River Forest Public Library Board of Trustees Minutes of the Regular Meeting December 14, 2005 Call to Order President Molly Ryan called the meeting to order at 7:17 p.m. Present were Director Mrs. Bussey and Trustees Molly Ryan, Elizabeth Fischer, Joan Cusack and Margaret Horstman. Excused were Trustees, Mark Coe, Lenny Soffer and Diane Daly. Visitor and Trustee Comments There were no visitor or trustee comments Presentation by Sam Cresswell Sam Cresswell, Head of Circulation gave a presentation on the Circulation Department. The focus of the department is customer service. New programs designed to enhance services include display of the newest and youngest patrons, the 2 for 1 DVD special which will run from 12/22 through 1/8, and the establishment of the three week loan period. The MP3 players with book download have been introduced and are quite popular. The ability to download onto patrons personal mps players is being sought. New library cards with a built in magnetic strip should be by 1/40/06. The new print and time management system which will allow the cards to be used for reserving computers, printing and paying fines will be installed in February or March. A question was raised regarding the statistics for circulation which have shown a decrease in the past months. This was attributed to the changeover to the three week loan period. It was explained that under the three week loan period one checkout and renewal would be recorded as two “checkouts”, which would give the patron the book for six weeks. Previously a patron would have had three “checkouts” to have the book for six weeks. Presentation by Alice Calabrese Alice Calabrese, Executive Director of the Metropolitan Library System and River Forest resident discussed with the Board the issues currently facing the Library. She encouraged the development of a short term plan (18 mos. to 3 years) that would contain strategies for accomplishment. Every year to 18 months an environmental scan would be completed that would try to predict and prepare for the future. This would develop a rolling plan that would allow flexibility in responding to needs and new technologies and trends. She recommended that future planning be done with the full community, including a strengthened Friends group. Focus groups need to be held with carefully crafted questions. She recommended the Library Board take a leadership role in meeting with other Boards and developing an “information commons,” where areas of need and the development of solutions and resources to implement solutions are shared. Ms. Calabrese also spoke of a process developed by Benedictine University called “appreciative inquiry.” She suggested that staff and trustees visit libraries to look at their use of space. Trustee Mark Coe arrived at 8:20 p.m. Consent Agenda Included in the consent agenda are the minutes from the regular meeting, November 9, 2005; the revised September Treasurer’s Report, the October and November Treasurer’s Reports and the Warrant List of bills payable November 10, 2005, to December 14, 2005, including checks #5752- #5872. The total expenditure for the period, including payroll and benefits was $89,379.46 Ms. Cusack moved that the Board approve the consent agenda. Mr. Coe seconded. A roll call vote was taken. Voting aye were Ms. Ryan, Mr. Coe, Ms. Fischer, Ms. Cusack, and Ms. Horstman. Communications A. Announcements: Mrs. Bussey shared the following with the Board a. There were two stories about the library in the Forest Leaves b. The MLS newsletter had a half page article about the Halloween Party c. Two donations – a $25 check from Harriet Hausemann and a thank you note for taping the Mother Jones Lecture and a statue donated by Teresa Rubalcaba . Ms. Cusack made a motion to accept the donations, seconded by Mr. Coe, All voted aye. d. An e-mail thank you from a fourth grade teacher from St. Luke’s for a tour given to her class. B. Patron Suggestions: Eight patron suggestions ( #146 – #153) and the Director’s replies were recorded for November 2005. Director’s Report A. Statistical Report: Statistics show that circulation numbers are dropping. Some of this is attributed to the new three week loan period. The three week loan period started August 1, 2005. There have also been changes to the collection. It is hard to compare circ statistics with different loan periods and a new collection. More reliable comparisons can be made next year. Holds will no longer be placed for non River Forest residents. Director’s Report ( cont.) B.Written Report: a. Ms. Bussey reported that she has been looking into options for health insurance that doesn’t change the cost ( upwards, but that offers tiers. b. The P.R. committee has met and will have a policy recommended for the Board’s approval at the next regular meeting. c. The Director is investigating the possibility of a grant for lighting upgrades. d. Ms. Bussey is working on the Rotary Literacy Festival which will be held at RFPL, OPPL, and Dominican to create a OPRF Community Storytelling Festival. e. The one book two villages program has been chosen – Fahrenheit 451. There will be a March kickoff with book discussions at all levels as well as other activities. C. Departmental Reports Board members reviewed the reports for November. It is apparent that a great deal of progress is being made. Changes and improvement are concrete and tangible. The effort being made to improve the Library is appreciated by the Board and the patrons. Old Business A. Capital Improvement Committee a. A status of expenditures to date was reviewed. The first step in the process for capital improvements is to obtain “as is” drawings of the building. The staff should put together as much as possible from files and phone calls to past architects and collate all information for delivery to the person hired to do the drawings. A motion was made by Trustee Cusack to authorize the director in consultation with the Capital Improvement Committee to hire an architect to do the “as is” drawings, not to exceed a cost of $20,000. The goal is to have this complete by March 1. 2006. The motion was seconded by Mr. Coe. A roll call vote was taken. Voting aye were Ms. Ryan, Mr. Coe, Ms. Fischer, Ms. Cusack, and Ms. Horstman. b. Discussion took place regarding what other entities in the village we want to involve in the strategic planning. This will affect the consultant we hire. Ms. Ryan will schedule a meeting with Village President, Frank Paris in order to reach a resolution on this matter. Old Business ( cont.) B. Endowment Program The Finance Committee met with a representative from the Community Foundation. Changes were made to the wording of the agreement to satisfy the committee. Entering into the agreement will allow the Library to participate in a dollar for dollar matching program of fundraising, up to $20,000, during the next year. The foundation will manage the money and do fundraising on our behalf. There is a 1% management fee. The foundation is governed by a board of villagers from Oak Park and River Forest. The principal investment remains in the fund. An annual distribution, at the discretion of the Fund Board can be made of the income, up to 5% of the principal. Ms. Ryan made a motion , seconded by Mr. Coe, to approve the establishment of an endowment fund with the OPRF Community Foundation. Approval was unanimous. The designated representative for the fund is the Library Director. The purpose of the fund is to support the general fund of the Library. C. Strategic Planning A meeting will be held in January with Frank Paris to develop a community planning strategy New Business. A. By-Laws Review Recommended changes to the By-Laws are as follows: a. Article #2 – reduce the length of the term from six years to four years. b. Article #4 – change the date of the regular meeting from the second Wednesday to the third Tuesday c. To add after the amendments that the By-Laws be reviewed at least every three years. Mr. Coe proposed and Ms. Cusack seconded that these amendments be voted upon at the next regular meeting of the Board of Trustees. B. Telephone System Contract The contract from Midco was reviewed an amended by the Treasurer, Mr. Soffer. Mr. Coe moved and Ms. Cusack seconded that the contract to purchase the new telephone system from Midco be approved. A roll call vote was taken. Voting aye were, Ms. Ryan, Mr. Coe, Ms. Fischer, Ms, Cusack and Ms. Horstman. Executive Session At 9:15 Ms. Cusack moved to go into executive session. Mr. Coe seconded and the motion carried unanimously. Adjournment At 9:21 Mr. Coe moved that the regular meeting be adjourned. The motion was seconded by Ms. Cusack and passed unanimously. Respectfully submitted, Margaret Horstman, Trustee