Board of Director Meeting Minutes, September 16, 2014

Agenda

Tuesday, September 16, 2014, 9:00 a.m.

1. Welcome and history of Woodson Regional Library (info only)
2. Approval of the minutes of the regular meetings on May 20, 2014 and June 17, 2014 (action required)
3. Schedule of Requisitions, Contracts and Purchases (info only)
4. Annual FY Illinois Public Library System Per Capita Grant Application (action required)
5. Fine Policy (action required)
6. ID’s Required for Library Cards Policy (action required)
7. eBooks Hold Limit Policy (action required)
8. CPL Capital Projects and Facilities Report (info only)
9. Commissioner’s Report (info only)
10. Chicago Public Library Foundation Report (info only)
11. Other Business
12. Public Comment

Next Board meeting:

Tuesday, October 14, 2014, 9:00 a.m.

Open Session Minutes

Board Members in Attendance

Physically Present

• Linda Johnson Rice
• Christopher P. Valenti
• Barbara Bowman
• Jodi Block
• Barbara Bowman
• Denise Gardner
• Lynn Lockwood

Present by Means of Video or Audio Conference

• None

Absent

• Chaka Patterson

Welcome and History of Woodson Regional Library

Valerie Lowery, branch manager, gave a brief history of the Woodson Regional library and the Vivian Harsh collection located inside the branch. Located in the South district, Woodson Regional library opened December 9, 1975 and was updated in 1998 to include the Vivian G. Harsh collection. The 11,000 square foot branch is open seven days a week, offers programs and events regularly, and has recently added a YOUmedia space for teens. The Harsh collection was named after the first black African American librarian is comprised of rare archives including photographs and manuscripts about African American culture and is the largest collection of its kind in the Midwest.

Approval of the Minutes

The Board voted (7-0) to approve the open session minutes of the May 20, 2014 and June 17, 2014 meetings.

Schedule of Requisitions, Contracts and Purchases

Baronica Roberson, Deputy Commissioner of Administration and Finance, presented the quarterly report on contacts and purchases made for magazines, books, periodicals and articles of educational and instructional nature. For this quarter a total of 160 payments have been paid totaling $1,962,128 to various vendors.

Annual FY Illinois Public Library System Per Capita Grant Application

Deputy Commissioner Roberson also presented the Board with information on the FY Illinois Public Library System Per Capita grant application and requested that all Board members review the grant application, specifically questions number 5, 7 and 8 that require responses from CPL Board of Directors. Draft responses were generated for all three questions and presented to the Board prior to the meeting. The Board voted (7-0) to approve and submit the FY Illinois Public Library System Per Capita grant application.

Fine Policy

Michelle Frisque, Chief of Technology, Content and Innovation, presented a recommendation to revise the current Fine policy. The revision would make paying for overdue materials more affordable to patrons. The recommendation is to:

• Increase fines for books and CDs to 25 cents per day, maximum of $10.00
• Decrease DVD fines from $2 to $1 per day, maximum of $10.00
• Update the default replacement cost to Market Value Cost

The Board voted (7-0) to approve the Fine policy change.

ID’s Required for Library Cards Policy

Ms. Frisque also presented a recommendation to revise the ID policy that describes what type of ID patrons can use to apply for their Library card. It was recommended that all Illinois state-issued identification with the patron’s name, address, and photo be considered valid identification for issuing a Library card. This includes all Illinois state-issued identification cards even if they say “Not Valid for Identification.” This change would be effective immediately.The Board voted (7-0) to approve the policy change for Identification required to apply for a Library card.

 eBooks Hold Limit Policy

Lastly, Ms. Frisque presented a recommendation to review the eBooks holds limit policy which currently states that patrons placing holds on downloadable media, such as e-books and e-audiobooks, are limited to three holds. The request was to increase the holds limit from three holds to five.

The Board voted (7-0) to approve the eBooks holds limit policy.

CPL Capital Projects and Facilities Report

Andrea Telli, Assistant Commissioner of Neighborhood Services, presented the Capital Projects report and gave an update on projects in planning and under construction.

Projects in Planning

•  YOUmedia – Sulzer and Woodson Regional Libraries and the Legler branch have been renovated for YOUmedia spaces. Digital media packages will include laptops, recording and gaming equipment; projected completion 1st quarter 2015.
•  Austin - Historic building envelope restoration of masonry, roofing and skylights (landmark status); Boiler replacement and A/C upgrades
• Douglas -Boiler replacement (conversion to hot water); reconstruction of stair railing with code compliant guards; Budget: $650,000; funded through Illinois Public Library Construction Act Grant (IPLCAG)
• Legler - Historic front façade, entry, and window restoration; upgrade of toilet rooms for ADA compliance; LED lighting in atrium daylight (landmark status) Budget: Current allocation of $500,000 through the Madison/Austin TIF
• Fire Alarm Systems - Upgrades to systems at Blackstone, Hall, Chicago Bee, Hegewisch, and South Shore. Budget: Est. $350,000; funded through Illinois Public Library Construction Act Grant (IPLCAG)
• Sulzer Regional Library - Extensive exterior envelope repairs to masonry, roof and window frames needed due to systemic water infiltration and lack of thermal and expansion breaks; Mechanical Upgrades to cooling tower, chiller, boiler, air handling unit, and chemical and water treatment system (all affecting condition of envelope); LED applicability/lighting upgrades as present lighting is inefficient; Rehab of electrical systems including video and communications system; Fire alarm system upgrades
• Woodson Regional Library - Exterior: Complete envelope replacement including new roof, exterior walls and windows; Interior/First Floor: Upgraded flooring, lighting, ceilings, and paint in lobby; upgraded lighting and ceilings in Children’s Area; updated guardrails and handrails on monumental stairway; Interior/Second Floor: Upgraded flooring, lighting, ceilings, and paint in public areas; construction of 2 new glazed study rooms west of stairway; Est. $6.8 million; funded through the Illinois Public Library Construction Act Grant (IPLCAG)

Projects under Construction

• Harold Washington Library Center - Roofing replacement and skylight repairs; fire alarm system upgrade; cooling tower plan in progress; building generator ordered; $7.5 million, funded through the Near South TIF

Projects in Construction

• Automated Materials Handling System - The cage on the Inner Dock has been removed and all the computer equipment in the Net/Pop room has been relocated; this has cleared the area that the Automated Materials Handling System will occupy so the space is prepared for installation; estimated $1,299,099 for machine; projected completion 4Q 2014
• Chinatown - Scope: 16,000 sq. ft. two story, steel framed building featuring natural light and views, expanded early learning area for children, YOUmedia for teens, large lobby area, divisible community meeting room, two study rooms, self-check unit, and additional PCs for public use; Design/Builder: Wight & Company / Skidmore, Owings & Merrill; Budget: $19,100,000 for land, vertical construction and FF&E; Schedule/Activity: Steel erection is complete; start perimeter concrete wall construction; Projected Opening: Summer 2015

Now Open

• Albany Park – Albany Park celebrated its grand re-opening on September 13th, 2014 and serviced 4,741 visitors, circulated 3,019 items, processed 70 new library cards, 59 replacement cards and updated 155 cards, and logged 191 computer sessions. The 16,000 sq. ft. one story, masonry building features an expanded early learning area for children, YOUmedia for teens, a large community meeting room, two study rooms, a self-check unit, and 38 PCs for public use.

Commissioner’s Report

Commissioner Bannon presented the Commissioner’s report and highlighted the following:

• Homework Help – The teacher in the Library program has resumed in all CPL locations. The program restarted with an announcement from the Mayor about our successful 2013-2014 academic year and 38% increase in services.
• One Book, One Chicago (OBOC) – CPL’s next selection for our award-winning citywide reading initiative, One Book, One Chicago, will be The Amazing Adventures of Kavalier and Clay by Michael Chabon. This year’s OBOC will feature programs, performances and discussions taking place in Chicago and at all Chicago Public Library locations through the spring of 2015. Michael Chabon will visit HWLC on October 9th.
• Hotspot Lending - CPL was awarded $400K from the Knight Foundation to fund the Internet To Go project with a focus of increasing engagement with the Internet in communities with extremely low Internet use. Internet To Go will allow the library, already the city’s largest provider of free Internet access, to test the idea, refine it and ultimately expand the project. CPL will test Wi-Fi hotspot lending from six neighborhood libraries in combination with robust digital skills coaching. Laptops and tablets will also be available. Devices will be loaned for 3 weeks, and digital and information literacy services will be made available to patrons at check-out.
• YOUmedia Expansion - YOUmedia opened five expansion branches in July, with programming starting the week of July 14. CPL’s had some early successes at the branches with strong interest in both digital media creation and Teen Summer Challenge making activities at several branches. Albany Park opened a new YOUmedia location as well on Saturday, September 13.
• Cristina Benitez – After serving 11 years on the Chicago Public Library Board of Directors, Director Cristina Benitez's term has now ended. CPL acknowledged and thanked Director Benitez for all of her work and dedication to the Board and CPL.

Chicago Public Library Foundation Report

Catherine Brown, Chief Operating Officer of the Chicago Public Library Foundation, gave the Foundation report and announced the 2014 Carl Sandburg Literary Awards is scheduled for October 22nd and will co-chaired by Mark Furlong, CEO of BMO Harris Bank and Foundation Director Carlette McMullan of William Blair. Grant highlights included:

• $400,000 from the Knight Foundation (over two years) and $75,000 from Google to support the Internet to Go program, which will provide mobile hotspots and some related technology to Library patrons at select pilot sites.
• Walmart has continued its support of CyberNavigators with a $25,000 grant
• $60,000 from the Motorola Solutions Foundation for teen STEM and SLC programming
• $55,000 from Peoples Gas and Integrys for the Summer Learning ChallengeThe Foundation Board also welcomed Jeff Kunkel of Chase which joined the Foundation Board in September and Trish Rooney was appointed Vice Chair.

Other Business

None

Public Comment

None

Next Board Meeting

The next board meeting will be held on Tuesday, October 14, 2014 at 9:00 a.m. at the West Chicago Avenue Branch, 4856 W. Chicago Avenue

Commissioner’s Report

Homework Help

• Teacher in the Library has resumed in all CPL locations.
• The program restarted with an announcement from the Mayor about our successful 2013-2014 academic year and 38% increase in services.

OBOC – will give books to Board Members

• The next selection for our award-winning citywide reading initiative, One Book, One Chicago, will be The Amazing Adventures of Kavalier and Clay by Michael Chabon, and was announced last week.
• This year’s OBOC will feature programs, performances and discussions taking place in Chicago and at CPL locations through the spring of 2015.
• The author will be at HWLC October 9^th.

Hot Spot Lending

• CPL was Awarded $400K from the Knight Foundation to fund Internet To Go with a focus of increasing engagement with the Internet in communities with extremely low Internet use
• Chicago Public Library will test Wi-Fi hotspot lending from six neighborhood libraries in combination with robust digital skills coaching.
• Laptops and tablets will also be available. Devices will be loaned for 3 weeks, and digital and information literacy services will be made available to patrons at check-out.
• Internet To Go will allow the library, already the city’s largest provider of free Internet access, to test the idea, refine it and ultimately expand the project.

YOUmedia Expansion

• YOUmedia opened five expansion branches in July, with programming starting the week of July 14.
• We’ve had some early successes at the branches with strong interest in both digital media creation and Teen Summer Challenge making activities at several branches.
• Albany Park YOUmedia location opened on Saturday, September 13.

Cristina Benitez Thank You

• Enclosed in your board packets is a letter thanking Director Benitez and a letter from Director Benitez to the board. I want to give my heartfelt thanks to Cristina Benitez for her dedicated service of 11 years with the Chicago Public Library Board.

Chicago Public Library Foundation Report

The Chicago Public Library Foundation is pleased to report on the success of our resource development activity on behalf of the Library.

The 2014 Carl Sandburg Literary Awards, co-chaired by Mark Furlong, CEO of BMO Harris Bank and Foundation Director Carlette McMullan of William Blair, is scheduled for October 22.

As of mid-September we have raised almost $1.2 million for the event; this puts our fundraising about 5 percent ahead of where we were at this time last year.

And, we are honored to announce that Mavis Staples will be the first-ever recipient of the Carl Sandburg Award in the Arts, which we have added to the event in recognition of Sandburg’s broad achievements across many artistic disciplines.

In addition to our honorees Doris Kearns Goodwin, Larry McMurtry and Veronica Roth, we will once again be joined by hosts Scott Simon of NPR and Bill Kurtis. We also have a great line-up of authors at every table including Saturday Night Live’s Julia Sweeney, bestselling novelists Philip Caputo and Eric Charles May and former 21^st Century winners Christine Sneed, Eula Biss, Elizabeth Crane and Jeffery Renard Allen. It’s sure to be a great evening, so we hope you will all be with us once again this year.

Recent grant highlights include:

• $400,000 from the Knight Foundation (over two years) and $75,000 from Google to support the Internet to Go program, which will provide mobile hotspots and some related technology to Library patrons at select pilot sites.
• Walmart has continued its support of CyberNavigators with a $25,000 grant
• $60,000 from the Motorola Solutions Foundation for teen STEM and SLC programming
• $55,000 from Peoples Gas and Integrys for the Summer Learning Challenge

Our thanks go to many members of the Library staff for their expertise which contributed mightily to these successful fundraising efforts.

In Foundation board news, Jeff Kunkel of JP Morgan Chase has joined the board, and Trish Rooney was appointed a Vice Chair at the September 9 board meeting.