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HomeMy WebLinkAboutMinutes 1988I, EVANSTON PUBLIC LIBRARY Board of Directors Meeting January 19, 1988; 7:00 P.M. MEMBERS PRESENT Mary Anne Cappo, Jay R. Carow, Walter Clements, Susan Grossman, Cheryl Judice, Ann Kepler, Richard Lanyon, Glennis Lundberg, Doris Wolin MEMBERS ABSENT None STAFF PRESENT Library Director Donald Wright Assistant Director for Public Services Charles Anderson Administrative Services Manager Kim Kuttner CITIZENS PRESENT Darlene Fisher, Observer, League of Women Voters Amelia Graff, Dorothy Weiss, Woman's Club of Evanston PRESIDING Glennis Lundberg, President of the Board CALL TO ORDER President Lundberg called the meeting to order at 7:17 P.M. MINUTES Jay Carow moved, second by Doris Wolin, MSP Approval The Evanston Public Library Board of Directors approve of Minutes, the minutes for the meeting of December 15, 1987, as 12/15/87 received. Passed unanimously on a voice vote. COMMENTS BY None. CITIZENS OLD BUSINESS Budget Mr. Wright reviewed the city budget process to date and noted 1988/89 that support had been indicated in the Human Services Committee for restoring cuts in book funds for the library. Avenues to Mr. Lanyon led a discussion of the "Structure anti governance" Excellence section of Avenues to Excellence. There was consensus that the Board met most criteria in this document. Areas identified for possible increased Board involvement were: a modification of the Mission Statement to include networks; possible additional Board involvement in federal and state legislative matters; identification and recruiting of new Board members ('Management Policy was directed to develop a policy statement on this); and financial provision for attendance at library conferences. III COMMITTEE/ REPRESENTATIVE/ REPORTS NSLS Mr. Wright provided background for the Board on the "fount Representative Prospect Library proposal to charge patrons fees for use of Reciprocal Borrowing. The Board felt it should not support this proposal, and directed Mr. Wright to communicate this to the NSLS Board. Space Planning Mr. Carow distributed a report presenting information on the and Physical Board's recommendation for the Building Program. The next Facilities meeting of the Committee was set for February Z, 1988, at 6: 30 P.M. Development Management Policy No report. No report. Materials and Mrs. Wolin asked the Board to defer discussion of the Services Collection Development Plans --Reference, Children's and Non -Print, until the February meeting. PRESIDENT'S Mrs. Lundberg noted that former Board member Bob Girard was REPORT recovering from surgery, and the Board was sending a get well card. Mfrs. Lundberg asked for Board comments regarding a letter received from Shel Newberger and proposed response to the letter. The Library had received notification of the award of per capita grant funds, and Mr. Wright noted some potential problems because of anticipated late receipt of the check from the state. The Board asked Mr. Wright to call to the attention of the System and/or the State Library the problems caused by late receipt, given required deadlines for encumbering and spending the grant funds. VICE PRESIDENT'S Mrs. Cappo presented the financial report. There was a brief REPORT discussion of the 'Memorial Gifts fund account. Mrs. Cappo had no report from Friends' activ:t_es except to note the planned "Fridays with Friends" programs 3-1 the securing of Harrison Salisbury as the spring speaker. -2- a LIBRARY Mr. Wright noted that the library video was scheduled to be DIRECTOR'S reviewed in Booklist and was to be entered in the New York Film/ REPORT Video Festival. The Library was also working on a submission for the John Cotton Dana public relations award. A general staff meeting will be held on February 29, 1988, at which time individual departments will present a year-end review and look ahead for the Library. A staff questionnaire had been distributed in connection with the planning process. The questionnaire will survey staff attitudes towards the Library collection, administration, and service priorities. NEW BUSINESS None. EXECUTIVE SESSION The Hoard went into Executive Session at 9:06 P.M. to discuss Evaluation of the Library Director. ADJOURNMENT The meeting adjourned at 10:10 P.M. -3- jp EVANSTON PUBLIC LIBRARY Board of Directors Meeting February 16, 1988; 7:00 P.M. MEMBERS PRESENT Mary Anne Cappo, Jay R. Caron, Walter Clements, Susan Grossman, Cheryl Judice, Ann Kepler, Richard Lanyon, Glennis Lundberg, Doris Wolin MEMBERS ABSENT None STAFF PRESENT Library Director Donald Wright Assistant Director for Public Services Charles Anderson Administrative Services Manager Kim Kuttner CITIZENS PRESENT Darlene Fisher, Observer, League of Women Voters PRESIDING Glennis Lundberg, President of the Board CALL TO ORDER President Lundberg called the meeting to order at 7:17 P.M. MINUTES Susan Grossman moved, second by Doris Wolin, MSP Approval The Evanston Public Library Board of Directors approve of Minutes, the minutes for the.meeting of January 19, 1988, as 1/19/88 received. Passed unanimously on a voice vote. COMMENTS BY '.None CITIZENS OLD BUSINESS Budget Mr. Wright reported the anticipated passage of the budget on 1988/89 February 22 with restored library funding for the book budget. Board members suggested complimenting Alderman Collens for her support. Avenues to Mrs. Lundberg reviewed the financial reporting system of the Excellence Library. Mr. Wright provided background on the levy system and the relative advantages and disadvantages of a district library system versus a municipal system. Richard Lanyon moved, second 't)v Jay Carow, MSP Evaluation The Evanston Public Library Board of Directors accept the of Library evaluation of the Library Director as iiscussed in Executive Director Session at the Board Meeting of January 19, 1988. Passed unanimously on a voice vote. COMMITTEE/ REPRESENTATIVE/ REPORTS Space Planning Mr. Carow distributed minutes of the February 2nd Committee and Physical meeting and discussed the elements of the plan of action for Facilities improving communications with the City, citizens, and the Woman's Club. There was general Board discussion of the upcoming City meeting/hearing on March 7. The next Space Planning Committee meeting will be February 25 at 7:30 P.M. Development Mrs. Grossman reported that $4,065 had been received from the Holiday Book Fund program, of which $2,500 came from the Evanston Library Friends. The Committee will be meeting February 23 at 9:00 A.M. with Jean Ward regarding several public relations activities. Management Mr. Lanyon reviewed the minutes of the February 2 Committee Policy meeting. The Committee recommended, and the Board members agreed, to review the Policy Manual on a section -by -section basis with each committee having responsibility for separate sections. Committees were asked to complete their work by May. Richard Lanyon moved, second by Susan Grossman, MSP Book The Evanston Public Sale Funds continuing transfer the Endowment Fund materials. Library Board of Directors directs the annually of $8,000 from Book Sale Funds to with interest to be designated for library Passed unanimously on a voice vote. The Committee is continuing to work on guide:ines for Board appointments. Materials and Mrs. Wolin reviewed the Reference, Nonfiction, and Children's Services Collection Development Plans previously sub=itted to the Board. Mr. Wright and Mr. Anderson responded to several questions about specific sections of the plans. The Board expressed a wish to broaden the video collection development statement to bring it more into line with the 16mm film policy. Mrs. Wolin moved, second by 'fir. Clements, MSP The Evanston Public Library Board of Directors adopt Collect.on Sections I and III (Reference and Childrec's) of the Development Collection Development Plan, and that the staff revise the Non -Print section as indicated above. Passed unanimously on a voice vote. NSLS Mrs. Lundberg commented on upcoming ILA plans far Legislative Day Representative in Washington, D.C. -2- f PRESIDENT'S Mrs. Lundberg read a thank you letter from the South East REPORT Evanston Association. VICE PRESIDENT'S Mrs. Cappo and Ms. Kuttner reviewed the financial report. REPORT There Were no questions. Mr. Wright reported on the Evanston Library Friends' Board meeting. He noted that the Friends had requested permission to hold a reception in the Library following the March 16 Harrison Salisbury speech. Mrs. Cappo moved, second by Mrs. Lundberg, MSP ELF The Evanston Public Library Board of Directors approve the Reception use of Library facilities for a reception honoring Harrison Salisbury on March 16, 1988. Passed unanimously on a voice vote. Mrs. Cappo distributed a report on the ELF lunch time and coffee hour programs to build public awareness of library building needs. LIBRARY Mr. Wright noted that the Board must officially apply for DIRECTOR'S revenue sharing funds to qualify for a Per Capita Grant, REPORT recognizing that such funds are no longer available in Evanston. This requirement continues for this year since some local governments have remaining funds. Doris Wolin moved, second by Walter Clements, MSP ELF The Evanston Public Library Board of Directors forward to the Reception the City an application for revenue sharing funds to rehabilitate the elevator. Passed unanimously on a voice vote. Mr. Wright reported that the Hirshfield Poetry contest entries were being received in goodly quantity, and that the presentation would take place in the new Rotary Building auditorium. NEW BUSINESS Mr. Lanyon reported that he had received a request from the Evanston Loop Forum to make a presentation about the library building program. ADJOURN-MEN'T The meeting adjourned at 9:20 P.M. -3- DRAFT, NOT -APPROVED FI EVANSTON PUBLIC LIBRARY Board of Directors Meeting March 15, 1988; 7:00 P.M. MEMBERS PRESENT Mary Anne Cappo, Jay R. Carow, Susan Grossman, Ann Kepler, Richard Lanyon, Glennis Lundberg, Doris Wolin MEMBERS ABSENT Walter Clements, Cheryl Judice STAFF PRESENT Library Director Donald Wright Assistant Director for Public Services Charles Anderson Technical Services Manager Barbara Kriigel Administrative Services Manager Rim Kuttner CITIZENS PRESENT Darlene Fisher, Observer, League of Women Voters PRESIDING Glennis Lundberg, President of the Board CALL TO ORDER President Lundberg called the meeting to order at 7:07 P.M. MINUTES Jay Carow moved, second by Ann Kepler, MSP Approval The Evanston Public Library Board of Directors approve of Minutes, the minutes for the meeting of February 16, 1988, as 2/16/88 received. Passed unanimously on a voice vote. COMMENTS BY None CITIZENS OLD BUSINESS Budget Mr. Wright noted that the budget had been passed by the City 1988/89 Council, and that this item would go off the agenda for a few months until time to begin work on the 1989/90 budget. Avenues to Mrs. Wolin reviewed the administrative sections of this document, Excellence focusing on four areas: planning, statistics, budget, and policies. The Board felt each area was either well covered in present practice or was in the process of revision. s COMMITTEE/ REPRESENTATIVE/ REPORTS Development Management Policy Mrs. Grossman called attention to the report on the Public Relations Project, commended Jean Ward for the good job she was doing, and invited comments. Mr. Wright will be meeting with Jean Ward for revisions to the Gift Brochure and a report will be forthcoming at the next Board meeting. The Committee has reviewed its sections of the Policy Manual. The recommendation regarding the Endowment Policy will be incorporated with other policy revisions for Board approval at a future date. Mr. Wright described, and the Board discussed, the proposed format of the annual report. Various suggestions were made for further consideration, and several members urged additional mention of the building project. Mr. Lanyon reviewed the minutes of the March 1 Committee meeting, including revisions in sectons of the Policy Manual. Susan Grossman moved, second by Ann Kepler, MSP Per The Evanston Public Library Board of Directors approve the Capita Grant following expenditures from the 1988 per capita grant as and Book Sale presented in the amount of 19,987.17: Audiovisual Equipment Funds ($350); Electronic Switch (1350); OCLC M300 Upgrade ($820); Laser Barcode Scanner ($2,000); T1200 Terminal ($750); Continuing Education ($2,000); and Lobby carpeting replacement ($3,900), and from Book Sale funds, $2,400 to replace lobby furniture. Passed unanimously on a roll call vote. Materials and Mrs. Wolin reviewed the minutes of the March 10 Committee Services meeting. Jay Carow moved, second by Susan Grossman, MSP Non -Print The Evanston Public Library Board of Directors adopt the Materials Non -Print Materials section of the Collection Development Plan. Passed unanimously on a voice vote. The Board discussed a letter responding to Alderman Nelson's questions regarding videotape acquisition. There was consensus that the newly adopted Non -Print Collection Development Plan adequately dealt with the selection of videotapes, and that the proposed letter should be sent to the alderman. -2- Materials and Mrs. Wolin reported that the Extension Services Study had been Services discussed in committee and would be revised by staff for (continued) further review in May. Doris Wolin moved, second by Richard Lanyon, MSP Per The Evanston Public Library Board of Directors approve the Capita Grant Per Capita allocation of funds for collection development from the 198B per capita grant ($10,000) as follows: Information Theory ($3,000), Science ($2,000), Finance and Business ($2,000), and Audiovisual ($3,000). Passed unanimously on a voice vote. The Committee planned to review its section of the Policy Manual next month. Doris Wolin moved, second by Ann Kepler, MSP Book The Evanston Public Library Board of Directors approve the Sale Funds/ expenditure of Book Sale funds in an amount not to exceed Microfilming $2,500 for a project to microfilm old Evanston newspapers in a joint project with the Northwestern University Library. Passed unanimously on a roll call vote. The Board discussed the advisability of discarding the old papers after filming. There was a consensus that they should be given to the Evanston Historical Society. Ann Kepler moved, second by Richard Lanyon, MSP Card The Evanston Public Library Board of Directors approve the Catalog closing and removal of the card catalog. Removal Six ayes, one nay (Grossman); motion carried. There was some discussion of the timing and public announcement of this event. Mr. Aright and Jean Ward will coordinate publicity, if possible in conjunction with the Library's 115th anniversary celebration. NSLS There was no report. Representative Space Planning Mr. Carow reviewed the minutes from the last Committee meeting. and Physical Mrs. Lundberg reported on the March 14 City Council meeting. Facilities There was general discussion of possible avenues for the Board to pursue regarding the building program, if left only with the present site. The Committee will develop a preferred plan for a full library project on this site. -3- a VICE PRESIDENT'S Mrs. Cappo reviewed the financial statement for twelve months REPORT ending February 299 1988. Mrs. Cappo informed the Board that the Friday Nights with Friends had been very successful. The Friends have requested additional Board volunteers for the community presentations on the building program. LIBRARY Mr. alright distributed the year—end statistical report, which DIRECTOR'S will be an item for discussion at the April Board meeting. REPORT Mr. alright reported on a very successful all —library staff meeting February 29 and reminded the Board of the plan to close the Art Room for the Harrison Salisbury reception on'Wednesday, March 16. Mr. Wright reviewed plans for two celebrations of the Library's 115th birthday. A Board, Friends, and staff social on April 8th, and a library user affair on April 15th. Various activities, displays, and promotions will be used to focus upon the Library's founding. Mary Anne Cappo moved, second by Jay Carow, MSP Library The Evanston Public Library Board of Directors approve an Birthday expenditure not to exceed $500 from Book Sale proceeds for the Library anniversary celebrations. Passed unanimously on a roll call vote. NEW BUSINESS There was no action taken regarding the election of an NSLS representative. ADJOURNMENT The meeting adjourned at 9:26 P.H. -4- DRAFT - NOT APPROVED f n EVANSTON PUBLIC LIBRARY Board of Directors Meeting April 19, 1988; 7:00 P.M. MEMBERS PRESENT Mary Anne Cappo, Jay R. Carow, Susan Grossman, Cheryl Judice, Ann Kepler, Richard Lanyon, Glennis Lundberg, Doris Wolin MEMBERS ABSENT Walter Clements STAFF PRESENT Library Director Donald Wright Assistant Director for Public Services Charles Anderson Technical Services Manager Barbara Kriigel Administrative Services Manager Kim Kuttner CITIZENS PRESENT Darlene Fisher, Observer, League of Women Voters Carolyn Fisher, Evanston resident PRESIDING Glennis Lundberg, President of the Board CALL TO ORDER President Lundberg called the meeting to order at 7:08 P.H. MINUTES Mary Anne Cappo moved, second by Ann Kepler, MSP Approval The Evanston Public Library Board of Directors approve of Minutes, the minutes for the meeting of March 15, 1988, as 3/15/88 received. Passed unanimously on a voice vote. COMMENTS BY Carolyn Fisher presented some comments regarding the removal of CITIZENS the card catalog. Mr. Wright and several Board members explained the rationale behind this decision. The removal of the card catalog had been planned since the introduction of the online catalog. The card catalog had not been maintained and was replaced because it was a staff -intensive activity and was not adaptable to a work flow which assured prompt processing of library materials. Over 20% of the cards represented materials not owned by the Library. The catalog Was most out-of-date and represented a liability in library service. OLD BUSINESS Avenues Mrs. Cappo reviewed the Community and Intergoverament to Excellence Cooperation sections of this document, focusing on the areas of cooperation with the NSLS, ILLINET, and OCLC agencies, the library service areas, and cooperative projects with community agencies. Mrs. Cappo noted that the one area presently lacking in Board involvement was with a representative to, or membership on, the NSLS Library Board. Mr. Lanyon suggested the Development Committee look at such things as the existing library networks and community resources as potential public information programs. ' ^ 9r i ", 11 ip 1 COMMITTEE/ REPRESENTATIVE/ REPORTS Management Mr. Lanyon reviewed the minutes of the April 6 Committee meeting. Policy Regarding Library Board appointments, several members suggested that potential Board members be apprised of the considerable investment of time required for service. Richard Lanyon moved, second by Doris Wolin, MSP Board The Evanston Public Library Board of Directors adopt as policy Appointments the following statement on Library Board appointments: The Library Board recommends that a number of factors be considered by the Mayor and City Council of Evanston in the appointment of Library Board members. Among these are knowledge of the Evanston community, representation of a particular community interest, special competency or individual characteristics that will be assets to the Library Board, prior leadership experience, and a commitment of time for service on behalf of the Library. Passed unanimously on a voice vote. On other Committee matters, Mr. Lanyon reported on the current status of the Action Plan and noted that staff would be preparing a paper on the district library. Materials and Mrs. Wolin reviewed the minutes of the April 14 Committee Services meeting. The Library Research Center is still anticipating final results of the community survey by late spring. The Committee has reviewed assigned sections of the Policy Manual and forwarded these with recommendations to the Management Policy Committee. The Board discussed recommendations from the Committee regarding Sunday holiday closings this year. Doris Wolin moved, second by Susan Grossman, MSP Sunday The Evanston Public Library Board of Directors approve Closings closing of the Library on the Sundays preceding the following Monday holidays in 1988: Memorial Day (4ay 29), Fourth of July (July 3), Labor Day (September 4) as well as Christmas Day and New Year's Day. Passed unanimously on a voice vote. The Board discussed the report on Extension Services. The staff was asked to clarify several points. The reviewed study will be presented again at the May Board meeting. -2- NSLS Mrs. Lundberg reported on new affiliate members that had been Representative approved for membership in NSLS, and a letter that was being sent from NSLS regarding support for library system funding. Space Planning Mr. Carow reviewed the minutes from the March 21 and April 5 and Physical meetings and the Administration and Public Works Committee Facilities meetings. There was acknowledgment that no decision regarding the library site would be forthcoming until the feasibility of using space in the Research Park was decided. The Board expressed its concern that should the Research Park be chosen, the Library Board would need to retain architectural control of the library environment. Mr. Carow outlined four areas the Board could concentrate on while waiting for a decision from the City. These were: 1) justification for the size (square footage) of the program; 2) a review of various alternatives for securing architectural services; 3) updated cost data on building on one site versus relocation, and 4) a complete review of the Building Program Statement. A meeting of the Committee was scheduled for May 4 at 7:00 P.M. Susan Grossman discussed the lack of access for the handicapped to the current building and possible ways to bring this to the attention of the City Council. Development Susan Grossman reported on the general success of current public relations projects. There was discussion on the merits of a general distribution of the annual report this year as well as the best format for such a report. It was agreed that library staff would produce a public relations bookmark with pertinent data rather than a formal annual report (except for the required report to the Illinois State Library). Ann Kepler reported on good progress being made by Diane Stephens on the foundation grants project. The Committee is working on distribution of the gift brochure and will report at a later meeting. PRESIDENT'S No additional information. REPORT VICE PRESIDENT'S Mrs. Cappo reviewed the financial statement. Ms. Kuttner noted REPORT that there was one less pay period on this report than normal. Mr. Wright reported on the Evanston Library Friends' meeting, noting that Kroch's and Brentano's had sent a gift of $250 in support of the Salisbury program. -3- LIBRARY Mr. Wright called the Board's attention to the end -of -year DIRECTOR'S library statistical report and the large increase in non -print REPORT usage. Mr. Wright noted that each of the two Library parties had been a great success. Mr. Wright reminded the Board that financial disclosure statements needed to be filed With the City. NEW BUSINESS Mrs. Lundberg called for nominations from the floor for the Nominating Committee. Susan Grossman nominated Glennis Lundberg. Jay Carow nominated Doris Wolin. Susan Grossman nominated Jay Carow. Richard Lanyon moved, second by Susan Grossman, MSP Close The Evanston Public Library Board of Directors moves that Nominations nominations be closed and that the nominated slate (Glennis Lundberg, Doris Wolin, and Jay Carow) become the elected slate. Passed unanimously on a voice vote. ADJOURNMENT The meeting adjourned at 9:30 P.M. CLC E EVANSTON PUBLIC LIBRARY Board of Directors Meeting May 17, 1988; 7:00 P.M. MEMBERS PRESENT Mary Anne Cappo, Jay R. Carow, Walter Clements, Susan Grossman, Cheryl Judice, Ann Kepler, Richard Lanyon, Glennis Lundberg, Doris Wolin MEMBERS ABSENT None STAFF PRESENT Library Director Donald Wright Assistant Director for Public Services Charles Anderson Technical Services Manager Barbara Kriigel Administrative Services Manager Kim Kuttner CITIZENS PRESENT Darlene Fisher, Observer, League of Women Voters Tim Brady, Evanston High School Student Bob Seidenberg, Evanston Review PRESIDING Glennis Lundberg, President of the Board CALL TO ORDER President Lundberg called the meeting to order at 7:48 P.M. MINUTES Doris Wolin moved, second by Susan Grossman, MSP Approval The Evanston Public Library Board of Directors approves of Minutes, the minutes for the meeting of April 19, 1988, as 4/19/88 received. Passed unanimously on a voice vote. COMMENTS BY Tim Brady presented a proposal to raise funds for literacy CITIZENS programs, specifically for the Foster Reading Center, by "camping out" at the Library for three days, with the aim of asking local businesses and individuals to sponsor him by the hour with donations. The Board asked Brady to investigate interest on the part of local business in the project, and agreed to consider the proposal at the June Board meeting. OLD BUSINESS Avenues In view of the lengthy agenda, Mr. Carow's report Was to Excellence postponed until the next meeting. NOMINATING The Nominating Committee reported the following slate: COMMITTEE for President: Richard Lanyon for Vice -President: Mary Ann Cappo for Secretary: Jay Carow Election of officers will take place at the June meeting. COMMITTEE/ REPRESENTATIVE/ REPORTS Materials and Mrs. Wolin presented the Extension Services Study with Services revisions requested by the Board. In a brief discussion, Mr. Lanyon requested quarterly progress reports on meeting the goals that were established in the report. Doris Wolin moved, second by Mary Anne Cappo, MSP Extension The Evanston Public Library Board of Directors approve Services the Extension Services Study dated April 20, 1988, including Study stated Goals and Objectives. Passed unanimously on a voice vote. NSLS Mrs. Lundberg commented on the latest Reciprocal Borrowing Representative report showing imbalances of 15,000 items borrowed by Evanston residents and 9,000 items loaned to residents of other communities. Mr. Wright noted that figures from the Chicago Public Library were not included in this report and the latest information on these transactions indicated Evanston on the average loans 9,000 items per month to Chicago residents, while Evanston patrons borrow 300 items per month from the Chicago Public Library. Mrs. Lundberg also commented on a Fall workshop sponsored by the Illinois State Library for prospective Library Board members. Space Planning Mr. Carow reviewed the recently revised building cost data from and Physical Construction Cost Systems (CCS) comparing options for the new Facilities library: building on a new site; temporarily locating on a new site while building on the present; and a two -phased building program on the present site. In discussions, the Board recommended that the cost comparison include professional fees, a 5% overall contingency figure as well as the 15% design contingency, and that a parking cost estimate should be available but not part of the primary cost comparisons. The Board felt the furnishing allowance estimate was low and should be raised to 112.70 per square foot and the rental figure should be calculated at $15 per square foot over a 2.5 year period. CCS will be asked to provide revised figures by Thursday, May 19. The Board reiterated its position, as stated in a Letter to the City Council, favoring the current site of the Library for the new building. -2- Development Mrs. Grossman stated the Committee had not met, however she had the following to report: Diane Stephens was proceeding well on the Foundation Program; a special gift of 4300 had been received, and a W0 matching gift from the Square D Corporation. Management Mr. Lanyon reported on the Committee meeting. Policy Mr. Lanyon presented a draft of revisions for the Bylaws. The revisions will be voted at the June meeting. Mr. Clements asked the Management Policy Committee to reconsider the "Purpose" statement for later revision. Mr. Lanyon reviewed the Committee's recommendation on the Library's annual report. Richard Lanyon moved, second by Ann Kepler, MSP Issue Each year, the Evanston Public Library shall issue an annual Annual Report report of its activities and accomplishments for the year. The Library Director is responsible for the form, content, and publication of the report, and it shall be issued no later than 30 days following the close of the fiscal year on February 28. It shall contain, as a minimum: a message from the President of the Board; a message from the Library Director; a report on special projects and/or noteworthy achievements; and recognition of the input by volunteers, Friends, donors, etc. Preparation of each annual report should involve a theme; the report shall have a professional appearance, be in keeping with the character of Evanston, and be economical. The report shall be distributed to patrons, volunteers, Friends, members of the City Council and administrative offices, Evanston schools, etc., and be available for general distribution at the Circulation Desk. Passed unanimously on a voice vote. Richard Lanyon moved, second by Ann Kepler, MSP Adopt The Evanston Public Library Board of Directors adopts the Annual Annual Report to the State Library as presented. Report Passed unanimously on a voice vote. Mr. Lanyon reviewed the Committee's recommendation regarding long range planning. There was a general discussion of the merits of a detailed long range plan versus incorporating long range goals in the Board's Action Plan process. Richard Lanyon moved, second by Susan Grossman, MSP Long The Evanston Public Library Board of Directors adopts a Range Plan planning process that incorporates long range objectives into the present Goals set by the Action Plan, with each Board committee developing objectives as follows: Goal I - Materials and Services; Goal II - Space Planning and Physical Facilities; Goal III - Development; Goal IV - Management Policy/Development ; Goal V - Management Policy. Passed unanimously on a voice vote. -3- Mr. Lanyon next reviewed the Committee's recommendation regarding orientation of new Board members. Richard Lanyon moved, second by Susan Grossman, MSP The Evanston Public Library Board of Directors adopts a Orientation procedure for orientation of new Board members as detailed for New in the "Recommended Orientation Program" in the minutes of the Hoard Members Committee meeting of May 3, 1988. Passed unanimously on a voice vote. PRESIDENT'S Mrs. Lundberg thanked the Board for the farewell dinner, and REPORT enjoined the Board to "Not forget the book collection --it should always be supported!" VICE PRESIDENT'S Mrs. Cappo reviewed the financial statement and invited REPORT questions. There were none. Mr. Wright distributed a letter announcing that the Friends had won the award for outstanding Library Friends group in cities under 100,000 population. The Evanston Friends will be receiving an award of 1500 from the Friends of Libraries USA at the 1988 ALA conference. The Board will draft a letter of congratulations to the Friends. Mr. Anderson reported on the last Friends meeting, highlighting the Friends' 31,500 support of the summer reading program. LIBRARY Mr. Wright distributed a proposal for the Library Video DIRECTOR'S Classics Project, a MacArthur Foundation grant supporting the REPORT acquisition of 20 public broadcasting series on videocassette. Doris Wolin moved, second by Walter Clements, MSP Library The Evanston Public Library Board of Directors approves, Video Classics subject to a contribution from the Evanston Library Project Friends of t3,000, the sum of 44,000 from Book Sale Funds for the acquisition of the Library Video Classics Project. Passed unanimously on a roll call vote. Mr. Wright reminded the Board of the upcoming Book Sale, May 19-22. ADJOURNMENT The meeting adjourned at 9:53 P.M. -4 - FIRM linim EVANSTON PUBLIC LIBRARY Board of Directors Meeting ,Tune 21, 1988; 7:00 P.M. MEMBERS PRESENT Mary Anne Cappo, Jay R. Carow, Susan Grossman, Ann Kepler, Richard Lanyon, Doris Wolin MEMBERS ABSENT Walter Clements, Cheryl Judice, Glennis Lundberg STAFF PRESENT Library Director Donald Wright Assistant Director for Public Services Charles Anderson Technical Services Manager Barbara Kriigel Administrative Services Manager Kim Kuttner Diane Stephens, Consultant CITIZENS PRESENT PRESIDING CALL TO ORDER MINUTES MSP Approval of Minutes, 5/17/88 COMMENTS BY CITIZENS OLD BUSINESS Darlene Fisher, Observer, League of Women Voters Marjorie Collens, Alderman Mary Anne Cappo, Vice -President of the Board Vice -President Cappo called the meeting to order at 7:08 P.M. Mr. Wright called attention to a correction on page 4 of the Vice -President's report, in which the text should read, "cities under 300,000 population" (vice 100,000). Richard Lanyon moved, second by Susan Grossman, The Evanston Public Library Board of Directors approves the minutes for the meeting of May 17, 1988, as corrected. Passed unanimously on a voice vote. None Avenues Mr. Carow presented a report on the "Public Relations" section to Excellence of Avenues to Excellence, noting five important elements: a sensitivity to the information needs and comfort of patrons; in-service training for public relations; a specific staff member responsible for public relations; a budget for public relations; and an annual review of the programs. The Board felt that the Library met the first four criteria and suggested the Development Committee do an annual review of Library policies for their public relations implications. Susan Grossman reported on the "Users and Usage" section of the document, describing the various Output Measures used to determine user satisfaction and characteristics. Election of The report of the Officer Nominating Committee was presented at Officers the May Board meeting. The Chair called for nominations from the floor. Susan Grossman moved, second by Ann Kepler, MSP Election The Evanston Public Library Board of Directors accepts of Officers the nomination slate previously reported, consisting of the following: for President: Richard Lanyon for Vice -President: Mary Ann Cappo for Secretary: Jay Carow Passed unanimously on a voice vote. Tim Brady The Board discussed the proposal of Tim Brady to "camp out" at the Library to highlight literacy programs. Concerns were expressed that the project might set a bad precedent. There was support for the program for its connection to library activities. Richard L.anyon moved, second by Jay Carow, MSP Brady The Evanston Public Library Board of Directors approves the proposed camp -out by Tim Brady, pending a waiver of liability to be furnished by Brady's parents. Passed, four ayes, two nayes (Cappo and Wolin) COMMITTEE/ REPRESENTATIVE/ REPORTS Development Mrs. Grossman introduced Diane Stephens, who distributed a report on the collection development fund-raising project, providing comments and responding to questions. There was a general discussion on the merits of asking for funds for collection development instead of construction. Board members will study the list of possible donors developed by Ms. Stephens for possible contacts, and return the list to Mr. Wright by July 1, 1988. NSLS Mr. L.anyon noted that a communication from ySLS had been Representative received urging libraries to write members of Congress regarding the proposed repayment by the State Library of 3_? million in LSCA funds. Space Planning Marjorie Collens, Alderman, reported on developments regarding and Physical the Special Council Committee on the Library Project. The Facilities Committee will meet for the first time on July 5 at 7:30 P.M. Mr. Carow reported on the June 14 meeting of the Committee. The Board discussed the matrix outlining various possibilities for securing architectural services. There was agreement to affirm the Board's policy on an open competition as the preferred method for selecting an architect. -2- ���� I� �;� i1,�lilli1'll'I ���gli,q�'IIII, I r ��IJgJrII,Ip1'iri p �i III�I!�'1 , , 111. i�' °"I Doris Wolin moved, second by Richard Lanyon, MSP The Evanston Public Library Board of Directors reaffirms its Architectural standing action to use an open architectural competition to Competition secure an architect for the library project. Passed unanimously on a voice vote. Jay Carow moved, second by Ann Kepler, MSP Interim The Evanston Public Library Board of Directors recommends Service (1) that interim library service be provided on the Church/ Orrington site during the construction of the new library building, (2) that an option be included in the architectural competition program for illustrating how the phased construction of the building could provide for interim library service, and (3) that this recommendation be reviewed (a) if design or cost considerations so require, or (b) if an acceptable alternative temporary location becomes available. Passed unanimously on a voice vote. Management Mr. Lanyon presented the report of the June 7 Committee meeting. Policy There was a brief discussion of sections of the Policy Manual regarding the removal of inactive borrowers from the computer database, and staff attendance at conferences. Mrs. Wolin requested a revision of the "Statement of Purpose." Mrs. Kepler suggested the following revision: The purpose of the Evanston Public Library is to assemble and preserve books and related materials in organized collections and administer their use in order to provide access to the universe of information, especially that information that is of immediate relevance and interest to the community. Richard Lanyon moved, second by Susan Grossman, MSP Policy The Evanston Public Library Board of Directors adopts the Manual policies as presented in the June, 1988 draft (with the above revision) of the Library Policy Manual. Passed unanimously on a voice vote. Richard Lanyon moved, second by Susan Grossman, MSP Bylaws The Evanston Public Library Board of Directors approves the Bylaws as presented in the draft dated June 7, 1988. Passed unanimously on a voice vote. Mr. Lanyon reviewed the need to adjust the 1988 per capita expenditures to meet the State Library's June 30 deadline. -3- Richard Lanyon moved, second by Ann Kepler, MSP The Evanston Public Library Board of Directors approves the Per Capita expenditures from 1988 per capita grant funds of (1) Reader's Advisory furniture for the Lobby, $1,552; (2) three TS1200 terminals, $2,250; (3) additional continuing education funds, $1,750; and (4) transfer from previously approved accounts to the per capita account -- (a) Lobby shelving, $1,489 from Book Sales; (b) chairs, $1,255 from Book Sales; and (c) Art Room shelving, $2,000 from Revolving Interest. Passed unanimously on a roll call vote. Materials and No report. Services PRESIDENT'S No report. REPORT VICE PRESIDENT'S Mrs. Cappo reviewed the financial statement and invited REPORT questions. There were none. Mrs. Cappo reported that the Friends had approved their contribution to the PBS Video project. LIBRARY Mr. Wright noted that he, Mr. Lanyon, and Mrs. Collens would DIRECTOR'S be taping a cable TV show June 23 at 8:00 P.M. on the subject REPORT of the new building. Mr. Wright requested Board approval of an emergency expenditure for a South Branch air conditioner needing replacement. Richard Lanyon moved, second by Jay Carow, MSP Air The Evanston Public Library Board of Directors approves Conditioner the expenditure of not more than $1,250 to replace an air conditioner at the South Branch Library. Passed unanimously on a roll call vote. Mr. Wright reported on the recent computer down time. Mrs. Wolin moved, second by Ann Kepler, MSP The Evanston Public Library Board of Directors refers the Review for triennial review for the Human Services Committee to the Human Services Management Policy Committee. Passed unanimously on a roll call vote. ADJOURNMENT The meeting adjourned at 10:12 P.M. -4 - r Draft, Xot Approved EVANSTON PUBLIC LIBRARY Board of Directors Meeting July 19, 1988; 7:00 P.M. MEMBERS PRESENT Jay R. Carow, Susan Grossman, Cheryl Judice, Ann Kepler, Glennis Lundberg, Doris Wolin MEMBERS ABSENT Mary Anne Cappo, Walter Clements, Richard Lanyon STAFF PRESENT Library Director Donald Wright Assistant Director for Public Services Charles Anderson Technical Services Manager Barbara Kriigel Administrative Services Manager Kim Kuttner CITIZENS PRESENT PRESIDING CALL TO ORDER MSP Approval of Minutes, 6/21/88 COMMENTS BY CITIZENS OLD BUSINESS Darlene Fisher, Observer, League of Women Voters Jay Carow, Secretary Secretary Carow called the meeting to order at 7:06 P.M. Susan Grossman moved, second by Ann Kepler, The Evanston Public Library Board of Directors approves the minutes for the meeting of June 21, 1988, as received. Passed unanimously on a voice vote. None Avenues In Mr. Clements' absence, there was no report. Mr. Wright will to Excellence prepare a report on Section IV, "Accessibility" for the next Board meeting. COMMITTEE/ REPRESENTATIVE/ REPORTS Space Planning Mr. Carow summarized his conversation wit`i ".r. Lanyon, report - and Physical ing that information was prepared for the next meeting of the Facilities Special Council Committee on the Main Library Project and that Robert Rohlf, the building consultant, and Jeffrey 011swang and Lawrence Witzling, the competition advisors, would be at that meeting. Mr. Wright outlined the information to be presented to the special committee. Mr. Wright also noted that in the recent Council meeting on the Capital Improvements Program, the Library Board had been asked to raise $1 million from outside sources for the new Library. 1 Space Planning Mrs. Wolin asked about the proposed reduction in size of the (continued) Space Planning and Physical Facilities Committee. Mrs. Kepler suggested there was a general feeling the Committee should remain a Committee of the Whole. Doris Wolin moved, second by Susan Grossman, MSP Space The Evanston Public Library Board of Directors reaffirms the Planning composition of the Space Planning and Physical Facilities Committee Committee as a Committee of the Thole. Size Passed unanimously on a voice vote. Mrs. Grossman requested that Consultant Rohlf specifically address the needs for additional space allocations for handicapped access in talking to the Special Council Committee. Development No report. Management Mrs. Kepler presented the report of the Committee meeting of Policy July 5, noting that the Triennial Review would be an item for the August Board meeting. Ann Kepler moved, second by Susan Grossman, MSP Action The Evanston Public Library Board of Directors adopts the Plan Action Plan, 1988-89, as presented by the Management Policy Committee. Passed unanimously on a voice vote. Materials and No report. Services PRESIDENT'S Jay Carow presented resolutions on the two retiring Board REPORT members. Glennis Lundberg moved, second by Ann Kepler, the adoption of the following resolution: RESOLVED, the Evanston Public Library Board of Directors recognizes Walter Clements with appreciation for his service on the Board, 1986-1988. Mr. Clements' service was characterized by careful preparation for Board discussions, by an ability t:) look beyond mediate Library needs into the future and the Library's long-range, ongoing requirements, and by efforts to fulfill his dreams for a community cultural center. Mr. Clements will be remembered for his analytical eye and his sharp pen' His community service as a member of the Library Board is appreciated. Adopted unanimously by the Evanston ?ublic Library Board of Directors. -2- r t Doris Wolin moved, second by Susan Grossman, the adoption of the following resolution: RESOLVED, the Evanston Public Library Board of Directors recognizes with appreciation Glennis Lundberg for her distinguished service on the Library Board from July 1983 to July 1988. Mrs. Lundberg has served on all committees of the Board, has chaired its Management Policy Committee, has represented the Library on the Board of the North Suburban Library System, and has served two terms as President of the Evanston Public Library Board. Mrs. Lundberg has led the Board with distinction. Through her efforts the Board studied long-range planning, developed the annual Action Plan, and conducted an extensive community survey. During her terms as President, Mrs. Lundberg represented the Board faithfully and forcefully before the City Council and its committees and the local press. Mrs. Lundberg's leadership, dedication, and stewardship have advanced the Library, its building program, and the progress towards the new building. Her standards of community service are high, and she has maintained them during her tenure on the Library Board. Adopted unanimously by the Evanston Public Library Board of Directors. VICE PRESIDENT'S In the absence of Mrs. Cappo, Kim Kuttner asked if there were REPORT any questions on the financial report. There were none. LIBRARY Mr. Wright reported on the Evanston Library Friends dinner DIRECTOR'S attended by Mr. Anderson, Mr. Lanyon, Mrs. Cappo and Mr. Wright, REPORT and on the Friends of the Library USA award ceremony at the American Library Association conference in New Orleans. Mr. Wright called attention to the monthly summary services report and noted that Tim Brady had now lined up nine cities to participate in the "Library Camp -Out for Literacy" activity August 19-20. Susan Grossman moved, second by Doris Wolin, MSP Board The Evanston Public Library Board of Directors adopts the Meeting Date third Tuesday of each month at 7:00 P.M. as its official meeting date, except that the September, 1988 meeting will be held on Monday, September 19, at 7:00 P.M. Passed unanimously on a voice vote. Mr. Wright called attention to the biographical information previously distributed on the new Library Board nominees. ADJOURNMENT The meeting adjourned at 7:58 P.M. --3- I' ACTION PLAN, 1988/1989 Mission: Evanston Public Library the purpose of the Evanston Public Library is to assemble and preserve books and related materials in organized collections and administer their use in order to provide access to the universe of information, and especially information that is of immediate relevance and interest to the community. Goal 1--LIBRARY RESOURCES To provide the public its most needed and wanted library materials and services --both print and non -print. 1A. To conclude analysis and weeding of collection based on circulation data. (March 1989) 1B. To organize, inventory, and weed materials not readily available to the public (in storage) to ensure minimal retrieval time and maximum accessibility. (June, 1989). 1C. To weed 20% of the South Branch collection. (March, 1989) ID. To increase the South Branch materials turnover rate to 3.0. (March, 1989) IE. To weed 10% of the North Branch collection. (March, 1989) IF. To increase the North Branch materials turnover rate to 4.25. (March, 1989 ) 1G. To apply title and author availability tests at the North Branch and the South Branch. (October, 1988) Goal 2--LIBRARY SERVICES/STAFF To provide library users fast and accurate assistance and information in response to their requests. 2A. To study staffing needs in public service departments. (October, 1988) 2B. To study Children's Services. (April, 1989) 2C. To initiate implementation of new roles for branches and bookmobile. (May, 1989) 2D. To increase bookmobile hours of operation to 30.5 hours per week. (March, 1989) 2E. To conduct a study of circulation and community interest at each bookmobile stop. (October, 1988) -1- C GOAL 2--LIBRARY SERVICES/STAFF (continued) 2F. To implement a bookmobile schedule reflecting the study. (April, 1989) 2G. To gather information from various automation vendors for comparing a CLSI upgrade to other online systems. (November, 1988) 2H. To review the University of Illinois citizen survey for possible implementation. (December, 1988) GOAL 3--PHYSICAL RESOURCES To provide physical facilities which adequately serve the public's library needs - 3A. To initiate an architectural competition for the design of a new Main Library building. (September, 1988) 3B. To complete a study of South Branch alternative sites versus remodeling of current location. (November, 1988) 3C. To decide on a future South Branch site. (January, 1989) GOAL 4--PUBLIC INFORMATION To provide an effective public information program which both informs the public of the Library's materials and services, and informs the Library Board of the public's needs and desires regarding library services. 4A. To increase public's awareness of library services for the Blind and Physically Handicapped. (April, 1989) 4B. To expand the scope of the Library's programs of public Information. (October, 1988) GOAL 5--FINANCIAL RESOURCES To provide capital and operating funds at the levels needed to achieve the goals and objectives of the Evanston Public Library. 5A. To evaluate the program of foundation grant seeking. (June 1989) 5B. To investigate the feasibility of a capital fund raising campaign. (March 1989) GOAL 6--BOARD ORGANIZATION To organize the Evanston Library Board of Directors to achieve optimum benefit from the members of the Board. a EVANSTON PUBLIC LIBRARY Board of Directors Meeting August 16, 19BB; 7:00 P.M. MEMBERS PRESENT Mary Anne Cappo, Jay R. Carow, Judy Chiss, Cheryl Judice, Richard Lanyon, Fred Malkinson, Doris Wolin MEMBERS ABSENT Susan Grossman, Ann Kepler STAFF PRESENT Library Director Donald Wright Assistant Director for Public Services Charles Anderson Technical Services Manager Barbara Kriigel Administrative Services Manager Kim Kuttner CITIZENS PRESENT Darlene Fisher, Observer, League of Women Voters PRESIDING Richard Lanyon, President CALL TO ORDER President Lanyon called the meeting to order at 7:05 P.M. Mary Anne Cappo moved, second by Jay Carow, MSP Approval The Evanston Public Library Board of Directors approves of Minutes, the minutes for the meeting of July 19, 1988, as received. 7/19/88 Passed unanimously on a voice vote. COMMENTS BY None. The Board thanked the League of Women Voters for their CITIZENS support of the Library as expressed in their 1988/1989 action agenda in which the Library's building project is one of three areas targeted for 'education and action.' OLD BUSINESS New Board Mr. Lanyon noted that confirmation letters .aj oeen received for Judy Chiss and Fred Malkinson, therefore they are now official members of the Library Board. Avenues Mr. Wright reported on Section VI, 'Accessibility' in Avenues to to Excellence Excellence, noting that the Library does conforr t,, expectations in hours of access, full service, and adherence t: _re Library Bill of Rights. Ns. Judice reported on Sec.._.. 'per i es', specifically addressing three areas: Referen_e _o Specific Populations, and Progra--_. Thy- __ criteria of the first two categories; due tc c.o=:n; ;f punlic meeting rooms several years ago, program offerings are limited to Children's programs and Evanston Library FrienJs prDirans. COMMITTEE/ REPRESENTATIVE/ REPORTS NS;.S Mr. Lanyon noted that NSLS had received not 1fica'i:ri )f increased Representative authorization for funding for library system . 1 !Ig11R1111 1I� I 1I j 1 II 11 111 11 11 1 p 111 9 1 M, „I Space Planning Mr. Carow called attention to the packet of materials prepared and Physical for the Special Committee meeting on August 18. Mr. Wright noted Facilities that both competition consultants would be at the meeting. There was general discussion of the contents of a letter from Mr. Rohlf (August 1, 1988) and the pros and cons of an architectural competition. Mrs. Wolin stressed the need for a united front and more space Planning Committee meetings. Mr. Malkinson asked about the roles of the Special Committee, the Library Board, and the Council, and there was a brief discussion of the process being followed in developing a new library building. Discussion continued on the merits of various sites, including newspaper reports of possible re -opening of the Woman's Club rental house site as a possible space addition. Development No report. Management In Mrs. Kepler's absence, Mr. Wright presented the report of the Policy Committee meeting of August 2. In discussion of the draft report for the Triennial Review of Boards and Commissions, several items on the report were clarified. Cheryl Judice moved, second by Mary Anne Cappo, MSP The Evanston Public Library Board of Directors approves the Triennial 'Board and Commission Review Report' for transmittal to the Report Human Services Committee. Passed unanimously on a voice vote. Cheryl Judice presented the Committee recommendation for a response to the NSLS Task Force on Reciprocal Borrowing. There was a brief discussion and clarification of the use of the terms `debtor' and 'creditor` library. Mr. Wright noted the importance of our large number of loans to Chicago Public Library patrons, which was not reflected in the NSLS' quarterly 'imbalances' report. Cheryl Judice moved, second by Doris Wolin, MSP The Evanston Public Llbrary Boa:.l of Reciprocal transmittal of a response to the NS:.S on=ec:procal Borrowing Borrowing, incorporating the Committee's __,_..Es:on from. ills Committee meeting. Passed unanimously on a voice vote. Mr. Wright drew the Board members' attention to a program. on August 19 - Lang -Range Planning - at the Scha.mmburg Public Library. Mr. Wright also commented on the progress of the Multi -typing program.. PRESIDENT'S Mr. Lanyon announced the following Committee appointments: REPORT Executive Committee: President: Richard Lanyon Vice President; Mary Anne Cappo Secretary: Jay R. Carow Development Committee: Susan Grossman, Chair Judy Chiss Fred Malkinson Management Policy Committee: Ann Kepler, Chair Cheryl Judice Fred Malkinson Materials and Services Committee: Doris Wolin, chair Jay Carow Judy Chiss Space Planning and Physical Facilities Committee: Jay Carow, Chair The Hoard as a Committee of the Whole Evanston Library Friends Mary Anne Cappo, Board Liaison North Suburban Library System Richard Lanyon, Representative The recent book sale brought in $6,700. Mr. Lanyon noted that a Volunteer Recognition Event should De planned some t.-e in the coming year; this would be assigned to the Development Committee. Mr. Lanyon had received a letter from the Preservation League, requesting representation on the architectural competition jury. Mr. Lanyon felt his attendance at the Association Annual Convention was very bens` -". apt nde:e if the BDar.. miai:: :onside: ...A Tenbershic for r�ferrec conference attendan=e and AL:, :,a .r;�.: Boar-4 to the Management Policy Committee. -3- a VICE PRESIDENT'S Mrs. Cappo presented the financial report for the five months REPORT ending July 31, 1988 and asked if there were questions. There were none. Business Services Manager Kim Kuttner noted that the report was short by one payroll periods however the overall expenditures, even when this amount is included, are still under budget to date. There was no Friends meeting in July. The next meeting is scheduled for August 23 at 7:30 P.M. LIBRARY Mr. Wright presented the Library monthly report and noted that DIRECTOR'S demonstrations from vendors of automated circulation systems are REPORT being scheduled for September. The Board will be notified of dates when available. Mr. Wright reported increased number of persons using the Library as a refuge from the heat. Mr. Wright noted that Northwestern University Library would be undergoing some building alterations (installation of carpeting) in the next month that would result in near shutdown, thus we could expect a heavier use of our Library. Diane Stephens will present the prototype foundation project report at a Development Committee meeting soon, and the Materials and services Committee will receive the University of Illinois Citizen Survey. Mr. Wright noted that he will be attending the White House Conference Task Force in Minneapolis as the Illinois professional library representative on August 25 - 26, and going to Florida State University as Chair of the site visiting team fa: ALA's Accreditation Committee (for the Library School) in late September. The September Library Board meeting will be Monday, September 19, not Tuesday, September 20. NEW BUSINESS Technical Services Manager Barbara Kriigel commented on her report on computer down time. Mr. Lanyon drew attention to the City's Budget Policy memo. Mrs. Cappo suggested it would be useful for Board members to visit son<_ other area libraries, and Mr. Wrig,_ said he would arrange sjc! visits for interested Boari rerte�s. !% J,1M ENT The meetinz a-; �,jrned a_ 9:21 P.M. -4- EVANSTON PUBLIC LIBRARY Board of Directors Meeting September 19, 1988; 7:00 P.M. MEMBERS PRESENT Mary Anne Cappo, Jay R. Carow, Judy Chiss, Susan Grossman, Ann Kepler, Cheryl Judice, Richard Lanyon, Fred Malkinson, Doris Wolin MEMBERS ABSENT None STAFF PRESENT Library Director Donald Wright Assistant Director fur Public Services Charles Anderson Technical Services Manager Barbara Kriigel CITIZENS PRESENT Darlene Fisher, Observer, League of Women voters PRESIDING Richard Lanyon, President CALL TO ORDER President Lanyon called the meeting to order at 7:09 P.M. MINUTES Mr. Lanyon called attention to a correction on pagm 3 of the minutes, second paragraph from the bottom, inasmuch as he had understood a letter was coming from the Preservation League, but it had not actually been receivers. Susan Grossman moved, second by Doris Wolin, MSP Approval The Evanston Public Library Board of Directors approves of Minutes, the minutes for the meeting of August 16, 1988, as received 8/16/88 and corrected. Passed unanimously on a voice vote. C:UMMENTS BY None. CITIZENS OLD BUSINESS Avenues Ms. Kepler reported on Section IX, "Perno"nal" in Avenues to to Excellence Excellence, noting that the Library does r.,,nform to expectations in all areas. HEPRt•SEUVATIVE/ REPORTS IR'TS Materials and Mrs. Wolin reported on the meeting of 13. me Board Services dijcuased the Citizen survey done by thy; :,ivwr&Ly of I;llnois for our Per Capita grant application. ne.w al Board memrs expressed reservations abMit the gUality' .- tk,e study an,i validity of the data. Mr. Wright indic:ar._: neat public :inrary administrators w„ull he addrussinq thi.; 1.. 'sun tri, thte lllinnis State karary. The Board reviewed the staff -prepared and Committee -revised draft response to the Administration and Public Works Committee's question on video tape acquisitions. There was general discussion of the appropriate roles of the ASPW Committee and the Human Services Committeee vis-a-vis Library Board responsibilities. Doris Wolin moved, second by Mary Anne Cappo, MSP The Evanston Public Library Board of Directors endorses the Videocassettes drafted response to the. Administration and Public Works Committee on the role of videocassettes in the Library, with copies to the Human Services Committee. (Draft attached) Passed unanimously on a voice vote. Mr. Wright reviewed his thinking on possible new staffing patterns to accomplish the goals of the Extension Services plan previously adopted by t1,e Board. Mrs. Wolin reviewed a recommendation from staff regarding a change in the charges for videocassette circulation. Several Board members expressed some misgivings regarding the lowering of costs for movies under 60 minutes to $1.00. Tile proposal was amended to include a six-month trial period. Mrs. Chis:: suggested the Library consider special promotional rates throughout the year. Doris Wolin moved, second by Susan Gro6s,7,an, MSP Video The Evanston Public Library Board of Directors adopt: a fee Lending schedule for lending of videocassettes whtereby the charge for cassettes of less than 60 minutes will ue $1.00 and those cassettes 60 minutes or longer will ::e .;;'.00; the change in fee is to be revic:weci in six months. Passed Unanimously un a voice vote. Space Planning Mr. Carow reported on the la::t meeLinu [hr Special C01,1111ittee and Physical on the Libraty Projt:! t, nutlny tire nex[ - .,=iulc.l meeting of Facilities October 3 on the question of an archite.[.;ral cuinl)etitiOn and the future role of the Special Committee. M! . :.anyon reportedi on a convrrsjLion with Allietmarl c'nl lU'n::. i'h :._ uss •3eneral .il3cussion of the ramifications of List- Spe,. ial C ,)„,- _Z_ec'.7 recommen.3at ion regarding the ust� of 'NoInan's Cliui; pri3i,�: A in�-=,t1ny of thr Comm ittct. of the llhtil_ -._ for 5L1;�-.�'er 28 ct 7:30 P.M. Development No report. Management tors. Kehler reviewed the minutes of the r;•[el'it,eC 6 meeting. 1101icy ['here was a short discussion of the draf[ response to tf;c Borth Suburban Library System reyar,ling multit_" :ny. Ann Kepler moved, second by Cheryl Judice, MSP The Evanston Public Library Hoard of Directors approves the Multiyping committee -recommended response to the North Suburban Library System board of Directors regarding the pros and cons of a multitype library system. (Response attached) Passed unanimously on a voice vote. Ann Kepler moved, second by Mary Anne Cappo, MSP 1989 The Evanston Public Library Hoard of Directors approves the Per Capita application for a 1989 her Capita Grant Application from the Grant Illinois State Library. In making application for a grant or Application grants, the Library Hoard agrees to expend the funds received for the purposes outlined in the application as approved by the Illinois State Library and defined by the Illinois Library System Act and Rule 3030.105 (d), (e) and M . The Library Hoard 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 that it will not reduce, nor cause to have reduced, the Library's levy in the current year or in the next year. The Hoard 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 Bcard further affirms that it has reviewed AVENUES TO EXCELLENCE during the previous twelve months, that it has completed the checklists reported on in this application and that the information contained in this application is, to the best of its knowledge, correct. The Board understands that the State LiW arian is empowered to make these grants, render the law, from funds appropriated buy the General Assembly W that if the n„nons Appropriated for these grants are not sufficient, the Star,: Librarian shall reduce the amount of each grant so that tce qualified applicants shouiJ receive a proportionate share. The Board further affirms that in making the application for a grant, or grants, it is acting eat it:i Sole dinOr"Ll .n and i;i nut applyiny as a result of pressure or .Wrq.. , from any mt s ide agency, person, uz parson.,. Passed unan i seines l y un a Voice Vote. The 1989/1990 budget pruposal was reviewed. A deficit of 119,275 due to the difference between City Budget j:::alines and mandated increases was noted. The B oarJ discussers wai: to make up this deficit. Options curisidere:d wt.rr,: 1) to in:r�,a e nun -tax revenues by increasing income from videocua._� to rentals anvi fines; 2) closing the Wrary on Sundays in �.v summer an. or opening 30 minutes later Monday through Sa[_riaf; and 3) teducing the main library hoot: budget. -3- Doris Wolin moved, second by Susan Grossman, MSP The Evanston Public Library Board of Directors projects an Non -tax increase in non -tax income of $1,500 from additional video - Income cassette rentals and $1,500 from additional fines to increase anticipated revenues for the 1989/1990 budget by $3,000. Passed unanimously on a voice vote. Jay Carow moved, second by Susan Grossman, MSP Sunday The Evanston Public Library Board of Directors approves the Closing closing of the Library on Sundays from June 18, 1989 through Labor Day. Cheryl Judice moved a substitute motion, MSP Amend The Evanston Public library Board of Directors approves the Previous closing of the Library on Sundays in July and August, 1989. Motion Motion failed for lack of a second. After further debate, the question was called. MSP Sunday The Evanston Public Library Board of Directors approves the Closing closing of the Library on Sundays from .rune 18, 1989 through Labor Day. Passed, four ayes, three naves (Cappo. Judice, Wolin) The Board proceeded to discuss opening the Lir,rary at 9:30 A.M. instead of 9:00 A.M. on Mondays through Saturdays. Mary Anne Cappo moved, second by Ann Kepler, MSP Change The Evanston Public Library Board of Directors approves a In Library change in library hours, opening the [.iLrary at 9:30 A,M. Hours instead of 9:00 A.M. Mondays tliruu(llr Sat,ir iuys, beginning in March, 1989, to effect a 1989/1990 budget savings of $ Pass ,l, four aye.;, ClY[�e• 11.17t=3 (:1J1:;., ;ra.is;n�n, AU,Jice) Susan Grossman move, second by Mary Ann MSP Reconsider The Evanston Public 1.ibr3ry Board of Ijir�vtors reconsiders Sunday Closinq its decision regarding closing of the _.i rary on Sundays. Passed, four ayes, three naye5 f ar.+, ?Cpler, Malti,inson). ?7or is Wol in s�i)V%ed, secon.i IJy Jay CdI ow, msP Sunday The Evanston Public Library Board of approves the ClosiFly closing of the library on Sundays durinj the months of ,July and August, 1989. Failed, three ayes, four nayes Wolin, Capp.,, Judicr). Mary Anne Cappo moved, second by Doris Wolin, MSP Budget The Evanston Public Library Board of Directors approves the 1989/90 balancing of the 1989-90 Budget by reducing Library materials purchases by $9,837, with the specific areas to which to apply the reduction being left to the discretion of the Library Director. Following a general discussion, the motion passed, four ayes, three nayes (Carow, Kepler, Malkinson). The Board reviewed the items recommended for use of the 1989 Per Capita Grant and Book Sala funds. The formal application for the Illinois State Library as presented by the Committee was approved, but the Board decided to postpone discussion of the individual items recommended by staff to a later meeting. With regard to the use of Book Sale funds, the Board indicated agreement with staff suggestions. Susan Grossman moved, second by Ann Kepler, MSP Book The Evanston Public Library Board of Directors approves Sale Funds expenditures from Book Sale funds as recommended by Library Expenditures staff. Passed unanimously on a voice vote. The Board discussed the memorandum from Kim Kuttner, Administrative Services Manager, regarding photocopy equipment replacement. Ann Kepler moved, second by Mary Anne Cappo, MSP The Evanston Public Library Board of Directors approves the Photocopiers lease -purchase of two Ricoh 5590 photocopy machines for public use and a Mita 2105 copier for Library use. Passed unanimously on a voice vote. NSLS Mr. Lanyon noted an ulsom ing H SLS progtim on intellectual freedom Representative and the successful removal of Illinois state liability in the use of LSCA funds. PRESIDENT'S REPORT Mr. Lanyon reported on a meeting with the City Manager that he said was very productive. Mr. Lanyon and Mr. Wright attended a Planning Commission meet. ing at which a de ni jn nurpetition for the L i brat y wan "ndorsu4. Q . Lanyon al no to l - I Mal l "!u 1' vanl? "ri Arts Council war expected. to endorse a a0l i e t l t t �N. Rem ence was made to a City memo regarding not. if&W1"n of aldermen when any action affecting their wards was contemplate;. Attention was drawn to a letter received from the Woman's Club. VICE PRESIDENT'S Mrs. Cappo presented the financial report for the six mon:ns REPORT ending AuU"sL, 1988 and asked if there wore questions. rnere2 were none. -5- Mr. Wright reported on the Friends' meeting, noting upcoming events planned by ELF --a joint program with the Evanston Historical Society on October 28; Family flight, November 11; and a joint luncheon program with the NU Library Council, November 15. LIBRARY Mr. Wright presented the Library second quarter statistical DIRECTOR'S report. REPORT ADJOURNMENT The meeting adjourned at 10:02 P.M. -6- AroDZp, aOp r'43 6103 )`1`1.'`�� e= ��p"� Sid 3�. ce Gc``ti di :;�� :' 1 ; f ` -, ,.= September 20, 1988 To: North Suburban Library System Board of Directors From: Evanston Public Library Board of Directors Re: NSLS and Multityping The Evanston Public Library Board of Directors at its meeting last night, September 19, 1968, discussed the material prepared by a special NSLS Board Committee on conversion to a multitype library system. The material has been on the agenda of two meetings of this Board's Management Policy Committee and twice on our Board agenda, We recognize with appreciation the considerable time and work of the NSLS Board in preparing the information we received. The members of our Board look forward to the NSLS Board's action on this important step in the history of our library system. In the course of our Board's discussion the following questions were raised relative to the arguments presented as pros and cons on the question of conversion. Questions related to 'pro' arguments (numbered/lettered to System material) attached: 1. Is it possible at this point to quantify the 'increased' access that is anticipated? The affiliate libraries have, in the past, been most generous in their sharing of resources and reference assistance; will this necessarily 'increase'? It seems important to have at least an estimate on increased service in order to plan adequately. 3. If the multitype NSLS board only has three non -pulls: library representatives, has the base 'for active participation' really been broadened? With such an imbalance, is this argument perhaps more of a 'con' than a 'pro'? 6. will the library system begin to assume a leadership role in such cooperative programs, or will member libraries continae to develop and manage these on their own? Questions related to the attached 'con' arguments•: A. The wording of this argument is ominous --'Possibly will significantly reduce' sounds powerful. Has a study been done to see if indeed ALL services NEED to be extended at the same level? Member libraries, we suspect, will be interested in the best service that can be provided on an economical basis. The system needs to undertake studies to determine the most efficient and effective ways to deliver services. most discussion appears to focus on daily delivery --the system staff needs to consider the most effective way to provide the delivery service that is needed. All methods, and combinations of methods, should be studied --both public and commercial. B. The development of a new plan of organization will enable the system to develop a new plan of service --this plan of service should then be extended into a staff organization to accomplish the new goals/objectives. The present staffing configuration should not be considered as a starting point. C&D If 16 systems have reorganized as multitypes, this question has surely been answered. We would request a written opinion of the Illinois State Library before any vote is taken. E. How much of a possibility exists? What sort of inequities? IF this is a valid argument against, the membership should have more data and specific information. F. Can the system create minimum standards for user cards in which system services are included? There is surely a method that will create incentives for those in areas that are not taxed to become tax -supporting library areas. I tem lit HSLS Hultitype Library System Information Packet June 30, 1988 PROS 4 CONS Of the possible conversion of the North Suburban Library System to a multitype library system May 23, 1980 PRO - A conversion of the North Suburban Library System to a multitype library system would 1. Promise to provide Increased access to the collective library resources of the libraries of the North Suburban area by the System and Its member libraries on behalf of their individual constituents. 2. Promise to provide access to certain non -library resources of the member academic, school, and other organizations (on behalf of their respective libraries), which resources will support library activities of the System and its members. (See Packet Item #14, "Currencies of Cooperation' 3. Broaden the base for active participation of officials, employees, and other citizens In the legislative process to the end of protecting and furthering library goals. 4. Provi.de an environment encouraging local interlibrary cooperation. ,. Permit System -wide planning on the basis of the total library community. 6. Increase the potential for maximum savings In group purchasing of materials or of services relevant to library responsibilities. ]. Join the System with the other 16 (of 17) Illinois systems which have converted or reportedly are converting to mulittype library systems. 8. Increase the public relations potential for oromotinq libraries and the library profession as information service agents in a dynamic society. 9. Respond affirinatively to the argument that since all persons in Illinois are taxpayers, all their libraries, whether public or private, have the right to equal access to and equal participation In the state supported library systems. (over) -z- * * * * * * * * * * * * * * * * * * * * * * * * * * * CON - D conversion of the Borth Suburban Library System to a multitype library system would A. Require the extension of the present eouiry of service to a sig- nificantly expanded membership, which extension, within the current and prospective funding constraints, possible will significantly reduce service to the present public library'•. membership. B. Require the addition of consultant personnel, and perhaps other services, specifically responsive to the special needs of academic, school, and special library constituencies, with the related funding impact. C. Provide for the expenditure of public funds in continuing activities of direct benefit to private organizations, allowing others to question the appropriateness (and possible legality) of such expenditures. D. Provide for the participation of representatives of the private sector In the governance of a public body, allowing others to question the appropriateness (and possible legality) of such participation. E. Create the possibility for gross inequities of sharing. F. Reduce the Interest and incentive for residents of areas without locally tax supported library service to establish such service, or for residents of areas with public library service to support funding Increases for such services. lultitype Library System Study Committee lianagement Affairs Committee, Board of Directors, Borth Suburban Library System Ulf Ul• LVAH;3 I UI{ CITY COUNCIL. MEMORANDUM For information Only Scheduled For Committee Conaiderallon Scheduled For Council Consideration September 20, 1988 Committee Introduction Adoption To: Chairman and Members Administration and Public Works Committee From: Evanston Public Library Board of Directors Re: Videocassette Collection The Library Hoard has been charged, under Illinois State Law (Ch. 81, ss4-7), with the responsibility for adopting bylaws, rules, and regulations for the government of the library including the adoption of a written policy for the selection and use of all library materials. The 7oard has previously adopted a selection policy, and the pertinent section relating to non -print materials is attached. The Library hoard has, on a number of past occasions, reviewed this policy and collection development program of the library. The Administration and Public Works Committee has raised three issues in it memorandum of August 17. The Committee suggests that the library's video collection largely duplicates that of local video rental stores; that the library is competing with local video stores; and that other library programs have a higher priority than providing videos. The Library Board has carefully considered these issues and wishes to reassure the Committee on these points. As of July, 1988, there were 553 video titles in the adult collection. These were classified as follows: TYPE NUMBER PERCENT I. Feature films: a. 1987 release 2 0.4% b. 1983-1986 releases 29 5.21 C. pre-1983 releases 233 42.1% 2. Musicals 49 8.9% 1, Chi biren's films 26 4.3t 4. Dance, Drama, operas 68 12.31 5. Documentaries 93 16.8% 6. 'How -To' films 53 9.6% Totals 55.3 100.01 Disposition: Adopted — Not Adopted Held Over To r Considering categories l.c plus 4 through 6 above, 80.8% of the videos in Evanston's collection are either non-commercial or commercial films six or more years old. Without doing a title -by -title survey in local video stores, it is difficult to accept the thesis that 'most, if not all" EPL's videos are available through the business sector of the community. will le the small number of popular videos at the library may create some minimal level of competition with local stores, this competition is far less than exists with new book or phonorecord/cassette acquisitions, many of which can be found in Kroch's and Brentano's, Crown Books, Rose Records, or Musicland. The logical extension of the argument that a library should not have anything that is available in a local video store, if accepted, could be advanced by local book sellers and record store owners. In that case, the library would become little more than a storehouse for materials of little interest to the public. In terms of priorities for the library collection, the Library Board notes that the 1987--88 videocassette budget (1610.53000) was 42,504. The 1987-88 budget for all library materials was �306,542. Videos accounted for less than one percent (0.828) of the total materials budget. However, even without a major investment in recent, highly popular videos, this small expenditure and small collection (0.159 of the total collection) was responsible for almost 2% of the circulation at the Main Library (1.9688). The average number of times a video was checked out In a year was 21; the average number of times a book was checked out was 2. with this rate of use, the average video spent about 23% of the year off the shelf, while '_ne average book spent about 14% of the time in use. Furthermore, the videos returned over six times their cost in revenues from the rental fee. It seems clear that providing videos does meet a public demand and is an effective use of space. This is borne out by surveys locally and nationally. For example, of forty --three libraries in the Ilorth Suburban Library System, forty include video collections. Six of these libraries have collections three to five times as large as Evanston's. A 1987 survey by the American Library Association found that 62.5% of the nation's libraries lend videos. Another survey noted that the average budget for video cassettes in public libraries nationwide is $13,000, and 70% of the libraries surveyed felt the availability of videos increased overall library use. As further background, two articles are enclosed that offer clear statements of the role of videos in a public library. In a larger perspective, the Administration and Public Works Committee has touched on a vital concept of public library service that bears restatement. It is important to remember a library is more than a storehouse for books. The function of libraries has always been as both a repository for recorded knowledge and a means for transferring that knowledge to potential users of information. In the late 1800s and first part of the 1900s pullis libraries consisted primarily of books, althoii+lh the Evanston Library offered pictoola rolls as early 4.3 1906 and phonograph records in the 1940s. As we approach the 21st century, we find that the forms of recorded information are more varied -- written, spoken, visual, and machine-readable. Although there have been some changes in the forms in which information is supplied, the library's role has not changed -- it still exists to provide information La its clientele. The Library Board and staff strongly feel that to restrict the kind of information provided to the public according to the format is a subtle form of censorship. Public libraries in this country have a commitment to uphold the 1'*incihle of intellectual freedom and resist censorship. Because of this commitmenL, and be muse the selecLiun of video,:assetLeS clearly falls within the mission of maintaining a public library LhaL will provide full access to ideas and ctvativu thought in all formats, the Board reaffirms its support for the Collection Development Statement for ton -Print materials. MEMBERS PRESENT MEMBERS ABSENT EVANSTON PUBLIC LIBRARY Board of Directors Meeting October 18, 1988; 7:00 P.M. Mary Anne Cappo, Jay R. Carow, Judy Chiss, Susan Grossman, Ann Kepler, Cheryl Judice, Richard Lanyon, Fred Malkinson, Doris Wolin None STAFF PRESENT Library Director Donald Wright Assistant Director for Public Services Charles Anderson Technical Services Manager Barbara Kriigel Administrative Services Manager Kim Kuttner CITIZENS PRESENT Darlene Fisher, Observer, League of Women Voters Ms. Hilkin PRESIDING Richard Lanyon, President CALL TO ORDER President Lanyon called the meeting to order at 7:09 P.M. MINUTES Cheryl Judice moved, second by Ann Kepler, MSP Approval The Evanston Public Library Board of Directors approves of Minutes, the minutes for the meeting of September 19, 1988, as 9/19/88 received. Passed unanimously on a voice vote. COMMENTS BY None. CITIZENS OLD BUSINESS Avenues Mr. Lanyon reported on Section X, 'Materials' in Avenues to to Excellence Excellence, noting that the Library does conform to expectations in many of the areas. Board consideration of several items discussed - a form for request to consider library materials and and a periodical usage study - was suggested. These questions were referred to the Materials and Services Policy Committee. COMMITTEE/ REPRESENTATIVE/ REPORTS Management Mrs. Kepler reviewed progress on the items in the Action Plan. Policy The Board requested that this report be incladed on the cover of the Board Docket each month. s, _i.. _inn 111. kn 1� a — r r i .0 ef,I .. 11. 1111 10 ui.iry ii,i iplopuliffilm 17.A_u 1 1 ___i i Jinn Kepler moved, second by Cheryl Judice, MSP Approval The Evanston Public Library Board of Directors approves the of Purchases purchase from Book Sale funds of the following items: book from Book trucks *40); table saw and drill press Q650); typewriter sale Funds stand 4180); automatic garage door opener (40); compact disc displayer +50); stereo phonograph player ($375); videocassette storage cabinet ($500); slide cabinet (1196); telecommunicatioN device for the deaf (1250); PAC table ($228); newspaper rack ($236); microfilm cabinets ($1,020); free-standing book case for Reader's Advisory Department ($312); public use typewriters ($1,430); public use microcomputer for Children's Room Q1,950); dumpster ($250); hampers ($500); IBM PC -compatible microcomputer ($2,500). Passed unanimously on a roll call vote. NSLS It was suggested that the Board make a specific recognition of Representative the contributions of Senators Porter and Simon to the amendment removing Illinois liability for LSCA funds. Mr. Wright indicated that he had already written on behalf of the Library. Materials and Mrs. Wolin noted that this Committee would meet November 2 and Services would discuss per capita expenditures at that time. Policy Mr. Lanyon noted, and Mr. Wright explained, that Corporation Counsel was studying the request from Alderman Nelson for an advisory regarding the anti-trust aspects of a library lending videos. (Mrs. Grossman entered the meeting at this point.) Development No report. PRESIDENT'S Mr. Lanyon noted that the November Board meeting would be held in REPORT the South Branch in connection with the South Branch site study. VICE PRESIDENT'S Mrs. Cappo presented the financial report for the seven months REPORT ending September, 1988 and invited questions. Mr. Malk"son asked for an explanation of several special fund accounts. Mrs. Cappo reported on the Evanston Library Friends meeting, calling special attention to the excellent report on the Summer Reading Game, funded with contributions from the Friends. Mr. Wright reported on the very full week planned by the Friends in celebration of their Friends of Library WSA award. There will be special activities each day and a joint p:og ram with the Evanston Historical Society on Friday, Octoaar 20h. The Mayor has proclaimed that week as Evanston Library Friends Week. LIBRARY Mr. Wright presented the September statistical report. With DIRECTOR'S Christmas failing on a Sunday, and the subsequent Monday holiday, REPORT Mr. Wright recommended the Board consider closing Saturday for Christmas Eve (noting that in the past the Library had traditionally closed at noon of Christmas Eve) and that the Library would save some part-time hours by extending the closing to all of Saturday. -2- Ll Ann Kepler moved, second by Susan Grossman, MSP Christmas The Evanston Public Library Board of Directors approves the Eve Closing closing of the Library for the day of Christmas Eve, Saturday, December 24. Passed unanimously on a voice vote. Mr. Wright noted that the per capita funds for the Public Relations consultant, Jean Ward, had been expended. In the interim before approval of new funds, Mrs. Ward had indicated a willingness to work one half day per week. Susan Grossman moved, second by Doris Wolin, MSP Public The Evanston Public Library Board of Directors approves the Relations continuation of services from Jean Ward for public relations Consultant on a temporary basis of one half day per week until the November Board meeting. Passed unanimously on a roll call vote. Mr. Wright noted that the Book Sale needed more volunteers. Mrs. Grossman suggested the possibility of using high school honor society students. The Development Committee will consider ways to publicize the need for volunteers. (Mr. Carow entered the meeting at this point.) Space Planning Alternative responses to a request for space from the Trinity And Physical Square Ensemble were discussed. The Board directed Mr Wright to Facilities express the consensus in a letter. Mr. Carow reviewed the October 3rd meeting of the Special Council Committee for the Main Library Project. There was a discussion of concerns expressed by this Committee regarding the architectural competition. Arrangements for the Board's field trip to see the Schaumburg and Arlington Heights Public Libraries on Saturday, November 5th were reviewed. The Board discussed ongoing relationships with the Woman's Club In seeking a successful resolution to the Library's space needs. The Board discussed ways to further publicize the Library's space needs. An ad hoc subcommittee to develop a ,:ublic relations program, with special attention to a letter -writing campaign, was formed consisting of Doris Wolin, Judy Chiss, Mary Anne Cappo, and Jay Carow. ADJOURNMENT The meeting adjourned at 4.33 P.M. -3- EVANSTON PUBLIC LIBRARY Board of Directors Meeting November 15, 1988; 7:00 P.M. MEMBERS PRESENT Mary Anne Cappo, Jay R. Carow, Judy Chiss, Susan Grossman, Ann Kepler, Richard Lanyon, Fred Malkinson, Doris Wolin MEMBERS ABSENT Cheryl Judiee STAFF PRESENT Literary Director Donald Wright Assistant Director for Public Services Charles Anderson Technical Services Manager Barbara Kriigel Administrative Services Manager Kim Kuttner CITIZENS PRESENT Darlene Fisher, Observer, League of women Voters PRESIDING Richard Lanyon, President CALL TO ORDER President Lanyon called the meeting to order at 7:07 P.M. MINUTES Susan Grossman moved, second by Ann Kepler, MSP Approval The Evanston Public Library Board of Directors approves of Minutes, the minutes for the meeting of October 18, 1988, as 10/18/88 received. Passed unanimously on a voice vote. COMMENTS BY Norte. CITIZENS OLD BUSINESS Avenues Doris Wolin reported on Section XI, 'Physical Facilities," in to Excellence Avenues to Excellence, noting that while the Library complies with a number of provisions, there are several important areas which, dui' to the llmitnt ions of the pr"Ont ' .11k11"o fall short of desired expectations. Noted were: access for persons with disabilities; lighting; elevator service; smoke detention; and fire protection. The Board discussed the new! for current action on fire and smoke detection, and directed the _,taff to obtain eGtimates for this area. The matter was then referred to the Shane Planning and Physical Facilities Committee. cummi ["EEE/ REPRESENTATIVE/ REPORTS npvplohment No report. Management Mrs. Kepler reviewed the minutes of the Comas'tee meeting of Policy November 1, noting the need for developing a formal long-range action plan in connection with the req"iremFnt fnr tiro 1989 Per Capita grant. Management Final recommendations on 1988 Per Capita grant expenditures will Policy, be brought to the Board at the December meeting. when the 1989 continued revision of Avenues to Excellence is released, the Committee will recommend to the Board an approach to the Board's study of the new document. The Committee had discussed a proposal for paid membership dues in several library professional associations for Library Board members. After some discussion, Ann Kepler moved, second by Susan Grossman, MS Approval The Evanston Public Library Board of Director, approves the Association payment for memberships in the American Library Association Dues for each Board member, and membership for the President in the American Library Trustees Association, Illinois Library Association, and Illinois Library Trustees Association. The value of the memberships will be evaluated prior to the end of the membership year. Funds not to exceed 1375 will be charged to the 1989 Per Capita Continuing Education program. After further discussion, Doris Wolin moved, second by Susan Grossman, a substitute motion, MSP The Evanston Public Library Board of Directors approves the Substitute payment for memberships in the American Library Association Motion ($34); the Public Library Association {j35); the American Library Trustees Association (135); the Illinois Library Association 37) 25); and the Illinois Library Trustee. Association for the President. The value of the memberships will be evaluated prior to the end of the membership year. Funds not to exceed $136 will be charged to the 1989 Per Capita Continuing Education program. Passed unanimously on a roll call vote. In other business, Mr,. Kepler reported the Committee had received a staff report on progress in exploring upgrades of the online catalog; that the Library District Paper was in progress; and invited written Board suggestions on hossille ways to make more efficient use of members' time. Library staff will be providing the Committee with information on Board organization in other libraries. NSLS Mr. Lanyon reported that revised bylaws for multityping had Representative boon rpcnivPd . Mr. Wright commented that the System Board would voto in D-comhar ah-khor to take the questian to the full 40 m-mbpr l inrir io ; in HUS. Materials and Mrs. Wolin reported that the Committee had received draft reports SArvices on the Titlo and Author Availability tests at the tiorth and Voliry South Rra"choi, a staffing survey in adult public service departments, anal bookmobile usage. -2- Materials The question of lowering reserve fees for senior citizens was Services discussed. The Committee did not recommend this change. The Policy, merits and problems of taking telephone reserves was discussed; continued staff will be providing an estimate of reserve costs for the December meeting. A review of proposed Per Capita grant expenditures falling within the purview of the Committee had been referred to the Management Policy Committee. The Committee was reviewing revisions in the 'Citizens Request for Re-evaluation of Library Materials." The Committee concurred in the staff procedure for implementing the Board policy on borrowers' cards. Space Planning Mr. Carow called upon staff for a report of progress to date in and Physical lociting an alternate site for the South Branch. Mr. Wright Facilities distributed and Ms. Kuttner elaborated on a report of progress to date. Mr. Carow reported on the progress of the Board's special letter writing campaign in support of negotiations with the Woman's Club. There was general discussion of the status of present negotiations and the Board's lack of information. Several Board members commented on their reactinns to the tours of the Schaumburg and Arlington Heights libraries. PRESIDENT'S Mr. Lanyon noted an additional committee appointment of Cheryl REPORT Judice to the Development Committee. lie also 3rew the Board's attention to a report of the League of Women Voters' Library project, described in the Board packet. The Board discussed sending a special l.:tter regarding the building project to the Evanston Library Fri-nds' membership and possibly to PTA members. VICE PRESIDENT'S Mrs. Cappo presented the financial report f .r the eight months REPORT ending October, 1988 and invited questions. There were none. Mrs. Cappo reported on the Evanston Lihrar7 :r0nds meeting, especially the Friends' project in letter 'w+ i*ina for support of the library building program. LIBRARY Mr. Wright Ear-senLed the octoher statin i-i. veyort, awl reported DIRF.CT"R'S that the recont hook Salo had taken in over K,900. AD.IOUR14MENT The meeting adjourned at 9 : 04 P.M. -3- 'R'pl • EVANSTON PUBLIC LIBRARY Board of Directors Meeting November 15, 1988; 7:00 P.M. MEMBERS PRESENT Mary Anne Cappo, Jay R. Carow, Judy Chiss, Susan Grossman, Ann Kepler, Richard Lanyon, Fred Malkinson, Doris Wolin MEMBERS ABSENT Cheryl Judice STAFF PRESENT Library Director Donald Wright Assistant Director for Public Services Charles Anderson Technical Services Manager Barbara Kriigel Administrative Services ?tanager Kim Kuttner CITIZENS PRESENT Darlene Fisher, Observer, League of Women Voters PRESIDING Richard Lanyon, President CALL TO ORDER President Lanyon called the meeting to order at 7:07 P.M. MINUTES Susan Grossman moved, second by Ann Kepler, MSP Approval The Evanston Public Library Board of Directors approves of Minutes, the minutes for the meeting of October 16, 1988, as 10/18/88 received. Passed unanimously on a voice vote. COMMENTS BY None. CITIZENS OLD BUSINESS Avenues Doris Wolin reported on Section XI, 'Physical Facilities," in to Excellence Avenues to Excellence, noting that while the ;.ibrary complies with a number of provisions, there are several important areas whirr, due to the limitations of the presen: %---ilding, fall short of desired expectations. Noted were: access for persons with disabilities; lighting; elevator service_; 37oke detection; and fire protection. The Board discussed the nee: Cur current action on fire and smoke detection, and directed the staff to obtain estimates for this area. The matter was then referred to the Space Planninq and Physical Facilities Comri" ee. CUMM I r I'E E/ REPRESENTATIVE/ REPORTS Dvvpinpment No report. Management Mrs. Kepler reviewed the minutes of the Comr::tee meeting of Policy November 1, noting the need for developing a f -)rmal long - range action plan in connoction with the requirement for tho 1989 Per Capita grant. Y Management Final recommendations on 1988 Per Capita grant expenditures will Policy, be brought to the Board at the December meeting. When the 1989 continued revision of Avenues to Excellence is released, the Committee will recommend to the Board an approach to the Board's study of the new document. The Committee had discussed a proposal for paid membership dues in several library professional associations for Library Board members. After some discussion, Ann Kepler moved, second by Susan Grossman, MS Approval The Evanston Public Library Board of Directors approves the Association payment for memberships in the American Library Association Dues for each Board member, and membership for the President in the American Library Trustees Association, Illinois Library Association, and Illinois Library Trustees Association. The value of the memberships will be evaluated prior to the end of the membership year. Funds not to exceed $375 will be charged to the 1989 Per Capita Continuing Education program. After further discussion, Doris Wolin moved, second by Susan Grossman, a :substitute motion, MSP The Evanston Public Library Board of Directors approves the Substitute payment For memberships in the American Library Association Motion ($34); the Public Library Association (05); the American Library Trustees Association ($35); the Illinoir. Library Association 37) 25); and the Illinois Library Trustees Association for the President. The value of the memberships will be evaluated prior to the end of the membership year. Funds not to exceed $136 will be charged to the 1989 Per Capita Continuing Education program. Passed unanimously on a roll call vctQ. In other business, Mrs. Kepler reported the Committee had received a staff report on progress in exploring upgrades of the online catalog; that the Library District Paper was in progress; and invited written Board suggestions on F-__ible ways to make more efficient use of members' time. Library staff will be providing the Committee with information on Board organization in other libraries,. NSLS Mr. Lanyon reported that revised bylaws f^:multityping ha,i Representative been rec-iverl. Mr. Wright commented that ~ie System Hoard :could vote in Docf-mh-r whether to take the ques-.-n to the full 40 rioinhe-r lihr.irif•, in tiSLS. Materials and Mrs. Wolin reported that the Committee ha: -eceived draft reports Services on the Title and Author Availability testG .it the North and Policy South Branches, a staffing survey in adult public service departments, and bookmobile usage. -2- V u Materials The question of lowering reserve fees for senior citizens was Services discussed. The Committee did not recommend this change. The Policy, merits and problems of taking telephone reserves was discussed; continued staff will be providing an estimate of reserve costs for the December meeting. A review of proposed Per Capita grant expenditures falling within the purview of the Committee had been referred to the Management Policy Committee. The Committee was reviewing revisions in the 'Citizens Request for Re --evaluation of Library Materials." The Committee concurred in the staff procedure for implementing the Board policy on borrowers' cards. Space Planning Mr. Carow called upon staff for a report of progress to date in and Physical locating an alternate site for the South Branch. Mr. Wright Facilities distributed and Ms. Kuttner elaborated on a report of progress to date. Mr. Carow reported on the progress of the Board's special letter writing campaign in support of negotiations with the Woman's Club. There was general discussion of the status of present negotiations and the Board's lack of information. Several Board members commented on their reactions to the tours of the Schaumburg and Arlington Heights libraries. PRESIDENT'S Mr. Lanyon noted an additional committee appointment of Cheryl REPORT Judice to the Development Committee. lie also drew the Board's attention to a report of the League of Women voters' Library project, described in the Board packet. The Board discussed sending a special letter regarding the building project to the Evanston Library Friends' membership and p-)ssihly to PTA members. VICE PRE5IDFJIT's Mrs. Cappo pros­ntfcd tho financial report for the eight months REPORT ending October, In88 and invited questions. There were none. Mrs. Cappo reported on the Evanston Library Friends meeting, especially the Friends' project in letter writing for support of the library building program. LIBRARY Mr. Wright presented the October statistical reports anA reported DIREc'rop,s that the recent Book Sale had taken in oVer $5,900. ADJOUR11MENT The meeting adjourned at 9:04 P.M. -3- DRAFT - NOT APPROVED EVANSTON PUBLIC LIBRARY Board of Directors Meeting December 21, 198Bj 7:00 P.M. MEMBERS PRESENT Mary Anne Cappo, Jay R. Carow, Judy Chiss, Susan Grossman, Cheryl Judice, Ann Kepler, Richard Lanyon, Fred Malkinson, Doris Wolin MEMBERS ABSENT None STAFF PRESENT Library Director Donald Wright Assistant Director for Public services Charles Anderson Technical Services Manager Barbara Kriigel Administrative Services Manager Kim Kuttner CITIZENS PRESENT Darlene Fisher, Observer, League of Women Voters Marjorie Collens, Alderman PRCSIDI14G Richard Lanyon, President CALL TO ORDER President Lanyon called the meeting to order at 7:07 P.M. MINUTES Mr. Lanyon noted two corrections to the minutes of November 15, 1988: In the "Call to Order" the words "at the South Branch Library' should be added. The sentence will then read, "President Lanyon called the meeting to order at 7:07 P.M. at the South Branch Library.' The second correction falls in the second paragraph of the President's Report, page 3, where the following sentence should be added: "The costs involved in sending the letter will be paid by the Library Book Sale Volunteer funds." Cheryl Judice moved, second by Susan Grossman, MSP Approval The Evanston Public Library Board of Directors approves of Minutes, the minutes for the meeting of November 15, 1988, as amended. 11/15/8B Passed unanimously on a voice vote. COMMENTS BY Darlene Fisher described the League of Women Voters' letter- CITIZEHS writing campaign in support of the acquisition of the property at 615 Church Street. The Library Board expressed its thanks for the League's support. OLD BUSINESS Avenues Mary Anne Cappo reported on Section XII of Avenues to Excellence, to Excellence "System and ILLItm,r, Membership Responsibilities.' Mrs. Cappo described ILLINET and the funding and governance of library systems in Illinois. She noted that the Evanston Public Library Board should participate in the governance structure of the }north Suburban Library System and review the System long-range plan annually. She also described the various mechanisms for resource sharing --interlibrary Loan, Reciprocal Borrowing, etc. Mr. Carow asked about the status of a question raised at the November Board meeting regarding the fire protection in the Library. Mr. Viright said the staff had had fire and police inspectors visit acid was in the process of preparing a report. COMMITTEE/ REPRESENTATIVE/ REPORTS NSLS No report. Representative Materials and Mrs. Wolin reviewed the minutes of the Committee meeting of Services December 8. Summaries of the Branch Title/Author/Subject Policy Availability tests and the Bookmobile Circulation/Community Interest study were distributed with the Board packets. The Adult Services Staffing Needs study was receiving further revision and will be combined with the Children's Services study next Spring. The Development Committee was asked to think about preliminary plans for increasing public awareness of the Bookmobile, although the Committee did not recommend a full-scale advertising campaign until the effect of future budget policy was clear. In additional business, Mrs. Wolin reported that a staff study of the reserve book process was in progress. The "Citizens's Request for Re --evaluation of Library Materials' had been revised, and the Committee recommended its adoption. Doris Wolin moved, second by Jay Carow, MS Approval The Evanston Public Library Board of Directors approves the Re-evaluating form 'Citizen's Request for Re --evaluation of Library Materials Materials." Passed unanimously on a voice vote. The Materials and Services Policy Committee plans to meet regularly (assuming there is business) on the second Tuesday of each month. Management Mrs. Kepler reviewed the minutes of the meeting of December I Policy The Committee was continuing discussion of long-range planning and the upcoming revision of Avenues to Excellence. There will be a vote in NSLS on the multityping bylaws in February. The library district white paper is an ongoing project. The Committee had also discussed the Board organization. Several ideas were recommended for Board consideration: (a) the Bylaws provisions for Board structure/responsibility reflect a good division of the work of the Board; (b) each committee establish a monthly meeting date, to he canceled if not nee•led; (c) the aoard should discuss the advantages/disadvantages of having the Space Planning and Physical Facilities Committee a committee other than of the whole. The Board discussed this last point and decided this particular committee should remain as a committee of the whole. Alderman Collens, having indicated the desire to offer some comments on the Per Capita grant question, was invited to speak. Alderman Collens recommended the Board consider withdrawing its request to the Human Services Committee to reinstate book and staff funds cut from the proposed budget, ins'ead using Per Capita funds to replace the funds cut. The Board discussed the implications of this on the current and future budget support for the Library as well as the question of funding a building consultant/specialist from Per Capita funds. I I I' 'I li iiI� M11 IIIi� IIIII 9AI1 -�' II�uIIII°1 l6pIIoII IilI� S , II�I!!� III ii� �,;111RI'EI 9 I ' Cheryl Judice moved, second by Susan Grossman, MSP Per The Evanston Public Library Board of Directors approves Per Capita Capita expenditures as follows: Public Relations Project (*9,500); Development Project (# ,000); South Branch Book Funds (*600); Computer Software-Children's Room ($500); Computer Software for Public Use (�750); Classic Films on Videocassette 42,500); Unabridged Books on Audiocassette ($1,000); Juvenile Videocassette Replacements and New Purchases 43,500); Computer Software (�400); Printer for Reader's Advisor Desk CLSI Terminal 4350); Online Database Searching (�2,500); Special Weeding Project ($3,500); Shelving Units 41,125); Continuing Education (�3,000). Passed unanimously on a roll call vote. Mrs. Cappo asked Alderman Collens for a progress report on the building project. Alderman Collens reported that the letter -writing campaigns were having an effect. Ms. Collens was not able to share any information on the status of negotiations with the Woman's Club because the matter was still being discussed in executive session. The Special Council Committee on the Main Library Project intends to make a recommendation to the City Council on January 9 regarding the contract for an architectural competition. Alderman Collens left the meeting at this point. The Board discussed further the question of withdrawing its request for reinstatement of funds. Doris Wolin moved, second by Mary Anne Cappo, MSP Budget The Evanston Public Library Board of Directors requests the Adjustment Human Services Committee to withdraw a request to reinstate $19,275 for materials and part-time hours to the Library budget. Following further discussion, Mr. Lanyon asked if this could be left in the hands of the Executive Committee. The Board agreed to this and Mrs. Wolin withdrew her motion. Space Planning No report. Mr. Lanyon asked the Committee to consider the letter and Physical dated November 17, 1988 from the Evanston Arts Council. This Facilities will be considered at a later date. Mr. Lanyon also asked the Committee to draft some guidelines/information for the Special Council Committee on the subject of specifically identifying the "Client" in future documents relating to the library building project. Development Mrs. Grossman described the Committee meeting of November 18. The Holiday Book Fund has received �1,135 in individual gifts and 42,500 from the Friends to date. There was a general discussion of the development grant and the capital fund raising program. Fred Malkinson suggested some editorial changes in the RFP for a feasibility study of a capital funding project and questioned the need for establishing a foundation. After further discussion, -3- 11 Mary Anne Cappo moved, second by Fred Malkinson, MSP Fund The Evanston Public Library Board of Directors approves the Raising "Request for Proposal --Fund Raising Feasibility Study" as proposed by the Development Committee and amended in the preceding discussion. Passed unanimously on a voice vote. PRESIDENT'S Mr. Lanyon called the Board's attention to a brochure describing REPORT upcoming Public Library Association programs and noted that Alderman Collens will be a panel member at one of the programs. Over 600 letters have gone out from Board members and over 1,200 from the Friends, in support of the acquisition of the 615 Church Street property. VICE PRESIDENT'S Mrs. Cappo presented the financial report for the nine months REPORT ending November 30, 1988 and invited questions. There were none. Mrs. Cappo noted the donation of �2,500 from the Friends for the Holiday nook Fund and described programs being planned for the coming year by the Friends. LIBRARY Mr. Wright asked Board members to complete a brief questionnaire DIRECTOR'S updating their biographical information to provide background REPORT when contacting corporate givers for the fund raising program. Mr. Wright noted that if there were no objection, a book would be dedicated as a memorial to former Board member Elissia Dennis. There was no objection. Evanston Public Library has been cited as having one of the twelve major business collections in the Chicago metropolitan area. The Triennial Review form may be amended by City Council. Mr. Wright distributed to Board members his written report for the performance appraisal of the Library Director and called the Board's attention to the process and timetable for this evaluation as adopted previously by the Board. ADJOURNMENT The meeting adjourned by 10:12 P.M. -4- DFMT - NOT APPROVED