Board Minutes

BOARD OF TRUSTEES
Minutes of the Regular Meeting
June 16, 2009

The regular meeting of the Des Plaines Public Library Board of Trustees was held in the second floor conference room on Tuesday, June 16, 2009. President Noreen Lake called the meeting to order at 7:22 p.m.

ROLL CALL.

Roll call indicated the following board members were present: Myrtle Klebe, Noreen Lake, George Magerl, Rhys Read, Jeffery Rozovics, Elaine Tejcek.

Absent: Eldon Burk, Selma D’Souza.

Also present: Sandra Norlin, Carol Kidd, Holly Richards Sorensen, Heather Imhoff, Alderman Dan Wilson, Don Sofolo, Dan Klobnak, Wayne Serbin.

PLEDGE OF ALLEGIANCE.

CONSIDERATION OF THE AGENDA.

MOTION by Rhys Read, seconded by Jeffery Rozovics, to accept the agenda, as written. VOTE : AYES: All. NAYS: None. MOTION CARRIED.

PRESENTATION

President Noreen Lake thanked trustee Matthew Bogusz for serving on the library board from 2007 – 2009. President Lake also thanked trustee Rhys Read for his service on the library board from 1999 – 2009. Rhys stated that the trustees had a good understanding of their role on the board and that he was impressed with the administration of the library and the good leadership by Director Sandra Norlin.

PUBLIC COMMENTS AND QUESTIONS

None.

CITY COUNCIL COMMUNITY SERVICES COMMITTEE – Alderman Dan W. Wilson.

Alderman Wilson asked President Lake if she had had any response from the other aldermen regarding the request for a joint meeting of the Library Board and City Council. President Lake responded that she had not had responses from any of the aldermen. Alderman Wilson offered to contact the other aldermen and ask them if they would be available to meet on Monday, June 29 for a joint meeting. George Magerl suggested that the meeting be held at the library so that the aldermen could be given a tour of the library.

CONSENT AGENDA

MOTION by George Magerl, seconded by Elaine Tejcek, to approve the Consent Agenda, as modified. VOTE : AYES: All. NAYS: None. MOTION CARRIED.

CONSENT AGENDA

Following monthly reports to be reviewed and placed on file for audit:

MOTION by George Magerl, seconded by Elaine Tejcek, to approve, subject to audit, expenditures authorized by the Library Director and Board Representatives for library Warrant Registers as follows:

ROLL CALL VOTE : AYES: Klebe, Lake, Magerl, Read, Rozovics, Tejcek. NAYS: None. MOTION CARRIED .

MOTION by George Magerl, seconded by Elaine Tejcek, to approve, subject to audit, expenditures for salaries made by the Library Director as follows:

ROLL CALL VOTE : AYES: Klebe, Lake, Magerl, Read, Rozovics, Tejcek. NAYS: None. MOTION CARRIED .

DIRECTOR'S REPORT

Please note: I have received no official requests for confidential patron information since my last report.

PERSONNEL

New employee: Susan Meyer, Part-time Reference Librarian. Retirements: Bernadette Fishman, Technical Services Assistant, and Martin Karac, Circulation Services Clerk.

STAFF DEVELOPMENT

Plans are nearly complete for the annual Staff Inservice Day, which will be held this year on Monday, July 13, so that the whole staff can visit the exhibits at the American Library Association’s Annual Conference at McCormick Place.

Ten staff members will attend the programs of the ALA Conference on various days from July 11-14.

PATRON SERVICES

Circulation continues to increase, month to month by 13.48% and year to year by 8.68%. Use of the self-check continues to increase as well. The areas of greatest increase are in Youth Fiction (21%), youth DVDs (15%), and adult DVDs (16%). Overall, audio-visual materials account for 48% of the items circulated, 34% of youth materials and 56% of adult materials. In-house computer use has increased by 27% year to date.

We have several ways to look at library attendance. Because our gate counters were not activated until June, we do not have an accurate account of our year to date activities. We will extrapolate a count based on the increases in items circulated because these two figures are correlated. We have counted 14,300 people who have attended programs and public meetings in the first five months of 2009 as well as 5,106 people who have attended library programs and activities provided outside the library building. Another form of “attendance†is virtual. Thus far in 2009, we have recorded 507,430 “hits†on our website. The use of our online references fluctuates. Christina Tropea has provided a brief explanation of how these statistics are provided and why they change from year to year and month to month. I’ve included that report in the board packet.

OTHER PROFESSIONAL ACTIVITIES

I attended the Public Library Administrators’ Forum at NSLS on May 22, the Memorial Day ceremonies at Lake Park on May 25, the Friends of the Library meeting on May 26, the CCS Governing Board meeting on May 27, the Night Owl Board Meeting on June 1, the Chamber of Commerce Executive Committee meeting on June 3, participated in the Focus Group discussion on Diversity/Inclusion for District 62 on June 4, the Trends discussion with library directors on June 9, and attended the Des Plaines Economic Development Commission meeting on June 10. I will attend the Chamber of Commerce Board of Directors meeting on June 11 and a luncheon for woman library directors, also on June 11.

Sandra Norlin introduced Karen McBride, Web Services Librarian, who showed a film clip, Libraries Lend a Hand in Tough Times, from the Today Show.

UNFINISHED BUSINESS

Carol Kidd explained that the statistics in the Over the Counter Receipts Report for March 2008 – December 2008 and January 2009 – April 2009 were corrected and included in the June Board packet and she asked that the board approve the corrected reports.

MOTION by George Magerl, seconded by Elaine Tejcek, to approve the corrected Over the Counter Receipt Reports for March 2008 through December 2008 and January 2009 through April 2009. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

Sandra Norlin reported that David Wiltse, City Attorney, had received a response from Firestone with a promise that materials for the roof repair were to be shipped on June 19, 2009 and that roof repairs could begin as early as Monday, June 22, 2009.

Sandra Norlin stated that she included a report from Christina Tropea in the board packet that explains the fluctuation in the use of electronic database statistics.

George Magerl suggested that the database totals be reported for a period of six months on a rolling basis.

NEW BUSINESS

MOTION by Rhys Read, seconded by George Magerl, to approve payment to Reference USA in the amount of $14,760.00, which is a budgeted expense and in the best interest of the Des Plaines Public Library. ROLL CALL VOTE: AYES: Klebe, Lake, Magerl, Read, Rozovics, Tejcek. NAYS: None. MOTION CARRIED.

MOTION by George Magerl, seconded by Elaine Tejcek, to approve the regular monthly Board of Library Trustees meeting dates for the period August 2009 through July 2010 every month except January and July 2010, which would convene at 4:00 PM,. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

MOTION by George Magerl, seconded by Jeffery Rozovics, to increase the Non-Resident Fee from $290.00 per family per year to $305.00 per family per year for the period July 1, 2009 through June 30, 2010. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

MOTION by Rhys Read, seconded by Myrtle Klebe, to declare two Thomas the Tank Engine train tables as surplus property and to discard the train tables because they are unsafe and unusable. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

Dan Klobnak, Outsource Solutions Group, asked for Board approval to purchase two servers from PC Nation in an amount not to exceed $21,700. Dan explained that these servers will replace four of the current servers and will add additional capacity.

MOTION by Rhys Read, seconded by George Magerl, to approve the purchase of two servers from PC Nation, the lowest bidder, recommended by staff, in an amount not to exceed $21,700.00. ROLL CALL VOTE:, AYES: Klebe, Lake, Magerl, Read, Rozovics, Tejcek. NAYS: None. MOTION CARRIED.

Dan Klobnak, Outsource Solutions Group, asked for Board approval to purchase 12 student laptop computers and one instructor’s workstation from Dell in an amount not to exceed $13,700, which is a budgeted expense. Dan explained that the library has a long standing relationship with Dell and that there is added value in minimizing vendors for support and total cost of ownership.

MOTION by George Magerl, seconded by Myrtle Klebe, to approve the purchase of 12 student laptop computers and one instructor’s workstation from Dell in an amount not to exceed $13,700, which is a budgeted expense, and to waive the usual bid requirement and accept this quote as in the best interest of the Des Plaines Public Library. (MOTION TABLED) .

Elaine Tejcek asked if other computers would be compatible with the library system and Dan Klobnak said yes, but explained that Dell offers the highest level of support and has a long standing relationship with the library. Dell also is very aggressive in their pricing. Elaine requested the library go out for other bids for the purchase of 12 student laptop computers and one instructor’s workstation.

MOTION by Rhys Read, seconded by Elaine Tejcek, to take from the table the original motion and to refer this matter to staff to obtain requests for proposals for 12 student laptop computers and one instructor’s workstation. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

Don Sofolo, Owner, Outsource Solutions Group, discussed the purchase of a Backup Disaster Recovery system, which will stand in for any server on the network. The new server can restore servers in minutes versus hours with traditional backup/restore technologies.

MOTION by Elaine Tejcek, seconded by George Magerl, to approve a back-up disaster recovery appliance not to exceed $9,000, which is in the best interest of the Des Plaines Public Library. ROLL CALL VOTE: AYES: Klebe, Lake, Magerl, Read, Rozovics, Tejcek. NAYS: None. MOTION CARRIED.

FINANCE COMMITTEE REPORT – Rhys Read.

Rhys Read reported that the Finance Committee met on June 9, 2009 to discuss the reinvestment of the $100,000 from the six-month certificate of deposit. The Committee consensus was to reinvest the $100,000 into another certificate of deposit for a period of 12 months and to deposit the interest from the CD into the library’s donation Money Market account.

MOTION by Committee, to approve the reinvestment of the $100,000 from the six-month certificate of deposit to a Certificate of Deposit for a period of 12 months and to deposit the interest from the CD into the library’s donation Money Market account. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

PER CAPITA GRANT REQUIREMENT

The board reviewed Illinois Library Laws and Rules for the FY2010 Illinois Public Library Per Capita and Equalization Aid Grants requirements.

ANNOUNCEMENTS

The Youth Services department has signed up 1,312 children so far for their summer reading program.

President Lake congratulated Library Director Sandra Norlin on her 15 year anniversary as director of the Des Plaines Public Library.

President Lake invited board members to attend trustee training at North Suburban Library Systems.

OTHER

Alderman Wilson volunteered to announce upcoming library events during alderman announcements at the City Council meetings.

NOMINATING COMMITTEE

George Magerl reported that the Nominating Committee voted to approve the slate of officers, Noreen Lake, President, George Magerl, Vice President, and Carol Kidd, Secretary, for 2009 -2010.

MOTION by Committee to approve the slate of officers, Noreen Lake, President, George Magerl, Vice President, and Carol Kidd, Secretary, for 2009 – 2010. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

EXECUTIVE SESSION

MOTION by George Magerl, seconded by Rhys Read, to enter into an Executive Session at 9:27 p.m. to discuss Semi-Annual Review of Executive Session Minutes. VOTE: AYES: All. NAYS: None. MOTION CARRIED. The regular session reconvened at 9:32 p.m. and was called to order by President Noreen Lake.

EXECUTIVE SESSION ACTION

MOTION by Rhys Read, seconded by George Magerl, to concur with the decision made in Executive Session to retain all Executive Session Minutes on file. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

MOTION by Rhys Read, seconded by Elaine Tejcek, to adjourn the regular meeting. VOTE: AYES: All. NAYS: None. MOTION CARRIED.

Meeting adjourned at 9:33 p.m.

Minutes prepared by Carol Kidd.

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