Board of Directors Meeting Minutes – June 21, 2016

Attention: This post is over 2 years old and the information may be out of date.Attention: This post is over 2 years old and the information may be out of date.

AGENDA

Tuesday, June 21, 2016, 9:00 a.m.

Harold Washington Library Center

400 S. State Street

Lower Level Multi-Purpose Room

 

  1. Approval of the minutes of the regular meetings on May 17, 2016 (action required)
  2. Policy Recommendation: Descriptive Videos (action required)
  3. Schedule of Requisitions, Contracts and Licenses (info only)
  4. CPL Capital Projects and Facilities Report (info only)
  5. Commissioner’s Report (info only)
    • 3rd Quarter Priority Projects
    • 2016 Summer Learning Challenge
    • Cities for Citizenship
    • Back 2 School Illinois - 2016 Education Award
    • Digital Skills Convening
    • 2017 Budget Timeline
    • All CPL locations will be closed on Monday, July 4th, 2016
  6. Chicago Public Library Foundation Report
  7. Other Business
  8. Public Comment

 

Next Board meeting:

Tuesday, September 20, 2016, 9:00 a.m.

Little Village Branch

2311 S. Kedzie Avenue

 

 

Open Session Minutes

Physically Present:

Linda Johnson Rice, Christopher Valenti, Jodi Block, Barbara Bowman, Denise Gardner, Patricia Gaytan Perez

Present by Means of Video or Audio Conference:

None

Absent:

Josephine Gomez, Lynn Lockwood, Chaka Patterson

 

President Rice introduced Patricia Gaytan Perez as Chicago Public Library newest Director of the Board filling the seat vacated by Director Cristina Benitez. Director Perez serves as Vice-President of Administration at Monterrey Security and brings over 20 years of experience in operational roles in the legal industry. She is passionate about helping organizations focus on their missions and objectives and align their work, systems and teams to reach those goals. Director Perez is personally committed to developing women leaders through mentoring, coaching and speaking. She also serves as Board President at Erie Neighborhood House, a non-profit serving working families through advocacy, access to quality child care and career enhancement opportunities.

Approval of the minutes (action required)

The Board voted (6-0) to approve the minutes of the regular meeting on May 17, 2016.

 

Policy Recommendation: Descriptive Videos (action required)

Michael Peters, Division Chief of Humanities, presented a recommendation to the Board to add descriptive videos in the Circulation policy for Chicago Public Library. Descriptive videos offer added narration to the soundtrack to describe important visual details as a means to inform individuals who are blind or who have low vision about visual content essential for comprehension. Audio description of video provides information about actions, characters, scene changes, on-screen text, and other visual content and supplements the regular audio track of a program. Currently patrons check out descriptive DVDs/VHS tapes through the Illinois State Library System. They are limited to having two DVDs and three VHS at a time and they pay no overdue fees. This service will continue.The Library recommends the following changes to the Registration and Circulation Policy to include descriptive videos and:

  • Set overdue fines on these materials at $0.00
  • Set a default price at $25.00 if no replacement value given
  • Set limit of 3 items checked out at a given time
  • Set circulation loan period at 3 weeks
  • Set renewals at up to 15 times if no one else has placed them on hold

The Board voted (6-0) to approve this revision to the Circulation Policy to include descriptive videos.

 

Schedule of Requisitions, Contracts and Licenses (info only)

Baronica Roberson, Deputy Commissioner of Administration and Finance, presented the quarterly report on contacts and purchases made for magazines, books, databases, periodicals and articles of educational and instructional nature. For this quarter (April 1 - June 15, 2016) a total of 1316 invoices were paid totaling $1,086,465.14 to various vendors.

 

CPL Capital Projects and Facilities Report (info only)

Brian Bannon, Commissioner, presented the Capital Projects report and talked about awards received by the Chinatown branch, updates on the Independence branch & major maintenance/repair projects and projects in planning:

Awards and Recognition

  • Chinatown branch received the 2016 Chicago Building Congress Merit Award for projects in Chicago under $55 million. The event took place at the Marriott on Michigan Avenue with representatives from CPL, PBC, Wight Construction, and Skidmore Owings & Merrill present to accept the award.
  • Chinatown branch received the 2016 Chicago Building Congress Merit Award for projects in Chicago under $55 million. The event took place at the Marriott on Michigan Avenue with representatives from CPL, PBC, Wight Construction, and Skidmore Owings & Merrill present to accept the award.

Updates

  • Independence – Library has been closed since October 30, 2015; branch contents are currently being cleaned and treated J.C. Restoration Inc.; claims process for artwork that was on display at the branch has been completed; Landlord has begun making repairs to the building and 2FM is currently negotiating a new, long term lease with the landlord; the branch is expected to reopen in Q1 2017.
  • Maintenance/Repair Projects
    • Legler – Phase 1: Entry stair rehabilitation project - Work on the entryway stairs and railings is 95% complete; Limited masonry repairs began on the back of the building on 6/9; The expanded envelope repair has also begin. The General Contractor is coordinating with ComEd and neighbors adjacent to the building.
    • Sulzer – Scope: complete masonry façade repair work on 100% of the building elevations; demolish existing roofing system down to metal decking and install new two-ply modified bitumen roofing system; install new heavy gauge aluminum gutters; install new skylight in broken frames to match existing. Current activity: Mechanical system upgrade and repairs of cooling tower continue; tuck pointing and masonry repairs on east façade is 95% complete; masonry work for front (west) façade will begin the week of 6/20, weather permitting; fire alarm work is in progress with anticipated completion by 7/15; entry doors and automatic push pads will be installed 6/30 making two sets of the main entry doors fully accessible. Upcoming activity: Chiller will be ordered in July; installation of windows will begin in 8-10 weeks.

Projects in Planning

  • Woodson – No changes: Scope - new terra cotta façade with metal panels in the rear of the building with matching color; new energy efficient and insulated windows, exterior doors and entrance with automatic push pads for accessibility; new curtain wall which will bring natural daylighting into lobby and 2nd floor; film with digital images applied on glass on south and southeast elevations; new energy efficient and insulated roof; new modern interior and exterior security cameras; renovation and modification to the lobby and monumental stairway; construction of two new 2nd floor study rooms. May 10, 2016: - Bid opens (extended from April 14); 3Q 2016: Contract is awarded; 4Q 2016/1Q 2017: Construction begins depending on long lead construction materials.
    • Services During Closure: Neighboring libraries will house Woodson staff to provide additional services during construction. Additional information will be available once the closure dates and duration are finalized with the contractor.
    • Harsh Collection Security: The 1999 addition housing the Harsh Collection will be secured during construction. The archives will be protected in the specially designed, climate controlled, space where it is housed. In addition, security staff will be on site throughout construction.
    • Vivian Harsh Collection Access: Harsh Collection staff will be temporarily relocated to Special Collections at the Harold Washington Library Center. Frequently used collections will be temporarily housed in HWLC Special Collections for easy access, and staff will take intensive research requests by appointment as is current practice.
  • Whitney Young – No changes: Scope - repurpose and expand existing building for a new and larger library; the new library could include an early childhood area for children, YOUmedia digital lab for teens, computer commons, additional seating, new state of the art furniture and equipment, additional meeting and study spaces and refreshed collections; budget approx. $5 mil for construction and $1mil for interior remediation. Press announcement occurred on April 18th with Mayor Emanuel, Ald. Sawyer and Commissioner Bannon; CPL has engaged PBC to begin the design and development process for the new library.
  • Early Learning Areas – No changes: final design meetings and cost estimations for the early learning spaces at Little Village and West Pullman are in progress; PBC has solicited bids from JOC contractors using their Bid safe program; anticipated completion Summer, 2016. Early learning spaces at the remaining 15 branches and HWLC Thomas Hughes are being designed by Gensler; architects of record (to execute the program and vision) include Studio ARQ and Onyx; design kick-off to be forth-coming; PBC is in the process of prequalifying contractors for the sites; phased through 2017.

 

Commissioner’s Report (info only)

Elizabeth McChesney, Director of Children Services, gave a special report and announced the 2016 Rahm’s Readers Summer Learning Challenge “Explore on the Go!” The program begins June 20th through September 1st with an emphasis on airplanes. The Museum of Science and Industry (MSI) and the Art Institute Chicago are contributing to the program by creating STEM activities while CPL will promote key concepts of movement, force and motion, gravity and aerodynamics. Hands-on programming will also be provided with artists, scientists, actors and more to help children learn about key concepts of flight and other modes of travel.

CPL will also give away one million books this summer through partnerships with KPMG and Bernie’s Book Bank. Children of all ages will receive 12 new or gently-used books from Bernie’s Book Bank and children ages 0-5 will receive an additional book, donated by KPMG. KPMG will also raffle books off throughout the summer.

This year’s Summer Learning Challenge received support from Boeing, the James & Madeleine McMullan Family Foundation, and other generous supporters by means of the Chicago Public Library Foundation.

Director McChesney announced CPL’s children's Summer Learning Challenge was just awarded the John Cotton Dana award which recognizes outstanding public relations and outreach strategies in libraries. This is the SLC’s second national award, this time by the American Library Association in partnership with EBSCO. The award was given to CPL for our marketing plan (including print, subway signs, digital billboards and bus ads) along with our ambitious outreach to children and parents (through coordinated efforts in schools, parks, pediatricians clinics and more) by our Children's Services Staff.

Director McChesney also stated that the Thomas Hughes Children’s library will temporarily relocate to the Popular Library on the first floor of HWLC while the new Children’s library is being built on the 2nd floor. The Children Services department will also relocate in Q1 2017.

Commissioner Bannon announced:

  • 2nd Quarter priority projects that were completed and new projects for the 3rd Quarter:

Completed projects in Q2 -

  • Harold Washington Library Strategic Vision
  • Teen Lit Fest
  • Supporting Online Learners
  • On the Table

New projects in Q3 -

  • ILS System
  • CPS/DFSS Children’s Pre-School Application

 

  • Chicago Cities for Citizenship (C4C) has been a partnership between the City of Chicago Office of New Americans (ONA), Chicago Public Library and the Chicago Public Library Foundation aimed at increasing citizenship among eligible U.S. permanent residents. With support from Citi Community Development, the C4C initiative provided services to Chicagoans in various stages of the naturalization process, to assist them in achieving citizenship.
  • Eight selected non-profits worked closely with ONA and CPL staff to host monthly naturalization workshops at library Citizenship Corners. These organizations assisted immigrants in Chicago to become naturalized citizens through outreach, education, legal screening, application processing and financial literacy education. Workshops and services began in June 2015 and ran through May 31, 2016.
  • Chicago Public Library was the 2016 recipient of the Back 2 School Illinois Education Award. The award is given annually to individuals or organizations that have made significant contributions to the educational landscape in Illinois.
  • On June 13, Chicago Public Library and Digital Promise teamed up to host Digital Skills: A Gateway to Opportunity, a convening focused on how to increase the number of people who are digitally prepared for jobs, learning, civic engagement and the Internet of everything. The meeting, supported by Joyce Foundation, Boeing and Chase, brought together a group of leading thinkers and practitioners on digital literacy and adult learning to share perspectives, experiences, and ideas from their work.
  • 2017 Budget Timeline –
    • July 8th: 2017 budget requests and all accompanying materials due to the Office of Budget and Management by 5pm.
    • July 29th: The City’s 2017 Annual Financial Analysis published
    • August-September 2016: CPL department budget hearings (as needed) will Office of Budget and Management and the Mayor’s Office
    • Early October 2016: Mayor’s 2017 budget address to City Council
    • Mid-late October 2016: CPL departmental budget hearing before City Council
    • Mid November 2016: 2017 budget passes city council
    • January 1, 2017: 2017 budget effective
  • All Chicago Public Library locations will be closed on Mon, July 4th in observance of Independence Day.

 

Chicago Public Library Foundation Report

Rhona Frazin, President and CEO of the Chicago Public Library Foundation gave the Foundation report and highlighted the following fundraising efforts:

  • Polk Bros. Foundation grant of $100,000 for CyberNavigators
  • Boeing-- $100,000 as lead corporate sponsor of Summer Learning challenge and an additional $86,000 for a year round stem learning pilot project in collaboration with a national non-profit called Iridescent.
  • Motorola Mobility will be providing a 2016 grant to fully fund the Maker Lab at the Harold Washington Library at $125,000
  • Chicago Community Trust and BMO Harris Bank will be providing full budget support for the 2016-17 One Book, One Chicago initiative.
  • Other recent grant support has come from the Brinson Foundation, Chicago Cubs, Field Foundation of Illinois, HIVE connected learning initiatives and Smart Chicago
  • The Foundation Board has been working with Foundation staff on a more disciplined approach for an earlier resolution to budget decisions for 2017.
  • The Foundation continues work towards achieving their fundraising goal of $1.75 million for the Carl Sandburg Literary Awards dinner scheduled for October 26th at the UIC Forum and will honor Devil in the White City and Dead Wake Bestselling non-fiction writer Erik Larson, Legal Fiction writer Scott Turow and Chicago based short story writer Amina Gautier.

Other Business

None

Public Comment

None

Next Board Meeting

The next board meeting will be held on Tuesday, September 20, 2016 at 9:00 a.m. at the Little Village branch located at 2311 S. Kedzie Avenue.

 

Commissioner’s Report

Guests: Elizabeth McChesney, Director of Children Services

 

3rd Quarter Priority Projects

Completed projects in Q2:

  • Harold Washington Library Strategic Vision
  • Teen Lit Fest
  • Supporting Online Learners
  • On the Table

New projects in Q3:

  • CPS/DFSS Children’s Pre-School Application
  • ILS System

 

Cities for Citizenship (C4C)

Chicago Cities for Citizenship (C4C) has been a partnership between the City of Chicago Office of New Americans (ONA), Chicago Public Library and the Chicago Public Library Foundation aimed at increasing citizenship among eligible U.S. permanent residents. With support from Citi Community Development, the C4C initiative provided services to Chicagoans in various stages of the naturalization process, to assist them in achieving citizenship.

Eight selected non-profits worked closely with ONA and CPL staff to host monthly naturalization workshops at library Citizenship Corners. These organizations assisted immigrants in Chicago to become naturalized citizens through outreach, education, legal screening, application processing and financial literacy education.

Workshops and services began in June 2015 and ran through May 31, 2016.

Partner organizations (8) included: Chinese American Service League, Chinese Mutual Aid Association, United African Organization, The Resurrection Project, Erie Neighborhood House, Southwest Organizing Project, World Relief and Centro Romero.

Branch locations (15) in which programs were offered during the course of programming: West Town, Chinatown, Bucktown-Wicker Park, Sulzer Regional, Woodson Regional, Lozano, Little Village, Bezazian, Albany Park, Uptown, West Lawn, Back of the Yards, Toman, Edgewater and Northtown.

Chicago C4C Outcomes through April 2016:

  • Total workshops: 41
  • Total individuals referred to workshops: 2,671
  • Total citizenship applications processed: 834
  • Total financial literacy classes provided: 167
  • Total individuals served in financial literacy classes: 1,937

CPL Receives the 2016 Back 2 School Illinois Education Award

Chicago Public Library was the 2016 recipient of the Back 2 School Illinois Education Award. The award is given annually to individuals or organizations that have made significant contributions to the educational landscape in Illinois. Previous winners include; Barbara Bowman, WTTW, Secretary of State Jesse White, Elizabeth Dozier, Ounce of Prevention and Tim King.

CPL hosts National Meeting on Digital Skills & Adult Learners

On June 13, Chicago Public Library and Digital Promise teamed up to host Digital Skills: A Gateway to Opportunity, a convening focused on how to increase the number of people who are digitally prepared for jobs, learning, civic engagement and the Internet of everything. The meeting, supported by Joyce Foundation, Boeing and Chase, brought together a group of leading thinkers and practitioners on digital literacy and adult learning to share perspectives, experiences, and ideas from their work.

A first session set the stage with diverse perspectives from community organizations, local and federal government, funders, and corporations. This was followed by an overview of the technology landscape as it relates to adult education. Research conducted by the Joyce and Grand Victoria Foundations shows an environment among educators and adult serving institutions that is receptive to technology -- both nationally and in Illinois. Chicago Public Library shared their progress and lessons from their initiative targeted at developing basic digital skills among adult learners and also shared key success factors -- including robust community partnerships with Instituto del Progreso Latino, Cook/Chicago Partnership and World Business Chicago, companies like Microsoft and Comcast, and others.

A final session gave the opportunity for several other initiatives around the country to share their experiences and learnings. The result of this one-day meeting will be the formation of a national working group at Digital Promise to tackle the day’s big ideas – local replication of national models and high performing partnerships -- over the next few months.

2017 Budget Timeline

  • July 8th: 2017 budget requests and all accompanying materials due to the Office of Budget and Management by 5pm.
  • July 29th: The City’s 2017 Annual Financial Analysis published
  • August-September 2016: CPL department budget hearings (as needed) will Office of Budget and Management and the Mayor’s Office
  • Early October 2016: Mayor’s 2017 budget address to City Council
  • Mid-late October 2016: CPL departmental budget hearing before City Council
  • Mid November 2016: 2017 budget passes city council
  • January 1, 2017: 2017 budget effective

Announcement

All Chicago Public Library locations will be closed on Mon, July 4th in observance of Independence Day.

Chicago Public Library Foundation Report

The Board and Staff of the Foundation is pleased to report on the positive results of our collaborative fundraising efforts with and on behalf of the Chicago Public Library. Major recent grant activity includes:

  • Polk Bros. Foundation grant of $100,000 for CyberNavigators
  • Boeing-- $100,000 as lead corporate sponsor of Summer Learning challenge and an additional $86,000 for a year round stem learning pilot project in collaboration with a national non-profit called Iridescent.
  • Motorola Mobility will be providing a 2016 grant to fully fund the Maker Lab at the Harold Washington Library at $125,000
  • Chicago Community Trust and BMO Harris Bank will be providing full budget support for the 2016-17 One Book, One Chicago initiative.
  • Other recent grant support has come from the Brinson Foundation, Chicago Cubs, Field Foundation of Illinois, HIVE connected learning initiatives and Smart Chicago

In addition there are a considerable number of grants already or soon to be submitted for YOUmedia, and CyberNavigators.

Foundation Board and Staff have been working very closely with the Library team to bring an earlier resolution to Budget Decisions for 2017. At the same time, our Board has been working with Foundation staff on a more disciplined approach to the budget process which will more closely engage members of our Program, Resource Development and Finance Committee in elements of budgeting.

Finally, our team has been hard at work with event co-chairs Dave Casper and Wendy Berger on increasing fundraising performance for our already successful Carl Sandburg Literary Awards Dinner scheduled for October 26 at the UIC Forum. We are working toward a goal of $1.75 million this year—an increase of $250,000 over the past 3 years, and invite Library Board members to support these efforts, as we honor Devil in the White City and Dead Wake Bestselling non-fiction writer Erik Larson and Chicago’ own Legal Fiction writer Scott Turow. Chicago based short story writer Amina Gautier will be presented with the 21st Century Award honoring emerging literary talent. This once again promises to be one of the most anticipated events of the year, and we appreciate all your support.