Board of Directors Meeting Minutes – September 18, 2019

Attention: This post is over 2 years old and the information may be out of date.Attention: This post is over 2 years old and the information may be out of date.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

September 18, 2019, 9:00 a.m.

Independence Branch

4022 N. Elston Avenue

  1. Welcome to the Independence Branch (info only)
  2. Approval of minutes for the June 6, 2019 meeting (action required)
  3. Schedule of Requisitions, Contracts and Licenses (info only)
  4. Upcoming Budget Timeline (info only)
  5. CPL Capital Projects and Facilities Report (info only)
  6. CPL 2020-2023 Strategy Update (info only)
  7. Commissioner’s Report (info only)
    • Program Updates: Children Services & Family Engagement, Teen Services and Adult Services Departments
    • Library Operations & Public Experience (LOPE)
    • New Senior Staff Member: Vignesh Krishnamurthy, Chief Operations Analyst
    • Retirements
    • Sunday Hours
  8. Policy Change Recommendations: Circulation (action required)
  9. Other Business
  10. Public Comment

Next Board meeting:

November 19, 2019, 9:00 a.m.

West Loop Branch

122 N. Aberdeen Street

 

OPEN SESSION MINUTES

Physically Present: Linda Johnson Rice, Christopher Valenti, Jodi Block, Barbara Bowman, Alexi Giannoulias, Ivy Walker, Dominique Jordan Turner

Present by Means of Video or Audio Conference: None

Absent: Lynn Lockwood, Patricia Gaytan Perez

Welcome to the Independence Branch (info only)

Rory Brown, branch manager, welcomed the Board to the Independence Branch. The branch was established in 1888 but relocated earlier this year to its current location serving the Irving Park and Independence Park neighborhoods. Independence is also part of the partnership between Chicago Public Library and the Chicago Housing Authority to co-locate housing with library services. The branch houses a dedicated space for children to explore and develop new skills, a YOUmedia space for teens with opportunities to borrow laptops, play video games and learn digital skills, computer assistance and more.

Approval of minutes for the June 6, 2019 meeting (action required)

The Board voted (7-0) to approve the minutes for the June 6, 2019 meeting.

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 – September 3, 2019) a total of 4597 invoices were paid totaling $3,353,626.66 to various vendors.

Upcoming Budget Timeline

Deputy Commissioner Roberson went over CPL’s upcoming budget timeline. The proposed 2020 budget for programs offered through the Chicago Public Library Foundation was prepared and submitted for review in August. At this time, no feedback has been provided on whether the request submitted has been approved. CPL’s city budget will be introduced to city council on October 23rd with departmental budget hearings scheduled October 28 through November 5; date for CPL’s budget hearing is TBD. The goal is for the budget to be passed prior to Thanksgiving. In the meantime, budget town hall meetings have been calendared during the month of September for community input.

CPL Capital Projects and Facilities Report (info only)

Karl Guider, Assistant Commissioner for Facility Planning and Building Operations, highlighted CPL’s capital projects.

Jefferson Park – Design by 2FM and CPL; project managed by 2FM with Paschen as general contractor. Scope included refresh and possible reconfiguration of public areas, upgraded circulation desk, installation of additional power and data, paint and flooring. Construction is complete and the branch is expected to open October 28th.

Douglass – Design by 2FM and CPL; project managed by 2FM with Leopardo as general contractor. Scope included exterior masonry repairs and new energy efficient roof; build-outs of an Early Learning Play Space and teen area; new flooring and paint throughout; new Circulation Desk and installation of additional power and data; upgrades to community room and staff work areas. Construction is complete and the branch is expected to open November 10th. Branch hours have been revised and branch will be open 68 hours per week along with the Austin and Richard M. Daley braches.

South Shore – Design by 2FM and CPL; project managed by 2FM with Paschen as general contractor. Scope includes full renovation with addition of early learning and teen spaces; envelope repairs incorporating roof, windows and doors, repairs to elevator, interior doors, replacement of interior stair case, upgraded circulation desk, new lighting, flooring and paint throughout. Construction is currently 55% complete, substantial completion expected by early October with projected opening in December.

Altgeld – Design by Koo & Associates; project managed by CHA. Scope includes buildout of a combined CPL library branch with an early childhood center. Construction is currently 30% complete with substantial completion expected by end of December. Branch is projected to open in Quarter 1 2020.

Merlo – Design by Ross Barney Architects; project managed by the Public Building Commission. Scope includes full gut renovation with addition of Early Learning and Teen spaces. Construction is currently 20% complete with substantial completion and branch opening expected by end of Quarter 1 2020.

Legler Regional Library – Design by RATIO Architects; project managed by Public Building Commission. Scope includes re-establishment of Legler branch to regional library status; Phase 1 entails the build out of a Computer Lab on the second floor, basement level community room, and upgrades to power and data, build-out of a computer lab, relocation of the community room and other upgrades. Permit drawings are currently at 60%. Branch will close to the public to start project on September 28th and is expected to close for 1 year during renovations.

Obama Presidential Center Branch – Design by Tod Williams Billie Tsien Architects; project managed by OPC. Proposed scope includes 5,000 sq. ft branch library on the Obama Presidential Center campus. Project is still in design development. OPC and CPL staff have verified the floor plan and programming requirements. Project expected to be complete by 2022.

2FM’s CARE Program – Select CPL locations have been undergoing 2FM’s CARE program “Clean and Repair Everything” which provides in-depth seasonal and deferred maintenance, carpet replacement or cleaning, paint and a general refresh of the facility on the part of CPL and 2FM staff. Projects have required branches to be closed short term for 3 to 4 weeks. Branches expected to be complete by the end of the year include: Coleman, Portage-Cragin, Chicago Lawn, Clearing and Walker.

CPL 2020-2023 Strategy Update

First Deputy Commissioner Messner provided an update on the development of CPL’s 2020-2023 strategic plan. We are deep into Phase 2 of our strategy work and approaching the final steps as we determine how CPL’s priorities and goals align with those of Mayor Lightfoot and continue to project a bold vision for CPL’s future. Between July-Nov, we will establish key priorities with identified strategies and target outcomes and continue to engage stakeholders across CPL and the Mayor to get insight on impact and future direction. We have currently identified 6 objectives with 22 strategies which will be reviewed by an advisory group that is comprised of thought leaders throughout CPL. By end of year, our final step will be to create a formal document and develop an operational plan that will launch in Quarter 1 2020.

Commissioner’s Report (info only)

Commissioner Telli provided an update on the following:

  • The 2019 Summer Learning Challenge program concluded on Aug 17th. Children and youth were challenged to become Explorers at Play. This year 103,000 children participated in the program and took part in 964,000 STEM activities and 984,000 art/maker activities.
  • The City Wide Library Card Initiative launched this month which allowed fees for replacement cards to be waived for kids. The campaign runs through October 21st.
  • CPL’s 2019 Teen Summer Challenge entitled We Are Chicago also concluded on August 17th. The program celebrated all that teens do in our CPL teen spaces.
  • On Saturday, September 28th, Chicago Public Library’s YOUmedia program will host a milestone 10-year anniversary Teen Block Party outside of the Harold Washington Library Center. The event will include live musical performances, art activities and special guest appearances, and recognize over two dozen YOUmedia Champions.
  • On Tuesday, October 1st, the season officially begins for Chicago Public Library’s One Book, One Chicago program and will continue through February 2020. This year, Chicagoans are exploring “The Sixth Extinction” by Pulitzer Prize winning author Elizabeth Kolbert as well as the larger themes of Climate Change and Climate Action.
  • Upcoming notable events at HWLC include:
    • September 25th, Trailblazer of Physics: The Extraordinary Life of Leon Lederman
    • October 1st, Citizen Artist Forum 2019: First Amendment, Art, Censorship, & Freedom of Speech
    • October 3rd, Chicago Public Library and The Poetry Foundation Celebrate Poetry Day: Ruth Lilly & Dorothy Sargent Rosenberg Poetry Fellows
    • October 16th, The Earliest Child: The Significance of Selam
    • October 17th, Michael Dobbs discusses The Unwanted: America, Aushwitz and a Village Caught in Between
    • October 22nd, Author Tim O'Brien discusses Dad's Maybe Book with Alex Kotlowitz
    • October 29th, November 6th and November 17th, Chicago Latino Music Festival Concerts
  • CPL has formed a new Department of Library Operations and Patron Experience (LOPE) to replace the Public Services Department (Neighborhood Services, Central Library Services and Building Operations).We have increased the number of districts from three to six, and incorporated the regional libraries into the structure of the districts, effective August 1st.
  • August 19th, CPL welcomed Vignesh (Vig) Krishnamurthy as the Chief Operations Analyst in the Technology Content and Innovation Department.
  • CPL congratulates our staff that have recently retired:
    • Anne Keough - Blackstone Branch
    • Beatrice Rohan - Clearing Branch
    • Dorthy Walton - Mabel Manning Branch
    • Gerry Keane - HWLC Corporate and Private Events
    • Gloria Sadler - Mayfair Branch
    • Louise Trask - Wrightwood-Ashburn Branch
    • Lucinda Samuel - Woodson Regional Library
    • Malissa Padgett - Woodson Regional Library
    • Marjory Oliker - HWLC Technology, Content and Innovation
    • Robert Miller - Woodson Regional Library (Harsh)
    • Scott Drawe - Near North Branch
    • Sharon Hardey - Wrightwood-Ashburn Branch
    • Theresa Russell - HWLC Facility Operations
    • William Cliff - HWLC General Information Services
  • Lastly, in Quarter 1, 2020, CPL will begin to phase in Sunday hours at all 81 branches. The City will provide adequate funding to hire up to 140 full and part-time positions in support of opening on Sunday. CPL will incorporate Sunday hours 10-15 branches at a time through 2020.

Policy Change Recommendations: Circulation (action required)

Commissioner Telli presented a recommendation to the Board to revise several of CPL’s circulation policies. As CPL’s mission states, we welcome and support all people in their enjoyment of reading and pursuit of lifelong learning. Working together, we strive to provide equal access to information, ideas and knowledge through books, programs and other resources.

In support of that mission we are committed to minimizing barriers to use to ensure that library collections are available to all. The library is proposing the following policy changes to minimize barriers and increase access to our collections throughout the library system:

  • Fine threshold
    • Current policy: fine threshold is $10, access to materials becomes limited once a patron owes $10 or more
    • Proposed change: Increase fine threshold to $30
  • Number of items borrowed
    • Current policy: Limit on total number of items borrowed is 50; all hold transactions are counted toward the 50 item limit; limit on audiovisual material is 10.
    • Proposed change: Audiovisual materials no longer have a separate borrowing limit; holds will no longer count against the 50 transaction limit
  • DVD and Blu-ray
    • Proposed policy: DVD or Blu-ray material for TV shows and long form documentaries will have a circulation period of three weeks.
  • Automatic renewals
    • Current policy: circulating material may be renewed up to 15 times if no holds are pending. Museum passes and interlibrary loan material cannot be renewed.
    • Proposed change: circulating material will be automatically renewed up to 15 times if no holds are pending. Museum passes and interlibrary loan material cannot be renewed.
  • Lost fees
    • Current policy: materials overdue 180 days are set to LOST status by the circulation system. The replacement cost of the material will be applied to the patron’s account.
    • Proposed change: material will be marked lost after 7 days after the due date, at which time a fee for the replacement cost will be added to the patron’s account. The replacement cost will be automatically removed upon return of the material.
  • Lost items due to catastrophic event
    • Current policy: if a patron loses an item within the loan period in a fire, flood or natural disaster, or by theft, the library will not hold the patron responsible for any replacement cost if the patron provides the library a copy of a detailed fire or police report or proof of natural disaster loss. If no verification is provided, the item is treated as lost or damaged.
    • Proposed change: current policy remains; exceptional situations will need to be reviewed and approved by the manager or person in charge.
  • Market value replacement fees for new item types
    • Proposed policy: when a new circulating material type is added to the library management system, the market value will be set by default as the replacement cost.
  • Replacement fee for card
    • Current policy: patrons are issued a $1 fee for a replacement library card. A request was previously presented to the CPL Board of Directors to annually hold October as Library Card campaign month and waive the fee for a replacement card for students that attend CPS and Chicago Archdiocese schools.
    • Proposed change: allow CPL administration to launch library card campaigns that waive the $1 fee for a replacement library card throughout the year. A report outlining the results will be provided to the CPL Board after each campaign.
  • Payment
    • Current policy: non-sufficient funds fee for bounced checks is $25
    • Proposed change: increase non-sufficient funds fee to $34 to be consistent with City systems.
  • Fines
    • Current policy: all policies that assign a fine to materials returned late including but not limited to books, DVDs, CDs, laptops, hotspots, etc. (interlibrary loan items and museum passes are excluded).
    • Proposed change: no overdue fines for materials except for interlibrary loan items and museum passes.

The Board voted (7-0) to approve all circulation policy recommendations. CPL is now one of the largest library systems in the country to become fine free.

Public Comment

The Board addressed comments from the Galewood-Mont Clare community requesting that the Galewood branch receive additional hours of operation and to also consider a new location for the branch with a possible collaboration with CHA. The Board also addressed comments regarding accommodations for patrons with disabilities, questions regarding branches being open on Sundays, and techniques that can make library buildings more energy efficient.

Next Board Meeting

The next board meeting will be held on Wednesday, November 19, 2019 at 9:00 a.m. at the West Loop Branch located at 122 N. Aberdeen Street.

 

COMMISSIONER'S REPORT

PROGRAM UDATES

Children’s Summer Learning Challenge

The 2019 Summer Learning Challenge concluded on August 17th. The program challenged Chicago children and youth to become Explorers at Play as they investigate sports science, healthy food and play in its many forms through a series of STEAM challenges developed by the Museum of Science and Industry, and artistic connections from the Art Institute of Chicago, puzzles from the David L. Hoyt Educational Foundation, nutrition and exercise content from the Lurie Children’s Hospital and Chicago Department of Public Health.

We are excited to report, this year 103,000 children participated in the program and took part in 964,000 STEM activities and 984,000 art/maker activities.

Library Card Campaign

City Wide Library Card Initiative and that all schools have information. Billed as a back to school tool, the Initiative allows fees for replacement cards to be waived during the campaign. The campaign runs through October 21st and cards will be returned to schools by November 30th.

Teen Summer Learning Challenge

CPL’s 2019 Teen Summer Challenge also concluded on August 17th. The program entitled We Are Chicago, celebrated all that teens do in our CPL teen spaces, including reading, hanging out (having fun, socializing, making friends, etc.), messing around (making and learning new things) and geeking out (diving deeper into topics of interest). Teens responded incredibly positively to the informal structure and gamification of our summer program.

YOUmedia Block Party

On Saturday, September 28th, Chicago Public Library’s YOUmedia program will host a milestone 10-year anniversary Teen Block Party. The celebration will take place outside of the Harold Washington Library Center on Plymouth Court between Van Buren Street and Ida B. Wells Drive from 1-7 pm. YOUmedia teens, alumni, families, and partners are invited to join the daylong festivities. The festivities will include live musical performances, art activities, and special guest appearances. The celebration will also recognize over two dozen YOUmedia Champions—teens, alumni, partners, and staff—who have helped shape the program’s impact over the last ten years.

CPL will release the names of the 10-year anniversary YOUmedia Champions this week in a press release to promote event.

Fall One Book, One Chicago

On Tuesday, October 1st, the season officially begins for Chicago Public Library’s One Book, One Chicago program and will continue through February 2020. This year, Chicagoans are exploring the Pulitzer Prize winning book “The Sixth Extinction” by Elizabeth Kolbert as well as the larger themes of Climate Change and Climate Action.

In The Sixth Extinction, Kolbert draws on the work of many researchers in half a dozen disciplines, accompanying many of them into the field. The sixth extinction is likely to be mankind's most lasting legacy; as Kolbert observes, it compels us to rethink the fundamental question of what it means to be human.

Join us on Monday, October 28th as David Wallace-Wells, writer for The New Yorker and author of New York Times bestseller, “The Uninhabitable Earth”, will be the first main-stage author featured in this season’s Climate Author Series, through CPL’s One Book, One Chicago program.

Cultural Events

Listed below are upcoming notable events being held at the Harold Washington Library Center:

Trailblazer of Physics: The Extraordinary Life of Leon Lederman - Wednesday, September 25 at 6 p.m.

Chicago Public Library joins with Chicago Council on Science and Technology and Fermilab to celebrate the life of the late Leon Lederman. This event will highlight Dr. Lederman’s contributions to science research at Fermilab and beyond, science education, and science outreach.

Citizen Artist Forum 2019: First Amendment, Art, Censorship, & Freedom of Speech

Presented in collaboration with the School of the Art Institute of Chicago (SAIC), the Illinois Library and American Library Associations - Tuesday, October 1st at 6 p.m.

SAIC’s Citizen Artist Forum explores how art intersects with issues of civic concern, realized through an annual panel discussion that is free and open to the public. It invites Chicagoans into dialogue with the SAIC community and diverse panelists to consider the vital and sometimes surprising ways art and design shape our daily lives. This event will be live streamed to the Abraham Lincoln Memorial Library & Museum and SIU Carbondale Law School.

Chicago Public Library and The Poetry Foundation Celebrate Poetry Day: Ruth Lilly & Dorothy Sargent Rosenberg Poetry Fellows - Thursday, October 3 at 6 p.m.

Celebrate Poetry Day and the 30th anniversary of the Ruth Lilly and Dorothy Sargent Rosenberg Fellowship with a reading by a selection of awardees.

The Earliest Child: The Significance of Selam - Wednesday, October 16 at 6 p.m.

The Earliest Child: The Significance of Selam is presented by Chicago Public Library in collaboration with The Chicago Council on Science and Technology/C2ST and The Leakey Foundation.

Join us for a talk with Professor Zeray Alemseged as he presents on how the discovery of an almost complete skeleton of a juvenile early human ancestor has helped scientists answer some of the pressing questions about human evolution.

Michael Dobbs discusses The Unwanted: America, Aushwitz and a Village Caught in Between - Thursday, October 17 at 5:30 p.m.

For the Jewish villagers of Kippenheim, no challenge was as urgent or formidable as escaping Nazi Germany, often by acquiring American visas. In his book, The Unwanted: America, Auschwitz, and a Village Caught in Between, Michael Dobbs painstakingly documents how several members of this small community struggled to find refuge and what obstacles stood in their way.

Presented in collaboration with the United States Holocaust Memorial Museum.

Author Tim O'Brien discusses Dad's Maybe Book with Alex Kotlowitz - Tuesday, October 22 at 6 p.m.

American Writers Museum and Chicago Public Library present best-selling author Tim O’Brien, who shares wisdom from a life in letters, lessons learned in wartime, and the challenges, humor, and rewards of raising two sons. Mr. O’Brien appears in conversation with another acclaimed author, Alex Kotlowitz.

2019 Chicago Latino Music Festival Concerts - Tuesday, October 29 at 6:30 p.m.; Wednesday, November 6 at 6:30 p.m.; and Sunday, November 17 at 2 p.m.

Chicago Public Library is pleased to continue its collaboration with the Chicago Latino Music Festival. Concerts will be presented at the Harold Washington Library Center on October 29, November 6 and 17. Details to be announced at a later date. Concert details to be announced at a later date.

LIBRARY OPERATIONS AND PATRON EXPEREINCE (LOPE)

CPL has created a NEW Department of Library Operations and Patron Experience (LOPE) to replace the Public Services Department (Neighborhood Services, Central Library Services and Building Operations).

In order to better manage services and operations at our 81 locations, we increased the number of districts from three to six, and incorporated the regional libraries into the structure of the districts. We will also add a single administrator, once again, to oversee the Harold Washington Library Center.

Effective August 1st, the structure of LOPE is as follows:

  • Deputy Commissioner of Library Operations and Patron Experience (Maggie Clemons)
  • Assistant Commissioner of Neighborhood Services (NEW upcoming position)
    • District 1 (Greg Rodriguez, District Chief): Roden, Edgebrook, Oriole Park, Jefferson Park, Austin-Irving, Dunning, West Belmont, Galewood, Loga Square, Bucktown-Wicker Park, Portage-Cragin, Independence, Mayfair, Albany Park.
    • District 2 (NEW upcoming position; Dana Revilla will be acting until position is filled): Sulzer, Northtown, Rogers Park, Edgewater, Budlong Woods, Bezazian, Uptown, Lincoln-Belmont, Merlo, Lincoln Park.
    • District 3 (NEW upcoming position; Jason Driver will be acting until position is filled): Legler, North Austin, North Pulaski, Humboldt Park, West Chicago Avenue, Austin, Douglass, RMD, Little Village, Toman, Brighton Park, Garfield Ridge, Archer Heights, Back of the Yards.
    • District 4 (VACANT upcoming position; Maggie Clemons will continue to oversee this district until a new District Chief is hired): Near North, West Town, Wet Loop, Water Works, Little Italy, Lozano, Chinatown, King, Chicago Bee, Daley, McKinley Park, Canaryville, Hall, Blackstone, Manning.
    • District 5 (Brent Lipinski, District Chief): Clearing, West Lawn, Chicago Lawn, Sherman Park, Gage Park, West Englewood, Scottsdale, Wrightwood-Ashburn, Thurgood Marshall, Brainerd, Beverly, West Pullman, Walker, Mount Greenwood.
    • District 6 (NEW upcoming position; Lynda Schoop will be acting until position is filled): Woodson, Kelly, Coleman, Greater Grand Crossing, South Shore, Whitney Young, Avalon, South Chicago, Jeffery Manor, Vodak-East Side, Hegewisch, Altgeld, Pullman.
  • Assistant Commissioner of Central Library Services (NEW upcoming position)
    • General Information Services Division (Shenita Mack, Division Chief)
    • Systemwide & Social Services Division (Michelle Carnes, Division Chief)
    • Subject Area Services Division (Michael Peters, Division Chief)
  • Assistant Commissioner of Facility Planning and Building Operations (Karl Guider)
    • Materials Movement Department (Sean Elliott, Department Head)

NEW SENIOR STAFF

On August 19th, CPL welcomed Vignesh (Vig) Krishnamurthy as the Chief Operations Analyst in the Technology Content and Innovation Department. Vig will be supporting CPL in strengthening our data measurement and impact work.

RETIREMENTS

We would like to recognize our colleagues below on their recent retirements. Congratulations and we wish you all the best!
• Anne Keough, Librarian IV - Blackstone Branch
• Beatrice Rohan, Librarian II - Clearing Branch
• Dorthy Walton, Head Library Clerk - Mabel Manning Branch
• Gerry Keane, Sponsorship Coordinator - HWLC Corporate and Private Events
• Gloria Sadler, Head Library Clerk - Mayfair Branch
• Louise Trask, Library Page - Wrightwood-Ashburn Branch
• Lucinda Samuel, Senior Library Clerk - Woodson Regional Library -
• Malissa Padgett, Library Associate - Woodson Regional Library
• Marjory Oliker, Librarian IV - HWLC Technology, Content and Innovation
• Robert Miller, Librarian IV - Woodson Regional Library (Harsh)
• Scott Drawe, Librarian IV - Near North Branch
• Sharon Hardey, Librarian III - Wrightwood-Ashburn Branch
• Theresa Russell, Senior Library Clerk - HWLC Facility Operations
• William Cliff, Library Clerk - HWLC General Information Services

SUNDAY HOURS

In Quarter 1, 2020 CPL will begin to phase in Sunday Hours at all 81 branches. Currently all regional branches and HWLC are open on Sunday. The implementation of Sunday Hours at all branches will facilitate each branch being open a total of 52 public service hours.