WINNETKA-NORTHFIELD PUBLIC LIBRARY DISTRICT MINUTES OF A REGULAR MEETING OF THE BOARD OF TRUSTEES. July 20, 2015

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1 WINNETKA-NORTHFIELD PUBLIC LIBRARY DISTRICT MINUTES OF A REGULAR MEETING OF THE BOARD OF TRUSTEES July 20, 2015 I. CALL TO ORDER The meeting was held at the Winnetka Library, 768 Oak Street, Winnetka, Illinois. President Petersen called the meeting to order at 7:04 p.m. A quorum was present. II. ROLL CALL Present: President Laurie Petersen; Trustees Raheela Gill Anwar, Bill Frazier, Joe McGowan, Lois Neustadt (until 8:00 p.m.); and Library Director Rebecca Wolf. Trustee Brian Johnson arrived at 8:31 p.m. Trustee Keta McCarthy was absent. Present were library employees, Mary Hastings (Public Relations and Marketing Coordinator), and Bobbie Callese (Administrative Services and Human Resources Coordinator). Members of the public: Lucy Bell (NSCDA), Barbara Bennett (Wilmette), Betty Voigt (Glencoe), Cammie Schumacher (Kenilworth), Dick Schumacher (Kenilworth), Robert Leonard (Winnetka), Cary Stone-Greenstein (NSGS/Glenview), Nancy Blake (DAR/Northfield), Phil Hoza (Winnetka), Virginia McTier (Lake Forest), Ron White (Winnetka), Midge Powell (Winnetka), Bill Powell (Winnetka), Sally Veeder (Winnetka), Bernard Hammer (Winnetka), Mary Fields (Northbrook), Barb Nelson (Winnetka), Priscilla Barlow (Winnetka), Nina Johnson (Wilmette), Nancy Robinson (Northfield), Jetta Boschen (Winnetka), Dino Robinson (Evanston), Gwen Trindl (Winnetka), Jeffrey Liss (Winnetka), Bob Sanfilippo (Winnetka), Nancy Mowry (Winnetka), Nancy Schultz (Wadsworth), Tom Van Heule (Wilmette), Suzanne McCullough (Winnetka), Alan Henry (Winnetka Current), Emily Spectre (JWC Media), Albert Tippens, Lloyd Urban (Wilmette), Judith Urban (Wilmette), and Elicia Tippeno (Kenilworth). President Petersen proceeded with agenda item VIII. UNFINISHED BUSINESS Update on Genealogy Space and Donation of Genealogy Materials, allowing Director Wolf to give an update to the Board and those in attendance. Unfinished Business Update on Genealogy Space and Donation of Genealogy Materials Director Wolf provided an update on the movement of the genealogy materials. Director Wolf stated that the core of the collection will be relocated to the first floor of the library, and the rest of the materials will remain in the lower level, where they can be retrieved by library staff. Director Wolf informed the audience that the Evanston Public Library is not interested in the collection, despite prior representation from a library employee stating they might be interested. III. PUBLIC COMMENTS Jeffrey Liss stated he did not have an opinion for or against closing the genealogy room. He believed that previous meeting minutes should have indicated that the Board had an authority to overrule the genealogy room closure but did not exercise it. Mr. Liss also stated he knows the Board is serious about their responsibilities to represent 18,000 people and deal with a finite amount of space.

2 Phil Hoza and Bernard Hammer expressed their objections to the genealogy collection being moved. Robert Leonard accused the Board of age discrimination. Betty Voigt and Cary Stone-Greenstein said they thought the collection should remain intact. Dino Robinson said the collection should be catalogued and put online. Eight other members of the public (including four Winnetka-Northfield residents) said the collection should stay at the Winnetka library. Gwen Trindl, president of the League of Women Voters, Winnetka-Northfield-Kenilworth, read a letter that acknowledged the library s space constraints and urged the library to try to find a local home for the collection. Bob Sanfilippo, former president of the Library Board, said he agreed with Director Wolf s decision to free up space for programs and meetings. He stated he knows it is a tough decision but one must weigh the benefits to a small number of people against the entire population of 18,000 people in the Winnetka and Northfield communities. He requested that those present show respect to the Board, and said that the trustees are dedicated, thoughtful people. IV. VOTE TO APPROVE CONSENT AGENDA Director Wolf announced an error in the minutes of July 1, The correct adjournment of the meeting was 7:47 p.m., not 8:47 p.m. A MOTION was made by Trustee Anwar to approve the minutes of the June 15, 2015 Regular Meeting and the minutes of the July 1, 2015 Study Session, with the noted change, and seconded by Trustee McGowan. The MOTION passed on a voice vote. V. FINANCIAL REPORT Director Wolf noted an error in the fiscal year-to-date June 2015 capital expenses and percentage to budget for the Makerspace Project/Studio. The correct fiscal year-to-date capital expenses for the Makerspace Project/Studio should be $112,222. Trustee McGowan noted that fiscal year-to-date income is slightly over 100%, with expenditures at 99%, but invoices for the fiscal year are still coming in. The May 2015 financials, which were tabled in June, were also presented for approval. A MOTION was made by Trustee Frazier to approve the May 2015 Financial Statements, and seconded by Trustee Neustadt. The MOTION passed on a voice vote. A MOTION was made by Trustee Anwar to approve the June 2015 Financial Statements, and seconded by Trustee Neustadt. The MOTION passed on a voice vote. VI. LIBRARY REPORT BOARD PRESIDENT S REPORT:

3 President Petersen was present on July 3, 2015 when Matt Rutherford (Newberry Library) visited the Winnetka library to view the genealogy collection. On July 4, President Petersen and trustees Frazier and McGowan represented the library by participating in the Fourth of July parade. On July 8, President Petersen made a presentation about the library s genealogy collection to the League of Women Voters of Winnetka, Northfield, and Kenilworth; Betty Voigt presented the viewpoint of the genealogy volunteers. LIBRARY DIRECTOR S REPORT: Director Wolf announced that the library is currently closing the fiscal year and preparing for the annual audit. Director Wolf announced that new DVD shelving and comfortable seating and new tables have been put into place throughout the District. She has received many compliments regarding the refresh from patrons and employees. Director Wolf informed the trustees that Head of Access Services, Kathy Roegge, will be leaving the library in September to move closer to family in central Illinois. Strategic planning staff committees are being formed. Donna Fletcher will be meeting with each committee to brainstorm and discuss ideas. Director Wolf announced that there was a huge turnout for summer reading, with 746 patrons participating. The Studio reported record attendance in June, with 721 people visiting the Studio and over 1,000 projects made. Trustee Neustadt departed at 8:00 p.m. VII. LIAISONS TO OTHER ORGANIZATIONS - REPORTS Director Wolf reported that the Reaching Across Illinois Library Systems (RAILS) Futures Committee is working on an overlay where there would be just one catalog for all libraries in the state. Trustee Johnson had not yet arrived to the meeting. His report for the Village of Winnetka was postponed. Trustee McCarthy was absent. Trustee Neustadt had to depart the meeting early. Her report on the Village of Northfield was given by Director Wolf. Kraft announced that they intend to move out of Northfield in early The Village of Northfield does not yet know the impact their vacancy will create, but sees it as an opportunity. VIII. UNFINISHED BUSINESS Update on Genealogy Space and Donation of Genealogy Materials President Petersen acknowledged and addressed concerns raised by members of the public. President Petersen stated that the accusation of age discrimination is absolutely baseless. President Petersen reminded the audience that while the Board has listened very carefully to all comments and suggestions, a large number of the citizens who have spoken out are not Winnetka or Northfield constituents.

4 President Petersen stated she is concerned about information being twisted and not representative of what is really happening within the library district. President Petersen is aware that opponents of the genealogy department move have been critical of Director Wolf in the way she is moving the library forward. President Petersen reassured the audience that she has received feedback to the contrary and believes Director Wolf is very supported in the community she serves. Director Wolf stated she is in discussions with the Lake County Genealogical Society regarding the genealogy collection but they have concerns about cataloging the collection and whether they will be able to retain the collection for a long period of time. Other organizations and libraries have expressed interest in just a few select volumes, and do not wish to house the entire collection. She said that when Matt Rutherford of the Newberry Library looked at the collection, he confirmed that their library owns copies of all the materials except for the family histories. Director Wolf stated she would like to move genealogy materials out of their current location on July 30, Director Wolf informed the trustees that measurements taken show that the square footage of the room housing genealogy materials is 492 square feet. Repurposing the space will provide muchneeded space in the District by creating a multi-purpose room for meetings, training and programming. Trustee Frazier inquired whether use of the Northfield Annex was an option for storage of genealogy materials. Director Wolf will research this as an option. President Petersen asked genealogy volunteer, Betty Voigt, to clarify how many people visit the genealogy room per year. Ms. Voigt confirmed she stated an estimate at a recent League of Women Voters event of about 600 people, including the volunteers. President Petersen stated that the Studio experiences that number of visits in a month s time. Director Wolf will move the majority of the collection to the main floor of the library while she waits to hear from the organizations that have expressed interest in the collection. Other volumes will be housed in the lower level and be accessible to staff when materials are requested by patrons. President Petersen stated that the Board has heard a lot of public comments and suggestions over the past two months and understands the conflicting needs of keeping the collection intact vs. keeping it on the North Shore. She restated that libraries even larger than Winnetka-Northfield do not have room for it. Director Wolf stated she has investigated institutions within a 20-mile radius of the District. She is still exploring whether it is possible to make the collection a loan, as opposed to a donation. Trustee Anwar stated she feels what has been lost in the conversation is the value of genealogy research vs. the collection being kept here. She suggested that the collection may have not been marketed well in the past. Director Wolf expressed her desire to keep genealogy alive at the library by offering genealogy programming in the coming months. Vote to Authorize Director to Begin Deaccession of Genealogy Collection President Petersen stated Director Wolf has the authority to make the decision to deaccess the genealogy collection but because there have been accusations of violations of the Open Meetings Act (OMA), the Board is just taking this extra step of taking a vote. She clarified that deaccession could involve a long-term loan of materials.

5 A MOTION was made by Trustee Frazier to Authorize Director Wolf to Begin Deaccession of Genealogy Collection, and seconded by Trustee McGowan. ROLL CALL VOTE AYES: NAYS: Trustees Petersen, Johnson, Frazier, McGowan, and Anwar None ABSENT: Trustees McCarthy and Neustadt MOTION CARRIED. Update on Strategic Planning Director Wolf provided the trustees with an overview of the initiatives the strategic planning committee will be concentrating on. Staff will be meeting each Tuesday through August to develop goals and metrics. Ideas will be presented to the Board in the near future. Review Draft of Budget and Appropriation Ordinance for Fiscal Year President Petersen reviewed changes from the previous fiscal year to the Budget and Appropriation Ordinance. Discussion followed. The tentative Budget and Appropriation Ordinance will be published in the local newspaper. IX. NEW BUSINESS Discussion and Vote on Annual Renewal of Commercial Insurance Policy Director Wolf informed the Board that she solicited new commercial insurance quotes. She then reviewed the quote from the proposed new vendor, Cook and Kocher, which provides for a 10% reduction in premiums while still increasing coverage limitations. A MOTION was made by Trustee Anwar to approve Annual Renewal of Commercial Insurance Policy, and seconded by Trustee Johnson. ROLL CALL VOTE AYES: NAYS: Trustees Petersen, Johnson, Frazier, McGowan, and Anwar None ABSENT: Trustees McCarthy and Neustadt MOTION CARRIED. Review Draft of Certified Estimate of Revenue by Source for Fiscal Year Director Wolf presented a draft of the Certified Estimate of Revenue by Source for fiscal year Discussion followed. The Certified Estimate of Revenue by Source for fiscal year will be included in the Consent Agenda for approval in August. Discussion and Vote on Ordinance Adopting Building and Maintenance Tax (.02% special tax) for Fiscal Year

6 Director Wolf presented the Ordinance to Adopt Building and Maintenance Tax (.02% special tax) for fiscal year Discussion followed. The ordinance will be published in the local newspaper. A MOTION was made by Trustee McGowan to approve Ordinance Adopting Building and Maintenance Tax (.02% special tax), and seconded by Trustee Frazier. ROLL CALL VOTE AYES: NAYS: Trustees Petersen, Johnson, Frazier, McGowan, and Anwar None ABSENT: Trustees McCarthy and Neustadt MOTION CARRIED. X. COMMUNICATIONS The Board received its fiscal year Annual Operating Chronology, which is a working document provided as a guide for the trustees. XI. PUBLIC COMMENTS Jeffrey Liss requested clarification on what deaccession is and what the vote authorized regarding the genealogy collection. President Petersen clarified deaccession and further confirmed Director Wolf s authority to make these changes. Several members of the audience made additional comments related to the genealogy collection and voiced their discontent with the Board s decision to close the genealogy room. XII. ADJOURNMENT There being no further business to come before the Board, a MOTION to adjourn was made by Trustee Anwar and seconded by Trustee Johnson. The MOTION passed on a voice vote and President Petersen adjourned the meeting at 9:17 p.m. Respectfully submitted, Bobbie Callese Recording Secretary Laurie Petersen, President William D. Frazier, Secretary