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HomeMy WebLinkAboutMinutes 1985Evanston Public Library Board of Directors Meeting January 15, 1985 MEMBERS PRESENT Jane Baker, Venita Fields, Robert Girard, Clarke Harrison, Roy Koenigsknecht, Richard Lanyon, Glennis Lundberg, Dorothy Ver Steeg, Elizabeth Wright MEMBERS ASSENT None STAFF PRESENT Library Director, Donald Wright OTHERS PRESENT League of Women Voters Observer, Darlene Fisher CALL TO ORDER President Harrison called the meeting to order at 7: 10 P.M. ' MINUTES, DECEMBER 18 Mrs. Wright moved, Mr. Koenigsknecht seconded, MSP Accept The minutes of the meeting for December 18, Minutes 1984, be approved as received. Passed on a voice vote. OLD BUSINESS 1985/1986 Budget Mr. Harrison and Mr. Wright discussed the first budget hearing which had been held on Saturday, January 12. Mr. Harrison reported on the Human Services Committee meeting of January 14, at which all of the Human Services Committee budgets were approved. COMMITTEEt' REPRESENTATIVES REPORTS NSLS Mrs. Lundberg called the attention of the Board Representative to the new format and printing of the Nor'easter. There was discussion on the ALA legislative day in Washington and the possibilities of Library repre- sentation at that time. Development Mrs. Ver Steeg presented the report of the Develop- ment Corrimittee which had been received prior to the meeting. She reviewed the job description for a Community Liaison officer and proposal for funding that office. Mrs. Ver Steeg moved for the Committee, she approval in principle of the position descrip- tion for a Community Liaison Officer and encour- agement to the Committee to develop a proposal for funding such a position for one year. Passed unanimously on a voice vote. -2- Mrs. Ver Steeg and Mr. Wright discussed with the Committee the advantages of asking representatives of the City Plan Commission to meet with the Devel- opment Committee to review Library building and space activities to date and to determine if there are bases for mutual activity in relationship to a solution to the space problems. The Board encour- aged th? Committee to welcome representatives of the City Plan Commission to such a meeting. Mrs. Ver Steeg asked for approval of two meetings to apprise various groups within the community of the Library's space problems. The first would be a meeting of librarians who work or live in Evanston; and the second would be a meeting of Library volun- teers, the officers and committee chairs of ELF, and past Library board members. Mrs. Ver Steeg moved for the Committee, The Evanston Public Library Board of Directors invite librarians in Evanston to a meeting on Friday, February 15, at 5:30 P.M.; and'invite library volenteers, ELF officers, Committee chairs, and past Library Board members to a meeting at 5:30 P.H. on Sunday, February 24, with the cost of such meetings not to exceed $500.00 from the Memorial Gift Interest account. Passed unanimously on a roll --call vote. Ms. fields and Mr. Lanyon entered the meeting at this point. Mrs. Ver Steeg also reviewed the Committee's discus- sion on the need for a flyer on Library space problems which would be available in quantity distribution. The Board encouraged the development of such a flyer. Materials and Mr. Girard set a meeting for his committee on Services January 29. Action Plan Mrs. Lundberg reported the receipt of the software 1984/1985 to be used for analysis of the data collected in our collection analysis study. Mrs. Lundberg reviewed with the Board the memorandum on a survey of the community concerning the Library and its services. There was considerable discussion concerning the methodology, the questionnaire, the process for interviewing, and the timetable. After a full dis- cussion, it was agreed that Mrs. Lundberg and Mr. Wright should pursue the survey along the lines discussed, and the Board would soon receive a final copy of the questionnaire draft. Management policy No report. -3- PRESIDENT'S REPORT Mr. Harrison reported the receipt of the per capita grant from the Illinois State Library, and reminded the Hoard that the expenditures under that grant had been outlined in the application proposal and expendi- tures would follow the application. Mr. Harrison indicated that in future months in his report he would be discussing various aspects of the Library and specu- lating on future challenges. fie asked the Management Policy Committee to put on its agenda a reconsidera- tion of the question of computers and where the Library is going. He would like to see a forward looking piece on both the CLSI system (the circulation and on-line catalog system) and on micros for both staff and public use. VICE PRESIDENT"S Mrs. Ver Steeg reviewed the financial statement for REPORT ten months ending December 31, 1984. She reported on the meeting of the ELF board, and expressed her belief that it was a first-rate board operating to benefit the Public Library. She reported on February Mystery Month at the North Branch sponsored by ELF, a spelling bee, and the Books on wheels program which was in the development phase. Mrs. Ver Steeg reported that the Friends of the Library had voted to make three special gifts to the Library: (1) a VCR and television receiver for the Children's Room, (2) a storage box and toys for the Children's Room, and (3) a new puppet stage to be used by the Children's Room staff. LIBRARY DIRECTOR'S REPORT Library Mr. Wright reviewed for the Board the activities for Activities the month of December, and paid special attention to the 13% increase in materials checked out in December of 1964 over December of 1983. Although most of the year has shown a 51-6% decrease in the use of the Library, because of the last two months, the year's decrease in circulation of materials will probably only range 1%-21 less than 1963. Literacy It was reported that a proposal had been filed with Programs the Illinois State library to enable GRASP workers to do literacy training at the main public library. Mr. Wright shared with the Board the final report prepared for the mini -grant received from the Illinois State Library to provide resources for the Foster Reading/ Study Center. -A - Library Mr. Wright reviewed with the Hoard the increased Disturbances number of disturbances in the Library requiring the assistance of the Police Department. These have increased dramatically over the past 6 to 8 weeks. NEW BUSINESS Mr. Koenigsknecht asked several questions relating to the South Branch and its appearance. The meeting adjourned at 9:I0 P.M. ft 1. EVANSTON PUBLIC LIBRARY Board of Directors Meeting February 19, 1985 MEMBERS PRESENT Venita Fields, Robert Girard, Clarke Harrison, Roy Koenigsknecht, Richard Lanyon, Glennis Lundberg, Dorothy Ver Steeg, Elizabeth Wright MEMBERS ABSENT Jane Baker STAFF PRESENT Library Director Donald Wright OTHERS PRESENT League of Women Voters Observer Darlene Fisher PRESIDING Clarke Harrison, President CALL TO ORDER President Harrison called the meeting to order at 7:05 PM COMMENTS FFOM CITIZENS None OLD BUSINESS 1985/1986 Budget Mr. Wright reported that the Board's 1985/1986 budget had been approved by the City Council with the addition of summer Sunday hours. Administration & The board reviewed the meeting with the committee Public Works and expressed appreciation at the opportunity of Committee sharing board/staff concerns with an additional Council group. The Development Committee will be responsible for planning follow-up activities and the development of a comprehensive briefing book. COMMITTEE/REPRESENTATIVE PEPORTS Development Mrs. Ver Steeg recommended on behalf of the committee a one-half day session for the Board to review the elements of the program statement, an action plan, and to determine next steps. A special meeting of the Board was set for Saturday, March 30, 1985, from 7:30 AM to 11:30 PM; Place to be arranged. Materials & Services Mr. Girard presented a report which encompassed information items (microcomputers for public use, computer security patch, ALA survey on points of view in library collection) and several action items. MSP purchase of Mr. Girard and Mr. Wright reviewed the microcomputer need for a microcomputer to handle the special collection development study and various other reporting activities. Mr. Girard moved for the committee, The Evanston Public Library Board of Directors authorize purchase of a microcomputer with printer at a cost not to exceed $6,000 from Memorial Gift funds. Passed unanimously on a roll 4 call vote. i MSP damaged materials Mr. Girard reviewed the committee's discussion policy with tir'..- Wright and Mrs. Greenfield of the need for a stated policy on charges for damage to library materials. Mr. Girard moved for the committee, The Evanston Public Library Board of Directors authorize the adoption of the policy "Charges for damaged materials." (Attached, Exhibit A.) Passed unanimously on a voice vote. Mr. Girard reviewed the corLnittee's discussion with staff (Wright and Greenfield) on the need for a policy on material related to Evanston. The proposed policy formalizes long practices of the Library. For the committee, Mr. Girard moved, MSP special collection The Evanston Public Library Hoard policy of Directors adopts the policy "Evanstoniana Collection" (Exhibit B) Passed unanimously on a voice vote. Action Plan Mrs. Lundberg reported 1) the software program had been received to enable extensive analysis of the collection study data and with purchase of new microcomputer this would be expedited; 2) the final drafting of the telephone survey. Mr. Wright expressed great appreciation to Richard Day for excellent guidance in developing the questionnaire. Management Policy No Report NSLS Representative Mrs. Lundberg reported on current developments at the North Suburban Library System. PRESIDENT HARRISON'S REPORT Mr. Harrison thanked the Board and Staff for their work on the meeting with the Administration and Public Works Committee. He expressed pleasure at the special March meeting and anticipation of it as a planning/decision session. VICE PRESIDENT VER STEEG'S Mrs. Ver Steeg and Mr. Wright reviewed the REPORT financial statement for eleven months ending January 31, 1985. Mrs. Ver Steeg reported on the successful ELF mystery series at the North Branch and developing plans for the membership renewal in April. LIBRARY DIRECTOR'S REPORT Mr. Wright reviewed library activities for January. He reminded the Board of their Employee Recognition Policy, plans for the 1985 recognition were referred to the Management Policy Committee. Mr. Wright reviewed the Children's Room request to participate in a library week photo contest. Mr. Wright moved, second by Mr. Girard. MSP NTE $100 Photo The Evanston Public Library Board of Prizes Directors approve an amount not to exceed $100 from Memorial Gifts for photography prizes in National Library Week contest. Passes unanimously on a roll call vote. Business List Discussion focused on the sale of a print-out of a staff -developed list of local businesses. The question was referred to the Managing Policy Committee for a policy. The meeting adjourned at 9:05 PM. EXHIBIT A CHARGES FOR DAMAGED MATERIALS POLICY There will be no charge for normal wear and tear on any item. Damaae to material will be assumed to be accidental unless there is reason to suspect otherwise. An ITr-m damaged by a patron sufficiently to shorten the life of the item, but not rewiring that the item be immediately withdrawn (e.g., damp pages or food stains) Charge ;2.60 An ITEM damaged by a patron so that further circulation is impossible (except as noted below) Charge the full replacement price of the item plus processing fee. A VIDEOCAGSETT£ returned damaged so that further circulation is impossible (e.g., part or all of the tape erased or the tape bent or torn from having been caught in a player) Charge S5.00 first time Charge $25.00 if it is a repeat occurrence (within a one-year period) A FILM returned partially damaged so that replacement footage must be ordered before it can circulate again Charge cost of replacement footage. CASES WHERE DAMAGE IS :;Ci ACCIDEl::AL: A patron found defacing or removing pages from Library pamphlets, magazines, or newspapers shall be charged an amount equal to the replacement charge and a five -dollar processing fee, and asked to (pave the Library. if a patron repeats the offense, the matter will be referrea to the Library Director to see if legal action is warranted. Patrons found defacing or removing pages from Library books shall be required to pay for a replacement copy and a processing fee of five dollars. The natter may be referred to the Library Director to see if legal action is warranted based on the extent and type of damage. Exhibit B EVANSTONIANA COLLECTION The Evanstoniana Collection at the Evanston Public Library has as its primary focus materials about the City of Evanston and its important institutions, historic and current. Basic components of this collection include (but are not limited to) Evanston Telephone Directories from 1926 to the present, Evanston City Directories from 1879 to 1963 (when the last Evanston City Directory was published by Polk), Evanston Township High School Yearbooks from 1897 to the present, histories of the City and the area, early editions of the City Code as well as the current code, biographies of prominent historical Evanstonians, and commissioned studies concerning the City. The second purpose of the collection is to preserve whet is produced by the City of Evanston. Certain municipal series have been selected as important for the collection: the budget, financial reports, departmental annual reports, Council and the various commission minutes. Current materials received from the City and not part of a series are evaluated. Those thought to be of lasting importance are cataloged and added to the collection: other materials are treated as reference pamphlet material and added to our Reference File, a valuable adjunct to the Evanstoniana Collection. The third area of emphasis is Evanston serials. Most of these materials are newsletters published on a regular basis. The library collects and saves the newsletters of city agencies and departments, Evanston churches, and local organization such as the Women's Christian Temperance Union, the Evanston YMCA, and the Evanston Arts Council. The last category is composed of works produced by Evanston Authors. This category receives the least emphasis, but only those items are added to this special collection that enhance our understanding of Evanston's history. The Reference Room maintains a record of Evanston Authors and their works. General works by Evanston Authors will be stamped "Evanston Author." Passed by Evanston Public Library Hoard of Directors February 19, 1985 Exhi bi t C CREATION OF A SPECIAL COLLECTION SECTION The book collection at the Evanston Public Library includes a number of older titles which are unique and valuable and cannot be replaced easily. Many of these older and maze fragile books have unique information and/or historical significance, and it is important that these items continue to be made available to our library patrons. In order to be sure that these fragile books continue to be available, they must be protected from overly casual handling. They must first be identified within the collection and tagged in some way; a protocol for their use set up; and finally, housed within a special collection in the library. (other special collections at the Evanston Public Library are Evanstoniana, the Berg Collection, Newbeny Scores, and the Coe Collection.) Identifying titles for the collection. This would be done as staff time permits. Subject areas of particular importance would be those in which the library has already developed a strong collection, viz., the fine, applied and performing arts, including music; costume; history; biography; and literature. The basement stacks (Main and South) house the bulk of the items to be examaned. Tagginq the books. A special stamp or label should be prominently affixed to the inside of each book identified as a special item. Protocol for use. These items would be for in -library use only. Reference loans may be made by the librarian on duty. Special shelvinq. Identified titles will be shelved in a section of the Main basement stacks as they are found. After the survey of the book collection is complete, the adult services staff will be in a better position to choose permanent special shelving. Passed by Evanston Public Library Board of Directors February 19, 1985 Evanston Public Library Board of Directors fleeting (larch 19, 1984 fiFlIBERS PRESENT Jane Baker, Clarke Harrison, Veni to Fields, Roy Koenigsknecht, Richard f.anyon, Glennis Lundberg, Dorothy Ver Steeg fIF21BERS ABSENT Robert Girard, Elizabeth Wright STAFF PRESENT Library Director, Donald Wright OTHERS PRESENT League of Women Voter Observer, flary Mulvaney PRESIDING Clarke 11arrison, President CALL TO ORDER President Harrison called the meeting to order at 7:00 Ptl COMENTS FROM CITIZE14S None OLD BUSINESS Administration and Public Works Committee COMMITTEE/REPRESENTATIVE REPORTS flaterials & Services Action Plan 1984/1965 fir. Harrison and Ms. Baker reported on the meeting of the Administration and Public Works committee in which a statement of support of the Library Board regarding the space problem was discussed. The Committee asked staff to develop a proposed resolution for consideration by the A&PW Committee. fir. Wright asked the board what they would like included in such a statement. It was agreed the library would appreciate the following recognition by the council: (1) recognition of the work undertaken by the library board in studying the space problem, (Z) recognition that there is )nsufficient space in the library, and (3) a statement of support to the library board in their efforts to fund a solution. No report Ctrs. Lundberg reported that the inputting of information on the collection development study will begin soon and that the survey is in its final stages of being formatted. flanagement Policy No report NSf.S Representative No report Development Ctrs. Ver Steeg reported on two committee meetings. She reviewed the discussion on the staff memo concerning accommodations in the future regarding increased crowding within the library. There was discussion on the best method for discussing these issues. Need was expressed to have such a decision as part of the library's long-range plan, but remembering that the primary mission of the library was to maintain service to the public. The board was reminded of their policy on preserving the integrity of the central library. After considerable discussion, it was agreed to place the question on the agenda for the committee of the whole meeting on !larch 30. firs. Ver Steeg reported on the development of a general flyer to describe the space crisis. This flyer would be designed for general, wide -spread distribution. PRESIDENTS REPORT ?Jr. Ilarrison reviewed additional items from the ALPW Committee and ask firs. Ver Steeg and fir. Wright to prepare the agenda for the special meeting on Harch 30. VICE-PRESIDENT'S REPORT Financial Statement firs. Ver Steeg reported that because of the resignation of the Business flanager the financial statement for February 28, 1985 had not been prepared. tir. Wright reported on the April 24 meeting of the Friends at which President Carter will speak. The mailing is designed to reach homes the last week of March. lisp Architects Rendering firs. Ver Steeg discussed with the board the need for an architects rendering of a building to be used in any fund raising activities. Ms. Ver Steeg moved, firs. Lundberg seconded, The Evanston Library Board of Directors authorize an amount not to exceed $1,000.00 from Memorial Gift interest account to secure architects renderings of a library builing. Passed unanimously on a roll call vote. LIBRARY DIRECTOR'S REPORT fir. Wright reviewed the library activities report for February, the collection of articles on Libraries which was included in the packet, the Take an Author to Lunch program at the May Illinois Library Association conference, and the possibility of losing preferential postage rates for certain library materials. On this latter matter, fir. Wright indicated that if the special library postage rate and the free postage service for the materials for the blind and physically handicapped --if these are eliminated, the cost to the Evanston Public Library would be approximately $5,000 per year. fir. Wright presented to the board a revision in the salary schedule for the special part --time employees. fir. Koenigsknecht moved and Its. Baker seconded a motion that, The recomended 1985-1986 part-time salary schedule be approved to be effective April 1, 1985. Passed unamiously on a voice vote. The meeting adjourned at 9:15 p.ri. Evanston Public Library Board of Directors Meeting April 16, 1985 MEMBERS PRESENT Jane Baker, Clarke Harrison, Bob Girard, Roy Koenigsknecht, Richard Lanyon, Glennis Lundberg, Dorothy Ver Steeg, Elizabeth Wright MEMBERS ABSENT Venita Fields STAFF PRESENT Library Director, Donald Wright OTHERS PRESENT League of Women Voter Observer, Mary Mulvaney PRESIDING Clarke Harrison, President CALL TO ORDER President Harrison called the meeting to order at 7:05 P.M. APPROVAL OF MINUTES Mrs. Ver Steeg moved, second by Mr. Girard, MSP Approval of Minutes, March 19 T..e minutes of the regular board meeting for March 19, 1985, be approved as received. Passed unanimously on a voice vote. OLD BUSINESS Mr. Harrison thanked the Board for their attendance at the special meeting of the committee of the whole on March 30 and asked them to consider the recommendations which came from that meeting. Copies of the minutes were distributed. MSP Reaffirmation of Building Program Statement Mrs. Ver Steeg moved, second by Mr. Koenigsknecht, The Evanston Public Library Board of Directors reaffirm the Library Building Program Statement adopted in September, 1981, and revised in March, 1985. Passed unanimously on a voice vote. The Board considered the discussion on accommodations during the next three to five years to meet space needs. The question was referred to Mr. Girard and Mr. Lanyon to prepare a recommendation for the May meeting of the Board. MSP Preparation of a Briefing Book Mr. Koenigsknecht moved, second by Mrs. Lundberg, The Evanston Public Library Board of Directors (1) authorize an amount not to exceed $4,000 from the Memorial Gifts Interest Account, for development and preparation of the Briefing Notebook and Fact Notebook; (2) Delegation of Glennis Lundberg and Roy Koenigsknecht for Board oversight in development of the material; (3) Establishment of the May Board meeting as target for completion of materials. Passed unanimously on a roll call vote. MSP Approach to Donors Mrs. Wright moved, second by Mrs. Lundberg, The Evanston Public Library Board of Directors authorize Dorothy Ver Steeg and Donald Wright to begin discussion of major gifts from prospective donors; establishment of a fund not to exceed $3,500 from Memorial Gifts to assist in this effort; if additional funds are heeded, requests are to be cleared through the Executive Committee. Passed unanimously on a roll call vote. Mr. Harrison reminded the Board the referral to the Management Policy Committee of the use of "associate" members to the Board. AD HOC COMMITTEE ON PUBLIC RELATIONS Mrs. Wright reported to the Board the recommendations of this ad hoc committee on the importance of immediate publicity relating to the library's space problems. Mrs. Wright moved for her committee. MSP Approval of Per Capita Funds for Public Relations The Evanston Public Library Board of Directors reassign an amount not to exceed $3,000 from Within the Per Capita Grant for public relations purposes. Passed unanimously on a roll call vote. Mrs. Wright reported that the committee also requested the Development Committee to revise the proposal for a Development Officer. COMMITTEE/REPRESENTATIVE REPORTS Action Plan, 1984/1985 Mrs. Lundberg reported that the telephone survey would begin before the first of May and a preliminary report would be given at the May Board meeting. She also reported that the mass of data collected in the study of the library book collection was being input and the data would be referred to the Materials and Services Committee. Management Policy No Report. NSLS Representative Mrs. Lundberg presented a very candid report on the experience of a NSLS board representative, but indicated the importance of having Evanston represented. Development Committee Mrs. Ver Steeg reported on meetings with the Inter Source Design Group to acquire a rendering of a new building which could be used with prospective donors. PRESIDENT HARRISON'S REPORT No Report. VICE-PRESIDENT VER STEEG'S REPORT Mrs. Ver Steeg recognized the absence of the financial statement due to staff vacancy. She reported on the meeting of the ELF Board and recognized their discussion on endorsement of the concern for a solution to the library's space problems. LIBRARY DIRECTOR'S REPORT Mr. Aright reviewed with the Board matters related to the Illinois Library Association Conference in Springfield, the Hirshfield Poetry Awards on May 19th, the recognition of volunteers and library staff, a meeting sponsored by the library and the Foundation Center, and the book sale. ELECTION OF NSLS REPRESENTATIVE Mr. Harrison called for nominations of a representative to the NSLS Board. Mrs. Baker moved, second by Mrs. Wright, The nomination of Glennis Lundberg as the Evanston representative to the North Suburban Library System. Passed unanimously on a voice vote. ELECTION OF NOMINATING COMMITTEE Mr. Harrison read the Board's bylaws relating to the election of officers and called for nominations to the Nominating Committee. Mrs. Ver Steeg nominated Robert Girard. Mrs. Wright nominated Jane Baker. Mrs. Ver Steeg nominated Richard Lanyon. Mr. Girard moved, second by Mrs. Lundberg, The Nominations be closed and the nominees --Mr. Lanyon, Ms. Bake, and Mr. Girard -serve as the nominating committee. Passed unanimously on a voice vote. The Meeting adjourned at 9:10 P.H. MEMBERS PRESENT MEMBERS ABSENT STAFF PRESENT OTHERS PRESENT r PRESIDING CALL TO ORDER Evanston Public Library Board of Directors Meeting May 21, 1985 Jane Baker, Clarke Harrison, Bob Girard, Richard Lanyon, Glennis Lundberg, Dorothy Ver Steeg, Elizabeth Wright Venita Fields, Roy Koenigsknecht Library Director, Donald Wright League of Women Voter Observer, Mary Mulv'ney Clarke Harrison, President President Harrison called the meeting to order at 7:05 P.M. APPROVAL OF MINUTES Mrs. Wright moved, second by Ms. Baker The minutes of the meeting for April 16, 1985, be approved. Passed unanimously on a voice vote. OLD BUSINESS Council Planning b Development Committee Mr. Wright reported that the meeting with the Council's Planning and Development committee for June 3, had been cancelled due to a special session of the Council. It will be rescheduled. ACTION PLAN Mrs. Lundberg reported that the Briefing Book is well on its way to completion and that at least parts of it will be available at the June board meeting. The telephone survey is in process and to date over 300 interviews have been completed. The data for the collection development grant has been input, but final print-outs are awaiting a complete software disc from the Illinois Valley Library System. MANAGEMENT POLICY Ms. Baker for the committee recommended that the annual recognition of library volunteers and the board's new program for recognition of library staff be combined into one program, "Library Recognition Day." • .r MSP Expenditure for Recognition Day Mr. Lanyon moved, second by Ms. Baker The Evanston Public Library Board of Directors approve an expenditure not to exceed $500 for the board's first library recognition day, funds from Interest in the Memorial Gifts Program. Passed unanimously on a roll call vote. MSP Establish Ruth Burkhead Fund The members of the board discussed an appropriate way to acknowledge the work of Ruth Burkhead, who founded the Library Book Sales which have raised over $100,000 for library purposes. It was recognized that one of Mrs. Burkhead's desires was to have some of these funds placed in the Endowment Program with income to be used for collection development. Mrs. alright moved, second by Mrs. Lundberg, In recognition of Ruth Burkhead's creative and dynamic leadership in establishing and directing Library Book Sales since February, 1914, the Evanston Public Library Board of Directors establishes in its Endowment Program l a Ruth Burkhead Endowment Fund. Five thousand 1 dollars to establish this Ruth Burkhead Endowment Fund will come from the Spring, 1985, book sale. Interest from this fund will be used for the purchase of new library materials to be inscribed in her honor. Passed unanimously on a roll call vote. "Associates" for Board Mrs. Baker reviewed the committee's discussion of the idea for Associates to the Library Board. In the discussion, it was suggested that associates could be appointed to take responsibility for special areas of board concern/interest; for example, the book sale, public relations, special projects, social. It was agreed that Management Policy Committee would develop descriptions for each of these areas for board discussion. NOMINATING Mr. Girard presented the report of the Nominating Committee; the election of officers will take place at the June Board meeting. The Committee nominated: for President --Dorothy Ver Steeg; for Vice President, Venita Fields; and for Secretary --Jane Baker. r NORTH SUBURBAN LIBRARY SYSTEM Mrs. Lundberg discussed the letters received concerning the administration of the Computer Cluster System and its desire for independent control. DEVELOPMENT Mrs. Ver Steeg reported on the Hirshfield Poetry award presentations commending the appearance by Mr. Brutus and the overall excellence of the afternoon's events. A meeting will be held of the Development Committee and the representatives from the City Plan Commission. The rendering for a new building will be received shortly by the committee. MATERIALS b SERVICES No report. PRESIDENT'S REPORT Mr. Harrison reported on the Chamber of Commerce luncheon at which he accepted the Design Evanston award to the North Branch for "facade improvement". The plaque will be hung at the North Branch facility. He expressed for the Board a sense of real loss at the approaching departure of Roy Koenigsknecht. Mr. Harrison urged members of the Board to consider attendance at part of the American Library Association conference in Chicago next July. VICE-PRESIDENT'S REPORT Mrs. Ver Steeg reported that ELF would be studying its membership procedures; the annual ELF meeting will be held on June 13 at the Woman's Club of Evanston with EPL staff providing a program. Mrs. Ver Steeg thanked ELF on behalf of the Library Board for their splendid program featuring Jimmy Carter. LIBRARY DIRECTOR'S REPORT Mr. Wright reported on the absence of the financial statement and the library activity's reports. He reported the progress to date on interviewing for a Business Manager. He reviewed the items which were included in the information packet. NEW BUSINESS None. The meeting adjourned at 9:20 P.M. 0 Evanston Public Library Board of Directors Meeting June 18, 1985 MEMBERS PRESENT Jane Baker, Clarke Harrison, Bob Girard, Venita Fields, Richard Lanyon, Glennis Lundberg, Dorothy Ver Steeg, Elizabeth Wright MEMBERS ABSENT Roy Koenigsknecht STAFF PRESENT Library Director, Donald Wright PRESIDING Clarke Harrison, President CALL TO ORDER President Harrison called the meeting to order at 7:00 P.M. APPROVAL OF MINUTES Mrs. Wright moved, second by Ms. Baker The minutes of the meeting for May 21, 1985, be approved. Passed unanimously on a voice vote. COMMENTS FROM CITIZENS None. OLD BUSINESS Council Planning S Development Committee Mr. Harrison reminded tiie members of the board of the meeting with the City Council's Planning and Development committee to be held at the Library on Monday, July 15. The format for the meeting will be the same as that for other Council committees. Library Recognition Day The Board received a report from Mr. Wright on Library Recognition Day, thanking the Board and reporting the positive reactions from staff. His report, containing suggestions for the next such day, was referred to the Management Policy committee. Mr. Harrison read into the minutes the following letter addressed to the members of the Board, "Thank you so much for recognizing my years of service. I have really enjoyed working for the Evanston Public Library. The party was perfect -a lovely setting, delicious food and just the right words. I shall treasure my pin. Many Thanks. Trudy Jones." REPRESENTATIVE/REPRESENTATIVE REPORTS Briefing Notebook Mrs. Lundberg reported for this Ad Hoc Committee (Lundberg; Koenigsknecht; DWright) that the Building Briefing Book first print-out of seventy-six pages had been completed and editing was in process. The Board commended Mr. Helge and Mr. Wright for the work to date on this document. Management Policy No report. NSLS Representative Mr. Lundberg reported on the NSLS budget preview, the election of officers for the two -month period, the request from Park Ridge Public Library for special exemptions under the Reciprocal Borrowing Covenant, and the move on the part of the computer -cluster libraries to establish a limited partnership. She also reported that SAVS and an automated capability for preparation of financial reports had been added to the NSLS board's priorities for 1985/1986. Development Mrs. Ver Steeg reported on meetings held toward funding of the new library. She also reported that the League of Women Voters will study the library during the coming year focusing on space, collection development, location and funding. Mr. Wright will write to the League offering the board's assistance in any way desired. Material and Services No report. Action Plan Mrs. Lundberg reported that over 400 telephone surveys had been completed, which concludes the polling prase. After considerable investigation, Mr. Wright recommends that the results be professionally tabulated and interpreted. Staff and Board will need to assist in the framing of questions to be pursued. MSP Authorization for Tabulation Mrs. Lundberg moved, second by Mrs. Wright The Evanston Public library Board of Directors contract with Dermatology Services, Inc., to process the telephone survey results, at a cost not to exceed $3,650, from the per capita grant. Passed unanimously on a roll call vote. Mrs. Lundberg explained that "Avenues to Excellence" and the output measures --both required processes for applying for the per capita grant --include sections on community surveys making this a most appropriate expenditure. Dario Triner and Viktor Dziekiewicz of Intersource Design Group joined the board to discuss their project of providing a rendering of a new building. The Board was reminded that the purpose of the rendering was for use as a device in soliciting major gifts. The designers presented their work to the board and explained the process involved in achieving such a design. The board was most pleased and encouraged the Development Committee to meet to discuss the next steps in this development of material for fund seeking. PRESIDENT HARRISON'S REPORT Mr. Harrison thanked the board for their assiduous work on behalf of the Library and expressed pleasure that on this his last night as President, he saw the: rendering of a design for a new structure. He reviewed the board's work and challenged them to continue to provide a high quality of library service. Mr. Harrison presented the letter of resignation from Roy Koenigsknecht, who is leaving to become Dean of Graduate Programs at Ohio State University. Mr. Harrison presented a resolution which Venita Fields moved, second by Glennis Lundberg, TO ROY KOENIGSKNECHT, the Evanston Public Library Board of Directors expresses sincere appreciation for service as a member of the Library hoard. Prior to his appointment to the Board, Mr. Koenigsknecht exerted dynamic leadership in the creation and development of the Evanston Library Friends --an organization which in its first year attracted over thirLeen hundred members. This leadership plus his keen interest in the comMunity were dualities which made his board appointment a very welcome one. Although his tenure has been short, his departure is met with a sense of profound loss to both the Library and to the Library Board. His participation as a committed Board member sharpened the Board's perspective on a decade of concern and activity relating to the library's space problem and helped to provide a major thrust to the completion of the library's Action Plan. Passed unanimously on a voice vote. VICE-PRESIDENT'S REPORT Mr. Wright reviewed the financial statement for three months ending May 31, 1985. Mrs. Ver Steeg reported on the ELF board meeting and on the annual meeting of the organization, which was held on June 13th. LIBRARY DIRECTOR'S REPORT Mr. Wright introduced the new library activity reports: a monthly report on library programs and staff involvement and a quarterly statistical report. There was general agreement that the new form would be an improved means for informing board and staff of library business, but that refinements were needed. Mr. Wright reported on the selection of Kim Kuttner as the new library business manager and described the selection process. MSP Revenue Sharing Request Mr. Wright reminded the board of the need to file a request for revenue sharing funds in order to apply for the state per capita grant for public libraries. lie reviewed the continuing need for improvement in the elevator. Mr. Ver Steeg moved, second by Mr. Wright, The Evanston Public library hoard of Directors apply for a General Revenue Sharing Grant in • an amount not to exceed $16,000. Passed unanimously on a voice vote. The program and reservation form for the Grant Seminar planned by Marty Quinn was distributed and discussed. Ms. Quinn was thanked for her work on this important project. NEW BUSINESS MSP Election of 1985/86 Officers Mr. Harrison reviewed the by-law process for election of board officers. The nominations from the committee, presented at the June Board meeting, were: President --Dorothy Ver Steeg; Vice-President---Venita Field; Secretary --Jane Baker. Nominations from the floor were called. There being no monimations, Lite President called for a vote and the slate as nominated was unanimousloy elected on a voice vote. Mr. Ver Steeg asked the board to reflect on the service of two board members whose terms would expire at the end of June, but who would continue until replacements had been appointed by the City Council. MSP Tribute to Robert Girard Mrs. Ver Steeg moved, Mrs. Wright seconded, a motion: TO ROBERT GIRARD, the Evanston Public Library Board of Directors expresses its appreciation for his service as a member of the Board. Appointed to the Library Board in 1979, Mr. Girard completes six years of stewardship in July, 1985. Mr. Girard has served faithfully and diligently on all Board committees: Development, Finance, Management Policy, Materials and Services, and Nominating. Ile has chaired the Materials and Services Policy Committee and the Nominating; committee. lie was elected by the Board as its Secretary. Bob Girard has served as the conscience of the Board, upholding the concept of the branches as vital entities, urging; a strong relationship with local government, articulating the need for fiscal responsibility, and always serving as a link between the Evanston tradition and present-day trends. The Board hopes his spirit will inhabit the library staff room so that we can continue to benefit from his counsell Passed unanimously on a voice vote. MSP Tribute to Clarke Harrison Mrs. Ver Steeg moved, Mrs. Baker seconded, a motion: TO CLARKE HARRISON, the Evanston Public Library Board of Directors expresses its appreciation fur his stewardship and leadership. Mr. Harrison has served as a member of the Board from 1979 to 1985, and as president during the term 1984/1985. Mr. Harrison has served on the following hoard committees: Finance, Gifts and Endowment, Management Policy, and Materials and Services; he has chaired the Management Policy Committee and has also served as Vice -President of the Board. lie was elected as this Library's representative to the North Suburban Library System and was elected by that System's forty-three members to a seat on the NSLS Board of Directors from 1981 to 1984. Mr. Harrison's service on the Board was characterized by his special concern for the quality of the book collection and for service to library users. He deftly combined his knowledge of twentieth-century technology with a keen interest in history and a sense of the usable past. These very special attributes have combined to keep this library increasingly sensitive to the needs of the user and the community. Passed unanimously on a voice vote. ADJOURNMENT The meeting adjourned at 9:05 P.M. MEMBERS PRESENT MEMBERS ABSENT STAFF PRESENT OTHERS PRESENT PRESIDING CALL TO ORDER APPROVAL OF MINUTES MSP Approval of Minutes i OLD BUSINESS Planning S Development Committee Evanston Public Library Board of Directors Meeting July 16, 1985 Jane Baker, Clarke Harrison, Bob Girard, Venita Fields, Glennis Lundberg, Dorothy Ver Steeg, Elizabeth Wright Richard Lanyon Library Director, Donald Wright Darlene Fischer, League of Women's Voters Observer Dorothy Ver Steeg, President President Ver Steeg called the meeting to order at 7:00 P.H. Mrs. Baker moved, second by Mrs. Wright, The approval of the minutes of the meeting for June 18, 1985, as received. Passed unanimously on a voice vote. The members of the Board reviewed the meeting with Aldermen of the Council's Planning and Development Committee on Monday, July 15. There was consensus that the meeting was most helpful to members of the library Board. Good questions were raised concerning the library's space problem and the activities of ELF. The chief message from the meeting appeared to be that an adversarial role between the Board and the City Council on the space problem does not exist. Grants Seminar Reference Librarian Marty Quinn joined the Board to report on the Grants Seminar held on July 9th. This seminar recognized the library's designation as a cooperating library by the Foundation Center in New York City. Ms. Quinn reported that over 90 persons attended the all day session representing many local groups, and numerous neighboring municipalities. Hopefully, the session can be repeated in the near future. Ms. Quinn was thanked for her leadership in achieving this status for the library and for conducting this seminar. COMMITTEE/REPRESENTATIVE REPORTS Briefing Notebook Mrs. Lundberg reported that the Briefing Notebook is being edited and, hopefully, will be distributed at the next meeting. Management Policy No reports. NSLS Representative Mrs. Lundberg reported the election of Robert Frankel (Schaumburg) as President of the NSLS Board; the transfer of funds within the system accounts to pay for the increased losses on the RBP program; the budget and lack of detail supplied to the Board on budget items; the request of the NSLS Director for reciprocal borrowing statistics from the Chicago Public Library; the response to Park Ridge to their request for special exemption of loaning to Chicago residents under the state reciprocal borrowing program --not appropriate; and the request of the computer -cluster for a separate administrative structure. Development No report. Mrs. Ver Steeg reported upon a very successful fund-raising seminar she attended during the American Library Association conference. She reviewed material which was presented and critiqued at the conference. Mrs. Ver Steeg, Ms. Quinn, and Mrs. .lahnke (who also attended a fund-raising/donation meeting) will meet with the committee to review information acquired at these meetings. Mrs. Ver Steeg asked the Development Committee to begin planning the Holiday Book Fund program immediately. Materials and Services No report. Action Plan Mrs. Lundberg presented a report on the attainment of the objectives in the Board's Action Plan, 1984/1985. (Attached) The report was reviewed in detail. PRESIDENT VER STEEG'S REPORT VICE PRESIDENT FIELDS' REPORT LIBRARY DIRECTOR'S REPORT Mrs. Lundberg then presented a draft for Board discussion of objectives for 1985/1986. This draft was reviewed point by point and discussed in detail. Mrs. Lundberg moved, second by Mrs. Baker, The Evanston Public Library Board of Directors adopt the "Action Plan, 1985/1986" as its goals and objectives for the year. Passed unaminously on a voice vote. A copy of the Action Plan, 1985/1986 is attached. (Blue) Mrs. Ver Steeg assigned the Action Plan, 1985/1986 to the Management Policy Committee. Mrs. Ver Steeg thanked the Board for their confidence in electing her as President of the Board and pledged to work toward the Board's Action Plan. Full committee appointments will be made as soon as the Mayor appoints three new members to the Board. She asked the Management Policy Committee to meet with dispatch to review the current Orientation Program. Members of the Board were asked to rethink the Committee of the Whole concept as part of the Board's look at its organization for best productivity. Mrs. Ver Steeg asked the members to think again about convening at 6:00 P.M. and reserving the first hour for reports from various staff members; this pattern had been used in the past and been very effective. She asked Venita Fields and Mr. Wright to work with her on ways to encourage ELF to embark on an endowment program. Mrs. Ver Steeg reported on visits to the Toronto Metropolitan Library and to the Glenview Public Library. Ms. Fields reported that the library's financial reports were being prepared on the IBM and that the Board would receive full reports prior to the next meeting. There are no Board meetings for ELF during the summer so no report was made. Hr. Wright reported on the activities for the month and answered questions on the report; reported on the terms for the South Branch Lease which would be reviewed by the Board at its August meeting; reported on the upcoming retirement of Marion Turner --after thirty-five years --and received approval of holding a reception in the library following library hours; informed the Board of the many visits of library groups during the American Library Association conference, including a group C. MSP Approval of 1983/84 ISL Report MSP Approval of EPL Retirement Pins NEW BUSINESS of seven from the Corpus Christie Library; and reported that the library would be the only public library included on a two -week seminar for twenty-five Nordic librarians in August. Mr. Wright reviewed the Illinois State Library Annual report form and asked for Board approval to submit to the State Library via the North Suburban Library System. Mr. Harrison moved, second by Hr. Girard, The Evanston Public Library Board of Directors approve the Illinois State Library Annual Report, 1983-1984 for submittal to the State Library. Passed unanimously on a voice vote. Mr. Wright reported that the Library Recognition Day has depleted the supply of PeRgie Robinson EPL Retirement pins and asked for approval to order twenty-five, a supply which would last several years. Mrs. Wright moved, second by Mr. Girard, The Evanston Public Library Board of Directors approve purchase of twenty-five retirement pins at a cost not to exceed $350, to be paid from interest accured in the Memorial Gifts Fund. Passed unanimously on a roll call vote. CATV Mr. Harrison discussed the uses of CATV and the amount of time the library had spent in considering this issue. He questioned whether library could receive increased visibility through use of cable. Puppet Show ADJOURNMENT Mrs. Lundberg reported positive comments from teaching staff at Willard School for the library's puppet show and presentation. The meeting adjourned at 9:10 P.M. I Evanston Public Library Board of Directors Meeting August 20, 1985 MEMBERS PRESENT Jane Balzer, Patricia Bennett, Mary Anne Cappo, Jay Carow, Venita Fields, Richard Lanyon Glennis Lundberg, Dorothy Ver Steeg MEMBERS ABSENT Elizabeth Wright STAFF PRESENT Library Director Donald Wright Library Business Manager Kim Kuttner OTHERS PRESENT Darlene Fisher, League of Women Voters Observer PRESIDING Dorothy Ver Steeg, President CALL TO ORDER President Ver Steeg called the meeting to order at 7:05 P.M. welcoming the new members, Patricia Bennett, Mary Anne Cappo and Jay Carow, to the Library Board. She reviewed the agenda which combined the business of the regular monthly board meeting with the orientation for new board members. BOARD ORIENTATION Mrs. Ver Steeg and Mr. Wright introduced the tour of the library to be led by Martha Quinn, head of Reference Services, and Mary Everett, Reference Librarian. Members of the board were divided for a tour at which library staff members BJ Jahnke, Trarie Kottkamp, and Kim Kuttner also assisted. Mrs. Ver Steeg resumed the orientation by presenting some historical facts about the library which is in "its second decade of its second century" of service to the community. She urged the members to read "Library Lore" the publication prepared for the library's centennial year and expressed the hope that this would be updated. Mrs. Baker presented to the new members their Policy Manual Notebooks which includes the bylaws for the board and all policies in effect. Also included with the manual are the library laws for Illinois, the latest annual report as filed with the Illinois State Library, and the roster of city officials. The guide to the organization of the board is the first item in the manual. Mrs. Ver Steeg reviewed the agenda and the pattern of monthly board meetings. At this point, the regular meeting business and agenda were assumed. MINUTES, July 16 MSP Approval Mrs. Baker moved, second by K:s. Lundberg, The minutes of the meeting for July 16, 1985, be approved with the corrected spelling of the name of Darlene Fisher. Passed unanimously on a voice vote. COMMENTS FROM CITIZENS None. OLD BUSINESS Mr. Wright reviewed the terms of the lease renewal for the South Branch facility, a 7.12 increase in rent. The amount still is less than other space in the area. Mr. Lanyon moved, second by Mrs. Baker, MSP Renewal of South Branch lease The Evanston Public Library Board of Directors approve the extension of the lease for the South Branch Library at 949 Chicago Avenue, for an additional year at $1,500 per month rent. Passed unanimously on a roll call vote. COMMITTEE/REPRESENTATIVE REPORTS Mrs. Ver Steeg asked each of the committee chairs to discuss briefly the role of their committee and the primary activities which it will focus upon during the coming year. MANAGEMENT POLICY Action Plan Mrs. Lundberg read the charge of the Management Policy Committee and reported that this committee had also been given the responsibility for monitoring the Action Plan. The first draft of the results of the telephone survey have been reviewed by Mrs. Lundberg and Mr. Wright; the board was asked to reserve approximately one and one-half hours at the next meeting. or hold a special meeting, to discuss the survey results. The purpose of the survey was to determine how well the library is serving the needs of residents. In addition, the results should be useful in determining budget allocations and in working on the results of the collection development study. Building Source Book Mrs. Lundberg showed the board the first copy of the source book of documents related to the library's space problems. This notebook will be available to board members in order to provide each with full information on the question. It was recommended that the Board president appear before the human Services Committee of the Council to present the Action Plan, 1985/1986 and the report on last year's plan. NORTH SUBURBAN LIBRARY SYSTEM Mrs. Lundberg distributed a description of the North Suburban Library System and reviewed Evanston's participation in the statewide program. Evanston is the system's heaviest user of 16mm film and is a heavy user of the Central Serials Service and Interlibrary Loan. Evanston is a net borrower in the Reciprocal borrowing program --meaning that Evanston residents borrow more books on direct loan from other NSLS libraries, than residents from other NSLS communities borrow from Evanston. The loans to Chicago are not included in these statistics, however, and loans to Chicago are heavy. Acceptance of Lundberg Resignation to the NSLS Mrs. Ver Steeg thanked Mrs. Lundberg and read a letter of resignation from Mrs. Lundberg as the EPL representative to the system. Mrs. Lundberg is entering a graduate program at Northwestern University and would not have time to devote to both the local board and the system board. DEVELOPMENT Mr. Lanyon reviewed the charge to the Development Committee stressing the caief responsibilities in securing gifts and publicity for the Library. He distributed an outline to be considered by the committee at its first meeting as its action agenda for the year. MATERIALS AND SERVICES In the absence of Elizabeth Wright, the library director reviewed the charge to this committee. The principal activity of the committee this coming year will be the collection development study and the subsequent reconsideration of the acquisitions and collection management policy. PRESIDENT VER STEEG'S REPORT Mrs. Ver Steeg reported upon meetings with the City Manager and the Mayor and reviewed for the board the meetings which had been held at the Library for each of the City Council committees. She expressed the hope that the Board could entertain the new members of Council at a forthcoming meeting/tour and that those members of the board who are interested would also visit the Cedar Rapids library. MSP Recognition of Marion Turner Mrs. Ver Steeg discussed with the board the retirement in September of Marion Turner, after thirty-five years of city/library employment. This will be the second employee in the last twenty years to have completed such a record and Mrs. Ver Steeg asked the board to consider a special recognition. Staff and board will be recognizing Mrs. Turner with a special reception on Thursday, September 12 at the Woman's Club of Evanston. Staff will present Mrs. Turner with a spejcial gift, and it was suggested that a gift certificate from the board would be appropriate. Mrs. Lundberg moved, second by Mrs. Baker, The Evanston Public Library Board of Directors recognize the retirement of Marion Turner with a one -hundred dollar gift certificate and an amount not to exceed four hundred dollars to assist with the reception, the funds to come from the interest earned on memorial gift accounts. Passed unanimously on a roll call vote. VICE PRESIDENT FIELDS' REPORT Mrs. Fields distributed a paper describing the various funds for the library's operation and describing the process by which accounts are handled. She reviewed the financial aspects of the library's operation and the method for monthly reporting to the library board. She reviewed the financial report for the five months ending July 31 and answered questions. ELF Mrs. Fields, as Vice President of the Board, is the official board liaison to ELF --Evanston Library Friends. Mrs. Fields reviewed the history of the organization and the types of activities in which they have been involved. LIBRARY DIRECTOR'S REPORT Mr. Wright reported on the activities report and how the staff reports to the board on library activities, the calendar which must be observed this year for board adoption of the budget for the City Council, the hearing on the draft of the Comprehensive General City Plan, and the retirement of Marion Turner. He reported that a request for reclassification of this position has been submitted to City Personnel. Mrs. Ver Steeg asked Mrs. Lundberg and Mr. Carow to represent the Library Board at the September 11 hearing on the Comprehensive General Plan. ADJOURNMENT Mrs. Ver Steeg welcomed the new board members again, thanked them for their attendance at this first meeting, and adjourned at 9:50 P.M. Evanston Public Library Board of Directors Meeting September 11, 1985 MEMBERS PRESENT Patricia Bennett, Mary Anne Cappo, Jay Carow, Venita Fields, Richard Lanyon, Glennis Lundberg, Dorothy Ver Steeg, Elizabeth Wright MEMBERS ABSENT Jane Baker STAFF PRESENT Library Director Donald Wright; Library Business Manager Kim Kuttner OTHERS PRESENT Darlene Fisher, League of Women Voters Observer; Lawrence Rosenthal PRESIDING Dorothy Ver Steeg, President CALL TO ORDER President Ver Steeg called the meeting to order at 7:05 P.M. COMMITTEE OF THE WHOLE Mrs. Lundberg moved, second by Mrs. Bennett, MSP Resolve to Committee of Whole The Board resolve into a committee of the whole to hear a report on the statistics gathered in the telephone survey. Passed unanimously on a voice vote. Mrs. Lundberg reviewed the background of the telephone survey designed to sample the attitudes and understandings of citizens about the Library. Deborah Kisor, Judy Ostrow, and Winifred Fifles of the Library Staff with the T,ibrary Director and Mrs. Lundberg had worked with previously developed documents (one from the American Library Association and one developed for EPL by the NU School of Management) to form a telephone sampling instrument. Additional help was secured by library board members from experts on this form of survey. Following the collection of the data by several part-time staff members, the data had been processed by Lawrence Rosenthal. Mr. Rosenthal was introduced and gave the board a thorough walk through of all of the data gathered and compiled. Following questions, Mrs. Rosenthal was thanked and the report was referred to the Management Policy Committee. The board resumed its regular meeting agenda. MINUTES MSP Approval of August 20 Minutes COMMENTS FROM CITIZENS COMMITTEE/REPRESENTATIVE REPORTS Mr. Lanyon moved, second by Mr. Carow, The minutes for the meeting of August 20, 1985, be approved as received. Passed unanimously on a voice vote. None. NSLS Representative Mrs. Bennett reported on the materials which she had received since her acceptance of the NSLS Representative position. The Board President and past-NSLS Representative will accompany Mrs. Bennett to her first NSLS meeting. Development Mr. Lanyon reviewed with the board the committee meeting and the status of (1) the Holiday Book Fund --flyers to be mailed in early November; (2) the special public relations activities; (3) a development officer; (4) a new gift brochure; and, other activities/areas of interest for the committee. Materials and Services Mrs. Wright reported that the Collection Development Study was being reviewed by a staff committee and would soon be the focus of this committee's activities. Management Policy Mrs. Lundberg reviewed the committee meeting at which the telephone survey and the action plan for the current year were discussed. Per Capita Grant Mrs. Lundberg reviewed the three documents relating to the per capita grant application for fiscal year, 1986: (1) the basic document, "Avenues to Excellence"; (2) the checklist of Evanston's ranking against the standards in "Avenues to Excellence"; and, (3) the draft of the application for per capita grant. MSP Approval of Checklist for Avenues to Excellence Mrs. Lundberg moved for the committee, The Evanston Public Library Board of Directors approve the "Summary Sheets" rankings for the library against the Illinois library standards to be used as a basis for the FY1986 per capita grant application. Passed unanimously on a voice vote. r,n,';a -rant was rev ewed. Mrs. Lundberg explained that the committee would be bringing to the board in November recommendations on specific proposals for expenditures under the grant. MSP Approval of FY1986 Per Capita Grant Application Mrs. Lundberg moved for the committee, The Evanston Public Library Board of Directors approve a FY1986 application for an Illinois State Library Per Capita Grant and "in making application for a grant or grants, the Library Board agrees to expend the funds received for the purpose of providing public library service to your community...supplementing the library's regular budget and not to reduce the library's levy in the current year or in the next year." Passed unanimously on a voice vote. PRESIDENT VER STEEG'S REPORT Mrs. Ver Steeg expressed pleasure at the fine reception for Marion Turner in recognition of her retirement after thirty-five years of library service. Mrs. Ver Steeg reported on the reception of the League of Women Voters for the publication of the new edition of "This Is Evanston." The president asked Mrs. Lundberg and Mr. Carow to report on their representation of the library board at the hearing on the draft of the City Plan document. They reported they each presented a very brief statement thanking the commission for the recognition of library space needs and expressing the hope that this would remain and become a priority issue. They offered assistance in any way the board and staff could provide it. VICE PRESIDENT FIELDS' REPORT Mrs. Fields was attending the meeting of the Evanston Library Friends, being held at the same time and was unable to report. Mr. Wright reviewed the financial statement for six months ending August 31. He also reported on the ELF presentation at the Arts Week observance, the readiness of ELF volunteers to take books to shut-ins, and the "Check out the Library" program to be held early in November. LIBRARY DIRECTOR'S REPORT Mr. Wright reviewed the library activities report and stated that the quarterly statistical report would be sent with material for the next board tweeting. Mr. Wright reviewed the increasing use of his office for meetings --both staff and board committees --and the need for adequate table space. A table and six chairs could be accommodated in the office and the business manager had investigated several alternative possibilities. MSP Purchase of Conference 'Table/ Chairs Mrs. Wright moved, second by Mrs. Lundberg, The Library Board authorized the purchase of a conference table and chairs from Book Sale Funds at a cost not to exceed $1,000. Passed unanimously on a roll call vote. NEW BUSINESS 1986/1987 Budget Proposal Mr. Wright prefaced a discussion of the budget proposal with a review of the City Budget process for this year. He reviewed the budget group process and the resubmission and updating of old options. Following questions on the process, Mr. Wright reviewed the staff recommended budget. There was considerable discussion on the following matters: the startling increase in the cost of bookmobile maintenance, the pallid library objectives; the inability to reflect service needs in a budget with such high fixed costs; the need to bring the telephone survey and the collection development survey together and to have future budgets reflect findings in those documents; the need to raise outside funds; the decrease in the library materials budget. This last topic was of most concern to the board for this budget would reflect the first budget in many years having a decrease in funds for library materials. Discussion focussed upon the other funds which offset this reduction: Holiday Book Fund, Memorial Gifts, etc. MSP Adoption of Recommended 1986/1987 Budget Mr. Lanyon moved, second by Mrs. Wright, The Evanston Public Library Board of Directors approve the recommended 1986/1987 budget prepared under the Council guidelines for transmittal to the City Manager. Passed unanimously on a voice vote. ADJOURNMENT The meeting adjourned at 9:50 P.M. Evanston Public Library Board of Directors Meeting October 15, 1985 MEMBERS PRESENT Jane Baker, Patricia Bennett, Mary Anne Cappo, Jay Carow, Venita Fields, Richard Lanyon, Glennis Lundberg, Dorothy Ver Steeg, Elizabeth Wright MEMBERS ABSENT STAFF PRESENT OTHERS PRESENT PRESIDING CALL TO ORDER HINUTES MSP Approval September 11 Minutes COMMENTS FROM CITIZENS COMMITTED REPRESENTATIVE REPORTS None Library Director Donald Wright; Library Business Manager Kim Kuttner Darlene Fisher, League of Women Voters Observer Dorothy Ver Steeg, President President Ver Steeg called the meeting to order at 7:10 P.M. With the typographical correction of Mr. (not Mrs.) Rosenthal, Mrs. Wright moved, second by Mrs. Baker, The minutes for the meeting of September 17, 1985 be approved as received. Passed unanimously on a voice vote. Mrs. Fisher reported that the League of Women Voters was establishing its study team for the library study. DEVELOPMENT Mr. Lanyon reviewed the minutes of the Development Committee indicating areas of activity. He presented the committee's discussion on a new brochure for promoting memorial and endowment gifts. The committee had discussed a proposal with Legner Group on the possibility Lf a new brochure. Mr. Lanyon moved for the committee, MSP Approval of Legner Group for gift brochure The Evanston Public Library Board of Directors approve an amount not to exceed $1700 from Memorial Gift - Interest for preparation and publication of a gift brochure by the Legner Group. Passed unanimously on a roll call vote. 0 Mr. Wright reported receipt of approximately $1,000 from the family of William "Bill" Rose in recognition of his 85th birthday. The funds were designated for closed -captioned video -cassettes. MATERIALS AND SERVICES Mrs. Wright reported that the staff study of the collection research project would be concluded by the end of October and the committee would begin to consider its implications. MANAGEMENT POLICY Mrs. Lundberg distributed copies of the Source Book of information relating to the library building. She encouraged board members to make note of any questions not answered by the notebook. Mrs. Lundberg reported the committee had met prior to the board meeting and agreed upon a method for analyzing the telephone survey. NSLS REPRESENTATIVE Mrs. Bennett reported on her first NSLS Board Meeting. There was no candidate to replace Mrs. Lundberg on the NSLS Board. A meeting of all representatives will be held on October 26 concerning the Computer Cluster reorganization. PRESIDENT'S REPORT Mrs. Ver Steeg reported on her presentation of the Action Plan to the Human Services Committee and upon a meeting with Jean Baron concerning public relations activities on behalf of the library. VICE PRESIDENT'S REPORT Ms. Fields reviewed the financial statement for the seven months ending September 30 and answered questions. She reported on the forthcoming activities of ELF. LIBRARY DIRECTOR'S REPORT The library activities report for the month of September was reviewed and the second quarterly statistical report. Mr. Wright reported that plantings were available from the Forestry Department to replace the shrubs removed with disease. Mrs. Wright moved, second by Mrs. Baker, MSP Approval of Plantings The Evanston Public Library Board of Directors authorize expenditure of a sum not to exceed $1300 from Book Sale Funds for the plantings of shrubs by the Forestry Department. Passed unanimously on a roll call vote. Mr. Wright reported the resignation of Linda Seckelson-Simpson, Head of the Art and Music Department (who is moving to Long Island) and Trarie Kottkamp, Coordinator of Technical Services (who has accepted the head of Technical Services for Phoenix Public Library). ADJOURNMENT The meeting adjourned at 8:45 P.M. 0 Evanston Public Library Board of Directors Meeting November 19, 1985 MEMBERS PRESENT Jane Baker, Patricia Sennett. Mary Anne Cappo, Jay Carow, Venita Fields, Richard Lanyon, Glennis Lundberg, Dorothy Ver Steeg, Elizabeth Wright MEMBERS ABSENT None STAFF PRESENT Library Director Donald Wright; Library Business Manager Kim Kuttner; Jean Baron OTHERS PRESENT Darlene Fisher, League of Women Voters Observer PRESIDING Dorothy Ver Steeg, President CALL TO ORDER President Ver Steeg called the meeting to order at 7:05 P.M. MINUTES MSP Approval October 15 Minutes Mrs. Wright moved. second by Mrs. Baker The minutes for the meeting of October 15, 1985 be approved as received. Passed unanimously on a voice vote. COMMENTS FROM CITIZENS Mrs. Fisher reported the establishment of the League Committee to study the library's collection and space needs. Mrs. Ver Steeg offered again the help of the members of the Board and Staff in providing information for the members of the study team. OLD BUSINESS Budget 1986/1987 Mr. Wright reported that the City Manager would submit his budget, following the council's policy guidelines, at the beginning of the New Year. COMMITTEE/REPRESENTATIVE REPORTS Materials and Services Mrs. Wright distributed to her committee a staff report based upon the extensive study of the adult non-fiction collection. The committee will begin meeting in January to review the material and to establish objectives. HSP Book Sale Proceeds to Endowment Mrs. Wright discussed with the board the request from library volunteers for establishment of a goal for book sales and for setting aside part of the proceeds for endowment, interest from which would be used for collection development. It is believed that with a portion of the funds in endowment that there will be long-term benefits for the library. She announced that the 1986 book sales would be held the weekends of March 20, May 18, July 24, and October 16th. Mrs. Wright moved, second by Mrs. Bennett, The Evanston Public Library Board of Directors allocate from the proceeds of book sales in each of the years 1986 and 1987 the sum of $8,000 for general library purposes as approved by the Board of Directors, with the remaining proceeds (estimated to be in excess of $10,000 for each of these years) to be placed in the Endowment Fund with the interest to be used for collection development. Passed unanimously on a voice vote. Management Policy Mrs. Lundberg reported the continued review by the committee of the telephone survey; it is anticipated that the committee will report to the Board in January. NSLS Representative Mrs. Bennett and Mr. Wright reported on the NSLS board meeting at which a presentation was made on the separation of the cluster of computerized libraries from administrative control of the System to independent control of their operation. Development Mr. Lanyon highlighted three items from the report received by the board: (1) the distribution of the Holiday Book Fund 1985 flyers; (2) the initiation of public relations activities under the program Approved by the board in April; and, (3) a request from Al Gelato to offer bookmarks to persons checking out books, redeemable for a scoop of ice cream. More information will be forthcoming on the last item. VICE PRESIDENT FIELDS` REPORT Ms. Fields reviewed the financial statement for nine months ending October 31, answering questions on each of the funds. Friends of the Library Ms. Fields reported that the Friends board will meet regularly in the library staff room on the fourth Tuesday of each month. The Friends have asked her for a report on the 1986/1987 budget request for collection development. {Mrs. Baker left the meeting at this point.} LIBRARY DIRECTOR'S REPORT Mr. Wright reviewed the library activities for the month of October. There was considerable discussion on the various meetings attended by staff and the best means for sharing those with other staff and board. A question was raised on the best method for board members to keep up-to-date on library developments in other libraries. MSP Dorothy Armstrong Tribute Mr. Wright reported that Dorothy Armstrong will be conducting her last North Branch book sale, which she has directed for seven years. Mrs. Wright moved, second by Mrs. Lundberg, IN APPRECIATION The Evanston Public Library Board of Directors recognizes with heartfelt appreciation the singular efforts of Dorothy Armstrong in her direction of the North Branch Book Sales. It is with a sense of very real loss that the library Board thanks her for these contributions and wishes her well in her new Florida home. Dorothy Armstrong has engineered the North Branch book sales for the past seven years. She has moved boxes; unpacked hampers; combated mildew and dust; priced hardbacks, paperbacks, adult books, children's books, print and nonprint items; organized troops to conduct the sales; planned for the moving in and out of furniture and equipment; and, counted untold coins and bills. Eisenhower in planning for D-Day did not lay as careful plans as Mrs. Armstrong laid for each of the Book Sales --sales which became Central Street Events! Her leadership, organizational skills, determination and hard work will be sorely missed. Her gentle, caring smile will be remembered. The results of her North Branch work will long be a testament to her devotion and hard work. Passed unanimously on a voice vote. 0 MSP Expenditure for Books from North Branch Book Sale Mr. Wright reviewed with the board the request from the North Branch for the use of funds from their book sale account for the purchase of books. Mrs. Lundberg moved, second by Mrs. Wright, The Evanston Public Library Board of Directors approved an expenditure not to exceed $2,000 from the North Branch book sale account for the purchase of books for the branch. Passed unanimously on a roll call vote. NEW BUSINESS Questions were raised concerning latch -key children and their use of the children's room. Staff will report to the board; there was assurance that this was not a problem. EXECUTIVE SESSION ADJOURNMENT The board adjourned into an executive session at 8:35 P.M. for discussion of a personnel matter and reconvened as a board at 9:05 P.M. There being no further business the meeting adjourned. N C Evanston Public Library Board of Directors Meeting December 17, 1985 MEMBERS PRESENT Jane Baker, Patricia Bennett, Mary Anne Cappo, Jay Carow, Venita Fields, Richard Lanyon, Glennis Lundberg, Dorothy Ver Steeg, Elizabeth Wright MEMBERS ABSENT None STAFF PRESENT Library Director Donald Wright; Library Business Manager Kim Kuttner; Jean Baron OTHERS PRESENT League of Women's Voters Observer Darlene Fisher PRESIDING Dorothy Ver Steeg, President CALL TO ORDER President Ver Steeg called the meeting to order at 7:05 P.M. MINUTES With the editorial correction on page two in the Vice President's financial report for the eight (not nine) months, MSP Approval November 19 Minutes Mrs. Wright moved, second by Mrs. Bennett The minutes for the meeting of November 19, 1985 be approved as received. Passed unanimously on a voice vote. COMMENTS FROM CITIZENS Darlene Fisher, League of Women's Voters observer, thanked the President of the Library Board and the Library Director for touring the League study team and presenting them with background material on the library. OLD BUSINESS Mrs. Ver Steeg and Mr. Wright reported on the meeting with the Human Services Committee on the budget option for closing the library on summer Sunday afternoons. The board was also asked to consider a reduction in the staffing on the bookmobile; this was referred to a committee for study at the time of consideration of the City Manager's budget. COMMITTEE/REPRESENTATIVE REPORTS Management Policy Mrs. Lundberg reported on the compilation and organization of the r_aults from the telephone survey to be studied by the committee in January. The staff recommendations on the per capita grants will be considered in January. Mrs. Lundberg reviewed progress on the Action Plan 1985/1986. The only area in which activity needed to be generated was the study of board organization. President Ver Steeg appointed an ad hoc committee (Beth Wright, Mary Anne Cappo, Jay Carow) to be chaired by Mrs. Wright to consider this charge in the Action Plan. NSLS Representative Mrs. Bennett reported on three areas of system activity: (1) Universal access; (2) Early childhood project; (3) computer room insurance. Development Mr. Lanyon reported on the Holiday Book Fund program to which over 50 persons/families had responded to date. Materials and Services No report. Mrs. Wright reminded members of the committee that intensive work would begin in January on the collection development study. PRESIDENT'S REPORT Mrs. Ver Steeg (1) reported on the recognition luncheon for North Branch volunteers and the honoring of Dorothy Armstrong; (2) reported on the meeting with the League of Women Voters study team; (3) reviewed the meeting with Human Services Committee; and, (4) read a letter from Jim Edgar, State Librarian, concerning the per capita grant. VICE PRESIDENT'S REPORT Ms. Field's reviewed the financial statement for nine months ending November 30. 1985. Mr. Wright reported that the Business Manager was completing a study of certain endowment accounts. Ms. Fields. as library board representative to the Friends of the Library, reported on the Friend's Board's great interest in library activities, the possibility of the Library Board President and Library Director in presenting a program to the Friend's board, and the Friend's consideration of support for the book collection. C_ LIBRARY DIRECTOR'S REPORT Mr. Wright reviewed the November library activities report and the quarterly statistics report. He also reviewed the state request/report on non-resident fees. He discussed the question of latch -key children, raised at the November board meeting, and indicated it was not a problem in the children's room. ADJOURNMENT The Board adjourned at 8:30 P.H. to join the Board of the Friends of the Library in an informal meeting.