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HomeMy WebLinkAboutMinutes 1990EVANSTON PUBLIC LIBRARY Board of Directorn Special Meeting January 4, 1990; 7:30 P.M. MEMBERS PRESENT David Allen, Matthew Brackett, Mary Anne Cappo, Judy Chios, Ann Kepler, Fred Malkinnon, Ann Weise, Doris Wolin MEMBERS ABSENT Cheryl Judice STAFF PRESENT Library Director Donald Wright PRESIDING Mary Anne Cappo, President Architectural President Cappo called the meeting to order at 7:32 P.M. and Competition reminded the Board that the special meeting had been called to discuss items related to the architectural competition to prepare recommendations for the Special Council Committee on the Main Library Project. Mrs. Cappo reviewed with the Hoard the action taken at the meeting on December 19th recommending a registration fee of $85 for the architectural competition. The Board diocunned in general various aspects of the composition and number of jury members: the recommendations from the consultants that seven appears to be an ideal number for a jury; the role of voting and non -voting members; the difference in status of non -voting members; the importance of the Client --that is the City and Library Board --having voting members; validity of the process requires that the Library Board and City be voting members; importance of professional library aspects of the process; assurance that design selected can be built and can be built within budget; provision for cost estimating/advice during the jurying and/or during the discussion between Board/City with selected architect; would be an insult to be a non -voting member of such a jury; important to remember that the jury process is primarily focusing on design; importance of Library Board representation on the committee; jury will be dealing with concepts. Following this extensive discussion, the members of the Board agreed by consensus upon the following guidelines for the jury: 1. There be eight voting; members of the jury. 2. Five of these jurors will be selected by the consultants from a list of architects/donign professionals reviewed by the Library Board. The combined talents of these jurors must include the fields of practical, academic, and interior architecture, as well as urban planning, and futurism. 3• Three of these jurors will represent the City/Library--a member of the Special Council Committee on the Main Library Project, the Library Board Prenident, and the Library Director. The above will be reporters to the Special Committee at its meeting on Jnnuary llth. The importance of an early decision on the schedule and selection of a date for Jurying was discussed--nince proapective jurors cannot be approached until the date han been selected. ADJOURNMENT The meeting i0 journed at 9t35 P.M. DRAFT - NOT APPROVED EVANSTON PUBLIC LIBRARY Board of Diroctors Meeting January 16, 1959; 7:30 P.M. 0 MEMBERS PRESENT David Allen, Matthew Brackett, Mary Anne Cnppo, Judy Chios, Cheryl Judice, Ann Kepler, Fred tlnikinson, Ann Heine, Doris Wolin MEMBERS ABCONT hone STAFF PRESENT Library Director Donald Wright Assistant Director for Public Services Charles Anderson Administrative Services Manager Paul Cottachalk Technical Services Mnnnger Marlene Ogg CITIZENS PRESENT Darlene Fisher, Lennie of Women Voters Joseph Zendell, Evannton Arta Council Ron Isaacson, Chair, Public Arta Committee, Arta Council PRESIDING glary Anne Cappo, President CALL, TO ORDER President Cappo called the meeting to order at 7:37 P.M. MINUTES Doris Wolin called attention to an omitted word on page 3 of the minutes for December 19, 1989. The next to last sentence under mop Competition fee should end, ... the key word --no one person can represent the politics ...." Ann Kepler moved, second by Ann Weise, MSP Approval The Evanston Public Library hoard of Iirectors approves the of Minutes minutes of the Hoard meeting of December 19, 19B9 no of 12/19/89 corrected. Parsed unanimously on a voice vote. Fred IIalkinnon moved, necond by Doris Wolin, MSP Approval The Evanston Public Library Hoard of Directors approves the of Minutes minutes of the special Board meeting of January 4, 1990. of I/4/90 Passed unanimously on a voice vote. COMMENTS BY None. CITIZENS OLD BUSINESS Fire Security Mr. Wright reported that installation of the new fire security System system has begun and should be completed within the next ninety days. COMMITTEE/ REPRESENTATIVE/ REPORTS Development Management Policy Ms. Judice reported on Avenues to Excellence, Chapter IV, "Library Image." $5,007 has been received in Holiday Book Fund gifts to date. There were 15 gifto of $100 or more, and the Library sold 20 additional book bags. Mr. Malkinnon felt the number of $100+ gifts wns low for thin community. Ma. Judice suggested targeting an earlier date for the campaign. Several other suggestions were offered for different times of year. The timing and approach were referred to the Development Committee. There was no meeting. Materials and There was no meeting. Services Policy Space Planning Mrs. Capps reported on the Special Council Committee meeting of and Physical January 11 at which the hoard conveyed recommendations on the Facilities competition fee and jury composition. The Library Board was asked for more background information and full rationale to support any Board recommendation to the Committee. There wan a general feeling on the part of Hoard members that very little credit or consideration has been given to the extensive discussions of the Board preceding any recommendation for the Special Committee. The Board wan urged to keep in mind the goal of a new library. A larger problem wan expressed in that the Special Committee was looking do novo at each aspect of the building question. Board members recognize that Special Committee members are elected officials and decision makers in thin process. One perception was that the Special Committee wanted copies of every document considered by the Library Board. It is important to determine what the Library Hoard can do and/or provide to accelerate the process. The following idens were advnnr,cri ns possible next steps: ask the Special Committee for guidance; communicate more fully all information going to the Committee; ask for Committee representation at all Board meetings at which building issues are to be discussed; hold joint meetings; submit a brief for each Committee meeting well in advance of its consideration; would be helpful for Committee members, Board members and staff if all material did not need to be rewritten several times; continuing the change in Library Board minutes to report discussions on building matters in greater detail; need to develop the Committee as advocate, not adversary; review of the roles for the building project. -2- The members of the Board agreed that n communication needed to be addroaned to the Special Committee indicating arena of concern and the Board's desire to establish n relationship that would expedite the process by providing there with necessary information. It wan Agreed that a letter would be addressed to the Committee's chair expressing the Board's hope to expedite the proconn through those means detormined by the Committee an necessary and requesting a joint mooting to review the common goals and the concerns of each group. At thin point, Mrn. Cappo invited Mr. Zendell to address the Board. Fir. Zendell introduced lion innncson, Chair of the Art Council'a Public Arts Committee. Mr. Isaacson explained the concept of public art as a long -corm plan to incorporate visual and performing; arts with the literary arts in public buildings. The art could take many forms, including such things as murals on building facades, design of bicycle racks, etc. An ordinance is being prepared to expedite future development. There is n lot of support in the City for this concept. Be hoped for Board support. Mrs. Chiss asked about coat. Mr. Isaacson said 1% mould be added to construction coat for future buildings. As far as existing; budgeted buildings, it was not clear from whence the 1% would come. Mr. Malkinaon naked whether maintenance would be included in the original coat. Mr. Isaacson said it would. Fir. Zendell said there would probably have to be Noma exceptions made. lie asked if the Board would consider encouraging competitors to include design artists on their teams. Will the Board make a statement of support for the program? Mrs. Cappo thanked Mr. Zendell and Mr. Isaacson for their presentation and promised the idea would be discussed at a future Board meeting. Architectural Me. Cappo naked Mr. knight to describe the idea for a Competition modification of the architectural competition plan as developed at the last Special Committee meeting;. Mr. Wright noted the conaintent importance that had been placed in discussions on the need for an excellent working relationship between the client and the final architect. He wondered if instead of the jury selecting the first, second, and third place winners, they could select three, four, or five 'winning' desienn. This would be followed by client/designer interviews and the client would select the final architect. Mr. Wright distributed a letter the Special Committee requested be written to the consultants, Design Competition Services, Inc., soliciting; their opinion of thin modification. Mr. Wright also summarized the verbal response he had received from the consultants, in which they stressed the "right to negotiate" already present in the competition planning as the opportunity to assure a comfortable working relationship. -3- I Mr. Allen felt the report on dentgn competlttons dintributod with tiro Board packet, had been very enlightening (MIS report). The difference between the suggested plan and n two -stage competition was dinctanned. The primary difference would be in coot and the work required of the 'finnliats' in futuro designs. In the suggested plan, the finalists would not have to do extra work to provide more detailed drawings. Only sin interview would be neodad . A quention wan rained whether the competition connaaltants should be ankod to attend the meeting of the Special Committee on January 25th. Berl. Cappo felt iL would not be necessary for the d inctsrsn i ran regn rd I ng the ,jury, but If name thing new wan going to be ralnr,d, then 11, would be helpful. Tile need for decisiona on the competition nt;hedule, fee, and ,Jury at the next Committee meeting; was sts•enrlyd. lira. Wolin nnkrd wiint the latent dracioion wan on phased construction. Mr. Wright acid the ;special Committee had requenLed all the information to date on thin from the meeting with Schal Associates. Mr. Wright distributed n brief draft on the Board's reasoning behind the proponed fee recommentinLion and competition achedulo. Ile noted the crucial dates on the achedule were items Q through X (Regiatrntion Period through Jury Deliberation). Items A through P (Proposed Schedule and Budget through Program hailing) were fluid to a degree. The Board recommended that the proposed schedule be accepted in principal with exact dates for the jury deliberntions of March 13-27, 1991. lira. Cappo asl:ed for any more comments. Mr. Allen asked what would be included with the memo on the schedule. IIra. Cappo said the budget would not be included, niece several items needed revision. Ann Kepler moved, second by Fred Ita lk i neon, MSP The Fvnnnton Public Library Board of Directors recommends Competition acceptance of the proponed architectural competition schedule. Schedule Pnnsed unnnimounly on a voice vote. l4ra. Cappo nst:ed for guidance on the request of the Special Committee for the full lint from which competition jurors will be seIccted. She reviewed the ndrroni.tion:a of the consultants on the i-mportnnce of nnintnining cni ricientinl i ty on the names until the final jury hn , been net into place. Thrr tliscunnion included tine following pointy of view: the lint contains only suggestion!) intended for the Library Board; would dintribuLion of the list affect the final nature of the jury; how can one know what effect it would have; important to submit the lint if asked; Special Committee representa the elected officials and they will be making the final decision; ;should be recognized that the list supports the recommendation in thnt it displayn an outstanding panel of potential jurors. -4- There wan agroernant on the renponsihill.ty of the Special Committee and the need to accommodate Ito roquento. Although the Board maintained reservations on forwarding the lint, the agreement -wan to include the list with the Board's transmittal explaining the Board's concern. Cheryl Judice moved, second by Ann Wclne MSP Jury The Evanston Public Library Board of Directors will submit the Composition lint of potential jurors to the Special Committee with an appropriate_ note regarding; the working; nature of the list and the importance of coni'Identinlity. Passed on n voice vote (1 no-Wolln) Mr. Allen asked who would notify the cnnnultarits of this. Mr. Wright said lie would whr.ri final approval in given. Mr. Malkinnon n:iked if thern wan anythinr; new on the Woman's Club property. Mrs. Cnppo asked Mr. Wright to update the Board. Mr. Wright said the City has filed an Eminent Domain action. There had been one communication from the Woman's Club from he had no knowledge of the contents. 11r. idnikinson asked what the estimate of time was for the condemnation process; the answer was not known. Mrs. Cappo had attended the Human Servicen Committee's final budg;e.t review aced the first City bivIret hearing on Saturday. Firs. Cappo encouraged all Board members to try to attend the February 1 Librnvy forum. :she described the process an beginning with a stntement from the Special Committee on provioun Council decisions. There_ will be response cards and a :sign-up nheot for the audience. Information from the Building ?Notes will be available. Mr-s. Wolin hoped the nudience questions would be limited to five minute statements and the meeting would be kept on target. fir. aright ntrenned that it wan an input session, not a debate. PRESIDENT'S firs. Cnppo reported that Mr. Brackett has volunteered to be the REPORT 1IS1.S Representative for the Board, following; receipt of a letter from Mr. Wrig;hl.. Mr. Wright reviewed the npecial background Mr. Brackett hnd, which could be of great benefit to the system. Ann Kepler movc:rl, second by Doric Wolin, 143P IISLS The Evanston Public Library board of Directors elects Matthew Representative Brackett Evanston Hapresentative to the llorth Suburban Library System. Passed unanimously on a voice vote. -5- YICS PRESIDE-111''S lira. Wolin prenanted the finnncial nummary for the ton months REPORT ending December, 1989 and invited quesUon:r. `I'Irere worn none. Friends Jura. Wolin reported on the previous Fvnnnton Library Friend" meeting. Mr. Wright had gone to the dinner meeting. There was a motion to give $2,500 to the Holiday Hook Fund. The Treasurer had recommended reducing thin to $1,000. The larger amount may be reatored at a later date. LIBRARY Mr. Wright called nttontion to the December report of Library DIRECTOR'S nctivitien. At thin Point tho 11onrd adjourned into Executive Sesaion for tho Purpose of the nnnunl evnluation of the Library Director. Thn Board recopivennd nt 10:35 P.M. ADJOURNMENT Tito meeting adjourned at 10: q0 11.13. DRAFT - UOT APPROVED -6- I DRAFT - NOT APPROVED EVANSTON PUBLIC LIBRARY Board of Directors Meeting February 20, 1990; 7:30 P.M. MEMBERS PRESENT David Allen, Matthew Brackett, Mary Anne Cappo, Judy Chios, Ann Kepler, Fred Malkinson, Ann Weise, Doris Wolin MEMBERS ABSENT Cheryl Judice STAFF PRESENT Library Director Donald Wright Assistant Director for Public Services Charles Anderson Administrative Services Manager Paul Gottschalk Technical Services Manager Marlene Ogg CITIZENS PRESENT None. PRESIDING Mary Anne Cappo, President CALL TO ORDER President Cappo called the meeting to order at 7:32 P.M. MINUTES Fred Malkinson moved, second by Ann Kepler, MSP Approval The Evanston Public Library Board of Directors approves the of Minutes minutes of the Board meeting of January 16, 1990 as of 1/16/90 received. Passed unanimously on a voice vote. COMMENTS BY None. CITIZENS OLD BUSINESS Fire Security Mr. Wright reported that installation of the new fire security System system is approximately 80% complete. Budget Mrs. Cappo described the budget process to date and indicated the 1990/1991 final date for passing the budget is February 26. COMMITTEE/ REPRESENTATIVE/ REPORTS Management Mrs. Kepler called attention to the report of the Committee Policy meeting of February 6, noting that the Long -Range Plan discussions and the Library Endowment Fund items are being carried over to a future meeting. Mrs. Kepler asked Board members to forward any additional comments regarding the procedure for evaluation of the Library Director to her. This item will be on the agenda for the March meeting. t COMMITTEE/ REPRESENTATIVE/ REPORTS Management Mrs. Kepler reported that the South Branch lease is due for Policy, renewal in May and the Library has been notified by the City continued Building Department that certain changes will have to be made to meet the handicapped accessibility law, before the lease can be signed. Staff is pursuing the question with the owner. Mfrs. Kepler moved, second by Fred Malkinson, MSP The Evanston Public Library Board of Directors approves the Volunteer allocation from Book Sale Funds of an amount not to exceed Training $300 each year, with $100 of this earmarked for the North Branch, for volunteer training. Passed unanimously on a roll call vote. Mr. Wright noted that the Book Sale Coordinator had reported increasing difficulties in obtaining sufficient donations of books for the book sales, in response to questions, Mr. Wright described the process followed for the book sales. It was suggested that a notice be placed in the Bookmark calling attention to the sales rind to the need for book donations. Materials and Mrs. Kepler presented the report of the Committee meeting of Services February 5. Policy A staff report on a study of the adult book and periodicals collection development policies was discussed. A clear need for Board decisions on directions for the future was seen. Because of the importance of the subject, further discussion will take place in Committee meetings before this is brought to the Board. Ann Kepler moved, second by Doris Wolin, MSP Oxford The Evanston Public Library Board of Directors approves the English expenditure of $2,300 from the Dee Endowment Fund and $200 Dictionary from a dedicated Holiday Book fund gift for the 2nd edition of the Oxford English Dictionary of the English Language (OED). Passed unanimously on a roll call vote. Mrs. Kepler noted that a proposal for a study of how the Library could improve access by users, i.e., develop a more "user friendly" library, would be received by the Committee. -2- Mr. Malkinoon and Mrs. Wolin expressed some reservations about the usefulness of ouch a study. Mr. Wright described the need for such a project. Mrs. Chiss and Mrs. Kepler felt improving methods of access was very important. Mrs. Chiss also suggested that Board members conduct their own "walk through" of the Library to note potential problems in access. Mr. Wright reminded the hoard that discussion on nuch an idea had taken place during budget discussions and funds set aside. He suggested it would be more appropriate to discuss the final proposal if the project is pursued. When the proposal is received, the Committee will review it and make a recommendation at a future meeting. Mrs. Kepler reviewed Chapter V, "Users and Usage" of Avenues to Excellence. Generally, the Library complies with the provisions of this chapter except in regard to programs, for which there is no space, and significant outreach activities to unnerved parts of the community, for which there is insufficient staff. The hours of service are two hours per week less than recommended for Evanston's population size (at the Main Library). It was noted that we would exceed the minimum if branch hours of operation were included. Mrs. Chiss asked whether additional Sunday hours would be justified. This question was referred to the Management Policy Committee. Space Planning Mrs. Cappo called the Board's attention to a memo from the City and Physical Manager regarding the filing of condemnation papers on 615 Church Facilities Street. Mrs. Cappo reported on the February 15th meeting of the Special Council Committee on the rain Library Project. The Committee has agreed to recommend phased construction to the City Council unless a suitable alternate location is found in the near future. The Board discuoned the Committee's reaction to the communication regarding a closer working relationship between the Committee and the Library Board, and the results of the Special Committee's meeting on February 15th. The Library Board explained its hope for a more collegial relationship with the Special Committee. It appeared that Committee members were surprised by the amount of concern voiced by Board members, but were generally receptive. The Committee felt that the nature of the bureaucratic and political process required the considerable amount of duplication of effort that has been frustrating to the Board. The Board expressed real concern that this process would slow down the proceedings. So far, the Committee has accepted each Board recommendation but only after extensive review. The Committee was interested in working together with the Board. The Board felt that sitting down at the same table at the next Committee meeting would be a positive expression of this hope. -3-- The Special Committee expects to discuss the budget (Capital Improvements Program items), the alley relocation (timing and cost), and zoning questions relating to the footprint at the March 1st meeting. Larry Witzling and Jeff 011swang will attend the March 15th meeting to respond to questions about a modified competition procedure for selecting the final firm. Also at this meeting Design Evanston will present their suggestions for elements of the design challenge, and there will be a brainstorming session for additional input on the design concept. Questions were raised about the wisdom of prior contacts with the competition consultants to discuss their response to suggestions for altering the last part of the competition process. Mr. Wright saw the meeting as a chance to discuss and receive information about the prop and cons of the proposed modification. Mrs. Cappo will seek clarification from the Special Committee Chair regarding the Committee's expectations and the anticipated audience for the March 15th fleeting. Mr. Malkinson felt there had not been any real improvement as far as the Board's concerns went after the last joint meeting. Others present felt rr_nl advances had been made. Mrs. Cappo said the purpose of the meeting would be to explore the modification in the competition process. Several Board members thought it important to meet with the consultants first and develop a reco=endation. Mr. Wright asked what the purpose of a collegial meeting would be if the Board had already discussed and made a recommendation. Two viewpoints of the working of a joint meeting were expressed: 1) to explore jointly and previously decided Board recommendations; 2) to jointly explore proposed ideas at a basic level before formulating a recommendation. Several stressed the importance of adequate Board preparation before such meetings, including awareness of what the consultants' responses would be. Mr. Wright said he would need to be clear on what questions are to be put to the consultants. Mrs. Cappo will talk_ to Alderman Coilens about the meeting, and -- Mr. Wright :rill talk to the competition consultants. Mr. Wright asked Board members to provide questions or concerns for communication to the consultants by 12:00 noon on Friday, February 23. A tentative date for a special Board meeting was set for March 13 at 7:30 P.M., if needed to discuss the response from the consultants. The recommended jur7 composition and fee have been approved by the City Council. The Board felt the Public Forum on February 1 had been very valuable and had raised awareness about an important issue - indoor environmental concerns. Development The Committee's report was included with the Board packet. The pr'_mary work of the Committee at this point is to consider the possibilities of a fund-raising program. A special subcommittee consisting of Mr. Allen, Mr. Malkinnon, and two former Board presidents, Clennis Lundberg and Dorothy Ver Steeg will develop a statement of purpose and propose a structure for fund raising. Mrs. Cappo and Mr. Wright are drafting a memo for the Special Committee on the results of the Campbell Report on fund-raising potential. PRESIDENT'S There was nothing additional. REPORT VICE PRESIDENT'S Mrs. Wolin presented the financial summary for the eleven months REPORT ending January, 1990 and invited questions. There were none. Friends John Chancellor will be the speaker at the next major Friends' program on June S. The Northlight programs have been very interesting and Mrs. Wolin recommended them to Board members. Over 70 people attended the Dempsey Travis program on February 16. LIBRARY Mr. Wright called attention to the January report of Library DIRECTOR'S activities. Mr. Wright distributed a letter protesting the fine increase, and a response to the letter. Mr. Wright had met with the NSLS Director and the Director of System Reference Service regarding System Reference's interest in a possible relocation from the Skokie Public Library to Evanston. This might be possible in the new Library and NSLS did not perceive the wait as a negative. Mr. Wright called the Board's attention to the temporary relocation of the Prospect Heights Library during a construction project, and to an upcoming Legislative Breakfast at the north Suburban Library System on April 9. NEW BUSINESS Mr. Malkinson raised the possibility of having a volunteer - staffed Library store in the new building, selling book/library related materials, as an income generating device. Mr. Wright said this had been proposed at one time but was dropped from the Building Program Statement because of concerns about adequate volunteer staffing. Fir. Wright will furnish Board members with information about library stores in other libraries. ADJOUMMENT The meeting adjourned at 9:50 P.M. DRAFT - NOT'APPROVED DRAFT - NbT APPROVED EVARSTON PUBLIC LIBRARY Board of Directors Meeting March 20, 1990; 7:30 P.M. MEMBERS PRESENT David Allen, Matthew Brackett, Mary Anne Cappo, Cheryl Judice Ann Kepler, Doris Wolin MEMBERS ABSENT Judy Chian, Fred Malkinson, Ann Weise STAFF PRESENT Library Director Donald Wright Assistant Director for Public Services Charles Anderson Administrative Sorvices Manager Paul Gottschalk Technical Servicos Manager Marlene Ogg CITIZENS PRESENT Darleno Finher, League of Women Voters PRESIDING Mary Anna Cappo, President CALL TO ORDER President Cappo called the meeting to order at 7:42 P.M. MINUTES Ann Kepler moved, necond by Doris Wolin, MSP Approval The Evanston Public Library Board of Directors approves the of Minutes minutes of the Board meeting of February 20, 1990 as of 2/20/90 received. Passed unanimously on a voice vote. COMMENTS BY None. CITIZENS OLD BUSINESS Fire Security Mr. Wright reported that installation of the new fire jecurity System system is being completed. Budget Mr. Wright reported that the budget passed the City Council on 1990/1991 February 26. COMMITTEE/ REPRESENTATIVE/ REPORTS Management There was no meeting. Mrs. Kepler noted that there will be a Policy meeting an April 2. Materials and There was no meeting. Services Policy Space Planning Mrs. Cappo stated that after liatoning to the tape of the recent and Physical Special Committee meeting, she felt things had gone exceedingly Facilities Hell, and that the Board and staff had boon very well prepared. Mrs. Wolin then briefly diacusnad the advance meeting with Witzling and 411swang and Mr. Wright. Mr. Allen felt the consultants' counterproposal made sense and represented an acceptable compromise. The only problem is the timing of their response, which prevents full consideration in advance. However, the consultants' suggestion retains the design focus and extends an interview process that will precede the contract negotiation. It also provides an escape hatch in retaining the opportunity to go to the second and third place winners. Mrs. Cappo felt the solution answered everyone's concerns. The design will be chosen by professionals; the winning firm will be interviewed by the client. Mr. Brackett felt the room setup for the meeting furthered the productivity of the meeting of the Committee of the Whole. It was noted the next Special Committee will be in the Library on March 27, at 7:30 P.M. Dorin Wolin moved, second by Matthew Brackett, MSP The Evanston Public Library Board of Directors accepts the Competition modified ending of the architectural competition as presented Structure by consultants Witxling and 011owang, requiring the completion of a successful interview by the Sponsor with the winning design team, based on a written list of criteria that must be satisfied during the interview, prior to negotiation of a contract. Passed unanimously on a voice vote. The Board discussed a letter that had been received from Jay Carow with suggestions regarding the competition, and agreed Mr. Wright will respond verbally. The Board discussed the criteria for the interview phase of the competition. Mr. Allen presented some draft suggestions. The winning architectural firm should demonstrate: 1) the feasibility of building the project within budget; 2) the feasibility of the design for use as a library; 3) satisfactory experience in construction; and 4) an ability to work with the Sponsor. Mrs. Cappo suggested as part of the interview stage that the Sponsor interview former clients, investigate any affiliated firma, consult a cost estimator, and ask the winner to demonstrate how they would handle possible design modifications that might be suggested by the jurors. It would also be important that the competition documents state clearly that the satisfactory completion of the interview process is at the sole discretion of the Sponsor. If the interview does not conclude successfully, a similar interview will begin with the second place winner, and if necessary, with the third place winner. -2- Space Planning The Board than discussed the Design Evanston "Design Statement" and Physical for the Bow Library". It was agreed that the most critical Facilities, question was the setback issuo. Several Board members approved continued Design Evanston'a call for openness on the question of setbacks, but felt that this probably would not be possible politically. It wan suggested that further guidance about this possibility should be sought from several sources. It was agreed that the full implications of the Design Evanston statement will be discussed by the Board in a separate meeting, given its importance. Mrs. Kepler noted that the statement is from the design point of view, and it in also important to have input from the Library point of view. It was agreed that Board members will make written commonts on the statement, which will be considered by the Executive Committee.in its next meeting. Dayelopment There was no meeting. PRESIDENT'S The Board discussed an appropriate memorial for Gerald Chian. REPORT Mrs. Cappo reported that she and Mr. Wright are working on a memo for the Special Committee regarding the Campbell report on fund raising. Mrs. Cappo read a letter from the City Manager complimenting the Board on an outstanding evaluation process. Mrs. Cappo noted that an invitation to a Legislative Recognition Breakfast in Wheeling has been received. There was also an announcement of a program on "Stretching Your Library Dollar", and an American Library Trustee Association preconference. She naked for an expression of Board interest. VICE PRESIDENT'S Mrs. Wolin presented the financial summary for the year ending REPORT February 28, 1990 and invited questions. There were none. Friends There will be one more Northlight program on April 30. Mrs. Wolin highly recommended those. The northwestern Library Council/ELF boot:/author program will be on May 9. John Chancellor will be the speaker at the Juno B Friends meeting, which will also be their annual business meeting. The Friends want to discuss the possibility of maintaining their mailing list on library computer equipment. They have also been discussing fund-raising projects, nuch as selling bricks or book shelves, for the new building. LIBRARY Mr. Wright called attention to the library year-end statistical DIRECTOR'S report and February library activities. REPORT Mrs. Wolin commented that there has been a decrease in Reciprocal Borrowing of materials from Evanston by non-residents and a very small increase in borrowings by Evanston residents from other libraries. It was noted that the latter figure does not include the month of January since this statiatic, which is provided by the north Suburban Library System, is always one month behind. -3- LIBRARY Mr, Wright said he will be bringing information on the South DIRECTOR'S Branch lease to the Executive Committee and then to the next REPORT, Board meeting. Four exceptions to handicapped access at the continued current South Branch location were noted by the Building Department. Further information is being nought on how much leeway there is in necking modifications to the present site. Mr. Wright informed the Board of the annual Trustee and Librarian dinner. The Library is sponsoring, in cooperation with the Evanston Arta Council, United Way, and the Planning Department a aeries of three workshops on grantomanahip. Advance registrations have been encouraging. Mr. Wright distributed a request received from the Fund Raising Committee of the Illinois white iiouno Conference on Libraries and Information Services. The Executive Committee will discuss this, as will the full Board at its next meeting. NEW BUSINESS Mrs. Cappo noted the Library Annual Report is being completed. Mrs. Kepler reminded the Board of her call for comments regarding the Library Director evaluation process. ADJOURNMENT The meeting adjourned at 9t28 P.M. DRAFT - NOT APPROVED -4- N c DRAFT -'NOT APPROVED EVANSTON PUBLIC LIBRARY Board of Directors Meeting April 17, 1990; 7:30 P.M. MEMBERS PRESENT David Allen, Matthew Brackett, Mary Anne Cappo, Ann Kepler, Fred Malkinaon, Ann Weise, Doris Wolin MEMBERS ABSENT Judy Chios, Cheryl Judice STAFF PRESENT Library Director Donald Wright Assistant Director for Public Services Charles Anderson Administrative Services Manager Paul Gottschalk Technical Services Manager Marlene Ogg CITIZENS PRESENT Darlene Fisher, League of Women Voters PRESIDING Mary Anne Cappo, President CALL TO ORDER President Cappo called the meeting to order at 7:34 P.M. MINUTES Doris Wolin moved, second by Ann Kepler, MSP Approval The Evanston Public Library Board of Directors approves the of Minutes minutes of the Board meeting of March 20, 1990 as of 3/20/90 received. Passed unanimously on a voice vote. COMMENTS BY None. CITIZENS OLD BUSINESS Fire Security Mr. Wright reported that installation of the new fire security System system is completed. The system has been tested and accepted by the Fire Department. COMMITTEE/ REPRESENTATIVE/ REPORTS Materials and Mrs. Cappo appointed Doris Wolin Chair of the Materials and _ Services Services Policy Committee to replace Mrs. Chios until July 1. Policy Space Planning Mrs. Cappo reported that the Special Committee had reviewed the and Physical Competition Structure outlined in her memo to the Committee dated Facilities March 22, 1990 (copy included with Board packet) and ❑ccepted this structure. A copy has been sent to the Consultants. The Special Committee was sent a memo dated April 2 on the Library Building Project Private Fund Raising. The Library Ad Hoc Committee, composed of Dorothy Ver Steeg and Glennis Lundberg, has compiled a report on fund raising and the Executive Committee has reviewed this report. The report has been referred to the Development Committee. Mr. Malkinson ankod whether the range of anticipated gifts ($10,000 to $25,000) mentioned in the above memo was too rigid. Perhaps the lower end should be $5,000, with no upper limit. Mr. Allen asked whether the total anticipated ($250,000) would then be included in the City's planned budget for the now Library. The Board stressed the importance of communicating that the $1 million previously hoped for by the City will not be available. The Board next discussed a response from Jeff 011swang to questions raised by Mr. Wright about the Matteson architectural competition. It was agreed to seek further clarification of this response. The Board discussed further questions that had been raised about possible temporary sites for the Library during construction, including a memo to the Special Committee from Mr. Carter, Mr. Wright and Ms. Lindwall. There was unanimous agreement on the part of the Board that previous positions regarding the pre-eminence of phased construction are still valid. The Board continues to maintain that unless there is a negative impact on the design, the boat hope for maintaining quality library service is through a phased approach. The Board feels the issue of service is critical. The Board then reviewed a memo to the Special Committee and Board from Mr. Carter, Mr. Wright and Me. Lindwall outlining the Competition Program Materials. Mr. Malkinson noted that there is no reference in the outline to the presence (and importance) of Northwestern University and the Research Park. This outline will be discussed at the April 19 Special Committee meeting. Mr. Wright reported that the Council had approved the list of jurors. Development There was no meeting. North Suburban Mr. Brackett will be going to the next meeting of the NSLS Library System Board of Directors on April 30th. Management Mrs. Kepler reported on the Committee meeting of April 2. The Policy Committee recommended adoption of a plan presented by Mr. Wright for a long-range planning process. -2- I Fred Malkineon moved, second by David Allen, MSP Long -Range The Evanston Public Library Board of Directors approved the Plan planning proceoo outlined in a March 26 memorandum to the Management Policy Committee, with the appointment of a Planning Committee comprising the Library Director, the Chairs of the Management Policy, Materials and Services Policy, Development, and Space Planning and Physical Facilities Committooa, the Assistant Director for Public Services, the Administrative Services Manager, and the Technical Services Manager. Passed unanimously on a voice vote. Mrs. Kepler noted she had received two comments on the review process for the Library Director, raising two questions. Should the individual Board member be identified on the review, and should there be a line on the form indicating the length of tenure on the Board. The consensus opinion in each case was 'no'. Other Committee items remain active on the agenda. Ann Kepler moved, second by Doris Wolin, MSP Annual The Evanston Public Library Report 1988/1989 Annual Report of Illinois State Library. Passed unanimously on a Board of Directors accepts the the Library, to be forwarded to the voice vote. The Committee is studying the question of Sunday hours and has requested some additional information from staff. This matter will stay on the Committee's agenda. Mr. Wright had asked the Committee to consider a special committee to consider the upgrade of the Library's computer, since this is a question that cuts across all committee lines. The Management Policy Committee recommends appointment of a special committee of three to develop recor..mondation3 on the upgrade or replacement of the Library's computer system. Matthew Brackett, Ann Kepler, and Mary Anne Cappo agreed to serve on this committee. Fred Malkineon reviewed Avenues to Excellence, "Personnel" for the Board, noting that the Library complies with all parts of this section. PRESIDENT'S Mary Anne Cappo distributed a letter of resignation from the REPORT Library Board from Judy Chiss. The Board discussed an appropriate tribute for Mrs. Chiss, recognizing her valuable contribution to the Board and Library. -3- Mrs. Cappo complimented the Library on the Annual Report. A communication had boon received from ECTV and Mr. Wright had responded. The fund raising agenda item had been covered during the Space Planning Committee report. Mr. Wright reviewed with the Board information discussed with the Executive Committee on the South Branch lease. Alternative locations had been considered, but square foot coats ranged from $13 to $19. (Square foot costs in the present location at the proposed increased rate would be $9.47/sf.) In addition to the higher rent there would be costs associated with a relocation, which would be significant. Fred Malkinson moved, second by Ann Kepler, MSP South The Evanston Public Library Board of Directors approves the Branch Lease renewal of the South Branch lease for one year (5/l/90 -- 4/30/91) at the rate of $27.000/year. Passed unanimously on a roll call vote. Mr. Wright reviewed possible changes which might be needed and will report on those, following discussion with the Building Department. Mr. Malkinson asked whether a fire detection system existed at South Branch. While there are smoke alarms, there is no fire alert system similar to the one just installed at the Main Library. Mr. Wright will obtain information on this point. The Board discussed the process of the replacement of departing Board member Judy Chiss. The Executive Committee had discussed the question of some financial support for the recent Illinois White House Conference on Libraries and Information Science. This matter will be considered next month. The American Library Conference is in Chicago June 23 - 28. Mr. Wright distributed copies of the preliminary program. Mrs. Kepler recommended the exhibits to Board members. VICE PRESIDENT'S Mrs. Wolin presented the financial summary for one month, REPORT ending March 31, 1990 and invited questions. There were none. Friends The Evanston Library Friends have approved full financial support for the 1990 Summer Reading Came. John Chancellor will be the speaker at the Spring Friends meeting. The Friends' nominating co=ittoe has recommended new officers for the coming year. President, Dorothy Wyandt; Vice President, Carol Nielsen; Secretary, Dona Gerson; Treasurer, Bob Girard. LIBRARY Mr. aright called attention to the March library statistical DIRECTOR'S report and library activities. REPORT Mr. Wright noted the annual Hirahfield Poetry Awards program will be on May 6, at 2:00 P.M. in the Rotary auditorium. _4 _ �p " R F LIBRARY The City Department heads will meet Wednesday, April 18, to begin DIRECTOR'a work on 1991/92 budget guidelines. REPORT continued Mr. Wright called attention to information about the ?northwestern University Klopsteg lecture on the Chicago Public Library Design Build project. NEW BUSINESS Mrs. Cappo announced she would entertain nominations for the Nominating Committee. Mr. Malkinson nominated Ann Kepler. Mr. Allen nominated Doris Wolin. Mrs. Kepler nominated David Allen. Ann Weise moved, second by Matthew Brackett, MSP Nominating Nominations for the Nominating Committee be closed and Committee Ann Kepler, Doris Wolin and David Allen be accepted by acclamation. Passed unanimously on a voice vote. ADJOURNMENT The meeting adjourned at 9:27 P.M. -5- DRAIN - NOT APPROVED DRAFT — NOT APPROVED EVANSTON PUBLIC LIBRARY Board of Directoru Meeting May 15, 1990; 7:30 P.M. MEMBERS PRESENT" David Allen, Matthew Brackett, Mary Anne Cappo, Cheryl Judice, Ann Kepler, Ann Weise, Dorin Wolin MEMBERS ABSENT Fred Malkinson STAFF PRESENT Library Director Donald Wright Assistant Director for Public Services Charles Anderson Administrative Services Manager Paul Gottschalk CITIZENS PRESENT Darlene Fisher, league of Women Voters PRESIDING Mary Anne Cappo, President CALL TO ORDER President Cappo called the meeting to order at 7:34 P.M. MINUTES Ann Weise moved, second by David Allen, MSP Approval The Evanston Public Library Board of Directors approves the of Minutes minutes of the hoard meeting of April 17, 1990 as of 4/17/90 received. Passed unanimously on a voice vote. COMMENTS BY None. CITIZENS OLD BUSINESS None. COMMITTEE/ REPRESENTATIVE/ REPORTS Space Planning Questions were raised on the availability of information on the and Physical condemnation proceedings. Mr. Wright was asked to pursue the Facilities question with Mr. Asprooth. Mrs. Cappo reported that the proposal for a phased approach to building had been discussed in Executive Session by the City Council and would have final action on May 21. Development A report on the meeting of April 25 was distributed With the Board packet. There were no action items for the Hoard. North Suburban Mr. Brackett attended the April meeting of the System Board with Library System Mr. Wright. The System Directors viewed a video, "The Sky's the Limit" on System services; discussed the proposed 1990/91 Work Plan; approved additional regular memberships for some academic libraries, which brought this category of library representation to 25%, entitling them to a seat on the System Board of Directors. Management There was no meeting. The next meeting will be June 5. Policy Materials and There was no meeting. The next meeting will be June 12. Services Policy PRESIDENT'S Mrs. Cappo noted the recent Jo -Anne ifirshfield Poetry Awards REPORT ceremony was a groat success. She, congratulated Mr. Wright on behalf of the Lil,rnry Board on his daughters' graduation from the University of Ilasnois Graduate School of Library and Information Sciences. Several possible names have been suggented to Mayor Barr for a replacement of former Board member Judy Chiss. VICE PRESIDENT'S Mrs. Wolin presented the financial summary for two months ending REPORT April 30 and invited questions. There were none. Friends The Evanston Library Friends' Spring program will feature John Chancellor as speaker. The Friends are changing the end of their fiscal year to July 1. Dorothy Wyandt was nominated for president, Carol Nielsen for Vice -President. A suggestion was made at the meeting of the Friends' Board to revise a provinion of their bylaws which requires all actions of the Friends to be in concord with the Library Board. Such a revision was strongly rejected. LIBRARY Mr. Wright called attention to the March library statistical DIRECTOR'S report and library activities. REPORT There will be demonstrations for the special Board Computer Committee of two possible online catalog systems - one on May 24 from 3-5 P.M. and one May 29, 4-6 P.M. All Board members are welcome to attend. Mr. Wright noted that the 1991 Ptr Capita proposals will be brought to the appropriate Board committees in June, since the proposals will have to be approved at the June 19th Board meeting, with a state deadline of July 15 for submission. The Long -Range Planning Committee will begin work in September. Mr. Wright informed the Board that a last minute possible grant from the State Library has become available. This grant would provide, on a first come/first served basis, up to $1,500 towards the purchase of microcomputers, modems, and printers. The Library had planned, in the next Per Capita request, to ask for an upgrade to the 1982 IBM microcomputer used in the Administrative Offices, which does not have the flexibility or capability to make effective use of modern desktop publishing programs. Given the possibility of partial state funding, he recommended approval of this purchase from current per capita funds designated "contingencies." -2- Ann Kepler moved, second by Matthew ;Brackett, MSP Per The Evanston Public Library Board of Directors approves the Capita purchase of a microcomputer and accennories for necessing the ILLINET database and publishing/administrative tanks not to exceed $4,800. Passed unanimously on a roll cal.) vote. NEW BUSINESS Mr. Allen presented the report of the UI'ficer Nominating Committee. The Committee recommended nominating the present slate of officers for the coming year: Mary Anne Cappo, President; Doris Wolin, Vice -President; and Ann Kepler, Secretary. Space Planing The Board discussed at length the draft "Evanston Public Library and Physical Design Competition Program." The need for a number of Facilities substantive and editorial changes was identified. ADJOURNMENT The meeting adjourned at 10:04 P.M. DRAFT - NOT APPROVED -3- r DRAFT - NOT APPROVED EVANSTON PUBLIC LIBRARY Board of Directors Meeting June 19, 1990; 7:30 P.M. MEMBERS PRESENT David Allen, Matthew Brackett, Mary Anne Cappo, Cheryl Judice, Ann Kepler, Fred Malkinson, Ann Weise, Doris Wolin MEMBERS ABSENT None STAFF PRESENT Library Director Donald Wright Assistant Director for Public Services Charles Anderson CITIZENS PRESENT Patricia lleaston, Board nominee Darlene Fisher, League of Women Voters PRESIDING Mary Anne Cappo, President CALL TO ORDER President Cappo called the meeting to order at 7:40 P.M. and introduced Patricia Heaston, whose name was presented to the City Council on June 11 for Library Board membership. Mrs. Heaston was welcomed, and confirmation of her appointment is anticipated by Board members. MINUTES Ann Kepler moved, second by Doris Wolin, MSP Approval The Evanston Public Library Board of Directors approves the of Minutes minutes of the Board meeting of May 15, 1990 as Of 5/15/90 received. Passed unanimously on a voice vote. COMMENTS BY None. CITIZENS OLD BUSINESS Election of Mr. Allen presented the Nominating Committee's slate of officers Officers as reported to the Board at its May meeting and asked for nominations from the floor. There were non. Fred Malkinson moved, second by Ann Weise, MSP Close The Evanston Public Library Board of Directors approves Nominations the closing of nominations for Board officers. Passed unanimously on a voice vote. David Allen moved, second by Fred Malkinson, MSP Election The Evanston Public Library Board of Directors approves the of Officers slate of officers for the year 1990-1991 as proposed by the Nominating Committee: President, Mary Anne Cappo; Vice -President, Doris Wolin; Secretary, Ann Kepler. Passed unanimously on a voice vote. COMMITTEE/ REPRESENTATIVE/ REPORTS North Suburban Mr. Brackett reported that Evanston Township High School and Library System Roycemore School had been approved for North Suburban Library System membership. The Board viewed a video, "The Sky's the Limit", produced by Harper College for the North Suburban Library System, describing System services. Mrs. Kepler suggested the video might be something; that should be shown in the lobby to the public. Management Mrs. Kepler presented the report of the Committee meeting of Policy June 5. The Long -Range flan has been assigned to a special committee, but will remain on this COmmittee's agenda for oversight. Mr. Brackett will review Avenues to Excellence sections on the Library System and ILLINET at the Committee'tl July meeting for presentation to the Board on July 17. The Committee commended the emergency evacuation plan prepared by Mr. Gottschalk and staff. There will be a fire drill at some time in the future. The Board considers an extension of Sunday service hours a high priority. This matter will be studied further by the materials and Services Policy Committee. Mrs. Kepler presented staff requests for completion of Per Capita FY1990 expenditures, reminding the Board that each year this action provides for full use of those funds. Ann Kepler moved, second by Cheryl Judice, MSP Per The Evanston Public Library Board of Directors approves the Capita purchase from FY1990 per capita funds of the following: Funds (1) Microcomputer for desktop publishing and work station, $4,800; (2) Replacement disk drives for Apple microcomputers, $1,200; (3) ScanJet Plus and interface, $1,800; (4) Wyse 1200 (online catalog) terminal and printer, $1,350; and any remaining funds to be expended on library books. Passed unanimously on a roll call vote. Ann Kepler moved, second by Fred Malkinson, MSP 1991 Per The Evanston Public Library Board of Directors approves the Capita Grant 1991 Illinois State Library Per Capita Grant application, including the following statement required of all applicants. "The Board understands that the State Librarian is empowered to make these grants, under the law, from funds appropriate by the General Assembly and that if the monies appropriated for these grants are not sufficient, the State Librarian shall reduce the amount of each grant so that the qualified applicants should receive a proportionate share. The Board further - affirms that in making the application for a grant, or -2- grants, it is acting at its sole discretion and is not applying as a result of pressure or duress from any outside agency, person or persons." "In making application for a grant or grants, the Library Board agrees to expend the funds received for the purposes outlined in the application as approved by Illinois State Library and defined by the Illinois Library System Act and Rule 3030.105(d), (e) and M . The Library Board further affirms that all grant funds received as a result of this application shall be used for providing public library service to its community by supplementing the library's regular budget and that it will not reduce, nor cause to have reduced, the library's levy in the current year or in the next year." "The Board further affirms that if the expenditure of the grant funds is contemplated, at any time, to be other than that stated in the grant application, that it will solicit and receive the consent of the Illinois State Library before approving such expenditures. The Board further affirms that it has reviewed AVENUES TO EXCELLENCE II during the previous twelve months and that that it has completed all requirements of this application." "The Board agrees that the Illinois State Library or its designee shall have the right to examine any of the Board's records which directly relate to this grant." "The Board affirms that the information contained in this application is, to the beat of its knowledge and under penalty of perjury, correct." Passed unanimously on a voice vote. Ann Kepler moved, second by Doris Wolin, MSP North The Evanston Public Library Board of Directors approves the Branch the purchase from Borth Branch Book Sale funds of a mobile Magazine magazine rack, cost not to exceed $350. Flack Passed unanimously on a roll call vote. The City Council's Triennial Review will be added to the Committee's agenda for consideration. Development Cheryl Judice reported on the Committee's meeting of June 5 (report previously distributed). There were no action items brought to the Board. Materials and Mrs. Wolin reported on the Committee meeting of June 12, (report Services previously distributed) noting the Committee had strongly Policy supported an extension of Sunday service hours and hoped this could be included in next year's budget. The Committee also supported the reclassification project for biographies. —3— N Mr. Wright had reviewed recent complaints for the Committee; these were reiterated for the Board. The hoard expressed support for the manner in which the Library staff handled these problems. Noting that a request had been received from staff to remove the rental fee from the MacArthur Foundation collection of public broadcasting tapes, the Committee felt this action would not be appropriate. The hoard agreed. A question was rained regarding the general Library policy of limiting fines to the cost of lost material. This was referred to the Materials and Services Policy Committee for study. The Committee had briefly discussed a proposal to use Book Sale Funds to purchase staff identification badges for both public service and security. A specific proposal will be brought to the committee. Space Planning Mrs. Cappo reported that the City Council had approved the and Physical Competition Program. Mrs. Weise stated her concern regarding Facilities the competition program's instruction to designers to demonstrate the project's capability of adding a single additional floor; she felt that more flexibility should be available for two or more additional floors. Special Committee and Board representatives had discussed this issue with the design competition consultants. The feeling was that the time to raise this issue was in the design development and final cost analysis phase. Other Board members felt that before signing the final contracts, it would be important to take a hard look at the cost of building additional floors. It might be better to recommend spending money now to build stronger pilings for future potential needs. It was suggested that the Library might draft a position paper on this subject. Mr. Allen was asked whether there was any news regarding the condemnation proceedings. There was none. Mrs. Wolin asked what the status of the Special Committee would be now that the competition is beginning. There was consensus that the Board hoped the Special Committee would continue to function as an expediter of the building program. Automation Mr. Brackett reported on the presentation from two system vendors Upgrade --CLSI (the current library system) and DRA (Data Research Associates). Mr. Wright distributed a background report on the staff and committee evaluative comparisons of the two systems to date. Further information will be gathered before a final recommendation is made. PRESIDENT'S Mrs. Cappo read a thank you letter from former Board member Judy REPORT Chiss for the folk art book that had been given to her. VICE PRESIDENT'S Mrs. Wolin presented the financial summary for three months REPORT ending May 31, 1990 and asked several questions about the temporary salary lines in Administration and the Bookmobile. Mr. Wright explained that the Bookmobile temporary salaries are for substitute staff when the regular Bookmobile librarian is on vacation or sick. The temporary salary for the Administrative Office is for a student assistant to work on special projects. Mrs. Wolin also noted a long-standing deficit in Lhe llirshfield Memorial fund. Mr. Wright said he will meet with Lite Hirshfields soon and is sure this will be cleared. Friends The previous meeting of the Evanston Library Friends was devoted to preparing material for the John Chancellor speach, and hearing reports. There were no actions taken. LIBRARY Mr. Wright called attention to the first quarter (March — May) DIRECTOR'S 1990 March library statistical report and library activities for REPORT the month of May. NEW BUSINESS ADJOURNMENT Mr. Wright will be going to Springfield on June 20 for the dedication of the new Illinois State Library building. Mrs. Cappo called attention to the biographical sheet on Board nominee Patricia Ifeaston. Mr. Malkinson asked for confirmation that this appointment would be for a full three year term. Mrs. Cappo asked Board members to return committee assignment preference sheets as soon as possible. None. The meeting adjourned at 9:38 P.M. —5— DRAFT — NOT APPROVED k DRAFT - NOT APPROVED EVANSTON PUBLIC LIBRARY Board of Directors Special Meeting July 11, 1990; 7:30 P.M. MEMBERS PRESENT Matthew Brackett, Mary Anne Cappo, Patrlain Heaston, Cheryl Judice, Ann Kepler, Doris Wolin MEMBERS ABSENT David Allen, Fred Malkinson, Ann Weise STAFF PRESENT Library Director Donald Wright Assistant Director for Public Services Charles Anderson Technical Services Manager Marlene Ogg Administrative Services Manager Paul Gottschalk CITIZENS PRESENT League of Women Voters Observer Darlene Fisher Data Research Associates (DRA) Representative Randa Hansen CALL, TO ORDER President Cappo called the meeting to order at 7:35 P.M. and reported that Board members Fred Malkinnon and Ann Weise were out of town. David Allen would be unable to attend because of a business appointment. She reminded the members of the Board that this was a special meeting called for the purpose of acting upon a staff recommendation to consider the purchase of a DRA computer system for the Library. Mrs. Cappo introduced the DRA representative, Rands. Hansen, and thanked her for presenting demonstrations to the staff and Board on two separate occasions. She asked Mn. Hansen to make a short presentation for the Board, to be followed by questions. Fs. Hansen presented information on the DRA company, their philosophy in building turnkey library aystema, their commitment to providing hardware and software that will provide "information gateways" to both public and private databases, and other strengths of their company. She discussed the Digital VAX 4000 Model 300 that is proposed in the configuration for Evanston. This is a new VAX model with increased power and capability. It will enable the Library to have a minimum of 200 terminals, while the estimates for the new building do not at thin time exceed 160. In response to questions, Ms. Hansen assured the Board members that the new VAX processor is not an experimental model, but an enhancement of the previous version. DRA guarantees it, as it Warrants all the equipment it utilizes. DRA installations carry a one-year warranty. In addition there is no maintenance charge for the first year. Mn. Hansen discussed the ability of the system to access other databases through the use of DRAnet. She also explained the maintenance program of DRA, which encompasses support for operating systems plus the future enhancements/ refinements of purchased software programs. In response to a question whether this would include the new online catalog (which some had seen in prototype earlier in the day) Ms. Hansen renponded in the affirmative, since the online public access catalog is part of the system included in the proposal. In the absence of additional questions, Mrs. Cappo thanked Mn. Hansen for presenting the demonstration and for meeting with the Board. Mot. Hansen left the Board meeting. Mr. Wright and Ms. Ogg reviewed the proposal under consideration and the finazitLng of the system. There was general agreement that the ayntrm demonstrations and Lite material received provided positive reinforcement of a decision to purchase the system. Considerable dIncussion followed on the present system, the public relatlotin of n change, and Lite advantages of making the change in synLi-ma at thin time. Ann Kepler quentioned the process being followed in this purchase. Slip questioned the need to send thin purchase, since it is a Per Capita Grant purchase, to the City Council. Mr. Wright indicated he had discussed it with the City Manager on the assumption that the Per Capita Grant program is now an element in the annual budget, the amount of the purchase is very large, and therr_ is the recurrent financial commitment under the lease/purchase agreement. The question was raised about the legal responsibility of per capita funds. Mr. Wright reviewed the process for receiving per capita funds. In its application a Library Board agrees that it will (1) une the funds for purposes outlined in the grant application, (2) use the grant "for providing public library service to its community by supplementing the library's regular budget and that it will not reduce, nor cause to have reduced, the library's levy in the current year or in the next year;" (3) request a change in the proposed use of the grant if other than in the original application. In the past (prior to the current budget year), the Library Board has approved per capita grant expenditures at the name Board meeting it approved the budget proposal for the approaching year. Occasionally per capita funds were included in the City budget request an "Other income," and most often Were "State Library collection development grant". With the current budget, the Per Capita Grant became a program element within the Library's budget. The Board approved proposed per capita expenditures at the time of budget preparation and included these in the current budget. Essentially, Mr. Wright stated, the process has been the same --the Library Board has determined the use of the funds according to the application on file for the grant. Concern was expressed at committing the per capita funds for the five year period. Mr. Wright expressed strong support for the action, believing that this expenditure in the most important to be made in the next five years. It is a most important step in preparation for the move to a new building. Mr. Wright agreed that staff would recognize that the per capita funds would not be available for the uses they previously supported. —2— 0 I Doris Wolin moved, second by Matthew Brackett, MSP Approval The Evanston Public Library Board of Directors approves the Purchase URA proposal to purchase a DRA computer system as Outlined in the Computer the proposal received on July G, 1990 from DRA. System Passed unanimously on a roll call vote. Cheryl Judice moved, necond by Ann Kepler, MSP Approval The Evanston Public Library Board of Directors approves the Lease/Purchase lease/purchase proposal with Digital Equipment Corporation for Proposal financing the DRA computer oyatem. Passed unanimously on n roll call vote. ADJOURNMENT The business of the special meeting being concluded, the meeting adjourned at 9:15 P.M. —3— DRAFT — NOT APPROVED DRAFT - NOT APPROVED EVANSTON PUBLIC LIBRARY Board of Directors Meeting August 21, 1990; 7:30 P.M. MEMBERS PRESENT David Allen, Matthew Orrtckett, Mary Anne Cappo, Fred Malkinsont Ann Weise, Doris Wolin MEMBERS ABSENT Patricia Heaeton, Cheryl. Judice, Ann Kepler STAFF PRESFJIT Library Director Donald Wright Assistant Director for Public Services Charles Anderson Administrative Services Manager Paul Gottschalk CITIZENS PRESENT Gene Feldman, Alderman Mary Friedl Chris Branson Judy Silverman, Medill School of Journalism Darlene Fisher, League of Women Voters PRESIDING Mary Anne Cappo, President CALL TO ORDER President Cappo called the meeting to order at 7:40 P.M. MINiiTES Doris Wolin moved, second by Matthew Brackett, MSP Approval The Evanston Public Library Board of Directors approves the of Minutes minutes of the special Board meeting of July 11, 1990 as of 7/11/90 received. Passed unanimously on a voice vote. Doris Wolin moved, second by Matthew Brackett, MSP Approval The Evanston Public Library Board of Directors approves the of Minutes minutes of the Board Meeting of July 17, 1990 as received. of 7/17/90 Passed unanimously on a voice vote. C0MMF14TS BY None. CITIZENS OLD BUSINESS Computer Mr. Wright reported that the contract for the lease purchase System Upgrade agreement with Digital Equipment Corporation was signed on August 21; therefore the scheduled 90-day installation process will begin on August 22. A staff committee will be formed to identify needs of users and staff during the conversion process. CLSI has been notified of the change and is on a 30-day cancellation notice program. m COMMITTEE/ REPRESENTATIVE/ REPORTS Management Mr. Allen reported on the Committee meeting of August 7. Ile Policy noted that the Committee plans to review the full Avenues to Excellence II at one Board meeting during the coming year, Instead of covering one section at each Board meeting. A report from the Administrative Services Manager on investment options for the I.ibrnry Endowment Fund was discussed. The Committee recommu nded using the Illinois Public Treasurer's Investment Pool nn it fund vehicle. David Allen moved, second by Fred Malkinson, MSP Endowment The Evanston Public Library Board of Directors approves the Funds closing of the Endowment Fund account at the HBD Bank and the transfer of endowment funds to the Illinois Public Treasurer's Investment Pool. Passed unanimously on a roll call vote. Mr. Malkinson asked that the Management Policy Committee now consider the individual accounts within the Endowment Fund. (Special The remainder of the Management Policy report was postponed Interest until later in the meeting, to discuss agenda item 5.c.2 - Group input from special interest groups. Meetings) Mrs. Cappo introduced the topic by stating that the Library Board Is committed to giving every consideration possible to handicapped access and views this discussion as a means of identifying the best way to ensure this outcome. She invited visitors Mary Friedl and Chris Branson to provide their insight into problem areas and the best means for the Board to receive input from special groups. Mrs. Friedl identified two special areas of concern: buildings with mezzanines, and turnstiles. She noted that legal accessibility standards exempt mezzanines from handicapped access and felt that this placed an unfair restriction on users. Turnstiles, she noted, pose a serious danger in the event of an emergency. Board members asked if guidelines could be obtained that would go beyond the state or federal standards. Alderman Feldman asked when this information was needed. Mr. Wright felt the Board would need to have it in place by March/April of 1991. After additional discussion, it was agreed that Friedl and Branson will gather information for the Board. Library staff will also research this question. -2- The Board feels it is important to work with each special interest group identified to solicit input. It was agreed that a member of the Board will serve as liaison to each group. Ann Weise will work with the handicapped access group, Fred Malkinson with those with environmental illneap concerns, David Allen with the community cable/TV group, and Patricia Heaston with the Arts Council. At thin point visitors Friedl and Brannon left and the regular agenda was resumed. t Management Staff In continuing to gather information on the pros and cone Policy of a store in Lhe new library buildin8. The question of Sunday hours Ilan been transferred to the Materials and Services Policy Committee but will also remain as an agenda item for the Management Policy Committee (although the Committee recognixen that a recommendation from Materials and Services may go directly to the Board). After reviewing a February, 1989 report on the district library question, the Committee felt it was not appropriate to pursue this matter further at this time. Mr. Allen is reviewing a large file of material on the relationship of home rule communities and city libraries, and will make a report directly to the Board at a later date. The Committee had reviewed and edited a draft of the reaponses to the Triennial Review questionnaire. The Committee recommended approval of the version contained in the Board packet. David Allen moved, second by Fred Malkinson, MSP Triennial The Evanston Public Library Board of Directors approves the Review completed Triennial Review questionnaire. Passed unanimously on a voice vote. Materials and There was no meeting. Services Policy Space Planning Mrs. Cappo reported that Joe Zendell and Eton Isaacson of the and Physical Evanston Arts Council had met with the Executive Committee Facilities regarding the proposal for a public arts program. The Arts Council had requested Library Board comment/critique of the latest proposal. The Board discussed the appropriateness of this action. After some general discussion there was consensus that, given the serious shortfalls in the Library building budget, it would not be advisable to support taking additional money from the building (perhaps as much as $230,000 at this point, if the concept of a 1% Public Arts Program is approved). Accordingly, the Board agreed in concept to take a position that the Library should request an exemption from any ordinance of this nature unless there were already sufficient funds appropriated to meet the needs of the new building. Any public arts program for the Library should be supported only if additional funds over and above the amount needed for the new Library are available. The -3- Board agreed that the Executive Committee would draft such a statement for Board approval before transmitting it to the City Planning and Development Committee. Mr. Wright showed the Board the draft competition poster, advertisement, and program. There wan a question from Board members about clarity of one statement on the advertisement. fleceseary corrections will be made. Mr. Wright said the final mockup of the competition program documents will be available for neveral days in the Library before it is sent to the printer. fie will notify Board members at this point so they can review the documents one more time. Development There was no meeting. North Suburban There was no Auguut meeting. Regarding the report on Reciprocal Library System Borrowing activities, Mr. Wright recommended referring this to the Materials and Services Policy Committee. PRESIDENT'S Mrs. Cappo noted that the Executive Committee had sent a letter REPORT to the Evanston Review to correct inaccurate information in a story about the new computer system {regarding sources of funds for the new system}. The Review printed a correction in the "Corrections" section. Mrs. Cappo expressed concern about a reference in the League of Women Voters "Observer Reports" stating that while the total [Library) building cost would be $23 million, the cost of actual construction was estimated at $17.5 million, with the balance including "running the competition, landscaping, moving costs, lawyers). She felt this was a less than accurate picture of the balance of costs, which also includes such things as furniture, site, and site preparation. Noting a Crain's story about state funding of $10 million for the new Chicago Public Library, Mrs. Cappo said Mr. Wright is wonting on lobbying efforts for state funds for the Evanston Library. She also felt a reminder that appeared in a report on library fund raising to the effect that fund raising efforts should not reduce regular appropriations made an important point. VICE PRESIDENT'S Mrs. Wolin presented the financial report for the five months REPORT ending July 31, 1990. She asked about a negative balance in the Memberships account line. The response was that this represents a refund on professional membership fees. Mrs. Wolin also asked about the current status of expenditures in the Temporary Salary line in Maintenance. This was clarified by the Administrative Services Manager, who explained that the Regular Salary line in this department is significantly underspent at this point due to staff changes that had necessitated more use of temporary employees. Mr. Gottschalk pointed out that the two salary lines, Regular and Temporary, need to be considered together. There were no further questions. -4- . Friends Mrs. Wolin, who was not able to attend the last Friends' meeting, asked Mr. Anderson if there wan anything to report. The primary discussion had been of upcoming programs and so there was nothing in particular to report at this time. LIBRARY Mr. Wright called attention to the statistical and library DIRECTOR'S activities reports for the month of July. REPORT Mr. Wright distributed invitations to opening ceremonies at the new Elk Grove Village Public Library, Mr. Wright discussed the present state of the budget process and called attention to a memo from the City Manager regarding prioritizing City services. The guidelines will call for maintaining the status quo; the Library faces a $20,000 - $25,000 deficit due to mandated increases in some areas. Mr. Wright called the Board's attention to a form in the Board packet for nominations to the Illinois Regional White House Conference on Libraries and Information Science (WHCLIS). lie also reported on his recent attendance at the national. White House Task Force conference in Nashville, Tennessee, where he was elected the professional representative on a committee of four to prepare delegates to the national 1991 White House Conference's elected Task Force. The Board congratulated him on this honor. Mr. Wright reminded the Board that the timetable calls for beginning work on the long-range planning process in September. Mr. Wright distributed the 1989-90 "Management Profile" from the Library Research Center at the University of Illinois; this Was referred to the Management Policy Committee. NEW BUSINESS None. ADJOURNMENT The meeting adjourned at 9:36 P.M. -5- DRAFT - HOT APPROVED r DRAFT -- NOT APPROVED EVANSTON PUBLIC LIBRARY Board of Directors Meeting September lE, 1990; 7:30 P.M. MEMBERS PRESENT David Allen, Matthew Brackett, Mary Anne Cappo, Patricia Hesston, Cheryl Judice, Ann Kepler, Fred Malkinson, Ann Weise, Doris Wolin MEMBERS ABSENT None STAFF PRESENT Library Director Donald Wright Assistant Director for Public Services Charles Anderson Administrative Services Manager Paul Gottschalk CITIZENS PRESENT Darlene Fisher, League of Women Voters PRESIDING Mary Anne Cappo, President CALL TO ORDER President Cappo called the meeting to order at 7:36 P.M. MINUTES Fred Malkinfion moved, Second by Ann Weise, MSP Approval The Evanston Public Library Board of Directors approves the of Minutes minutes of the Board meeting of August 21, 1990 as received. of 8/21/90 Passed unanimously on a voice vote. COMMENTS BY None. CITIZENS OLD BUSINESS Computer Mr. Wright reported that the DRA installer was here this week System Upgrade completing a briefing on the next steps in the conversion process. We anticipate having the new system up in early December. COMMITTEE/ REPRESENTATIVE/ REPORTS Materials and Mr. Brackett reviewed the meeting of September 11. The Committee Services had explored the question of additional Sunday hours and felt Policy this was a high priority item. In view of the funding difficulties this year, the Committee felt that the best course of action was to furnish a report to the Human Services Committee, during the budget hearing, on the need for additional Sunday service. Ann Kepler moved, second by Patricia Heaston, MSP Sunday The Evanston Public Library Board of Directors approves the Hours presentation, during the budget hearing on October 22, of a report to the Human Services Committee documenting the importance and cost of two extra hours of service on Sunday afternoons, recognizing that, with a deficit budget, we cannot add this top priority service. After questions from several Board members about whether Sunday hours were indeed the highest priority item, the Board agreed to table this motion until the full budget land been discussed. Mr. Brackett noted the receipt of a study of "Reciprocal Borrowing Pattern in the North Suburban Library System," commenting that the report, while interesting, did not go into sufficient detail to provide much insight into service patterns or problems. The Committee had discussed a recommendation by staff regarding the purchase of a group of 26 children's films on video, the cost of which would be largely underwritten by a grant from the Carnegie Corporation of New York. Matthew Brackett moved, second by Ann Kepler, MSP The Evanston Public Library Board of Directors approves the Children's purchase from hook Sale funds of the "Quality Video for Youth Videos Collection" for the amount of $1,000. Passed unanimously on a roll call vote. Space Planning Mrs. Cappo noted that some Board members had reviewed the final and Physical drafts of competition documents that had been on display in the Facilities Library Director's office, and that the material would be going to the printer in the near future. We are still on schedule regarding the competition. Development 'There was no meeting. North Suburban The September meeting is scheduled for later this month. Library System Mr. Wright briefly summarized a current discussion between the System, Morton Grove Public Library, and a third party who was bidding to use the CS5 collection on a fee basis in a profit —making enterprise. Management Mr. Allen reported on the meeting of September 4, 1990. The Policy Committee had reviewed the options presented for balancing the budget. Of the possible choices the Committee, after considerable painful discussion, recommended the following reductions to achieve budget guidelines: (1) Public Information Specialist, 1625.101 -- reduce by $7,961; (2) Library Aide II, 1600.101 --- reduce by $9,883; (3) Reference Materials budget, 1610.525 — reduce by $3,000. Mr.. Allen went on to say that since the meeting he had developed personal reservations about any cuts in the materials budget or other areas; he asked about the possibility of the Hoard reporting to Human Services that there are no areas to cut. While agreeing in principle, several other Board members felt this action could have very negative results. There was a consensus that while the Board should take the necessary action to reduce the budget to a balanced state, it should also request reinstatement of those funds being cut. —2— David Allen moved, second by Fred Malkinson, MSP The Evanston Public Library hoard of Directors approves the 1991/92 Budget budget proposal for 1991/92 as presented with the previously recommended reductions of $17,844 in two staff positions and $3,000 in the materials budget to achieve budget guidelines. In discussion, Board membern expressed reservations regarding the sense of thin motion, given the previously expressed need for additional Sunday hours; they noted that at some point, should the budget restrictions continue, the relative priority of the Bookmobile should be conn_lciered; and they expressed opposition to any reduction in library metterials. Mr. Wright noted that the library public information position was created when there wan an apathetic public climate regarding the need for a new building. Now our needs have changed and public relations should focus on a Development program, with special expertise needed is this area. The possibility of using Book Sale or Endowment funds for public information activities was raised. The question on the previous motion was called. The motion failed, all members voting flay. Doris Wolin moved, second by Ann Weise. MSP The Evanston Public Library Board of Directors approves the 1991/92 proposed 1991/92 budget of $2,189,669 meeting the required Budget guidelines by elimination of the positions of Public Information Specialist ($10,961) and Library Aide II ($9,883). In discussion, the Board felt we should emphasize the added burden on staff this would create while the Library was also bearing the full burden of a new computer system. It was agreed there should be a formal request for reinstatement of the shortfall. Mr. Wright said that if this money were restored, he would recommend using it for the two lost positions rather than for additional Sunday hours. Passed unanimously on a roll call vote. Several members suggested that the need for additional Sunday hours should be conveyed to the Human Services Co=ittee. Mr. Malkinson felt this should not be mentioned until the Board had reviewed all items in the budget in terms of priorities. It was agreed the Executive Committee would work out the final details of the budget presentation for Human Services on October 22. PRESIDENT'S Mrs. Cappo distributed a statement from the Board to the Budget REPORT Policy Committee on the Library's budget priorities. The statement had been developed by the Executive Co=ittee. Members of the Board reviewed the statement and unanimously supported it. Mrs. Cappo requested a change in meeting date for the October Board meeting, from its regular time of October 16 to October 23. —3— Doris Wolin movfid, second by Fred Malkinson, MSP October The Evanston Pubic Library Board of Directors approves a Board Meeting change in the regular Board meeting; date for October, from October 16 to October 23. Passed unanimously on a voice vote. Mrs. Cappo noted that the Executive Committee will meet October 4 at 8:00 A.M. A confirmation letter for the State Per Capita grant has been received from the Secretary of State. The Board liaisonn to special interent groups for the new main library are in the process of gathering information. The Long flange Planning Committee will meet September 26 at 11:00 P.M. VICE PRESIDENT'S Mrs. Wolin presented the financial report for the six months REPORT ending August 31, 1990 and invited quentions. There were none. Mr. Wright reported that $9,700 was raised in the recent book sale. fie also invited suggestions for a volunteer to help out 6-8 hours a week in organizing for future sales. Evanston The August meeting of the Evanston Library Friends preceded the Library August Library Board meeting; consequently, there was nothing Friends additional to report. LIBRARY Mr. Wright called attention to the statistical and library DIRECTOR'S activities reports for the month of August and the Second REPORT Quarter Statistical Report for March --August, 1990. Mr. Wright distributed copies of what will be a regular update sheet for library staff and the public regarding progress on the new building. NEW BUSINESS Mrs. Kepler presented Mr. Wright with a check for children's books to go into a fund being established as a memorial for Warren Cherry. Mrs. Cappo requested the Board go into executive session to discuss a personnel matter at 9:14 P.M. ADJOURNMENT The meeting reconvened at 9:20 P.M. and adjourned. DRAFT - NOT APPROVED -4- DRAFT -- NOT APPROVED EVANSTON PUBLIC LIBRARY Board of Directorn Meeting October 23, 1990; 7:30 P.M. MEMBERS PRESENT David Allen, Matthew Brackot:t:, Mary Anne Cappo, Patricia Hesston, Cheryl. Judice, Ann Kepler, Ann Weise, Doris Wolin MEMBERS ABSENT Fred Halkinnon STAFF PRESENT Library Director Donald Wright: Assistant Director for Public Services Charles Anderson Administrative Services Manager Paul Gottschalk CITIZENS PRESENT Darlene Fisher, league of Women Voters PRESIDING Mary Anne Cappo, President CALL TO ORDER President Cappo called the meeting to order at 7:39 P.M. MINUTES Ann Kepler moved, second by Doris Wolin, MSP Approval The Evanston Public Library Board of Directors approves the of Minutes minutes of the Board meeting of September 23, 1990 as of 9/23/90 received. Passed unanimously on a voice vote. COMMENTS BY None. CITIZENS OLD BUSINESS 1991/92 Budget: Hrs. Cappo reported on the presentation of the library budget to the Human Services Committee meeting, noting there was a positive degree of receptiveness on the part of the Committee, but a general concern that budgetcuts will be made. Computer Mr. Wright reported that the DRA conversion is proceeding on System Upgrade schedule, and staff has been very impressed with the DRA trainer and installation people. We are now projecting December 4 as the day for being fully on line. A letter has been sent to the ELF membership soliciting volunteer docents to help the public in learning to use the new system. Library staff would be working on an auto -repenting video to familiarize users with the system and the F.LFs are being asked to donate funds for the necessary VCR monitor. This system could also be used in other locations for many purposes. In case the Friends do not approve the purchase, Mr. Wright asked the Board to approve a contingent appropriation from Book Sale Funds. David Allen moved, second by Ann Kepler, MSP TV/VCR The Evanston Public Library Board of Directors approves the Equipment purchase of an auto -repeat, self-contained video cassette recorder and monitor from hook Sale Funds, at a cost not to exceed $850, in the event the Evanston Library Friends cannot support this purchase. Passed unanimously on a roll call vote. COMMITTEE/ REPRESENTATIVE/ REPORTS Space Planning Mr. Wright reported that the Library had received bl paid and Physical registrations as of October 23. An update for library staff Facilities on the Competition (enclosed in the Hoard packet) had been distributed. The full competition packets will be ready to mail by November 2. The competition consultants had expressed concern about treating the competition materials an public documents. However, the City Manager feels strongly these are public documents; consequently, a copy of the material will be on display in the Reference Room. Developments In the absence of the Committee Chair, Mr. Wright called the Board's attention to the report of the Committee meeting of October 6, noting that there were no action items in the report. A tentative meeting dare with Edith Falk was set for November 13. The Iloliday Book Fund flyer was at the printers. It will be mailed in early November. There may be a special mailing to Chamber of Commerce members, and the Library may host a continental breakfast For members in December or January to introduce tliem to the new computer system and business resources. North Suburban No report.. H r. Fright noted that a 25th anniversary celebration Library System is planned for December 4, 1990. It was agreed to support attendance at: this recognition. Management There was no meeting. Policy Materials and There was no meeting. Services Policy Mr. Wright called the Board's attention to a flyer describing the PBS video The Civil War, and recommended Book Sale Funds support for the acquisition of this highly -acclaimed video series. Doris Wolin moved, second by Matthew Brackett, MSP PBS Video The Evanston Public Library Board of Directors approves the Purchase purchase from Book Sale Funds of The Civil War at a cost of $395. Passed unanimously on a roll call vote. -2- Mr Wright called tite Board's attention to Lhe report of the Long -Range Planning Committee activities that was enclosed in the Board packer., noting that t:he process was on schedule and the projected Output Measures purveys were in process. PRESIDENT'S lira. Cappo noted there will be a meeting of the Executive REPORT Committee on November lath at: 8:00 A.M. VICE PRESIDENT'S lira. Wolin prevented the financial report, for the seven months REPORT ending September 30, 1990 and invited questions. There were none. Evanston The September Evanston Library Friends meeting was devoted Library primarily to discussing the upcoming, Family bight, although there Friends was some discussion of varioun ways of providing funding for the new building. LIIiRARY Mr. Wright called attention to the statistical and library DIHE.CTOR'S activities reports for the month of September, 1990. RE31ORT lira. Wolin asked if Circulation figures for the branches could be reported separately each month. Mr. Wright said the possibility would be investigated before the next. meeting. Mr. Wright. called the Boa4d's attention to the salary range in an advertisement for Bead of Children's Services in another library, compared to the range in our currently --advertised vacancy for a Librarian 111, iir_nd of Information Services,. Mrs. Cappo requested the Board go into Executive Session to discuss a personnel matter. Doris Wolin moved, second by Ann Weise, MSP Executive The Evanston Public Library Board of Directors adjourn into Session Executive Session at. 8:21 P.M. to consider a personnel question. The Board reconvened at 8:30 P.11. Mr. Wright. reviewed for the Board the schedule for going on line with the new computer system, and requested support for staff activities during the week. Ann Kepler moved, second by Cheryl Jedice, lisp Staff The Evanston Public Library Board of Directors approves Recognition allocation from Book Sale Funds of a sum not to exceed $1,000 for staff recognition. Passed unanimously on a roll call vote. -3- Pat Iieaston moved, second by Ann Kepler, MSP The Evanston Public Library Board of Directors approves December 7, closing the library at 5:00 P.M. on Friday, December 7, 1990. 1990 Early Passed unanimously on a voice vote. Closing ADJOURNMENT There being no further business, the meeting adjourned at 8:45 P.M. DRAFT - NOT APPROVED -4- DRAFT — NOT APPROVED EVANSTON PUBLIC LIBRARY Board of Directors Meeting November 20, 1990; 7:30 P.M. MEMBERS PRESENT Matthew Brackett, Mary Anne Cappo, Patricia Hesston, Ann Kepler, Fred Malkinson, Doris Wolin MEMBERS ABSENT David Allen, Cheryl Judice, Ann Weine STAFF PRESENT Library Director Donald Wright Assistant Director for Public Services Charles Anderson Administrative Services Manager Paul Gottschalk CITIZENS PRESENT Darlene Fisher, League of Women Voters PRESIDING CALL TO ORDER MINUTr.q MSP Approval of Minutes of 10/23/90 COMMENTS BY CITIZENS OLD BUSINESS 1991/92 Budget Mary Anne Cappo, President President Cappo called the meeting to order at 7:32 P.M. Ann Kepler moved, second by Matthew Brackett,. The Evanston Public Library Board of Directors approves the minutes of the Board meeting of October 23, 1990 as received. Passed unanimously on a voice vote. None. Mr. Wright called attention to the information in the Board packet about the sale of air rights above the Chicago/Church Street property, which would decrease the anticipated City budget shortfall. Computer Mr. Wright reported that the DRA system is expected to be fully System Upgrade on line on December 4, with official ceremonies scheduled for December 5 at 9:15 A.M. COMMITTEE/ REPRESENTATIVE/ REPORTS Development Dr. Malkinson reviewed the Committee meeting (report enclosed in the packet). There were no action items. North Suburban The NSLS meeting is scheduled for next week, therefore there was Library System no report. Mr Wright recommended using $100 from Gift Fund Interest to support the North Suburban Library System's 25th anniversary celebration in honor of former Evanston Board members serving on the System Board. Fred Malkinson moved, second by Ann Kepler, MSP NSLS The Evanston Public Library Board of Directors approves the 25th expenditure of $100 from Gift Fund interest for the North Anniversary Suburban Library System's 25th Anniversary, as a tribute to Paul Corby, first president of NSLS, Jean Baron, Yvonne Davis, Eleanor Gordon, and Glennis Lundberg. Passed unanimously on a roll call vote. Materials and Mr. Brackett reported on the Committee meeting of November a. Services Staff had recommended discontinuing the framed art print Policy collection due to minimal use, and storage and upkeep problems. Matthew Brackett moved, second by Ann Kepler MSP Art The Evanston Public Library Board of Directors approves the Print discontinuance of the framed art collection. Collection Passed unanimously on a voice vote. The Committee had discussed a number of staff recommendations for initial policy decisions regarding various limits that can be set on the new DRA computer system. The Board then proceeded to discuss theme options. (Mr. Wright prefaced the discussion by noting that the recommendations were based on a lack of data at this point, and all limits would be closely monitored and revisions recommended where necessary.) The Board discussed the merits of more or Less restrictive limits in some circulation areas, including the matter of reserves for non -Evanston card holders. Mr. Brackett moved, second by Ann Kepler, MSP The Evanston Public Library Board of Directors approves the Circulation adoption (with close monitoring and review when needed) of Limits the following policies: 1. Library users will be "set delinquent" under the following conditions and with the following procedures. a. When fines exist against the user's library card -if fines are below $5.00, a reminder will be given and material checked out. --if fines exceed $5.00, the user must pay the fine due or reduce it to less than $5.00. b. When any item is overdue (but not returned) for six weeks or more -if the user has less than 25 items overdue and they are less than six weeks past due, the user will be informed of the overdoes but may continue to check out materials. -if the overdue materials are over six weeks past due a user may no longer borrow materials. -2- I 2. Maximums, or limits, will be established as follows and will require a staff member's attention: a. A total of 50 "bad check --ins" A "bad check -in" results when a book is found on the nhelf without having been checked in properly. b. A total of 10 "claims returned" A "claims returned" is entered when a user claimn to have returned material that has not been checked in, nor can the material be located on the shelves. C. A total of 30 requests (reserves) in process at one time d. A total of 100 books, 36 compact disca, or 13 videos checked out to a user at one time e. Maximum number of overrides will be 20, which will require a senior staff member's attention. 3. Requests may be placed on library materials under the following conditions! a. A limit of 30 reserves in process at one time b. A limit of 160 days for a request to remain unfilled. 4. Requests may be placed by any user with a library card valid for use at Evanston Public Library. This changes the present policy, which limits requests to Evanston residents. The effect of this change will not be known until it has been instituted. If there is a dramatically negative effect within the first three months, staff will recommend an immediate modification. 5. Requests will be handled on a system -wide basis. At the present time, requests are handled by "agency". That is, a request placed at the Main Library will be filled only by a Main Library book; a request at the South Branch is filled only by a South Branch book. This change will enable requests to be filled in the order placed. 6. Library cards will be "re -validated" every three years. -3- A At present if a card has been used at least once in an eighteen month period, the card is maintained as an active card. The change will enable staff to verify information in the file on three-year cycle. 7. Fine notices for overdue materials will be mailed after the material is 14, 28, and 42 days overdue. Thin ahortens the current schedule for mailing overdues in 14, 35, and 40 days. Passed unanimously on a voice vote. Space Planning Mr. Wright reported that Alderman Brady had complimented the and Physical, Library on the competition packet, and Alderman Lanyon had sent Facilities a note with best wishes. Mr. Wright reminded the Board of the Art Forum scheduled for November 27. There was some general discussion of the public art question, and the Board reiterated its position that basic funding for the construction and furnishing of the new Library should take precedence over public art in the new building. Until there is assurance of adequate funding,'the Board feels it is not appropriate to discuss the possible inclusion of a public art project. Design Competition Advisory Services will be sending physical requirements for the jurying area soon. The Evanston Art Center has exhibit space late in April for a selection of competition entries, and the Board felt it was appropriate to indicate an interest in such an exhibit. Dr. Malkinson wondered if there was some way to link this to a fund-raising event. Long Flange The process is on schedule and Output Measures has just been Plan conducted. Management There was no meeting. Policy PRESIDENT'S Mrs. Cappo noted there will be a meeting of the Executive REPORT Committee on December llth at 8:00 A.M. Mrs. Cappo expressed appreciation to the staff for functioning so well while understaffed. Mrs. Cappo also asked whether the Board would want her to contact the Mayor regarding possible Northwestern university support of some form for the new library. Board members felt this would be appropriate. Mrs. Cappo presented Mr. Wright with a framed poster of the architectural competition announcement. VICE PRESIDENT'S Mrs. Wolin presented the financial report for the eight months REPORT ending October 31, 1990 and invited questions. There were none. Mrs. Wolin noted that fines and rental book revenues were up over projections - a good sign. -4- Evanston Mrs. Wolin was unable to attend the Friends Board meeting of Library October 23; however it was reported that Family Night had Friends again been a success. LIBRARY Mr. Wright called attention to the statistical and library DIRECTOR'S activities reports for the month of October, 1990. REPORT Mr. Wright noted that the New Titles list from OCLC will have to be discontinued with the conversion to DRA; however, when the report generator software is installed, we probably will be able to produce something similar. To complete the transfer of endowment funds to the Illinois Treasurer's Pool, a resolution confirming that Mrs. Cappo is President of the Library Board had to be passed. Fred Malkinson moved, second by Matthew Brackett, MSP Board Resolved, the 1990/1991 elected officers of the Evanston Officers Public Library Board of Directors are President, Mary Anne Cappo, Vice -President Doris Wolin, and Secretary Ann Kepler. The terms of office are July 1, 1990 through June 30, 1991. Passed unanimously on a voice vote. ADJOURNMENT There being no further business, the meeting adjourned at 8:58 P.M. —5— N r DRAFT — NOT APPROVED EVANSTON PUBLIC LIBRARY Board of Directors Meeting December 18, 1990; 7.30 P.M. MEMBERS PRESENT David Allen, Mary Anne Cappo, Cheryl Judice, Ann Kepler, Fred Malkinson, Ann Weise, Doris Wolin MEMBERS ABSENT Matthew Brackett, Patricia Iteaston STAFF PRESENT Library Director Donald Wright Assistant Director for Public Services Charles Anderson Administrative Services Manager Paul Gottschalk CITIZENS PRESENT Darlene Fisher, League of Women Voters PRESIDING Mary Anne Cappo, President CALL TO ORDER President Cappo called the meeting to order at 7:38 P.M. MINUTES Fred Malkinson moved, second by Ann Kepler, MSP Approval The Evanston Public Library Board of Directors approves the of Minutes minutes of the Board meeting of November 20, 1990 as of 11/20/90 received. Passed unanimously on a voice vote. COMMENTS BY None. CITIZENS OLD BUSINESS Library Mary Ann Cappo moved, second by Doris Wolin, Director Evaluation MSP Change The Evanston Public Library Board of Directors shall retire Order of into Executive Session to discuss Agenda item 8b, "Annual Business Report to Board of Evaluation of Library Director." Passed unanimously on a voice vote. The Board reconvened in open session at 8:00 P.M. 1991/92 Budget Mr. Wright reported that he expected the Board would have the City Manager's proposed budget in the next ten days. The schedule of Council budget hearings was in the Board packet, and Library Board members are welcome to attend the sessions. Computer Mr. Wright reported that staff has been very pleased with System Upgrade reactions from the public and library volunteers to the new system. Everything seems to be proceeding well, and keyword searching should be implemented within the next ten days. R COMMITTEE/ REPRESENTATIVE/ REPORTS North Suburban No report Library System Management No report Policy Materials and No report. Services Policy Space Planning Mr. Wright reported that 1,253 architects registered for the and Physical competition by the closing date. The competition advisors are Facilities studying the question of space requirements for the jury sessions and considering possibly lengthening the jury deliberations. It was suggested that the Library hoard President make contact with Jan Schakowsky regarding legislative support for funding for the new library. Mr. Wright described the volunteer work contributed by former Evanston staffer Mary Marzano in processing competition registrations, describing her work as "invaluable." In recognition of Ms. Marzano'a contribution, Hr. Wright recommended sending a donation in her name to the Community Animal Rescue Effort and also purchasing a gift certificate for her at a favorite store. Doris Wolin moved, second by Ann Weise, MSP Marzano The Evanston Public Library Board of Directors, for nominal Recognition thanks to Mary Marzano for volunteer hours of service on conjunction with the architectural competition mailings, approves the expenditure from Gift Fund Interest Account funds of a $50 contribution in Ms. Marzano`s honor to Community Animal Rescue Effort, and $100 in gift certificates at the Native American Art gallery in Evanston. Passed unanimously on a roll call vote. Long -Range Mr. Anderson said the "Looking Around" report would be Planning distributed to Committee members after the first of the year. The Committee, at its next meeting, is scheduled to discuss the implications of the report, note special areas that may impact on library services as well as opportunities to exploit, and Identify possible areas needing further exploration. Development Mr. Wright reported that $1,972 has been received to date from the Holiday Book Fund campaign. Mr. Aright noted that a long-standing annual gift from the Packaging Corporation of America had not yet been received, and Dr. Malkinson, as Chair of the Development Committee, said he would contact the company. -2- PRESIDENT'S Mrs. Cappo noted that the Library Party to celebrate the new REPORT computer system was very well done and Mr. Wright said the Hoard's support was very much appreciated by the staff. Mrs. Cappo described the Public Art forum meeting that she, Mrs. Kepler and Mr. Anderson had attended. The Board briefly discussed the public art issue. VICE PRESIDENT'S Mrs. Wolin presented the financial report for the nine months REPORT ending November 30, 1990 and invited questions. There were none. Evanston Mrs. Wolin had attended the Friends Board meeting of November and Library reported on some changes In the Friends' Board membership, the Friends plans for a March author's program and the Spring meeting. LIBRARY Mr. Wright said the "silent auction" for the discontinued art DIRECTOR'S reproductions collection will be held the day of the January REPORT Board meeting. The recent book sale raised the amount of $8,736.79. Mr. Wright called attention to the statistical and library activities reports for the month of November, 1990. ADJOURNMENT There being no further business, the meeting adjourned at 8:50 P.M. DRAFT - NOT APPROVED -3-