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HomeMy WebLinkAboutMinutes 19860 Evanston Public Library Board of Directors Meeting January 21, 1986 MEMBERS PRESENT Jane Baker, Patricia Bennett, Jay Carow, Richard Lanyon, Glennis Lundberg, Dorothy Ver Steeg, Elizabeth Wright MEMBERS ASSENT May Ann Cappo, Venita Fields STAFF PRESENT Library Director Donald Wright; Business Manager Kim Kuttner OTHERS PRESENT League of Women Voters Representative Darlene Fisher PRESIDING Dorothy Ver Steeg, President CALL TO ORDER President Ver Steeg called the meeting to order at 7:00 P.M. and reminded the members of the board that it was scheduled for a budget hear- ing before the Human Services Committe at 9:25 P.M. MINUTES Mrs. Aright moved, second by Mrs. Lundberg MSP approval of Minutes The Evanston Public Library Board of Directors December 17, 1985 approved the minutes of the December 17, 1985, meeting as received. Passed unanimously on a voice vote. COMMENTS FROM CITIZENS Mrs. Fisher thanked Mr. Lanyon and the Development Committee for meeting with it in the League's study of library services. It was indicated that the committee would hope to complete their work and make a recommendation to the League in March for final action in May. OLD BUSINESS Mr. Wright reviewed the budget review sessions and the calendar received by the members of the Board. Members were encouraged to attend any of the sessions. COMMITTEE/REPRESENTATIVE REPORT NSLS Representative Mrs. Bennett shared with the members of the board the announcement of a promotion which she has received which would preclude her from attendance at NSLS Board meetings. Mrs. Wright moved, second by Mrs. Lundberg MSP accept with regret The Evanston Public Library Board of Directors resignation of NSLS accepts with regret the resignation of Mrs. representative Bennett as the library's representative to the North Suburban Library System. Passed unanimously on a voice vote. Development Mr. Lanyon reviewed the report from the Develop- ment Committee highlighting the following items: The Holiday Book Fund 1985 had donations approaching $5,000, with the $2,500 received from the Evanston Library Friends. Mr. Lanyon reviewed with the board the need for a basic policy defining the Endownment Fund and the monies deposited into that fund. Mr. Lanyon moved on behalf of the committee, MSP Policy on Funds will be accepted and sought by the Endowment Fund Evanston Public Libray Board of Directors for its Endowment Program. The purpose of the Endowment Program is to provide, through interest earned on the investment of the original gift, annual funds for library use. The principal of the Endowment Program repre- sents two types of funds: (1) restricted funds -- principal and interest of which can be used only for purposes established by the donor and accepted by the Library Board; and (2) unrestricted funds -- special gifts or monies which are received without restrictions and are placed in the Endowment Program with interest income to be used for board -directed purposes. The principal in an unrestricted fund may be expended for library purposes by action of the Library Board. Passed unanimously an a voice vote. Mr. Lanyon reviewed with the board the progress to date on the public relations project. Of high priority for the committee during this special project are an annual report and a general flyer on the library. The brochure on gifts for the library is in draft form for committee comments. Materials and Mrs. Wright reviewed the report from her committee and Services stressed her belief that the selection and acquisition process represented the heart of the library. The need for a thoughtful policy and good selection was basic to the future of library services. She commended staff for the presentation to the committee on the collection development study and asked that it be presented to the full board. Mrs. Wright also recommended that the acquisition policy and process be made a part of the formal orientation program. Mrs. Schor will make a presentation to the board prior to the February Board meeting -- 6:30 P.M. on Tuesday, February 18, 1986. Management Policy Mrs. Lundberg reviewed the report on the telephone survey and moved for the committee, MSP Adoption of Report The Evanston Public Library Board of Directors on telephone survey adopt the report, "Evanston Public Library Telephone Survey" (attached) and transmit a copy to the Human Services Committee. Passed unamimously on a voice vote. Mrs. Lundberg reviewed the list of public rela- tions ideas gleaned from the telephone survey. - There was general discussion on the topics and realization that some of them were not activities but general ideas on which information could be gathered. The development Committee will incorporate these as far as possible in their public relations project. It was agreed the list best represented items on which information for public use would be very valuable. Information would be gathered on as many as possible and items not completed would be considered for next year's Action Plan. Mrs. Lundberg moved for the committee. MSP Adoption of Public The EPL Board of Directors adopt the public relations ideas relations uses of the telephone survey as an essential list of information items needed by the Board. Passed unanimously on a voice vote. Mrs. Lundberg reported that action is in progress on all aspects of the Action Plan. The board reviewed the draft of a statement to the Huffman Services Committee prepared according to points developed by the Management Policy Committee. After considerable discussion, Mrs. Lundberg moved for the committee. MSP Adoption of state- The Evanston Public Library Board of Directors ment for Human Services adopt the "Statement, January'21, 1986, to Human Committee on 1986/1987 Services Committee on the 1986/1987 Budget, as budget revised. (attached) Passed unanimously on a voice vote. MSP Rescind previous The recommendation of the committee to rescind the policy on ILA member- previous policy on ILA trustee memberships and to ship become an institutional member was di:;cussed. Mrs. Lundberg moved for the committee, The Evanston Public Library Board of Directors rescinds its policy of September 20, 1977, on trustee membership and initiate a library Institutional membership. Passed unanimously on a voice vote. Ad Hoc Committee on No report Board Structure/Assocl- ates PRESIDENT VER STEEG's No report REPORT VICE PRESIDENT FIELD'S Mr. Wright reviewed the financial statement for REPORT ten months, ending December 31, 1985. LIBRARY DIRECTOR'S No report REPORT NEW BUSINESS Mr. canyon enquired about two items appearing in the handbook for Boards and Commissions (1) the triennial review, and (2) the City Council liaison. AWOURNMENT The meeting adjourned at 8:55 P.M. in order that members could attend the Human Services Committee budget meeting at 9:25 P.M. Statement to Human Services Committee Evanston Public Library Board of Directors January 21, 1986 We come to you this evening from our Library Board meeting to discuss our 1966/87 budget; and in recognition of the substantial agenda the Human Services committee has ahead of it, we will be direct and to the point. First, we want to restate our recognition of the serious problem the members of the City Council face in formulating a budget for the year, ahead. Similarly, we know you appreciate the fact that as members of the Library Board, we are struggling with the same problem, although at a somewhat different scale: how to provide the best possible library service for all members of our community within our means, and how to plan for library service in the next few years, given a fragile budget process. We speak also as library advocates --far that is the responsibility we accepted when you approved our appointments to the Library Board. To do less would be to abrogate our civic and moral responsibility. The Library Board has grave concerns about the library's future, and the following ccmments arise from what we perceive to be an unduly harsh reduction in the proposed budget --reductions almost one hundred thousand dollars below our current level of operation which is a 5.9 percent budget decrease. These reductions, we believe would have both immediate and long-term negative implications for library service. Could we first address the questions which have been raised about the bookmobile: the curtailment of the entire program as proposed in the City Manager's budget and the reduction of the program to a one -person operation as suggested by Alderman Larson. Evanston has been able to maintain a very special quality of library service --provided from a main library, branch libraries, and the bookmobile --service unmatched by other suburban communities. Few suburban libraries support either branch libraries or a bookmobile, and certainly no suburban library with only eight square miles of service area provides both types of service outlets. This level of service is but one example of the many services provided by Evanston which have set it apart from other communities and have helped to create its unique character. In developing the 1966/1937 budget proposal, the Library Board was faced with both the City Council Budget Policy guidelines and with an aging bookmobile, a bookmobile which requires increasing maintenance expenses. Indeed, the Board's anticipated budget requirement for vehicle maintenance on the bookmobile for 1986/1967 increased $8,392 over the current year. Furthermore, it is impossible to cut out a portion of bookmobile service. It is a complete entity to itself, not divisible by a half or a quarter. If a larger budget cut had been required in the Library budget by City Council guidelines, the Library Board would have made that cut solely in the bookmobile program. Why (1) The use of the bookmobile has decreased gradually in the past year; (2) the use of the bookmobile, while specialized and reaching persons who might be unable to come to the Main Library or to a branch library, does not provide the level or variety of service available at these other library units; (3) the unit cost per item loaned from the bookmobile has increased dramatically from 1984 to 1985--from $1.51 per item loaned in 1984 to $2.20 per item in 1985; (4) the Board believes that the main library, its collection and its services are of highest priority in the library budget, followed by the branch libraries and the bookmobile. In responding to the question on the reduction of the bookmobile staff to one person, the board would state: (1) Such a reduction could be made; and in the library's proposed 1986/1987 budget, the costs of the bookmobile program would be reduced from the current budget level by $22,497; (2) A one -person (driver only) bookmobile program would change the nature of bookmobile service from its present level --a reader -oriented, personal guidance service --to a book delivery service. The strength of the present service lies in the very personal nature of the interaction between the professional staff and the bookmobile user. For this reason, we would anticipate a reduction in the number of persons who would use the service were we to resort to a driver -only operation. The Board believes that, with the limitations on available funds and in thoughtful consideration of the future of total library service for the community, other priorities must be served if drastic cuts are made. We are here this evening to request at least a part of the funds which have been cut be restored in order to support critical aspects of the library's operation --aspect which, if neglected, will become cumulative and result in Irreparable harm to the library's most valuable resources: its notable collection of materials and its service -oriented and talented staff. We would ask that from the $87,000 proposed reduction, restoration to our budget be made for the following items: $11,975 for thr general library collection (the Library Board has spoken about this on prior occasions and has stressed the critical need to maintain our current level of purchasing; our recently -concluded collection analysis has sharpened our concern for our collection and for maintaining its integrity); and, $3,400 for reinstatement of the Librarian II specialist position in the Art and Music Department (a one-step upgrade to insure a talented librarian for this premier collection). The Board appreciates your earlier vote of confidence in restoring summer Sunday afternoon hours of service at a cost of $8,000. These items --totalling $23,375--have grave implications on the future of the library services, for they relate to our collection and its use. This would result in a reduction of $63,625 from the 1986/1987 budget rather than $87,000, a figure representing a cut of 4 percent rather than 5.9 percent. The Library Board is also acutely aware how hard it is to restore funds of this magnitude to a human -services entity of the city's budget as well as the long-range penalty such a reduction imposes. Again, we share what must be your despair at making decisions relating to a vast array of human services, reflecting what Evanston is all about; but as advocates for library service, we must be candid and forthright in our advocacy: if the economic conditions of the city are such that they cannot support the present pattern of library service, we would reluctantly support the recommendation to terminate bookmobile service. However, if this is done, we request that the reduction be made less harsh by the restoration of those items noted above, which would help us to maintain present collection, our staff, and operating hours. Evanston Public Library Board of Directors Meeting February, 19, 19-96 MEMBERS PRESENT Jane Baker, Mary Anne Cappo, Jay Carow, Richard Lanyon, Glennis Lundberg, Dorothy Ver Steeg, Elizabeth Wright MEMBERS ABSENT Patricia Bennett, venita Fields STAFF PRESENT Library Director Donald Wright; Business Manager Kim Kuttner; Coordinator of Adult Services Jane Greenfield; Acquisitions Librarian Abby Schor OTHERS PRESENT League of Women Voters Observer Darlene Fisher; Medill Journalism Student Dan Fisher PRESIDING Dorothy Ver Steeg, President CALL TO ORDER President Ver Steeg called the meeting to order at 6:30 P.M. turning the special item on the agenda over to Beth Wright, chair of the Material and Services Policy Committee. COLLECTION DEVELOPMENT Mrs. Wright reviewed the committee's activities REPORT in studying the materials selection policy and the collection development study. Mrs. Wright stressed the importance of the select ionlacquisition process and the Board's awareness of all facets of this activity. She introduced Abby Schor and commended her on the collection development study, conducted under the guidance of Jane Greenfield. Mrs. Schor reviewed the background for the study -- several factors mitigated an intensive review of the collection: her appointment as acquisitions librarian; the Board and administration's concern and interest in an in-depth look at the collection; the budget; the Illinois model for studying library collection. Mrs. Schor reviewed the acquisition process and discussed the various periodicals and tools which are used to select materials. She reviewed the data from the col- lection study in detail and she and Mrs. Greenfield answered numerous questions. Mrs. Schor identified the following as critical areas re- quiring attention in collection enrichment: Engineering and Technology; Education, Science; Economics and Finance. The members of the Board thanked Mrs. Greenfield and Mrs. Schor for the work on the report and for the presentation of information. Mrs. Wright reminded the Board that the committee was in the process of reviewing the selection policy itself and would also address the collection development issues raised in the report. MINUTES Mrs. Baker moved, second by Mr. Carow, MSP Minutes of The Evanston Public Library Board of Directors January 21, 1996, be approved approve the minutes for the meeting of January 21, 1936, as received. Passed unanimously on a voice vote. COMMENTS FROM CITIZENS Mrs. Fisher, League of Women Voters observer, in- dicated that the League study would most likely be extended to a two-year time frame: the first year focusing on the building and the second year on the collection. OLD BUSINESS Mr. Wright reminded the Board that the City Council would be acting on the 19"/1987 budget on Monday, February 24th. The Board asked that the letter ad- dressed to the Editor of the Evanston Review be dis- tributed to the members of the City Council. The members of the Board suggested that a future topic with the Human Services Committee would be the role of the Board in the budget process and decisions on library programs/services. COMMITTEE/REPRESENTATIVE REPORTS Development Mr. Lanyon reviewed his committee's activities: public relations activities, including an annual report and a general flyer on the library; the "Give A Magazine" program; the flyer on gift -giving, which is in its second draft; and a development officer. Materials and Services Mrs. Wright expressed appreciation again to the staff for their report on the collection study. MSP Use of System Mrs. Wright recommended on behalf of her committee, Services by Winquent and at the request of staff, a policy which would apply Patrons a uniform rule to all services for delinquent library patrons. At the present time, the use of system services is not specifically mentioned as a service denied those who are delinquent, and staff has been challenged on this point. Mrs. Wright moved for the committee the adoption of the following policy: Patrons who have a status of "delinquent" or have been "set delinquent" will not be allowed to re- quest material through the North Suburban Library System. The System services involved include the Interlibrary Loan Service, the Central Serials Service, and the Suburban AudioVisual Service. The deter- mining level of delinquency will be the same as used in loaning Evanston Public Library material. Once the delinquency status is cleared, new requests will normally be accepted and processed. However, if a patron has repeatedly lost or kept overdue Interlibrary System materials, the privilege of using System services may be suspended by the Head of the Adult Services Department. Management Policy Mrs. Lundberg reminded her committee that it would review all proposals for use of the per capita funds at Its next meeting, for action by the Board in March. The committee will meet immediately prior to the Mare Baud meetirig. Ad Hoc Committee on No report. Board Structure NSLS Representative No report. PRESIDENT VIER STEEG'S Mrs. Ver Steel thanked the members of the board for REPORT assisting her in responding to the editorial concernkS the bookmobile budget question. She encouraged members of the Board to note the following dates: June 1, the Hirshfield poetry awards at the Noyes Cultural Center; March 20-23 and May 15-18 for Library Book Sales; Volunteer recognition day, at a time yet to be determined. It was decided to combine a recognition of the work of the various garden clubs for the library with the library recognition day. Mrs. Ver Steeg reminded the members of the Board that they would be meeting with the Human Services Com- mittee of the Council in March to discuss the library's 1986/1997 Action Plan. In a request for items for the agenda, the following were suggested: the budget process; the collection development study; utilizing the interest in library services expressed by members of the Council. Jane Baker was asked to review the Board's policy manual to note any areas of activity which needed to be ac- complished. Mrs. Ver Steeg encouraged the Board to think about the following public relations activities: (1) a new brochure on gift -giving expanded to three: one on endowment, one on the "adopt -a -magazine program," and one on Holiday Book Fund; (2) a documentary film on the library which would show program/services of the library and how the space problem relates to these; (3) an understanding of the elementary school age population through pre. sentations by the Children's Room staff, how the staff views an ideal children's room, and how it accommodates and responds to childhood development; and (t) how to reach the Art community to help in collection acquisition of the art collection. In the ensuing discussion, it was suggested that "memorial gifts," "special occasion gifts," and "gifts from clubs and organizations" be added to gift -giving brochures. FINANCIAL STATEMENT, Mr. Wright reviewed the financial statement of accounts THROUGH JANUARY 31 through January 31--representing eleven months of the fiscal year. He estimates that library expenditures will represent approximately 93% of budget. The posting a[ interest in memorial accounts was discussed and will be considered by the Materials and Services Committee. FRIENDS OF THE LIBRARY Mrs. Ver Steeg reported upon the meeting of the Fries board at which they proposed an endowment to benefit the library's collection development program; the exten- sion of the Bookmark to publication at least tour and pouibly six times per year; the four programs being presented in February at the South Branch; the %Check Out the Library" program during the National Library Week --April 6 through April 12--during which the library staff will welcome visitors on self -guided tours to acquaint the public with all aspects of the library's operations and facility; the April 19 Children's/Family night at the Main Library. LIBRARY DIRECTOR'S Mr. Wright reviewed the Activities report for January, REPORT calling special attention to the work with the Terra Museum of American Art for their current exhibition. He reviewed the current staff vacancies and the positions which had recently been filled. NEW BUSINESS Mr. Carow, reviewed with the members of the Board his thorough analysis of the library space source book and all of the architectural studies related to the building. He detailed three options which he believed were possible and worth exploring again by the Board: (1) use of the basement parking area as public service space; (2) the addition of a third floor with an extension to the East of the present building; (3) an all new library with Phase I being an attached building to the East of the present structure and Phase 11 a replacement of the present structure. Mr. Carow will explore this further with staff and with the City Planner. ADJOURNMENT The meeting adjourned at 9:00 P.M. 0 9 EVANSTON PUBLIC LIBRARY ` BOARD OF DIRECTORS MEETING MARCH 18, 1986 MEMBERS PRESENT Jane Baker; Patricia Bennett; Mary Anne Cappo; Jay Carow; Venits Fields; Richard Lanyon; Dorothy Ver Steeg; Elisabeth Wright MEMBERS ABSENT Glennis Lundberg STAFF PRESENT Library Director, Donald Wright; Adult Services Coordinator, Jane Greenfield; Business Manager, Kim Kuttner OTHERS PRESENT League of Women Voters observer Darlene Fisher PRESIDING President of the Board, Dorothy Ver Steeg CALL TO ORDER President of the Board Ver Steeg called the meet- ing to order at 7:10 P.M., reporting that Mrs. Lundberg would be unable to attend because of an injury. MINUTES Mrs. Baker moved, second by Mr. Caron, RASP Minutes of The Evanston Public Library Board of Directors Te& Neveh 18, 1986 approve the minutes for the meeting of Nov" 18. be approved 1986. as received. Frc•. Passed unanimously on a voice vote. OLD BUSINESS Mr. Wright reviewed the minutes of the City Council Budget 1986/87 session presenting the final vote on the 1986/87 budget. At the final session bookmobile service, with a new, smaller vehicle and a Librarian/driver, was added to the library budget. Caron on Building Mr. Carow reported Ise had met with staff on two occasions to review possible uses of the basement parking space. He would meet with city officials concerning zoning regulations and the alley in a proposed eastern expansion of the building. In response to a question on the need for a building committee, Mr. Lanyon moved, seconded by Mrs. Wright, MSP Ad Hoc Committee An Ad Hoc committee on space planning and physical on Space facilities was appointed by the President. Passed unanimously on a voice vote President Ver Steeg asked Ms. Baker, Mr. Carow, and Mr. Lanyon to serve on this Ad Hoc committee. COMITTEE/REPRESENTATIVE REPORTS Materials and Services MSP Materials Selection Policy Mrs. Wright reviewed her committee report. The question of circulation of children's video cassettes was referred back to staff for guidelines on their loan. The !bard discussed the revised draft and Mrs. Wright moved for the committee. The Evanston Public Library Board of Directors approved the following policy statement on the selection of materials. Passed unanimously on a voice rote. Policy on Selection of Library Materials Nvanston Public Library, adopted by the Board of Directors, March 16, 1986. The Evanston public Library embodies the 19th-century ideals of a free and public library and is dedicated to the service of the public. Its books and printed saterial contain the record of human history; its custodians seek to save that word for posterity; its mission is to make all ideas and information available to everyone. The Evanston Public Library Board of Directors subscribes to the basic belief that it is the role of the public library to provide full access to ideas and establishes the following precepts for the selection and retention of materials for the library. The Evanston Public Library collects and dis- tributes materials which educate, enrich, entertain, and inform. It is the responsibility of the Evanston Public Library to provide, to the extent of its financial ability, a general collection of reliable materials which embrace broad areas of knowledge and interest --including both basic works of permanent value and timely materials on current issues. The selection of library resources is a prime activity within the library and is based on the needs and requests of patrons of all ages, races, and creeds, and of organizations with a wide variety of interests. I current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval. 3. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment. 4. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas. 5. A person's right to use a library should not be denied or abridged because of origin, age, back- ground, or views. 6. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. Adopted June 18, 1948 Amended February 2, 1961. June 27, 1967, and January 23, 1980 By the ALA Council Management Policy Mrs. Ver Steeg presented the report of the committee Comimittee on behalf of Mrs. Lundberg. The committee had reviewed the thirty-two requests from staff for special equipment/project funding. It has been the practice of the Board for the last four years to retain all such requests which could not be funded in the regular budget for consideration at a meeting following adoption of the city budget. The Board reviewed the items with the Library Director and staff. It was agreed to include in the list for funding a public microcomputer as a gift from the library volunteers. Action an all requests was delayed until consideration of the Development Committee report. Ad Hoc Committee Mrs. Wright reviewed the Committee's discussion on board Structure of the addition of "Associates" to the Library Board, similar to those appointed by members of the Plan Commission and the preservation Commission. There were several areas of expertise which the committee believed possible for such appointments -- publicity. public relations, fund raising, legal, social, business, education, friends and student. Mrs. Wright moved for the committee, 0 ►our factors govern the selection of materials for the library: o Adherence to the Library bill of Rights. (American Library Association 1980) o The needs of the individual and the community — those which are expressed and those which ■ay not be expressed but are basic and universal. o The individual merit of each work. o The library's existing collection, budget, and services. A singular obligation of the public library is to reflect within its collection differing points of view on controversial or debatable subjects. Materials will be judged on the basis of the content and style of the work as a whole. not by selected or random passages. Decisions on the library materials to be selected for the library rest with the designated depart- ment heads. The ultimate responsibility for the selection of material, as for all library activ- ities, rests with the Library Director who operates within the framework of policies determined by the Library Board of Directors. The library collection will be analyzed by the staff no less than every five years and a report of such an analysis presented to the Board for its review. LIBRARY BILL OF RIGHTS The American Library Association affirms that all libraries are forums for information and ideas, and the following basic policies should guide their services. 1. Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin. background, or views of those contributing to their creation. 2. Libraries should provide materials and information presenting all points of view on I v MSP Request draft The Evanston Public Library Board of Directors of Associate ask the Legal Department through the City Manager Ordnance to develop an appropriate ordnance for discussion which would establish four associate memberships to the Library Board. Passed unanimously on a voice vote. NSLS REPRESENTATIVE Mrs. Ver Steeg expressed concern to the NSLS director about the quality in production of communiques from the NSLS. She shared with the Board his reply that the persistent concern of many would be re -addressed by the NSLS staff. DEVELOP"M Mr. Lanyon reviewed the actions of the committee highlighting the public relations project and the gift brochure. He reviewed in detail the !4ittev recomendation that the project proposals for a Development Officer and a Public Relations Project be included in the per capita funded proposals. Assurance was requested that these activities be considered as new projects/activities and not based upon the current public relations project. Mr. Lanyon moved for the committee, MSP Development and The project proposals for a Development Officer and Public Relations Public Relations be included in the per capita grant to be included in per funding. capita funding Passed unanimously on a voice vote. SPECIAL FUNDING REQUESTS Mrs. Bennett moved for the Management Policy Committee, MSP Approval of Per The Evanston Public Library Board of Directors Capita,Book Sale and approve the following expenditures: 6 Shelving units Revolving Expenditures at $4,989 from Revolving Fund; 10 display racks at $4,800 from Book Sale Funds; 1 index table at $749 from Book Sale Funds; $25.000 from the per capitf grant for collection development and processing; $1,600 for compact disc collection from the per capita grant; $2.000 from per capita grant for basic education books; $1,500 from per capita grant for software library; An Apple IIC microcomputer and printer at $4,000 from Book Sale funds; $3,500 for a CC90 laser scanner for enhancement of the circulation system from per capita funds;$1,750 from per capita funds for an OCLC interface printer; $3,490 from revolving funds for physical improvements; $12,800 from per capita grant for a public relations project; and, $10,900 from per capita grant for a development officer. Passed unanimously on a roll call vote. PRESIDENT VER STBEG'S REPORT Mrs. Ver Steeg reported to the Board on her letter to Daniel Terra concerning cooperation on the museum's recent exhibit, her letter of thanks and gratitude on behalf of the Library Board to all book sale volunteers, and her letter to Shel Newberger of the Friends. She reported on her attendance at a League of Women Voters luncheon at which libraries were the topic. , VICE-PRESIDENT FIELDS' Mrs. Field did not review a financial statement sin. Rx"RT the year and report had not been concluded. Mrs. Field reported that the Friends would be featuring Margaret Truman as their speaker on May 1 and requested an opportunity to host a reception for a limited invitation list in the Library. The reception would be held in the Art Room, necessitating an early closing of that area. Ms. Fields moved, second by No. Baker, MSP Approval of EL! the Evanston Public Library Board of Directors reception in Library approve the holding of an ELF reception in the Art Room) of the library, closing the room by 0:13 P.M., and requesting permission to serve vine to a limited invitation list following the closing of the library at 9:00 P.M. Passed unanimously on a voice vote. SECRETARY'S RMRT Ms. Baker reported on her review of the Board's policy manual. The three items which required board. attention at this time were: Development Committee's letter on business gifts (in process); Hours of service (appropriate in manual?); and, volunteer luncheon. Mrs. Ver Steeg asked members of the board to consider this last item and also a fitting way to recognize the entire library staff. NEW BUSINESS Rental books at branches Mrs. Bennett asked that the question of rental books at the branches be referred to the Materials and Services Committee. Meeting with Ruman Mrs. Ver Steeg reminded the members of the board of the Services Committee meeting with the Human Services Committee to discuss the Action Plan 1985/1986. Mrs. Wright moved, second by Mr. Lanyon, MSP Request Meeting The President of the Library Board extend an with Human Services invitation to the Human Services Committee to met with the Library Board at the library to discuss matters of import to the Library Board. Passed unanimously on a voice vote. ADJOURNMENT The meeting adjourned at 9:50 P.H. EVANSTON PUBLIC LIBRARY BOARD OF DIRECTORS MEETING APRIL 15, 1986 MEMBERS PRESENT Patricia Bennett; Mary Anne Cappo; Jay Carow; Venita Fields; Richard Lanyon; Glennis Lundberg; Dorothy Ver Steeg; Elizabeth Wright MEMBERS ABSENT Jane Baker STAFF PRESENT Library Director Donald Wright; Business Manager Kim Kuttner OTHERS PRESENT League of Women Voters Observer Darlene Fisher PRESIDING Dorothy Ver Steeg, President of the Board CALL TO ORDER President Ver Steeg called the meeting to order at 7:05 P.M. MINUTES Mrs. Wright moved, second by Mrs. Lundberg, MSP Minutes of The Evanston Public Library Board of Directors March 18,1986,be approved approve the minutes for the meeting of March 18, 1986, be approved as received. Passed unanimously on a voice vote. COMMENTS FROM CITIZENS Mrs. Fisher reported that the League of Women Voters library study was in the final stages of consideration and she would share the final outcome with the members of the Board as soon as it was available. OLD BUSINESS Associates to the Board Mr. Wright was requesting a draft ordinance from the Legal Department which the Board could consider at its next meeting. COMMITTEE/REPRESENTATIVE REPORTS MANAGEMENT POLICY Mrs. Lundberg reported that the committee had not met but thanked the Board for approval of the committee's report on the use of various library funds. She asked the Board to remember for future planning the use of special funds for a National Library Week, 1987, program (and mentioned an idea for one on the American folk song) and funds for a video on the use of the library. z NSLS REPRESENTATIVE No report. The announcement of the NSLS orientation program for new library board members and library staffs was distributed. AD HOC COMMITTEE ON SPACE The President asked the Board to table this report at this tine. DEVELOPMENT Mr. Lanyon reported that no committee meeting had been held but there was progress on two items: the annual report is in the final stages of preparation and the gift brochure is at the printers. Acknowledgement will be made to Al Gelato for their National Library Week participation. MATERIALS AND SERVICES No report. PRESIDENT VER STEEG'S REPORT Mrs. Ver Steeg read a letter from Robert Olson to various persons in the city concerning the need for library space. The board members shared the following ideas as possible agenda items with the Human Services Committee: the future of library service in Evanston from the perspective of the Human Services Committee; the library's annual report; telephone survey and uses of the survey; the collection development study and its implications; Development Officer; use of per capita funds; use of Associate members; ad hoc space committee; volunteer activity and the book sale; Friends of the Library; budget process; communication in budget process; understanding of advocacy role and its responsibility. Mrs. Ver Steeg will develop an agenda and share it with the Board. VICE PRESIDENT FIELDS' REPORT Ms. Fields reviewed the twelve months expendi- ture statement indicating that the library had spent within one per cent of its budgeted funds. The statement for the first month of the fiscal year was not available until the final budget figures are prepared. Friends of the Library Ms. Fields reported on the ELF board meeting and distributed copies of their March minutes. She reminded the members of the board of the ELF program featuring Margaret Truman, on May I at the Orrington Hotel, followed by a reception in the Art Room of the Library; the Family Hight to be held on Friday, April 18th from 7:00 to 3 8:30 P.M.; and, the ELF annual meeting on June 6. She asked the board to consider permitting ELF to hold this meeting in the lobby of the library on Friday, June 6. KSP ELF Annual fleeting in Library. June 6 The Evanston Public Library Board of Directors permit the Evanston Library Friends to hold their annual meeting in the lobby of the Library on Friday, June 6, 1986. Passed unanimously on a voice vote. LIBRARY DIRECTOR'S REPORT Mr. Wright reviewed the library activities report for April, 1986. He reported that the library tours for National Library Week had not been overly subscribed, but those touring had been very interested and asked many ques- tions. MSP bank Resolutions Mr. Wright asked the board to pass resolutions which would change one Memorial Gift Check signator from Trarie Kottkamp to Barbara Kriigel and a resolution endorsing the investment of the per capita funds. Mrs. Wright moved, second by Mr. Carow, RESOLVED, that either Donald E. Wright, Library Director, OR, Betty Jane Jahnke, Assistant Library Director, ACTING JOINTLY with either Jane Greenfield OR Barbara Kriigel may sign checks and orders for the payment of money withdrawing funds from the Evanston Public Library Memorial Gift Fund account number 10-225--296-6. FURTHER RESOLVED, that any one of the following, Donald E. Wright, Library Director, OR, Kim Kuttner, Library Business Manager, may sign checks and orders for the payment of moneyin connection with the purchase of TD15747. Passed unanimously on a voice vote. South Branch application for Library of America Mr. Wright, on behalf of the South Branch librarian and volunteers, asked the board to consider an expenditure of five hundred dollars from the South Branch book sale funds for a matching grant from the Mellon Foundation for the Library of America series. This new series of American writings is being made available to small libraries and branch 4 libraries with a grant from the Foundation. Mrs. Lundberg moved, second by Mrs. Wright, MSP Approval of funds for Library of America The Evanston Public Library Board of Directors endorses and supports the South Branch request for a library of America grant, and approves an expenditure of five hundred dollars from the South Branch Book Sale funds to provide the matching funds. Passed unanimously on a roll call vote. NEW BUSINESS Election of Nominating Mrs. Ver Steeg reviewed the board's bylaws Committee for the election of a nominating committee and called for nominations. Mrs. Lundberg nominated Beth Wright; Mrs. Wright nominated Mary Anne Cappo; Mr. Carow nominated Ms. Fields. Mrs. Wright moved, MSP Election of Nominating The nominations for a Nominating Committee Committee for Board Officers be closed and a unanimous ballot cast for those nominated. Passed unanimously on a voice vote. Mrs. Ver Steeg reminded the committee that its recommendations for board officers are to be presented at the May meeting of the Board. EXECUTIVE SESSION Mrs. Ver Steeg asked the Board to convene into an Executive Session for review of some personnel items. The Board so convened at 8:05 P.M. and reconvened into its regular board session at 8:20 P.M. Mrs. Ver Steeg asked the Board if they would consider the Ad Hoc Committee on space report since the hour was not late. AD HOC COMMITTEE ON SPACE Mr. Carow reviewdd the committee meetings of this newly appointed committee. He reported that the committee had initiated its discus- sions on the question of use of the basement parking area and its effect on library service. From this question came others related to the extension of this building to the east. There was considerable discussion on the process to be followed in pursuing the development of these ideas. Concern was expressed about a feasibility study, its cost and the source of funds. It was suggested that the Board • 5 ask the City Manager to meet with it to review the board's planning process and questions. Mrs. Wright moved, second by Mrs. Lundberg, MSP Comittee of the Whole The Evanston Public Library Board of on space questions Directors meet as a committee of the whole with the City Manager to review questions on the space problems. Passed unanimously on a voice vote. Charge for committee Mr. Carow moved for the committee that the name and charge be as follows: MSP Co=sittee Charge Comittee on Space Planning and Physical Facilities The Space Planning and Physical Facilities Comittee shall consist of three or sore Directors. Its duties shall be to conduct studies and make recommendations to the Board regarding the adequacy of space and physical facilities for the conduct of library services and programs. The committee shall be informed of the state- of-the-art in library physical facilities, shall work with the library staff and other committees in planning adequate physical facilities and shall recommend a library space and physical plan projecting library physical facilities needs and their costs from the present to twenty years into the future. Passed unanimously on a voice vote. MSP Status of Committee Mr. Carow moved for the committee, The Committee on Space Planning and Physical Facilities become a standing committee of the Board. Passed unanimously on a voice vote. The bylaws change to effect the above action will be prepared for board action at its next meeting. ADJOURNMENT The meeting adjourned at 9:15 P.M. EVANSTON PUBLIC LIBRARY SPECIAL BOARD OF DIRECTORS MEETING May 15, 1986 MEMBERS PRESENT Jane Baker, Patricia Bennett, Mary Anne Cappo, Venita Fields, Richard Lanyon, Glennis Lundberg, Dorothy Ver Steeg, Elizabeth Wright MEMBERS ABSENT Jay Carow STAFF PRESENT Library Director Donald Wright OTHERS PRESENT City Manager Joel Asprooth PRESIDING Dorothy Ver Steeg, President of the Library Board CALL TO ORDER President Ver Steeg called the meeting to order at 7:35 P.M. and thanked the City Manager for attending this special session. Mrs. Ver Steeg indicated that the Library Board was working on the items in its action plan, one of which called for a report to the Council through the Human Services Committee on the Board's efforts to secure non- public funding for the Library's building. The Board is seeking ways to increase the recognition that this responsibility muss t be broadly shared. The Board's recently appointed a Space Planning and Physical Facilities Committee and this Committee has raised some questions on which the full Board seeks the manager's counsel. COMMITTEE REPORT Richard Lanyon, reporting for Committee Chair Jay Carow, reviewed the work of the Board and of the Committee. He raised questions on behalf of the Committee but emphasizing the Board's policy that only a new structure would result in a totally efficient, effective library and achieve the building program statement. DISCUSSION In a discussion with the City Manager, the following topics were reviewed: a means for making more visible the shared responsibility between the Library and the City Council; the possibilities and funding of a feasibility study to determine the effectiveness of a phased approach in building on the present site; availability of other sites in the community; architectural competitions. ADJOURNMENT The meeting adjourned at 8:45 P.M. EVANSTON PUBLIC LIBRARY Board of Directors Fleeting May 20, 1986; 7:00 P.M. Library Staff Room MOWERS PRESENT Patricia Bennett, Mary Anne Cappo, Jay Carow, Venita Fields, Richard canyon, Glennis Lundberg, Dorothy vex Steeg, Elizabeth Wright K8MBERS ABSENT Jane Baker STAFF PRESENT Library Staff Members Denia Hester, B.J. Jahnke, Trudy Jones, Kim Kuttner, Sally Schwarzlose, Marcie Weiss, Donald Wright OTHERS PRESENT League of Women Voters Observer Darlene Fisher PRESIDING Dorothy Ver Steeg, President of the Board CALL TO ORDER President Ver Steeg called the meeting to order at 7:00 P.M. MINUTES Mrs. Wright moved, Mr. Carow seconded, MSP Minutes of The Evanston Public Library Board of Directors April 15, 1986 approve the minutes for the meeting of April 15, 1986, be approved as received. Passed unanimously on a voice vote. MINUTES MSP Minutes of Mrs. Wright moved, second by Mrs. Lundberg, May lb, 1986 The Evanston Public Library Board of Directors approved the minutes for the special Board meeting of May 16, 1986, as received. Passed unanimously on a voice vote. COMMENTS FROM Mrs. Fisher reported that the final report on the CITIZENS library study by the League of Women Voters should be available by the June Board meeting. SERVICES TO Mrs. Ver Steeq welcomed representatives of the CHILDREN Children's Department to the Board meeting. Mrs. Jahnke introduced the Children's staff and placed Children's Services in relationship to the Main Library and the branches, pointing out that several activities (such as book selection and budgeting) for Children's Services is done from the Main Library. Mrs. Jones introduced the staff, who presented a fine report on various aspects of Children's Services - non -print services, outreach services to various groups and organizations, special materials for children and their parents, and special resources developed by the Children's Staff. At the conclusion of the the presentation, the wembers of the Board unanimously thanked the Children's Department for a splendid informational program. OLD BUSINESS Associates to Mr. Wright reported that he had seen the first the Board draft of an ordinance that would enable the Library Board to appoint associates to the Board and a final draft would be available for Board consideration at its June meeting. Agenda - Human Mrs. Ver Steeg reviewed with the members of the Services Committee Board a draft of an agenda for the meeting to be held with the Human Services Committee in June. Members of the Board were pleased with the draft and each accepted their assignment. Bylaws Change Mrs. Ver Steeg reviewed with the Board the bylaws chance which had been proposed at the April meeting of the Library Board. There was consid- erable discussion concerning the last sentence of the charge to the new standing committee. Mrs. Lundberg moved, second by Mrs. Wright, MSP Amendment The bylaws change as proposed at the April meeting of the Library Board be forwarded for Board approval as edited at the May, 1986 Board meeting. Passed unanimously on a voice vote. COMMITTEE/ REPRESENTATIVE REPORTS North Suburban Mrs. Bennett agreed to be the NSLS representative Library System for the coming year, recognizing that she would Representative be unable to attend many of the meetings and would not be a candidate for the NSLS Board. Space and There was considerable discussion concerning the Physical the meeting with the City manager. it was Facilities agreed that the sequence of the Action Plan would be observed and the next priority would be the letter to the Human Services Committee for the Council relating to the Library Board's ef- forts at non-public funding of the building. The Committee was asked to develop a more spe- cific action plan of its own regarding a phased construction of a new building on this site. At that point the Board will consider its next strategy. Development Mr. Lanyon distributed copies of the new flyer on gift giving to the Library. The members of the Board received it with appreciation and a great deal of pleasure at the design. He also reported on behalf of the Committee that the annual report had been completed and distributed. Comments re- ceived were favorable, although there was concern expressed that material from the Library should have a more vivid or upbeat appearance. Materials i Mrs. Wright called the attention of the Board to Services the memorandum to the Committee and asked for Committee consideration of the items by the Committee as a whole. Mr. Wright reviewed the discussion of the staff recommendation for new plastic bags to be sold at various Library desks. The bags are fi- nanced through the Memorial Gift Fund and sold at a slight profit. Mr. Lanyon moved, Mrs. Bennett seconded, MSP approval Staff be authorized to purchase 10,000 bags, of plastic bags not to exceed $2,100, from the Memorial Gift Gift Revolving Fund. Passed unanimously on a role call vote. It was recommended that the art work from the gift brochure be used in the design of the new plastic bags. Mr. 'Wright reviewed the recommendation from the staff that the present form of the new titles list be discontinued and in its place a current acquisition list be prepared. The proposed list would be a list of all acquisitions by the Li- brary prepared on a biweekly basis from our national data base. The preparation of the present weekly list is expensive but, more important, new acquisitions are delayed because of the listing and display of new titles. There was consensus of the Board that the current weekly list be discontinued and that new current acquisitions lists be prepared. The Board authorized in April a $25,noO expendi- ture from Per Capita funds for collection de- velopment, with the provision that the library Director review with the Board the proposed areas of purchase. Mr. Wright recommended initial funds be used in two top priority adult non- fiction areas as described in our collection development study: (1) to replace worn titles in current demand, and, (2) engineering/technology. There was consensus of the Board that the Per Capita Funds for collection development be used in those subject areas. Nominating Mrs. Cappo reported for the members of the Comittee Nominating Committee the following nominations for Board officers: for President, Glennis Lundberg for Vice -President, Mary Anne Cappo; for Secretary, Jay Carow. Mrs, Ver Steeg reminded the Board that the Nominating Commit- tee's report, according to Board bylaws, was presented at the May meeting and the election of officers would take place at the June meeting of the Board. Management Mrs. Lundberg reviewed the Action Plan 1985-86 Policy and commended the Board and staff for the com- pletion of the majority of items in the action plan. A full preport will be presented to the Board at its June meeting. PRESIDENT'S Mrs. Ver Steeg reported to the Board that Beth REPORT Wright had resigned from the Board effective June 1, 1986, and that this would be her last meeting as a member of the Board. There was unanimous acclaim of the yeoman service which Mrs_ Wright had given to the Library Board, and regrets that she would not be con- tinuing as a member of the Board. Mrs. Ver Steeg announced that the book sale the past weekend, continuing to be supervised by Beth Wright, had realized over $5,300 in sales! Mrs. Ver Steeg also reporter] upon the Friends of the Library program featuring Margaret Truman; her meeting with the education director of the Terra Museum relating to educational programs and libary resources; and correspondence with several persons who are prospective donors to the Library. VICE-PRESIDENT'S Mrs. Fields reviewed the financial statement for REPORT the two months ending April 30th. She, Mr. Wright and Miss xuttner answered questions relating to the various accounts. Mrs. fields reported on the activities of the Friends, the forthcoming 'Book- mark• which will feature library space problems, and the annual meeting of the Friends on the first Friday of June in the Library lobby. LIBRARY DIRECTOR'S Mr. Wright reviewed the Activities for April REPORT 1986. He also reported upon developments in the Interconnect project, a project by which easier access to the various data bases in the North Suburban Library System will be realized. He indicated to the Board that, once a specific Interconnect proposal has been developed, the Evanston Public Library will need to reconsider its current policy whereby libraries and other data bases cannot place holds directly into our data base. This pro - provision will most likely be a requirement in any Interconnect project. Mr. Wright also reviewed the following items: the comments on the Library Week tours of the Library; the article relating to the financial prob- lems of the public library in Springfield, Illinois; the visit of the staff of the Fort Wayne Public Library to Evanston; the various building repairs which are in the process of being reviewed with the City manager; the request of the aldermen from the 5th and 7th wards to use the North Branch Library for a Board meeting on June 12th. Mr. Wright asked the Board for consideration of the Illinois State Library annual report form which had been included in the Board packet. MSP Receipt Following questions, Aar. Lanyon moved, of ISL Annual Mrs. Bennett seconded, Report The Illinois State Library annual report form as received be forwarded to the Illinois State Library. Passed unanimously on a voice vote. ADJOURNMENT The meeting adjourned at 9:40 P.M. Board of Directors Meeting June 17, 1986; 7:00 P.M. Library Staff Room MEMBERS PRESENT Patricia Bennett, Mary Anne Cappo, Jay Carow, Venita Fields, Richard Lanyon, Glennis Lundberg, Dorothy Ver Steeg MEMBERS ABSENT .lane Baker STAFF PRESENT Library Director Donald Wright; Library Business Manaqer Kim Kuttner OTHERS PRESENT League of Women Voters Observer Darlene Fisher PRESIDING Dorothy Ver Steeq, President of the Board CALL TO ORDER President 'IF-r Steoy called the meeting to order at 7.05 P.`— MINUTES Mrs. Lundb�,rci roved, socond by Mr'.;. Cappo, MSP Approval of The minutes for they meeting of May 20, 1986 Minutes, May 20 be approved as received. Passed unanimously on a voice vote. COMMENTS FROM Mrs. Fisher distributed a report, "Consensus CITIZENS Statement on Evanston Library Study", which had been approved by the League of Women Voters. She discussed the report and the Board thanked her for her diligence in reporting during the pas« , '. was _nc:icatec3 that ..he report represented an "interin" report and that the Library would be continued as a study item. The statement as distributed, however, did represent an official League statement. OLD BUSINESS Associates to Mr. Wright reported that this item will be on the Board the Human Services Agenda and will then be introduced into the Council. Meeting with the The date for the meeting with the Human Services Human Services Committee has not been set. Committee Bylaws Mrs. Ver Steeq asked for consideration of the proposed change in the bylaws; the change creates a new standing committee to be concerned with library space needs. Mrs. Lundberg moved, second by Ms. Fields, MSP Bylaws The bylaws of the Fvanston Public Library Change Board of Directors be changed to include the following, Article IV, Section S: Space Planning and Physical Facilities committee. The Space Planning and Physical Facilities Committee shall consist of three or more Directors. Its duties shall be to conduct studies and make recommendations to the Board regarding the adequacy of space and physical facilities for the conduct of library services and programs. Passed unanimously on a voice vote. Election of Mrs. Ver Steea reviewed the bylaws procedure Officers for election of officers and the report of the Nominating Committee. ,'here being no nomina- tions from the floor, Mr. Lanyon moved, second b,. M's. Fiel cis, MSP Election of The members of the Board cast a unanimous Officers, ballot for the election of Glennis Lundberg, 1986/1987 President; Mary Anne Cappo, Vice President; and ,Jay Carow, Secretary. Passed unanimously on a voice vote. PRESIDENT'S REPORT Mrs. Ver Steep asked to present her report at this point in the agenda. She thanked the members of the Board for *_hair unstintina work during the past year and offered continued assistance as a "most interested citizen." Letter to Council Mrs. Ver Steea distributed conies of the letter to the Cite Council which had been approved by the members of the Board and asked each member to sign a copy. She requested permission from the Board to forward a copy to the Evanston Review. (Copy attached to the minutes) -2- COMMITTEE/ REPRF.SFNTATIVE REPORTS Space Planning and Mr. Carow provided a summary of his com- Phvsical Facilities mittee's work and expressed appreciation that the committee would become a standing committee of the Board. He reaffirmed the Board's agreement that on]y a now building would achieve all thO goals in the Library's building program statement, but the Board would continue to investigate a phased approach to the construction of a new edifice on the present site, and also the use of any other buildings which met the Board's criteria. At the request of President Ver Steeg, the Board was asked to agree upon the above as a statement of principle. Mrs. Bennett moved, second by Mrs. Lundberg, MSP Statement of The Evanston Public Library Board of Principle on Directors agrees in principle that the Building primary solution to the Library's space problems is through a new Library building. The Board will, however, continue to pursue other means to attain a solution to the Library's space problems, including a phased approach to a building on the present Library site and a consideration of any current building which would become available in downtown Evanston. Passed unanimously on a voice vote. Materials and No report. Services Management Policy Mrs. Lundberg distributed a year-end report on the Action Plan 1985/1986. (Attached) NSLS Report No report. VICE PRESIDENT'S Ms. Fields reviewed the Financial Statement for REPORT three months ending May 31, 986. Ms. Fields reported upon the successful annual meeting of the Evanston Library Friends. The new officers are Shel Newberger, President; Dorothy Ver Steeg, Vice President; and Margo and Paul Brown, Co -Treasurers. Jean Goessling will continue as Secretarv. -3- RECOGNITION OF OUTGOING BOARD MEMBERS Mrs. Lundberg moved the following resolutions, each seconded by several members of the Board: MSP Tribute to To Dorothy Ver Steeg, the Evanston Public Dorothy Ver Steeg Library Board of Directors expresses its deepest appreciation for servick, to the community and Library, through her distinguished membership and leadership on the Library Board. Mrs. Ver Steeg was appointed to the Library Board in 1980 and brought to this a commitment to the very highest caliber of library service and her special vifts in communication. Mrs. Ver Steeg has served on all Board committees, has chaired its Development and Materials and Services Policy Committees; she has served with distinction as Vice President and as President. Mrs. Ver Steeg served as the first Library Board liaison to the Evanston Library Friends and has helped ' o shape that new advocacy group. Mrs. Ver Steeg has become the conscience of the Library Board --and possibly the community --in her elevation of the Library's critical space problems to a community -wide, shared concern. Mrs. Ver Steeg's outstanding stewardship on the Board provides a high benchmark by which community service can be measured and is a testimony to quality advocacy and dynamic action. Passed unanimously, Evanston Public Library Board of Directors, June 17, 1986. -4- MSP Tribute to To Venita Fields, the Evanston Public Library Venita Fields Board of Directors expresses its deepest appreciation for service to the community and Library through her stewardship on the Library Board of Directors. Ms. Fields was appointod to the. T,ibrary Board in 1980 and brought a youthful dynamism to her advocacy of the Librarv. Pier service to the Library, however, began when her sororit-• provided volunteer service to the Library's West Branch and to various Library programs. She has served on each of the Board's committees, chairing the Finance and the Development Committees. Ms. Fields has served as 5ecretary to the Board, as its Vice President, and as the liaison to the Evanston Library Friends. Her creativity, combined with her knowledge of special resources, provided the Library with out- standing programs for Black history Month --a series curtailed when Library meeting room facilities were no longer available. Ms. Fields' keen fiscal responsibility, her business acumen, and her commitment to the role of a citizen advocate have made her a dynamic, vital member of the library Board. Passed unanimously, Evanston Public Library Board of Directors, June 17, 1986 -5- MSP Tribute to To Elizabeth "Beth" Wright, the Evanston Elizabeth Wright Public Library Board of Directors expresses its deepest appreciation for services to the community and to i,ibrary users through distinguished service on the Library Board. Serving on the Board of cir,�ctors since 1978, Mrs. Wright has provided leadership on each of the Board's committees and as Secretary to the Board. Her keen insight into community groups and the political structure, her ability to stimulate action by others on behalf of the Library, and her special gift in providing congenial occasions for a variety of important Library functions have each played a part in Mrs. Wright's contribution to the Library and to her distinguished service. Her assumption of responsibility for the Library volunteer Book Sales brought new vigor to this vital volunteer activity and provided new incentives for volunteer effort. Mrs. Wright's service as a member of the Board of Directors, EAanston Public Library, establishes a high standard of community leadership. Passed unanimously, Evanston Public Library Board of Directors, June 17, 1986 Mrs. Lundberg displayed special books inscribed to each retiring member in recognition of their service on the Board. Mrs. Ver Steeg reported receipt of a copy of a letter from Board Member Patricia Bennett to Mayor Barr, resigning from the Library Board. The Board joined in expressions of sorrow at losing a good Board member, but appreciating the reasons necessitating the resignation. -6- Board Nominees Mrs. Ver Steeg announced the nomination of Doris Wolin and Susan Grossman to the Library Board. LIBRARY DIRECTOR'S Mr. Wright reviewed the Library Activities REPORT report for May, and the three-month statistical report. North Branch He reported upon the need for action to Lease continue the North Branch lease. Tt was agreed by consensus that the Business Manager should work with the City Legal Department in an extension of the North Branch lease, continuing the provisos of an appropriate increase with lessee responsible for payment of all taxes. Library Visitors Mr. Wright reported on the visit to the Library of library staff from the Ft. Wayne and Allen Ccunty Libraries, the Palatine Public Library, and the Lombard Public Library. Homeless Mr. Wright reported upon a preliminary meeting_ on problems created by the homeless with representatives of the Police Department, Crisis Intervention, and the Legal Department. A series of staff workshops will be developed and a review of Library rules and regulations will be made. OTHER BUSINESS Chesman Lee The Board considered the request from Chesman Request Lee to meet with the Library Board. Mr_ Carow will review all the material submitted by Mr. Lee and the Executive Committee will discuss a meeting with him. ADJOURNMENT The meeting adjourned at 9:00 P.M. -7- ,:-1 r�C 1�0 TO C, c�1� C��" ^ \prr `�5 r41 ��C• �� Q`�,� eT+ `1tti IN CPr`C.i�`6 �,S�J�`�``�` ACC, CSC �C5 f��. C C\\e e� [� i` C *��� T1C CC • `�t� �.ta �a �,�ti2 Report to the City Council from The Board of Directors of the Evanston Public Library 17 June 1986 This report to the City Council of Evanston, transmitted via the courtesy of the Human Services Committee of the Council, is an account of the Library Board's efforts to seek private funding for a new main public library. it responds to that section of Resolution 18-R-85, passed unanimously by the City Council on 25 March 1985, recognizing the space problem of the main library and authorizing the Library Board's search for private funding for a new building. During the past fourteen months, from March 1985 to May 1986, members of the Library Board and the Library Director have met with twelve different people who live in Evanston, have lived in Evanston, or have close associations with our community. They are people who would be able to fund all or a significant part of a new structure. A special packet of information was developed that presented a complete and convincing picture of the critical problems before the library user and the Library Board. In our presentations, we have been assisted by professionals in the field of fund raising and development who reside in Evanston and who have given generously of their time and talents. Our efforts have been unavailing. The responses have sounded these common themes: (1) A public library is a municipal service; hence, it should be funded with public funds. (2) The library is still operating, in spite of the serious limitations of space, and is not in a true "crisis" situation. (3) Any major donor must be prepared to fund an entire new structure, should other funding appeals fail. A degree of disbelief was expressed by all persons interviewed that funding of a municipal service, a role properly belonging to the City, should be relegated to the Library Board. We have come a long way from the days of Andrew Carnegie. However, all people interviewed expressed moral support, sympathy, and understanding. Report to the City Council 17 June 1986 Page Two Because of the Board's lack of success in this undertaking, we must now report to the City Council that the problem of resolving the Library's space crisis will not occur with private funding. Recognizing that the Council's role is to assume responsibility for the full range of municipal services, including the critical need of providing for all residents of our community quality library services and programs, we ask that the Council place this need high on its list of priorities. We cannot forget that libraries provide essential tools for everyday living. So that the Council may see the degree to which Evanston's library, once a pioneer in library service, has fallen behind neighboring libraries of comparable size, statistics from the Illinois Libraries, Volume 68, Number 3, for 1984-85, the latest year for which comparable figures are available, are appended to this report. The figures show that our library has dropped ominously below what is acceptable for a community of the size and nature of Evanston. For more than a decade, the Library Board, Director, and staff have confronted the worsening problem of insufficient and inflexible space. Our solutions have been at best pragmatic responses to serve immediate needs while sacrificing programs considered to be less vital. There have been very limited and insufficient opportunities to continue to respond to the need for ever-expanding library services sought by library patrons within the present building. The effort has exhausted the ingenuity and spirit of staff and Board alike, while the nature and depth of our concern have raised troubling issues and uncertainties about our library system. it is for these reasons as well as the singular function of the public library that we urge the Council to place the need for new library space on its agenda for the current year and to work cooperatively with the Library Board, the Library Director, staff, the Friends of the Evanston Public Library, and all members of our community in setting out a plan of action and implementation of that plan. A world -class community with a first-rate library staff now has a second-rate library facility. The problem will not go away. In 1973, Skokie, with a ten -year - old library and facing the same space problems as Evanston, Report to the City Council 17 June 1986 Page Three elected to triple the size of its award -winning library. The longer Evanston waits, the more expensive the solution will be. The moment for action to remedy this predicament has come. Respectfully submitted, 7 't/ e Baker Patricia Bennett 5Jay y An a Cappo C ow Venita Fiel s f Richard La y¢n Glennis Lundberg Elizdbeth Wright 4 ev 4DOothy VerJSteeg, Presi5*nt CC: The Honorable Joan Barr Attachments Office of the Mayor Joel, Asprooth City Manager Donald E. Wright Library Director Evanston Public Library ACTION PLAN, 1995/1986 YEAR-END REPORT GOAL #1 -- LIBRARY RESOURCES To provide the public its most needed and wanted library materials and services -- both print and non -print. Achieved IA. Staff and Board (Materials and Services Policy Committee) review data from collection development study. (October) Data was collected and reviewed. The process and the product were more than envisioned. The adult non-fiction collection has been studied, strengths and weaknesses identified, and first - purchasing areas determined for collection development. In Progress 1B. Staff prepare for Board consideration (through Materials and Services Policy Committee) a collection development/management policy. (April) A policy was approved by Board. Staff is in the process of developing a very detailed acquisi- tion program for the adult non-fiction collec- tion. This should be completed in the fall, 1986. Not Achieved 1C. develop a five-year plan for specific collection development. (April). This objective was unattainable, qiven the information we learned in our study. This will remain a long-range goal. GOAL 42 -- PHYSICAL RESOURCES To provide physical facilities which adequately serve the public's library needs now and in the future (including the necessary space for public use, storing and displaying the collections, and staff support). Not Achieved 2A. Develop five- and ten-year statements describing the Library if no space relief is found. (March) This objective was not taddress{•d, given other priorities. Achieved 2B. Establish a schedule of at least monthly contacts with persons potentially able to assist in the building venture. (Ongoing) This was accomplished by the President of the Library Board and the Library Director. Achieved 2C. Develop by May, 1986 a definitive statement on non -tax funding of a building. Approved by the Board in .Tune, 1986, to be transmitted by June 15, 1986. Achieved 2D. Meet with Human Services Committee to discuss funding statement. (June) Agenda has been set; awaiting (6/9/86) a spe- cific date from the Human Services Committee. GOAL #3 -- PUBLIC INFORMATION Achieved 3A. To study the findings of the community survey. (November) The survev was studied. Findings have been used in various publications and to support Board statements. A list of public relations implications developed from the study was referred to the Development Committee and will be a principal part of the Public Relations II Project. Achieved 3B. To assess the public relations activities conducted between September 1 and November 30 to determine next steps in promotion/publicity. This was reviewed by the Development Committee and the Board and a new public relations pro- ject, building upon the first, was approved. GOAL #4 -- FINANCIAL RESOURCES Not Achieved 4A. To relate results of the community survey to allocation of financial resources -- more money will be allocated to expressed priorities of the citizens of Evanston. This was not accomplished. A question has been raised about the feasibility of such action, given the relatively limited funds available for non -operating activities. Perhaps the Executive Com- mittee of the Board should study this objective. Achieved 4S. To develop a list of grants and foundations that have provided monies to libraries in the past and begin a systematic approach to con- tact them to determine interest in the EPL. A list of donors/foundations in Illinois giving in library -related areas has been produced. This will be used in this Development Office project. Not Achieved 4C. To prioritize major areas of expenditure for the next i.'e }ears, i.e., analyze costs incurred in the past, project future expenses and determine in which order the projects can be accomplished, based on expected resources available to the library. This objective will encompass all the different collections -- print and non -print► branch libraries, bookmobile, and services offered to the community. This was not accomplished. Not Achieved 4D. To meet the Human Services Committee at the library to discuss the list of priorities and the basis for establishing the list. This was not accomplished. GOAL #5 -- BOARD ORGANIZATION Not Achieved 5A. To establish an ad hoc committee to study the organization of the Board. (December) This was not addressed. Achieved 5B. To determine the most effective way, if any, to use Associates to the Library Board. (December) The Board approved the concept of Associates and this will be introduced into the Council. Attachment A Comparisons of Evanston Public Library with Neighboring Libraries of Equivalent Size Popula- Hours Transac- Volumes Volumes Assessed Expendi- Square Feet Sq. Feet Year of tion Open tiona per Added per Held per Valuation tures per for Public per latest per Capita Capita Capita per Capita Capita Service Capita Library Week Const rtm t i -ii Arling gin 66,116 78 17.7 .49 5.2 9,172 $46.30 68,000 1.02 1978 HetE'IIts Eli -fit 75.136 68 5.8 .13 2.9 6,792 $18.22 78,140 1.03 19bs Ev:jn:ton 73,706 69 10.2 .28 4.6 7.143 $24.00 37,310 .50 1961 Sk4 h— 60,278 72 10.0 .27 5.7 11,266 $34.28 100,800 1.67 1972 Wntiki-t-.An 67,653 68 7.6 .36 4.0 5,987 $21.51 65,000 .98 1966 ANE:RACE 71 10.2 .30 4.5 8,072 $28.66 69,850 1.04 Attachment 8 Comparisons of Evanston Public Library with Neighboring Libraries Popula-- Hours Transac- Volumes Volumes Assessed Expenditures tion Open per tions per Added per Hold per Valuation per Capita Week Capita Capita Capita per Capita ArlInyton 66,116 78 17.7 .49 5.2 $9,172 $46.30 Heights Evangron 73.706 69 10.2 .26 4.6 $7.143 $24.06 Gtonvlpw 33,131 71 10.7 .28 4.1 $10,308 $22.79 Mort-o Grove 23,747 69 9.9 .27 4.7 $10,000 $40.85 Northbrook 33.206 65 12.8 .52 5.2 $15,430 $44.44 Skokie 60,278 72 10.0 .27 5.7 $11,266 $34.28 W11"Otte 28,229 71 17.1 .42 6.3 $12■708 $41.08 Winn"tka 17,661 68 11.9 .57 5.8 $14,435 $36.16 AVERAGE 70 12.5 .38 5.2 $11,307 $36.23 EVANSTON PUBLIC LIBRARY Board of Directors Meeting July 15, 1986; 7:00 P.M. Library Staff Room MEMBERS PRESENT Jane Baker, Mary Anne Cappo, Jay Carow, Richard Lanyon, Glennis Lundberg, Doris Wolin, Board Nominee Walter Clements MEMBERS ABSENT Susan Grossman STAFF PRESENT Library Director Donald Wright; Library Business Manager Kim Kuttner OTHERS PRESENT League of Women Voters Observer Darlene Fisher; Chesman Lee PRESIDING Glennis Lundberg, President of the Board CALL TO ORDER President Lundberg called the meeting to order at 7:10 P.M. She welcomed new Board member Doris Wolin and Board nominee Walter Clements; Susan Grossman, another new Board member, was out of town. Mrs. Lundberg indicated that the final Board appointment was anticipated in two weeks. At that point, the Executive Committee will hold an orientation program for the new members. MINUTES Jane Baker moved, second by Richard Lanyon, MSP Approval of The minutes for the meeting of June 17, 1986 Minutes, June 17 be approved as received. Passed unanimously on a voice vote. COMMENTS FROM Chesman Lee addressed the Board on ideas for an CITIZENS extension of the stack area of the Library to the east, a proposal which he believes would double stack space, enable re -use of the auditorium, and provide handicapped access. OLD BUSINESS Board Associates This proposed ordinance will be considered by the Human Services Committee, following its meeting with the Library Board. Human Services No date has been set for the meeting with the Committee Human Services Committee. COMMITTEE/ REPRESENTATIVE REPORTS Development No report. Materials and No report. Services Management Policy No report. NSLS No report. Representative Space Planning Mr. Carow reported on his committee's discus - and Physical sion of a feasibility study. The Committee Facilities will bring a firm proposal to the Board's August meeting and this proposal could take one of two directions: (a) a feasibility study providing a general schematic report for a two -phased approach to a new building; or, (b) an architectural competition which would result in a full design and layout, plus providing considerable local interest. PRESIDENT'S REPORT Committee Mrs. Lundberg reviewed her committee appoint - Appointments ments and will matte final decisions as soon as the Board appointments have been completed. Action Plan, A first draft of the 1986/1987 Action Plan 1986/1997 was discussed by the Board. Individual members and committees were asked to review and provide recommendations for the August Board meeting. VICE-PRESIDENT'S Mrs. Cappo reviewed the financial statement for REPORT four months ending June 30th. There was no Board meeting of the Library Friends in Jane or July. LIBRARY DIRECTOR'S REPORT Library Activities, Mr. Wri*ht reviewed the June Activities Report. June A question was raised on the distribution and public relations use of this report. -2- Wilmette Policy on Mr. Wright discussed the recent policy of the Reciprocal Wilmette Library Board restricting reciprocal Borrowing borrowing use at that library to three books. A few complaints had been received by Evanston staff and more complaints from Evanston residents had been made to the North Suburban Library System staff. The Wilmette information implied that the action was NSLS action, but it is a Wilmette -generated policy. Mr. Wright re- ported that in May, 1986, Evanston residents borrowed 4,277 items from Wilmette; Wilmette users borrowed 667 items in May. It was this type of imbalance which forced Evanston to restrict Chicago borrowers several years ago. MSP North Branch Mr. Wright asked Board approval for Equipment expenditures not to exceed $775 for finishing the office/work rooms at Nortb Branch. The funds to be used are from those donations to Virginia McCarthy for her book reviews. Mr. Lanyon moved, second by Mary Anne Cappo, The Evanston Public Library Board of Directors approves an expenditure not to exceed $775 from North Branch funds for office improvements -- formica counters, book cases, pedestals, and blinds. Passed unanimously on a roll call vote. Library Mr. Wright reviewed the informal policy of new Programming library programming, instituted when the auditorium use was changed. Space, increased library use, and staffing militated against new activities. The consensus was to maintain this practice. NEW BUSINESS New Title To a question as to when the New Titles format Format would be changed to "Current Acquisitions", Mr. Wright reported the change would be made in early August. Volunteer Mrs. Lundberg reported on a request from an Report organization to provide volunteer help for a special project. She and Mr. Wright will develop possibilities and talk to the group. -3- Cedar Rapids Mrs. Lundberg distributed information gathered on her trip to the Cedar Rapids Public Library and discussed its innovative funding. ADJOURNMENT The meeting adjourned at 9:05 P.M. -4- EVANSTON PUBLIC LIBRARY Board of Directors Meeting August 19, 1986; 7:00 P.M. Library Staff Room MEMBERS PRESENT Jane Baker, Mary Anne Cappo, Walter Clements, Susan Grossman, Cheryl Judice, Richard Lanyon, Glennis Lundberg MEMBERS ABSENT Jay Carow, Doris Wolin STAFF PRESENT Library Director Donald Wright; Business Manager Kim Kuttner OTHERS PRESENT Sheila Richard, News/Voice Reporter PRESIDING Glennis Lundberg, President of the Board CALL TO ORDER President Lundberg called the meeting to order at 7:05 P.M. and introduced the new members of the Library Board. She thanked the new members for participating in an orientation program on Saturday morning, August 16. MINUTES Jane Baker moved, second by Walter Clements, MSP Approval of The minutes for the meeting of July 15, 1986 Minutes, July 15 be approved as received. Passed unanimously on a voice vote. COMMENTS FROM Mrs. Lundberg asked Ms. Richard to talk briefly CITIZENS about the new local newspaper which would be published for the first time on the following day. OLD BUSINESS Associates No report. Meeting with Mrs. Lundberg reported on the meetir..: with the Human Services Human Services Committee and the Board reviewed the minutes of that meeting. Appreciation was expressed to that Council Committee for their support. The Board also recognized the Committee chairman's priorities. Action Plan, Tabled until the report of the Development 1986/1987 Committee is received. COMMITTEE/ REPRESENTATIVE REPORTS Materials and No report, Services Management Policy No report. NSLS No report. Representative Space Planning This committee will meet at 7:30 P.M. on and Physical September 2 in the Library Director's office. Facilities Development Mr. Lanyon reviewed the revised Action Plan objectives relating to his committee. The first draft of the Action Plan, 1986/1987 was dis- tributed at the July Board meeting. The recommended revisions in the first draft were reviewed by Mr. Lanyon and Mrs. Lundberg, and discussion followed. Richard Lanyon moved, second by .lane Baker, MSP Action Plan The Action Plan, 1986/1987 (copy attached) 1986/1987 be approved by the Library Board of Directors. Passed unanimously on a voice vote. PRESIDENT'S Mrs. Lundberg discussed the essay by Librarian REPORT of Congress Boorstein and recommended its reading. She reviewed a letter concerning the involvement of Library Board members in book sales and the time involved in Board matters. She reported on a meeting of the Executive Committee and recommended, because of the b,.:d4et cycle and various deadlines, that the date of the September Board meeting be changed to the second Tuesday of the month. Richard Lanyon moved, second by Walter Clements, MSP September The regular meeting of the Evanston Public Board Meeting To Library Board of Directors in September will Be September 9 be changed from the third Tuesday (September 16) to the second Tuesday (September 9) at 7:00 P.M. in the staff room of the Main Library. Passed unanimously on a voice voice. MSP Per Capita Mr. Wright reviewed the regulations on the per Grant capita and the need to allocate the remaining Expenditures funds by September 1. The Executive Committee had reviewed the proposed staff expenditures and recommended their approval to the Board. Richard Lanyon moved, second by Nary Anne Cappo, The Evanston Public Library Board of Directors approve the following expenditures from the 1986 State Library per capita grant: audio cassette storage racks, $950; video tape storage racks, $1,600; word processing unit, $3,000; filing cabinets, $1,000; video cassettes, $2,700; Children's video and audio cassettes, $3,000; carpeting near security system, $2,000. Passed unanimously on a roll call vote. VICE-PRESIDENT'S Mrs. Cappo reviewed the financial statement for REPORT five months ending August 31st. She distributed the latest "Bookmark" from the Library Friends. LIBRARY DIRECTOR'S Mr. Wright reviewed the Library activities for REPORT the month of July, spoke about the request under the Edward Johnson estate (referred to the Management Policy Committee), reported on the NSLS action concerning the Wilmette reciprocal borrowing limitation, and reported on two gifts in memory of a person who had benefited from the Library Friend's Books -on -Wheels program. Mr. Wright discussed the per capita grant application for 1987, which would be a primary Board action in September. Susan Grossman moved, second by Jane Baker, MSP Revenue The Evanston Public Library Board of Directors Sharing Request approve the Revenue Sharing Request for funds for repair of the elevator in the amount of 514,500. Passed unanimously on a voice vote. Mr. Wright reported on the September retirement of Mary Kendziora, who has been on the Library staff for thirty-five years. Walter Clements moved, second by Susan Grossman, The Evanston Public Library recognize Mary Kendziora's retirement with a one hundred dollar gift from the Memorial Gift Revolving Account. Passed unanimously on a roll call vote. NEW BUSINESS Skokie/Arlington Mrs. Lundberg reminded members of the Board of Heights Tour of the tour of the Skokie and Arlington Heights libraries on Saturday, September 6. Mr. Wright will forward plans for the day to each of the Board members. Budget Mr. Wright reviewed the budget process as Priorities developed by the City's Budget Policy Committee and Options and approved by the City Council. The first step in the process is to be the prioritization of the various elements in the Library budget and the determination of options for reducing the budget by 10 per cent. There was consider- able discussion concerning the budget process, the misunderstandings resulting from a process which identifies various programs as 'optional", and the concern in identifying any program as optional, for such programs then appear to be recommended for reduction or cancellation. The Board stressed concern for cooperating with the City Council process, but anguish at ear- marking Any service/program as anything less than desirable. Discussion focussed on the long-standing policy for maintaining the full complement of services at the Main Library. Richard Lanyon moved, second by Walter Clements, MSP Budget The Evanston Public Library Board of Priorities and Directors has carefully considered the Options request from the City Manager for budget priorities and options. After extensive debate, the Board approved the following statement, priorities, and options. The Library Board views the materials and services which it offers to the community as an essential aspect of the welfare of the citizens of the Evanston Community. It is a fact that within the Western Tradition, the development of a high level of literacy and cultural achievement, and the availability and dissemination of ideas are among the distinguishing aspect of that tradition. A. PRIORITIES 1600 Administration Essential 1605 Library Maintenance Essential 1610 Adult service Essential 1615 Children's Services Essential 1620 Circulation Essential 1630 Technical Services Essential 1635 Bookmobile Desirable 1640 North Branch Desirable 1645 South Branch Desirable B. OPTIONS South Branch $74,297 North Branch $62,687 Bookmobile $430429 ADJOURNMENT The meeting adjourned at 8:35 P.M. Evanston Public Library ACTION PLAN, 1986/100 GOAL 01 -- LIBRARY RESOURCES To provide the public its most needed and wanted library materials and services -- both print and non -print. Sub -Goals: 1.1 To provide a comprehensive set of fiction and non-fiction books -- ranging from the timeless classics to the most current literature. 1.2 To provide a comprehensive and up-to-date set of periodicals. 1.3 To provide a comprehensive and up-to-date set of reference materials. 1.4 To provide non -print materials to complement the print materials collections. 1.5 mo provide resources for a trained staff of librarians and technical and clerical support in order to properlv develop and maintain the library's resources and to provide needed service to the using public. OBJFCTIVES, 1986/19R7 1A. Review and approve a detailed acouisition program for the adult non-fiction collection which will be developed by staff.. December, 19RF. 1B. Complete and review a collection development studv for children's, reference, and non -print materials. May, 19A7. 1C. Develop a plan {o. collection preservation and cevelopment with an emphasis on alternative sources of income to include endowment funds, grants or personal gifts. June, 1gR7. 1D. Receive from staff a schedule and plan for replacinq worn-out classics, fiction and non-fiction, and begin implementing the plan in the current PY 14RA-R7. September, 1985. lE. Survey computer catalog users, and if possible, non -users of the computer cataloq and determine how we might make it more "user friendly" for the public. November, 14AF, 1F. Develop a detailed five-year plan for specific collection development. Long range. GOAL #2 -- PHYSICAL RESOURCES To provide physical facilities which adequately serve the public's library needs now and in the future (including the necessary space for public use, storing and displaying the collections, and staff support). Sub -goals: 2.1 To provide adequate space for the storage display and effective use of the library's reference materials, periodicals, book collection, and non -print materials. 2.2 To provide adequate space and appropriate furnishings for all persons using the library's materials and services. 2.3 To provide adequate space for the library's user support services and programs, as well as for the necessary administrative functions. 2.4 To provide physical facilities that are flexible and adaptable to changing library science technologies and community needs. 2.5 To design and maintain the library's physical facilities in a manner that projects a positive image for the EPL and the community. OBJECTIVES, 1986/1987 2A. Prepare a detailed program for achieving a schematic building plan of a new main library and for phasing construction to enable use of present building during phase #1. September, 1986. 2B. Present to the Human Services Committee and other official groups a specific proposal for a solution to library space problems. March, 1987. 2C. Work with the Friends of the Library in defining their role in assisting the Library Board in achieving its space needs. Fall, 1986. GOAL 13 -- 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. Sub -goals: 3.1 To develop and implement an effective public information program aimed at making the public aware of the facilities and services provided by the library. 3.2 To develop and implement an effective public information program to inform the citizens, public officials, the business and professional community of immediate and long-range space and resource needs. 3.3 To encourage and support the activities of the Friends of the Library. 3.4 To conduct formal and informal research begarding the ma= terials and services needed and desired by the public. OBJECTIVES, 1986/1987 3A. Prepare and distribute news releases. Ongoing. 3B. Prepare fact sheets/background papers based on topics identified from telephone survey. February, 1987. 3C. Prepare and publish a general brochure providing informa- tion to the public on services, programs, and materials available and how the public can take advantage of what the Library offers. February, 1987. 3D. Produce a videotape demonstrating state-of-the-art library technology, facilities and services. Such a tape will be useful in programs presented to community groups to demonstrate how a modern library serves and enriches the comunity. October, 19R6. 3E. Conduct the annual Holiday Book fund program. October, 1986. 3F. Prepare and distribute informational literature for use in promoting library services in schools, other city services, community organizations, etc. April, 1987. 3G. Plan a "celebration" for the Library during the annual National Library Week. April, 1987. GOAL 44 -- FINANCIAL RESOURCES To provide capital and operating funds at the levels needed to achievt the goals and objectives of the Evanston Public Library =- now;gnd in the future. Sub -goals: 4.1 To operate the Library's facilities and services in an efficient/cost-effective manner. 4.2 To work closely with the City Council in the planning and budgeting process to insure the Council knows and under- stands the financial needs of the Library -- both now and in the longer -range future. 4.3 To make maximum use of financial resources outside of the city budget for the support and improvement of the Library's physical plant and library resources and services. 4.4 To make maximum use of human resources from throughout the community as a supplement to EPL staff. OBJECTIVES, 1986/1987 4A. Prepare grant applications and program proposals to be used in obtaining funds from corporations, foundations, and federal and state governments for use in development and enrichment of the Library's collection and in conducting library -related programs for the community. April, 1987. 4B. To develop an exhaustive list of possible sources for funding programs or services and enhancing the book collection. January, 1987. 4C.t Invite the business community to participate in an adopt -a -periodical program so that the Library can maintain its large array of periodicals in the face of rising subscription costs. January, 1986. 4D. Assess the current development project to determine its effectiveness and its staff implications. June, 1987. GOAL /5 -- BOARD ORGANIZATION To organise the Evanston Public Library Board of Directors to achieve optimum benefit from the members of the Board. Sub -goals: 5.1 To make the mcst effective use of the time and activities of the Board members. 5.2 To recognize the dynamic and changing nature of the Board by reassessing its ability to get a job done. 5.3 To develop ways to tap resources and expertise beyond the Library Board. OBJECTIVES, 1986/1987 5A. consider associate member appointments. October, 1986. 5B. consider reorganization of the Board by project. January, 1987. Approved, October 22, 1986 EVANSTON PUBLIC LIBRARY Board of Directors Meeting September 9, 1966; 7:00 P.M. MEMBERS PRESENT Jane Baker, Mary Anne Cappo, Jay Carow, Walter Clements, Susan Grossman, Cheryl Judice, Richard Lanyon, Giennis Lundberg, Doris Wolin MEMBERS ABSENT None STAFF PRESENT Library Director Donald Wright; Business Manager Kim Kuttner; Development Project Director Jane Tufts OTHERS PRESENT Darlene Fisher, League of Women Voters Observer PRESIDING Giennis Lundberg, President of the Board CALL TO ORDER President Lundberg called the meeting to order at 7:05 P.M. and reviewed the agenda, highlighting three items which would require considerable discussion: long-range 'dreaming', space planning, and the 1987/1988 budget. MINUTES Richard Lanyon moved, second by Susan Grossman, MSP Approval The Evanston Public Library Board of Directors of Minutes, approve the August 19, 1986 minutes as August 19 received. Passed unanimously on a voice vote. DISCUSSION ON Mr. Lanyon introduced sane Tufts, who is working GOALS on the special Development Project. Ms. Tufts reviewed her background and initial insights into the project. She expressed the need for Board and staff discussion of short- and long-term •wants' and hopes for the Library. She led a Board discussion in identifying programs/services/ activities which as individual Board members they wished the Library could provide. COMMITTEE/ REPRESENTATIVE REPORTS Management No report. Policy NSLS No report. Representative Space Mr. Carow reviewed his Committee report and the Planning and background leading up to the recommendation to be Physical proposed by the Committee. He discussed the Facilities Board's policy that only a new, free-standing building could achieve the Board -approved Building Program Statement. while the Board holds to its original policy, a phased approach utilizing the current building and the present site appears to offer the most practical solution. The committee recommends that the Board adopt a policy reflecting the above approach. Richard Lanyon moved, second by Jay Carow, KSP Policy The Evanston Public Library Hoard of on Phased Directors establish as policy that the library Approach to expansion program be outlined as follows: Building - Phase One of the program shall have as its objective the design and construction of an expanded library facility meeting the requirements of the EPL Building Program Statement. The expanded facility shall be located on the site of the present Main Library at 1703 Orrington Avenue, and will utilize the present building and an addition constructed east of the present building. This phase will include conversion of the existing basement parking garage to usable library space, if architectural studies demonstrate this to be workable and feasible. - Phase Two, scheduled for an appropriate future time, will utilize the Phase One addition integrated with the reconstruction of the present building to achieve a state-of-the-art library in one totally new facility capable of providing the full range of library programs and services necessary for Evanston. Passed: 8 yes, i no (Grossman). Mr. Carow reviewed the Committee recommendation that an architectural competition be utilized to achieve a final design plan. The competition would, the Committee believes: (1) heighten public interest in the project; (2) attract a large number of architects; (3) provide a wide variety of ideas for handling an architectural problem. Considerable discussion follower on the pros and cons of a competition. It was stressed that the Board could ultimately reject all entries. It was hoped that the competition would enable the jury and the Board to select from a variety of designs. Richard Lanyon moved, second by Doris Wolin, MSP The Evanston Public Library conduct an Architectural architectural competition as a means of Competition arriving at a design of an expanded facility. The purposes of the architectural competition are: - To select a schematic design for the library expansion program; - To heighten public awareness, enthusiasm and support for the program; - To determine a definitive plan with cost estimates for presentation to the City Council for funding of the expansion program. Passed on a voice vote: 8 yes, 1 no (Grossman). (Hs. Baker left the meeting at this point.) Mr. Carow discussed the need for a professional advisor to direct a competition. The Committee seeks Board approval to solicit names for a professional advisor in order to determine costs of such an endeavor. The Board would need to approve any specific cxpenditure or contract. Richard Lanyon moved, second by Doris Wolin, MSP The Evanston Public Library Board authorizes Professional the Director to proceed, with the assistance of Advisor the Space Planning and Physical Facilities Committee, in advertising for engagement of a professional advisor in conducting the architectural competition. Engagement of a professional advisor is essential for the conduct of a successful competition. Passed unanimously on a voice vote. PRESIDENT'S Mrs. Lundberg reported briefly on a tour of the REPORT public libraries in Skokie and Arlington Heights. VICE PRESIDENT'S Mrs. Cappo distributed copies of the most recent REPORT minutes of the Evanston Library Friends. Discussion focussed on the role of the Friends in working toward the purposes spelled out in their bylaws. LIBRARY Mr. Wright reported that the Library Activities DIRECTOR'S and the Second Quarter Statistical Report would be REPORT prepared for the next meeting. He reported that he would be the professional librarian reprepresentative at the meeting of the White House Conference on Libraries and Information Taskforce. NEW BUSINESS Avenues to The Board and Mr. Wright reviewed the document Excellence •Avenues to Excellence•, the standards for Illinois public libraries as developed by the Illinois Library Association. Attention will be again focussed during the year on various aspects of the document. Per Capita Mr. Wright reviewed the per capita grant applica- Grant tion to be filed with the Illinois Stae Library Application by October 1. Discussion centered on the areas in which funds would be sought for the 1987 grant. Richard Lanyon moved, second by Doris Wolin, The Evanston Public Library Board of Directors approves the application for per capita grant funds to be sent to the Illinois State Library. In making application for a grant or grants, the Library Board agrees to expend the funds received for the purpose of providing public library service to the community by supplement- ing the library's regular budget and not reducing the library's levy in the current year or in the next year. The Board understands that the State Librarian is empowered to make these grants, under the law, from funds appropriated by the General Assembly and that if the monies appropriated for these grants are not sufficient, LLe State Librarian shall reduce the amount of each grant so that the qualified applicant should receive a proportionate share. The Board further affirms that in making the application for a grant or grants, it is acting at its sole discretion and is not applying as a result of pressure or duress from any outside agency. The Board further affirms that if expenditure of the funds is contemplated to be other than that stated in the grant aplicaion, they will consult with the Illinois State Library before such expenditures are approved. Passed unanimously on a voice vote. N BUDGET PROPOSAL Mr. Wright reviewed the City Council policy guide- 1987/1988 lines for 1987/1988 budgets directing that departmental budgets be limited to a 1.5• increase in City support over last year's City support. The Library Director reviewed his proposed budget to meet these guidelines which required (following accommodation of all mandated increases such as medical and life insurance) maintaining purchase of all library materials at their current budgeted level. It was underscored that the library materials budget (funds for all books, periodicals, phonograph records, and non -print materials) for the current year was reduced $11,975 from the prior year; to maintain the Library's current purchasing pattern in light of increased costs of materials would require an additional $30,073. However, the Library Director pointed out that his proposal, in order to meet guidelines, extends the line budget for materials at the current budgeted level. Susan Grossman moved, second by Mary Anne Cappo, MSP 1987/1988 The Evanston Public Library Board of Directors Budget approve the proposed 1987/1988 budget of Approval $1,821,574 which meets the Budget Policy Guidelines of the City Council. In the ensuing discussion on the motion, staff was asked if reductions could be made in any area except library materials. The Library Director reviewed the budget lines, convinced that the non -material operating items could not be red+iced any further. Considerable discussion followed on the Board's responsibility and stated priority to prevent any further deterioration of the book collection. Mrs. Lundberg stressed that the current budget is $11,975 less than that of the year before and holding the line would place the Library even further behind. Mr. Wright indicated that $30,073 would be required to maintain current level of purchasing of material. Discussion followed on: effect of the bookmobile program on the budget; effect of the branches on the Main Library book collection; the best method of presenting this very real problem to the City Council. Jay Carow moved, second by Doris Wolin, MSP To amend the motion by increasing the library Amendment materials lines in the budget by $30,073, Adding Funds recognizing that this would exceed the budget for Library guidelines. Materials Passed unanimously on a voice vote. E The question was called on the amended motion, which read: MSP 1987/1988 The Evanston Public Library Directors approve Budget Request the proposed budget of $1,851,797.00 for 1987/1988, recognizing that the increase in the budget lines for library materials creates a budget request exceeding the policy guidelines. Passed unanimously on a voice vote. ADDITIONAL In response to enquiries from the Board, STAFFING Mr. Wright presented a request for additional hours of HOURS staff. The critical needs are (1) 20 hours per week in the Periodicals/AV Room -- $6,240/year; and (2) 30 hours per week at the Circulation Desk -- $7,270/year. In reviewing the requests, Mr. Wright discussed the following: the difficulty in providing service from the periodicals/audiovisual room with no increase in staff; the doubling of requests for use of periodicals; the 15• increase in use of audiovisual materials in the last three years; the increasing delays in making material available for library users; the 14• increase in five years in loans at the Circulation Desk; the reorganization of the Circulation department. Although it was recognized that in light of budget limitations additional staff is unlikely, Mr. Wright highlighted these as critical. Walter Clements moved, second by Susan Grossman, MSP Approval The Evanston Public Library Board of Directors of requests 30 hours additional staffing at the Additional Circulation Desk ( 7,270/year) and 20 hours at the Staff Hours Periodicals Desk ( 6,240). Passed unanimously on a voice vote. ADJOURNMENT The meeting adjourned at 10:10 P.M. EVANSTON PUBLIC LIBRARY Board of Directors Meeting October 21, 1986; 7:00 P.M. MEMBERS PRESENT Jane Baker, Mary Anne Cappo, Jay Carow, Susan Grossman, Cheryl Judice, Richard Lanyon Glennis Lundberg, Doris Wolin MEMBERS ABSENT Walter Clements STAFF PRESENT Library Director Donald Wright Business Manager Kim Kuttner OTHERS PRESENT Darlene Fisher, League of Women Voters Observer PRESIDING Glennis Lundberg, President of the Board CALL TO ORDER President Lundberg called the meeting to order at 7: 20 P.M. MINUTES Mr. Lanyon moved, second by Susan Grossman, MSP Approval The minutes of the meeting for September 9, of Minutes, 1986 be approved with the addition of the September 9 full motion regarding the planned approach to the building project. Passed unanimously on a voice vote. OLD BUSINESS Budget The Board discussed the budget hearing before 1987/1988 the Human Services Committee. The Management Policy Committee will prepare a recommendation for the Board. Discussion focussed upon the services of the Main Library, the collection, and branch library service. The Board reviewed also the budget options received by members of the Council from the City Manager. COMMITTEE/ REPRESENTATIVE REPORTS NSLS Mrs. Lundberg reported upon various informational items from the System: the Board vacancy, the question of delivery by contract, the parking lot. Mr. Wright reported on developments in the Intraconnect project --- designed to provide easier access to other area data bases and the ability to place holds. There will be benefits to users in locating materials for both interlibrary loan and reciprocal borrowing. Space No report. Planning Development Mr. Lanyon reported on his Committee's meeting. The Holiday Book Fund Flyer 1986 was approved and will be mailed in early November. A report was presented to the Committee by Jean Ward on activities under way in her project: increased coverage in the Review and the News/Voice, development of a bookmark series featuring favorite reading from the White House down, and Work toward a series of Library brochures. The video presentation request for proposal will be distributed before the end of October and interviews held early in November. Materials No report. and Services Mr. Wright reported that the final draft of the adult collection development procedures had been completed and would be ready for Committtee review in November. Management No report. Policy PRESIDENT'S Mrs. Lundberg reported on the retirement party REPORT for Mary Kendziora, her thanks to the Human Services Committee, information to the Friends on the architectural competition, a visit with the Director of Evanston Inventure regarding the Board's planning. VICE PRESIDENT'S Mrs. Cappo reviewed the financial statement for REPORT seven months ending September 30. She reported on the September meeting of the Friends Board at which plans for Family Night (November 21) were reported and membership records reviewed. LIBRARY Mr. Wright reviewed the six months' statistical DIRECTOR'S Report REPORT ADJOURNMENT The meeting adjourned at 9:05 P.M. EVANSTON PUBLIC LIBRARY Board of Directors Meeting November 18, 1986; 7:00 P.M. MEMBERS PRESENT Jane Baker, glary Anne Cappo, Jay Carow, Walter Clements, Susan Grossman, Richard Lanyon Glennis Lundberg, Doris Wolin MEMBERS ABSENT Cheryl Judice STAFF PRESENT Library Director Donald Wright; Library Business Manager Kim Kuttner; Jane Greenfield; Mary Everett; Marjorie Johnson; Dennis Paulyi Martha Quinn OTHERS PRESENT None PRESIDING Glennis Lundberg, President of the Board CALL TO ORDER President Lundberg called the meeting to order at 7:06 P.M. and welcomed members of the Reference Staff to the Meeting. Mrs. Greenfield, dead of Adult Services and Head of Reference Service Martha Quinn introduced the staff to present a program on the Library's reference program. At the conclusion of the very informative presentation, Mrs. Lundberg thanked the staff and expressed regret that additional time had not been allotted to this important service. MINUTES Jane Baker moved, second by Walter Clements, MSP Approval The Evanston Public Library Board of Directors of Minutes, approve the minutes for October 21, 1986, October 21 as received. Passed unanimously on a voice vote. COMMENTS FROM None CITIZENS OLD BUSINESS None COMMITTEE/ REPRESENTATIVE REPORTS Space Mr. Carow reported the Committee was waiting for Planning for a memorandum from the City Manager concerning and use of the alley for building purposes. Richard Physical Lanyon moved, second by Susan Grossman, Facilities MSP use The Evanston Public Library Board of Directors of Alley prepare a request for the City Council regard- ing the question of use or relocation of the alley to make space available for the architec- tural competition if a response has not been received by the City Manager by December 1, 1986. Passed unanimously on a voice vote. Mr. Wright was directed to send a letter to the City Manager requesting a response to the Board's inquiry regarding the alley. MSP Women's Mr. Lanyon moved, second by Walter Clements, Club Property The Evanston Public Library prepare an approach to the Woman's Club of Evanston concerning use of part of their property, if needed, for the architectural competition and library building purposes. Passed unanimously on a voice vote. MSP Applications Mr. Lanyon moved, second by Susan Grossman, NBA and IRA The Evanston Public Library Board of Directors authorize the submission of grant proposals to the National Endowment fo the Arts and 4he Illinois Endowment for the Arts Design for architectural competition grant funds. Passed unanimously on a voice vote. Development Mr. Lanyon reported that the Committee would be reviewing proposals received in response to the RFP for a video production. The Board would be notified when interviews were scheduled. He remarked upon the increase in publicity being received by the Library and the prospects for increased public relations activities. Materials No report. and Services Management Mrs. Cappo reviewed the Committee's work on Policy preparing a recommendation for the Board in response to the request from the Human Services Committee for the Library to reduce its budget request by $30,122 in order to meet the City Council guidelines of a 1.5% budget increase for 1987/1988. The Committee reviewed a wide range of options but recognized the Board's discussion of limiting any further reduction in budget lines for library materials. MSP Approval Mrs. Cappo moved for the Committee of budget proposal reductions The Evanston Public Library Board of Directors reluctantly reduce its budget proposal $30,122 by the following expenditure reductions: (1) #9,500 from various operating lines; (2) 14,655 curtailment in purchasing of 16mm films; (3) $4,479 by extending non -book library material budget lines to the same level as 1986/1987; (4) $1,488 by providing limited increase in the lines for book materials. Passed unanimously on a voice vote. Edward Johnson Mrs. Cappo reviewed the Committee's discussion Bequests concerning the two bequests from the Edward Johnson estate. MSP Susan Grossman moved, second by Walter Clements, : Investment of Retricted Johnson Bequest The Evanston Public Library Board of Directors requests the City Finance Director to invest the $50,000 restricted gift from Edward Johnson in a long-term investment, principal and income to accrue to a special 'Edward Johnson Sculpture Account' until such time as the Library Board can make a final decision in relation to the new library building. Passed unanimously on a voice vote. MSP Use Mrs. Cappo reviewed the Committee's discussion on of unre- use of the unrestricted funds from the Johnson stricted bequest and their potential need for the archi- Johnson tectural competition. Bequest Mrs. Cappo moved for the Committee, The Evanston Public Library Board of Directors request the City Finance Director to invest the unrestricted $50,000 Edward Johnson bequest for a six-month period, at which time the Board will determine its use. Passed unanimously on a voice vote. 14SP "Srs. Cappo reviewed the Committee's discussion on Library the policy for the use of library microcomputers. Micro- She reminded the Board that the Friends of the computers Library had presented one microcomputer for public use and that the Library Volunteers had presented another. Mrs. Cappo moved for the Committee the following policy: Use of microcomputers will be limited to Evanston residents who hold a personal Evanston Public Library borrower's card. Users must be at least eight years of age unless accompanied by a parent or responsible adult. In order to offset costs involved in this service, after the first introductory session there will be a charge of one dollar ($1.00) per hour. However, as a part of the Library's efforts to encourage computer literacy, children in the eighth grade or lower may use the Children's Room microcomputer free. Before a person uses a library microcomputer for the first time, that person must (1) demonstrate familiarity with the proper use of microcomputers and (2) sign a user agreement which includes, among its points, a commitment not to duplicate any program provided by the Library which is not in the public domain and a commitment to abide by all Library rules on the use of its microcomputers. The Library, if it finds it both useful and practical, may sell single diskettes, at cost or slightly above cost, to users of its microcomputers so that the latter may store data compiled in connection with Library programs. PRESIDENT'S Mrs. Lundberg gave a review of activity to date, REPORT including work on the building program; public relations —with commendation to Jean Ward and to the Development Committee for increased visibility, plus the Holidy Book Fund; work on the budget and the remaining hope that two part-time staff positions can still be added; Hoard orientation for four new members; and preparation of the 1987 per capita request. w She reviewed the Action Plan and rquested a report on the replacement of the classics, indicated that the video proposal is underway, and that Materials and Services would review the Adult Services collection development procedure before the December Board meeting. Mrs. Lundberg expressed appreciation to the members of the Board for their hard work. VICE PRESIDENT'S Mrs. Cappo reviewed the financial statement for REPORT eight months ending October 31 and answered questions which were raised. Mrs. Cappo and Mr. Wright reported on the meeting of the Friends of the Library and their approaching Family Night at the Library. LIBRARY Mr. Wright reported on the informal approach DIRECTOR'S from the Director of Recreation for use of the Report South Branch for a Senior Citizens program if continued use of a nearby church was not possible. There was consensus that the Board would consider such if it did not involve Library staff and if the hours of the Library need not be changed to a great degree. NEW BUSINESS Mrs. Lundberg read a letter from the Director of the Library Book Sale Volunteers which was referred to the Management Policy Committee. ADJOURNMENT The meeting adjourned at 9:20 P.M. EVANSTON PUBLIC LIBRARY Board of Directors Meeting December 16, 1986: 7:00 P.M. MEMBERS PRESENT Jane Baker, Mary Anne Cappo, Jay Carow, Susan Grossman, Cheryl Judice, Richard Lanyon, Glennis Lundberg, Doris Wolin MEMBERS ABSENT Walter Clements STAFF PRESENT Library Director Donald Wright; Library Business Manager Kim Kuttner OTHERS PRESENT League of Women Voters Observer Darlene Fisher; Jeanne Goessling, Evanston Library Friends; David Williams, Evanston Recreation Department Board PRESIDING Glennis Lundberg, President of the Board CALL TO ORDER President Lundberg called the meeting to order at 7:05 P.M. and introduced the guests. MINUTES Jane Baker moved, Susan Grossman seconded, MSP Approval The Evanston Public Library Board of Directors of Minutes, approve the minutes for November 18, 1986, November 18 as received. Passed unanimously on a voice vote. COMMENTS FROM Mrs. Goessling reported from the Friends on the CITIZENS successful Family Night, the membership of the group, and on approval of several gifts to the Library from the Friends. Mrs. Lundberg thanked Mrs. Goessling for attending the meeting and on behalf of the Board asked her to convey to the Friends the Board's thanks for a successful Family Night and also for the recent list of gifts to the Library. OLD BUSINESS Mr. Wright reviewed the City Council vote on budget options, in which the South Branch Library was supported, and the schedule of budget hearings on the 1987/1988 budget. COMMITTEE/ REPRESENTATIVE REPORTS Development Mr. Lanyon reported on the receipt of gifts for the Holiday Book Fund, and on the submittal of the two grant requests to the National Endowment for the Arts and the Illinois Arts Council Design for funds to assist in the architectural competition. He reported the continued inability of Jane Tufts to work on the Development Project. He and Mr. Wright reported on the splendid assistance of Mary Janzen, an Evanston resident skilled in grantsman- ship, with the grant applications. The Board agreed to present her with a Holiday Book Fund volume and a personal book. Mr. Lanyon reviewed the Committee's process of receipt and consideration of proposals to produce a videotape on library service. Following initial review by the Committee, an interview was held for three of the firms and all members of the Board were invited to attend. Richard Lanyon moved for the Committee, MSP Approval The Evanston Public Library Board of Directors of Wayne approve a contract with Wayne Boyer Studio to Boyer for produce a videotape on library service at a Videotape cost not to exceed $19,400 with funds from the 1987 Per Capita Grant. Passed unanimously on a roll call vote. Recreation Board Mrs. Lundberg introduced David Williams, who Request joined the Board at this time. Mr. Williams, Second Vice -President of the Recreation Board, was representing that Board to ask the Library Board to consider the incorporation of space for the Levy Center into any new plans for a library. Mr. Willians suggested that the Library Beard night wish to consider spanning the alley in order to incorporate more space for Levy Center (and perhaps Northlight Theater) by building in the two parking lots on Chicago Avenue. Mr. Williams indicated that the Recreation Board had not taken official action but would at its Board meeting on December 18th. Materials Ms. Baker reviewed the minutes from her Committee and Services meeting. She reported upon the discussion at a "super meeting" with Jane Greenfield and Abby Schor, of the proposed "Adult Collection Development Plan" prepared within the Board's Materials Selection Policy. The plan presents a detailed guide for the development and maintenance of the adult nonfiction collection; it establishes the standards for each section of the adult collection. Jane Baker moved for the Committee, MSP Adoption The Evanston Public Library Board of Directors of Adult adopt the 'Adult Collection Development Plane Collection (dated 11/25/66) with commendation to the Development Adult Service staff and especially to Abby Plan Schor. Passed unanimously on a voice vote. Ms. Baker reported on the referral to her Committee of a question to consider an increase in user fees for video cassettes. It was the consensus of the Committee that an increase in fee was not in order --given the great decrease experienced one year ago with a fee increase and also given the very specialized nature of the collection. The Committee recommended, however, a reduction in loan period to four days. Jane Baker moved for the Committee, MSP 4-Day The loan period for adult video cassettes will Loan For four days at $2.00. Video Passed unanimously on a voice vote. Cassettes Charges for Ms. Baker reviewed the Committee's discussion of a Lost Books change in policy for lost book payment, a question referred by another Board committee. The present policy requires the following payment by a erson losing a book: replacement cost of book, a WOO processing fee, and fines to the date the loss was reported (but not exceeding the replacement cost of material). The Committee recommended no change in policy. Jane Baker presented the Committee's report on a policy, requested by staff, which would restrict use of Systen Services to the individual using the services and to that individual's non -delinquent library card. Jane Baker moved for the Committee, MSP Use of Since System services depend upon the good will System the cooperating libraries who loan materials to Services us, and because the Library is responsible for the return or replacement of these materials, the Library must be particularly careful to oversee the use of System services. 1. Materials must be requested by the person who will be responsible for that material and must be checked out on that person's Card. 2. Patrons who have a status of 'delinquent' or have been 'set delinquent' will not be allowed to request material through the System. The System services involved include the Interlibrary Loan Service, the Central Serials Service, and the Suburban Audiovisual Service. Under most circum- stances, once the delinquency status is cleared new requests will be accepted and processed. 3. If a patron has repeatedly lost or kept materials overdue which have been supplied through one of the System services, the privilege of using the System services may be suspended for six months to a year. The suspension will reflect the number of items kept overdue and the length of time they were kept overdue and will be determined by a Department Head in consultation with the Head of adult Services. Passed unanimously on a voice vote. Management Mrs. Cappo presented the report from the Management Policy Policy Committee. She indicated the new state regulations on per capita grant expenditures which require tighter deadlines. The proposals considered by the Committee were prepared by staff when they prepared their initial budget requests, and all represent needs that cannot be met by the regular budget. Mary Anne Cappo moved for the Committee, MSP 1987 The Evanston Public Library Board of Directors Per Capita approve the following expenditures from the Expenditures 1987 Per Capita Grant: reserved for architec- tural competition, $27,341; video production, $19,400; PR and Development Projects, $10,000; Innovative Interface Upgrade, $3,400; OCLC M300 Terminal, $3,365; two keyboard terminals for the lobby, $1,300; small printer for the Circulation Desk, $400; micro -computer software, $1,000; adult compact disc collection 3,000; adult video cassette collection, 2,500; children's video cassettes, $1,000; one 16mm projector, $1,000. Passed unanimously on a roll call vote. Mary Anne Cappo moved for the Committee, MSP The Evanston Public Library Board of Expenditures Directors approve the following expenditures from Special from special funds: (1) Endowment --library pre - Funds reading concepts table, $1,000. (2) Book Sale --opaque pro ector, 670; microfilm reader -printer, 4,630; gra hics equipment: large Kroy letter machine, ;1,500; one .6mm film projector, $1,000; three study carrels, $900. (3) Interest Account --storage unit for compact discs, 589; display shelving for compact discs, 889; periodical shelving, $479; display shelvin for records, $325; audio cassette racks ;1,175; display shelving for business periodicals, $550; display shelving - for literary periodicals, $300; three units of double -sided shelving for the main stack area, $1,500; three units of double -sided shelving for the mezzanine, $1,500. Passed unanimously on a roll call vote. Problem Patrons Mr. Wright discussed the continued problems with the homeless and others in using the Library as a day care facility. Sleeping and associated problems have become a critical issue With many library users expressing anger, dismay and discouragement at the number of persons soundly sleeping. It was agreed that this is not part of the Library's role and that continued practice actually discourages proper use of the Library. Mary Anne Cappo roved, second by Doris Wolin, MSP Policy on The Evanston Public Library Board of Directors Sleeping in approve the following policy statement: Library Sleeping is not permitted in the Library. The Library has a specific mission to perform for residents and sleeping cannot be accommodated. Discussion followed on the need for special security persons --especially on Saturdays and Sundays. There Was agreement that this new requirement was not a library financial responsibility but an obligation of the programs supported to provide assistance to the homeless and mentally ill. Mary Anne Cappo moved, second by Doris Wolin, MSP Letter The Evanston Public Library Board of Directors on Security ask the Library Director to address the City for Weekends Manager (with copies to staff of the Human Services Committee) concerning the increasing problems at the Library --especially on Weekends --with the homeless and mentally ill --and the need for financial assistance or other means to hire security services. Passed unanimously on a voice vote. Mr. Lanyon asked about the appropriateness of an information sheet describing the problems faced by the Library and our efforts to handle them. This was referred to the Development Committee. NSLS Mrs. Lundberg reviewed items from the N'oreaster Representative concerning other libraries and their programs. PRESIDENT'S Mrs. Lundberg, having presented a 'state of the REPORT Action Plan report' at the November meeting, had no report. VICE PRESIDENT'S Mrs. Cappo reviewed the financial statement for REPORT nine months ending November 30. Mrs. Cappo, Donald Wright, and Kim Kuttner answered questions. Friends Of The Mrs. Cappo thanked Mrs. Goessling for attending Library the Board meeting as an observer from the Friends. she repeated the Board's thanks for Family Night and commended staff for their super work. She expressed the Board's appreciation for the recent gifts from the Friends. LIBRARY Mr. Wright reviewed the third quarterly statis- DIRECTOR'S tical report showing a 58 increase in loan of REPORT materials over 1984 and various other increases in services. Decreased use of the Bookmobile during the problem -packed spring months reflected in the report. Mr. Wright reported on: the retirement of Virginia McCarthy in February, 1987; a report on replacement of 'classics', the completion of a survey on attitudes toward the on-line catalog, the preparation of the grant proposals, gifts in memory of Irene Kihm, and an endowment gift in memory of William Edward Schroeder III. Mr. Wright read a request from the North Branch staff to purchase a 15mm projector for branch programs. Jane Baker moved, second by Susan Grossman, MSP Purchase The Evanston Public Library Board of Directors 16mm approve purchase of a 16mm projector from North Projector for Branch Book Sale proceeds at a cost not to North Branch exceed $1,000. Passed unanimously on a roll call vote. NEW BUSINESS The NSLS Legislative Bulletin on conversion to district libraries was referred to the Management Policy Committee. ADJOURNMENT The meeting adjourned at 9:05 P.K.