Loading...
HomeMy WebLinkAboutMinutes 1987EVANSTON PUBLIC LIBRARY Board of Directors Meeting January 20, 1981; 7:00 P.M. MEMBERS PRESENT Walter Clements, Susan Grossman, Richard Lanyon, Glennis Lundberg, Doris Wolin MEMBERS ABSENT Jane Baker, Mary Anne Cappo, Jay Carow, Cheryl Judice, STAFF PRESENT Library Director Donald Wright; Library Business Manager Kim Kuttner Coordinator of Technical Services Barbara Kriigel OTHERS PRESENT League of Women Voters observer Darlene Fisher; Fvanston Library Friends Kelly Regnier and Margo Brown PRESIDING Glennis Lundberg, President of the Board CALL TO ORDER President Lundberg called the meeting to order at 7:10 P.M. and introduced those visitors in attendance. MINUTES Susan Grossman moved, second by Richard Lanyon, MSP Approval The Evanston Public Library Board of Directors of Minutes, approve the minutes for December lb, 1986, December lb as received. Passed unanimously on a voice vote. FRIENDS OF THE Mrs. Lundberg introduced Evanston Library Friends' LIBRARY Board representatives Margo Brown and Kelly Regnier. Mrs. Lundberg reported that the Friends had requested a meeting with the Library Board to discuss progress in solving library space prob- lems. Mrs. Brown had been asked by Mrs. Lundberg to attend the Library Board's meeting to discuss the timing and substance of a joint meeting. Mrs. Lundberg reviewed the many questions before the Board at this point, discussed the studies which were under consideration, indicated the status of the grants from the Illinois Arts Council and the national Endowment for the Arts, and reviewed the enormous amount of time spent by Board members on the problem. Mrs. Lundberg expressed thanks to the Friends' Board for their interest and for mobilizing support for the letters which have appeared in the Evanston Review and the News/Voice. Mrs. Brown summarized the concerns of the Friends' Board relative to solving the space probler+. There was general discussion on the purpose of the Friends and the difficulty in determining official Friends' policy. There FRIENDS OF THE was agreement that a joint meeting would be held LIBRARY (coat) as soon as some of the current activities/studies had been concluded and some definite steps for joint discussion/action could be taken. Kelly Regnier reviewed action of the past Friends' Hoard meeting and the plans underway. Membership is over 900 persons. Speakers are being discussed for the annual April program and the annual meeting. The Program Committee would like to sponsor a noon -day short story discussion program_ in the Library for six to eight weeks in April and May. The Program Committee is also developing some "capsule" programs on various library topics - programs which would be "canned" but readily/ easily adaptable for different groups. Mr. Wright asked for approval of use of the Art Room for six to eight noon -day discussions on short stories, led by Mrs. Newberger. There was consensus and appreciation for the series. Mrs. Lundberg again thanked the Friends for their support and recognized their $2,500 donation for books to the Holiday Book Fund. ON-LINE CATALOG Barbara Kriigel, Coordinator of Technical SURVEY Services, presented a review of the survey conducted by herself and Debby Kisor on the on-line computer catalog. Over 100 surveys were completed, divided between personal interviews and self -completed questionnaires. 58% of the respondents preferred the touch terminals over keyboard terminals. Only 18% of the respondents failed to locate anything they wanted. 42% of the users came across extra items in their searches. The results of the survey will be reviewed by a staff committee and shared with the computer vendor. The results will be most helpful in developing new guides to thr use of the terminals and in user orientation. Progress reports will be made to the Board. Following questions thanked Mrs. Kriigel for the report. COMMITTEE/ REPRESENTATIVE REPORTS Materials No report. and Services and discussions, Mrs. Lundberg for conducting the survey and . Management Mr. Wright reported that the State Library per Policy capita grant had been reduced from $1.00 to $.97755. He also reported that the Edward Johnson bequest had finally been settled. In addition to the initial $500000 earmarked for a "statue", the Library received an unrestricted $66,595.64, NSLS No report. Representative Space Mr. Carow called for a meeting of his Committee Planning and on Friday, June 23 at 7:30 A.M. Physical Facilities Development Mr. Lanyon distributed a report on the Public Relations project, asked each Board member to think about format for the annual report, and reporter? that $3,880 had been received to date in the Holiday Book Fund. He reported that the Public Relations project was concluding work on several informational brochures. PRESIDENT'S Mrs. Lundberg asked members of the Board to stay REPORT for a brief executive session on matters of personnel, following the Board meeting. She expressed appreciation to the staff for the many excellent bibliographies being developed by the staff. VICE PRESIDENT'S Mr. Wright reported for Mrs. Cappo, reviewing the REPORT financial statement for ten months ending December 31. DIRECTOR'S Mr. Wright reviewed with the Board why the Library REPORT remained open for the observance of Martin Luther King's birthday. Although not policy, the Board had determined several years ago not to close the Library on additional holidays. It was believed that it was important to have the Library open on those days that downtown businessses were open. Over 160 persons attended the Monday puppet performance recognizing the birthday. Mr. Wright reported on the approaching retirements of Elaise Frazier and (twenty-five years) and Virginia McCarthy (eighteen years). Board will be notified of recognitions of these employees. The survey on library users --their use of the Main Library in conjunction with other business in downtown --will be completed and reported to the Board prior to its next meeting. NEW BUSINESS None. ADJOURNMENT Mrs. Lundberg adjourned the meeting into an Executive Session at 8:55 P.M. The meeting adjourned at 9:15 P.M. EVANSTON PUBLIC LIBRARY Board of Directors Meeting February 17, 1981; 7:00 P.M. MEMBERS PRESENT Jane Baker, Mary Anne Cappo, Walter Clements, Susan Grossman, Cheryl Judice, Richard Lanyon, Glennis Lundberg, Doris Wolin MEMBERS ASSENT Jay Carow STAFF PRESENT Library Director Donald Wright OTHERS PRESENT League of women Voters Observer Darlene Fisherl Evanston Library Friends Observer Welly Regnier; Medill Graduate Student Any Killegen; Evanston Plan Commission Members Phillip Peters, Libby Hill, William Nevel, Drew Petterson, Amy Seidman; Planning Staff Richard Carter and Jeanne Lindwahl PRESIDING Glennis Lundberg, President of the Board CALL TO ORDER President Lundberg called the meeting to order at 7:05 P.M. MINUTES Susan Grossman moved, second by Richard Lanyon, MSP Approval The Evanston Public Library Board of Directors of Minutes, approve the minutes for January 20, 1987, January 20 with the date of the Space Planning Committee changed to February 23. Passed unanimously on a voice vote. PLAN COMMISSION Mrs. Lundberg introduced Phil Peters, Chair of the Evanston Plan Commission. The members of the Board had received in advance A draft paper, 'Plan for the Downtown." Mr. Peters presented the background for the Commission's developnent of the draft paper on an approach to the downtown. They are in the process of discussioa the draft wit!% rang local The .aper was prepared as a 'provoker of discussion.' Following a series of slides depicting the evolutionary changes in downtown and illustrating the current concerns/challenges which the Commission believes the community faces, there was considerable discussion. The Library Board agreed to respond in writing. Mrs. Lundberg expressed appreciation of the Board for their inclusion in the discussions. COMMENTS FROM None CITIZENS OLD BUSINESS Budget, Mrs. Lundberg discussed the budget cycle to date and indicated 1987/1988 that the additional two part-time staff members would not be included in next year's budget. Mr. Wright indicated that the budget should be passed on February 23. • COMMITTEE/ REPRESENTATIVE REPORTS materials No report. and Services NSLS Mrs. Lundberg reported on the receipt from the NSLS of a check Representative for books lost to borrowers from other NSLS member libraries. She also reported on the district libraries and the corporate property replacement tax; the letter of intent for a project grant to Evanston and six other libraries for a demonstration of special children's service to licensed day care centers; the activities of the multitype system committee; and, the 20th anniversary brunch for the North Suburban Library System. Space Mr. Lanyon reported on the Committee meeting and presented the Planning and draft RFP for a feasibility study to look at three sites. Physical Facilities Richard Lanyon roved for the Committee, MSP Issue RFP Evanston Public Library Board of Directors approve the draft Feasibility Request for Proposal for feasibility studies on various Study library sites; the RFP to be prepared in consultation with City staff and final proposals to be reviewed by the Library Board. Passed unani-ously on a voice vote. Mr. Lanyon reported upon the lease by Evanston Hospital of the Ridge Avenue building, the letter from the Recreation Board, and the Evanston C�iamter of Commerce letter concerning 1740 Ridge Avenue. Development Mr. Lanyon reported that Work on grant development had terminated temporarily; work is beginning on an annual report but comments were encouraged; work on the videotape is in progress; and, the status of grants fror; the Illinois Arts Council and the National Endow-..ent frr tip ,r r. fir. Lanyon �-rccorals received for design of the general library brochures. Richard Lanyon moved for the Committee, MSP Design The Evanston Public Library Board of Directors approve a bid of Brochures from Beth Herran for design of a general brochure and related raterial at a cos= not to exceed $1,000.00. Passed inani7-oiziy on a roll call vote. PRESIDENT'S Mrs. Lundberg acknowledged the Human Services Committee Chair - REPORT man's priorities, the letter from the Evanston Chamber of Commerce, and the installation of Infotrac. She read a letter from Elaise Frazier on her retirement. -2- Jane Baker moved, second by Richard Lanyon, MSP The Evanston Public Library Board of Directors approve an Retirement expenditure not to exceed t100 for retirement recognitions of Recognitions Elaise Frazier and Virginia McCarthy, from Memorial Gifts, Interest Account. Passed unanimously on a roll call vote. VICE PRESIDENT'S Mrs. Cappo reviewed the financial report for eleven months REPORT through January 31. She reported on the meeting of the Board of the Evanston Library Friends, noting the gift of $2,500 for reference and children's material; current membership is at 1,100; and the spring noon -time short story series. !telly Regnier, a Friends Board observer, reported on the development of capsule presentations on the Library. Mr. Wright queried the Board on the use of the Bookmobile at the lakefront in conjunction with a Friends' exhibit at the Ethnic Festival. It was the consensus that the Bookmobile should not be taken out of service for that day. DIRECTOR'S Mr. Wright reported on Library activities for January; the REPORT retirements of Elaise Frazier and Virginia McCarthy; and the upcoming gook Sale. He called the Board's attention to the first payment for 'net lender' in the NSLS Reciprocal Borrowing Program. For the first time in several years Evanston is loaning more books to non-residents than Evanston residents are borrowing from other libraries --obviously a result of the three book limit Imposed by Wilmette. Mr. wriaht reviewed the cleaning and restoration of the Bougereau painting and the recommendation to have it secured in a plastic case. Mrs. Lundberg_ called for an Executive Session of the Board at 9:10 P.M. Adjournment The Board reconvened and adjourned at 9:30 P.M. -3- EVANSTON PURL: LIBRARY Board of Directors Meeting March 17, 198), 7:00 F.M. MEMBERS PRESENT Mary Anne Cappo, Jay Carow, Richard Lanyon, Glennis Lundberg, Doris Wolin MEMBERS ABSENT Jane Baker, Walter Clements, Susan Grossman, Cheryl Judice STAFF PRESENT Library Director Donald Wright OTHERS PRESENT League of Women Voters Observer Darlene Fisher PRESIDING Glennis Lundberg, President of the Board CALL TO ORDER President Lundberg called the meeting to order at 7:10 P.K. She reported that Mrs. Grossman and Ms. Baker were ills Ms. Judice was having a state progra- audit and would attend if possible. MINUTES Mary Anne Cappo moved, second by Richard Lanyon, MSP Approval The Evanston Public Li:�rary Board of Directors of Minutes, approve the minutes of February 17, 1987. February 17 Passed unanimously on a voice vote. COMMENTS FROM Darlene Fisher, League of Women Voters observer, reported that CITIZENS the League would continue its study of library space problems. OLD BUSINESS Feasibility Mr. Wright reported on the excellent assistance from City staff Study members Steve Pudloski and Chris Johnson on the Request for Proposal to conduct the feasibility study on the library site. March 31 is the deadline for receipt of proposals. COMMITTEE/ REPRESENTATIVE REPORTS NSLS Mrs. Lundberg reported on the NSLS project proposal for funds Representative to support a demonstration project of library service to licensed day care centers. Evanston will be a participating library if the funds are granted. —e NSLS is also requesting project funds for a telefacsimile demonstration of service between merber libraries and the Central Serials Service. Space Mr. Carow reported that ':is Committee had reviewed the Planning/ interviews of candidates for professional consultant to the Physical architectural competition. The Committee will check references Facilities on one of the firms and a?so prepare a series of questions for which information will be sought. Development Mr. Lanyon reported on the video project and the information brochures. The Boyers met with the Con ittee and discussed progress on their project. All library users who were asked for for an interview agreed and initial filning has taken place. A general Library brochure and five supplementary flyers have been developed. Mr. Lanyon reviewed work to date on development and design of the flyers, a project under the state per capita grant program. With final approval given to the prepared copy, Mr. Lanyon, recommended approval of the design production, and printing of all material for the project. Richard Lanyon moved, second by Mary Anne Cappo, MSP Brochure The Evanston Public Library Board of Directors approve the Proposal proposal from Beth Herman Graphic Design for design, production and printing of a general brochure and Eive supple^entary pieces at a cost not to exceed 416,000, to be paid from the per capita grant. Passed unanimously on a voice vote. Materials/ No report. Services Management No report Policy PRESIDENT'S Mrs. Lundberg reported on a discussion with Nancy Brothers, REPORT Commission on Aging, expressing the Cor-ission's interest in talking to the Library Board at some point on space needs of older citizens in the Library. Ms. Lundoerg also reported on discussion with the Chamber of Commerce about Ridge Avenue property, expressing appreciation for their continued interest, and indicating the feasibility study as to the primary focus at this point. VICE PRESIDENT'S REPORT Financial Mrs. Cappo and Mr. Wright reviewed the year-end financial Statement statement recognizing that certain expenditures, including one payroll, were not shown. Further infor-ation was requested on the non -tax income receipts for fine and for rental books. Friends of the Mrs. Cappo distributed the minutes of the February Friends' Library meeting. DIRECTOR'S REPORT Library Mr. Wright reviewed the year-end statistical report which shows Activities only a slight increase in loan of materials over the previous year and a 4% increase over the prior year. The loan of children's material has increased throughout the Library. The loan of non -print materials shows dramatic increases over last year. Reference questions answered increased by 9%. -2- C South Branch Mr. Wright brought a request from the South Branch Librarian for Book Sale use of book sale funds to pay for art books which had been billed to the library by volunteers without prior authorization. The request was denied since policy is very clear on use of funds and procedures for purchasing materials. Bougereau Mr. Wright reported the return of the Bougereau painting Painting following its cleaning and restoration. Insurance has been difficult to secure but it is now covered. He reviewed the need for security and requested approval for a large plastic case for protection. Richard Lanyon moved, second by Doris Wolin, MSP Plastic The Evanston Public Library Board of Directors approve an Case for expenditure from Book Sale Funds not to exceed $700 for a Painting plastic display case to protect the Bougereau painting. Passed unanimously on a roll call vote. Every Child A The District 65 PTA Council is interested in pursuing a Library Card program to secure a library card for every child. :his is also an objective of U. S. Secretary of Education Bennett. Many library groups are adopting this as an activity. Staff is working with the Council to develop a program. Executive Mrs. Lundberg asked the Board to resolve in an Executive Session Session to discuss a personnel matter. Doris Wolin moved, .lay Carow seconded, MSP Executive To go into an Executive Session. Session Passed unanimously on a voice vote. Mary Anne Cappo moved, Richad Lanyon seconded a motion, MSP Regular To reconvene into regular Board session. Board Meeting Passed unanimously on a voice vote. Adjournment There being no new business, the meeting adjourned at 6:50 p.m. -3- EVANSTON PUBLIC LIBRARY Board of Directors Meeting April 21, 198f= 7:00 P.M. MEMBERS PRESENT Jane Baker, Mary Anne Cappo, Jay Carow, Waiter Clements, Cheryl Judice, Richard Lanyon, Glennis Lundberg, Doris Bolin MEMBERS ABSENT Susan Grossman STAFF PRESENT Library Director Donald Wright OTHERS PRESENT League of Women Voters Observer Darlene Fisher PRESIDING Glennis Lundberg, President of the Board CALL TO ORDER President Lundberg called the meeting to order at 7:00 P.M., reminding the Board that interviews of firma to conduct a site feasibility study would begin at 7:45 P.M. She asked the Board to consider certain action items in advance of the interviews, the action items to be followed by committee reports. LEAGUE OF WOMEN Mrs. Fisher reported that the library study in process by the VOTERS REPORT League was about concluded. Considered for League adoption were statements supporting a downtown location for the main library and the essentialness that accessibility be a price consideration in the development of any facility. The Board expressed appreciation to the League for their support and for including the library question in the poll of aldermanic candidates. MINUTES Jane Baker moved, second by Voris Wolin, RASP Approval The Evanston Public Library Board of Directors of Minutes, approve the minutes of March 17, 1987, as received. March 17 Passed unanimously on a voice vote. Mr. Wright reviewed the I11inois State Library Annual Report as completed by staff and presented for Hoard approval and receipt. Following questions, Jane Baker moved, second by Richard Lanyon, RASP Approval The Evanston Public Library Board of Directors accept and of ISL receive the Illinois State Library Annual Report as completed Annual Report for the Evanston Public Library for the fiscal year ending February 28, 1987, and forward it to the North Suburban Library System for the State Library. Passed unanimously on a voice vote. STAFF Mrs. Lundberg reminded the Library Board members of the RESIGNATIONS resignation of Jane Greenfield (to accept the directorship of AND the Highland Park Public Library) and the retirement of Assistant RETIREMENTS Director H.J. Jahnke. Richard Lanyon moved, second by Jane Baker, MSP Resolution The Evanston Public Library Board of Directors place a Jane Greenfield specially enscribed book in the Library's collection in recognition of .lane Greenfield and that the Board present her with one hundred dollars from the interest funds on the Memorial Gift account. The Board does resolve: The Evanston Public Library Board of Directors expresses its deep appreciation for excellent service to the Library. Her twelve years of outstanding contributions and leadership represent significant professional accomplishments to the Library, to the Worth Suburban Library System and to ALA's Library Administration and Management Association. Mrs. Greenfield is commended and recognised for distinguished service as Coordinator of adult Services, for sensitivity to and participation in community and civic activities relating to library service, and for serving her profession through participation and leadership in association activities. The members of the Board congratulate Mrs. Greenfield on her appointment as Director of the Highland Park Public Library, and express their appreciation for outstanding service to the Evanston Public Library. Passed unanimously on a roll call vote. Walter Clements moved, second by Jane Baker, MSP Resolution The Evanston Public Library Board of Directors honor B.J. Jahnke B. J. Jahnke upon her retirement with the following resolution, a book to be specially inscribed in her honor, and a gift in the amount of two hundred dollars from the interest funds in the Memorial Gift account. The Board also resolved: The Evanston Public Library Board of Directors recognizes B. J. Jahnke for distinctive service to the community through her work at the Evanston Public Library. Mrs. Jahnke's contributions are many: -as Children's Librarian during the 1950s when the Evanston Plan coordinated school and public library service to youth, her vitality and exuberance as a children's librarian remain infectious and in her later position as Coordinator of Children's Services her vision for the excitement and vigor of a dynamic children's program was realized; -as Coordinator of Community Service, she increased the relationship and effectiveness of the public library in the community through the branches and bookmobile; and increased the visibility of the Library with community groups. -2- -as Assistant Director, she represented the Library with numerous groups and provided special leadership to the Poster Reading Center, the Levy Advisory Board, and Lonta of Evanston; provided an empathic and sympathetic ear to staff; and encouraged staff development through training and assessments -as a respected professional librarian, she has provided leadership and participation at numerous acronymic levels: ILA, ALA, NSLS, RLAC/YLA, LAMA/PR, LACONI. The Sward recognizes Mrs. Jahnke for her warmth as an Individual, her sensitivity as a supervisor and her ever present graciousness. She is thanked for her perceptive service to the community, and specially to the members of the staff and Board. Passed unanimously on a roll call vote. STAFF Members of the Board asked for the Management Policy Committee to RECOGNITION consider a Board policy on recognition of library staff members. FOURTH OF JULY Mr. Wright reminded the members of the Board that the Library will be closed on Friday, July 3rd (National Holiday), and on Saturday, July 4th. He recommended to the Board that the Library also closed on Sunday, July 5th. Doris Wolin moved, second by Walter Clements, MSP July 4th The Evanston Public Library be closed on Sunday, July 5, 1987. Passed unanimously on a voice vote. It was suggested that Jean Ward be asked to do some special publicizing of this closing. COMPACT DISCS Mr. Wright reported that City Staff to the Administration and AND Public Works Committee had asked for a Board statement on the VIDEOCASSETTES purchase of compact discs and videocassettes. The question had arisen during a Committee meeting with an alderman questioning these as library materials and also as a possible conflict with local business. Following lengthy discussion, Doris Wolin moved, second by Walter Clements, MSP CDs and The Evanston Public Library has a long history of providing Videocassettes information to the public in a variety of formats. A pianola and pianola rolls became part of the Library's collection in 1906. phonograph records have circulated since the 1940s and film service began in 1947. The Library has traditionally made every effort to respond to both changes in technology and patron interest. Such changes have recently been considered in the Library Board's decision to circulate videocassettes and compact discs. -3- Board Selection of videocassettes and compact discs is appropriate Resolution to the Board's mission of maintaining a public library that On will provide full access to ideas and creative thought in all videocassettes formats and adheres to the Board's previously adopted Policy And Compact Statement on the Selection of Materials. Through video - Discs cassettes and compact discs the Library is providing convenient access to a wider variety of artistic, cultural, educational and recreational forms. These new technologies have other benefits as well. Compact discs, for example, are much more durable than vinyl LPS and resist most of the damage that can result from the casual handling typical of library circulation to a wide audience. From a quality aspect, it is agreed by almost all music critics that compact disc sound is far superior to that of the LP. The Library's provision of these materials does not compete with local video and audio stores any sore than the Library's provision of print materials competes with local book stores, and indeed often allows patrons to view or listen to a program as an aid to their purchase decision. During the first month of compact disc availability, when less than 100 compact discs were catalogued, the circulation figure was 223 and at any given time, only 6 - 8 discs were available on the shelf. Circulation of videocassettes during !larch, 1987 was up more than 200 from the same month of 1986. Similar collections are also available to residents of Evanston's neighboring communities. Northbrook, Glenview and Arlington Heights have videocassette collections three times or more the size of Evanston's while Highland Park, Schaumburg, and Skokie have collections at least five times as large. The professional library literature indicates overhwelming national support of videocassette and compact disc collections with library surveys showing increases of as much as 30 - 60• a year in budgets for these materials. In summary, the videocassette and compact disc collections meet the major criteria for inclusion in the Library's collection by adding important new resources, providing materials of an artistic, cultural, educational and recreational nature, and meeting an expressed and growing interest of the community of Evanston. Passed unanimously on a voice vote. NoRiNATING Mrs. Lundberg reviewed with the Board the bylaws requirement COMMITTEE for election of a Nominating Committee at the April Board meeting to nominate officers to be presented to the Board at its May meeting and to be voted upon at the June meeting. Halter Clements nominated Mary Anne Cappo; Doris Wolin nominated Jane Baker; Jane Baker nominated Richard Lanyon. Jay Carow moved, second by Richard Lanyon, MSP Nominating The Evanston Public Library Board of Directors elects the Committee nominates slate: Mary Anne Cappo, Jane Baker, and Richard Lanyon. Passed unanimously on a roll call vote. -4- FEASIBILITY Mrs. Lundberg asked Walter Clements to share his thinking on the STUDY Library's planning process prior to the interviews. Mr. Clements INTERVIEWS shared his •vision• on a community cultural center. The Board agreed that such exciting vision■ were important but believed at this point they would only support activities which directly related to their role as library advocates. Mrs. Lundberg turned the meeting over to Jay Carow, Chair of the Space Planning and Physical Facilities Committee. Mr. Carow reviewed with the Board the RFP for a site feasibility study and the process by which the three candidates were selected for interview. The Committee as a whole had reviewed all proposals received and each member of the Board had studied all proposals which were under 430,000. The rankings of each Board member were considered in determining the three to be interviewed. Following discussion, the Board decided that no additional firms would be Interviewed if the three firms invited offered an acceptable proposal. At this point the Board interviewed the following firms, each in one-half hour sessions: Moretta and Sheehy, Evanston; Raymond J. Green, Evanston; and Carol Ross Barney, Chicago. Following the interviews, there was discussion on each of the firms and their presentations. Following debate on whether or not the Board could/should make a decision at this meeting, Richard Lanyon moved, second by Walter Clements MSP Raymond The Evanston Public Library Board of Directors contract with J. Green Raymond J. Green Associates subject to negotiation of a mutually agreeable contract. Passed unanimously on a roll call vote. Mr. Wright was asked to meet with the City Manager as soon as possible to get City staff assistance, with representation from the Library Board, in negotiation of this contract. ADJOURNMENT Mrs. Lundberg asked if there were any additional action items or reports which must be addressed at this time. There being none, the meeting adjourned at 10:20 P.M. -5- Approved 6/16/87 WAnSTON PUBLIC LIBRARY bard of Directors Meeting May 19, 1987s 7:00 P.M. MRlNVRS PRSSRMT Jane Baker, nary Anne Cappo, Jay Carow, Walter Clownts, Susan Grossman, Cheryl Judice, Richard Lanyon, Glennis Lundberg, Doris Wolin i0 =w ABSENT Hone n"P PRBSRMT Library Director Donald Wrighti Adminiatrative Services Manager Rim Ruttasr am= PUMT League of Women Voters Observer Darlene llaber s avanston Library Priends• Observer Dorothy Wpaadt PWIDIMO Clennis LuMberg, President of the board Chu !O OMDSR President Lundberg called the meeting to order at 7tOS Poo, xxpw S Susan Grossman moved, second by Jay Carow, M APproval The Rvanston Public Library Board of Directors of Kiswtes, approve the minutes of April 21, 1987, as received. ►wn 21 Passed unanimously on a voice vote. CONN=S BY Darlene Piaber, Observer from the League of Women voters, CITIS MS distributed to the board a consensus statement adopted by the League based upon its 1986 and 1967 studies of the Library. OLD BUSMSS Feasibility Mr. Carow and Mr. Wright reported on the contract for the site Study feasibility study. The contract was negotiated with Raymond Green and Associates and should be completed and work initiated by May 22nd. The Board requested a schedule as soon as possible of dates for m** tings with the firm. It is anticipated that the work will be completed by the end of June. COINIT=/ Development Hr. Lanyon reported that Boyer studio would present to the Board a •tough cut• of the video on Monday, June 1 at 7:30 P.M. is the Staff Room. Be showed a dummy of the annual report and presented to each Board member the first five flyers prepared under a per capita State Library grant. The Board expressed appreciation to the Committee and staff for the excellence of the publications. Management ■o report. Policy Materials and Mrs. Lundberg referred to the Committee a letter from Ald.*roan services Nelson concerning purchase of videocassettes. MSLB No report. Representative Space Mr. Carow reported that with the feasibility study to be Planning/ completed within six weeks it was appropriate to discuss an Physical arrangement with consultants for an architectural competition. facilities Since the members of the Board have agreed upon Lawrence Witaling and Jeffrey Oliswang of the University of Wisconsin -Milwaukee, it would be appropriate to initiate discussion of a contractual arrangement for Board review and approval. Jay Carow moved, second by Jane Baker, MiP The hanston Public Library Board of Directors initiate Architectural Negotiation of a contract tot bard approval with Latrreaoa Cbpatition Witsling aed Jeffrey 011swamg as professional com ultsmts for Contract an architectural ootmpetitiom. Passed W"Wioously on a voioe vote. Masinatipg Jane Balzer, Chair of the Nominating Cammittes, presented the following Nominations as officers for the Board, 1987-1988: for President: Cleanis Lundberg; for Vicw4resident: MarY Amew Cappo; For Secretary: Jay Carow. she report was received and obeerving Board by -lags, the election will be held at the regular June sooting. Puslaw's Mrs. Lundberg reported on the letter from the Commission on 1iEPOR! Aging. Mr. Wright was asked to acknowledge the letter and assure the Commission of the board's interest in broad community input and support. Mrs. Lundberg read a letter of thanks from s.J. Jahnke for board support of the Library and staff during bet library employment and expressing appreciation for the retirement recognition. VICE PRESIDENT's Mrs. Cappo and Ms. Xuttner presented the Financial Report for 19PORT three months ending May 31, 1967. Mrs. Cappo reported on the airshfield Poetry Award prograA, characterizing it as a special day with diversity in those attending and considerable talent among the winners. She expressed special praise for the judge, John Dickson. She recognised the reception by the Evanston Library Friends and stressed the importance of the social hour. Mr. Wright underscored the special quality of this Library program, the support from the Friends, and the impact --over 800 entrants are aware of the Library through their submission of poems and ISO persons attended the outstanding program. Mrs. Cappo and Mrs. Wyandt reported on: the absence of Mr. ]idler and the superb performance of Virginia McCarthy at the Priends' April meeting; and, the friends' Annual Meeting on June 12. -2- USDA" Mr. Wright asked for questions about tie library activities for DIROMR's April and reported upon the progress to date in filling ul4RT positions. It now appears that the sew Assistant Director will not be on staff until August or September. Nr. Wright teviewed staff priorities at this point and uadoracored that primary focus will be on (1) the Building Program Statement, 42) the feasibility study, and (3) daily operation of the Library. The foard concurred that items in the Action Plan might have to be postponed temporarily. Mr. Wright reported that the City Manager's recommendations for the neat fire -year capital improvements program would include an amount for library building purposes. The plan will be presented to Administration and Public Works on June 22. firs. Lundberg asked the s:ecutive Camnittae and Committee Chair to meet to develop a bard statement of support for the funding. MW NOSIMBU In response to a question about the use of the Rotary wadding, ■r. Wright reported (1) usable square toots" doss sot afar that snob larger than the Library's oarremt space# (2) hlaspslats *WA the floors are built for Sd pomais got square feet w. 150 rpuirod for Library purposes] (3) not *Isar at this piOt Mat Notary intends to do with the building. A final Library Board position will be aade following the feasibility study. are. Wolin discessed a user's complaint about the on -lime catalog. Mr. Wright encouraged Board sawnts to refer any user oomp+laiats to bin as he and staff Noma also like to disaass pcoblsr. "joanwat !be use Lag adjourned at •:40 P.M. -3- e 0 Approved 7/21/87 EVANSTON PUBLIC LIBRARY Board of Directors Meeting June 16, 1987; 7:00 P.H. MEMBERS PRESENT Jane Baiter, Mary Anne Cappo, Cheryl Judice, Richard Lanyon Glennis Lundberg, Doris Wolin MEMBERS ABSENT Jay R. Carow, Walter Clements, Susan Grossman STAFF PRESENT Library Director Donald Wright; Administrative Services Manager Kim lcuttner OTHERS PRESENT League of Women Voters Observer Darlene Fisher; Evanston Library Friends' Observer Herbert Lesser PRESIDING Glennis Lundberg, President of the Board CALL TO ORDER President Lundberg called the meeting to order at 7:11 P.M, MINUTES Jane Baker moved, second by Mary Anne Cappo, MSP Approval The Evanston Public Library Board of Directors approve of Minutes, the minutes of May 19, 1987, as received. May 19 Passed unanimously on a voice vote. COMMENTS BY None CITIZENS OLD BUSINESS Jane Baker moved, second by Doris Wolin, MSP Election The slate of officers nominated by the Nominating Comwittee Of Officers is to become the elected slate: President, Glennis Lundberg; Vice President, Mary Anne Cappo; Secretary, Jay Carow. Passed unanimously on a voice vote. COMMITTEE/ REPRESENTATIVE REPORTS Materials and None Services Management None Policy Space Planning Mr. Wright reported on the completion of the first review by and Physical staff supervisors of the Building Program Statement, followed by facilities a days session with Library Consultant Robert Rohlf. The staff is now reviewing the program in light of the day's work and will return to a revision to Mr. Rohlf prior to July 1. The Board will plan to meet with Mr. Rohlf in late July or early August in a working session on the plan. Space Planning Raymond Green and Stephen Yas joined the Board to review the time (cont) schedule for the feasibility study which was initiated on June 14. Dates for review with the Board were established. Development Mr. Lanyon distributed copies of the Annual Report which would be mailed shortly. The Committee and staff were thanked for the report. Revisions of portions of the video presentation were shown to the Board and there was general agreement that they strengthened the earlier version. NSLS No report. Representative PER CAPITA GRANT Mr. Wright reviewed with the Board the status of the Per Capita Grant program. Reviewing the Board's initial program for the grant and the current level of anticipated expenditures, Mr. Wright and staff made recommendations for various changes to assure that the encumbrances would be made by June 30 and the expenditures by September 1, to comply with the State requirement. Richard Lanyon moved, second by Mary Anne Cappo, MSP Revision The Evanston Public Library Board of Directors adjust the of Per Capita per capita program with the following changes: Possibility Program Study, 419,810; Public Relations and Development, *5,980F Gift Brochure Mailings, *1,000t Nang On-line to City Computer, 0 ,748t Telefax NSLS Program, #1,298. Passed unanimously on a roll call vote. Mary Anne Cappo moved, second by Richard Lanyon, MSP Addition The Evanston Public Library Board of Directors approve To Feasibility the additional item in the contract with Raymond Green i Study Associates for inclusion of program Considerations in the feasibility study at a cost of $2,375 with funds from the Per Capita Grant. Passed unanimously on a roll call vote. PRESIDENT'S Mrs. Lundberg thanked the Board for their confidence in REPORT electing her for another year as President of the Board. She reported on the meeting at which representatives of the Library, the Recreation Board and the Commission on Aging met with the City Planning Commission in a general discussion of shared facilities. Mrs. Lundberg thanked Jane Baker the Library Board and moved the unanimoualy passed. -2- for her six years of service on following motion, which was MSP Resolution The Evanston Public Library Board of Directors recognises Jane Baker with appreciation the service of Jane Baker as a member of the Library Board from July, 1981-July, 1987. Mrs. Baker has served the Board as its secretary and on the following committees: Gifts and Endowment, Library Materials and Services Policy, Management Policy, and Space and Physical Facilities. She has chaired the Library Materials and Services Policy Committee and the Management Policy Committee. Jane Baker has served with distinction as a conscientious member of the Board. Her attention to detail, her knowledge of the community, her perception of the role of the library, and her sensitivity to citizens have been significant factors in the service on the Board. The members of the Board will miss her quiet sense of humor and her sense of appropriate action. The board appreciates her contributions to Evanston residents through her service as a Library Board member. Ms. Lundberg reported upon a suggestion of a Board/Friends/City Council Committee to provide direction on funding the building. There was considerable discussion. The Board agreed that a means to capture broader community support was necessary, and the Board would address such a plan. VICE PRESIDENT'S Mrs. Cappo and Ms. Futtner reviewed the financial statement for REPORT three months ended May 31. Mrs. Cappo reported on the meeting of the Friends' Board and their current activities: the spring meeting at which Virginia McCarthy pinch -hatted for Mortimer Adler, the Annual Meeting, and the continuing series on short stories hosed by Natalie Newberger. LIBRARY Mr. Wright reviewed the library activities for May. He DIRECTOR'S reviewed the process to date in a search for the Assistant REPORT Director for Public Services; candidates have been reduced to six and interviews will be held in July. A staff committee reviewed the fifty plus applications which had been received. Those candidates who were currently working in public service positions in public libraries were mailed a problem in which they were to describe the process they would use in studying a library activity. The interview committee reviewed these responses, ranked them, and then reviewed the responses and the resumes together. At this point, the group of six was selected. Adjournment There being no new business, the meeting was adjourned at 9:05 P.M. -3- EVANSTON PUBLIC LIBRARY Board of Directors Meeting July 21, 1987; 7:00 P.M. MEMBERS PRESENT Mary Anne Cappo, Jay Carow, Susan Grossman, Cheryl Judice, Richard Lanyon, Glennis Lundberg, Doris Wolin MMERS ABSENT Walter Clements STAFF PRESENT Library Director Ronald Wright; Administrative Services Manager Kim Kuttner OTHERS PRESENT Library Board Member Designate Ann Kepler; League of Women Voters Observer Darlene Fisher; Evanston Library Friends President Shel Newberger PRESIDING Glennis Lundberg, President of the Board CALL TO ORDER President Lundberg called the meeting to order at 7:10 P.M., introduced the visitors and welcomed Board member -desig- nate Ann Kepler. MINUTES Mary Anne Cappo moved, seconded by Susan Grossman, LISP Approval of The Evanston Public Library Board of Directors June 16 approve the minutes of June 16, 1987, as received. Minutes Passed unanimously on a voice vote. COMMENTS BY Mr. Newberger presented a brief review of the Evanston CITIZENS Library Friend's past year -- a "very successful year." The Friends provided funds to purchase all items on the staff's "wish" list and provided a significant gift to the Holiday Book Fund. The Friends played a role in calling to the attention of the community --both citizens and officials --the predicament of space. Friends would like to hold a series of coffees in homes to talk about the library and get people excited. A suggested format would be to use the new video as a focus and follow with discussion on service and building needs. The coffees would be held in October and November and again in the Spring. The Board was supportive and it was agreed that the Board would be included in the planning and presenta- tion of the coffees. OLD BUSINESS Mrs. Lundberg and various members of the Board reviewed the hearing held to date on the Capital Improvements Program. Capital It was decided that the President of the board would pro - Improvements vide a summary of activities to date and a request for Program support in a memorandum to the members of the City Council. Mrs. Lundberg urged members of the Board to attend the July 27 meeting of the City Council. Feasibility Mrs. Lundberg stressed the importance of attendance at the Study progress meetings with Raymond Green and Associates. The next meeting is scheduled for July 29th. COMMITTED REPRESENTATIVE REPORTS Management Policy No Report NSLS Representative No Report Space Planning The progress on the development of a contract with the consultant for advising on the architectural competition was discussed. The library director was asked to have a draft of the contract or agreement ready for the August Board meeting. Mr. Carow reviewed for the board the purposes of the competition and the special character of a competition for Evanston. Development Mr. Lanyon reported on a successful year for the committee in achieving its goals. He presented for the board the final production of the video, "Your Natural Resource" a videotape on library service produced by Wayne Boyer Studio. Following the viewing the board expressed pleasure with the production and identified many uses for it. Materials and No Report Service PRESIDENT LUNDBERG'S Mrs, Lundberg thanked the committee chairs for their year REPORT of work and appointed the following committees for the new year: Development -Susan Grossman, Chair with Ann Kepler and Doris Wolin; Management Policy --Richard Lanyon Chair with Chervl Judice and Walter Clements; Materials and Service --Doris Wolin, Chair with Ann Kepler and Walter Clements; Space Planning and Physical Facilities---Jav Carow, Chair and the board as a committee of the whole. Mrs. Lund- berg asked Mary Anne Cappo to continue to serve as a repre- sentative to the Friends board. VICE PRESIDENT CAPPO'S Mrs. Cappo and Ms. Kuttner reviewed the financial statement REPORT for the first four months ending June 30, 1987. Mrs. Cappo and Mr. Newberger reported on the Friends. The organization is in good shape financially and is looking forward to a busy year, with an excellent series of pro- grams and the coffees. LIBRARY DIRECTORS Mr. Wright answered questions on the activities report for REPORT the month of July. He reviewed with the Board their action of December 16, 1987, in which they approved a series of purchases under the per capita grant program and from Book Sale funds. The latter were recommended by the committee to be held for purchase until later pending the funding of the competition. Mr. Wright requested permission to purchase those items at this point, since they had been approved for purchase, and because those items related to shelving and display equipment, were needed. There was agreement that the prior action could be implemented. LIBRARY SURVEY Mr. Wright reviewed the new Illinois State Library regu- lations on per capita grants which will require a com- munity survey. He asked for an approval in concept to develop a contract with the University of Illinois Library Research Center to conduct such a survey, which will be required in order to secure FYl9h7 grants. Doris Wolin moved, second by Susan Grossman, HSP Approval in The Evanston Public Library Board of Directors approve In Concept of Survey concept the community survey to be conducted by the University of Illinois Library Research Center pend- ing a contract to he approved by the Library Board. Passed unanimously on a voice vote. ASSISTANT DIRECTOR Mr. Wright reviewed the process followed to date in for Public Services selecting a new Assistant Director. Six all -day inter- views had been held and Charles Anderson was the unanimous choice of the Director and the Interviewing committee. Mr. Wright reported that two of the candidates had come from out of town and there was no city reimbursement for travel expenses. He asked the board to consider such a reimbursement from the interest funds received on invest- ments. Ilse amount would not exceed $600; one candidate was from Houston and one from North Carolina. Richard Lanvon moved, second by Jay Carow, HSP Reimbursement The Board of Directors approves reimbursement of of Travel for expenses for two candidates for Assistant Director Interview interviews at a cost not to exceed $600 from Revolving Interest funds. Passed on a roll call vote with one dissent (Wolin NEW BUSINESS None ADJOURNMENT The meeting adjourned at 9:40 P.M. droved 9/15 87 EVANSTON PUBLIC LIBRARY Board of Directors fleeting August 18, 1987; 6:00 P.M. MEMBERS PRESENT Mary Anne Cappo, Jay R. Carow, Walter Clements, Cheryl Judice, Ann Kepler, Richard Lanyon, Glennis Lundberg, Doris Wolin MEMBERS ABSENT Susan Grossman STAFF PRESENT Library Director Donald Wright; Administrative Services Manager Kim Kuttner OTHERS PRESENT Raymond J. Green. Stephen Yas and Mike Teaks (Raymond J. Green and Associates); Robert Teske (Teaks Associates, Inc.); Joe Zendell, (Evanston Arts Council); Shel Newberger, Herb Lesser (Evanston Library Friends); Bob Brettachneider (Evanston Review) PRESIDING CALL TO ORDER MINUTES MSP Approval of Minutes, July 21 COMMENTS BY CITIZENS OLD BUSINESS Glennis Lundberg. President of the Board President Lundberg called the meeting to order at 6:05 P.M., and announced that the earlier time for the meeting was to enable members of the Board to hear a report on the site feasibility study. Doris Wolin moved, second by Jay Carow. The Evanston Public Library Board of Directors approve the minutes of July 21, 1987, as received. Passed unanimously on a voice vote. Mrs. Lundberg asked observers to the meeting to introduce themselves and their affiliation. Site Mrs. Lundberg introduced Ray Green, principal of the Feasibility architectural firm conducting the site feasibility study. She Study reminded the Board that this was an oral report by the firm, which Would encompass their study and final recommendations. The Board mould receive the final report in early September and develop its recommendation on the report at that time. Mr. Green introduced the presentation by reviewing the assignment. Stephen Yas presented their report. He reviewed the six sites and the various configurations to be considered for each site. Five alternatives would be presented to the Board as possible configurations for the Library and other uses. He presented graphics to illustrate the second floor extension of the present Library over the alley providing sufficient clearance for traffic. Mr. Yas provided the parameters of the various options on each site, explaining the problems and possibilities. Bob Teaka reviewed the traffic and parking studies and zoning regulations and their impact upon the study. Mr. Yas explained the "planned use development" and its applicability to the project. He reviewed the five recommendations of the firm and presented their rationale for each. fie indicated the Board would receive a final draft early in September, to which the Board could react prior to preparation of the final document. Site Mr. Green, Mr. Yas, and Mr. Teska answered several questions Feasibility relating to parking requirements for the various options; zoning Study restrictions; costs related to new structure vs. rehabilitation; traffic and parking studies; costs related to moving buildings; parking requirements associated with commercial spaces; the inclusion of a recommendation relating to the Woman's Club which was not in the RFP. Mrs. Lundberg thanked Mr. Green and his associates and recognized the extra work which they had done to date in presenting the process of this study to various groups. She reminded those present that the Board would not take a position on the feasibility study until the final report was received. The Library Director was asked to seek a date for presentation of information on this study plus the Building Program Statement to members of the Human Services Committee and the Administration and Public Works Committes. It is hoped that this meeting will be on a non -Council night and that all members of the Council will be invited. COMMITTEE/ REPRESENTATIVE REPORTS NSLS None Representative Space Planning Mr. Carow reported on his and the Library Director's meeting and Physical with Larry Xitzling and Jeffrey 011swang on the architectural Facilities competition. The competition advisors had met first with Raymond Green and Stephen Yas to see the material and information that would be available from the feasibility study. The advisors were requested to provide a means by which the Library Board could (1) determine the objectives of the competition; (2) establish a budget; (3) clarify staff responsibilities and costs; (4) develop a calendar. The professional advisors proposed a contract hiring their firm, Design Competition Advisory services, as professional advisors to a library architectural competition at a fee not to exceed $15,000, subject to special conditions to be imposed by the Library Board. The consultants, preliminary to any decision made by the Library Board authorizing a competition, would prepare information for the Board (a) defining the goals and objectives, and the desired results of the competition; (b) specifying the appropriate form of the competition, and the type of competitors invited to enter; (c) developing the competition budget and the new schedule; (d) establishing the structure, type and the amount of the awards, prizes and commissions and developing the guidelines governing the type of commission awards to the winners, and any requisite negotiation procedures to be followed by the Sponsor and the winners; (e) describing the type and amount of staff activities required by the Sponsor. -2- Space Planning Mr. Carow explained that approval of the contract at this time and Physical would (1) appoint this first as professional advisors to a Library Facilities architectural competition, should the Board elect to proceed with with a competition; (2) enable the Board to receive preliminary, detailed planning data; (3) provide for cancellation of the contract should a library competition not be held and, (4) provide for payment of $3,500 for preliminary planning documentation and support. Mrs. Lundberg and fir. Carow spoke in support of this expenditure and the method. Mary Anne Cappo moved, second by Doris Wolin, MSP The Evanston Public Library Board of Directors approve a Architectural contract with Design Competition Advisory Services to provide Competition architectural competition advisory services, contingent upon Planning approval by the Board of a library architectural competition; in the event a library architectural competition is not held, payment not to exceed $3,500 will be made to the firm (funds to be paid from Book Sale account). Passed unanimously on a roll call vote. Mr. Wright reviewed the status of the Building Program Statement. All changes/revisions, except for the opening background narrative, have been sent to Mr. Rohlf for review and for extension of revised square foot requirements. These changes and the narrative will be to the Board prior to its September meeting. The Board requested that drafts of the "Summary" document also be prepared in order to include these in the Council presentation. Mrs. Lundberg and the Board expressed great appreciation to Mr. Carow for the extra and special work has has given the Board. Development No report. Materials and No report Services Management Mr. Lanyon distributed a meeting schedule and chairman's agenda Policy to his Committee. He reviewed the city's budget calendar for the 1988-1989 budget. The Management Policy Committee will meet on September 8 to review staff recommendations on the budget and the per capita grant. The Board will need to act at its September Board meeting to meet the city deadlines. PRESIDENT'S Mrs. Lundberg expressed appreciation for the Board to the Library REPORT Director for his twenty years' service as Librarian. Mr. Wright thanked the Board for their very special and surprise recognition of him. -3- VICE PRESIDENT'S REPORT Financial Mrs. Cappo and Me. Kuttner answered questions on the Financial Report Report for the period ending July 31. Friends of the Mrs. Cappo reported the Friends did not meet in July but were Library making plans for several 1987-1988 programs, including a rescheduling of Mortimer Adler. LIBRARY Mr. Wright reported the new Assistant Director for Public DIRECTOR'S Services would report on Tuesday, September 8. He alerted the REPORT members of the Board to the September 15th Board meeting, as one which would require Board action on numerous items: 1988-1989 budget recommendation; Building Program Statement; contract with University of Illinois Library Research Center for the community survey; application for a per capita grant. He reminded the board of his attendance at a meeting of the White House Conference Task Force on August 27-30, and of his chairing of the Site Review Committee for the accreditation of the graduate program at the University of South Florida (September 19-24). Now Business None. Adjournment The meeting adjourned at 9:25 P.M. -4- MEMBERS PRESENT MEMBERS ABSENT STAFF PRESENT OTHERS PRESENT PRESIDING CALL TO ORDER MINUTES MSP Approval of Minutes, August 18 COMMENTS BY CITIZENS OLD BUSINESS EVANSTON PUBLIC LIBRARY Board of Directors Meeting September 15, 1987; 7:00 P.M. Mary Anne Cappo, Jay R. Carow, Susan Grossman, Ann Kepler, Richard Lanyon, Glennis Lundberg, Doris Wolin Walter Clements; Cheryl Judice Library Director Donald Wright; Assistant Director for Public Service Charles Anderson; Administrative Services Manager Kim Kuttner Darlene Fisher, League of Woman Voters Observer; Friends' Secretary Jeanne Goeseling Glennis Lundberg, President of the Board President Lundberg called the meeting to order at 7:05 P.M. Mary Anne Cappo moved, second by Ann Kepler, The Evanston Public Library Board of Directors approve the minutes for the meeting of August 18, 1987, as received. Passed unanimously on a voice vote. None. Feasibility Mr. Carov reported that Raymond Green would have the draft Study of the feasibility study to the Board on September 28, at which time it will be delivered to each Board Member and to the City Manager. There will be one week to check the draft for factual errors. The final, completed report will be distributed to the Library within two weeks after receipt of comments on the draft. Mr. Carow reviewed the need for additional information from Green Associates --conceptual plans and costs for the two-phase approach_ The Executive Committee recommended additional funds to accomplish this. Susan Grossman moved, second by Doris Wolin, MSP Conceptual The Evanston Public Library Board of Directors approve an Plans/Costs agreement for additional service from Raymond J. Green 6 Associates at a cost not to exceed $2,350 to secure conceptual plans and costs on a two -phased expansion to be paid from FY1988 Per Capita funds. Passed unanimously on a roll call vote. Community Mr. Wright reviewed with the Board the community requirements for Survey an application for a FY1986 per capita grant. The contract with the University of Illinois Library Research Center was reviewed and the oversight for the survey assigned to the Materials and Services Committee. Richard Lanyon moved, second by Susan Grossman, MSP Approval The Evanston Public Library Board of Directors approve a University of contract with the Library Research Center, University of Illinois Illinois, for a community survey at a cost not to exceed $5,000, to be paid from 1988 Per Capita funds. Passed unanimously on a roll call vote. COMMITTME/ REPRESENTATIVE REPORTS Space Planning and Physical Facilities Development Materials and and Services Management Policy Mr. Caron reviewed the pending action on the Building Program Statement and the brief of that statement. Mr. Wright reported that the earliest date for a special sleeting With the City Council appeared to be Noveaber 4, which was considered tentative. With this change in dates, it was agreed to delay consideration of the Program Statement and brief until the October Board Meeting. No report. No report. South Branch Mr. Lanyon and Mr. Wright reviewed the Committee's discussion Lease about the increase in the rent for the South Branch storefront. Although the increase is considerable and has a significant Impact on the 1988/1989 budget, the asking rent is considerably less than other area rents. Susan Grossman moved, second by Jay Carow, MSP Approval The Evanston Public Library Board of Directors approve an South Branch extension of the lease for the South Branch Library at $2,000 Lease per month. Passed unanimously on a roll call vote. Avenues to Mr. Lanyon reviewed the Committee's discussion of the Avenues Excellence to Excellence --the Illinois Library Association's standards for public libraries --and the requirement to review these annually as part of the per capita application. Susan Grossman moved, second by Doris Wolin, MSP Accept The Evanston Public Library Board of Directors accept the Avenues to report on the Avenues to Excellence. Excellence Passed unanimously on a voice vote. -2- Mr. Lanyon added the annual review method for these standards to the agenda of the Management Affairs Committee. 1988 Per Mr. Lanyon reviewed the application for the 1988 per capita Capita Grant grant from the Illinois State Library. Susan Grossman moved, Application second by Doris Wolin, MSP Approval The Evanston Public Library Board of Directors approve the of Per Capita application for a 1988 per capita grant from the Illinois Application State Library. In applying for the grant, the Board accepts the following statement as it appears on the application form: "In making application for a grant or grants the Library Board agrees to extend the funds received for the purposes outlined in the application as approved by the Illinois State Library and defined by the Illinois Library System Act and Rule 3030.105 (d), (e) and (f). The Library Board further affirms that all grant funds received as a result of this application shall be used for providing public library service to its community by supplementing the library's regular budget and that it will not reduce, nor cause to have reduced, the library's levy in the current year or in the next year. "The Board further affirms that if the expenditure of the grant funds is contemplated, at any time, to be other than that stated in the grant application, that it will solicit and receive the consent of the Illinois State Library before approving such expenditures. The Board further affirms that it has reviewed AVENUES TO EXCELLENCE during the previous twelve months, that it has completed the checklists reported on in this application and that the information contained in this application is, to the best of its knowledge, correct. "The Board understands that the State 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, the State Librarian shall reduce the amount of each grant so that the qualified applicants should receive a proportionate share. The Board further affirms that in making the application for a grant, or grants, it is acting at its sole discretion and is not applying as a result of pressure or duress from any outside agency, person, or persons." 1988/1989 Mr. Lanyon reviewed the Committee's discussion of the staff Budget budget proposal and the City Council guidelines. It was recognized that there were almost no options allowed in the budget when recognizing the $24,000 increase in City support allowed under the guidelines and the $19,000 in mandated increases in health insurance, branch rent, and computer maintenance. There was considerable concern about decreasing the library materials budget, but recognition that at this point this was the only alternative. Susan Grossman moved, second by Mary Anne Cappo, -3- MSP Approval of 1988/1989 Budget Recommendation The Evanston Public Library Board of Directors approve the 1988/1989 budget for the Library of $1,873,933. Passed unanimously on a voice vote. Mr. Wright informed the Board that the Human Services Committee would hear the Library's budget on Monday, November 2. NSLS No report. Representative PRESIDENT'S Mrs. Lundberg asked the Board to consider some recognition of REPORT Beth Wright for her two years of directing the Library book sales. It was proposed that a portion of the book sale funds which had been placed into the Endowment Fund for Collection Development be earmarked as a special fund in honor of Mrs. Wright. Susan Grossman moved, second by Ann Kepler, MSP Establish The Evanston Public Library Board of Directors establish in Seth Wright the Endowment Fund a $3,000 fund in honor of Beth Wright, the Fund proceeds of which will be used for purchase of books on travel and gardening. Passed unanimously on a roll cell vote. VICE PRESIDENT'S Mrs. Cappo and Ms. Kuttner reviewed the financial report for REPORT six months ending August 31. Mrs. Cappo reported on the activities of the Friends, including their November Family Night, the coffees on the building program, the use of the new video, and their maintenance of the mailing list. Mrs. Lundberg asked Mrs. Cappo and Mrs. Goessling to convey to the Friend's Board the Library Board's compliments on nnaintaining the quality of the Bookmark. Mr. Wright asked the Board, on behalf of the Friends, if they could have the list of Library registrants as new cards are issued. It was agreed that this would not be appropriate, but the Library would include information on the Friends with the nailing of a new library card. LIBRARY Mr. Wright reviewed the need to change the bank signatories now DIRECTOR'S that Jane Greenfield and B J Jahnke were no longer on staff. The REPORT Memorial Gifts and Imprest Accounts require two signatures. It was recommended that Mr. Wright's signature with Charles Anderson's or Barbara Kriigel's be the new requirement. Susan Grossman moved, second by Ann Kepler, MSP The Evanston Public Library Board of Directors approve Donald Authorisation E. Wright with Charles Anderson or Barbara Krilgel as of Bank signatories on the accounts at the State National Bank and Signatories and the Firstlllinois Bank. Passed unanimously on a voice vote. Publicity Mr. Wright distributed the City Highlights and the new Arts and Recreation magazine showing the information on the Library. -4- Every Child A Mr. Wright reviewed the national program, initiated by Secretary Library Card of Education Bennett, to get every school child a library card during the school year. Mr. Wright and Mrs. Jones have been working with the District 65 PTSA Council in a program which would reach all schools. Mr Wright asked Board approval for professional design and printing of a flyer to be the Library's part in the program. The Children's Room and branches will have special activities to encourage registration for a card. Mary Anne Cappo moved, second by Susan Grossman, MSP Approval of The Evanston Public Library Board of Directors approve, from Flyer: Every Rook Sales Funds, an amount not to exceed $1,500 for Child a Library preparation and printing of 10,000 flyers on the Library card Card program. Passed unanimously on a roll call vote. NEW BUSINESS Hone. ADJOURN MT The meeting adjourned at 8:55 P.M. —5— Approved November 17, 1987 EVANSTON PUBLIC LIBRARY Board of Directors Meeting October 20, 1987; 7:00 P.M. MEMBERS PRESENT Mary Anne Cappo, Jay R. Carov, Susan Grossman, Cheryl Judice, Ann Kepler, Richard Lanyon, Glennis Lundberg, Doris Wolin MEMBERS ABSENT halter Clements STAFF PRESENT Library Director Donald Wright Assistant Director for Public Service Charles Anderson Administrative Services Manager Rim Kuttner OTHPRS PRESENT Shel Newberger, Friends President Darlene Fisher, League of Woman Voters Observer Phil Foley, Tom Beckler, Daily Northwestern PRESIDING Glennis Lundberg, President of the Board CALL TO ORDER President Lundberg called the meeting to order at 7:02 P.H. MINUTES Ms. Wolin moved, second by Richard Lanyon, MSP Approval The Evanston Public Library Board of Directors approve of Minutes, the minutes for the meeting of September 15, 1987, an 9/15/87 received. Passed unanimously on a voice vote. COMMENTS BY None. CITIZENS OLD BUSINESS Budget Hearing The Board was reminded of the Budget Bearing before the Human Services Committee, November 2, 1987 at 7:00 P.M. Building A comparison of the 1985 Building Program Statement with the Program proposed revision was received. Ms. Cappo suggested that the Statement current size of the library areas be included with these comparisons. This will be done. Mr. Lanyon moved, second by Jay Carov, MSP Approval The Evanston Public Library Board of Directors approve the of BPS 1987 revision of the Building Program Statement as presented. Revision Passed unanimously on a roll call vote. Building The revised Brief of the Building Program Statement was received Program favorably by the Board and Mr. Wright thanked Mrs. Kepler, Statement Mrs. Wolin, and Mr. Anderson for their assistance. The Brief Brief will be forwarded to the City Council along with the feasibility study. COMMITTEE/ REPRESENTATIVE REPORTS Development Ms. Grossman reviewed the current work of Jean hard, public relations specialist, and other projects in development. These include production of a library sap and various bookmarks. A Committee recommendation was made to continue the public relations program through the summer of 1988, with funds coming from the FY1988 per capita grant. The Committee is also working on a revised brochure for the Holiday Book Fund. It was reported the program brought in 62,300 from regular gifts and $2,500 from the Friends last year. More ways to publicize and broaden the base of the program will be sought. Mr. Wright reported that a price of $21.95 for reproduction of the EPL video had been obtained, and that a sale price of $35.00 had been suggested. Mrs. Grossman moved, second by Dick Lanyon, MSP The Evanston Public Library Board of directors sake the Videocassette videocassette "Your Natural Resource' available for sale at a cost of $35, and review in professional journals, as well as distribute free copies to Arlington Heights Public Library, Skokie Public Library, and the Illinois State Library. Passed unanimously on a voice vote. Mrs. Grossman requested suggestions from the Board on ways to improve marketing of the gift brochure. Materials and No report. Services Management Policy Per Capita Mr. Lanyon reported the Committee recommended approval of the per Funds capita requests as submitted, with priority purchase for certain items, since a money savings Would accrue if the items were purchased by October 31. (Memory upgrade for the CLSI computer circulation and online catalog system, new CLSI T1201 terminals, and software for the Children's Department Apple IIe.) Mrs. Cappo asked about the foundation development project. Mr. Wright felt this was a high priority and worthwhile item and recommended allocation of funds to enable the Development Committee to consider the project. -2- Mr. Lanyon moved for the Committee, second by Susan Grossman, MSP Per The Evanston Public Library Board of Directors approves the Capita utilization requests for per capita grant funds as presented in Grant Items the amount of $63,225: OCLC work station ($2,950); Memory upgrade 3 3,995); Four CLS1 T1201 keyboard terminals ($2,780); Laser reader 32,000); Adult bookmobile books 32,000); Cammunity survey ($5,000); Public relations ($6,000); Development project ($7,500); Architectural competition project staff ($20,000); Collection development to be reviewed by Board 310,000); and Software for children for the Apple Ile ($1,0oo). Passed unanimously on a roll call vote. Rook Sale Mr. Lanyon called on Mr. Anderson to summarise the library Funds thinking regarding the requested microcomputers, with particular emphasis on compatibility with existing library systems. Mr. Anderson reported that the requested computers were MS-DOS machine, i.e., used the same operating system as the Technical services microcomputer, the business Office Wang computer, and the Reference Department's microcomputer. Mr. Anderson also said that the new computers as well as the above machines could be used in a future Local Area Network because they were all compatible with existing network software. The Committee recommended approval of the purchases from Book Sale funds as presented. Mrs. Grossman moved, second by Mary Anne Cappo, MSP Book The Evanston Public Library Board of Directors approve the Sale Funds purchase from Book Sale funds in the amount of $8,711, as follows: Packard Bell microcomputer with internal modem and Proprinter II printer ($2,273); LaserJet II Printer 02,000); Texas Instruments Terminal - Database ($915); 'Three sections of display shelving for South Branch ($1,000); VHS videocassette player ($250); phonograph for children's ($168); audiocassette player for children's ($225); Children's room display rack ($280); Three drinking fountains ($1,600). Passed unanimously on a roll call vote. Interest The Committee recommended utilization of the Interest account as presented. Mr. Lanyon moved, second by Susan Grossman, 14SP The Evanston Public Library Board of Directors approve the Interest urchase from Interest funds as presented in the amount of Funds 17,268: NEC Multispeed EL portable computer ($1,595); eleven pneumatic back, height adjustable chairs ($770); one section of low shelving for Art Reference materials 3 370); two sections of high shelving for Art Circulating materials 01,432); mobile typewriter stand and chairs 3 311); shelving for the main stacks 0 1,500); computer book shelving in the Children's Room ($91); TA Satellite III typewriter ($400); three book trucks (1399); typewriter for Business Office 1400). Passed unanimously on a roll call vote -3- Endowment The Committee recommended utilization of the Endowment funds as Funds presented for compact discs and juvenile videocassettes. Mr. Lanyon moved, second by Doris Wolin, MSP The Evanston Public Library board of Directors approve the Endowment purchase from Endowment funds of $4,000 as follows: compact Funds discs 32,000); Children's videocassettes 32,000). Passed unanimously on a roll call vote. Action Plan Mr. Lannon briefly discussed the past year's Action Plan and achievements. Board members expressed their thanks for the clarity of the 1987/88 plan and particularly the calendar approach. Mr. Lanyo., moved, second by Cheryl Judice, MSP Action The Evanston Public Library board of Directors adopt the Plan Action Plan for 1987/88 as presented. Passed unanimously on a vote voice. NSLS Mrs. Lundberg noted the Korth Suburban Library System had Representative celebrated its 20th anniversary. She also commented on the considerable discussion currently taking place on multitype library systems. Mr. Bright stressed the importance of EPh Board involvement with the System Board, particularly in naming a representative. Space Planning Mr. Carow reviewed the Board's discussion on the feasibility and Physical study recommendations and upon a new Board -generated recommendation. This latter recommendation would utilize a portion of the present building, (including the stacks and mezzanine) with approximately 86,000 square feet of new library to the east, but attached, to the present building. The major portion of the present library would be available for other community use --perhaps the senior citizens center. Advantages to this recommendation were reviewed and appeared convincing. Mr. Caron moved, second by Mary Anne Cappo, MSP Library The Evanston Public Library Board of Directors adopt as its Project preferred recommendation for a library project, a scheme utilizing a portion of the present building with new space erected to the east across the alley. Passed unanimously on a voice vote. Architectural There was general discussion of the consultant's study regarding Competition the design competition. Mr. Carow moved, second by Richard Lanyon, MSP Design The Evanston Public Library Board of Directors accept the Competition report, "Evanston Public Library Design Competition: A Draft Report of the Pre -Competition Planning Phase", dated October, 1987, from Design Competition Advisory Services, as the Board's competition planning document. Passed unanimously on a voice vote. -4- PRESIDENT'S Mrs. Lundberg reported on changes in two committee assignments. REPORT Ms. Kepler had been appointed to the Management Policy Committee, and Ms. Lundberg to the Materials and Services Committee (to replace Ms. Kepler). VICE PRESIDENT'S Mrs. Cappo and Ms. Kuttner reviewed the financial report. A REPORT question was raised regarding forwarding the final payment to Green Associates since the final report had not been received. The Board directed Mr. Bright to wait until receipt of the final report. Board members noted the new format for the financial report was extremely clear and helpful. Priends Minutes of the September Friends meeting were distributed. Mr. Wright reminded Board Members of Family Night, November 13 and reviewed Friends' activities: a very successful Garry hills program geld in conjunction with the NU Library Council, a book club hosted by Virginia McCarthy, and Natalie Newberger'@ continuing short story series. Me. Cappo commended the Friends and especially Mr. Newberger for the building program meetings being planned. LIBRARY Mr. Wright drew the Board's attention to a new format for DIRECTOR'S statistical reporting, stating that a summary report such as this REPORT would be provided monthly, with a more detailed quarterly report. Several Board members noted that the new version vas very helpful. NEW BUSINESS None. ADJOURNMENT The meeting adjourned at 8:22 P.M. M3 Evanston Public Library GOAL 1--LIBRARY RESOURCES YEAR-END REPORT ACTION PLAN, 1986/198i1 To provide the public its most needed and wanted library materials and services --both print and non -print. Sub -Coals: 1.1 To provide a comprehensive set of fiction and nonfiction 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 To provide resources for a trained staff of librarians and technical and clerical support in order to properly develop and maintain the library's resources and to provide needed service to the using public. OBJECTIVES, 1986/1987 Achieved 1A. Review and approve a detailed acquisition program for the adult nonfiction collection, which will be developed by staff. December, 1986. Collection development plan for adult nonfiction approved December, 1986. In progress 1B. Complete and review a collection development study for children's, reference, and non -print materials. May, 1987. Progress delayed until new Assistant Director joined staff. Now proceeding on a new time schedule. In progress 1C. Develop a plan for collection preservation and development with an emphasis on alternative sources of income to include endowment funds, grants, or personal gifts. June, 1987. Progress delayed until new Assistant Director joined staff. Now proceeding on a new time schedule. 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 In progress 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. Site feasibility report completed; to be presented to City Council in November, 1987. In progress 2B. Present to the Human Services Committee and other official groups a specific proposal for a solution to library space problems. March, 1987. To be presented to City Council in November, 1987. In progress 2C. Work with the Friends of the Library in defining their role in assisting the Library Board in achieving its space needs. Fall, 1986. Representatives of the Library Board and Friends' Board have met to plan a series of community information meetings on space needs. -3- Evanston Public Library GOAL 1--LIBRARY RESOURCES YEAR-END REPORT ACTION PLAN, 1986/19811 To provide the public its most needed and wanted library materials and services --bath print and non --print. Sub -Goals: 1.1 To provide a comprehensive set of fiction and nonfiction 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 To provide resources for a trained staff of librarians and technical and clerical support in order to properly develop and maintain the library's resources and to provide needed service to the using public. OBJECTIVES, 1986/1987 Achieved 1A. Review and approve a detailed acquisition program for the adult nonfiction collection, which will be developed by staff. December, 1986. Collection development plan for adult nonfiction approved December, 1986. In progress 1B. Complete and review a collection development study for children's, reference, and non -print materials. May, 1987. Progress delayed until new Assistant Director joined staff. Now proceeding on a new time schedule. In progress 1C. Develop a plan for collection preservation and development with an emphasis on alternative sources of income to include endowment funds, grants, or personal gifts. June, 1987. Progress delayed until new Assistant Director joined staff. Now proceeding on a new time schedule. Achieved 1D. Receive from staff a schedule and plan for replacing worn-out classics, fiction and nonfiction, and begin implementing the plan in the current FY 1986-87. September, 1986. Reported on plan and programs to the Board in November, 1986. Achieved 1E. Survey computer catalog users, and if possible, non -users of the computer catalog and determine how we might make it more "user friendly" for the public. November, 1986 Ms. Kriigel reported to Board on January 20, 1987, on a survey conducted by staff on use of on-line catalog with suggestions for improvement of user information on system. Implementation still in process. Long -Range 1F. Develop a detailed five --year plan for specific collection development. Long-range. A long-range objective. -2- 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 coam pity 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 In progress 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. Site feasibility report completed; to be presented to City Council in November, 1987. In progress 2E. Present to the Human Services Committee and other official groups a specific proposal for a solution to library space problems. March, 1987. To be presented to City Council in November, 1987. In progress 2C. Work with the Friends of the Library in defining their role in assisting the Library Board in achieving its space needs. Fail, 1985. Representatives of the Library Board and Friends' Board have met to plan a series of community information meetings on space needs. -3- GOAL 3--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 regarding the materials and services needed and desired by the public. OB.iECTIVES, 1986/1987 Achieved 3A. Prepare and distribute news releases, Ongoing. A continuing program with excellent results; published Annual Report. In progress 3B. Prepare fact sheets/background papers based on topics identified from telephone survey. February, 1987. Most of the papers have been drafted and are being used in the Public Relations program. Achieved 3C. Prepare and publish a general brochure providing Information to the public on services, programs, and materials available and how the public can take advantage of what the Library offers. February, 1987. Last flyer --For Children --at printers. Series includes: "Your Guide to the Library", "Your Library Card", "The Arts "Reference Resources", "The Invisible Library" and "For Children". Achieved 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 community. October, 1986. "Your Natural Resource" received, in process of registering copyright, to be used in community meetings, -4- Achieved 3E. Conduct the annual Holiday Book Fund program. October, 1986. Conducted successful Holiday Book Fund. Not achieved 3F. Prepare and distribute informational literature for use in promoting library services in schools, other city services, community organizations, etc. April, 1987. Did not implement. Not achieved 3G. Plan a "celebration" for the Library during the annual National Library Week. April, 1987. Did not iaplement. -5- C COAL 4--FINANCIAL RESOURCES To provide capital and operating funds at the levels needed to achieve the goals and objectives of the Evanston Public Library-- now and 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 that the Council knows and understands the financial needs of the Library --both now and in the longer -range future. 4.3 To make maximum use of financial resources outside 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 Not achieved 4A. Prepare grant applications and program proposals to be used in obtaining funds from corporations, foundations, and federal and state government for use in development and enrichment of the Library's collection and in conducting library -related programs for the community. April, 1987. Project did not develop; resources shifted to public relations. Not Achieved 4B. To develop an exhaustive list of possible sources foz funding programs or services and enhancing the book collection. January, 1987. Project aborted. Not achieved 4C. invite the business co=unity 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. Project not developed. Not Achieved 4D. Assess the current development project to determine its effectiveness and its staff implications. June, 1987. Project aborted. -6- COAL 5--BOARD ORGANIZATIONS To organize the Evanston public Library Board of Directors to achieve optimum benefit from the members of the Board. Sub —goals: 5.1 To make the most 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. OEJECTIVES, 1986/1987 Achieved 5A. Consider associate member appointments. October, 1986. Board agreed on potential usefulness of associates and to seek an enabling ordinance when appropriate. Not achieved 53. Consider reorganization of the Board by project. January, 1987. —7— Evanston Public Library ACTION PLAN, 1987/19b1 GOAL 1--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 nonfiction 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 To provide resources for a trained staff of librarians and technical and clerical support in order to properly develop and maintain the library's resources and to provide needed service to the using public. OBJECTIVES, 1987/1988 1A. Committee review and approve a detailed acquisition program for the adult reference collection. December, 1987. 1B. Committee review and approve a detailed acquisition program for the children's collection. December, 1987. 1C. Committee review and approve a detailed acquisition program for the audiovisual collection. December, 1987. 1D. Collection development policies --reference, childrens's, audiovisual --to Board with previously approved adult nonfiction acquisition policy. February, 1987. -1- 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, 1987/1988 2A. Board review and adoption of revised Building Program Statement. October, 1987. 25. Board review and adoption of a brief of the Building Program Statement. October, 1987. 2C. Present to Human Services Committee and Administration and Public Narks Committee, with other aldermen invited, a report on the site feasibility study and the library Building Program Statement. November, 1987. 2D. Develop plans for an architectural competition. December, 1987. 2E. Develop with Library Friends a series of community programs focusing on building. October, 1987. -2- COAL 3---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 conduct formal and informal research regarding the materials and services needed and desired by the public. OBJECTIVES, 1987/1988 3A. Conduct the annual Holiday Book Fund. November, 1987. 3B. Prepare plans for distribution of gift brochure. January, 1988. 3C. Evaluate public relations and grants project. May, 1988. 3D. Conduct a community survey through Library Research Center. November, 1987. 3E. Study library services in Extension units --North Branch, South Branch, Bookmobile, for review/action by Library Board. April, 1988. -3- COAL 4--FINANCIAL RESOURCES To provide capital and operating funds at the levels needed t achieve the goals and objectives of the Evanston Public Library --now and 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 understands 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, 1987/1988 4A. Prepare a model for grants program; test model. December, 1987. 4B. Review and evaluate per capita grant program for 1988. April, 1988. —4— GOAL 5--50ARD ORGANIZATION To organize the Evanston Library Board of Directors to achieve optimum benefit from the members of the Board. Sub -goals: 5.1 To make the most effective use of the time and activities of the Board ■embers. 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, 1987/1988 5A. Develop plans for annual review of "Avenues to Excellence" December, 1987. 5B. Initiate discussions on long-range planning, April, 1988. 5C. Review and update of Board policies. October -June, 1988. -5- r EVANSTON PUBLIC LIBRARY Board of Directors Meeting November 17, 1987; 7:00 P.M. MEMBERS PRESENT Mary Anne Cappo, Jay R. Carow, Cheryl Judice, Ann Kepler, Richard Lanyon, Glennis Lundberg, Doris Wolin MEMBERS ABSENT Walter Clements, Susan Grossman STAFF PRESENT Library Director Donald Wright Assistant Director for Public Service Charles Anderson PRESIDING Glennis Lundberg, President of the Board CALL TO ORDER President Lundberg called the meeting to order at 7:05 P.M. MINUTES Richard Lanyon moved, second by Mary Anne Cappo, MSP Approval The Evanston Public Library Board of Directors approve of Minutes, the minutes for the meeting of October 20, 1987, as 10/20/87 received. Passed unanimously on a voice vote. COMMENTS BY None. CITIZENS OLD BUSINESS Budget 1988/89 No new inforaation was presented. COMMITTEE / REPRESENTATIVE/ REPORTS Materials and Mrs. Wolin reviewed Committee discussion of the one question the Services Library could add to the community survey being conducted by the University of Illinois Library Research center. Although a multi -part question was desirable from the Library's viewpoint, the contracted -for parameters of the study limited our options to a yes/no type of question. Given this limitation, the Committee believed the most useful question to ask related to public relations, i.e., "Have you noticed the increased coverage about the Library in the local papers?" The Committee reviewed a change in branch book sales policy that had been requested by Mr. Anderson and the branch librarians. The change involves replacing the semi-annual sales with a continuous sale from a book truck restocked weekly by a volunteer. Doris Wolin moved, second by Mary Ann Cappo, MSP Branch The Evanston Public Library Board of Directors rescind the Book Sales previous Board policy relating to branch book sales, Policy substituting the following policy: Branch book sales can only be conducted and planned by volunteers, not staff members. Book sales will be conducted on an ongoing basis utilizing a book truck in each branch which will be restocked at least weekly by volunteers. The money raised from branch book sale is for the special needs of each branch. Passed unanimously on a voice vote. Management Mr. Lanyon called the Board's attention to the packet of Policy information regarding multityping and an upcoming information meeting at NSLS Headquarters November 30. Several Board members expressed interest in attending, while recognizing that no formal proposal yet existed for actual conversion to multitype in NSLS The Committee recommended a bylaws change in Article IV, Section 2, to add the following sentence: "The Committee shall also be responsible for recommendation of procedure and policies for use In the administration and operation of the Board." After some discussion, the consensus of the Board was to reword the section as follows: Article IV, Section 2 Management Policy Committee: The Management Policy Committee shall consist of three or more Directors who shall be responsible for the recommendation of Board policy €a-tbe-uae-a€ the 1.ibsar4aa for the administration of the Library. These -include This includes all aspects of management not assigned to other standing committees and covers matters of personnel administration, office management, governmental relations and contracts. The proposed change is scheduled for action at the December Board meeting. Several members commented on the helpfulness of the Action Plan presentation on the cover sheet of the Board packets. NSLS No report. Representative -2- Space Planning At Mr. Carow's request, Mr. Wright briefed the Board on his and Physical latest meeting with the City Manager. Mr. Wright said two areas Facilities were identified which would need action. These were: 1) the questions that had been raised regarding zoning variations; and 2) the steps needed to move the process through the Administration and Public Works Committee. There was some Indication that a timetable could be established soon. Areas of concern that were identified were: zoning, the Woman's Club, the Levy Center, and the funding gap. Mrs. Lundberg noted that a letter had been received from the President of the National Textbook Company regarding the Library's budget for library material. The letter contained some misunderstandings about the Library budget; Mr. Wright was asked to reply. Mr. Wright also reported on some input received from representatives of the Levy Center. There was a short discussion of a letter received from Mr. Rohlf regarding the design competition. It was agreed that Mr. Rohlf's letter would be helpful in final development of the competition plans. The Board recognized the need for considerable prescreening on the part of the jury. Mr. Carow recommended that student entries not be allowed. Development In Mrs. Grossman's absence, Mr. Wright presented the report. Copies of the new Children's Room brochure were distributed and received favorably by the Board. Mrs. Wolin complimented the YA newsletter. Mr. Wright said the Committee had the final draft of the Holiday Book Fund flyer. A possible rewording on the flyer Was suggested to offer donors a choice of categories rather than linking exact dollar amounts to specific gifts. PRESIDENT'S Mrs. Lundberg asked about a staff -produced graph of library REPORT expenses and cost increases over the past ten years. Mr. Wright said additional statistical and graphics comparisons would be forthcoming. VICE PRESIDENT'S Mrs. Cappo reviewed the financial report for the eight months REPORT ending October 31, 1987. No specific areas of concern were identified. Mrs. Cappo reported on the significant success of the Friends - sponsored Family Night, with attendance doubling over the past year. Mr. Lanyon suggested closer liaison with the Friends regarding scheduling of events to avoid some of the overcrowding that existed at some programs. Mr. Wright reported the Friends had contracted with a firm in Glenview to handle the membership list, mailings, and other clerical tasks. Upcoming Friends' programs included one on antiques, Roger Carlson speaking at Bookman's Alley, an Italian cooking program, and a "Tracing Your Home" program. -3- There was general discussion regarding the progress and procedures of the Friends' "coffees" to present the library Building Program. Mr. Lanyon reported on a Presentation League meting he had attended which included a presentation of Information on the building plans. Mr. Lanyon also noted that a Board member should try to attend each of the Friends' community information programs to answer questions. LIBRARY Mr. Wright reported that the Hirshfield Poetry contest flyers DIRECTOR'S would be distributed soon, and that Eloise Fink would be the REPORT judge of the contest. Updated policy manuals will be returned to Board members soon, and changes for the Building Program source book will be distributed. Mr. Wright described the National Endowment for The Humanities grant proposal being developed jointly by Evanston and Skokie Public Libraries. NE61 BUSINESS None. ADJOURMMENT The meeting adjourned at 9:15 P.M. —4— EVANSTON PUBLIC LIBRARY Board of Directors Meeting December 15, 1987; 7:00 P.M. MEMBERS PRESENT Mary Anne Cappo, .lay R. Carow, Walter Clements, Susan Grossman, Cheryl Judice, Ann Kepler, Richard Lanyon, Glennis Lundberg, MEMBERS ABSENT Doris Wolin STAFF PRESENT Library Director Donald Wright Assistant Director for Public Services Charles Anderson Administrative Services Manager Kim Kuttner CITIZENS PRESENT Darlene Fisher, Observer, League of Women Voters Shel Newberger, President, Evanston Library Friends PRESIDING Glennis Lundberg, President of the Board CALL TO ORDER President Lundberg called the meeting to order at 7:08 P.M. MINUTES Susan Grossman moved, second by Richard Lanyon, MSP Approval The Evanston Public Library Board of Directors approve of Minutes, the minutes for the meeting or Movember 17, 1987, as 11/17/87 received. Passed unanimously on a voice vote. COMMENTS BY Mr. Newberger noted that many Friends had been calling to CITIZENS indicate their concern over the newspaper coverage of the library building plans and Woman's Club comments. OLD BUSINESS Richard Lanyon moved, second by Susan Grossman, MSP Bylaws The Evanston Public Library Board of Directors adopt a Change change to the Bylaws, Article IV, Section 2, as follows: Management Policy Committee: The Management Policy Committee shall consist of three or more Directors who shall be responsible for the recommendation of Board policy ferthe use of the T,,._.._,_n for the administration of the Library. :;heecnelode—This includes all aspects of management not assigned to other standing committees and covers matters of personnel administration, office management, governmental relations, and contracts. Passed unanimously on a voice vote. Budget Mr. Wright reported that no information had yet been received 1988/89 from the City regarding the January schedule for budget hearings, Building Mrs. Lundberg reported on a luncheon meeting with Amelia Graff and Doris Overboe of the Woman's Club (arranged by Beth Wright) and also attended by Mr. Wright. The Board discussed some implications of the news coverage of the Woman's Club position regarding the Library's space needs. Mrs. Lundberg reported on a meeting with the Mayor and representatives of the Northlight Repertory Company. Mrs. Lundberg asked for guidance from the Board regarding the Mayor's plan to set up a committee with representatives of the Levy Center, Northlight, and the Library. The Library Board felt participation was possible, but it should be made clear that (1) there was strong opposition to any moves that would further delay the library building project, (2) the Board has no position on inclusion of Northlight. Mr. Wright asked for the Board's response to Mr. Asprooth's request for comment on the proposal to employ Raymond J. Green 6 Associates for further study and work as proposed in the memorandum to the Administration and Public Works Committee. There was considerable discussion of the interrelationships of the Levy Center, Northlight, and Library plans, and Ray Green's further involvement in the projects. Jay Carow moved, second by Richard Lanyon, MSP Library The Library Board supports whatever action the City Council Project/ can take to get required results and advance the library Green project in the most expeditious manner. Therefore, the Library Board has no objection to a contract with Raymond Green & Associates for the proposed study as outlined in your (City Manager Asprooth) memorandum to the Administration and Public Works Committee dated December 2, 1987. Passed unanimously on a voice vote. Mr. Wright will send a memorandum to Mr. Asprooth with the above resolution. Richard Lanyon moved, second by Susan Grossman, MSP Building The Evanston Public Library Board of Directors requests Program that additional studies of proposals for a library project include the cost of interim operation of the Library at another location if required for the completion of the project. Passed unanimously on a voice vote. It was suggested that an early morning meeting with the City Manager and staff Working on the building project the first week in January be arranged. -2- COMMITTEE/ REPRESENTATIVE/ REPORTS Management Mr. Lanyon presented the Committee's recommendation of a policy Policy and procedure for the Board's annual review of the Library Director. Mr. Caron► asked for clarification of the City Manager's role in this process. Mrs. Lundberg stated that the Library Board hired, fired, and recommended salary increases for the Library Director. However, salary increases must be within standard City guidelines. Richard Lanyon coved, second by Ann Kepler, MSP Evaluation The Evanston Public Library Board of Directors shall formally of Library evaluate the performance of the Library Director at least Director once each year and forward the evaluation and a compensation recommendation to the City Manager. Passed unanimously on a voice vote. Susan Grossman moved, second by Jay Carow, MSP Evaluation The Evanston Public Library Board of Directors adopt a Procedure procedure for evaluation of the Library Director, recommended by the Management Policy Committee. Passed unanimously on a voice vote. Mr. Wright distributed the Director's report which was called for by the new procedure. The Management Policy Committee recommended discussing one article from "Avenues to Excellence" at each Board meeting throughout the year, such discussion to be led by a different Board member in rotation. A schedule of topics as distributed, with discussion planned to begin in January. HSLS With regard to Mr. McClarren's memorandum about multitype Representative libraries, the Board directed Mr. Wright to respond that to this date, the Library Board had not received any specific proposals to react to, and therefore was not able to comment. Space Planning Mr. Carow requested a Committee meeting to discuss further and Physical documentation in support of the Library Board's proposed building Facilities program. A date of January S, 1988, at 7:00 P.M. was set. Mr. Carow offered some comments on the Chicago Public Library's design competition. Development Mrs. Grossman reported on a number of recent gifts to the Library: Jane Synek Brown, $2,000; Jennifer Sumner Brown, $1,000; Malcolm Sumner Brown, $1,000; Holiday Book Fund, $2,000; Mr. and Mrs. Arthur E. Goldberg, $200; Packaging Corporation of America, MO. -3- Mat_rials and Mrs. Lundberg noted that the Reference, Children's, and Non - Services Print collection development plans were being distributed to the Board for discussion in January. Mr. Wright said the Committee was working on a response to the question regarding videotape acquisition that had been received from an alderman. PRESIDENT'S Mrs. Lundberg reported on the highly successful reception REPORT honoring Beth Wright, and acknowledged the letter from Mrs. Wright. VICE PRESIDENT'S In connection with the financial report, Mrs. Cappo asked why REPORT the anticipated fine revenues were running so low. Ms. Kuttner replied that this is under review and is being monitored. Mrs. Cappo reported that $2,500 had been received from the Friends as their Holiday Book Fund gift. She distributed a report on the Friends' library building program presentations. Also noted were plans for the next season of Lunch Time Stories and Friends' Friday series in February and March. Mr. Newberger said the Friends were also going to begin a series of coffees in private homes to present the Library's plans. LIBRARY Mr. Wright said the Policy manuals were being updated, and asked DIRECTOR'S Board members to bring in their manuals if they had not already REPORT done so. Mr. alright reported on a request from the South East Evanston Association for the use of the Main Library for a meeting January 24, 7 - 9 P.M. Mr. Wright, in keeping with the current Board policy on meeting in the library due to the lack of space, had rejected the request. The Evanston Public Library Board of Directors supported Mr. Wright's decision. NEW BUSINESS None. ADJOURNMENT The meeting adjourned at 9:20 P.M. -4-