred Malkinson, President CALL TO ORDER President Malkinson called the meeting to order at 7:34 P.M. Dr. Malkinson raised the question of an ambiguity in the July 20, 1993 Board minutes concerning the Bookmobile. Language was changed to clarify the situation. Drew Heindcl moved, second by Cheryl Wollin, MSP Approval The Evanston Public Library Board of Directors approves the minutes of the of Minutes of Library Board muting of July 17, 1993, as amended. 7/17J93 Passed unanimously on a voice vote. COMMENTS BY None. CITIZENS STAFF REPORT Flavian Wallis, Information Systems Manager, explained that fie ensures that the Library's software and hard►%urc systems do what they are supposed to do. He distributed diagrams explaining how the computcr nctuork functions, how it is central to all phases of Library work We arc moving to more and more computer automation, giving us more and more information. The DRA system has just been upgraded Ile also described the functions of the Library computer nc(%Nark in the old building, the interim site, and as projected for the new Library building. lie troubleshoots problems, trains employees in Ilse use of various software items. The cost of automation is going down dramatically Locsl area networking and CD-ROM neoll with the branclhes is planned OLD BUSINESS Discussion of the bylall revision was postponed, pending the arrival of (lie City Manager. u . , . . - II, Y . . . 11 �1 I i � 9 1 , q 1 IIiI III IlAciliiW COMMITTEEIREPRESFNTATIVE REPORTS SPACE PLANNING Mr. Hcindcl reported that W. E. O'Ncil submitted the second guaranteed maximum AND PHYSICAL price (GNIP-2). The construction price ►vas reduced by about 5300,000, There is an FACILITIES Ownces contingency of $l,6 million at present. The project budget remains on target. Discussion of alternate improvements to [he project have begun. Board involvement is needed in the process. MATERIALS AND There -*vas no meeting. SERVICES POLICY MANAGEMENT There was no meeting. POLICY DEVELOPMENT Michael Cervantes reported on the progress of the selection of a fund-raising consultant. He felt that, prior to meeting with representatives of Donald A. Campbell Company, the Board needed to establish its fundraising mission and objectives, given the present circumstances. The Committee shared information with Campbell concerning the change in the scope of the fundraising drive. Mr. Cervantes stated that lie believed that the Board must review the fundraising plans in crtirety, including the purpose of the fundraising campaign. Mr. Hcindcl felt that Campbell accepted the change in direction (from purchasing equipment to funding endowments). It was fclt that , in the Letter of Agreement, better controls arc needed between funds expended and the ►vork accomplished by the consultant. The City memorandum on requirements for naming things was discussed. There is agreement that the campaign is needed, however is the goal still realistic? Historically, developing an endowment fund has always been a goal of the Library Board. OLD BUSINESS At 8:30 P.M. City Manager Eric Anderson joined the Board. He addressed the Board's Bylaws Revision concerns about the relationship between the Board, the City Manager, and the Library Director. According to the Illinois State Constitution of 1970, a municipality has a right to govern its own affairs, h may do everything except those things limited by the constitution. Executive power is delegated to [he City Manager by the City Council. The City Manager prepares the City's budget and presents it to the City Council for approval. He also appoints department heads, in consultation with the department boards (if applicable), according to City ordinance. In the case of the Library, the Library Board and the City Manager worked together to select the new Library Director and Cane to a mutual agreement. The City Manager appoints, evaluates and determines compensation for dcparimcnt heads. The Library Board sets Library policy in other respects. The indemnification of Board n►embers was discussed Board rncmbers asked whether they ate treated like nonprofit corporations; in other words, ►would they be liable only for willful or wanton misconduct? Mr Anderson indicated that the Legal Services Department would need to answer that question I Ali . w r I I JIu I 6 1 i Mr. Cervantes asked how a difference of opinion on policy betwccn the City Manager and the Library Board would be resolved. Mr. Anderson indicated that he would try to work toward an amicable agreement, however the City Council is the court of last resort. The Library Board is an agent of the Council, and there is no limit on Access to the Council by the Library Board. The fundamental working relationship between the Council, City Manager, Library Board and Library Director cannot be changed by the Library bylaws. Concerning the expenditure of funds, the Library Board has to use the City purchasing process for all purchases including those made 4vith discretionary funds; theoretically, the City Council expends City funds, and enters into contracts to do so. The Evanston Library Friends, not being a department of the City of Evanston, does not dispense City funds, and is not responsible to the City Council. At the conclusion of the discussion of the Library's bylaws the City Manager departed. Discussion returned to the Development Committee's report. The establishment of a foundation, governed by a Board composed of some Board members, file Library Director, and others, was discussed, and Neal Ney said that the North Suburban Library System is considering the establishment of an umbrella foundation for member libraries. {Mr. Ncy informed the Board that the System has scheduled a meeting on this subject for August 23rd, and invited Board members to attend.) It was decided that clarification and controls are needed in the Letter of Agreement with the fundraising consrrllant, and that any foundation to be established must be defined also, before (lie Letter of Agreement is finalized. Timing a fund raising campaign to run before the new building is completed may not be critical; a fund-raising campaign may very well be quite successful in the first year of the new building. The relationship between the Board and the Council and the expenditure of funds must be defined. It was decided to reschedule the next Development Committee meeting from August 24 to August 31, and, in light of new developments, not to invite a Campbell representative to the meeting. Sherry Bradford moved, second by Drew fleindcl, MSP The Evanston Public Library Hoard of Directors approves the minutes of (tic Minutes Development Committee meeting of July 27th as received Passed unanimously on a voice volt. NORTH SUBURBAN No report. LIBRARY SYSTEM - PRESIDENTS President Malkinson discussed the public art - an indoor art committee will REPORT screen donations, and the Public Art Committee has almost reached a decision on the exterior sculpture A Library Art Collection committee ►vill assess the current art collection of the Library and draft an acquisition policy. --= VICE PRESIDENTS Mr. llcindcl introduced the financial statement for the five nionth period ending REPORT July 3 i, 1993. There were no qucslions. Evanston Library The Friends have elected Doris Wolin, ex-Libmry Board president. as vice president. Friends There is no date as yel for the Garry Wills meeting. The Friends are considering the printing and sale of noiccards of the District 65 art work presently on the fence surrounding the new Library building site LIBRARY DIRECTOR'S Mr. Ncy presented the monthly activities for July and invited questions. There were REPORT none. NEW BUSINESS The new lease for the South Branch %%-as presented by Paul Gottschalk, who explained South Brunch Lease that it had been reviewed and amended by the City's Legal Services Department. lie felt comfortable negotiating with Richard Salem, the owner of the building in which South Branch is located. Sherry Bradford moved, second by Matthew Brackett, MSP South The Evanston Public Library Board of Directors approves the South Branch lease Branch Lease to run from May 1, 1993 to April 30, 1994 at a rate of $2,550 per month, and May 1, 1994 through April 30, 1995 at a rate of S2,650 per month. Passed unanimously on a roll call vote. Review of Hours The Board reviewed Mr. Ney's memorandum rocommcnding changes in Board Policy Of Service, Loan 5.7 to increase the loan period for videocassettes to a full week, and to create a 50 cent Periods, Fines notification charge for interlibrary Loan requests. Thcrc was a question on the and Fees adequacy of that charge, in light of the estimated cost of Interlibrary Loan transactions. 11 was derided to implement the charge for a year and then reevaluate it. Michael Cervantes moved, second by Matthew Brackett., MSP Change The Evanston Public Library Hoard of Directors approves changing the loan period Videocassette for videocassettes from four days to a week Loan Period Passed unanimously on a voice vote Michael Cervantes moved, second by Matthew Brackett, MSP interlibrary The Evanston Public Library hoard of Dircctors approvcs a filly cent charge for Loan Charge Interlibrary Loan transactions. Passed unanimously on a voice vote. Committee Mrs. Wollin was appointed to serve on the Library Project Finance Committee in Appointments Dr. Malkinson's absence Mrs. Woilin expressed interest in serving on the Space Planning Committee. Ellen Newcomer expressed an interest in the Development Committee. Dr. Malkinson will make the remaining committee appointments at the September Board meeting. Drcw Hcindel moved, second by Sherry Bradford, MSP Adjourn There being no further business, the Evanston Public Library Board of Directors moves to adjourn Passed unatuntously on a voice vote ADJOURNMENT Tlac mccting adjourned at 10 07 P.M DRAFT NOT APPROVED a „ . iilubl'i 1, , , um ,ildld: Iiii uiWl„4Wt,JIIIWJt',uG APPROVED OCTOBER 19, 1993 EVANSTON PUBLIC LIBRARY Board of Directors Meeting September 21, 1993; 7:30 P.M. MEMBERS PRESENT Matthew Brackett, Sherry Bradford, Gloria Bullock, Michael Cervantes, Drmv Heiudcl, Frederick Malkinson, Ellen Newcomcr, Ann Weise, Cheryl Wollin MEMBERS ABSENT None STAFF PRESENT Library Director Nr„al J. Ncy Technical Services Manager Marlene Harris Administrative Services Manager Paul Gottschalk North Branch Manager Connie Ileneghan CITIZENS PRESENT Darlene Fisber, Lcague of Women Voters Observer PRESIDING Fred Malkinson, President CALL TO ORDER President Malkinson called the meeting to order at T35 P.M. Michael Cervantes moved, second by Drew Heindel, MSP Approval The Evanston Public Library Board of Directors approves the minutes of the of Minutes of Library Board meeting of August 17, 1993 as received. 8117/93 Passed unanknously on a voice vote. COMMENTS BY None. CITIZENS STAFF REPORT Connie Heneghan, North Branch Librarian, described (lie services provided at the North Branch. Mrs, Hencghan intervie►vs, hires, schedules, and trains staff, and orders books for the adult collection. Currently Ihcre arc 32,000 books in the Branch collection Muriel Schwartz is in charge of branch story Nimes Mrs llcneg;ltan works at facrbtating communication with the Main Library for her "homey" neighborhood branch. Volunteers make an important contribution to the functioning of the branch. Help with homework is provided for elementary and middle school students. U5,1gc of and circulation at the branch arc affected primarily by Central Street traffic. OLD BUSINESS Library Director Neal Ncy reported that the Libtary Board Bylaw revisions are still being reviewed by the Cit►'s Legal Services Department. The indcttrttrfication provision should be rc.rdl• for the Library Board's October meeting There is a question as to ►►hether the City resolution on indernnif=i1ion covers former Librar} Board members. Conditions of self-insurance include: liability would be only to the limit of self-insurance; 13oard itternbers must cooperale fully Tile power and dulics of Ilie Board roust be rcfcrcmced President Nialkinson appointed the ne►► Board members to cone nttlecs Chcryl Wollin will sortie on the Space Planning; and Managemcat Policy cotnnuttees. Ellen Newcomer will serve on the De►•clopment and Space Planning committers. Gloria Bullock +sill sere on the Development and Materials and Services committees. liiiitIk,Ih CONVAITTEE/REPRESENTATIVE REPoirrS Space Planning There ►►-as no meeting. Drew Heindet reported that the Library Project Finance and Physical Coinntiuec will nice( on September 30th, when the architects ►►ill submit proposed Facilities additions to the Project. Alternates proposed by the Library staff have been encumbered, These expenditures will be submitted for final approval to the City Council when a more complete list of additions is available. The furniture bids have been received, but not yet approved. Tile next committee Riccling is scheduled for October Gth. Materials and There was no meeting. Services Policy Management There ►vas no meeting. Policy Development Mr. Cervantes reported that the Committee is feeling a sense of urgency to proceed with the Developmen( Plan, limm,er, they arc concerned that all funds raised for the Library are currently considered City funds per the City Manager. The options of establishing a Library foundation or gaining City Councit approval of past Library policy need to be explored Mr. Ncy said that the City Manager rccomutcil the foundation option, wi(li potential transfer of the present cridownicnt funds to the foundation. That transfer would require City Council approval. Book &-tics may need to be sponsored by the Evanston Library Friends, lest they become a budgeted income item. The City Council will have to pass a resolution annually to donate books that the Library withdraws from its collections to the Evanston Library Friends' book sale. Mr. Cervantes indicated Owl discussion of a foundation should be pursued by the entire Board, not just the De►•elopiucnt Committee Ellca Newcomer stated that (tie City Manager's interpretation of the situation is in conflict with [ter understanding of Illinois State library 1mv. There is no legal precedent that donations to the public library must come under the auspices of the City Council Under state taw, the librar'v board is responsible for Ilic funds, and accountable to the cilirens of Evanston She knows of no city ordinance ruling that donations to arc under City Council control. The Evanston Public Library Board is governed by Illinois state law, as well as Cite ordinances. Ms. Nc►►conicr interprets state lase to mean that donations arc under [lie special (rust of the Board. Site indicated That the City Manager's opinion has no binding effect, since it is not a legal opinion. Dr Malkinson san the foundation as an opportunity for control of funds apart front ilic City Council Titcrc ►►,as general consensus Iliat the Libran Board needs to maintain tlic ability to bolster the Library's budget with discretionary, Library Board controlled funds. It is the Board's contention that such donated funds are solely under [lie control of the Library Board and should not be considered as ('it)- funds Sonic Board mcn►bcrs voiced concern over the possibility of extra layers of bureaucracy involved ►iith tite foundation Shcrn, Bradford felt the Board should explain its position in regard to Illinois state late to the Cily Manager Control of discretionary funds is an issue bcli►ccn Itic Libran, Board, the Cily Nianager and the City Council The Library Director will not be involved in discussions/negolialion A meeting was suggested %%ith Nis Newcomer, Drew Ilcmdct and Eric Anderson to discuss the intcrpramon, the impact, and precedents of stale and city late tit regards to donations to the Library ,li, 1 All ii I II I�1 1 I�l is I V�ul i �. , A111 iIIIIfI�IY�tll� llulil� Many good rcnsons exist for having the foundation oilier thatt that of separating donaled funds from (tie corporate budget; it would ben good fund-raising vehicle with a specific focus and people would be more likely to donate to a foundation than to a municipal department. The possible relationship between the Evanston Library Fricnds and a foundation ►►gas discussed. The Friends arc a mass membership organization, isilh public relations and programming functions. An Evanston Public Library Foundation should not adversely affect the Friends' fundraising efforts. Sherry Bradford moved, second by Gloria Bullock: MSP Library The Evanston Public Library Board of Dircciors appoints Ellen Newcomer and Donation Drcw Hcindcl to meet with the City Managcr to discuss Icgislntion as it influences Discussion donations to the Library. Cheryl Woliin said the Board does not want alterante methods of fund raising to denigrate the City budget. It w•as agreed that after the meeting with the City Manager, the Development Committee would meet to consider pros and cons of Library foundation and make rec:ommendaIions to the Board. Ms. Newcomer said dw state law is written to clearly separate public libraries from corporate (i.e. City) authorities. The motion passed unanimously on a voice vote. Mr. Ney was instructed to begin drafting bylaws that could be used to create an independent foundation to provide support for (lie Library. North Suburban Michael Cervantes reported that he had attended the North Suburban Library System Library System Board meeting. Ne asked how w•c presently use the Sysicm, and what it can do for us. Marlene Harris said that she had atlendcd the Sysicat's long range planning meeting. She surnm,.irizcd the long range planning process, during which the System members held nwetings by 1+1)e of fibrin, (academic, school. public, corporate, e1c.). The System's Board is in the process of distilling its goats and objectives- access to resources, resource sharing, a tefcreacc safct) act for small libraries, workshops, delivery. Icchnology, a Icgisimivc role for public libraries, group discounts, cooperative collection management, consultant services and an entrepreneurial role. PRESIDENTS Dr Malkinson reported Ihat the Exterior Public Art Subcommittee met and chose a REPORT piece by Sherry Frederick, a basket and tree hanging front critics Ms Frederick will meet with Dr Malkinson and Ronald Isaacson to explain her stork The Imerior Design SubcorminIlee will meet soon 7'lae Board twill need to lti%-c clear reasons for accepting or rejecting the publican recommendations. VICE PRESIDENTS Tile financial staterucnl for the six month period ending August 31, 1993 was REPORT introduced. Copier revenue is down, expenditures for copiers ,ire also down by a like amount, and the Hirshfield Endowment Fund is underfunded. A report oil the Fund imbalance will be sent to Dr. and Mrs. Hirshficld. Evanston Drew Hcindcl requested direction on discussing fund-raising plans with the Friends, Library as well as their possible takeover of the book sale operations. Friends LIBRARY DIRECTOR'S Mr. Ncy presented the rttonthly activities report for August and invited questions. REPORT Titcre were none, Ellen Newcomer complimented Sally Schwarzlosc of the Children's Department on tier assistance with the program to encourage young parents to read to their children. NEW BUSINESS Mr. Ncy presented the Library budget for review. Major changes include: the reorganirntion of Adult Services into Rcader's Services and Informalion Services; the addition of maintenance staff needed for the nca building; natural gas and janitorial service for the new building; the lransfcr of computer operations from Circulation to Technical Smices; and, incremsed Per Capita Grant funding A ponion of the new gr .nt funds will replace $5,000 transferred from the book budget to the periodicals budget. Mr. Ncy csplained INA Itte net increase in periodicals funding will maintain current subscriptions in light of inflation. Drew Heindel was concerned that a future loss of grant funds would result in loss of funds for book acquisition. lie secs a need to chart changes in the materials budget over the years. There was a short rcvicw of staffing of the new building. The Library budget will be presented to the Human Services Committee, pending approval by the City Manager. This presentation affords an opportunity for advocacy of the Library budget; there is a need for a spokesperson to present the budget. Dr. Malkinson appointed Drew Hcindcl and Matthew Brackett to represent the Library before the Human Services Committce. In his letter of transmittal, Mr. Ncy will present the reciprocal borrowing changes for Chicago patrons and the future use of seniors, through the Senior Community Service Employment Program (Title V), at the lnforniation Desk in the new building. Paul Gottschalk rm-iewed the electrical and clevaior situations at the interim site. ADJOURNMENT Cheryl Wollin moved, second by Drew Hcindcl, MSP Adjourn There being no further business, the Evanston Public Library Board of Directors moves to adjourn. Passcd unatumously on a voice %otc The meeting adjourned at 10 25 P h1 t -t APPROVED NOVEMBER 16. 1993 EVANSTON PUBLIC LIBRARY Board of Directors Special Meeting October 27, 1993; 7:30 P.M. MEMBERS PRESENT Matthew Brackett, Sherry Bradford, Gloria Bullock, Drew I Ieindel, Frederick Malkinson, Ann Weisc, Cheryl Wallin MEMBERS ABSENT Michael Cervantes, Ellen Ncwcomcr STAFF PRESENT Library Director Neal 1. Ncy Administrative Services Manager Paul Gottschalk Executive Secretary Ruth Grattick CITIZENS PRESENT Stephen Engelman, Alderman Gcnc Feldman, Alderman Emily Guthrie, Alderman Sherrie Frederick, Sculptor lames Gamble, Public Art Conunitice Jonathan Glus, Public Art Coordinator, Evanston Arts Council Raymond Green, Public Art Committee Bclh Hart, Public Art Committee Ron Isaacson Chair, Public Art Committee Indira Johnson, Public Art Commiltee Nancy Kotler David Mickenbcrg, Public Art Committee Fred Nagelbaeh, Public Art Committee Max Rubin, Director, Building Operalions Bob Seidenberg, Evanston Revicty Joseph Zendell, Executive Director, Evanston Arts Council PRESIDING Frederick Malkiison, President CALL TO ORDER President Malkinson called Cite meeting to order at 7:37 P.M. President Malkinson asked Raymond Green, an Evanston architect, to begin the presentation of the public art project. Mr. Green stated that the Evanston community has public art consciousness, which separates us front other mammals, Public art has been a necessary part of cities for years back, part of the visual fabric. During the competition for sculpture to adorn the exterior of the new Evanston Public Library building 123 pieces, from all over North America, were submitted to the Exterior Public Art Committee. Of these, three were selected for further development, and one was chosen. Among members of the jury tivcre Bill Conger, community representative, and art professor Judith Kirschner. Mr. Green called the competition process a good, historic one. Criteria were that the piece tnust: complement the new Library building, aid the building in being chsily identifiable, respond to the Library mission, and be planned for low maintenance and long-lasting material. Atka three hours the jury had narrowed its choice to 23, much laler to nine selections, Ilan to three - whose creators were from Los Angeles, Nciv York, and Chicago. Their final choice wis Budding of (lie,ifind, by Sherrie Frederick of Chicago. "The architect fell very positive about it" said Mr. Green. . One member of the public spoke of Ms. Frederick's research oil fabrication of lire piece, and the creation of the piece. Aline art fabricator and installer ►vas then found and bids were obtained oil bate and materials. l Ic said Ilial sculptor John Adduci had been consulted, and there would be no danger to lite building. C Dr. Malkinson asked wlietlier a single hook would be protective enough in attaching the piece to the building, Ms. Frederick replied that all the weight would be supported by the critics; Ilse root ball, whose side facing lire building would be flat, would be attmelied to building hooks. Ton question of possible danger caused by the movement of The branches, site replied that lire basket will be 20' up. Mrs. Wollin called lite baskct an Via Clive nuisance, and asked about items thrown into it. Ms. Frederick replied Hint the slats in the basket will be far enough apart that things will be able to seep out, and that lite basket can be cleared out if necessary. Site thought of throwing things into a basket, of collecting all objects thrown in and adding them to the piece. Mrs. Wollin retorted that objects thrown nt lite basket might break windows. lonatitan Glus asked Ms. Frederick whcllier she had spoken of the whimsy in Building of the Uind. Shc responded that site had shown the basket to old friends who rclaled to the piece, that kids like to sec cranes and dump trucks, and that she would like to sec drawings of her piece featured in Library adminisiralioi, ;tad [lie Childtcti s Roont. Matt Brnckclt said tic found the basket low in relation to lite tree. Ms. Frederick explained That originally lite basket and tree were to be suspended, and to move. With much enthusiasm Beth Hart invited people to visualize the piece on the new Library, describing it as wonderful, (lie basket as pla)-ful. Site said (lie diagonal of the crane plays off the buildings horizontals and verticals, a perfect foil for a geometric building mud very provocative. Site suggested a visitors' book in the Library, for comments an Building r f the h find. Ms. Frederick said lite design of the new building is liken Frank Lloyd Wright building, and Wright referred a lot to trees, that architects refer to nature in their buildings. Mr. Hcindel said he was intellectually comfortable with lite piece, but the tree is a problem and [lie entire piece a challenge. Ms. Frederick said slie likes feeling that trees live and die, and Mr. Brackett asked how the fact that trces are mortal fits in with the Library. Ms. Frederick responded that libraries arc about dead thoughts -art dies, movements die. Cheryl Wollin said "this building better last," and there was general laughter. Sherry Bradford said it was too much of a visual struggle to make it aft fit, that people won't tear Ms. Frederick philosophize. They want to understand [lie piece, and should riot have to struggle with their Library. Ms. Frederick explained that licr background is not in art, nor were there artists in her family; her father related tic piece to fishing, and her mother liked everything site did, but Was canccrncd what people might think of it. Mrs. Bradford said the piece is intimidating. A member of the audience said that Picasso's work teas not immediately accepted. Mrs. Bradford said the piece will not +vork on the building. David Mickenberg, an art historian whose area of expcnrse Is 12th century French architecture, said [lie role of the Library Board is extremely difficult. Michelangelo's Doi-& was stoned, then stored, Picasso was tutned down for 10 years before being accepted, and the process of acceptance is a gradual one. lie said the Exterior Public Art Committee strongly favor:d the piece as closest of all submissions to the arts and trails movement. Tension bet►s=n lt►c natural and the leclinological nhvays exists; Cite height of the piece relates to lite archilecturc of the building, the basket relate; to the building's exterior, and the critics rclitc to the propottions of building, in a shocking manner. Libraries educate people - educate the public about this piece. lames Gamble said that it can be made structurally safe, Ihal there would be mesh in the basket, and that it is provocative. He referred to Elie Cross-Rhodcs Rcstitiranl, whose sculpture is above the street and not very visible. Sculpture should not be lost or safe, should be abic to inleract, and should be provocativc, He said he could discuss Building of the dlurd with his boy scout troop, and that pedestAs or bases are not created for invisible art. APPROVED NOVEMBER 16. 1993 EVANSTON PUBLIC LIBRARY Board of Directors Special Meeting October 27, 1993; 7;30 P.M. MEMBERS PRESENT Mnilliew Brackett, S1kerry Bradford, Gloria Bullock, Drc►v I Icindel, Frederick Malkinson, Ann Wcisc, Cheryl Wollin MEMBERS ABSENT Mlchacl Cervantes, Ellen Nc%vcomcr STAFF PRESENT Library Director Neal J. Ney Administrative Services Manager Paul Gottschalk Executive Secretary Ruth Granick CIT17ENS PRESENT Stephen Engelrmn, Alderman Gene Feldman, Aldcrnvan Emily Guthrie, Alderman Sherrie Frederick, Sculptor James Gamble, Public Art Coni nittcc Jonathan Glus, Public Art Coordinator, Evanston Arts Council Raymond Green, Public Art Committee Bcth Hart, Public Art Committee Ron Isaacson Chair, Public Art Committee Indira Johnson, Public Art Commillce Nancy Koller David Mickenberg, Public Art Committee Fred Nagelbach, Public Art Committee Max Rubin, Director, Building Operations Bob Seidenberg, Evanston Review Joseph Zcndcll, Executive Director, Evanston Arts Council PRESIDING I rcdcrick Malkinson, President CALL TO ORDER President Malkinson called the nnecting to order at 7:37 P.M. President Malkinson asked Raymond Green, an Evanston architect, to begin the presentation of tine public art project Mr. Green stated that (tic Evanston community his public art consciousness, which separates us front other mammals. Public art has been a necessary part of cities for years back, part of the visual fabric. During the competition for sculpture to adorn the exterior of the neiv Evanston Public Library building 123 pieces, from all over North America, were submitted to the Exterior Public Art Committee. Of these, three were selected for further development, and one %v-as chosen. Among members of the jury were Bill Conger, community representative, and art professor Judith Kirschner. Mr. Grccu called the competition process a good, historic one. Criteria were 11ml the piece must; complement (lie nc►v Library building, aid the building in being easily identifiable, respond to lite Library mission, and be planned for loev maintenance and long-lasting material. Allen three hours the jury had narrowed its choice to 23, much later to nine selections, then to three - whose creators vmre from Los Angeles, New York, and Chicago. Their Final choice was Building of the: Alind, by Sherrie Frederick of Chicago. "The architect felt very positive about W said Mr. Green, Ms. Frederick explained (hat site had researched file subject in books, is fascinated by trees, and that upside down root balls offer a different wny of looking at things. She pointed out that her piece can be approached from lite interior or the exterior of Ilse building. She has alivays been fascinated by cranes, and their lattice work can be seen from inside tltc ivindows. Tlie Library represents a piece to which people go to be alone and reflect. Cranes represent support of people seeking books, strength - ideas arc pulled back and (lien relenscd; the basket represents mind and (lie idens stored there; the tree represents [lie world, what it means to spectators and how it relates to their world. Joseph Zendell asked about her research. Ms. Frederick replied that Cite tree has been considered a good luck symbol, adding spirit to a building, and keeping the Building God happy - trees have been associated from time immemorial wish new buildings. Raymond Green found it exciting that one can see the piece from both inside and outside the building. Fred Naglebach explained that the piece can be seen in ninny different ways, that it does require effort on the part of the observer, that it is not tn.ditionnl, yet not avant garde. He called the ninquelie the best thought out one, and the piece well lhought out. Cheryl Woltin asked whelhcr the materials would come welded. Ms. Frederick replied that Cite tree will be cast in brt•tize and the baskeuvill be of welded steel - to have it woven would be too expensive. The tree wit( not be shiny Drew Heindcl pronounced the moquette gorgeous, but lite effect of the piece on the facade of the new building a major concern. He spoke of architectural ornamentation, of lite WPA and its early -on notion of sculpture. This will be a huge building on a small site. He said this piece is vigorous, but it does encroach on the street front. The elements of (tic piece arc interesting and appealing but they make almost a violent statement, one perhaps not suitable to a library and to this particular building. He asked in what way the piece would interact with the aesthetic of lite building, He found it provocative. and asked whether lite piece and lite building would fight one anolhcr. Ms. Frederick said that (tic building resign was from a Frank Lloyd Wright building. Tlie building with her piece world have various perspectives, from the lattice work of lite cranes on down. Tlicsc arc not just figures on top, site said, people should question and think. It will be amazing and large; people walking by it and seeing an upside down free will think of the world turned upside down. She said that she has often part things upside down in tier other works. During the building competition, said Matt Brackett, the angle of the west elevation was considered most iniporiant. Ms. Frederick's piece doesn't fit with lite building's arts and crafts theme; instead the building serves as a backdrop to Buili ing oj'rhe Alinrl. Ms. Frederick explained that site wanted (lie material site used to internipt the curve of file west roof; to make a dialog with lite building. She envisioned,) dramatic sunset on (lie nest, and reflections on the glass nt the top of the building. Talc piece offers homage (o garden basketry, and she pointed out the stepping aspect, like a waterfall, of (lie roof, (lie columns, and the cranes She said that the building and piece combi tic mass and form, and that Joe Powell seemed to like what she did. Mrs Wollin said she'd just returned from New Mexico, where she'd seen much art work. She found Building of the Alind a powerfully provocative work. but fell it would be all people %vould see, that it would eclipse the Library itself The west wall is lite main focal pot it(, and site feared ihat the building and the piece would fight each other for d0tnina1+me. Ms. f rederick replied dial it rcquires courage to build )it i mtsual piece, that il's exciting to have people discuss it. Slic felt that, once the piece was installed, dismission of it would lic challenging for ilic artist and file community, and said lbal she was honored to be considered for her piece At this point. Library Board President Malkinson opened the nice(ing to (lie public. . One member of the public spoke of Ms, Frederick's rescnich oil fabrication of the piece, and late creation of the piece, A fine art fabricator and installer was then found and bids %were obtained oil lime and materials. Ile said that sculptor John Adduci had been consulted, and there would LY., no danger to tite building. Dr. Malkinson asked !whether a single hook would be protective enough in attaching the piece to the building. Ms. Frederick replied that nil the weight would be supported by the critics; like root ball, whose side facing [lie building would be flat, would be attaclied to building hooks. To n question of possible danger caused by the movement of the branches, site replied that the basket will be 20' up. Mrs. Wollin called the basket an attractive nuisance, and asked about items thrown into it. Ms. Frederick replied flint the slats in the basket will be far enough apart that Ihings will be able to seep out, and [flat the basket can be cleared out if necessary. She thought of throwing things into a basket, of collecting all objects thrown in and adding them to the piece. Mrs. Wollin retorted that objects thrown at the basket might break windows. Jonathan Glus asked Ms. Frederick whether she had spoken of the whimsy in Building of ihr Ubid. Site responded that she find shown cite basket to old friends who related to the piece, (lilt kids like to sec cranes and dump trucks, and that she would like to see drawings of leer piece featured in Library administration and tits Children's Roorti, Malt Brackett said lie found lite basket low in relation to (lie tree. Ms. Frederick c.Nphincd that originally the basket and tree were to be suspended, and to move. With much cinhasinsin Beth [tart invited people to visualize the piece on tile new Library, describing it as wonderful, the basket as playful. She said the diagonal of the crane plays oft' [he building's horizontals and verticals, a perfect foil for a goonictric building and very provocative. She suggested a visitors' book in the Library, for comments oil Building of the Alind. Ms. Frederick said [lie design of lite new building is like a Frank Lloyd Wright building, and Wright referred a lot to trees, that architects refer to nature in their buildings. Mr. Heindel said lie was intellectually comfortable with the piece, but the tree is a problem and the entire piece a challenge. Ms. Frederick said she likes feeling that trees live and die, and Mr. Brackett asked how (lie fact tltat trees arc mortal fits in with Cite Library. Ms. Frederick responded that libraries arc about dead tboughts - an dies, movements die. Cheryl Wollin said "this building better last," and tl►ere % as general laughler. Sherry Bradford said it was too much of a visual struggle to make it all fit, that people ~won't bear Ms. Frederick philosophize. They want to understand the piccc, and should not have to struggle with their Library. Ms. Frederick explained (lilt [let background is not in nit, nor were Itiere artists in her family,- her father related the piece to fishing, and her mother liked everything site did, but was conccrucd %vital people might think of it. Mrs. Bradford said the piece is intimidating. A iucrnber of the audience said that Picasso's !work was not imnicdialety accepted. Mrs. Bradford said the piece will not work on tlic building. David Mickenberg, in art historian !whose area of expertise is 12111 century French architecture, said ti►e role of [lie Library Board is extremely difricuit. Michelangelo's David was stoned, then stored, Picasso was turned down for 10 years before being accepted, and the process of acceplance is a gradual one. lie said tits Exterior Public Art Committee strongly favomd [he piece as closest of all submissions to the arts and crafts ntowement. Tension between the natural and the technologic. -if al«;tys exists; the height of the piccc relates to the archilecture of the building, the basket relate, to the building's exterior, and the cranes relate to the proportions of building, in a shocking manner. Libraries educate people - educate tite public about this piece. James Gamble said that it can be made structurally safe, that there would be mesh in the brisket, and 111a1 it is provocative. He referred to cite Cross -Rhodes Restaurant, whose sculpture is above the sired and not very visible. Sculpture should not be lost or safe, should be ablc to interact, and should be provocative. lie said lie could discuss Building of rare And will) his boy scout troop, and that pedestals or bakes arc not crcalcd for iuvisibic art. (Bob Seidenberg of the F-11r►ston Rcvic►v entered at this point.) Gamble continned, "If Pw cll is comfortable with it, respect his opinion." Mr. Green said that art is chosen not for emotional reasons but for quality. There was n jury of trained people, a design review. The history of any art ►vork, said Green, is not that it was enjoyed nt the time of creation. He called Building of the Alind a good piece and controversial, said the process of selection is very objective, and It is not our place to judge." He said there are no structural concerns, the loads will be supported by strong structure and the piece has little surface area to resist wind. The cranes show that the building lives and will continue to evolve. He hoped Ilia Library Board would view the challenge. Dr. Malkinson thanked Mr. Green, the Public An Committee members, and Ms. Frederick for their excellent responses. Mrs. Bradford said an important concern about the building is to decide what goes on the facride. Mr. Heindcl said he'd heard much discussion about modiframtion to the building - structural changes. Max Rubin explained that in order to attach the piece to the building the columns would have to be broken into, that constnrction of the building is too far along for adaptation during construction to be possible, that structural surprises mast be figured in, and Ilia[ the building can bear lire load at ilia top, not further down. Mr. Green said that the pirce will be supported by the crane and that there's little force on the tieback. He didn't think the wall would have to be taken apart to ensure rigidity; oscillation is desired. Mrs. Wollin nrcrrtioncd a letter from U. S. Equities stating that retrofitting the exterior ►►;ills might affect the functional or aesthetic properties of the wall, cause delays, and raise costs. To Neal Ney's question of whether there was a component in Ms. Frederick's budget to cover allachmenl to the wall and mplacemenl of bricks, Jonathan Glus said there ►vas none. To Dr. Malkinson's question on cost. Mr. Green said there would be no additional cost, that Ms. Frederick should research the matter and discuss it with U. S. Equities. Dr. Malkinson said the Library Board should obtain more information. Drew Heindel moved. second by Cheryl Wollin, MSP The Evanslon Public Library Board of Directors moves to postpone the vote on Building of Postpone (!re Alind until further information is obtained. Vote Pa«ca unanimously on a voice vote Dr. Malkinson then asked ►vhethcr retroftling would be required at this point in construction of the building no matter which piece was chosen. Jonathan Otis responded that it would depend on the piece selected. Mr. Rubin suggested Ilia( the piece be done as soon as possible, wlulc ilia consinuclion crane is still there. Mr. Green &aid the use of a cranc is in Ms. Frederick's budget Mrs Wnllrn said that the Library Board, ilia Libran, Projccl Finance Committee, the City's Administration and Public Works Committee, and the City Council all must consider the piece "We're prolonging the process." Alderman Gene Feldman suggested that the Library Project Financc Committee meet as soon as possible, if the Library Board should decide to approve the piece . I . Malthew Brnckett moved, second by Sherry Bradford, MSP There being no Further business, the Evanston Public Library Board or Directors moves to Adjourn adjourn. Passed unnnimously on a voice vote. The meeting adjourned al 9:18 P.M. APPROVED DIXE61111-At 21, 1993 EVANSTON PUBLIC LIBRARY Board of Directors Meeting November 16, 1991,730 P.M. MEMBERS PRESENT Matilrc+v Brackclt, Sherry Bradford, Glorin Bullock, Michacl Cervantes, Drcw Ilcindel, Frederick MAkinson, Ellen Nc►vcomer, Ann Weise, Cheryl Wollin MEMBERS ABSENT None STAFF: PRESENT Library Director Neal J. Ney Technical Services Manager Marlene Iiarris Administrative Semices Managcr Paul Gottschalk Circulation Supervisor Charles Elllmanrt Executive Secretary Ruth Granick CITIZENS PRESENT Darlcnc Fishcr, League of Women Voters Observer Ron Isaacson, Chair, Public Art Commiticc Jot►allmn Glus, Public Art Coordinator, Evanston Arts Council Raymond Green, Public Art Committee Belli Ilart, Public Art Commiticc Indira Johnson, Public Art Commitice Max Rubin, Director, Building Operations PRESIDING Frederick Malkinson, President CALL TO ORDER President Malkinson called the mccling to order al 7:36 RlvF. Several changes ivere rejucslcd in llte Hoard minulcs of October 19, 1993. Ellen Ne+scomcr requested that "Local Library Act" be inilial capitalized, and lhal wording be changed in the paragraph concerning Cite mccling site and Drew Nciadel had wills the Cily, Manager. Chcryl Wollin suggested that the fourth cnurneraled item concerning the powers granted by stale lair 111;11 arc not cur rattly exercised by the Library Board be on►iltcd. Cheryl Wollin moved, sccoud by Ellett Newcomct, MSP Approval The Evanston Public Library Board of Directors approves the minules of the of Minuses of Library Board mceting of October 19, 1993 as amended 10/19/93 Passed urtaninraasly on a ►orcc vole Cottccriung the ntintucs of lite special Board mccttng of Uctottcr 21, 1993, "abroad" was clanked to "New Mexico" on page 2 Gloria Bullock moved, second by Chcryl Wollin, MSP Approval The Evanston Public Libran• Board of Directors approves late tninnles of llte of Minutes of Library Board meeting of October 27, 1993 as imcndcd 10/27/93 Passed unanimously on a voice vole. COMMENTS BY None CITIZENS STAFF REPORT Charles Elftmnnn, Circulalion Supervisor, described the services provided by his departuterll. Mr. Elftrnnnn schedules the Circulation staff - four full time employees, ten part limcrs and seven temporary workers. The frequent turnover in Circulation staff stakes scheduling complicated. tic revicvi-s employment applications, interviews applicants, orients and trains those chosen, and works tql Ilicir regularly scliedtlled evaluations. The Circulalion Department registers patrons for Library cards, issues the cards, checks library materials out 10 patrons, checks lire materials back in, manages the procedure for recovering overdtie materials, levies fines, handles lost and damaged materials, and serves as telephone operator for lite Library. Staff' listens to palron complaints, and keeps circulation records. The Sorting Roost Supervisor is also part of Mr. Elftntann's staff. Mr. Elftmann compiles statistics on; circulation of lite various Library materials, door counts far the Main Library, branches and Bookmobile, and the Reciprocal Borrowing Program. lie orders supplies and monitors the Circulation budget, interfaces with the collection agency, bills Chicago Public Library for nlaferials Chicago patrons have borrowed from Evanston and not returned. tic effects the maintenance of a consistent quality of service. To a question by Andrew Heindel about the layout of Circulation in lite nc%v Library, Mr. Elflmann responded that he is fairly happy with the one line cyslem (this obviates [lie confusion of patrons standing in various lines in front of various staff members), and he fccls llte Four DEC Cashiers will furlher enhance Ilie efficiency of his departmcnl Dr. Malkinson thanked Mr. Elftlnann for his presenialion OLD BUSINESS Dr Malkinson then brought to [lie Board's attention lltc two Idlers from Joe Exterior Powell and one from dill Conger concerning the exterior art piece. Mr, licindcl Sculpture asked whether Dr. Malkinson had been aware of file letter froin the architect. Dr. Malkinson explained that lie had received both letters (Mr. Powell's letter to Jonathan Glus and Mr. Conger's letter to the Evanston Library Board) at late same time I Ic said he At -as surprised by the contents of talc letter, that Mr. Powell had not expressed reservations when he was in Evanston. Mrs. Wollin asked whclhcr the Public An Committee had received file June 30111 letter from Mr Powell. Mr. Powell had discussed the subject later - his overriding concern seemed to be that file quality of the submissions was not up to par. Jonathan Glus said that he had not thought the Hier important, that it had not really expressed a rejection of Ms. Frederick's piece, but that lite sculpture submissions were not as professional as late architectural submissions had been Dr. Malkinson pointed out that late letter daled ]title 30 was written just after the initial meeting! (At this point Mallliew Brackett entered ) Mr. iiclndel made the following comments. "I 1%ouid firsl like to express my apprecialion for the detailed presentation by the Public Art Committee at our special (Board) meeting of a couple of weeks ago. I can't imagine that we could have had a more thorough discussion regarding Ibis piece and I hope %vc are all appreciative of this. I fell that there was very substantive discussion and that it warranted our waiting to vote on Ibis matter until lonighl, so that we would have fully considered all aspects of this matter, including Itic additional information which we requcsied "I feel greal concern about (his public in process and about the manner in which lvc proceed to best promote the successful implementation of this program, which is so heavily reliant oil file achievelllclll of.) consensus Wwccn the arts conitnunily, (lie Library Board and the City Council concerning site selection of art work for both the exterior and the interior of our new Library That process should and will be a continuation of the work done to date, which all of us, as stewards for the Library in particular and the City at large, have approached willr seriousness and concern Regardless of holy this vote should turn out, it is imperative that we all proceed wills clear direction and uniformity of purpose. "We as a community rely upon the Arts Council raid Ilic Public Alt Commillee In solicit and select pieces of art they consider to be of considciable aes(lielic uteril. l think it would be inappropriate for us, the sitting members of the Library Board, to attempt to pass judgment solely on the artistic merits of nny piece of girl intended for the community. "Fiowrvcr, %vc, in our role of stewardship for lite Evanston Public Library, must evaluate art work, and specifically acceptance of a picce such as this, in the light of its appropriateness as a symbol of [lie Library's mission and for its ability to foster acid support (in a positive way) public pride and interest in the design and construction of Ile ticty Library building. "At this point I must raise my opposition to this picce of sculpture. I recognize ilia( the proposed sculpture is a provocative picce - I do not challenge the notion that, as conceptual art, it is Capable of generating [lie discussion of ideas relevant to the role of a library. The piece may work in sonic people's minds as an intellectual celebration of a library's potential to develop the mind and free thought. Ncvcrihcless. I do not Iliink that this specific picce of sculpture is either the only or the best way to express in visual Ions That part of our Library's mission. I also do not feel obligated, as one of many stewards for an inslitution dedicated to freedom of Ihoughl, to approve this one personal and idiosyncratic expression of those thelncs, particularly in what will prove to be a controversial picce due to its imagery, which 1 still consider violent and disturbing, and perhaps overly inicllccivalizcd to Ilic ]mint of poicnlially being ridiculed. "I cannot endorse (he selection of this picce for Iwo main reasons, Will of which stern front my concerns ns a member of the Library Board. 1) 1 do not think that the picce is visually appropriate for its selling. The most striking tliing about tliis piccc of arl is the wny in which it visually clashes with the fa�.ade of lite building. We who have been involved in the dcvclopincnl of what lite new building would be had hopes fora sculpture that would be harmonious with the strong artistic statement of (tie building - one that would crown the detail of the fagadc. There has bccn great ancntioir gives, to [lie architectural appearanec of (his building, and particularly to this west faGnde This fac,ide does not present itself as a blank palcne, but has a very carefully designed appearance. We had not imagined a piccc that ►%ould vie so actively for allenlion - in such a disharmonious dialogue with the arctiticcturc of laic Lis;:idc. It picsenls as aii odd notion the fact that this piccc is draped in front of the somcwhal monumental windows, while at the same time Ihcre arc large blank walls to either side; I simply don't sec Ilia( this piccc achieves what it was set up to do I feel Ihal Ilic lack of hatmony between the sculpturc and [lie building would work to the detriment of Will tic building and the piccc "2) Oil a more mundane note, %%c cannot cilrale the picce. it's l;ntnl; to ofFcr tot (cniptirtg art opporunuty for vandals and pranksicrs i[, 'nilcracl' tt iltt this iece in a way that may be damaging to both lite piccc and the building I can imagine that iliere also nmy be sonic additional liability concerns with how lite piccc hangs over the sidewalk The Library has a very light operalional budgcl and we have always kept in mind a great concern for not creating burdens for the Library staff, who are almidy dcalliig wilh problems outside lite rcalin of library scicuce di, II , „1 ON1191� dLWIliINIIII u ,,,,u I4 Iy1, 11111 „ ON III "It has been suggested by the archilect that perhaps [he way to proceed would be along llte lines of a much more closely directed piece, to achieve the visual integration lliat we seek ror this piccc wills the building. I don't know if this is lic best solution, although I imagine that I could be comfortable with this approach. I would hope that we could work with the Public Art Committec to arrive al a clearly staled understanding of the common goals we hold for the visual and even dynamic integration of a sculpture into this building's fagade." Ann Wcisc then read her statement about the piccc: "I feel That this sculpture is all wrong for our library and here arc my reasons: "i ant deeply concerned about the perception by [lie public. 1 have already received a number of calls and comments by citizens I quote, 'Who is paying for this awful thing?" '17hc upside down Ircc looks like a lynching,' and 'is this some sort of joke?' "fit April of 1991 a referendum was passed by the citizens of Evanston to cut the City Council from 18 to 9 aldermen. This passed by 59% - a very high majority. it was, indeed, a tax payers' rcvolt and rightly or wrongly represented the'throw lite rascals out' line of reasoning. Art such as this looks as lhough public officials arc wasting tax payers' money rend have it to throw around. In this sort of property tax climate, we would lose crcdibilily and wcakeri fulure requests for the Icgitimalc needs of staff, books, sccitrity and furnishings. "We need to define whal sort of sculpture is needed for lite Library. The first ,and more important criterion is Thal it be compatible with the building. The Library should give lite feeling of permanence, stability, dignity and strength. This new sculpture should entrance the building, and the building should enhance the sculpturc. This building does not call for a conccpuial piece of art. I believe it should be a recognizable form, simple and honest. It should be done beautifully. A human or anintal form would work well. Above all else it must be aesthetically pleasing and compatible Willi the building. "1 do have concerns and worries about Ilie process for choosing, public art h appears to be quite problemalic. That has proved true here and in other cities as well. This process has to be reexaniined and improved. "Tic Evanston Public Library is the first significant public building built in many years. It is permanent and lasling. This is lite new Evanston Iandmark. It is my hope 111ai the people of Evatistort will collie and find 11ic Library welcoming - a quiet, safe place to read, to work, to find ideas, books and beauty This is itty vision for the Evanston Public Library." Sherry Bradford said orie can't relate to the piece intellectually, that, in Mr llciridel's phrase, it relates too much to Itic arlisl who, in tier cxplanalion, expressed tier own feelings beautifully but said nothing about what Evanston is aboul Dr hialkinson then remarked ilia[ tits Frederick had said Evanston is a city known for its trees Nil l lcindel said that all art is a personal statement by 111c arlisl, but dial the Board is not comfortable with the mcriis of the art, and that lite problem is the overall effect of piece on lite fagade. Mrs. Wollin said the piece is provocative, and good for an outdoor park; the fact that it is controversial should not be a reason to turn it down Two things bothered tier- 1) tension bclwcen the building and (lie piece is not prothictivc, and 2) U S Lduilies' biter from htr ltuiler indicated ihat expensive modific.itions to the Wilding might be required to niount this piece At the Cklober 27111 Special Hoard inecling Ilse impression was given that i it Powell lcccplcd the piccc (Ile did vote for it ) Then Ms. Wollin asked how the jiiry had disqualified sculpture representing figures. It scented a basic injustice that Obis was not ntcnlioncd in Ilse carripetitiotr criteria. h was not their prerogative, site continucd; this called Into question late integrity of the process. All cotmpelition enlrams should face late same criteria. Site also stated that she found the piece incompatible rvilh► the ateldiccuire of the building. Dr. Malkinsonr said that, as a member of late Selection Pattel, Ile licard lite opinion expressed by some Panel members that figurative sculpture was inappropriate, bill there was no formal decision to exclude it. Ile finds Ms. Frederick's piece incompalible with the building, lie said that Evanston would not recognize late relationship of linllrhng of the Afinrl to the building, that he was the only Panel member nol to vote for the piece. Jonathan Glus said there %vere 120 entries, which were narrowed to 20, Ihcn to 3, and the judging process weat well. Mrs. Wollin thcr► asked whether the jury bad taken figurative sculpture into consideration. Dr. Malkinson said ail submissions were presented [Ire same way. Dr. Bullock said site fell lite Library would treed an at►diotape going constantly to explain the piece to the public; slit found it almost violent, a live tree rmst i►► bronze. however, she said one could sec the tree from any level of (lie building, and it would be fascinating to sec all intricacies of the tree. Mr. Cervantes apologized for not having been nt (lie October 2701 special Board ntecling. Tile Library, lie continucd, is a place for controversy, and it is irnporlaml to encourage discussion. I lis ovm l►chnin►g reason against Builrhrrg of the Alinrl was Ihal be could not sec any relation bcttvecrr [lie piece and lite building. II could be approprialcly provocative elsewhere, but lie secs lite building and late piece in conflict wilh each other. Ile felt the competition process should be discussed. focusing on the one piece for so long is unfair to llic arlist who did her very level bcsi. Matthew Bracken asked ►►hat the ucm step would be - Mr. Powcll's letter said the piece treats the Library building as a backdrop, and Mr. Bracken said he can't support a piece coating in front of the building and windows, that he had envisioned the piece in the space the cranes no%v occupy. Dr. Malkinson said that [lie art pieces %vere formulated for the piers and at Ohre October 27 Special Board meeting people asked him why the piece is Imilcd where it is. Why not on the walkway, which Wright be a rcasonablc allcrnalivc7 Ms. Newcomer said [tic Library Board Directors are trustees of the community, and exterior art for the Library must not necessarily conform to iheir aesthetic lisle, but must work to the good of ibc conlnrr►r►ity. She Said rsc will have a bcautifr►l building and not enough books to fill it. She feared Ihat the piece would reduce the Board's cncdrbnlnl4 just as Iltc Board NIas prcparnng for a Major fund-raistog drive. Ms. Bradford asked about [Ire selection process Dr Malkinson said the process is the responsibility of the Public Art Committee, but the hoard can take suggestions in tiro Chair Ann Weise asked what happens aficr the hoard votc7 Dr Malkinson suggested returning Ibc issue to the Public Art Con imillce with the Board input Drcw Ilcindcl moved, second by Sherry Bradford. MSP Reject The Evanston Public Library Board of NICCLors moves uol 10 accept huddling (I/ Sculpture the Almil as the exterior public art piece for the neii Libyan• building Passed ►manimously on a voice voie Raymond Green said Ile appreciated lite Board's thoughts and consideration. I is was surprised by Joe Po►gill's letter; he said tint a piece portraying a figure made it to the final seven. Figurative sculpture was not automatically precluded, and lite competition ►vas fair. There ►vas constant discussion by file Public An Conimiuec on how to select art, dicy planned to invite all to the first cut. lie spoke of the justice of the public art process, which offered a forniat for comments. Icon Isaacson, Chair of the Public Art Committee, then invited the Library Board to the Tuesday, November 30 meeting of lite Public Art Committee (7 p.m. in room 106 at lite Noyes Cultural Center). He said lilt role of the Public An Committee is to stimulate dialog, to create n broader horizon. lie talked of remolding tits process for judging interior art, but said he was comfortable with the short list before the final maqueltcs. There will be a short listed grouping of s - 7 at (lie Tuesday meeting, and in open dialog. The piece ilia( is chosen, lie continued, will not be unknown. It will be presented to tlue City Council and lice Evanston community as an important piece; the Public Art Comntillec is atlemp(ing to crazIte a broad base of nrt in Evanston. The Commillcc feels Vial the downtown area should hinge on art, should be a strong and vital art community, f is spoke of developing a broad -based plkilosophy. To a question by Ms. Wollin, Mr. Ismicson replied flim those who were not able to attend lite evening inecting could see the pieces earlier that day tic continued that, concerning the exierior piece, discussion was necessary on how to proceed. Max Rubin suggested that a call be pill in to Joe Powell, asking hint (o consider a ground level location. If lite piece is not installed before the building brick is up, said Mr. Rubin, construction ►vill have to proceed without it Mr. Brackett asked ►vhethcr anyone had consulled Mr Powell on considcritig a piece on the ground level near the promenade, if not on Ole piers Mr. Nciudel said ilia( Cite piece in (lie pinz-a was not under discussion. Ms Wollin said (tic pier space should not be ruled out unless it is unworkable, but perhaps (iic piece can be added at a later time, since that side is to be finished in two weeks. Art Chairs Dr. Malkinson in(rodnced like topic of "Adopt a Chmr." lie called tine basic artistic idea appealing, bit( felt Ilia( financing it in part from the Library's construction budget would not be appropriate, (hat [lie Board must consider other priorities. 1Ie could foresee possible coinpelitioit with future fund-raising goals. Belli flan pointed out Ihal the Library Project Finance Committee decides Cite furniture budget. Ncal Ney explaitied that lite furniture budge( would be presented la the City tbnncil Monday Mr. Ccrvanu s asked ► Nether lbere would be space for more chairs Mr. Glus said that excess furuiluic could be stored Beth Hart mentioned thal Mr Powell Itad been in on like discussion of a need for liveliness, especially in the Children's Reading Room ivir Ney asked whether, if there arc no funds for the "Adopt a Chair" project, the Public Art Committee could proceed with full donor payments Mr Gills said in that case probably stools and other sivaller pieces, at S4.000, would work Dr Malkinson found the anistic idea[ appe ilivig, but was concerned that lite Art Chair project might compete with oilier items to be endowed lie also suggested That this project alight be it►Icrestmg at a later date twtr Ilcindel agreed Ihal perhaps there should be a category of special projects for fund-raising, but that lite budget presents a problem, so Ilial it is difficult to decide at this point Iis wondered whether fiends could be scl aside from construction budget. NIs. I I,mI spoke of Evanslosi's %%calit, orm Ilsts. Nir. (a us. Slid titre could Begin %%itit benches or stools al S31104500. I IC suggcstcd lite Iloard chink in loins of areas, and that there torrid be three doctors for pieces to fit with catch olllcr I Ic bioughl up (lie idt:a of m;alching farads, which he fell would not competc witli fund raising for books or wills Ore construction budget. Ile pointed out that donors for ;ill are a very special group, and are not book donors. One could, he said, donate a chair in honor of someone, and thus encourage rising local Evanston arlisls. Dr. Malkinson wondered whether there miglrt be additional public art funds from (lie City Council to lite Library budget later. Mr. Glus indicated that Ihcre were no furllict funds ill the Capital Irnpromuciats Plan. Mr. Rubin indicated that the City was having problems funding its other Capital needs and that further fiends were unlikely.. Ron Isaacson said that donors donate more for tangibles, for art more than for book plates: ar[isis could create minialure replicas, thus encouraging donors. Dr. Malkinson thattkcd lite naenabcrs of [tic Public Art Cominillcc for their input. Mr Ncy spoke of Mr Glus' sense of the urgency of proceeding %%till "Adopt a Chait" Ile said he liked lire idea, bill would like to delay a rural dcci:ion hit. Ghts had sail they needed to lake tenet to get a bank or artists. Dr. Malkinson► suggested that the Board defer a decision oil this dean, until it is cle;llet flow tiluch Ill coilliilgcnCy funds will rctit;aiii in the Library Piojcci budgcl, and nnlil [he Libr;uy Bowd's fund-mising plans are more thoroughly dcvclolicd. Registralion Copies of registration politics have ticen requested from various urban public Policy libraries its Illinois. Nit. Ncy and Mr. Elilnlann will rcvicw Illcin %►illi Marlelie liarris, and put together a reasonable policy. Dr. Malkinson asked witedicr those libraries had had their policies checked for legality. Mr. Ncy replied deal some appc;ircd itot to have been rcvic%vcd, that some libraries have specific addresses to which no Girds are to be issued, A question was asked about possible lightening of ID requirements, and the acccpt;ancc of a certain Icvcl of loss. At this point, if an applicant fora library card can receive mail at an address its Evanston, no other ID is needed. Tile Circulation staff mails Ole applicant an envelope, to the address on [tic card application. The applicant then brings the postmarked envelope to Cireidalion, and receives a library card. Mr. Brackett inquired about revocation of library cards Ms. Ilards said that palrons who owe S5 cannot use their cards, but can use [he Library. Ms. Bradford suggested that perhaps wriiiirements for voting might tic applled to library c,1rd applicants. Mr. Ney related that people trove to Evarlslou, unpack, and get their library cards itimicdialely lie was nol sate Ilse Library could %►;ant to discourage Ili al. A cash deposit before patrons obtained d►cir library cards was Ilicn suggcstcd. Di Nlalkittson said the Board would ic►ic%% llte material on IDS. and discatSS these concerns al its alcxt meeting To a rlucstion by Nit Cervantes on the cost of the problem, Nit Ncy said that at one specific slicker. GCr7 Lake, there %%ere 36 Library palrons, of %%itont 33 %%etc dchorlucal One of the 33 bay $195 Swith of Llblar ma[crial checked out :and picsutued lost his il,aalts said the l.tbr.m's dalabasc can l%c searched by address hit Ccivanics asked %►licilici one could then make the :address accountable. Ms. Woilin suggested that Librar) lrcrsomiel discuss liar problcnt %%till Ilse manager of the shelter, on an informal basis. Site said the shelter has been responsible Ill trying to makc their clients resixmsible, Chat (lie), %%ant to clean l: llte direction of their clients' lives Slac mkcd Miether the manager knobs abatit Ilse situation December Board It %%as decided to hold lite December hoard inecting on its scheduled date, Tucstim, Meeting Dcccin:bcr 21 at 7 30 1' hi J licte will be a quorum, despite lite holiday st.ason Budget FY1994-95 Mr, Ncy reported that, in Elie current printed version of (lie budget, the discipline monitor and maintcnancc positions suggested by the Library were still funded. Tile Bookmobile is in the budget, but it is still an nclivc item of discussion. Alderman Feldman asked Mr. Ney to request that the Library Board statc its, preference regarding the Bookmobile. Mr. Ncy reported that the Police Department would like the vehicle that houses the Bookmobile, to be used its a mobile command post. l is explained that the vehicle has only two more years of life and it is unlikely that the City will fluid a new one. Ms. Wollin expressed a strong desire that the Library continue to enjoy the services of Winifred Fines, the present Bookmobile Librarian. Mr. Ncy replied that he had discussed that subject with the City Manager, and Ms. Fiflcs would probably be reassigned, to split her time between Children's Services and Reader's Advisory Services. Over time the staffing in these two units would return to its current level. Mr. Cervantes suggested tltat file Board's statement on Elie Evanston Public Library branches should be strengthened. tic did not feel the Library Board should abrogate its responsibility, turning fttc matter over to the City Council. Mr. Ney said the City needs the vehicle, but the Library Board should decide the future of the Bookmobile. tic cxplaincd that there is not another Illinois community of our size that has two branches and a Bookmobile for 8.3 square miles. Others have one building, sometimes one branch; Evanston has a smaller assessed valuation than most of those communities. Ms Dradford pointed out that Board agreement would send an important political stmentent, recogniz.ing other community needs for security and tttnimenance. Mr. llctndel said that one cannot argue with His: figures. The Bookmobile is Fairly expensive, if a close budget is anticipated, this puts the Bookmobile in new a light concerning outreach Mr. Ncy was asked about the possibility of closing branches and extending the Bookmobile service. At the present time it operates 40 hours per week. If Ilse hours were to be extended, morc staff would be needed. One day off for nutinicuance is required. The Bookmobile is staf]ed by a Librariatt/driver; this is a problematic sert•ice to provide when illness or emergencies arise. Mr. Cervantes fell this was a difficult choice to make, that a decision was needed on better uses of funds, and a definitive motion, as a recommendation, was needed. Ms. Wollin saw no reason to eliminate the Bookmobile now unless Iltcrc was a baler use for it. Cheryl Wallin moved, second by Sherry Bradford, MSP Bookmobile Recognizing that Bookmobile service, while popular with a small number of Library patrons, is both an undenttili7cd service and file most expensive extension service per use, and recognizing that the City of Evanston has identified nnother potential use for the vehicle that houses the Bookmobile, the Library Board wishes in go on record as not opposing tilt cheitimmon of Bookmobile service, if the funds savcd by this service cut can be ufilizcd to meet sonic of the maintcnancc and security needs of the Library Motion passed seven ayes, to two nays (Cervantes and Flcindcl) Ms Bradford suggested a motion to reconsider so that the motion could be amended to satisfy those who had voted no, but aficr sonic discussion she withdrery her utalton comm rrrEE/REI'll FSENTATIVE REPORTS Space Planning Mr. I Ieiridcl reported that ll►e Committee had inct and discussed aulomation uceds acid ,and Physical equipment enhancements. A list of equipment purchases was prioritized. Tile Board Fneililies needs to concur on (lie proposed budget, and bring it to the Library Project Finance Committee. Mr. Cervantes coinplirue riled Marlcne Harris on her mcrnorarrdum presenting "New Library Building Automation Plans," will► tables of budgeted automalion expenses, budgeted moving expenses, enh7nced technology budget, cost of connecting branches to ti►e LAN, and the ranking list for desired failures. Ms. I lams explained Ilnat some costs hid risen, others decreased. 6$ additional megabytes of RAM are needed for the VAX; but this will cost $7,000 less than expected. Slic is trying to obtain experiential reports on DEC Talk and self checkout units. DEC Talk will save staff time in (lie building. Malthew Brackett moved, second by Drew Hcindcl, MSP Aulon►alion The Evanston Public Library hoard of Directors moves to approve the autosiation Budget budget for the now Library building, and die list of compulcr equipment that will be purchased if additional Library Project funds are available. The Board also Moves to forward the list to the Library Project finance Committee for consideration Passcd unanimously on a +oice vole A incnno will be forwarded to Max Rubin for (lie Library Project Fimmcc Commillcc to consider. Glorin Bullock moved, second by Michael Ccrvanics. MSP Space The Evanston Public Library Board of Directors approves (tie minules of the Conuuillce Space Planning and Physical Facilities Committee mccling of November d, 1993 Passcd unanimously on a voice vote. Mr. Hcindcl said the furniture and equipment budget was 5292,(H)O t►i►dcr spent. Mr. Ney said Iliat microfilm, reiricrlprinters, photocopy machines, Audiovisual Lisicning/Vicwing stations and sonic ollicr cquiprncul would also be purchased from this budget The Librar-y Board n;ns inviled by (lie Library Project Finance Committee to a site visil on Saturday, Nv+cinbcr 20 at 10 AM Malcrials and There was no meeting Services Policy Managemenl There was no meeting Policy Development A mccling of this con►nutlec +was scheduled for December 16 al 7 30 1' NI , to discuss foundation bylaws. Mr CCrV1i►le5 +would like the Committee to be able to bring by la++s to the full Library Board in December if possible It will be Fcbmiry before they can act substantively, which would n►aan that the fund-raising drive +would get underway irk April or May Dr. Malkinson agreed that there was, therefore, a compelling reason for a Decenber Board meeting Ivir Ncy reported Ihal he had spoke to Tom Jager, wl►o is on Ilse Boatd of the Evanston Community Foundation Mr tiger would like to discuss with Ilnc Library Board the idea of the Library cstablishing a fund %%ithin the Evanston Community Foundation, instead of creating its own foundation The account would be with the Evanston Cominunily Foundation; the Library Board +would handle tale allocaling and spending of the funds This would n►can that the preliminaries of foundation crcatlion +would be cl►ininatcd Thcrc +►;as a <lucslion of the Iargc riu►uber of checks the Library would have to write on that account, if (lie idea is accepted. The advantage of a foundation is (lie creation of a permanenl fund-raising mechanism; it might be chrmsy to fund raise within the Evanston Community Foundation, and there was a question about whom donors would write checks to. Mr. Jager will be invited to the next Committcc meeting. Ms. Newcomer suggested that Mr. Ney ask to sec the Evanston Community Foundation bylaws in advance. North Suburban Mr. Cervantes reported that [here hid been a meeting, and that planning sessions Library System had been held. PRESIDENTS Dr. Milkinson reported he had nothing new for the Board at this time. REPORT VICE PRESIDENTS Mr. Heindcl presented the financial statement for the eight month period ending REPORT October 31, 1993 and reported that the Library's finances looked good. Tire rise in temporary salaries was explained by Paul Golmhalk as due to extra staff at ilia storage site for shelving ind maintenance. Evanston Mr. Ilcindcl reported that Itc had not been able to attend lite Friends' Board mccling Library but had received their minutes The John Wright program went well and was very Friends well received. Mr. Ney then presented to the Board lire note cards made from murals created by students of the Evanston Art Center. These murals arc currently on the south wall of the new Library site. Tire Friends plan to sell these cards, and several Board members reported that they had already purchased sets of them for use during the coming holiday season. LIBRARY DIRECTOR'S Mr. Ncy presented lire monthly activities report for October and invited questions REPORT There ►were none. lie reported that work has started on the North Branch roof, "slicplicrdcd by Paul Gottschalk," and that proposals have been received for the phone system in response to an RFF written by Mr. Gottschalk. The Staff Committee is considering the proposals, which will then be forwardcd to the Library Project Finance Committcc who, in turn, will present them to lite City Council. Mr. Ncy reported that a project of stiff reclassification is underway throughout the City of Evanston, to bring job requirements into compliance with the ADA requirements. Ile also reported that there had been some arrests it Library facilities: an inebriate was fount dancing nn the incomplete new Library building, and a banned sleeper had niair.rializcd in the Library and been arrested for criminal trespass NEW BUSINESS Mr. Ncy reported that he had shown his mcnworandum on this topic to Jay Carow, Book Site President of lire Evanston Library Friends. Mr. Ilcindcl suggested that tire subject be Guidclincs postponed to the December Library Board meeting. Per Capita Grant Mr Ncy discussed his rucnrorandum, Ilic Idler from Secretary of State Ryan, and the Purchases lable of itemized, priced "Live and [.earn Per Capita Grant Proposal" items II is ncccssar), to expend the "Live and [earn" funds by Fcbn►ary 28, 1994. Mr Ncy explained that the technological advances just approved arc for rise in [tic new building, while the "Live and Learn" items can be used now. Ms. Newcomer asked whellicr there ►vas a wish list of books Mr. Ncy said lltal list was in the materials prepared for Ills Development Committee's consideration. lie said a perininent way to increase the book budget is needed, and that the Library hopes for a larger endowmcrrl for books over ttic eatirc fiscal year Mr. Cervantes was concerned drat money was being spent for computer equipment, not books Mr I leindel related Ihat in past )-cars Ilia Board had been rcluclanl to sperid Per Capita funds on books because those funds %%-cre designalcd for e.slrns, beyond the Library's regular budget. Mr, t.:cnnu[cs inquired abaul language insiniction lapcs, with which he was not happy, csl►ccially Spanish. Drew I Ieindel moved, second by Matthew Bracken, MSP "Live The Evanston Public Library Board of Directors approves the expenditure list for and Cahn" "Live and Learn" funds available in this fiscal year. {Replace Wyse terminals with DEC (enninals: 54,275; Unabridged Books on Tale: S1,000; Printers for Branch Computers: $600; Printer for AB/Inform Work Station: S-100; Upgrade PC Operaling System for DOS 5 to DOS G: $800, Compact Discs to Replace Records: 51,000; Juvenile Book and Audiocassette Kits: S1,000; L.inguage Instruction Tapes: $500; Upgrade from Paradox for DOS to Paradox for Windows: $385.) Passed unanimously on a roll call vote. Audit Report Mr. Cervantes suggested postponing this item to [lie Dcceurbcr Board meeting, at which chic Il►c Board can rcvicu- laic ilcins relating to the Library. Rules Change This item was introduced in response ton particular problem. The area in question has been filled with a [able and chairs, snaking lounging on the floor impossible. However, lh►s rules change addresses the problcm iss an official manner. The difference bowcen lying and lounging was explained, and the variaus places (Ike Library rules arc posted ►rcrc enunnermcd. Mr. Ncy indicated to the Ba-ird that staff co►upli ints of patrons breaking tlscsc n►lcs are acted upon. Cheryl Wollin moved, second by Eller► Newcomer. MSP Revisc The Library Public Library Board of Directors approves the revision in the Library Library Rules rules for palron behavior. Rule N4 shall read:" Library patrons arc not allowed to lie or lounge on the floor, or steep anywhere in the Library." Passed unanimously on a voice vote. ADJOURNMENT Michael Cervantes moved, second by Ellcn Newcomcr, MSP Adjourn There being no furllscr business, the Evanston Public Library Board of Directors 3110►cs to adjourn Passed unanimously on a voice vote The meeting adjourned al 10:30 P.M. APPROVIKI) i)F;CI ISIBER 21, 1993 '1" a J1 , u,� uu i1V — lYt � 11 APPROVED JANUARY 23, 1994 EVANSTON PUBLIC LIBRARY Board of Directors Meeting December 21, 1993; 7:30 P.M. MEMBERS PRESENT Matthew Brackett, Sherry Bradford, Michael Cervantes, Drew llcindel, Frederick Malkinson, Ellen Newcomer, Ann Weise MEMBERS ABSENT Gloria Bullock, Cheryl Wollin STAFF PRESENT Library Director Neal J. Ney Technical Services Manager Marlene Harris Administrative Services Manager Paul Gottschalk Executive Secretary Ruth Granick CITIZENS PRESENT Darlene Fisher, League of Women Voters Observer PRESIDING CALL TO ORDER MSP Approval of Minutes of 1 U 16/93 COMMENTS BY CITIZENS Frederick Malkinson, President President Malkinson called the meeting to order at 7:37 P.M. Sherry Bradford moved, second by Matthew Brackett, The Evanston Public Library Board of Directors approves the minutes of the Library Board meeting of November 16, 1993 as received. Passed unanimously on a voice vote. None. STAFF REPORT Paul Gottschalk, Administrative Services Manager, explained his duties. He recruits, interviews, and selects employees for the Library, manages their evaluations, interprets policies and handles the paper work for 122 full -and part-time employees He prepared the Library's annual budget, oversees its expenditure. He is also in charge of maintenance and security for the Main Library and branches. Mr. Gottschalk at times signs complaints and appears in court on behalf of the Library. The Board thanked Mr. Gottschalk for his prescntation. OLD BUSINESS The Board rcvictivcd those pages from the City of Ev;rnston's "Comprehensive Audit Report Annual Financial Report for the Fiscal Ycar Ended Fcbruan• 28. 1991" that pertained to Library funds. Questions were raised on valuing and costing of the book collection. It is listed in the City's records at replacement value. Neil Ncy reported that this is the recommended sway of establishing a value for a libran collection. Neal Ney reported to the Board that tlrc restricted Johnson bequest will pay for the exterior art for the ne+v Library building Book Sale Guidelines The draft Guidelines were considered carefully by the Board. To questions as to (lie provenance of the books at the sales, Mr. Ney explained that most of the books have been donated; they arc not the product of the Library's weeding process After much discussion, several revisions ►►rrc made in the Guidelines. This item will be carried over to the January Board meeting for further consideration. COMMITTEE/REPRESENTATIVE REPORTS Space Planning Drew Hcindcl reported that there was no meeting, but he reported on the meeting of and Physical the Public Art Committee, which members of the Library Board attended. The Public Facilities Art Committee will meet with the Library Board on Thursday, January 13th at 7:30 PM at the Noyes Center to discuss the exterior art selection process and the choices available. Members of the Library Board fclt strongly that they should vices the remaining pieces of sculpture submitted in the exterior art competition, and they discussed the possibility of Joe Po►3^ell's attendance at the meeting. EIlen Newcomer suggested that the Board ask Mr. Powell to write his vision of exterior an for the new building. Mr. Ncy pointed out that there would be charges if Mr. Powell attended the meeting or was asked to write something. The Board asked that the minutes of their November IGth meeting be distributed to the Public An Committee. Mr. Hcindcl reported Ihal Alderman Gene Feldman has mentioned that tic may include as an agenda item for the next Library Project Finance Committee mccting a discussion of the adequacy of the funds budgeted for public an, particularly in regard to the interior suspended sculpture. Materials and There was no meeting Services Policy Management There was no meeting. Policy Development The Committee meeting originally scheduled for December IGth was cancelled. Michael Cervantes announced that a meeting of the Committee is scheduled for Wednesday, January Sth at 7:30 P.M. Tom Jager of the Evanston Community Foundation will meet with the Development Committee at that time. Mr. Cervantes stressed the need to structure the development process. Ellen Newcomer spoke of the need for a concise, one page Case for Fund Raising, which would explain why the Library needs the money. Mr. Ney talked of the awed of a list of possible contributors to the Library. Mr. Hcindcl said the Library needs professional expertise for fund raising. Ann Wcise asked about donations for dedicated items, i.e. a Main Children's Room named after a donor. North Suburban Mr Cervantes reported the System did not meet in December Library System PRESIDENTS Dr. Malkinson reported that lie had been approached by an Evanston resident who REPORT would like to discuss fund raising and contributions with Dr. Malkinson and Mr. Gottschalk. The opening of the new Library building; ►►ss discussed, and Mr Cervantes, Mr. Hcindcl and Ms. Wcisc were appointed to the Committee o►•crsccing the festivities, with Chcryl Wollin as Chair. VICE PRESIDENTS Mr. Hcindcl presented the financial statement for the nine month period ending REPORT November 30, 1993. He said Novernbcr had been a good book sale month, and he praised Mr. Gottschalk for his Endowment Fund Report, which gives the history of each fund, Thcrc were no questions. I - LIBRARY DIRECTOR'S Mr. Ney presented the monthly activities report ror Sep1cmber and invited questions. REPORT There were none. He explained that (lie Library had been closed in November of 1992, therefore the circulation figures were higher this year. He then reminded the Board of the Human Services Committee meeting scheduled for January 3, 1994 at 7:30 P.M. The Libran•'s budget will have already been submitted to the City Council. At this point the Bookmobile remains in the budget. Mr. Ney then spoke of the change in handling of New Titles. In the past, many citizens complained about the length of time new books were field before they could be checked out - one group was processed each week, then displayed for a ►mck. during which one could bro►wsc among them but not check them out. Now that books are processed and available without the ►►zit, the Library is receiving complaints that one cannot browse the New Titles shelf! Mr. Ncy discussed the Public Art Plan, which calls for action by a committee composed of two Library Directors and two Public Art Committee members, Jonathan Glus and chaired by Mr. Ney. One of the topics for discussion is what to do with currently owned art pieces. To a question, Mr. Ney replied that the Committee does accept gifts. Dr. Malkinson appointee! Directors Heindel and Bullock to serve on this committee. Managemcnt Profile The Management Profile, which the Illinois Stale Library composed for Evanston Library, shows that the number or reference questions rose gn.atly. The collection is down a bit because of ►wccding. NEW BUSINESS During discussion of this item, Ms Newcomer suggested changing the amount of items Reciprocal Chicago patrons could borrow at one time from two to three. This change was Borrowing Policy accepted by the Board. Other revisions ►wcrc made in the draft policy. in response to Chicago questions, Marlene Harris explained that the patron database is divided into classes, therefore Chicago patrons arc a scparatc class and the Circulation computer will enable this policy change to be acted upon efficiently. Mr. Ncy mentioned the letter he had sent to Mary Dempsey, Commission of the Chicago Public Library, detailing these changes. There will be an explanation of the new policy at the Circulation Desk. Sherry Bradford moved, second by Ann Weisc, MSP Reciprocal The Evanston Public Library Board of Directors approves the revised Reciprocal Borrowing Policy Borrowing Policy for Chicago patrons. to go into effect March 1, 1994. for Chicago Patrons Passed unanimously on a voice vote. ADJOURNMENT Sherry Bradford moved, second by Matt Brackett, 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 10.22 P.M. APPROVED JANUARY 23, 1994