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July 8, 2015
Minutes of the regular meeting of the Board of Trustees of the Skokie Public Library held
in the Skokie Public Library Board Room, Wednesday, July 8, 2015.
CALL TO ORDER
Mark Prosperi, President, called the meeting to order at 7:31 p.m.
Members present: Mark Prosperi, President; Diana Hunter, Vice President/President
Emerita; Karen Parrilli, Secretary; Susan Greer; Eugene F. Griffin; Jonathan H. Maks,
MD; Zelda Rich; and Carolyn A. Anthony, Director.
Staff present: Richard Kong, Deputy Director.
APPROVAL OF THE MINUTES OF THE REGULAR MEETING OF JUNE 10, 2015
Mrs. Hunter made a motion, seconded by Mr. Griffin, to approve the minutes of the
regular meeting of June 10, 2015, subject to additions and/or corrections. There being no
additions or corrections, the minutes were approved unanimously and placed on file.
CONSENT AGENDA (Financial Statements: Circulation Report/Dashboard: Reports
from Department Heads: Gifts; Personnel)
Mr. Griffm made a motion, seconded by Mrs. Parrilli:
MOTION:
THAT THE SKOKIE PUBLIC LIBRARY BOARD OF TRUSTEES
APPROVE THE FINANCIAL STATEMENTS, SUBJECT TO AUDIT,
AND THAT THE FOLLOWING CONSENT AGENDA ITEMS BE
PLACED ON FILE:
1. CIRCULATION REPORT/DASHBOARD
2. REPORTS FROM DEPARTMENT HEADS
3. GIFTS: $270. FROM FIRST BANK & TRUST FOR PURCHASE OF
60 CHILDREN'S BOOKS FOR THE BOOKING WITH A BUDDY
PROGRAM; FOR SUMMER READING CLUB: $100. FROM ABT
ELECRONICS & APPLIANCES (GIFT CERTIFICATE); $500.
FROM MAGGIANO'S RESTAURANTS (GIFT CERTIFICATES);
$500. FROM SKOKIE DUXLER INC.; $500. FROM HAROLD J.
KRINSKY, DDS, LTD.; $500. FROM FATHER & SON ITALIAN
KITCHEN; $2,000. FROM ROSS STORES, INC.; $2,000. FROM
NORTH SHORE COMMUNITY BANK
�2
4. PERSONNEL: HIRES: MARTHA NELSON, PART-TIME DIGITAL
LITERACY SPECIALIST, LEARNING EXPERIENCES,
EFFECTIVE JUNE 16, 2015; NITOSHIA FORD, FULL-TIME
COMMUNITY INFORMATICS LIBRARIAN, COMMUNITY
ENGAGEMENT, EFFECTIVE JULY 7, 2015; RACHEL MEIRI,
PART-TIME PROGRAM ASSISTANT, LEARNING
EXPERIENCES, EFFECTIVE JULY 7, 2015; SARAH MITCHELLMACE, PART-TIME PROGRAM ASSISTANT, LEARNING
EXPERIENCES, EFFECTIVE JULY 7, 2015; TERMINATIONS:
JENNIFER HARGRAVE, PART-TIME PROGRAM ASSISTANT,
LEARNING EXPERIENCES, EFFECTIVE JULY 15, 2015;
JEANINE BREEN, PART-TIME PROGRAM ASSISTANT,
LEARNING EXPERIENCES, EFFECTIVE JULY 15, 2015; JESSI
SCHULTE, FULL-TIME YOUNG ADULT SERVICES
SUPERVISOR, LEARNING EXPERIENCES, EFFECTIVE JULY
28, 2015; PROMOTIONS: AMY HOLCOMB, FROM FULL-TIME
EXPERIENTIAL LEARNING LIBRARIAN, LEARNING
EXPERIENCES, TO EXPERIENTIAL LEARNING
COORD INATOR, LEARNING EXPERIENCES, EFFECTIVE JUNE
15, 2015; KATHY SEXTON, FROM FULL-TIME READERS
SERVICES LIBRARIAN, ADULT SERVICES DEPARTMENT, TO
FULL-TIME READERS SERVICES SUPERVISOR, ADULT
SERVICES DEPARTMENT, EFFECIVE JUNE 29,2015.
The motion passed unanimously.
BILLS
A motion was made by Mrs. Parrilli, seconded by Mrs. Rich:
MOTION:
THAT THE SKOKIE PUBLIC LIBRARY BOARD OF TRUSTEES
APPROVE THE BILLS, SUBJECT TO AUDIT.
The roll call vote for approval was 7 ayes, 0 nays; the motion passed unanimously.
DIRECTOR'S REPORT
USAGE----Circulation in June was up 5% over last June, with a big increase in
circulation of children's materials on the Bookmobile. We still circulate more print than
A V, contrary to many public libraries which experience much greater use of AV
�3
materials. Use of eResources continues to gain, although use still represents a small
portion of library circulation. Reciprocal borrowing is up, accounting for less than 8% of
library circulation. The gate count was down over 3% from the same month last year.
Computer use is up 39% and the Tech Help desk continues to field the greatest number of
requests. The BLOOMbox welcomed 434learners during drop-in hours for activities
related to gardening. Nearly 41 ,000 unique visitors signed on to the library website. A
total of3,292 people have signed up for the summer reading program including 1,955
children, 515 teens, and 822 adults.
NEW VEHICLE----The new Ford Explorer was delivered to the library July 2. We can
sell the old vehicle through auction at the Northwest Municipal Conference if the Board
declares it to be surplus property eligible for auction. The 2002 Dodge Caravan has
nearly 80,000 miles.
TREE IN SOUTH COURTYARD----The large honey locust tree in the south courtyard
developed a significant split and the Village Forester advised that we have it removed.
Rich Simon, Manager of Maintenance and Security, sought an additional opinion. Nels
Johnson, tree experts, advised that the tree could be pruned and cabled to last another 20
years. That work has been completed.
HEALTH INSURANCE----LIMRiCC, the group insurance pool in which we participate,
has indicated that we will need to become a self-insured pool as of2016. The
implications of this shift are not yet fully clear, but we will monitor the situation. Susan
Dickens is currently President of the LIMRiCC Board.
NEGLECT----One of our staff observed two older children who were spending long
hours in the library, extending into the evening, without supper. After consultation with
me, she reported the situation to DCFS. The Village Social Worker has agreed to provide
a brief instructional session for staff on what to look out for and when to report a child
who may be in need of services. All staff serving youth and security staff will attend.
Brief discussion followed.
RAILS DELIVERY----As reported in this month's RAILS report, the system will be
moving to contracted delivery service sometime this fall. The contracted service has been
piloted in one area of RAILS and found to be superior and cost-effective. Staff will attend
meetings to learn how procedures will change. The service saves time and money by
scheduling pick-ups and deliveries at night when traffic is light. We will look into options
for locked storage outside the building to accommodate this service.
�4
ALA CONFERENCE----Eight staff members and Mrs. Anthony attended the Annual
Conference of the American Library Association in San Francisco at the end of June.
Mrs. Anthony spoke at the Project Outcome Preconference and at the program of the
Digital Content Working Group (DCWG). She also attended a meeting of the Power
Patron advisory group in connection with a national grant project involving ten libraries,
funded by IMLS and led by the Las Vegas/Clark County Public Library. The PLA Board
accepted the resignation of a member who can no longer serve and invited her to stay on
the Board for an additional year to complete that unfinished term. Because of Mrs.
Anthony's knowledge and involvement in both Project Outcome and the PLA Leadership
Academy, she can provide needed continuity. The DCWG held a business meeting in
addition to their program. A highlight of the Conference was the Carnegie Medals
ceremony at which the best Fiction and Non-Fiction title of the year were announced.
Richard Doerr won the Fiction award for All the Light We Cannot See and Bryan
Stevenson won the Non-Fiction award for Just Mercy. Both are excellent books and the
authors delivered brief, but meaningful remarks in acceptance of the awards. PLA held a
first-ever membership breakfast at which Scott Bonner, Director of the Ferguson Public
Library in Missouri (Library of the Year) was recognized for his role in keeping the
library open and serving the public through the social unrest in that community. Tents on
the tables were in memory of Cynthia Hurd, Regional Librarian at the Charleston Public
Library and one of the victims of the recent terrorist shooting at a church in Charleston.
Appropriate to the breakfast time slot, AI Raker of the Today show delivered lively and
entertaining remarks after the breakfast. Most of Monday was spent in a meeting with the
PLA Performance Measurement Task Force which is continuing development of. uniform
outcome measures for public libraries. The first group of measures was launched at the
Pre-conference, attended by over 100 representatives from 62 public libraries and several
State libraries.
COMMUNITY ACTIVITY----This past month, Mrs. Anthony attended the Village
Human Services Open House, a Chamber Board meeting, assisted with a benefit for
Skokie Valley Rotary and the Chamber, and attended a benefit for Turning Point
Behavioral Health Care.
COLORADO RIPL----Mrs. Anthony will speak at a conference on public library
measurement to be held in Colorado Springs July 27-30. The conference was organized
by the Colorado State Library which invited her to talk about Project Outcome.
SMARTLOCKER----The Smartlocker was delivered recently and will be used at the
Weber Center for early/late pick up of items.
�5
REVIEW OF ANNUAL REPORTS F.Y. 2014-2015
The Board discussed the following Annual Reports: Community Engagement, Customer
Services, Learning Experiences, Programs & Events I Annual Program Statistics,
Statistics Dashboard, Virtual Community Engagement, and Youth Services.
Mrs. Rich asked to receive the Annual Reports over a three-month period next year (June,
July, August). The Board agreed. Mr. Prosperi asked that acronyms be spelled out the
first time they are used in a report. The Board agreed.
Community Engagement report- no comments.
Customer Services report - It was noted the gate counts are almost identical from last
year. Mrs. Hunter stated her frustration by the staff in the Call Center; however, the
phone is always being answered, which is good.
Learning Experiences report- Brief discussion on ADA room location and Project
Outcome.
Programs and Events/Annual Program Statistics: Brief discussion on Teens Working in
Lieu of Fines and Booking with a Buddy programs.
Statistics Dashboard: Mr. Griffin appreciated receiving a copy of Mrs. Anthony's article
ALA 's DCWG, Ebooks, and Directions from American Libraries, eContent supplement
June 2015. There was brief discussion on eBooks.
Virtual Community Engagement report- Redoing the website was a major goal.
Mrs. Anthony presented Vanessa Rosenbaum's, graphic designer, design for new
letterhead/logo. The little symbol has been interpreted to represent a gateway, the
sculpture on the Village Green, or the infinite.
Youth Services report - Stargazer Nights will continue as these family engagement
programs are very popular. Mrs. Hunter suggested bringing in staff from major museums,
like the Shedd Aquarium, for youth programs.
TAX LEVY DISTRIBUTIONS AND COLLECTIONS TAX YEARS 2009-2013.
FISCAL YEARS 2011-2015
The Board reviewed the Tax Levy Distributions and Collections Tax Years 2009-2013,
Fiscal Years 2011-2015. It was noted that the library never collects all funds that are
levied.
APPROVAL OF STAFF DAY
�6
For at least twenty years, we have had Staff Day the second Friday in December. This has
been an opportunity for all staff to meet together in some shared learning and fellowship,
the only time during the year that everyone gets to be together since staff schedules are
varied and many work part-time. We appreciate the Board's willingness to close the
library one day to enable this exchange.
Typically, mid-December was a relatively quiet time in the library calendar and Friday
was a relatively slow day with many preparing for the Sabbath. Last year, however,
District 219 changed the school calendar to have finals and the end of the term before the
holiday break. That calendar change means that students are busy preparing papers and
studying for finals in mid-December. Meanwhile, Friday has become one of our busiest
library use days, whether measured by people in the building or items checked out. It is a
particularly big day for picking up DVDs and reading material for the weekend.
After studying library use data and considering options, it is the staff recommendation
that Staff Day be moved to Thursday, January 21,2016. Board approval to close the
library for Staff Day on this date is requested.
A motion was made by Mrs. Hunter, seconded by Mrs. Parrilli:
MOTION:
THAT THE SKOKIE PUBLIC LIBRARY BOARD OF TRUSTEES
APPROVE CLOSING THE LIBRARY ON JANUARY 26,2016 FOR
STAFF DAY.
The motion passed unanimously.
APPROVAL OF WEST LOBBY IMPROVEMENTS TO CIRCULATION DESK AND
CHECK-OUT
Mrs. Anthony explained that the pattern of check-out has changed substantially since the
installation of the west check-out desk. Currently, at least 75% of circulation is
completed through self-check by patrons. Now, two self-check machines are located at
right angles at the end of the west customer service desk and a third is across the lobby in
the midst of the reserve shelving. We actually need that space for more reserve shelving.
The proposed change would add one self-check machine and group the four in a cluster
near the customer services desk. While we considered placing the devices on a larger
counter, we decided that free-standing devices would provide greater flexibility should
we need to add a fifth at some point.
The new customer service desk will be in three components. The south station will have a
greeter who welcomes visitors and directs them as needed, while also keeping an eye on
�7
patrons at the self-check machines to see if anyone needs assistance. The other two
stations will handle assisted check-out, library card registration, dealing with fines and
claims returned, and other such matters. One of the two stations is lower to accommodate
children and persons in wheelchairs.
Four additional lights have been suspended from the ceiling to brighten the customer
services area. New ceiling-mounted lights on the west side will wash the west wall,
bringing added light to the reserve shelves.
The current customer service desk will be dismantled, but the absolute granite top will be
re-used in making the new desks. The new desk area will feature slatwall displays for
service brochures, program calendars, and other library promotional materials. The large
gap between the south work station and the other two computers will be filled by a
movable, 42" book display shelving unit for impulse pick up.
Because the footprint of the desk is changing, it will be necessary to replace the walk-off
carpeting in the west lobby area. Vortex, the company that put in the carpeting there now,
has given us a quote for replacement of the walk-off carpeting in the west lobby.
A summary of vendors and costs is as follows:
3M
4 self-checks with trade-in
$42,413.00
LFI
3 desks with connector & shelving $26,746.00
Vortex
Walk-off carpeting
$20,488.03
Corrigan & Freres Electric Co:
Light Fixtures
$8,705.00
Installation and electric work
$5,700.00
Lorusso Concrete - coring floor
Total:
$3,500.00
$107,552.03
Please note that 3M is the library's RFID vendor so
i~
a sole source. LFI is willing to
work with us to remove and re-use the existing granite for a net savings of$2,500. over
counters with new stone. Vortex provided a quote without detailed measurement and
specifications based on prior work in the area. There would be significant additional cost
to develop specifications and obtain bids for this work.
Mrs. Anthony requested Board approval of this work as presented.
�8
Discussion followed regarding the granite tops, carpeting, and the drawers in the desk
units.
A motion was made by Mrs. Hunter, seconded by Dr. Maks:
MOTION:
THAT THE SKOKIE PUBLIC LIBRARY BOARD OF TRUSTEES
APPROVE THE WORK IN THE WEST LOBBY: 3M, 4 SELF-CHECKS
WITH TRADE-IN, $42,413.00; LFI, 3 DESKS WITH CONNECTOR &
SHELVING, $26,746.00; VORTEX, WALK-OFF CARPETING,
$20,488.03; CORRIGAN & FRERES ELECTRIC CO, LIGHT
FIXTURES, $8,705.00, INSTALLATION AND ELECTRIC WORK,
$5,700.00; LORUSSO CONCRETE, CORING FLOOR, $3,500.00 FOR
A TOTAL PROJECT COST OF $107,552.03.
The roll was called: Dr. Maks-yes; Mrs. Rich-yes; Mrs. Greer-yes; Mrs. Parrilliyes; Mr. Griffin-no; Mrs. Hunter-yes; Mr. Prosperi-yes. The motion passed with a
vote of 6 ayes; and 1 nay.
APPROVAL OF PERMISSION TO BID PETTY AV
Staff has been investigating an upgrade to much of the audiovisual equipment in the Petty
Auditorium. There are signs of wear in the present equipment such as:
•
Audible hum from speakers when stage lights are on, due to age of speaker wiring
and interference from the lights; loud enough to be distracting during quieter periods
of performances or talks
•
Assisted-listening devices no longer work with the sound system
•
Some equipment is obsolete and is well beyond its expected lifespan, particularly the
screen fabric, the speakers and speaker wiring, the projector, and the sound board in
the booth.
We lack some capabilities that are desirable:
•
Inadequate number of wireless microphones for panel discussions, etc.
•
Inability to control the sound level of individual microphones or other sound inputs;
due to limitations of old equipment can only adjust overall sound
•
Can't adjust sound now from anywhere but the podium; new system would allow
adjustment by channel from the podium or booth as well as a simple adjustment via
iPad app from anywhere in the Auditorium
•
Current touchscreen on the podium is tall enough that speakers who are short can be
partially obscured--new monitor screen will be wider, but shorter.
�9
New capabilities:
•
Apple TV and Google ChromeCast devices did not exist the last time improvements
were made to the Petty A V system. These will be useful when we want to broadcast
significant national events or sporting events such as the World Cup or Olympics.
Cable is not available in the Petty.
The recommendations of a consultant, Tom Harm, from AV TechSource, Inc. were
reviewed. From the itemized equipment list, he is estimating a cost of $90,000.-$95,000.
for the new equipment. Staff request permission to seek competitive bids for this
equipment.
After brief discussion, a motion was made by Mr. Griffin, seconded by Mrs. Hunter:
MOTION:
THAT THE SKOKIE PUBLIC LIBRARY BOARD OF TRUSTEES
GIVE PERSMISSION TO SEEK COMPETITIVE BIDS FOR AV
EQUIPMENT FOR THE PETTY AUDITORIUM.
The roll call vote for approval was unanimous.
APPROVAL OF SUPPLEMENTAL COOLING FOR CIRCULATION WORK ROOM
For some years, we have had complaints from staff that the Circulation Work Room is
very warm, to the point of being uncomfortable. Ironically, the problem is greatest in the
winter because the Circulation Work Room is directly over the boilers and experiences a
direct transfer of heat from that equipment. It is not unusual for the temperatures in the
Circulation Work Room to climb above 80° in the winter. Rich Simon, Head of
Maintenance, has done what he can with adjusting the built-in fans and diffusers,
bringing in supplemental fans, and even removing ceiling tiles to allow heat to rise above
the room.
He consulted an Engineer from Anchor Mechanical regarding a possible solution to the
problem through installation of a supplemental air-cooled cooling system that could
operate as needed year round. The Engineer prepared specifications regarding the number
ofBTUs needed and suggested two alternate solutions which differ in the number of
diffusers to be installed for distribution of air. The solution with six mini-diffusers affords
better distribution of air while also being less disruptive to the ceiling because each
diffusers fits within one ceiling tile space in the grid. Improved distribution of air is
important in the area because of the different work activity areas for the call center, RFID
sorter, book truck loading, and staff work stations. The solution with six mini-diffusers is
also the less expensive installation.
�10
The Engineer and Rich Simon met on site with representatives from both Anchor
Mechanical and Everest Environmental to review the specifications and walk through to
review existing conditions. The Engineer's specifications and the bids received from
Anchor Mechanical and Everest Environmental were reviewed. For the preferred
configuration, the quotes are as follows:
Anchor Mechanical Option # 1
$49,425.00
Everest Environmental
$53,812.19
Installation of the equipment with either bid will require the services of Riddiford
Roofing to open up the roof line holes and properly patch them after the supplemental
AC equipment is installed. The cost for one man for one 8 hour day is $1,123.00, plus
cost of materials as needed.
Mrs. Anthony requested Board approval of the proposal from Anchor Mechanical in the
amount of$49,425. for supplemental cooling for the Circulation Work Room.
A motion was made by Mr. Griffin, seconded by Mrs. Parrilli:
MOTION:
THAT THE SKOKIE PUBLIC LIBRARY BOARD OF TRUSTEES
APPROVE THE PROPOSAL FROM ANCHOR MECHANICAL,
OPTION #1, IN THE AMOUNT OF $49,425.00 FOR SUPPLEMENTAL
COOLING FOR THE CIRCULATION WORK ROOM.
The roll call vote for approval was unanimous.
Mrs. Hunter suggested getting a quote for external landscaping especially along Oakton
Street. Mrs. Anthony said that at the August Board meeting a list of capital improvements
will be provided.
REACHING ACROSS ILLINOIS LIBRARY SYSTEM (RAILS)
Mrs. Parrilli reported on the highlights from the June 19, 2015, RAILS Board of
Directors meeting. The following information was taken from the video recording and
supporting documents.
Financial Report: RAILS Finance Director Jim Kregor was represented by RAILS staff
Bill Getz. He reported to the Board that the financial statement ending May 31, 2015, had
a balance of$25,600,000 in cash and investments, which represents 28.9 months of
General Fund operations. This large increase was due to the receipt in May of Area and
Per Capita Grant payments of$106,420.21 and $2,145,000. Total year-to-date
expenditures continue to be under budget at 17.7% for the month of May.
�11
It was noted that in May, RAILS renewed the Certificate of Deposit investments with the
Wintrust Banks, in the amount of$3,740,000 at a rate of .25% for a one year period.
Executive Director's Report: Dee Brennan worked with Mark Hatch, RAILS Delivery
and Facilities Manager, to develop a road-side assistance program for RAILS staff. With
the considerable driving and visitations to different libraries throughout the region, staff ·
has found the need for road services, especially when help is needed in remote areas.
As requested by the Board, Ms. Brennan presented a list of capital projects using
$6,400,000 from the reserve fund, which is a portion of the cash balances from the legacy
systems after the merger, sale of real estate, and expenditures under budget. Discussion
followed with no action required.
Delivery Services: With a recommendation from the Delivery Committee, the Board was
asked to approve outsourcing delivery services at the Wheeling Service Center through
the Continental Transportation Services. CTS currently operates the delivery services out
of the Burr Ridge Service Center. This new service, which would lay off six Wheeling
delivery personnel, would be part of the upcoming contract renewal for the Burr Ridge
service area. The vote was unanimous to approve outsourcing delivery in the Wheeling
service area, beginning September 20 15.
Next meeting: July 24, 2015, at Burr Ridge Service Center.
COMMENTS FROM TRUSTEES
There were no Comments from Trustees.
CLOSED SESSION
At 8:35 p.m., a motion was made by Mrs. Parrilli, seconded by Mr. Griffin:
MOTION:
THAT THE SKOKIE PUBLIC LIBRARY BOARD OF TRUSTEES GO
INTO CLOSED SESSION TO DISCUSS PENDING LITIGATION.
The motion passed unanimously.
Discussion ensued.
Adjournment
At 8:40p.m. a motion was made by Mr. Griffin, seconded by Mrs. Parrilli:
MOTION:
THAT THE SKOKIE PUBLIC LIBRARY BOARD OF TRUSTEES
ADJOURN FROM CLOSED SESSION AND RETURN TO OPEN
SESSION.
�12
The motion passed unanimously.
Open Session
A motion was made by Mrs. Hunter, seconded by Mr. Griffin:
MOTION:
THAT THE SKOKIE PUBLIC LIBRARY BOARD OF TRUSTEES
APPROVE THE EXECUTION OF A TOLLING AGREEMENT WITH
IMET AND GIVE HEIDI KATZ OF ROBBINS, SCHWARTZ,
NICHOLAS , LIFTON & TAYLOR, (LIBRARY LEGAL COUNSEL),
THE AUTHORITY TO SIGN THE AGREEMENT ON BEHALF OF
THE LIBRARY BOARD.
The motion passed unanimously.
ADJOURNMENT
At 8:50p.m. a motion was made by Dr. Maks, seconded by Mrs. Parrilli to adjourn the
regular meeting. The motion passed unanimously.
:lf::&~A
aren Parnlh, Secretary
�
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Title
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Minutes, Wednesday, July 8, 2015
Creator
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Skokie Public Library. Board of Trustees
Contributor
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Parrilli, Karen (Secretary)
Date
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7/8/2015
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PDF
12 p.
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Public Libraries -- Illinois -- Skokie
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LBM20150708.pdf
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Skokie Public Library, Skokie, IL
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eng
2000s (2000-2009)
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2010s
library board meetings