Board of Directors Meeting Minutes – November 9, 2022

Agenda

November 9, 2022, 9:00 a.m.

Virtual Meeting

  1. Approval of minutes for the September 20, 2022 meeting (action required)
  2. Schedule of Requisitions, Contracts and Licenses (info only)
  3. 2023 Board of Directors Meeting Schedule (action required)
  4. 2023 CPL Budget Overview / Kelly Fund Budget Approval (action required)
  5. CPL Operations and Facilities Report (info only)
  6. Programming Update (info only)
  7. Commissioner’s Report (info only)
    • City Council Budget Hearing
    • Commissioner Brown @ City Club of Chicago
    • ASID Recap
    • Library Holiday Hours
      • Thurs, November 24th – all locations are closed
      • Sat, December 24th - all locations close at 3PM
      • Sun, December 25th – all locations are closed
      • Mon, December 26th – all locations are closed
      • Sat, December 31st – all locations close at 3PM
      • Sun, January 1, 2023 – all locations are closed
      • Mon, January 2, 2023 – all locations are closed
    • Retirements
  8. Chicago Public Library Foundation Report (info only)
  9. Other Business
  10. Public Comment

Next Board meeting: TBD / Virtual Meeting

 

Open Session Minutes

Physically Present: None

Present by Means of Video or Audio Conference: Linda Johnson Rice, Christopher Valenti, Lynn Lockwood, Jodi Block, Sandra Delgado, Michelle Boone

Absent: Barbara Bowman, Dominique Jordan Turner, Ivy Walker

Approval of minutes for the September 20, 2022 meeting (action required)

The Board voted (6-0) to approve the minutes from the September 20, 2022 meeting.

Schedule of Requisitions, Contracts and Licenses (info only)

Teri Campbell, Deputy Commissioner of Administration and Finance, presented the quarterly report on contracts and purchases made for magazines, books, databases, periodicals and articles of educational and instructional nature. For this quarter (September 1, 2022 – October 31, 2022), 2,489 invoices totaling $1,541,589 were paid to various vendors. Costs are in line with normal spending.

2023 Board of Directors Meeting Schedule (action required)

Commissioner Brown recommended the following Board of Directors meeting schedule for 2023:

  • Wed, January 18, 2023
  • Tues, May 16, 2023
  • Tues, September 19, 2023
  • Tues, November 21, 2023

The Board voted (6-0) to approve the 2023 Board of Directors meeting schedule.

2023 CPL Budget Overview / Kelly Fund Budget Approval (action required)

Teri Campbell, Deputy Commissioner of Administration and Finance, provided an overview of the sources included in the CPL budget request, which was recently approved by City Council. For 2023, the total budget requested is $150,876,000. This budget includes: City Operating budget of $94,245,472 (this portion of the library fund is directly controlled by the Library Commissioner); the budget request for services through AIS totaled $22,139,888, to maintain all of the libraries facilities; Other City Support $31,365,640, traditionally shared amongst the city and includes interest payments, benefits, worker’s compensation, and funding for AIS/CBRE contract for HWLC; Chicago Public Library Foundation’s contribution is budgeted at $3,000,000, approved by the CPLF board, in support of in person programming and initiatives. The 2023 budget is approximately a $9M increase from the previous year.

Additionally, 12 IT positions return from AIS to CPL for undivided technical support for library locations across the City, bringing the total number of FTEs to 1152.

For Board approval, CPL is requesting $125,000, including carryover, from the Kelly Fund to support professional development training for staff and planning for special programs and events, including but not limited to the Library’s annual All Staff Institute Day and Cindy Pritzker Lecture series.

The Board voted (6-0) to approve the 2023 Kelly Fund Budget request.

CPL Operations and Facilities Report (info only)

Deputy Commissioner Clemons provided a brief update on CPL operations and facility projects.

In 2022, the following four library locations completed the CARE cycle: Lincoln Belmont, Near North, Uptown and Hegewisch. Additionally, with support from AIS, locations that served as early voting or polling sites received ADA improvements to their sidewalks, ramps, and entryways into the facility.

Planning for 2023 is underway and will consist of more CARE projects and the larger AIS capital improvement plan which will address deferred maintenance at select locations systemwide, such as roofing, HVAC, etc.

Earlier this year, the Board approved an update to the Library Use Guidelines, which is the code of behavior for patrons to follow while using the library. Following that update, CPL began exploring an incident report tracking software to improve how we monitor incidents, allow us to track and follow trends, run reports and pull data to ensure that the Library is creating safe, respectful spaces for patrons. The Library purchased a license with the cloud-based software Incident Tracker, which is currently being piloted at select locations across our network, with plans to expand systemwide in Q1 2023.

Programming Update (info only)

First Deputy Commissioner Messner provided an update on programming being offered at CPL locations systemwide, highlighting the following:

OBOC Season Finale

On Thus, Nov 3rd, CPL hosted a special pre-event reception celebrating Chicago Public Library's 2022 One Book, One Chicago program, "Freedom to Read." This timely theme invited thousands of Chicagoans to explore a national conversation around censorship and book challenges. 

Following was the season finale event, Maus author Art Spiegelman in conversation with Françoise Mouly, his wife and art editor for The New Yorker. Art Spiegelman's Maus—the centerpiece of this year's One Book program—is the only graphic novel to ever win the Pulitzer Prize. Since its publication in 1991, this landmark work has redefined the potential of comics and inspired a wide range of writers and artists. Through interwoven timeframes, Maus depicts the author interviewing his father, a Polish Jew, about his experiences during the Holocaust.

Operation Warm

Operation Warm events will be held at six library locations this fall. Each event features 192 new coats from Operation Warm that will be given away to kids ages 3 to 13 along with a new book. This program helps to bring new families into the library. This year, we are also distributing a science activity along with a tote bag from ScienceConnections to all participants. Additionally, librarians will have activities available and promoting the winter programming.

Operation Warm events will be hosted at the following library locations:

  • Nov 10 at Vodak-East Side
  • Nov 12 at West Town
  • Nov 19 at Legler
  • Nov 19 at Chicago Lawn
  • Nov 19 at Budlong
  • Nov 28 at Beverly

Winter Challenge

Children

Winter Break STEAM kits are being distributed to all library locations. These STEAM kits will encourage hands-on learning for school-aged children and can be taken home or done in the library.  Activities will be tied to books that children can check out. We will also offer special in-person programs during CPS's breaks in November and December to support children while they are out of school.

Teen

The Teen Winter Challenge (TWC) consists of a city-wide art competition that welcomes students ages 13-19 to submit 1-3 original artworks for a chance to win up to $175 in prizes and an exhibition at Harold Washington Library Center. The competition will be held from December 1, 2022 - March 1, 2023, and by participating in TWC, every applicant will have an artwork featured in the annual Teen Winter Challenge catalog. This year, Teen Winter Challenge will also include an exhibition reception and catalog launch party for TWC applicants in the spring of 2023. 

Commissioner’s Report (info only)

Commissioner Brown’s report highlighted the following:

  • October 24th, CPL leadership presented at the City Council budget hearing and provided the departments testimony. At the budget hearing, the Commissioner emphasized the CPL’s accomplishments during the past year, including but not limited to:
    • providing Chicago with over 48 million touchpoints through in-person visitation, unique website visits, material borrowed and delivered;
    • launching the 81 Club, bringing in-classroom access to over 21,000 teachers and 322,000 CPS students;
    • an increase of staff diversification among management at CPL;
    • a $2mil increase in the collection budget;
    • a $250,000 investment for a capital planning strategy; and
    • campaigns to celebrate CPL’s 150th anniversary in 2023.
  • On September 29th, Commissioner Brown represented CPL at the City Club of Chicago, where he shared how CPL leads by connecting, inspiring, reimagining, and empowering Chicagoans.
  • October 27th marked CPL’s 26th All-Staff Institute Day, all library locations were closed to the public for staff to participate in-person teambuilding exercises, with professional development sessions available online.
  • All library locations will implement the following schedule during the holidays:
    • Thurs, November 24th – all locations are closed
    • Sat, December 24th - all locations close at 3PM
    • Sun, December 25th – all locations are closed
    • Mon, December 26th – all locations are closed
    • Sat, December 31st – all locations close at 3PM
    • Sun, January 1, 2023 – all locations are closed
    • Mon, January 2, 2023 – all locations are closed
  • Commissioner Brown acknowledged staff that have recently retired:
    • William Bartoli - Library Page at HWLC, 29 years of service
    • Shun-Ken Hui - Librarian IV at Rogers Park, 34 years of service
    • Teresa Madrigal - Librarian IV at Little Village, 29 years of service
    • Diane Marshbank - Purchasing Manager at HWLC, 32 years of service
    • Christina Matera - Librarian IV at Walker, 31 years of service

Chicago Public Library Foundation Report (info only)

Brenda Langstraat, President & CEO of the Chicago Public Library Foundation provided an update on contributions and initiatives reached by the Foundation:

  • The 2022 Library Foundation Awards welcomed more than 2,400 individuals and raised $1.2M in support of CPL.
  • A special thanks to Bank of America and United for their support with sponsoring this year’s One Book season, which included a keynote interview with Art Spiegelman, the author of this year’s One Book, One Chicago selection,
  • Also, in support of our donors, the Library Foundation continues to encourage branches to engage with their neighborhood in “above and beyond” ways through the Community Connections Fund.
  • The Night in the Stacks event, hosted by the Foundation’s Associate Board, will return on Fri, April 14,

Other Business

None

Public Comment

None

 

Commissioner’s Report 

City Council Budget Hearing

On Monday, October 24, 2022, I and members of CPL’s executive and senior leadership presented at the City Budget hearing, sharing our departmental testimony and how we lead from CPL through connection, empowerment, inspiration and imagination.

CPL reported how to-date in 2022, the department has provided Chicago with over 48 million touchpoints through in-person visitation, unique website visits, material borrowed and delivered with each location welcoming an average of 5,000 Chicagoans each month, even as we come out of the pandemic.

Empowering the Next Generation

The department shared how going Fine Free not only removed account blocks on over 100,000 Chicago youth, but how we are building on that success with the launch of The 81 Club, which will bring in- classroom access to over 21,000 CPS teachers at 635 schools and simplify the card sign-up process for over 322,000 students.

Connecting Our Communities

CPL shared how the Sunday hours initiative has increased visitation by 35%, and how we are continuing to explore how we become a more equitable City department by adding our first Senior Equity and Equity Officer. Together they will lead a team of CPL staff on a 2023 equity assessment. During the hearing, I reported on the success of our Human Resource department increasing the representation of our African American management by 13% and Latinx management by 5% in 2022. CPL has nearly triple the diverse representation when compared to the library field.

Inspiring Our City

CPL’s $2,000,000 collection budget increase in 2022 allowed us to refresh and update the child collections in 20 South and West Side library locations. The increased budget has also provided the opportunity to purchase more copies of high-demand material, reducing the wait-time for popular items by a full business week. With Chicagoans submitting over half a million requests this reduced wait time has real significance. The proposed 2023 budget has an additional $500,000 collection increase to continue to bring CPL on par with library industry leaders.

Reimagining What We Can Be

The 2023 proposed budget also includes a $250,000 investment for a capital planning strategy to lay out an aspirational vision for the future of our buildings and spaces and will incorporate best practices from around the world. The strategy will be developed in partnership with the department of Planning and Development (DPD). Capital projects do more than add to the aesthetics of our City with recent research showing how renovations lead to double-digit increases in visitation and borrowing, most notably among children.

CPL are further reimagining what we can be with the addition of a mental health clinician in partnership with the Chicago Department of Public Health (CDPH) to coordinate with community agencies to bring more mental health supports into our library locations, train staff and provide direct clinical services.

Leading from the Library

To tell our CPL 150-year story in 2023 and celebrate our world-class library, we presented a $112,000 budget increase. The increase will allow CPL to partner with an award-winning podcast producer to tell our story, as well as bring in notable authors throughout the year and celebrate our 150th throughout our 81 library locations and 77 neighborhoods.

Commissioner Brown @ City Club of Chicago

I spoke at City Club on September 29th, and want to thank the Board members who were able to attend. The recording can be viewed on the City Club website. The presentation shared how CPL leads from the library by connecting, inspiring, reimagining and empowering Chicagoans. The presentation was an opportunity to celebrate our CPL staff, and share some of our history, like the vision of early 20th century library director Henry Legler who developed a walkable library access model. We build on that vision of access today through Sunday hours, broadband, early literacy and student resources in every neighborhood.

We announced The 81 Club, and how this fall we’re bringing in-classroom access to Chicago Public Library resources to over 21,000 CPS teachers at 635 schools, as well as simplifying the card sign-up process for over 322,000 students.

All-Staff Institute Day

On October 27th CPL held our 26th All-Staff Institute Day. Out of precaution we held a hybrid model with staff gathering at their local library locations for in-person teambuilding exercises, with professional development sessions available online.

We thank CPL Board President Linda Johnson Rice for helping kick-off the day, and next year we’re looking forward to a return to an in-person ASID.

Library Holiday Hours

All library locations will recognize the following schedule during the holidays:

  • Thurs, November 24th – all locations are closed
  • Sat, December 24th - all locations close at 3PM
  • Sun, December 25th – all locations are closed
  • Mon, December 26th – all locations are closed
  • Sat, December 31st – all locations close at 3PM
  • Sun, January 1, 2023 – all locations are closed
  • Mon, January 2, 2023 – all locations are closed

Retirements

  • William Bartoli - Library Page at HWLC, 29 years of service
  • Shun-Ken Hui - Librarian IV at Rogers Park, 34 years of service
  • Teresa Madrigal - Librarian IV at Little Village, 29 years of service
  • Diane Marshbank - Purchasing Manager at HWLC, 32 years of service
  • Christina Matera - Librarian IV at Walker, 31 years of service

 

Chicago Public Library Foundation Report

Brenda Langstraat Bui, President & CEO of the Chicago Public Library Foundation, provided an update on behalf of the staff and Board of the Chicago Public Library Foundation and highlighted the following:

Contributions

Our 2022 Library Foundation Awards were a huge success, and we are very thankful to the Library leadership team and board for all their support. To date, more than 2,400 individuals have participated in the experience and together raised $1.2M in funds for our work with the Library. We welcome everyone to watch and share the broadcast—featuring playwright Tony Kushner, Top Chef Rick Bayless, and TikTok sensation Shermann “Dilla” Thomas—at https://cplfoundation.org/awards!

Exciting Updates

  • On November 3, hundreds of Chicagoans and other individuals from around the world tuned in for a keynote interview with Art Spiegelman, the author of this year’s One Book, One Chicago selection, Maus, and a powerful champion for free speech. We are grateful to our generous sponsors at Bank of American and United for helping to make possible this year’s One Book season and its critical and timely theme.
  • Thanks to donors to the new Community Connections Fund, launched in 2021, the Library Foundation is working to help branches engage with their neighborhood in “above and beyond” A recent example was Harvest Fest at Back of the Yards! More than 450 people attended the event and received free household items including soap, paper towels, PPE masks, and free Halloween books. Star Farms and Tierra y Paz Farm distributed locally grown vegetables and other produce, and more than 100 guests completed the application for the Cook County Promise Guaranteed Income Pilot program and received valuable information from community partners including CANO Health, Equal Hope, and Chicago Commons. And, of course, 170 kids went home with painted pumpkins and tote bags filled with goodies and books. What an amazing celebration!
  • Please save the date of Friday, April 14, 2023 for the return of the much-loved Night in the Stacks event hosted by our Associate Board.