MINUTES
REGULAR MEETING
BOARD OF LIBRARY TRUSTEES
PEORIA PUBLIC LIBRARY
July 13, 2010
CALL TO ORDER
Board President Brian W. Ruddell called the meeting of the Board of Library Trustees of the Peoria Public Library to order at 5:00 p.m. This regular meeting was held in the south meeting room of the Lakeview Branch Library, 1137 West Lake Avenue, Peoria, Illinois.
PLEDGE OF ALLEGIANCE
The President requested that all those who are able to please stand and join him in saying the Pledge of Allegiance.
ROLL CALL
Board members Present: Douglas P. Crew, Linda E. Daley, Gregory A. Johnston, Michael J. McKenzie, Edward C. Meister, Aurthur Mae Perkins, and Brian W. Ruddell
Board members Absent: F. Eugene Rebholz
Vacancy: One
Library Staff Present: Roger Anderson, Owners Representative; Joe Fitzanko, Reference Assistant Representing AFSCME; Kris Holden, Bookkeeping and Human Resources; Alyce Jackson, Manager of the Youth Services Department and YS Selector; Leann Johnson, Assistant Library Director; Roberta Koscielski, Grant Coordinator; Carol Maulding, Executive Secretary; Trisha Noack, Manager of Public Relations; Patricia Pritchard, Manager of McClure Branch Library; Cossandra Stokes, Circulation Department Manager; Laurie Swank-Letkeman, Reference Services Manager; Edward Szynaka, Library Director; Barbara Tillmans, Technical Services Manager; Randy Turner, Information Services Manager.
Others Present: None
CORRESPONDENCE TO THE BOARD
Correspondence was passed among Board members.
MINUTES
A motion was made by Ed Meister, seconded by Doug Crew, that all minutes listed on the Agenda be approved as amended. Motion carried by viva voce vote.
EXPENDITURES
A motion was made by Mike McKenzie, seconded by Linda Daley, that payroll and regular expenditures be approved as presented. Motion carried by viva voce vote.
A motion was made by Mike McKenzie, seconded by Linda Daley, that the Capital Development expenditures for June be approved. This amount is a 50% progress payment of the total, as spelled out in the contract, full payment invoice that covers all of the tags that are being placed in the library materials, the conversion unit rentals and the purchase of a work station for the RFID system. This all adds up to about 75% of the total contract. Motion carried by viva voce vote.
A motion was made by Doug Crew, seconded by Ed Meister, to approve the Bond expenditures for June. The amount on the agenda equals the amount of the Bond expenditures longsheet and is $3,721.20 more than the two amounts that Board members will be asked to approve during the Building Committee report. Motion carried by viva voce vote.
Greg Johnston entered the meeting at this time.
PRESENTATION BY AUDIENCE ON AGENDA ITEMS
None
ACTION ITEMS
A. Library Board Memorandum
1. #2010-12: Personnel Actions for the period ending June 11, 2010
A motion was made by Ed Meister, seconded by Mike McKenzie, to approve this memorandum as presented. Motion carried.
Brian Ruddell made note of the resignation of Kathryn Hendrickson from the Lakeview Branch Library and wished her well in her retirement.
B. Library Board Agenda Report
1. #2010-13: North Branch Library Opening Day Collection Contract
A motion was made by Ed Meister, seconded by Mike McKenzie, to approve this contract after a discussion to clarify some points of interest. (President Ruddell chose to line through the reference on page 2 and placed his initials beside the change, under TERM that referred to a law for the State of Georgia.) Motion carried by viva voce vote.
2. #2010-14: Radio Frequency Identification (RFID) Contract – for all locations
A motion was made by Ed Meister, seconded by Doug Crew, that this contract, after a brief discussion, be approved as presented. Motion carried by viva voce vote.
3. #2010-15: Prevailing Wage Act Ordinance
A motion was made by Mike McKenzie, seconded by Ed Meister, to approve the Prevailing Wage Act Ordinance as presented. A reminder to the Board of Trustees that any contract agreed upon with AFSCME would take precedence over this ordinance. Motion carried by viva voce vote.
4. #2010-17: Annual review of “Standards for Illinois Public Libraries”
A motion was made by Linda Daley, seconded by Doug Crew, to note that the Board of Library Trustees have read and reviewed the following standards as required by the Illinois State Library in order to receive government funding:
• Chapter 1 “Core Standards 7”
• Chapter 3 “Personnel”
• Library Board and Staff working together to support “Going Green”
• Acceptance of the Peoria Public Library Technology Plan dated October 2008 and amended as part of our Library Building Program in 2010
Motion carried by viva voce vote.
5. #2010-18: WTVP HVAV Duct Work
This Agenda Report was withdrawn from consideration at this time.
C. Other Board Action
1. Authorize the Executive Committee to act on behalf of the Board of Library Trustees should there not be sufficient business or a quorum to hold a regular meeting during July & August 2010
A motion was made by Linda Daley, seconded by Doug Crew, to approve this action. Motion carried by viva voce vote.
FINANCE AND STATISTICAL REPORT
A. Finance Report
Ed Szynaka pointed out, with 41% of the year gone, how tight this year’s budget is. He did note that, with the exception of where billings of over 50% have occurred, none of the budget lines are over expended at this time.
Corporate Personnel Property replacement tax has not yet been received from the State/City this year. Typically the Library receives this money once a year around May. The Trustees asked Mr. Szynaka to follow up on this question to determine why it has not been received.
Mr. Szynaka further spoke about his concerns for the per capita grant money that comes from the State of Illinois for Public Libraries and based on the population of the city/area that they serve. In 2009 this grant was reduced by 16% and libraries have heard nothing about 2010 and 2011 looks difficult. With the abrupt closing of Library Systems throughout the State he feels that the State is looking at ways to economize.
A motion to approve this financial report was made by Mike McKenzie, seconded by Linda Daley, and approved by viva voce vote.
B. Library Use Index/Statistics Report
Ed Szynaka stated that the statistics are following predictions. He is still impressed by the number of people who are using the Main Library.
It is interesting how much of the Main Library door count and statistics are showing up at the Lincoln Branch Library instead of coming to the Lakeview Branch Library. Mr. Szynaka credits a lot of this to the innovating programs that Cynthia Smith and her staff is doing at the Lincoln Branch Library.
REPORT OF THE DIRECTOR
A. Recognitions
1. Employee of the Month – June
None
B. Director’s Informational Agenda Reports
1. Roaming Reference – Leann Johnson and Laurie Swank-Letkeman
The two explained the roving reference concept and what it will mean to staff and the operation of the whole library system. This is a plan to use when the libraries reopen after renovations are complete. Staff will be out on the floor instead of behind the desk somewhat like the retail industry. They will actually take patrons to the locations of interest and help them find what they are looking for. The Committee will be writing a “How to Manual” so that all libraries will operate the same. All public service staff will be trained in roving reference prior to the reopening of the buildings. They will also periodically survey library users to evaluate the level of satisfaction with the reference service and make adjustments as needed.
2. Website Tutorials – Trisha Noack and Randy Turner
Trisha and Randy explained that there is a constant need for staff and patrons to understand how to use electronic services. Web-based tutorials can provide much of this assistance. This project will identify and produce tutorials that can be placed on the Peoria Public Library Website to assist patrons in using common features and services as well as serve as a tool to help staff assist patrons. Tutorials may take many forms including, but not limited to: PowerPoint presentations, step-by-step directions with screenshots, videos or podcasts.
3. Self Pick-up Holds – Cossandra Stokes and Barbara Tillmans
This too is to ease the staff load so that they can be elsewhere on the floor helping patrons. Materials requested by patrons will be placed on a Holds shelf and properly identified, so as to not infringe on their privacy, so that the patron can come to the library, pick up their materials being held for them, use the self-check system and be gone from the Library without having to meet with the library staff.
4. Digitization and Cataloging of Historic Photos and Documents – Barbara Tillmans and Randy Turner
Peoria Public Library has thousands of historical photos and documents that are not currently cataloged and are not easily accessible to our patrons. There is a need to catalog, properly store and share our collection of historical photos and documents. Digitization is a perfect way to preserve these items so they are not destroyed by use. The originals would still be available should they ever need to be used.
5. Public Computer Classes – Alyce Jackson, Laurie Swank-Letkeman and Randy Turner
Computer classes will be offered to patrons of all ages based upon need. The classes may include instruction on using Gale databases, RSA Cat, Tutor.com and the various Microsoft Office products. These classes will be comprised of a combination of webinars provided by the companies (EX: Tutor.com) and classes would be taught by identified trainers within Peoria Public Library staff and based on skill levels. Again, classes will begin at the completion of the Main Library building renovation and when the Computer Lab is ready.
6. Community Analysis – Hours of Service – Roberta Koscielski
In preparation for providing options for hours of service at all library locations when the construction projects are complete, a community analysis is being done. This community analysis includes a look at what kinds of businesses are in the area of each Peoria Public Library, how each library is used, when it is used and who uses them. Results of this analysis were handed out at the June 15th Library Board meeting. During and since the library referendum campaign, hours of service has been a key issue and patrons have been told that there will be Sunday hours at all locations. At the July Board meeting, preliminary options of hours of service will be presented to the Library Board for consideration. The adoption of new hours of service will be subject to budget considerations and labor negotiations.
Ed Meister asked that the Board be considerate of staff when it comes to figuring out Sunday hours. It is important for people to be able to attend church if they have that desire.
Linda Daley stated that Library service hours should be available when the public will use those most.
It is possible that all libraries will not have like hours and the staff will present possible scenarios by considering all of the above information before presenting their suggestions to the Board for their final decision.
C. Update on Alliance Library System (ALS)
The Alliance Library System has shut everything down except delivery. It is uncertain how long it will be able to continue. The Mid-Illinois Talking Book Center program did get some of their money from the State of Illinois so they are back in business at this time. The State Library System Program is working on a realignment process and they may end up with only one or two library systems throughout the entire state. A consultant, who specializes in mergers, is working with the group so at this time it is a wait and see process.
D. Other
None
COMMITTEE REPORTS (alphabetical listing of committee reports follow the agenda)
The Appeals, Community Relations, Executive, Long Range Planning, and Personnel Committees did not have a report.
B. Building Committee
1. Library Board Agenda Report #2010-16: Cat 6A Cabling at North Branch Library and the Main Library
Linda Daley presented this Agenda Report and recommended that the Board approve the lowest bidder, Schaefer Electric, for the purchase of the Cat 6A cable in the amount of $57,165. A motion was made by Mike McKenzie, seconded by Aurthur Perkins, to approve this purchase. Motion carried by viva voce vote.
2. Application for payment #7 – Main Library in the amount of $341,207.65
A motion was made by Linda Daley, seconded by Mike McKenzie, to approve this application. Motion approved by viva voce vote.
3. Application for payment #8 – North Branch Library in the amount of $224,201.70
A motion was made by Linda Daley, seconded by Mike McKenzie, to approve this application. Motion approved by viva voce vote.
Linda Daley reported that the Interior Design Committee will be meeting this week to finalize the interior design of the Lincoln Branch Library.
E. Finance Committee
Greg Johnson reported that the Finance Committee has met twice since the May Board meeting to consider Governmental Accounting Standards Board (GASB 45) obligations. This obligation is accounting for government employee’s benefits other than pensions and in the Library’s case amounts to $5.7 million dollars. This amount is only 20% of the total cost. They also looked at Mid-year budget adjustments. The Library received a late call from the City’s Finance Department asking for information for the 2011 budget and the staff worked diligently to get preliminary figures together. The Finance Committee will continue to work on the 2011 budget during the next few months and bring it back to the Board for approval this fall.
G. Negotiating Committee
Brian Ruddell reported that the Negotiating Committee has hired Dennis R. Triggs to represent the Library Board in negotiating a contract with the employees represented by AFSCME.
H. Nominating Committee
Aurthur Perkins stated that the Nominating Committee will be meeting soon and plans to have a report at the July meeting.
PRESENTATION BY AUDIENCE
None
OTHER BUSINESS
Brian Ruddell stated that the July Regular Board meeting needs to be moved up a week so that Library Director Edward Szynaka will be able to attend. A motion was made by Aurthur Perkins, seconded by Ed Meister, to change the July meeting to July 13. Doug Crew stated that he would not be able to attend. Motion carried by viva voce vote.
EXECUTIVE SESSION
In light of the time and the need for some Board members to leave this meeting the scheduled Executive Session was postponed until the July 2010 Regular Board meeting.
RETURN FROM EXECUTIVE SESSION
None
AGENDA BUILDING
None
ADJOURNMENT
A motion was made by Mike McKenzie, seconded by Doug Crew, that this meeting be adjourned at 7:00 pm. Motion carried.
_________________________
F. Eugene Rebholz, Secretary
Board of Library Trustees
Peoria Public Library
