THE DUPAGE LIBRARY SYSTEM
MEETING OF THE BOARD
February 17, 2005

1. ROLL CALL OF THE BOARD OF DIRECTORS/RECOGNITION OF GUESTS
   
   The regular meeting of the DLS Board held at the DuPage Library System Center, 127 South First Street, Geneva, Illinois was called to order at 7:01 p.m. Pres. Mikyska asked Sec. Whitehead to call the roll with the following board members present to establish a quorum: Elaine Buch, Karen Hannah, Robert Kepka, Hallé Mikyska, Pattie Piotrowski, Carolyn Roys, Mesfin Tefera, Marguerite L. Treest, Robert Wagner, and Joyce Whitehead. Stephen Fulton was an excused absence.

   DLS staff members attending were: Shirley May Byrnes, Claudia Sheets, Pamela Kramer, Jane Plass, Karen Odean, Denise Zielinski, and Mary Jean McCleary.

2. PUBLIC COMMENT
   
   Treas. Treest thanked Byrnes and the staff for the kind words in the February Director’s Report and for the parking lot sign and balloons awarded to her for her work on the parking lot purchase.
    
3. ADOPTION OF THE AGENDA
   
   Vice Pres. Kepka moved that:
   
   

   THE AGENDA BE ADOPTED.

   Agenda adopted.

   Motion carried unanimously. 

4. APPROVAL OF THE MEETING MINUTES
    
   1. January 20, 2004 Board meeting
      

      Dir. Hannah moved and Treas. Treest seconded that:

      THE JANUARY 20, 2004 BOARD MINUTES BE APPROVED.

      Minutes approved.

      Motion carried unanimously.

5. FINANCIAL REPORT
   
   
   
   1. Confirmation of January Bills
      
      The total for the month of January was $126,845.89. Treas.Treest moved that:
      
      

      THE JANUARY BILLS BE APPROVED FOR PAYMENT

      January bills approved.

      Motion carried unanimously.
      
      The semi-annual financial report was included in the February Board mailing. Sheets pointed out that the Voices of Vision payment was received in January. It was not reflected in the 6-month report since the report ended on December 31.

6. EXECUTIVE DIRECTOR'S REPORT
   

   Scholarship fundraiser: The Scholarship Committee has canceled the special event planned for Thursday, April 7.

   National Legislative Day: If you are planning to attend, please let Mary Jean know tonight.

   National Legislative Day Grants: DLS has received two grant applications.

   Budget hearings: Illinois House Speaker Madigan has set up Summits on State Finances and the Budget throughout the state. There is one being held in Wheaton on February 22 and in Aurora on March 7. It is important that there be library supporters there to talk about state funds and their benefit to libraries. A DLS information sheet is being prepared for attendees to take to the meetings.

   Strategic plan: DLS management team has been working on the Strategic Plan. The latest draft was in the handouts. Byrnes suggested that the DLS Planning Committee meet prior to the March Board meeting to consider the draft and provide direction on how to proceed.

   DLS area & per capita grant application: DLS has received the application information from the Illinois State Library (ISL) for the FY2006 application for the system’s area and per capita grant. It was included in the handouts. The application should be approved at the May 19 Board meeting since it is due June 3. The in person presentations in Springfield will be scheduled during the week of July 11 or July 18.

   Illinois Study press conference: The Illinois School Library Media Association (ISLMA) will be unveiling the results of Powerful Libraries MakePowerful Learners: the Illinois study of the relationship between good school libraries and student achievement, at a press conference to be held February 18 at Glen Crest Middle School in Glen Ellyn. Kramer has been involved with the study throughout the process.

   Illinois Library Advocacy Day: Details of all the related events will appear on the DLS website. DLS is sponsoring a dinner at Maldaner’s on 6 th Street on Tuesday, April 12. Kip Kolkmeier, ILA Legislative Consultant, will give the attendees information they will find useful for Wednesday’s visits with their legislators. Please register for the dinner on the DLS CE calendar.

   There will be a bus going to Springfield on Tuesday afternoon. A block of rooms has been reserved at the Mansion View Inn & Suites. MLS is sponsoring a breakfast with the legislators at the Inn at 835 on Wednesday morning.

   Reader Privacy Petition Drive: TheAmerica Library Association (ALA) is continuing last year’s petition drive to get one million signatures. The petition is on their website at www.ala.org. They plan to present these to Congress later this year.

   Marketing Consultant: In April, 2004, the Board approved a half time Library Services/Marketing Consultant position. The management team recruited for that position but did not fill it. This past fall the team, now made up of Byrnes, Zielinski, Kramer, and Sheets, decided to first develop a marketing plan. They created a Request for Quotation (RFQ) and mailed it out to various consultants in November. In January the team hired Library Communication Strategies, Inc. Peggy Barber and Linda Wallace met with the team on February 8. Their report is due in six months.

   Automation Consultant: Plass put together an RFQ for an automation consultant to assist in the MAGIC migration process. It was reviewed by the MAGIC Software Search Committee and emailed to 12 potential consultants on February 11. Deadline for returning the responses is March 3.
    

7. COMMUNICATION
    
1. Report of the President
   
   Pres. Mikyska thanked Treest, Sheets, and anyone else who worked on bringing the parking lot negotiations to a successful conclusion; it’s been a long process. Pres. Mikyska reported that she, Byrnes, Treest, and Zielinski attended a town meeting held by Sen. Barack Obama at North Central College on February 7.
    
2. Report from the Illinois State Library (ISL) – Michael McCaslin
   
   McCaslin was not able to attend tonight’s meeting but sent a report which was included in the handouts.
    
• Three librarians from DLS were selected to participate in the 2005 Synergy Library Leadership Initiative. They are: Betsy Adamowski, Director of Itasca Community Library, Pamela Leffler, Head of Adult Services at Carol Stream Public Library, and Susan Westgate, Head of Youth Services at Helen Plum Memorial Library.
• The Public Library per capita grants in the amount of $14.2 million have been awarded by Secretary of State/State Librarian Jesse White.
• The third edition of the Trustee Facts File is now accessible on the ISL website.
• LibraryU Project Coordinator Lisa Barnhart will be offering free ½ day workshops entitled, “Web-Based Training and Staff Development: Making the Most Out of LibraryU.” The workshop at DLS is scheduled for March 3.
• New Essential Elements Workshops: ISL personnel will review the basics of resource sharing, showcase the benefits of ILLINET membership, and discuss the responsibilities of each of the 4,000+ ILLINET member libraries. There are two sessions each day. The workshop is to be held at DLS on April 26. Attendance is required for FY06 public and school per capita grant recipients.
   
3. Legislative Report

Byrnes reported that a lot of bills have been introduced. She printed a list of these off CapWiz on the ILA website and included this in the handouts. She reported on the proposed language of the amendment to the Confidentiality Act. The Illinois General Assembly website has further information on all the bills.

4. Correspondence:

The article file was passed around.

8. REPORT OF STANDING COMMITTEES
    
   1. Ad Hoc Committee on Executive Director Performance Review Process
      
      Hannah chaired this committee and reported that they met on January 25.
       
9. UNFINISHED BUSINESS
    
1. Executive Director Performance Review Process
   
   There is a draft in the handouts of an evaluation form which would be given to all Board members in the future. Discussion followed regarding this year’s time line for distributing and tabulating results of the evaluations and the shorter time period for the Executive Director to reach the 2005 goals.
   
   Dir. Wagner moved and Treas. Treest seconded to:
   
   

   ADOPT THE EXECUTIVE DIRECTOR EVALUATION FORM

   Evaluation form adoped

   Motion carried unanimously.
   
   Vice Pres. Kepka moved and Dir. Roys seconded that:

   FUTURE EVALUATIONS BE COMPLETED BY THE SEPTEMBER BOARD MEETING.

   Exec. Dir. evaluations completed by Sept.

   Motion carried unanimously.

2. National Library Legislation Day Grants

   DLS received grant applications from Pam McDermott, Library Media Director at Glen Crest Middle School in Glen Ellyn, and from Alison Chapin, Trustee of the West Chicago Public Library District. There was discussion about #5 in the grant criteria which requires a letter of support from the applicant’s institution.

   Vice Pres. Kepka moved and Dir. Hannah seconded that we:
   
   

   ACCEPT BOTH CANDIDATES FOR THE NATIONAL LIBRARY LEGISLATIVE DAY GRANT AWARDS

   Grants awarded.

   Motion passed with Pres. Mikyska abstaining.
   

10. NEW BUSINESS
     
    1. Potential New Member – ConAgra Foods
       

       Zielinski stated that she visited the library, which has recently moved from Downers Grove in the Metropolitan Library System to Naperville.

       Vice Pres. Kepka moved and Dir. Roys seconded that:

       DLS BOARD ACCEPT THE APPLICATION FROM THE RESEARCH LIBRARY AT CON AGRA FOODS

       ConAgra Foods accepted as new member of DLS

       Motion carried unanimously.

    2. Deletion of Member – National Louis University, Wheaton campus
       
       Kramer reported that National Louis University has closed their Wheaton campus and moved to Lisle, which takes them out of the DLS area.
       
       Vice Pres Kepka moved and Dir. Roys seconded that:
       
       

       DLS APPROVE THE REMOVAL FROM ITS MEMBERSHIP OF NATIONAL LOUIS UNIVERSITY, WHEATON CAMPUS

       Nat’l Louis Univ. removed from DLS members

       Motion carried unanimously.
        

    Pres. Mikyska declared the meeting adjourned at 8:17 p.m.

Respectfully submitted.

_______________________________
Joyce Whitehead, Secretary

____Minutes approved as printed

____Minutes approved as amended

_______________________________

Hallé Mikyska, President