Board of Directors Meeting Minutes – November 17, 2015

Attention: This post is over 2 years old and the information may be out of date.Attention: This post is over 2 years old and the information may be out of date.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, November 17, 2015, 9:00 a.m.

Harold Washington Library Center

400 S. State Street

 

  1. Approval of the minutes of the regular meetings on June 16, 2015, September 8, 2015 and October 13, 2015 (action required)
  2. 2016 Board of Directors Meeting Schedule (action required)
  3. Policy Recommendation: Rental Rates and Fees for Event Spaces (action required)
  4. Fine Amnesty Proposal (action required)
  5. CPL Logo Update (action required)
  6. CPL Capital Projects and Facilities Report (info only)
  7. Commissioner’s Report (info only)
  8. Chicago Public Library Foundation Report (info only)
  9. Other Business
  10. Public Comment

 

Next Board meeting:

Tuesday, December 15, 2015, 9:00 a.m.

Harold Washington Library Center

400 S. State Street

Lower Level Multi-Purpose Room

 

 

Open Session Minutes

Physically Present:

Chaka Patterson, Jodi Block, Linda Johnson Rice, Josephine Gomez, Lynn Lockwood, Denise Gardner

Present by Means of Video or Audio Conference:

None

Absent:

Christopher Valenti, Barbara Bowman

 

Approval of the minutes (action required)

The Board voted (6-0) to approve the regular minutes of the June 16, 2015, September 8, 2015 and October 13, 2015 Board of Directors meetings.

2016 Board of Directors Meeting Schedule (action required)

The Board voted (6-0) to approve the Board of Directors meeting schedule for 2016. The meetings will be scheduled as follows:

  • January 19, 9:00am - Harold Washington Library, 400 S. State Street
  • March 15, 9:00am - Harold Washington Library, 400 S. State Street
  • April 19, 9:00am - Bezazian Branch, 1226 W. Ainslie St.
  • May 17, 9:00am - Harold Washington Library, 400 S. State Street
  • June 21, 9:00am - Harold Washington Library, 400 S. State Street
  • September 20, 9:00am - Little Village Branch, 2311 S. Kedzie Ave.
  • October 18, 9:00am - South Chicago Branch, 9055 S. Houston Ave.
  • November 15, 9:00am - Harold Washington Library, 400 S. State Street
  • December 20, 9:00am - Harold Washington Library, 400 S. State Street

Policy Recommendation: Rental Rates and Fees for Event Spaces (action required)

Teri Campbell, Director of Finance, presented a recommendation to revise the policy for renting event spaces at HWLC to include special rates for other City departments and organizations that serve as City partners. City department rates would be set at 25% of the not for profit rates and would exclude Friday, Saturday, and Sunday.

Partner rates would be the same as City Department rates and would be extended to not for profits in which CPL is a member and in which the participation in the event of the rental would further one or more of the goals in CPL's strategic plan.

In the instances when those eligible for the Partner rate provide valuable, non-monetary considerations such as the placement of a desired exhibit or the training of CPL staff, this service can be considered and treated as "in-kind" payment and result in only whatever set-up, catering, security and/or insurance costs would be incurred for the event.

The Board voted (6-0) to approve this policy recommendation.

Fine Amnesty Proposal (action required)

Commissioner Bannon presented a request to the Board to authorize a one-time fine amnesty in 2016. The fine amnesty would wave current fines on all patron accounts for items returned after the due date; patrons will still be required to pay any fees for lost items. The fine amnesty will take place over a 2 week period sometime in 2016. The Library anticipates a loss of approximately $100K in revenue and anticipates recovering this loss of revenue through the materials returned.

The previous fine amnesty was marketed as “Once in a Blue Moon” and was conducted from August 13-August 31, 2012.

The Board voted (6-0) to authorize a one-time fine amnesty in 2016.

CPL Logo Update (action required)

Commissioner Bannon introduced the team at FCB who presented an update to the Chicago Public Library logo to help simplify CPL’s brand and marketing.

Myra Mazzei (FCB) gave a slide show of the proposed new logo for CPL. CPL’s current brand logo is green, “Chicago Public Library” is typed in a circular seal with the letters “CPL” in the center and “Chicago Public Library” also typed to the left of the seal. The new brand logo would be black lettering, justified to the left with “Chicago Public Library” typed vertically with a black bar underneath.

To identify departments within CPL, each department would be assigned a primary color. The lettering in the logo would remain black, but the bar underneath would change to the color that has been assigned to the department being identified. The department’s name would also be typed inside the bar. This will allow each area within the Library to have its own identity without changing the brand logo.

The Board voted (6-0) to approve the update to the Chicago Public Library brand logo.

CPL Capital Projects and Facilities Report (info only)

Andrea Telli, Assistant Commissioner of Neighborhood Services, gave a special report on the Independence and Lincoln Park branches and an update on projects in planning and under construction:

Special Report

Independence – On October 30, 2015 a 4-alarm fire destroyed several businesses on the commercial block that houses the Independence branch. Firefighters managed to stop the flames from reaching the library, however, the branch sustained smoke damage, water damage in the basement and damage to its mechanical and technology systems. CPL is working with 2FM on a timeline to reopen the branch. Holds and holds in transit have been rerouted to the Mayfair branch located at 4400 W. Lawrence Ave. Branch staff have been temporarily reassigned to nearby libraries to maintain services in the community.

Lincoln Park – As part of a new lease agreement with DePaul University, the branch will close for three weeks beginning 12/7/15 for carpet replacement, new paint and a general refresh of the branch.

Projects in Planning

Legler – Contractor BID (pricing) is under review. Phase 1: Structural rehab of the limestone steps with new railings. Phase 2: Window restoration and replacement of the front doors. Phase 3: Upgraded toilet rooms for ADA compliance; LEED lighting in historic atrium laylight; roof replacement; masonry and parapet repairs. Budget: Phase 1, $500,000 through the Madison/Austin TIF; Phase 2 and 3, Est. $1 mil funded as available from IPLCAG

Austin – no changes

Douglass – Pricing and proposal from contractor has been accepted and work will begin once project is approved by Department of Procurement Services (DPS) for the installation of a public toilet room on the 1st floor and reconstruction of stair railing with code compliant guards.

Sulzer – no changes

Woodson – Phase 1 and Phase 2a are complete. Phase 2b: Complete envelope replacement including new roof, exterior walls and windows; upgrades to flooring, lighting, ceilings and paint in lobby and other public areas, updated guardrails and handrails on monumental stairway; construction of two new glazed study rooms west of stairway on second floor. Revised BID documents with new phasing, completed drawings and contract requirements were submitted to DPS on 11/12. CPL and 2FM are meeting with DPS to discuss the BID process on 11/17. Still anticipate the date to open the BID will be before the end of the year.

Early Learning Spaces – Project schedule: Oct 2015- RFP distributed, site visit to Thomas Hughes Children’s Library, seven proposals reviewed; Nov 2015 – Interview with 4 firms, selection of project architect; Dec 2015 through Jan 2016 – Project kick-off, design development; Feb through Sept 2016 - Construction; June through Sept 2016 – Phased openings. Jackson-Harlan will design the early learning spaces at Little Village and West Pullman branches in conjunction with an exhibit that the Chicago Children’s Museum is developing on the 30 Million Words project. Completion of these sites is anticipated for April 2016.

Whitney Young – Land acquisition and site remediation was completed 12/2013; assessment of existing building systems is complete; 6th Ward Community Meeting will be held at the branch on 11/19/2015.

Projects Under Construction

HWLC Center Circle Redesign and Materials Handling System – Popular Library circulation service point closed; the automated materials handling system is scheduled to be delivered on 11/30 and reassembled; task order for the elevator reprogramming has been approved by 2FM and is at DPS for approval; by the end of the year, elevators will travel from the lower level to the 9th floor; staff elevator will be key card access only.

Commissioner’s Report (info only)

Teri Campbell, Director of Finance, gave a report on CPL’s 2016 budget. CPL’s total annual budget for 2016 increased by $5,205,111. The 2016 budget is an overall 4% increase over the 2015 budget. Funding sources include: City Operating budget - increased from $74,299,810 to $75,789,291; Services of DOIT and 2FM – decreased from $15,746,426 to $14,369,518; Other City Support - increased from $23,020,690 to $32,525,191; City bond from Library Materials – decreased from $7,500,000 to $0 (the City will now fund the materials budget at $7.5 mil instead of using a bond); CPLF budget - increased from $6,072,054 to $9,160,091; and the Kelly fund remained the same at $55,000.

CPL will not experience any reductions in staff, reductions in programming or any unfunded mandates. To expand Teen and Early Childhood programming, there will be an increase of 11 corporately funded FTE positions.

Commissioner Bannon referenced the Chicago Public Library Foundation budget and noted that $1,226,611 represents requests that are contingent on specific grants being secured and $4,411,591 represents funds that have already been raised for 2016 including multi-year grants and one time grants. The vote to approve the CPLF budget will occur later this week.

Commissioner’s Bannon also highlighted:

  • The Cindy Pritzker Lecture on Urban Life and Issues: A Conversation with Mayor Rahm Emanuel was a huge success. The lecture was held on October 29th at 6 p.m. in the Cindy Pritzker Auditorium. Mayor Rahm Emanuel was joined in conversation with Chicago author Scott Turow in a conversation focused on the importance of libraries, literature, art and the performing arts of music and dance in the lives of Chicagoans. A private dinner was held afterwards in the Winter Garden.
  • On Wednesday, November 4th, CPL hosted a luncheon and author talk with Thomas Dyja, in conversation with journalist and producer Bill Kurtis. Later that evening, Dyja appeared in a public event in conversation with Donna Seaman, Senior Editor of Booklist.
  • All Chicago Public Library locations will be closed on Thurs, Nov 26th, Fri, Dec 25th and Fri, Jan 1st, 2016. CPL locations will close at 3pm on Thurs, Dec 24th and Thurs, Dec 31st.

Chicago Public Library Foundation Report (info only)

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

  • The 16th Annual Carl Sandburg Literary Awards Dinner occurred on October 21st, with contributions totaling more than $1.55 million. Members in attendance include Directors of the CPL Board, Directors of the CPLF Board, Deputy Mayor Steve Koch, Amy Rule, and many members of City government, Library staff and partners. In-kind contributions were also received from Kurtis Productions, RPM Advertising, RR Donnelley, R4 Services and the FCB.
  • The Foundation was able to meet the challenge grant of $25,000 for Teachers in the Library.
  • Fundraising for the 2016 Summer Learning Challenge is off to great start with nearly $100,000 in gifts already in hand.
  • Out of a pool of more than 18,000 Chicago area non-profits, the Foundation was named by Chicago Magazine as one of the 20 Best Charities in Chicago for 2016.

Other Business

None

Public Comment

The Board addressed comments from the Friends of Independence organization regarding concerns with the branch repairs to the Independence library and the length of time that the branch will be closed. There is also concern that the Mayfair branch will not be able to fully service the patrons of the Independence branch effectively. The Board also received comments from Rev. Landry regarding Mental Health Awareness month in May 2016 and a memorial for Officer Thomas Worthan IV at the Whitney Young branch.

Next Board Meeting

The next board meeting will be held on Tuesday, December 15, 2015 at 9:00 a.m. at the Harold Washington Library Center.

 

Commissioner’s Report

Special Guest: Teri Campbell, Director of Finance

2016 CPLF Budget Request

  • 2015 Budget: $6,072,054
  • 2016 Proposed Budget $9,160,091
  • $1,226,611 represents requests that are contingent on specific grants being secured and;
  • $4,411,591 represents funds that have already been raised for 2016 including multi-year grants and one time grants.

Cindy Pritzker Lecture

Cindy Pritzker Lecture on Urban Life and Issues: A Conversation with Mayor Rahm Emanuel was held on Thursday, October 29th at 6 p.m. in the Cindy Pritzker Auditorium.

Mayor Rahm Emanuel was joined in conversation with acclaimed Chicago author Scott Turow. The conversation focused on the importance of libraries, literature, art and the performing arts of music and dance in the lives of Chicagoans of all ages. The Mayor provided a heartfelt, personal recounting of ways in which his life has been affected by the cultural arts.

Following the program, invited guests dined in the Harold Washington Library Center’s Winter Garden. Guests included a wide variety of representatives from Chicago’s rich cultural and civic communities.

The Cindy Pritzker Lecture on Urban Life and Issues, along with the dinner, was presented by the Board of Directors of the Chicago Public Library in honor of Cindy Pritzker, its former president and founder of the Chicago Public Library Foundation. 

Thomas Dyja, Author of The Third Coast: Luncheon and Conversation with Donna Seaman

On Wednesday, November 4th, The Chicago Public Library, Chicago Public Library Foundation and the Chicago Community Trust presented a One Book, One Chicago Donor Luncheon and Author Talk. The luncheon was held at noon in the Harold Washington Library Center’s Winter Garden.

The featured guests included the author of the current OBOC selection, Thomas Dyja, in conversation with journalist and producer Bill Kurtis. They provided guests with a fascinating discussion focused on the people, places and Chicago’s place in history as described in Dyja’s book The Third Coast: When Chicago Built the American Dream.

The One Book, One Chicago celebration continued with an evening, public appearance by Thomas Dyja, in conversation with Donna Seaman, Senior Editor of Booklist. A large crowd was in attendance and experienced a fascinating look into Chicago’s rich historical past, along with its contributions to and place as a global city on the national and world stage.

 

Chicago Public Library Foundation Report

Our 16th Annual Carl Sandburg Literary Awards Dinner on October 21 met the high bar of financial and experiential success that we have set. In all, our grand total of contributions stands at more than $1.55 million. Once again 100% of the Foundation’s Board of Directors lent their support to the dinner—for which we are most grateful. We were also happy to be supported by members of the Library Board, and to have several of you in attendance, along with Deputy Mayor Steve Koch, Amy Rule, many members of City government, Library staff and partners.

We owe a special debt of gratitude to the Foundation’s Directors who additionally supported the dinner through their in-kind contributions:

  • Kurtis Productions—which gave of the production talents of Bill Kurtis and Donna LaPietra
  • RPM Advertising—which contributed design for all of our invitations, programs and advertising
  • RR Donnelley—which contributed cash support to cover the cost of first-class printing for all of our materials
  • R4 Services—which stored and transported all of our gift books and dinner materials
  • FCB—for the inspiring message video

In addition to our fabulous Presenting Sponsor BMO Harris Bank, we were pleased to have three $50,000 Lead Sponsors. Advanced Resources were joined for the first time by Rolex and the Zell Family Foundation.

By all accounts, our guests were impressed by our event—from the excellence and timely service of our meals, to our fascinating honorees Stephen Sondheim and Eric Charles May and our surprise late-night cabaret. The Foundation has been receiving a record number of notes of appreciation from our honorees guests and authors alike. Our thanks to our incredible co-chairs Dr. Dina Yaghmai Payvar, Bob Wislow and John Bryan, and our event producer par excellence Donna La Pietra for making this a wonderful experience for me—and for all of our guests.

Thanks to the generosity of our dinner guests and others, we were able to meet the challenge grant of $25,000 for Teachers in the Library from Michael and Jacky Ferro and the Sun-Times Foundation in record time--achieving the match before the end of October, so we can now move forward with year-end fundraising campaigns which will roll out in December.

I’m very pleased to report that we have an excellent start on fundraising for the 2016 Summer Learning Challenge, with nearly $100,000 in gifts already in hand from the Dr. Scholl Foundation, the Walter Heller Foundation, Verizon and PNC Bank.

Finally, we are happy to share with you that the Foundation was named by Chicago Magazine as one of the 20 Best Charities in Chicago for this year. Out of a pool of more than 18,000 Chicago area non-profits, the magazine did a rigor examination of the 71 local charities that earn Charity Navigator’s highest rating of 4 stars our sound fiscal management practices and a strong commitment to accountability and transparency; and from that group selected 20 non-profits that stand out most for their mission, impact and value to the community.  Our Board and staff are very proud to earn this prestigious honor.