Board of Directors Meeting Minutes – September 25, 2017

Attention: This post is over 2 years old and the information may be out of date.Attention: This post is over 2 years old and the information may be out of date.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 25, 2017, 9:00 a.m.

Harold Washington Library Center

400 S. State Street

Thomas Hughes Children’s Library

  1. Welcome and History of the Thomas Hughes Children’s Library (info only)
  2. Approval of minutes for the June 20, 2017 meeting (action required)
  3. Policy Amendment: Circulation/Fines (action required)
  4. CPL Capital Projects and Facilities Report (info only)
  5. Commissioner’s Report (info only)
    • Special Report: Materials Handling
    • Introduce new CPL senior staff members: Lynda Schoop and Michelle Carnes
    • Municipal ID Program
    • ProjectArt
    • Chicago Innovation Summit
    • Fall OBOC
    • Giant Word Winder Guinness World Record
  6. Chicago Public Library Foundation Report (info only)
  7. Other Business
  8. Public Comment

Next Board meeting:

October 17, 2017, 9:00 a.m.

West Englewood Branch

1745 W. 63rd Street

Open Session Minutes

Physically Present: Christopher Valenti, Lynn Lockwood, Jodi Block, Dominique Jordan Turner, Linda Johnson Rice, Denise Gardner, Barbara Bowman

Present by Means of Video or Audio Conference: None

Absent: Patricia Gaytan Perez

Welcome and History of the Thomas Hughes Children’s Library (info only)

First Deputy Commissioner Andrea Saenz along with staff from the Children Services team provided an overview of the newly remodeled Thomas Hughes Children’s Library that is located on the 2nd floor of the Harold Washington Library Center; the space originally opened in 1990. The children’s library received a makeover in 2017 that was underwritten by a $2.5 million grant from Exelon Corporation through Chicago Public Library Foundation. The new children's space offers learning experiences tailored for specific age groups that include early learners, elementary learners and tweens and features materials, computers, events and more for kids birth through eighth grade. The space’s design was centered around the principles of CREATE (Child Directed, Risk Friendly, Emotionally Attuned, Active, Time Flexible, Exploratory) and combines traditional library service with STEAM (science, technology, engineering, art and math), early literacy and Maker Lab activities.THCL reopened to the public on June 19th simultaneously with the launch of the 2017 Rahm’s Readers Summer learning challenge and more than doubled the number of kids that participated in the SLC on launch day in previous years.  

Approval of the minutes (action required)

The Board voted (7-0) to approve the minutes of the June 20, 2017 meeting.

Policy Amendment: Circulation/Fines (action required)

Michelle Frisque, Chief of Technology, Content and Innovation presented an amendment to the Circulation and Fines policies that will allow CPL the option to circulate items for less than 24 hours. CPL would like to begin offering:

  • in-library use laptop lending - allows adult and teen patrons an opportunity to check out laptops to use in the library for up to 2 hours.
  • in-library use YOUmedia lending – allows teen patrons a chance to check out material such as video games, game consoles, cameras, tablets, instruments, etc. for in-library use only for up to 2 hours. If items are not returned after 2 hours, patrons will be charged $1 per hour (max $10). If the item is lost, the replacement cost is as follows:
    • video games - $50
    • game consoles - $500
    • kits - $500
    • All other materials - market value cost as quoted by the provider

The Board voted (7-0) to approve both in-library use lending programs.

CPL Capital Projects and Facilities Report (info only)

Commissioner Bannon provided a summary of the following major capital projects:

  • Chicago Bee – $2.32 million renovation in conjunction with CHA; design in progress; estimated completion Q2 2018; architect N/A
  • Altgeld – new 10,000 sq ft branch on campus with New Horizons Childcare Center, design development and construction documents in progress; estimated completion Q4 2018; architect Koo Architecture
  • Independence – new 16,000 sq ft branch co-located with housing; design development and construction documents in progress; estimated completion Q4 2018; architect John Ronan Architects
  • Northtown – new 16,000 sq ft branch co-located with housing; design development and construction documents in progress; estimated completion Q4 2018; architect Perkins+Will
  • Roosevelt - new 15,000 sq ft branch co-located with housing; design development and construction documents in progress; estimated completion Q4 2018; architect Skidmore Owings & Merrill
  • Whitney Young – full renovation and expansion of existing 13,000 sq ft branch; branch closed 9/6; groundbreaking and construction in October 2017; estimated completion Q4 2018; architect bKL Architecture/Johnson & Lee

Commissioner’s Report (info only)

Rodney Freeman, Assistant Commissioner of Central Library Services, presented an overview on the materials movement process at CPL. Chicago Public Library moves over 7,000 items (books, cd’s, dvd’s) between its 80 locations on a daily basis. In past years, in order for patrons to receive these items, CPL employees were charged with hand-sorting the materials and separating them by branch location to be delivered to the patron. If an item was returned to a location that was not the item’s home location, it would have to be sent to the main library, sorted and then sent back to its home location before it could be directed to the patron awaiting the hold that in most cases had requested the item to be picked up at another location. This process was extremely time consuming and sometimes left patrons waiting weeks to receive an item.

Recently, CPL streamlined materials movement by: 

  • allowing most items to float, meaning materials could remain at the location they were returned to until another patron placed a hold and then sent directly to that patron without being sent to the main library first for sorting;
  • revising truck routes to make deliveries more efficient; and
  • acquiring an automated materials handling system which resulted in only 10% of materials that needed to be hand-sorted

As a result, travel time between branches has significantly decreased, holds have become available to patrons more quickly and branches have been able to process and re-shelve items faster. While these modifications have definitely improved materials movement, CPL will continue to identify ways to make this process more efficient.

Commissioner Bannon’s key announcements were as follows:

  • Lynda Schoop assumed the role as CPL’s new Director of Woodson Regional Library on July 16th
  • As of July 17th, Michelle Carnes became CPL’s new Library Division Chief of General Information Services (GIS)
  • Chicago Public Library is participating in a project with various city agencies, including CTA, to create a Municipal ID
  • In a partnership with ProjectArt, local contemporary visual artists are teaching free, after-school art classes to youth while developing their own artwork as an “artist in residence” program at CPL
  • On July 12, Chicago Public Library partnered with Chicago Innovation and the Executive Club of Chicago to produce the 2017 Chicago Innovation Summit
  • The selection for the 2017-2018 One Book, One Chicago program was announced on September 15th. The book is entitled “I’ll Take You There: Mavis Staples, the Staple Singers and the Music That Shaped the Civil Rights Era” by Chicago writer Greg Kot
  • Over the summer, CPL’s children’s services team partnered with the David L. Hoyt Education Foundation to set a Guinness World Record of the largest continuously played game of Giant Word Winder  

Chicago Public Library Foundation Report

Rhona Frazin, President and CEO of the Chicago Public Library Foundation reported that the Foundation’s Board passed a resolution approving the Library’s 2018 funding request of $5,515,000 at their September 14th Board meeting. Ms. Frazin also mentioned that recent gifts to the Foundation in support of the Library total nearly $700,000 in restricted revenue and an additional $200,000 in unrestricted funds from various supporters; among them includes Boeing, PNC Bank, Polk Bros. Foundation, CCT, Terra Foundation for American Art, Brinson Foundation, Heller Foundation, Motorola Solutions, Northern Trust, Marshall Field and the Comer Family Foundation. Lastly, on Wednesday October 11th, the 18th annual Carl Sandburg Literary Awards Dinner will be held at the UIC Forum where the Foundation will honor authors Margaret Atwood and Dave Eggers and present the 21st Century Award to Natalie Moore. So far, the Foundation is well on track to meeting last year’s record-breaking revenue total of $1.8 million.

Other Business

None

Public Comment

The Board acknowledged comments from representatives of the Galewood Mt. Clare community regarding a new branch library, extending branch hours and opening the branch on Saturdays. Comments were also received regarding concerns surrounding the 3rd floor computer commons area, housekeeping and addressing disruptive patrons at HWLC and other library locations.

Next Board Meeting

The next board meeting will be held on Tuesday, October 17, 2017 at 9:00 a.m. at the West Englewood branch library located at 1745 W. 63rd Street.

Commissioner’s Report

Guest: Rodney Freeman, Assistant Commissioner of Central Library Services

New CPL Senior Staff Members

  • Lynda Schoop - I am thrilled to announce that Lynda Schoop became the new Director of Woodson Regional Library on July 16th! Lynda was previously branch manager at the South Chicago Branch, where she led programs and services that were reflective of and responsive to the community. Lynda creatively developed partnerships with local community organizations, managed complicated building maintenance and renovation projects, and exhibited a passion and enthusiasm for customer service, personnel development, programming and outreach. Before joining CPL, Lynda served as branch manager at Northwestern College and a reference librarian at Purdue University Northwest as well as at the Chicago Heights Public Library. Lynda holds an undergraduate degree in Spanish, a law degree, and a master’s degree in library science. Lynda is currently working out of the Neighborhood Services Office until staff returns to Woodson.
  • Michelle Carnes - It is also with great pleasure that I announce that on July 17th, Michelle Carnes became our new General Information Services (GIS) Library Division Chief. Michelle has nineteen years of experience in providing reference and research services to people of all walks of life: teens, college students, adults, professors, the curious, the demanding, and more. Michelle joined CPL in 2014 where she provided adult reference and collection development services, particularly in the African-American heritage collections at the Woodson Regional Library. Prior to joining CPL, Michelle worked as library faculty at the Harold Washington College Library. She also taught an interdisciplinary College Success course designed to increase first-year college students’ skills in the areas of writing, critical thinking, researching, and time and money management. Michelle has also worked for the Atlanta-Fulton Public Library System, holding several positions over the years.Michelle holds a Master of Library and Information Science (MLIS) degree from Clark Atlanta University, a Master of Public Administration (MPA) degree from Roosevelt University in Chicago, and a Bachelor of Arts degree, with honors, in Political Science and English from Eastern Illinois University in Charleston, Illinois.

Municipal ID Program

Chicago Public Library is excited to be participating in a project with various city agencies, including CTA, to create a Municipal ID. The Municipal ID card will serve as a three-in-one card: a government issued ID, a Ventra card and a Library card. The Municipal ID will be released in the coming months.

We’ve been working closely with the Office of the City Clerk and Chicago Transit Authority to set up an intergovernmental agreement since April 2016, when the City Council passed an ordinance allowing for the creation of a Municipal ID program for all Chicago residents, regardless of immigration or housing status, criminal record, or gender identification.

As you’re all well aware, our commitment to open and free access is central to all our programs, services and operations, so we’re thrilled to see this initiative become a reality. We will continue to update you the status of the program through emails, the library newsletter, Checking In, and cluster meetings as more details become available.

ProjectArt launches in Chicago!

ProjectArt, an arts education program founded by Adarsh Alfons with 10 children in New York in 2011, has added Chicago to the list of cities transforming public libraries into vital cultural hubs through artist residencies. Local contemporary visual artists are teaching free, after-school art classes to youth while developing their own artwork as an “artist in residence” at the library. This year-long program will take place in 4 branches in the Little Village, West Humboldt Park, Chicago Lawn, and West Ridge communities. ProjectArt kicked off its Chicago residency with a program attended by over 60 children and families at the Little Village Branch on September 14.

Chicago Innovation Summit

On July 12, Chicago Public Library partnered with Chicago Innovation and the Executive Club of Chicago to produce the 2017 Chicago Innovation Summit. The summit brought together forward-thinking leaders in the field of innovation, professionals who utilize innovative technology, and members of the community. This was a fun-filled event that included a conference in the afternoon, a panel discussion for the public in the evening, followed by an emerging technologies expo. Some of the renowned speakers included Wintrust CEO Edward Wehmer, ComEd CEO Anne Pramagiorre, and Howard Tullman from 1871.

Over 500 participants were able to engage and explore the theoretical and practical applications of emerging technology, including technologies available at the Chicago Public Library including 3D printers, programmable Finch Robots and a new technology called Sprout which combines 3D scanning, a projector and a PC. Our emerging technologies expo was a major highlight of the day where participants experienced hands-on interaction with virtual reality, drones, robotics, and other cutting-edge innovations.

One Book, One Chicago 2017-2018

On September 15th, CPL announced the selection for the One Book, One Chicago (OBOC) 2017—2018 program. The book is I’ll Take You There: Mavis Staples, the Staple Singers and the Music That Shaped the Civil Rights Era by Chicago writer Greg Kot.

I’ll Take You There: Mavis Staples, the Staple Singers and the Music That Shaped the Civil Rights Era is the untold story of living legend Mavis Staples—lead singer of the Staple Singers and a major figure in the music that shaped the civil rights era. Critically acclaimed biographer and Chicago Tribune music critic Greg Kot cuts to the heart of Mavis Staples’s music, revealing the intimate stories of her sixty-year career. From her love affair with Bob Dylan, to her creative collaborations with Prince, to her recent revival alongside Wilco’s Jeff Tweedy, this definitive account shows Mavis as you’ve never seen her before. The book is just the beginning!

Giant Word Winder Guinness World Record

As part of the Rahm’s Readers Summer Learning Challenge, Super Explorer’s, the Children’s Services team along with their partner, the David L. Hoyt Education Foundation, set a Guinness World Record this summer with kids and families from around the city.  The record notes the largest continuously played game of Giant Word Winder. 

Chicago Public Library Foundation Report

I’m happy to deliver this update on behalf of the Board and Staff of the Chicago Public Library Foundation.

At its September 14 Board of Directors meeting, the Foundation Board passed a resolution approving the Library’s 2018 funding request of $5,515,000. This approval is based on the implementation of new, more sustainable fiscal policies that cap the annual draw from the investment portfolio to 4.5% of a four-year rolling average of Foundation investments.

The Foundation and the Library will be closely monitoring revenue and expenses throughout the year. In the event that we are unsuccessful in raising the resources need to meet FY18 budgets, we will work Library and City leadership to determine how to achieve a balanced budget while causing minimal disruption to Foundation-funded services at the Library and honoring the Foundation’s more sustainable fiscal policy.

At this point in time, we are projecting that fundraising revenue and budget savings for 2017 program are sufficient to deliver a balanced budget for the year.

Recent gifts to the Foundation total nearly $700,000 in restricted revenue and an additional $200,000 in unrestricted funds.

Among the highlights of this support are:

  • $50,000 from Boeing for Family Science Nights and Peoples Gas $25,000 for ScienceConnections
  • PNC Bank $200,000 for Words to Grow On
  • Polk Bros. Foundation $110,000 for CyberNavigators
  • CCT $100,000 for One Book, One Chicago
  • Terra Foundation for American Art $49,170 for YOUmedia special art projects
  • Brinson Foundation $25,000 for early learning professional development
  • Heller Foundation, $25,000 for Summer Learning Challenge
  • Motorola Solutions, Northern Trust, Marshall Field - $15,000 each for various branch programs
  • Comer Family Foundation $10,000

As you all know, the 18th annual Carl Sandburg Literary Awards Dinner is coming up on October 11 at the UIC Forum. This year we honor esteemed authors Margaret Atwood, whose 1986 novel The Handmaiden’s Tale won five Emmy Awards last week—including Best Dramatic Series—and is back on top of the best-seller charts; and Dave Eggers, a National Book Award Winning native of Lake Forest. The 21st Century Award will be presented to Natalie Moore, award-winning WBEZ reporter and author of a non-fiction look at racial inequity in Chicago entitled South Side.

We also have a stellar list of 70 authors and artists with ties to Chicago who join our guests in conversation at each table. They include three One Book, One Chicago authors—Stuart Dybek, Tom Dyja and Greg Kot—last year’s Sandburg honoree Scott Turow; NPR Anchor Scott Simon; Oprah’s Book Club novelist Elizabeth Berg; and Gone Girl writer Gillian Flynn.

With the leadership of this year’s event co-chairs, Jackie Griesdorn and Graham Grady, we are well on track to meeting, if not exceeding, last year’s record-breaking revenue total of $1.8 million. We thank those of you who are already supporting the dinner and urge those of you who have not yet made a contribution to please join us in support of this single largest source of unrestricted revenue to benefit the Library and Foundation.