Board of Directors Meeting Minutes – September 17, 2024

Agenda

  1. Welcome to the Northtown Library (info only)
  2. Approval of minutes for the May 21, 2024 meeting (action required)
  3. Administration and Finance Report (info only)
  4. Programming and Strategy Update (info only)
  5. Operations and Facilities Report (info only)
  6. Commissioner’s Report (info only)
  7. Annual Priorities
  8. Chicago Public Library's Contributions to the DNC
  9. DNC Kick-off Event with Mayor Brandon Johnson
  10. Staff Listening Sessions Update
  11. Chicago Public Library 2023 Annual Report
  12. Chicago Public Library Foundation Report (info only)
  13. Other Business
  14. Public Comment

Next Board meeting: November 19, 2024, 9:00 a.m. /Legler Regional Library, 115 S. Pulaski Road

 

Open Session Minutes

Physically Present: Linda Johnson Rice, Christopher P. Valenti, Lynn Lockwood, Jodi Block, Sandra Delgado, Michelle Boone

Present by Means of Video or Audio Conference: None

Absent: Barbara Bowman, Dominique Jordan Turner, Ivy Walker

 

Welcome to the Northtown Library (info only)

Jason Nosek, branch manager, opened the meeting with an overview of the Northtown Library. This is a fairly new branch, designed by the architectural firm of Perkins+Will, which opened March 5, 2019. The branch was previously located in a small facility at 6435 N. California Avenue since 1962.  The new branch is part of an innovative partnership between CPL and the Chicago Housing Authority to co-locate housing with library services.

Jason highlighted a few of the programs and partnerships that most recently occurred at Northtown including:

  • 50th Ward job fair through partnerships with Alderman Debra Silverstein, IL State Senator Ram Villivalam, and IL State Representative Kevin Olickal, that was highly successful with over 320 attendees, 37 employers, and more than 40 job offers extended,
  • A Mobile DMV Event in collaboration with the Illinois Secretary of State's Office and local representatives, that served 55+ patrons, helping their community access essential services close to home, and,
  • An End of Summer Extravaganza, featuring Animal Quest where families had a chance to meet and learn about various animals up close, making it a memorable experience for everyone involved.

Northtown also offers daily ESL programming in partnership with the Howard & Evanston Community Center and the Indo-American Center, assisting 12-20 patrons daily to improve their language skills and build community; and weekly story times & monthly Lego programs hosted by CPL Librarians Rebecca Underhill and Amy Aimonovitch, drawing in 40+ patrons during story time, and 45+ participants each month for the Lego in the Library programs.

 

Approval of minutes for the May 21, 2024 meeting (action required)

The board voted (6-0) to approve the minutes of the May 21, 2024 meeting.

 

Administration and Finance Report (info only)

Teri Campbell, Deputy Commissioner of Administration and Finance, presented the Administration and Finance Report highlighting the following:

  • For the quarterly report on contracts and purchases made for magazines, books, databases, periodicals and articles of educational and instructional nature, purchases made between May 1 – Aug 31, 2024 for library purposes, magazines, books and periodicals totaled $3,326,820.72 for 4305 invoices
  • CPL started 2024 with over 240 vacancies; to date we’ve filled 147 positions, 79 full-time and 68 part-time. Of the 79 hired, we’ve added 36 librarians, 5 library associates, 17 clerks, and 21 other positions. Additionally, 65 more transfers were completed since our previous meeting in May bringing the total number of transfers to 94 for the year.
  • Deputy Commissioner Campbell recognized CPL’s newest senior team member, Bryan Araque who started with CPL July 16th as the new Assistant Commissioner of Facilities. Commissioner Cambell also congratulated CPL staff that have retired since May:
    • Sheryll Adams - Librarian IV at McKinley Park; 24 years of service
    • Yolanda Barker - Supervising Clerk at Water Works; 17 years of service
    • Alfreida Brewer - Head Library Clerk at West Chicago Avenue; 34 years of service
    • Sharon Gums - Librarian I at Roden; 23 years of service
    • Laverne Hardy - Head Library Clerk at Douglass; 33 years of service
    • Donna Phillips - Senior Library Clerk - Legler; 36 years of service
    • Cynthia Preacely - Senior Library Clerk - Thurgood Marshall; 38 years of service
    • Bogdan Ptasik - Librarian IV - Scottsdale; 24 years of service
    • Angela Rickwalt - Librarian IV at Humboldt Park; 27 years of service
    • William Sumner - Librarian I - HWLC/Art & Music; 18 years of service
    • Mervyn Taylor - Head Storekeeper - HWLC; 30 years of service
    • Shirley Wallace - Librarian IV - West Chicago Avenue; 22 years of service
    • Shirley Yee - Librarian IV at Logan Square; 32 years of service
  • As we approach budget season, Commissioner Campbell provided the timeline for City Council to process and approve CPL’s budget as follows:
    • August 7 – Budget request submitted
    • September 9 – Budget forecast released
    • October 16 – Mayor’s budget speech and budget release
    • October 31 (tent) – CPL budget hearing
    • November – budget approval by City Council

 

Programming and Strategy Update (info only)

First Deputy Commissioner Messner provided an update on programming and initiatives offered at CPL locations systemwide.

Recap of Summer

This year’s summer reading theme encourages Chicagoans of all ages to #FindYourRhythm with music-themed programming from June 8 to August 4. The program launched with a block party at the Harold Washington Library Center on June 8, and other kick-off celebrations across the city were held at branch locations that included musical performances, program sign-up opportunities and book giveaways. Cultural partners include Art Institute of Chicago, Old Town School of Folk Music, Chicago Symphony Orchestra, Jazz Institute of Chicago, Museum of Science and Industry, and more, with programs that explore sound exploration, art and STEM.

The Summer kick-off also celebrated teens who submitted their art along with the winners of the Teen Winter Challenge in a reception held in YOUmedia.

This summer's #FindYourRhythm program kicked off with a block party at HWLC and events at all locations! The music-themed program took place June 8 to August 4. Over the summer branches went all-out with music themed decorations, and collaborations with neighborhood parks and other summer camps. As always, children of all ages were reading and writing about their summer experiences, with participation in the program continuing to grow each year. We've found the formula that works; intergenerational programming aimed at the whole family that focuses on fun and celebration while centering the joy of reading and learning. Here’s a snapshot of our youth program participation over the last few years:

  • 2022 - Participation 34,000 (Individual: 9,000​ & Group: 25,000)​ Youth Volunteers: 263​
  • 2023 - Participation 38,000 (Individual: 12,000​ & Group: 26,000​) Youth Volunteers: 340​
  • 2024 – Participation 41,000 (Individual: 13,353 & Group 27,500) Youth Volunteers: 383

CPL’s teens also wrapped up Summer with 558 teens registering for the summer learning program with 5579 activities reported​, and 50+ partner programs at 38 branches.

Adults participated this summer as well, through a diverse array of over 100 musical themed programs. Collaborating with cultural partners like the Old Town School of Folk Music, Jazz Institute of Chicago, Chicago Highlanders Pipe and Drums, and the Chicago Klezmer Ensemble, we offered concerts celebrating a range of musical genres and cultures. In addition to performances, we hosted educational workshops on topics like music copyright, accounting for artists, and the role of artificial intelligence in music. A music documentary film festival, curated by CHIRP Radio, showcased films throughout the day, while our collaboration with the filmmakers of Live at Mister Kelly's highlighted the legacy of the iconic Chicago nightclub. Other screenings featured a variety of music-related films.

Librarians also designed innovative programs using technology, such as Silent Disco Sets and record players, creating interactive experiences tailored to local interests. The summer culminated with a keynote event at Harold Washington Library Center—an interactive performance led by vocalist and storyteller Maggie Brown, drawing inspiration from the songs and poetry of her father, Oscar Brown, Jr., in partnership with the Jazz Institute of Chicago.

ASM Summer Internship at CPL

As part of our After School Matters partnership, we hired 138 interns across 50 library locations. Interns supported the library by evaluating 263 of the library’s existing programs and providing feedback, assessing the demographics of library neighborhoods and completing outreach maps, completing trainings in conflict resolution, customer service and time management. Additionally, 15 interns applied to become library pages and join the CPL team!

Teen School Year Internships

CPL is also offering school year internships. These internships are project based and tied to specific programs and initiatives. Internship opportunities exist for Gamer’s Universe, College and Career, Teen Best Reads, and Radical Fit. This year, CPL is hosting 110 school year interns that will meet at branch locations for the duration of the program.

Back to School

This year, our children and teens departments hosted their first ever joint cluster meeting to prepare our branches for children returning back-to-school to ensure our teams had the tools and information needed to assist students and families when they returned. They created a Back-to-School Toolkit with guidance for program planning, working with schools, and serving kids, teens, and families at their locations. The tool-kit included training slides and talked about the funding opportunity offered through the Chicago Public Library Foundation to encourage collaborations to support tweens and further the Tween Community of Practice work.

One Book, One Chicago

From September to November, Chicagoans are invited to read Tomorrow, and Tomorrow, and Tomorrow by Gabrielle Zevin as part of this year’s One Book, One Chicago. Throughout the fall, we’ll explore its themes with citywide events, offering opportunities to dive deeper through discussions, workshops, and creative programs. Program Highlights include a keynote program with Gabrielle Zevin on November 14th; a silent reading soiree on September 25; book club celebrations across the city on October 23rd; game writing workshops, musical performances, improv shows, and classes on storytelling, film screenings related to gaming and the book’s themes, and more.

 

Operations and Facilities Report (info only)

Deputy Commissioner Clemons shared an update on CPL operations and facility projects.

FACILITIES

Capital Updates

Bessie Coleman – currently working with DPD, pursuing an opportunity to build a new branch in the Washington Park community. Planning will begin in Fall 2024 through early Q1 2025.

Galewood-Mont Clare – pursuing opportunity to reopen a facility in that neighborhood. A property has been identified and we are moving forward with negotiations with the seller.

Mayfair Feasibility Study – focusing on site acquisition in partnership with the Alderwomen, PBC is leading this effort along with 2M for a new library on the Lawrence corridor.  The Koo & Associates is the architecture firm supporting this study and is currently performing a topology review of the area in addition to site acquisition and feasibility.

Gage Park – we are looking to acquire a new site for the Gage Park branch, potential sites have been identified. This is only branch remaining that is currently operating out of a rented facility.

Water Works – as of October 1st this location will be temporarily closing for continued facility improvements. Relocation details will be provided soon.

Facility Improvements - HVAC work is happening out of Lozano and Sulzer this Fall. Other locations being scoped out for HVAC improvements include South Chicago, Avalon, and West Belmont.

Parking lot improvements are underway at Jeffrey Manor, Mt. Greenwood, Toman, Edgebrook, Roden, and Clearing. 2FM is working to repair parking lots at 6-10 branches each year.

CARE Projects – For 2024, branches selected for the Clean and Repair Everything (CARE) projects include Avalon (complete), West Pullman (now complete), Thurgood Marshall and Bucktown-Wicker Park are forthcoming.

Solar Panel Project – the installation of solar panels and facility retrofits have been completed at the Humboldt Park, South Chicago, Toman and West Lawn branches. Last step is to complete the full implementation which includes the installation of energy efficient lighting, solar panels and new heating and cooling systems. This will require branches to temporarily close. Plans to complete this step in Q1 – Q2 2025. This project is funded by the Chicago Recovery Plan in partnership with 2FM and the Department of Energy. The end goal is to have a 90% reduction in energy use, cost savings and improvement of patron and employee comfort at these locations.

SUPPORTING CITYWIDE INITIATIVES

Cooling Centers – During the DNC and first week of school, Chicago experience record high temps. CPL provided extended hours at 75 locations to allow for patrons’ safe cooling spaces and water during the heat wave.

Cross Departmental Safety Planning - CPL is serving on a cross-departmental safety planning team being led by the Deputy Mayor of Labor, bringing city departments together to develop a standard operating procedure for safety planning for all departments. This safety plan will include information regarding safety checks, protocols and checklists, opening and closing safety plans for staff, etc.

Chicago Homelessness Initiative Collaborative – CPL is also serving on this collaborative being led by the Chief Homelessness Officer, an interagency taskforce on homelessness that is working to provide support with the City’s 5-year strategic plan addressing homelessness. All city and sister agencies are working together to address homelessness and barriers to stable housing.

Early Voting – 22 locations will serve as early voting sites this year and 31 locations will serve as polling sites on election day. Early voting starts on October 21st through November 4th. Staff training with the Board of Elections and 2FM was held this week at select locations.

Art Dedications – CPL has partnered with DCASE (Department of Cultural Affairs and Special Events) on another mural project that began in the summer ahead of the DNC. At five CPL locations (five of eight city sites), there will be murals on display celebrating various topics including democracy, civic duty, diversity, with some highlighting the history of blues and history of house music in Chicago. Murals are scheduled for completion by the end of October at Coleman, Edgewater, Mayfair, Uptown, and Vodak-East Side. A live painting will be hosted this week at the Uptown branch.

 

Commissioner’s Report (info only)

Commissioner Brown’s report highlighted the following:

  • CPL’s high level annual priorities include:
    • installation of our new people counter system across all 81 Chicago Public Library locations, to provide both real-time and historical occupancy data, enabling us to better monitor facility usage, optimize staffing, and implement safety measures,
    • modernizing our telecommunications infrastructure at the Harold Washington Library Center,
    • development of a comprehensive Capital Strategy Plan to ensure that our services continue to foster growth and equity across the city,
    • and submitting CPL’s budget equity report, in addition to our continued work with the Office or Equity and Racial Justice to develop our comprehensive equity assessment.
  • CPL launched several initiatives to highlight our city’s cultural and historical significance in support of the Democratic National Convention (DNC).
  • Efforts continued in support of the DNC and included an event featuring Mayor Brandon Johnson, Princeton Professor Ruha Benjamin, and leaders Dorian Warren and Sylvia Ewing, providing Mayor Johnson with a platform to discuss his public options agenda, and focus on critical issues such as food equity and banking access in underbanked and unbanked neighborhoods.
  • In response to incidents that have occurred at library locations across the system, CPL’s newly established Immediate Response Working group commenced a series of staff listening sessions as part of our ongoing commitment to transparency, safety, and continuous improvement.
  • Our 2023 Annual Report is now available and centers around the library's role as an essential partner in the lives of Chicagoans at every stage of life.

 

Chicago Public Library Foundation Report (info only)

Brenda Langstraat, 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:

  • The Foundation’s 2023 annual report is available for viewing online, highlighting programs and initiatives that were made possible through our generous donors,
  • The sold-out Books & Brews event hosted by the Associate Board raised more than $6,300 to support donor-powered Library programs,
  • CPLF’s Board Chair, Susan and Bob Wislow was honored with the Distinguished Philanthropists Award at the 48th Annual AFP Chicago Philanthropy Awards,
  • The Foundation’s Associate Board is hosting a One Book, One Chicago Trivia Night Event on October 3rd,
  • And lastly, the Library Foundation Awards featuring honorees Ann Patchett, Cristina Henríquez, and Chance the Rapper will take place on October 30th.

 

Other Business

None

 

Public Comment

The board received questions concerning branch repairs at the Lozano branch. The library also received kudos for continuing to improve the way patrons with disabilities can participate and enjoy marquee events hosted by the library; and addressed comments regarding mental health awareness and literacy and asked to consider incorporating these topics into the next summer reading program.

 

Commissioner’s Report

Annual Priorities

Patron Counter Implementation Update

We are pleased to announce significant progress in the installation of our new people counter system across all 81 Chicago Public Library locations. This initiative is essential for improving our understanding of building usage, optimizing operations, and enhancing patron safety. The contract for the system was awarded on August 14th, and we are proud to report that the Harold Washington Library Center has already completed its installation, marking a key milestone in this project. 

This advanced system, with 97% accuracy, will provide both real-time and historical occupancy data, enabling us to better monitor facility usage, optimize staffing, and implement safety measures. Designed to differentiate between adult and youth visitors, the system will also help us refine our programming and resource allocation. Our goal is to have the people counter system fully operational across all locations by 2025, ensuring that CPL continues to serve the community effectively and efficiently. 

Telecommunications Infrastructure Update

CPL and the Department of Information Technology & Innovation (DIT) are committed to modernizing our telecommunications infrastructure at the Harold Washington Library Center, building on the success of our 2023 public and staff computer upgrades. Our IT team is overseeing the effort, with eight out of eleven floors now complete. We are confident that the project will be completed on time, with the entire modernization effort finished by the end of 2024.

Capital Strategy Update

The Chicago Public Library (CPL), in partnership with the Department of Planning and Development (DPD), is embarking on the development of a comprehensive Capital Strategy Plan for our library system. Recognizing CPL’s unique role as a cornerstone in every neighborhood, this plan will strategically address both the "where" and the "what" for our branches, ensuring that our services continue to foster growth and equity across the city.

Over the past three months, we have made significant progress. We finalized our project scope and issued a formal Task Order Request to a select group of pre-approved Chicago-based firms, identified through DPD’s Planning Now consultant program. This streamlined our procurement process, allowing us to draw on specialized expertise, including national library consultants. 

A joint evaluation committee from DPD, 2FM, and CPL carefully reviewed all proposals and selected a firm with a proven track record in developing library strategy plans nationwide. This recommendation is now advancing through the Department of Procurement Services, and we anticipate finalizing our contract with the chosen team by the end of September. 

The CPL Capital Strategy will deliver a clear set of priorities and solutions for our branches, including innovative partnership strategies and national funding models tailored to Chicago’s needs. This plan will guide our future investments, ensuring that our libraries continue to be vibrant, equitable spaces for all Chicagoans. 

Equity Assessment

The CPL Equity Office has made significant strides in partnership with our new Chief Equity Office, Carla Kupe, and her team at the Office of Equity and Racial Justice (OERJ).  In August, we proudly submitted our Budget Equity Report, demonstrating our ongoing commitment to the Racial Equity Action Plan (REAP), which includes 81 Club Membership, deeper community engagement and data improvement.  We eagerly await OERJ’s feedback as we prepare to finalize our budget and move forward with this important work. 

We’re also in the final states of evaluating proposals for our comprehensive Equity Assessment, and we anticipate awarding the contract soon, followed by another for the Community Engagement process. This dual approach ensures that we’re not only assessing our internal progress but also actively engaging with the communities we serve. 

 

Chicago Public Library's Contributions to the DNC

In support of the Democratic National Convention (DNC), CPL launched several initiatives to highlight our city’s cultural and historical significance. From August 14th to 27th, we introduced Chicago Book-Wrapped, a partnership with OverDrive that provided instant, barrier-free access to a curated collection of 150 eBooks—no library card required. This initiative aimed to increase CPL’s visibility and engage non-cardholders, with promotional efforts including digital ads on CTA platforms, at airports, and bookmarks distributed to DNC delegates. 

CPL also played a significant role in celebrating Chicago’s vibrant arts and civic scene. We partnered with the Department of Cultural Affairs and Special Events (DCASE) to announce the installation of new murals at five of our branches—Coleman, Edgewater, Mayfair, Uptown, and Vodak-East Side—each celebrating democracy, civic duty, equity, and diversity.  

At Midway Airport, we showcased an exhibit featuring works by artists such as Roger Brown, Hollis Sigler, Alison Saar, and a “Baby Bean” model by Anish Kapoor from CPL’s archival collection. These efforts collectively highlighted CPL’s role as a key cultural and educational institution during this significant national event. 

 

DNC Kickoff Event with Mayor Brandon Johnson 

On the first day of the DNC, August 19th, CPL hosted a significant event at the Harold Washington Library Center’s Pritzker Auditorium. The event featured City of Chicago's Mayor Brandon Johnson, Princeton Professor Ruha Benjamin, and leaders Dorian Warren and Sylvia Ewing. This DNC gathering provided Mayor Johnson with a platform to discuss his public options agenda, focusing on critical issues such as food equity and banking access in underbanked and unbanked neighborhoods. The Mayor explored the profound costs associated with these gaps and how government can step in to support communities where the market has failed to meet essential needs. This event underscored Chicago's commitment to fostering critical consciousness and shaping a brighter future. 

 

Staff Listening Sessions Update 

In response to the May incident at the King Library, the Chicago Public Library undertook a series of staff listening sessions as part of our ongoing commitment to transparency, safety, and continuous improvement. During June and July, the Immediate Response Working Group (IRWG) conducted four listening sessions—three in-person and one virtual—engaging over 145 staff members, representing nearly 15% of our workforce. These sessions were critical in gathering feedback on key areas such as security enhancements, communication improvements, and overall safety measures. 

Key findings from the sessions highlighted several critical areas for improvement. The most commonly cited concern was the need for security benchmarking and more comprehensive training for security personnel. Staff also called for greater access to and training on the Incident Tracker system. Additionally, there was significant support for expanding de-escalation training. Infrastructure improvements, such as installing more cameras and implementing panic buttons, were also suggested as measures to enhance safety. 

The insights from these sessions are shaping our next steps. The IRWG is currently reviewing the feedback and developing actionable recommendations, which will be shared with our CPL workforce by the end of September. These recommendations will outline short-, medium-, and long-term opportunities for improvement. This process reinforces the importance of ongoing staff engagement, and we are actively exploring how this approach can be expanded to other areas where employee input can significantly enhance our operations. We are confident that these efforts will lead to a safer and more transparent environment across CPL.

 

Chicago Public Library 2023 Annual Report

Our 2023 annual report centers around the library's role as an essential partner in the lives of Chicagoans at every stage of life. This year, we’ve shifted the focus from the library itself to our patrons, showcasing how CPL engages, supports, and empowers individuals throughout their personal journeys. The narrative will follow our lead character, Carmen Piper Lane, as she grows and connects with other characters and services, while also highlighting the data that reflects CPL’s broad impact. Scheduled for release in mid-October, just in time for budget discussions, the report will demonstrate the significant role CPL plays in fostering lifelong learning and building community. The full report is available at https://www.flipsnack.com/68AF5699E8C/cpl-2023-annual-report/full-view.html.

 

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:

Impact Reporting 

  • Our 2023 annual report is available at https://empowereverychicagoan.org. In it we recognize what Library Foundation donors have helped make possible across our city.

Celebrations

  • The Associate Board’s August 28 Books & Brews event at Pilot Project Brewing was a huge success! Guests enjoyed a tasting flight of inventive brews, each paired with a literary genre. The sold-out event raised more than $6,300 to support donor-powered Library programs.
  • Honoring the Library Foundation’s Board Chair: This year, the 48th Annual AFP Chicago Philanthropy Awards will honor Susan and Bob Wislow with the Distinguished Philanthropists Award, recognizing their lasting contributions to our city. This year’s luncheon will be held on Friday, October 18, 2024, at the Four Seasons Hotel Chicago. To learn more about the event or to join in celebrating Susan and Bob, please visit the AFP website.

Upcoming Events

  • Support the Associate Board at their October 3 Get Carded: Trivia Night event! Join us for a One Book, One Chicago-themed trivia night at Replay Lincoln Park. Tickets are $40 and raffle tickets are available even if you can’t attend the event.
  • The 2024 Library Foundation Awards will be held in-person on October 30 and the free event broadcast released shortly afterward to be enjoyed by anyone, anywhere. Our announcement video featuring honorees Ann Patchett, Cristina Henríquez, and Chance the Rapper has more than 16,000 views so far and we have gotten great press coverage in the Chicago Tribune and Fox32 News! More information about the event and supporting our Library through tickets or sponsorships is available on our website at https://cplfoundation.org/awards.