Winnetka-Northfield Public Library District Regular Meeting of The Board Of Trustees

Transcription

1 Winnetka-Northfield Public Library District Regular Meeting of The Board Of Trustees THE MEETING WILL BEGIN AT 7:00 PM AT THE WINNETKA LIBRARY 768 OAK STREET, WINNETKA, IL I. Call to Order AGENDA Monday, October 16, :00 PM II. III. IV. Roll Call Public Comments Vote to Approve Consent Agenda All items listed will be enacted by one vote. There will be no separate discussion on these items unless a Library Board member so requests, in which event, the item will be removed from the Consent Agenda and added to the Agenda for separate consideration. Approval of Minutes of September 18, 2017 Special Meeting* Approval of Minutes of September 18, 2017 Regular Meeting* Approval of Minutes of October 4, 2017 Study Session* V. Financial Report Approve September 2017 Financial Statements* VI. VII. VIII. IX. Library Report Board President s Comments (President Johnson)* Director s Report (Director Wolf)* Liaisons to Other Organizations Reports RAILS Reaching Across Illinois Library System (Director Wolf) Winnetka Village (Trustee Anwar) Winnetka Plan Commission (Trustee McCarthy) Northfield Village (Trustee Neustadt) Unfinished Business Update on Library Renovation Projects* New Business Discussion on Draft of Proposed Fiscal Year Proposed Tax Levy* X. Communications November 1 st Open House for Library Renovation Project November Regular Board Meeting scheduled for November 20, 2017 will be *Attachments October 2017 Regular Meeting 1

2 Winnetka-Northfield Public Library District Regular Meeting of The Board Of Trustees THE MEETING WILL BEGIN AT 7:00 PM AT THE WINNETKA LIBRARY 768 OAK STREET, WINNETKA, IL held at the Northfield Community Room, Northfield Library. Presentation of annual audit by Lauterbach and Amen. District will close at 5 p.m. on Wednesday, November 22. The District will be closed on Thursday, November 23 in observance of the Thanksgiving holiday. XI. XII. Public Comments Adjournment *Attachments October 2017 Regular Meeting 2

3 WINNETKA-NORTHFIELD PUBLIC LIBRARY DISTRICT MINUTES OF A SPECIAL MEETING OF THE BOARD OF TRUSTEES September 18, 2017 I. CALL TO ORDER The meeting was held at the Winnetka Library, 768 Oak Street, Winnetka, Illinois. President Johnson called the meeting to order at 7:01 p.m. A quorum was present. II. ROLL CALL Present: President Brian Johnson; Trustees Kathleen Reichert, Suzie Shoup, Lois Neustadt, Keta McCarthy, and Jean-Paul Ruiz-Funes; and Library Director Rebecca Wolf. Absent: Trustee Raheela Gill Anwar Present were library employees; Katie Cangelosi (Administrative Assistant), Stephanie Girardi (Acquisitions and Technical Services Clerk), Donna Morales (Head of Circulation Services), and Sarah Quish (Head of Communications and Marketing). III. PUBLIC COMMENTS No public comments. IV. PUBLIC HEARING ON PROPOSED BUDGET AND APPROPRIATION ORDINANCE FOR FISCAL YEAR * Director Wolf stated that there was an amendment changing capital outlay to million. Trustee Shoup questioned what was included in the Administrative Services line. Director Wolf stated that it included expenses such as utilities and legal fees and specialty consultant fees. Trustee Reichert questioned why the cash on hand was so high. Director Wolf responded that we keep six to twelve months per our Fund Balance Policy, typically this is due to how tax monies are distributed by the county, twice per year. The District will need enough money on hand to stay open a full 12 months. V. VOTE TO ADOPT BUDGET AND APPROPRIATION ORDINANCE FOR FISCAL YEAR October 2017 Regular Meeting 3

4 A MOTION was made by Trustee Reichert to adopt Ordinance /2, the Annual Budget and Appropriation Ordinance for Fiscal Year , seconded by Trustee McCarthy. ROLL CALL VOTE AYES: NAYS: ABSENT: MOTION CARRIED Trustees Johnson, Reichert, Shoup, Ruiz-Funes, McCarthy, Neustadt None Trustee Anwar VI. ADJOURNMENT There being no further business to come before the Board, President Johnson adjourned the meeting at 7:12 p.m., seconded by Trustee Neustadt. The MOTION passed on a voice vote. Respectfully submitted, Katie Cangelosi Administrative Assistant Brian Johnson, President Suzanne Shoup, Secretary October 2017 Regular Meeting 4

5 WINNETKA-NORTHFIELD PUBLIC LIBRARY DISTRICT MINUTES OF A REGULAR MEETING OF THE BOARD OF TRUSTEES September 18, 2017 I. Call to Order The meeting was held at the Winnetka Library, 768 Oak Street, Winnetka, Illinois. President Johnson called the meeting to order at 7:12 p.m. A quorum was present. II. Roll Call Present: President Brian Johnson, and Trustees Kathleen Reichert, Jean-Paul Ruiz-Funes, Keta McCarthy, Lois Neustadt and Suzie Shoup; and Library Director Rebecca Wolf. Absent: Trustee Raheela Gill Anwar Present were library employees; Katie Cangelosi (Administrative Assistant), Stephanie Girardi (Acquisitions and Technical Services Clerk), Donna Morales (Head of Circulation Services), and Sarah Quish (Head of Communications and Marketing). III. IV. Public Comments No public comments. Vote to Approve Minutes of August 21, 2017 Regular Meeting* Trustee McCarthy stated that where the microfilm reader was approved the minutes incorrectly state it was a vote for the printers and copiers. Director Wolf stated that it was a copy and paste error that will be adjusted. A MOTION was made by Trustee Reichert to approve the Minutes of the August 21, 2017 Regular Board Meeting given the approved changes, and seconded by Trustee Ruiz- Funes. The MOTION passed on a voice vote. V. Financial Report Approve July 2017 Financial Statements* Approve August 2017 Financial Statements* President Johnson questioned what the Village of Winnetka check was for. Director Wolf responded that the check was for health insurance. President Johnson asked which funds the Chubb and Son insurance check came out from. Director Wolf stated that Chubb and Son is an insurance expenditure for the building. October 2017 Regular Meeting 5

6 Trustee Ruiz-Funes questioned the special tax fund expenditure. Director Wolf explained the expenditure and that certain expenditures such as for the audit, insurance, building equipment are taken from specials funds and not from the general library fund. The Board requested to see the all fund type reports in the future. A MOTION was made by Trustee Shoup to approve the July 2017 Financial Statements, and seconded by Trustee Reichert. The MOTION passed on a voice vote. A MOTION was made by President Johnson to approve the August 2017 Financial Statements, and seconded by Trustee Shoup. The MOTION passed on a voice vote. VI. Library Report BOARD PRESIDENT S REPORT: President Johnson thanked Trustee Neustadt for her photos taken of the Eclipse on August 21, The photos were displayed in the Winnetka Library alongside pictures of staff and patrons viewing the eclipse. President Johnson was also pleased to state that One Book Two Villages (OBTV) was very well received and a success for the library. LIBRARY DIRECTOR S REPORT: Director Wolf introduced Sarah Quish, Head of Communications and Marketing. Trustee Ruiz-Funes stated that it would be nice for the Board to see a Marketing Plan at some point in the near future. Director Wolf stated that staff have been meeting with the architects to continue to develop further the renovation projects. Director Wolf is waiting on a concrete date for construction of a brick path and moving of the sculpture at Northfield Library. Director Wolf stated that the staff is still working hard for a smooth migration to our new integrated library system (ILS) - Polaris, the new ILS will be replacing current system in Spring of VII. Liaisons to Other Organizations Reports Director Wolf stated that RAILS has nothing to report. Trustee Anwar was absent and did not report on the Village of Winnetka. Trustee McCarthy presented on the Winnetka Plan Commission. Consideration of Proposed Gutnayer Custom Homes resubdivision of 1236 & 1240 Asbury Avenue has passed with a recommendation to use the village forester. Trustee Neustadt presented on the Village of Northfield. The new Sunset Ridge elementary school opened the previous week. The Village received over $400,000 in October 2017 Regular Meeting 6

7 grants from Cook County to replace sidewalks and apply multitown bike paths. A meeting for the proposed houses on Willow is set for October 2 nd. A stoplight is being put into the intersection of Winnekta and Happ Roads. Cook county raised minimum wage and made changes to sick time, and Northfield Village is looking at how this affects employees. VIII. Unfinished Business Discussion and Vote to Approve the Renovation Project Reading Room Ceiling* President Johnson clarified that the Board is to choose between the white ceiling or the wood ceiling taking into account the cost difference. Trustee Neustadt questioned what the difference between the.07 and.09 soundproofing numbers were. Director Wolf responded that the rating for the white ceiling was a.09 soundproofing and the rating for the wood ceiling is.07, currently ceiling has zero soundproofing. Director Wolf showed the Board samples of the wood ceiling, the white ceiling, the carpet tiles, and color samples for the walls in the Quiet Room. The Board decided that they would like to see more samples of carpet tile. Discussion followed concerning wall color in the Reading Room. The Board decided that they would like to see a different color scheme from the architects. Director Wolf showed the Board a slideshow of images for the different ceiling and lighting options. Trustee McCarthy asked if the District could afford the more expensive ceiling within the budget. Director Wolf stated that the wood ceiling which is about $100,000 more is still within the budget for the renovation project. Trustee Ruiz-Funes questioned the sound absorption quality between the wood and white ceiling. Director Wolf reported that the architects say that the choice should be mostly based on aesthetics due to the nominal difference of.02 sound absorption. Trustee Reichert recalled that the architects explained the difference in soundproofing to be nominal. Director Wolf stated that while we are addressing the sound concerns, if user input points to a need for more sound control, then there is the option to put in a wall between the Lobby and the Adult Reading Room similar to the one installed currently. Director Wolf stated that the closure for abatement of the ceiling will take place through February. A MOTION was made by Trustee Reichert to approve The Renovation Project Reading Room Ceiling, and seconded by Trustee Neustadt. ROLL CALL VOTE AYES: Trustees Johnson, Reichert, McCarthy, Ruiz-Funes, Neustadt and Shoup October 2017 Regular Meeting 7

8 NAYS: ABSENT: MOTION CARRIED None Trustee Anwar Discussion and Vote to Approve RFID Project* President Johnson introduced the options before the Board including self-checks options at Winnetka and Northfield, AMH (three or five bin sorter) at Winnetka, and security gates. The Board discussed the options and agreed to wait on implementation of selfcheck in Northfield until work is complete on a circulation desk update next year, and to wait on security gates until a need for them is proven. Trustee Shoup asked if Director Wolf is confident that the workroom has the space for the AMH (three bin sorter). Director Wolf responded that she is confident there is room for the AMH (three or five bin sorter). President Johnson stated that the addition of an AMH (three bin sorter) will improve the turnaround time, time between a book being returned to being made available to the public again, for high demand items. Trustee Neustadt stated that she has not seen a large turnaround time issue at Northfield and does not see a need for the AMH (three or five bin sorter), nor for RFID. Trustee Ruiz-Funes questioned whether additional bins could later be added to the AMH if we did a three-bin sorter. Director Wolf stated that any number of bins could be added as the District finds a need. The Board decided to approve 8 shielded staff pads, tags, 1 Digital Library Assistant (handheld inventory wand), two self-checks, two in the lobby at Winnetka and one selfcheck in youth at Winnetka, and an AMH (three bin sorter) at Winnetka. A MOTION was made by President Johnson to approve RFID Project in the amount not to exceed $104,000 and seconded by Trustee Reichert. ROLL CALL VOTE AYES: Trustees Johnson, Reichert, McCarthy, Ruiz-Funes, and Shoup NAYS: Trustee Neustadt ABSENT: Trustee Anwar MOTION CARRIED IX. New Business Discussion and Vote on Ordinance Transferring Funds to the Special Reserve Fund* October 2017 Regular Meeting 8

9 President Johnson stated that the Ordinance is to transfer $500,000 to the Special Reserve Fund, and from there most of it will be spent on the upcoming renovation. A MOTION was made by Trustee McCarthy to Approve Ordinance Transferring Funds to the Special Reserve Fund, seconded by Trustee Ruiz-Funes. ROLL CALL VOTE AYES: NAYS: ABSENT: MOTION CARRIED Trustees Johnson, Reichert, McCarthy, Neustadt, Ruiz-Funes, and Shoup None Trustee Anwar X. Communications Director Wolf announced the following: The Historical Society event has been canceled. XI. XII. Public Comments No public comments. Adjournment There being no further business to come before the Board, a MOTION to adjourn was made by Trustee Neustadt and seconded by Trustee Reichert. The MOTION passed on a voice vote and President Johnson adjourned the meeting at 9:07 p.m. Respectfully submitted, Katie Cangelosi Recording Secretary Brian Johnson, President Suzanne Shoup, Secretary October 2017 Regular Meeting 9

10 I. CALL TO ORDER WINNETKA-NORTHFIELD PUBLIC LIBRARY DISTRICT MINUTES OF A STUDY SESSION OF THE BOARD OF TRUSTEES October 04, 2017 The meeting was held at the Winnetka-Northfield Public Library District, 768 Oak Street, Winnetka, Illinois. President Johnson called the meeting to order at 7:07 p.m. A quorum was present. II. ROLL CALL Present: President Brian Johnson; Trustees JP Ruiz-Funes, Keta McCarthy, Lois Neustadt, Suzie Shoup, Raheela Gill Anwar and Kathleen Reichert; and Library Director Rebecca Wolf. Also present were library employees Katie Cangelosi (Administrative Assistant), Donna Morales (Head of Circulation Services) and Sarah Quish (Head of Communications and Marketing.) Dan Pohrte and Tiffany Nash were present from Product Architecture + Design, Steve Hendrickson from Shales McNutt Construction and Greg Mueller from Mueller Building Services. III. PUBLIC COMMENTS No public comments. IV. PRESENTATION OF RENOVATION DESIGN BY PRODUCT ARCHITECTURE Director Wolf introduced the presenters and asked for direction from the Board on any concerns regarding the renovation design. Trustee Anwar asked what public opinion had been given on the renovation design. Director Wolf stated that a survey went out to the public in March regarding the general scope of the project and an Open House was held, further feedback would be solicited after tonight s discussion by the Board. Trustee Anwar stressed the need for public opportunities for comment. On October 15 th there will be design boards present in the library and staff will be taking public opinion on the renovation. Director Wolf stated that the design boards will be left up around the Library and online after October 15 th. Tiffany and Dan from Product Architecture began the presentation of the renovation design. Bids for the project are expected to go out in the middle of October. Trustee Shoup questioned leaving the fireplace in the Lloyd room and asked if it was possible to remove or cover it to create more floor space for programming. Dan stated that the project would cost about $75,000 to remove the fireplace. Trustee Shoup asked if it was possible to block the fireplace rather than remove it completely. Dan stated that he would take another look at that and see how much it would cost. October 2017 Regular Meeting 10

11 The Board looked at various carpet samples. Discussion followed concerning the color of the carpet and whether the carpet should be lighter. The architects stated concerns with going lighter in the carpet as do to high traffic it would should wear and be an issue to keep the carpet looking clean. Tiffany stated that a decision did not need to be made about the color of the carpet until late November/December. Dan explained that the style of the renovation as mid-century modernism. The idea is to make the room look elegant, use clean natural woods, and organic materials. The design will also keep the integrity of original design of the building and relate back to Midwest heritage. President Johnson stated that he sensed the only dissent amongst the Board is the color of the carpet, otherwise the consensus of the Board is that the Renovation Design by Product Architecture can move forward for public opinion and out to bid. V. PRESENTATION BY KELLY ZABINSKI OF ZABINSKI CONSULTING SERVICES, INC. REGARDING DISTRICT FINANCIALS AND LEVY PROCESS Kelly Zabinski of Zabinski Consulting Services presented to the board the overall picture of the District s financial state and discussed our current fund situation. Kelly explained the state of our Special Reserve Funds how they are created and maintained. Kelly suggested a fund based budget for the Board. Kelly explained that the Board will still see the annual audit in an accrual format if they decide to go with fund based. Trustee Anwar questioned whether the Board can see a pro rata amount in the monthly budgets. Discussion followed regarding the type of monthly budget the Board would like to see with agreement to see a cash based report at the next meeting. Discussion followed concerning different options for levy amounts. Director Wolf stated that she will create scenarios based for discussion at the next Board Meeting. VI. PUBLIC COMMENTS No public comment VII. ADJOURNMENT There being no further business to come before the Board, a MOTION to adjourn was made by Trustee McCarthy and seconded by Trustee Neustadt. The MOTION passed on a voice vote and President Johnson adjourned the meeting at 9:26 p.m. Respectfully submitted, Katie Cangelosi Recording Secretary Brian Johnson, President Suzanne Shoup, Secretary October 2017 Regular Meeting 11

12 Income September % Actual Budget over Budget Property Taxes Collections 0.00 % of Budget GF -Property Taxes 1,654, ,636, ,982, % Total Property Taxes Collections $ 1,654, $ 3,636, $ 1,982, % Interest 30, , % Checking Interest Income Checking Interest Income-GF Total Checking Interest Income $ $ 0.00 $ FT Money Market-Interest FT Investment Interest Income 15, , Total Interest $ 15, $ 30, $ 14, % Replacement Tax 6, , , % Per Capita Grant Per Capita Grant-WNK 13, , % Per Capita Grant-KNK % Total Per Capita Grant $ 0.00 $ 14, $ 14, % Kenilworth Services 90, , % Fines 40, , % Fines - Winnetka 6, , Fines - Northfield 1, , Total Fines $ 8, $ 40, $ 31, % Studio Fees , , % Lost/Damaged Materials 5, , % Lost/Damaged Mat.-Winnetka Lost/Damaged Mat.-Northfield Total Lost/Damaged Materials $ $ 5, $ 4, % Copy/Printing 9, , % Copy/Printing - Winnetka 2, , Copy/Printing - Northfield Total Copy/Printing $ 2, $ 9, $ 6, % Book Sales 2, , % Book Sales - Winnetka Total Book Sales $ $ 2, $ 1, % Miscellaneous Revenue -9, , Contributions Gift Fund (over $100) , , % Gift Fund (under $100) Friends Donations 30, , % Total Contributions $ $ 32, $ 32, % Total Income $ 1,680, $ 3,888, $ 2,208, % Gross Profit $ 1,680, $ 3,888, $ 2,208, % Expenses Winnetka-Northfield Public Library District Library Fund - Cash July June Fund 10 General Expenses IT Services CCS Operating 17, , , % OCLC , , % Software 1, , , % LAN Management 14, , , % Hardware , , % Total October 2017 Regular Meeting 12

13 Winnetka-Northfield Public Library District Library Fund - Cash July June 2018 September % Technology/Website 2, , % Tablets/Portable Devices Total IT Services $ 35, $ 171, $ 135, % Administrative Services Library Supplies 8, , , % Office Supplies 2, , , % Breakroom Supplies , , % Postage 1, , , % Hospitality 6, , % Accounting and Bookkeeping 4, , , % Legal Notices , , % Delivery Service 1, , , % Payroll Services 2, , , % Utilities Electricity Electricity - Winnetka 15, , , % Electricity - Northfield 2, , Total Electricity $ 18, $ 45, $ 26, % Water Water - Winnetka 1, , , % Water - Northfield Total Water $ 1, $ 4, $ 3, % Storm Sewer 1, , % Storm Sewer - Winnetka Total Storm Sewer $ $ 1, $ 1, % Natural Gas 11, , % Natural Gas - Winnetka Natural Gas - Northfield Total Natural Gas $ 1, $ 11, $ 9, % Telephone 8, , % Telephone - Winnetka 2, , Total Telephone $ 2, $ 8, $ 5, % Internet Services 5, , , % Total Utilities $ 29, $ 87, $ 57, % Public Relations PR E-Marketing 1, , % PR Promotional 6, , % PR Source 4, , , % PR Supplies 1, , , % PR Advertising , , % Total Public Relations $ 5, $ 44, $ 38, % Board Expenses 1, , % Memberships 1, , , % Staff Meetings , , % Staff Recognition Director's Expenses 1, , % Legal 2, , , % Architects 53, , Building Appraisal % Other Consultations 15, , , % Investment Fees 1, , % October 2017 Regular Meeting 13

14 Winnetka-Northfield Public Library District Library Fund - Cash July June 2018 September % Total Administrative Services $ 129, $ 308, $ 178, % Personnel Salaries 420, ,817, ,396, % Health Insurance 29, , , % Flu Vaccination % Employee Asst. Program 1, , % Conferences , , % Flexible Spending Account , , % Total Personnel $ 451, $ 1,992, $ 1,540, % Programming-District Initiative Summer Reading 1, , , % OBTV 5, , , % Programming - Youth 5, , , % Programming - Adult 4, , , % Programming - Studio , , % Studio General Supplies , , % Total Programming-District Initiative $ 18, $ 72, $ 53, % Adult Services - Winnetka Books-Fiction 13, , , % Books-Non-Fiction 12, , , % Periodicals 14, , , % DVDs 13, , , % Audio Books 11, , , % Books-Digital 70, , , % Online Database 88, , , % Program Supplies Program Performers Fees 0.00 Total Adult Services - Winnetka $ 224, $ 436, $ 211, % Youth/Children's Svcs.-Winnetka Books-Fiction 2, , , % Books-Non-Fiction, Easy, & JH E Books-Easy 2, , , % J Books-Jr. High 1, , , % N Books-Non Fiction 1, , , % Total Books-Non-Fiction, Easy, & JH $ 6, $ 30, $ 23, % DVDs 2, , , % Audio Books 2, , , % Music % Program Supplies Program Performers Fee 0.00 Total Youth/Children's Svcs.-Winnetka $ 13, $ 55, $ 42, % Adult Services - Northfield Books-Fiction-Adult 6, , , % Books-Non-Fiction-Adult 2, , , % Periodicals 1, , , % DVDs-Adult 4, , , % Audio Books-Adult 3, , , % Program Supplies Program Performers Fees 0.00 Total Adult Services - Northfield $ 19, $ 65, $ 45, % Youth/Children's Sv.-Northfield 0.00 October 2017 Regular Meeting 14

15 Winnetka-Northfield Public Library District Library Fund - Cash July June 2018 September % Books-Fiction-Juv 2, , , % Books-Non-Fiction, Easy, & JH E Books-Easy , , % J Books-Jr. High 1, , , % N Books-Non Fiction 1, , , % Total Books-Non-Fiction, Easy, & JH $ 3, $ 14, $ 10, % DVDs-Juv 1, , , % Audio Books-Juv 1, , , % Music - Juv % Program Supplies Program Performers Fees 0.00 Total Youth/Children's Sv.-Northfield $ 8, $ 30, $ 21, % Capital Outlay Building 155, , % Equipment/Furniture 4, ,700, ,695, % Computer Equipment 33, , , % Total Capital Outlay $ 38, $ 1,985, $ 1,946, % Total Fund 10 General Expenses $ 939, $ 5,115, $ 4,176, % Total Expenses $ 939, $ 5,115, $ 4,176, % Net Operating Income $ 740, $ 1,227, $ 1,968, % Net Income $ 740, $ 1,227, $ 1,968, % October 2017 Regular Meeting 15

16 September % October 2017 Regular Meeting 166

17 September % October 2017 Regular Meeting 177

18 September % October 2017 Regular Meeting 188

19 September % October 2017 Regular Meeting 199

20 September % October 2017 Regular Meeting 10 20

21 Winnetka-Northfield Public Library District CHECK DETAIL September 2017 DATE TRANSACTION TYPE NUM NAME MEMO/DESCRIPTION CLR AMOUNT Operating Checking - FT 09/01/2017 Bill Payment (Check) DD GREAT AMERICA FINANCIAL SERVICES R /01/2017 Bill Payment (Check) 2105 Zabinski Consulting Services, Inc, -1, , /01/2017 Bill Payment (Check) 2106 Peregrine, Stime, Newman, Ritzman & Bruck R -2, , /01/2017 Bill Payment (Check) 2107 Anton Mackey R /01/2017 Bill Payment (Check) 2108 Wayne Endre Contracting, Inc. R /01/2017 Bill Payment (Check) 2109 Terrence Lynch R /01/2017 Bill Payment (Check) 2110 AMERICAN LIBRARY ASSOCIATION R /04/2017 Bill Payment (Check) ACH ANTHONY SCOPELLITI LANDSCAPING, INC. R /04/2017 Bill Payment (Check) ACH MICROSOFT R /04/2017 Bill Payment (Check) ACH MANAGEMENT ASSOCIATION R /04/2017 Bill Payment (Check) DD NICOR Voided R /04/2017 Bill Payment (Check) DD NICOR /04/2017 Bill Payment (Check) DD NORTH SHORE GAS R October 2017 Regular Meeting 21 Thursday, October 12, :15 PM GMT-7 1/5

22 DATE TRANSACTION TYPE NUM NAME MEMO/DESCRIPTION CLR AMOUNT 09/04/2017 Bill Payment (Check) ACH NCPERS GROUP LIFE INS. R /04/2017 Bill Payment (Check) DD U.S. Postal Service R /04/2017 Bill Payment (Check) ACH QUILL CORPORATION R /04/2017 Bill Payment (Check) ACH CDW-G R /04/2017 Bill Payment (Check) ACH DEMCO R /04/2017 Bill Payment (Check) ACH IMAGE SYSTEMS & BUSINESS SOLUTIONS R /07/2017 Bill Payment (Check) ACH MIDWEST TAPE Customer # Library Materials R -2, , /07/2017 Bill Payment (Check) ACH BAKER & TAYLOR R -3, , /08/2017 Bill Payment (Check) 2112 Zabinski Consulting Services, Inc, R -1, , /08/2017 Bill Payment (Check) 2113 Apple Inc. R /08/2017 Bill Payment (Check) 2114 Lynn Rymarz R /08/2017 Bill Payment (Check) 2115 Belinda W. Potoma /08/2017 Bill Payment (Check) 2116 Karen Berk Barak /08/2017 Bill Payment (Check) 2117 Cheryl Rich Heisler R /12/2017 Bill Payment (Check) ACH ROTARY CLUB OF WINNETKA-NORTHFIELD R /12/2017 Bill Payment (Check) ACH GALE/CENGAGE LEARNING R October 2017 Regular Meeting 22 Thursday, October 12, :15 PM GMT-7 2/5

23 DATE TRANSACTION TYPE NUM NAME MEMO/DESCRIPTION CLR AMOUNT 09/12/2017 Bill Payment (Check) ACH 3 Points, LLC R -1, , /12/2017 Bill Payment (Check) ACH Warehouse Direct R -1, , /12/2017 Bill Payment (Check) ACH QUILL CORPORATION R /12/2017 Bill Payment (Check) ACH MERCHANTS DELIVERY SERVICE R /12/2017 Bill Payment (Check) ACH FIRST COMMUNICATIONS R /14/2017 Bill Payment (Check) 2118 First Bankcard R -6, , /14/2017 Bill Payment (Check) 2119 Frontera -15, , /14/2017 Bill Payment (Check) 2120 MELISSA MORGAN. R /15/2017 Bill Payment (Check) ACH Infogroup R -2, , /15/2017 Bill Payment (Check) DD VILLAGE OF WINNETKA R -3, , /15/2017 Bill Payment (Check) ACH BAKER & TAYLOR R -3, , /15/2017 Bill Payment (Check) ACH MIDWEST TAPE Customer # Library Materials R -3, , /15/2017 Bill Payment (Check) 2122 Anton Mackey /15/2017 Bill Payment (Check) 2123 MUELLER BUILDING SERVICES INC. -8, , /15/2017 Bill Payment (Check) 2124 Lynn Rymarz R /15/2017 Bill Payment (Check) 2125 Frances Vail October 2017 Regular Meeting 23 Thursday, October 12, :15 PM GMT-7 3/5

24 DATE TRANSACTION TYPE NUM NAME MEMO/DESCRIPTION CLR AMOUNT 09/18/2017 Bill Payment (Check) DD COMCAST /18/2017 Bill Payment (Check) DD CALL ONE R /18/2017 Bill Payment (Check) ACH OVERDRIVE INC. R /18/2017 Bill Payment (Check) ACH HOOPLA (MIDWEST TAPE) R /18/2017 Bill Payment (Check) ACH DIGITAL INSURANCE, INC. R /18/2017 Bill Payment (Check) ACH ALARM DETECTION SYSTEMS, INC. R /22/2017 Bill Payment (Check) ACH VOGUE PRINTERS R -4, , /22/2017 Bill Payment (Check) ACH BAKER & TAYLOR R -3, , /22/2017 Bill Payment (Check) ACH COOPERATIVE COMPUTER SERVICES R -6, , /22/2017 Bill Payment (Check) ACH TODAY'S BUSINESS SOLUTIONS INC. R -2, , /22/2017 Bill Payment (Check) ACH VILLAGE OF NORTHFIELD R -5, , /22/2017 Bill Payment (Check) ACH MANAGEMENT ASSOCIATION R -2, , /22/2017 Bill Payment (Check) ACH MIDWEST TAPE Customer # Library Materials R -1, , /22/2017 Bill Payment (Check) 2111 EBSCO Information Services Voided R -6, , /22/2017 Bill Payment (Check) ACH EBSCO Information Services R -6, , /22/2017 Bill Payment (Check) ACH NATIONWIDE RETIREMENT R -1, October 2017 Regular Meeting 24 Thursday, October 12, :15 PM GMT-7 4/5

25 DATE TRANSACTION TYPE NUM NAME MEMO/DESCRIPTION CLR AMOUNT SOLUTIONS -1, /22/2017 Bill Payment (Check) ACH DocuFree Corporation R -1, , /23/2017 Bill Payment (Check) 2127 Investor's Business Daily /23/2017 Bill Payment (Check) 2128 Catered by Design -1, , /23/2017 Bill Payment (Check) 2129 The Science Alliance /23/2017 Bill Payment (Check) 2130 Nostalgia Entertainment /23/2017 Bill Payment (Check) 2131 Carla M. Thorpe /25/2017 Bill Payment (Check) DD U.S. Postal Service R /27/2017 Bill Payment (Check) ACH FINDAWAY WORLD, LLC R /27/2017 Bill Payment (Check) ACH GALE/CENGAGE LEARNING R /27/2017 Bill Payment (Check) ACH BAKER & TAYLOR /29/2017 Bill Payment (Check) DD COMED R October 2017 Regular Meeting 25 Thursday, October 12, :15 PM GMT-7 5/5

26 Summary of Project Development Patron Feedback The Strategic Plan: All Community Survey April 18, 2015 to May 3, 2015 As part of the strategic planning process, we conducted a survey with over 1250 responses. We heard from our survey respondents who gave our building moderate to low ratings for the building such as: Interior Lighting Quiet Reading Areas Study Space Meeting Room Library Parking The survey input, along with extensive staff discussion, distilled our strategic plan. Our guiding principle in developing building plans comes from our statement in the plan of core values. The core values define the culture and character of the library, and guide how we work and make decisions. The key core values informing the renovation process have been: Personal service Innovation in all areas including collections, services, spaces, and programs Spaces that are appealing, inviting, and comfortable In our initiative to enhance the customer experience, we wanted to develop spaces that patrons associated with comfortable, refined our ability to provide better all-encompassing services, and allowed for materials to be merchandised and showcased to our patrons. March 1, 2017: Community Input on Website The project designs and survey went live the first week of March we also sent out an blast to patrons. The website showcased early renderings of the proposed plans and had links to survey as well as a comment form. March 5, 2017: Community Input via Open House & on Website We had an open house and displayed the renderings. Staff were available to answer questions, receive input and direct patrons to take the survey regarding study spaces and self-checkout. An Open House was held on March 5, 2017 in Winnetka Library Lobby, door count 326. We had 24 people take the survey at the desk and an additional 14 via the website. Website banner and homepage displayed renderings (with comments form) up until May 8, The homepage was viewed 24,000 times. The project page was viewed 532 times, 75% in the first 18 days. We had 20 comments from the page. October 2017 Regular Meeting 26

27 Summary of Project Development We had over 1,045 responses to the survey. These helped to identify the need for additional group meeting rooms and desire for a self-service checkout option (the survey results were on the agenda at March and April 2017 meeting). October 9, 2017: Community Input on Website The second part of community input was input on the final renderings. The website was updated with renderings, and an blast was sent on the 10 th. Teasers were also posted on Twitter, Facebook & Instagram directing traffic to the website. Signage was placed at the circulation desk, notifying patrons of the Open House events to provide feedback on the proposed plans. October 15, 2017: Community Input via Open House In combination with Studio Fest we will be holding an Open House to showcase the renderings and solicit feedback and input from the community. November 1, 2017: Community Input via Open House We will hold an additional Open House hosted by Board Trustees and Director Wolf. Staff: From our very first committee meeting for the creation of The Studio, staff are integral to our process. The dreaming for each area began in 2013 when the board first discussed the possible refreshes of the public desk spaces and continues with our current project. August 2016: First Staff Meetings to discuss upcoming remodel in Circulation. September 8, 2016: All Staff Meeting Discussed the proposed idea of the renovation and ask staff for suggestions and input. Circulation staff met in two groups to brainstorm ideas for the remodel of the Circulation area s back and front of the house. Staff are excited to have the front of the house refreshed to create a more welcoming experience for patrons when they first enter the Winnetka Library. October 2016: RFID Committee Formed The RFID Committee was formed. This committee consisting of staff from all departments, visited several area libraries looking for best practices in RFID implementation to determine if RFID technology was right for our District. November 10, 2016: All Staff Meeting Discussed renovation plans with staff including the concept of the combined desk and the philosophy behind it. Also talked about the grand experiment to see what feedback we would receive from opening the reading room doors. February 22, 2017 Director Wolf held two sessions open to all staff in the Community Room. October 2017 Regular Meeting 27

28 Summary of Project Development This was an opportunity for staff to learn about the potential plans, see the proposed renderings, get acquainted with the feedback survey for patrons, and provide feedback and input. In conjunction with the meetings, all drawings were posted on the staff intranet. April 28, 2017: All Staff Meeting Discussed the results of the patron survey and the project ideals moving forward. Asked staff to continue to send questions to Director Wolf. May 17, 2017: All Staff Meeting Tiffany Nash and Dan Pohrte from Product Architecture + Design presented the renderings the renderings to the staff, soliciting ideas and feedback. All updated drawings were posted on the staff intranet. July 31, 2017: Updated renderings posted to the staff intranet, including the Northfield Toilet Rooms. August 24, 2017: All Staff Meeting The staff discussed the upcoming renovation and the possibility of further asbestos abatement, which would mean closures. Also discussed was the overall expected timeline of the project. The staff also discussed workspace concerns and the possibility of gender neutral bathrooms. Ceiling renderings were posted on the intranet. September 21, 2017: All Staff Meeting The staff discussed the exciting projects ahead and asked for clarification regarding the timeline and when final drawings would be available. September 21 and 28, 2017: Architect Meetings with Staff Discussed the finishes and looked at designs for presentation to the Board on October 4, October 6, 2017: Staff Intranet The renderings were uploaded to the staff intranet and materials were laid out in the staff workroom. Board: August 2016: Informational regarding project thoughts September 7, 2016: Study Session Discussion of Scope including lighting and ceiling in Lloyd room and lobby, quiet reading room refresh September 19, 2016: Regular Meeting Board Discussion on Winnetka-Northfield Public Library District Proposed Capital Projects for Fiscal Year , which include the Winnetka Library entrance, Winnetka circulation and administration work room, the quiet room, the additional exploration of abatement and landscape. We also voted to engage Product Architecture + Design to design a new main floor with a smaller circulation desk, new materials display, self-checkout stations, open holds and potential access to a October 2017 Regular Meeting 28

29 Summary of Project Development sorter. The scope was $250,000. Outside of the initial budget, they were asked to provide general description and pricing for a new ceiling and lighting in the Lloyd room and lobby. January 16, 2017: Regular Meeting The Board discussed the outlined Recommendation for Approval of the Proposed Budget and Next Design Phase Main Level Winnetka Library Projects. How feedback on the proposed project including study rooms and self-checkout should be obtained from the community. February 1, 2017: Study Session Tiffany Nash and Dan Pohrte from Product Architecture + Design presented the proposed renderings to the Board. The Board discussed issues pertaining to sound as well as gathering staff and community input. It was decided that a plan for feedback from the community would be discussed at the next meeting. February 15, 2017: Winnetka Landscape Planning Meeting Meeting with Lakota Group to discuss landscape options and opportunities at the Winnetka Library, the committee was composed of staff, trustees and community members. This meeting and the subsequent March 14, 2017 meeting would influence the decision to include the windows in the renovation project. February 20, 2017: Regular Meeting The Board discussed the patron survey and when the survey would be available for patrons. The survey went live the first week of March, with the website having early renderings of the proposed plans. On March 5, 2017 we had held an Open House with renderings. Staff were available to answer questions, receive input and direct patrons to take the survey regarding study spaces and self-checkout. March 20, 2017: Regular Meeting The Board discussed a plan for Lakota Group regarding the landscape of the Green Bay Road side of the building. Also, preliminary survey results were discussed. April 17, 2017: Regular Meeting The Board discussed the community feedback from the survey, we had 1,045 responses. The Board tabled the vote to proceed with design to have further discussion at the May Study Session. May 3, 2017: Study Session The Board discussed the proposed renovation project and the proposed RFID implementation project. The RFID staff committee was present. May 15, 2017: Regular Meeting The Board discussed and voted to approve on the proposed renovation projects for the Winnetka main floor and for the Northfield toilet rooms. June 19, 2017: Regular Meeting October 2017 Regular Meeting 29

30 Summary of Project Development Discussion of plans and staff input process. Board request for pricing related to high ceiling in the Winnetka adult reading room. July 17, 2017: Regular Meeting Presentation by Product Architecture + Design of proposed renderings and project additions. The Board voted to include toilet rooms at Winnetka, a fire alarm, circulation work room ceiling and lighting, new door into staff workroom, and mezzanine carpet. The Board tabled the discussion on the replacement ceiling for further discussion. August 17, 2017: Regular Meeting The Board discussed the renovation project and the addition of the abatement and replacement of the ceiling in the reading room. The Board set the vote on the project for the September 2017 meeting. September 18, 2017: Regular Meeting The Board discussed and voted to approve the abatement and replacement of the ceiling in the adult reading room in Winnetka with a wood ceiling and LED lighting. October 4, 2017: Study Session The Board reviewed the final concept renderings for the design. The Board reviewed materials and gave the okay to have these renderings be presented to the public as the representation of our project to solicit feedback from the community. October 2017 Regular Meeting 30

31 Library Director s Report and Staff Activities for the October 10, 2017 Board Meeting Administration Onsite Audit work is complete. The draft audit has been issued and is under review. The final audit report is expected to be delivered to the Board at the November Board Meeting. Personnel We welcomed two new library pages to the District, Jessie Bond and Jon Ferber will be working at the Winnetka Library. Building and Grounds We continued to meet with the architects, construction manager, and engineers to discuss the renovation projects. Final renderings were presented at the October 4 th Study Session. The next art of community feedback begins with input on the final renderings. The website was updated with renderings, and an blast was sent on the 10 th. Teasers were also posted on Twitter, Facebook & Instagram directing traffic to the website. Signage was placed at the circulation desk, notifying patrons of the Open House events to provide feedback on the proposed plans. Director Wolf attended the meeting for the Steering Committee for the Happ Road Study, the last meeting was held back in March. The Project Study Team for the Village of Northfield has further developed the engineering aspects of the various improvement alternatives, coordinating them with the Cook County Department of Transportation and Highways (CCDTH). The Public Meeting is scheduled for November 9th from 4:00-7:00 pm at Clarkson Park. The Village of Northfield has moved the statue The Reader to face Happ Road. Working with the Village we also have installed a brick path form the library to the community room. Polaris Migration: CCS made the training database available to all libraries this month. Naomi Wolfson attended the first of the train-the-trainer sessions in Arlington Heights on the topic of cataloging. The training team met this month as well, to go over the expectations of the training team. The team consists of: Diana Brown, Naomi Wolfson, Stephanie Girardi, Kate Grabon, Kristin Carlson, Sheila Cody, Jessica Thomson, Allison Phillips, and Emily Compton-Dzak. Collection Development Improvements: The Adult Services print reference collection at the Winnetka location will decrease in size in conjunction with an increase in electronic reference titles purchased through the Gale Virtual Reference Library platform. The library will retain a reduced print reference collection, including materials not available through electronic means, such as local history volumes; print materials used by the reference staff; and print titles requested by patrons with some regularity. Much of the library s print reference collection is out-of-date and unused by staff or patrons, which created an opportunity to build a current and more widely accessible electronic reference collection. Illinois state standards of library reference service acknowledge the value of electronic reference materials to librarians as well as library patrons, who can access them both at the library and from the comfort of their homes and offices. A thoughtful reduction of print reference also creates space to shift several collections to more visible areas, including the genealogy, teen, documentary DVD, and Blu-ray collections. Circulation Services Statistics October 2017 Regular Meeting 31

32 Library Director s Report and Staff Activities for the October 10, 2017 Board Meeting Total circulation for the month of September FY 2017/2018 was 37,075 compared to 35,304 for the same month last year. This represents a net change of 5.02 % Winnetka Library's circulation for the month of September FY 2017/2018 was 23,990 compared to 21,319 for the same month last year. This represents a net change of % Northfield Library's circulation for the month of September FY 2017/2018 was 10,125 compared to 11,002 for the same month last year. This represents a net change of %. Virtual Branch circulation for the month of September FY 2017/2018 was 2,960 compared to 2,983 for the same month last year. This represents a net change of % Cumulative circulation through September FY 2017/2018 is 115,937 compared to 116,102 for the previous fiscal year to date. This represents a net change of %. Books Audio Video Grand Total Initial Totals 83,134 6,073 11, ,086 September - Adds 1, ,584 September - W/D 2, ,606 September End Total 81,950 5,694 11,420 99,064 Technology Computer Usage There were 1,122 MyPC sessions on computers at the Winnetka location, with 43% of those on laptops. There were 662 MyPC sessions on computers at the Northfield Branch, with 5% of those on laptops. Winnetka had 16,407 hotspot sessions from 1,769 distinct devices. The average session time was 36 minutes. These sessions used a total of about 339 GB of downstream bandwidth and about 167 GB of upstream bandwidth. Northfield had 7,902 hotspot sessions from 957 distinct devices. The average session time was 31 minutes. These sessions used a total of about 197 GB of downstream bandwidth and about 31 GB of upstream bandwidth. Website: Most Visited Pages Home Page Movies Digital Library Hours and Locations Databases and Research Digital Library eaudiobooks October 2017 Regular Meeting 32