April 10, 2013

Minutes of the regular meeting of the Board of Trustees of the Skokie Public Library held in the Skokie Public Library Board Room, Wednesday, April 10, 2013.

CALL TO ORDER

John Graham, President, called the meeting to order at 7:27 p.m.

Members present: John Graham, President; Diana Hunter, Vice President/President Emerita; Karen Parrilli, Secretary; Susan Greer; Jonathan H. Maks, MD; Mark Prosperi; Zelda Rich; and Carolyn A. Anthony, Director.

APPROVAL OF THE MINUTES OF THE REGULAR MEETING OF MARCH 13, 2013

Mrs. Parrilli made a motion, seconded by Mrs. Hunter, to approve the minutes of the regular meeting of March 13, 2013, subject to additions and/or corrections. Mrs. Hunter requested a correction on page 14, under Comments from Trustees, last sentence in first paragraph, from “Mrs. Hunter believes the committee should have opposed the legislation” to “Mrs. Hunter believes the committee should have opposed this legislation instead of merely thinking about library safety rather than the broader picture of public safety.” There being no further corrections, the minutes were approved and placed on file.

CONSENT AGENDA (Financial Statements; Circulation Report; Library Use Statistics; Report(s) from Department Head(s); Correspondence; Gifts; Personnel)

Mrs. Rich made a motion, seconded by Mrs. Parrilli:

MOTION:       THAT THE SKOKIE PUBLIC LIBRARY BOARD OF TRUSTEES APPROVE THE FINANCIAL STATEMENTS, SUBJECT TO AUDIT, AND THAT THE FOLLOWING CONSENT AGENDA ITEMS BE PLACED ON FILE:

1.      CIRCULATION REPORT

2.      LIBRARY USE STATISTICS

3.      REPORT(S) FROM DEPARTMENT HEAD(S)

4.      CORRESPONDENCE: LETTER FROM JESSE WHITE, SECRETARY OF STATE AND STATE LIBRARIAN, ILLINOIS STATE LIBRARY TO CAROLYN ANTHONY DATED MARCH 25, 2013 RE AWARD OF FY2013 ILLINOIS PUBLIC LIBRARY PER CAPITA GRANT

5.      GIFTS: $5. FROM SARAH AND MORRY MUSICANT IN MEMORY OF NORMAN KOZAK; $36. FROM DIANE MELNICK IN HONOR OF CAROL FRIEDMAN FOR PURCHASE OF A NOVEL

6.      PERSONNEL: TERMINATION: JOSEPH LENTI, PART-TIME SECURITY GUARD, MAINTENANCE DEPARTMENT, EFFECTIVE MARCH 27, 2013; PROMOTION: LARISSA YABLOCH, FULL-TIME CIRCULATION/ACQUISITIONS CLERK, TECHNICAL SERVICES DEPARTMENT TO FULL-TIME CATALOGING ASSISTANT, TECHNICAL SERVICES DEPARTMENT, EFFECTIVE MARCH 25, 2013; HIRES: MARY ANN TOPPING, KRYSTINE HOANG, DANON DASTUGUE, PART-TIME SUMMER READING CLUB PROGRAM ASSISTANTS, YOUTH SERVICES DEPARTMENT, EFFECTIVE JUNE 1, 2013; RETIREMENT: CAROLYN THOMPSON, FULL-TIME LIBRARIAN, YOUTH SERVICES DEPARTMENT, EFFECTIVE MAY 3, 2013.

The motion passed unanimously.

BILLS

A motion was made by Mrs. Rich, seconded by Mrs. Parrilli:

MOTION:       THAT THE SKOKIE PUBLIC LIBRARY BOARD OF TRUSTEES APPROVE THE BILLS, SUBJECT TO AUDIT.

The roll call vote for approval was unanimous.

DIRECTOR’S REPORT

USAGE----Circulation in March was up 2% with gains in use of print books in both Youth and Adult Services. eBook circulation also increased by nearly 48%, though it is still a relatively small portion of overall use. Circulation on the Bookmobile is down by more than 10%. Reciprocal Borrowing is 7% of circulation. Laptop circulation is up, probably because the laptops have been replaced with newer models. eCommerce is up 26% for the month. The gate count was up nearly 6% for a total of more than 78,000 visitors in March. Reference requests were down almost 9% for the month although they have maintained a slight gain for the year. There were 45,253 unique visitors to the Library website in March with 115,674 page views.

LIMRiCC ELECTION----Susan Dickens, Administrative Assistant to the Director, was elected to the LIMRiCC Board with the highest number of votes so she will represent Skokie Public Library in matters related to health and dental insurance for the pool.

WORK ON OAKTON----Work on Oakton Street has begun this month and is expected to continue on the portion of Oakton in front of the Library for about two months. Work will proceed in increments throughout the downtown from Long to Skokie Boulevard, with all work to be completed by November. As the Board may recall, the Village will create an island in the middle of Oakton near the Library to assist pedestrians in crossing the street. They will also adjust traffic flow so that people will have to enter the west Library lot from Park Avenue and exit on Oakton headed east only.

PUBLIC LIBRARY DIRECTORS’ SUMMIT----Mrs. Anthony attended the meeting of Innovative’s Public Library Directors’ Summit in San Francisco March 20-22. There is a lot of continuity of staff with the new management, but also some change as in a Vice President who has been brought in from IBM. Innovative Interfaces employs a large number of MLS librarians and is committed to continuing that pattern. With 1,500 clients, III is still the top library automation vendor in the U.S. Attendees heard from futurist Garry Golden who said that, based on current societal trends, the library may want to get involved in scaled personalized learning, perhaps offering library experiences with authors via Skype. With technology, learning is adaptive, assessing your current knowledge or skill level and then offering you training based on your current level. Planning with knowledge of user data and service outcomes is increasingly important. Other presentations were by library directors re the Digital Content in Public Libraries Work Group and some best practice. Attendees also got an update from John Palfrey regarding the launch of the Digital Public Library of America. He has headed up the work on this initiative which aims to be a structure that can feature a lot of local digitized content, among other resources. Kristina Woolsey, Project Director of the Exploratorium, a museum in San Francisco founded 40 years ago by Frank Oppenheimer, was a lively speaker who highlighted some of the common aims of museums and libraries in stimulating lifelong learning. The museum offers experiences and opportunities for engaged learning with a goal of altering how one perceives some things. Another speaker emphasized that convenience is everything to people these days, even trumping free. This accounts for the ready adoption of online purchase of eBooks.

ICMA MEETING IN MINNEAPOLIS----Mrs. Anthony attended the Midwest meeting of the International City/County Managers Association in Minneapolis April 4-5. The focus is on dealing with change. Barbara Macikas, the Executive Director of PLA, attended with Mrs. Anthony and they had time to talk about plans for PLA for the coming year. Before the May Board meeting, Mrs. Anthony will travel to Washington D.C. for the spring meeting of the PLA Board (May 5-May 6), staying for ALA Legislative Days, and returning the day of the Board meeting.

APPROVAL OF PROJECTED END OF YEAR CLOSE

Mrs. Anthony distributed a Projected Balance Sheet for Fiscal Year 2013 as of year-end. Under Revenues, we expect additional Corporate Replacement Tax within the Fiscal Year as we have received $325,000-$367,000. each year since Fiscal Year 2009. The Library recently received $75,000. Corporate Replacement Tax. Property tax collections are short about $464,000. for the year-to-date. The Library may receive some additional revenue in April, but likely will still be short close to $400,000. as compared with short collections of $330,000. in FY 2012 and $323,000. in FY 2011.

On the expense side, we will be over by about 1% in FICA/IMRF this year. Otherwise, expenses should be pretty much according to budget. In keeping with the Fund Balance policy adopted by the Board, all capital expenses this year have been from the Capital line of the Operating Budget, with no expense from the Reserve Fund.

A favorable balance of about $600,000 at the end of the Fiscal Year is anticipated. Mrs. Anthony recommends the transfer of $300,000. to the Reserve Fund for Sites of Buildings with any remaining balance to be assigned to Working Cash.

A motion was made by Mrs. Hunter, seconded by Mrs. Greer:

MOTION:       THAT THE SKOKIE PUBLIC LIBRARY BOARD OF TRUSTEES APPROVE THE TRANSFER OF $300,000. TO THE RESERVE FUND FOR SITES AND BUILDINGS WITH ANY REMAINING BALANCE TO BE ASSIGNED TO WORKING CASH.

The roll call vote for approval was unanimous.

APPROVAL OF PROPOSED GENERAL OPERATING FUND BUDGET FOR FY 2013-2014

Mrs. Anthony stated that at this meeting, the Board needs to approve an Operating Budget for FY 2014. Last month, the Board approved the Salary Scale and staff increases for FY 2014 which is helpful because the Salary line is just over half the expense in the General Operating Fund. That salary level is also used in calculation of FICA/IMRF for the year. The employer’s contribution to IMRF is 11.32% for 2013 and will increase to 12.06% for 2014. We have increased the line 6.6% to accommodate the salary increase and some adjustment in the employer’s contribution rate.

We have just recently learned that health insurance claims for our consortium have been up this past year and include several large claims. A rate increase has not been set and would need to take into account what has been a healthy fund balance. Mrs. Anthony increased the line for Health, Dental & Life Insurance by 8% to allow for a larger increase.

Mrs. Anthony requested Board approval of the Proposed Budget for General Operating Expenditures for FY 2014.

After brief discussion, Mrs.Parrilli made a motion, seconded by Mrs. Rich:

MOTION:       THAT THE SKOKIE PUBLIC LIBRARY BOARD OF TRUSTEES ADOPT THE FY 2013-2014 BUDGET IN THE AMOUNT OF $12,123,616.00 AS PROPOSED BY THE DIRECTOR.

The roll call vote for approval was unanimous.

APPROVAL OF STRATEGIC PLANNING

The Strategic Planning Committee has had four meetings to date. Six subcommittees on the topics of Access Services, 21st Century Literacy and Training, Local Information, Consulting Librarian, Programming, and Partnerships and Group Work have also met and have concluded their work. The reports from each of the subcommittees, with their recommendations, were distributed.

The Strategic Planning Committee has developed proposed new statements of Vision (impact on the community) and Mission (library purpose) as follows:

Vision – Skokie Public Library is the heart of a vibrant village where people of all ages and cultures engage in lifelong learning and discovery while actively participating in the life of the community.

Mission – As a springboard for personal growth and community development, Skokie Public Library promotes discovery, enrichment, and the exchange of ideas through a broad spectrum of materials, technologies and experiences.

The Committee asks that the Board adopt these statements or suggest revisions.

In looking at elements of plans from other libraries, the Committee liked a series of values statements prepared by the Carnegie Library of Pittsburgh and thought it would be useful to develop some statements ourselves as a means of communicating our values throughout the organization and community. Following is a draft of the Values developed by the Committee. Board discussion and comment are welcome.

Building Community:

·         Respect individuals and provide consistently excellent service.

·         Provide a neutral non-commercial space for gathering and meeting.

·         Cultivate and participate in community-wide initiatives.

·         Connect people and organizations to trusted information and to each other.

·         Serve as a conduit for online community conversation and positive digital citizenship.

·         Encourage exchange of ideas and respect for differing viewpoints.

Foster Learning:

·         Provide both self-directed and guided learning experiences for all ages.

·         Commitment to and support of ongoing professional development for staff.

·         Leveraging community partnerships and collaborations.

·         Encourage a culture of enthusiastic reading.

·         Promote opportunities for creation and collaboration.

Provide Access:

·         Champion free and open access to ideas, information, and content regardless of format.

·         Ensure that our resources reflect a breadth of viewpoints.

·         Preserve and make available local information of historic value.

·         Support the availability of current technology and bandwidth, as well as the development of related skills (tentative).

The Strategic Planning Committee will hold one more meeting April 17 with an agenda of developing areas of focus and goals for the planning period 2013-2016. Mrs. Anthony will have a completed report for Board review at the May meeting.

Lengthy discussion followed. Questions were raised as to the Board’s role in ranking the items in the Subcommittee reports or if there would be an analysis of costs involved. Mrs. Rich praised the members of the Strategic Planning Committee who were very good at expressing themselves. Dr. Maks praised the incredible ideas in the Subcommittee reports and requested a copy of the current Strategic Plan, as well as the results of Toby Greenwalt’s survey. Mr. Prosperi and Mrs. Hunter would like the mission statement reworded. After much discussion, Mr. Graham gave the Board seven days to submit their revised ideas for the vision and mission statements. This item will be on the May Board meeting agenda.

APPROVAL OF PUBLIC COMPUTER REPLACEMENT

Mark Kadzie, LAN Manager, asked for Board approval for the purchase of 55 Dell desktop computers, to be taken from the Library’s 2012-2013 technology budget line. The total amount of the purchase will be for $60,011.05.

These computers will replace the majority of the current public use computers, which are currently 5-1/2 years old (originally purchase in October 2007). The remaining public use computers to be replaced will be purchased at the beginning of the next fiscal year.

In addition to taking advantage of Midwestern Higher Education Compact (MHEC) contract pricing, the end of Dell’s fiscal first quarter was leveraged to increase the per unit discount. The computers include high-end components (i7 processors and solid state drives) in order to future proof them over their expected 5+ life. The quote also includes special stands to accommodate the shallow desktops and an extended warranty.

A motion was made by Dr. Maks, seconded by Mr. Prosperi:

MOTION:       THAT THE SKOKIE PUBLIC LIBRARY BOARD OF TRUSTEES APPROVE THE PURCHASE OF 55 DELL DESKTOP COMPUTERS TO BE TAKEN FROM THE LIBRARY’S 2012-2013 TECHNOLOGY BUDGET LINE IN THE AMOUNT OF $60,011.05.

The roll call vote for approval was unanimous.

APPROVAL OF RENEWAL OF HVAC MAINTENANCE FOR FY 2014

Mrs. Anthony said that the Library is about to enter year 4 of a 5 year Maintenance Agreement with NorthTown Mechanical for maintenance of the Library’s heating, ventilating, and air conditioning (HVAC) equipment. Staff continue to be pleased with the service received from NorthTown. They consistently send the same technician for maintenance checks and repairs so he is very familiar with our systems.

By the terms of our multi-year agreement with NorthTown, increases each year will be limited to the changes in the Local 597 union wage and benefit package. The first year of the contract in 2010-2011, the annual cost of HVAC maintenance was $64,500. For Fiscal Year 2012, union wages and benefits increased by 4% and the price of our contract increased to $67,080. In FY 2013, the contract price was $69,720. For FY 2014, the proposed contract price is $71,820.

A motion was made by Mrs. Hunter, seconded by Mrs. Parrilli:

MOTION:       THAT THE SKOKIE PUBLIC LIBRARY BOARD OF TRUSTEES APPROVE THE PROPOSAL FOR RENEWAL OF THE HVAC MAINTENANCE AGREEMENT FROM NORTHTOWN MECHANICAL SERVICES FOR FY 2014 IN THE AMOUNT OF $71,820.00.

The roll call vote for approval was unanimous.

APPROVAL OF RENEWAL OF INNOVATIVE INTERFACES MAINTENANCE CONTRACT

At the beginning of the Fiscal Year, we annually renew the Library’s contract with Innovative Interfaces for maintenance and upgrades to all the software we use for our Library catalog, circulation, acquisitions, ILL, serials, discovery, eCommerce, and email hold and overdue notices. Last year, because we committed to implement Sierra, the new open source software catalog, we had no increase in the rate for maintenance. Our fee for FY 2013 was $53,004.

For Fiscal Year 2014, there is a 3.4% increase in maintenance costs for a total expense of $54,812. Gail Shaw, System Administrator, has reviewed this proposal in detail and finds all to be in order.

Board approval of this renewed maintenance fee is requested.

A motion was made by Mrs. Hunter, seconded by Mrs. Parrilli:

MOTION:       THAT THE SKOKIE PUBLIC LIBRARY BOARD OF TRUSTEES APPROVE THE MAINTENANCE AGREEMENT FOR VARIOUS MILLENNIUM PRODUCTS FROM INNOVATIVE INTERFACES IN THE AMOUNT OF $54,812.00 FOR FISCAL YEAR 2014.

The roll call vote for approval was unanimous.

APPROVAL OF DESIGNATION OF FOIA OFFICER

In January, 2010, the Board adopted a policy in keeping with the Illinois Freedom of Information Act as required by Illinois law. The FOIA law prescribes explicit steps for responding to requests for public records and sets a deadline for response to requests at five business days with a potential five-day extension. These more stringent requirements, together with stiffer penalties for compliance failure, make it advisable to have a back-up FOIA Officer.

The Board designated Susan Dickens, Director’s Administrative Assistant, to serve as the Library’s primary Freedom of Information Officer. Karolyn Fukuda, Administrative Secretary, served as the designated back-up FOIA Officer until her retirement at the end of February. Mrs. Anthony asked the Board to approve Diana Ritter, the new Administrative Assistant, as the Library’s back-up FOIA Officer.

Mrs. Hunter made a motion, seconded by Mrs. Parrilli:

MOTION:       THAT THE SKOKIE PUBLIC LIBRARY BOARD OF TRUSTEES APPROVE DIANA RITTER, ADMINISTRATIVE ASSISTANT, AS THE LIBRARY’S BACK-UP FOIA OFFICER.

The motion passed unanimously.

REACHING ACROSS ILLINOIS LIBRARY SYSTEM (RAILS)

Mrs. Parrilli reported on the RAILS Board of Directors meeting March 22, 2013 held at Western Illinois University in Macomb.

Treasurer’s Report: As of February 28, after receiving $1.5 million from the Area & Per Capita grant fund, Treasurer Jim Kregor stated that RAILS has received 34.9% of its funding for FY2012-2013, which included $823,965.89, from LSTA FY2012 funds. The month-end February cash and investment balances ($13,800,000) reflect 18 months of continuing operations. Expenses for February are approximately 9.8% below budget, at approximately $740,000.

Executive Director’s Report: Director Dee Brennan continues to meet with library members at various RAILS sites at her “member outreach” gatherings. She has received many useful comments and suggestions, which will be drawn on in future strategic planning sessions.

A representative from Western Illinois University, Board member Dr. Phyllis Self, related the challenges facing higher education and academic libraries. She mentioned that there has not been an increase to their library’s collections budget since 2002. As facilities, equipment, and technology are aging or becoming obsolete, there is less money and fewer resources to make the necessary improvements and advancements. Dr. Self referred to a local newspaper report that credit ratings for several state-funded colleges and universities have been downgraded by Moody’s, adversely affecting not only each university but the surrounding community.

Strategic Planning: Executive Director Brennan asked the Board to consider the hiring of Nancy Bolt and Associates as consultants to facilitate a strategic planning program. This will begin in July 2013, with final implementation in the winter of 2014. After inquiries by Anne Craig and other ISL staff, President Davidson asked that this item be tabled until its next meeting. The Board requested that strategic planning be part of the agenda at the April 16 Joint Systems (RAILS, Heartland, and Chicago) Board Meeting in Springfield.

Delivery Services Survey: Mary Witt reported on the recent Delivery Service survey. From the 398 responses, 28% of libraries stated delivery services exceeded their expectations, 46% said services met their expectations, with .5% (2 respondents) responding that services did not meet their expectations.

From the RAILS e-Newsletter, dated April 4, 2013:

Libraries are asked to complete a survey on their eBook needs.The Illinois State Library has asked RAILS and Heartland Library System to complete a grant proposal for an eBook project.

The RAILS Nominating Committee is accepting names of candidates to fill five open positions on the Board of Directors, beginning July 1, 2013, for a three-year term.

Next meeting: April 26, 2013, at the Burr Ridge facility.

The Board thanked Mrs. Parrilli for her report.

ARTICLES

“Early Literacy for all at the Skokie Public Library” by Linda Sawyer, Kids & Books Newsletter, April 2013 and “Community First” by Michelle Lee, Library Journal, April 1, 2013, were noted.

COMMENTS FROM TRUSTEES

Mrs. Hunter read the document on the LibraryAware award and asked for information on the per capita expenditure for Morton Grove and Evanston Public Libraries.

Mrs. Hunter asked about bringing the play, Defamation, to the Library. Mrs. Anthony will check with Manager of Programs and Marketing Christie Robinson.

Mrs. Hunter mentioned that the Wilmette Public Library has put a book return at the Starbucks in Plaza del Lago. She thought it was a convenience for library users.

Mrs. Anthony showed the Board the Public Partner in Health Excellence Award which the Library received April 3.

ADJOURNMENT

At 8:44 p.m. a motion was made by Mr. Graham, seconded by Mrs. Rich to adjourn the regular meeting. The motion passed unanimously.

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            Karen Parrilli, Secretary