Board Meeting Minutes 1-18-21

LIBRARY BOARD MEETING
Monday, January 18, 2021
Hybrid In-Person & Via Zoom
7:00 p.m.

CALL TO ORDER/ROLL CALL/PLEDGE OF ALLEGIANCE

BOARD MEMBERS PRESENT

Anita Forte-Scott, President; Julie Wroblewski Bosshart, Vice-President/Secretary; David Jonen, Treasurer; Jillian Bernas; Erin Flannigan-Davies; Hannah Hyman; Theresa Seyring

BOARD MEMBERS ABSENT

STUDENT TRUSTEES PRESENT

Araha Uday, Ameenah Zawahir

OTHERS PRESENT

Victoria Akinde, Amber Creger, Justine Gilbert, Jennifer Hunt, Jenny, Blake Kindl, Laura, Annie Miskewitch, Kathy Morgan, Kate Niehoff, Jenny Occhipiniti, Carole Pye, Jason Santos, Joanne Schultz, Hollis Sienkiewicz, Bobbi Sloan, Stephanie, Magan Szwarek, Lori Teipei, Gail Tobin, Beth Valenziano, Emily Vinci, Matthew Williams

PUBLIC COMMENTS

Patron Matthew Williams, former Student Advisory Trustee (SAT), wanted to say hello and thank the Library for their commendable job keeping the community connected through virtual programming and Library access.

Patron Carole Pye read an article in the Daily Herald about how essential libraries are at this time, and commented on the Library’s stellar performance during Covid, along with the Library’s Facebook updates. After seeing a post about the Library’s Volunteer Care Packages program, she and members of the Schaumburg Township Historical Society donated 19 blankets to the Township.

Patron Bobbi Sloan inquired why Hanover Park Branch continues Curbside Pick-Up while this service isn’t available at the Central Library. Executive Director Miskewitch explained the Central Library isn’t able to staff two service points, Curbside Pick-Up and the Drive-Up Window. Curbside Pick-Up was discontinued at the Central location as we have a means to provide contactless service, whereas the two branches do not have Drive-Up Windows.

BOARD COMMENTS

Trustee Hyman is looking forward to the One Book, One Community Emma Donoghue author visit.

Trustee Seyring gave an update and overview from the recent State of the Village meeting.

Vice-President Wroblewski Bosshart shared she is thankful for everything the Library has been doing and excited for the impending reopening.

Trustee Flannigan-Davies will attend the RAILS Trustee update and the American Library Association (ALA) Mid-Winter Conference. She really likes the beta events page currently being tested on the Library website.

Treasurer Jonen has heard from residents excited to return to the Library. They are appreciative of the current services being offered and miss the experience of coming inside the building.

Trustee Bernas finished her trainings for the Open Meetings Act and Sexual Harassment and Discrimination.

RAILS - Ms. Hyman

Trustees can still register for the ALA Mid-Winter Conference until January 19, and the speaker list has been expanded to include Ethan Hawke among many others.

APPROVAL OF MINUTES

Trustee Hyman moved and Trustee Bernas seconded that:

The December 14, 2020, Regular Board Meeting Minutes be approved.

Discussion included removing a word for clarification.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Mr. Jonen Yes

Ms. Bernas Yes

Mrs. Seyring Yes

Ms. Hyman Yes

Ms. Flannigan-Davies Yes

Ms. Forte-Scott Yes

The motion passed unanimously.

APPROVAL OF BILLS

Trustee Flannigan-Davies moved and Vice-President Wroblewski Bosshart seconded that:

The Library Board approve the December 2020 Bill List.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Mr. Jonen Yes

Ms. Bernas Yes

Mrs. Seyring Yes

Ms. Hyman Yes

Ms. Flannigan-Davies Yes

Ms. Forte-Scott Yes

The motion passed unanimously.

TREASURER’S REPORT

Treasurer Jonen explained the General Fund Balance decreased by approximately $923,000 due to expenses exceeding revenues. No property taxes were received in December. Building and Equipment Special Reserve Fund decreased by $55,000 due primarily to expenditures from Pick-Up Lockers and Self-Checks. Working Cash Fund reflects only investment market change activity. Total revenues were close to $49,000, interest income was approximately $3,000, and FEMA reimbursements were $17,000. Books and Materials are tracking below budget, down from the previous year with the exception of Electronic Resources and Youth, which have increased from the previous year. Favorable variances in administrative costs are due primarily to monthly budget allocations and timing. Library programming expenses are down due primarily to larger events being canceled.

Discussion included how Trustee Seyring believes the term “skewing” was an accurate term for these financial accounting reports. Treasurer Jonen and Financial Director Valenziano came up with a list of possible alternatives going forward that hopefully increase clarity.

ADDITIONS OR CHANGES TO AGENDA

None

PRESIDENT’S REPORT

President Forte-Scott welcomed the Board to 2021 and while 2020 was a hard year, she is proud of the Library’s many accomplishments. With Cook County now entering Tier 2 mitigations, the Library should be able to reopen its doors to the public very soon. She also congratulated Marketing Director Hollis Sienkiewicz on creating the Library timeline featured above the Hot Picks shelves near the entrance at Central. It was also noted the Library’s 60th anniversary is coming up next year.

DIRECTOR’S REPORT

Executive Director Miskewitch wished the Board a happy Martin Luther King, Jr. Day and encouraged them to watch the video the Hoffman Estates Chamber released for their annual breakfast. Next month, in addition to her report, she will include an update to the policy review the Board began last year. Requests for proposals were recently sent out to for strategic planning consultant work, with proposals possibly ready for Board review in March. The branches have started to receive material deliveries from maintenance on Saturdays to get items requested in patron’s hands faster and already received positive feedback. She also reminded the Board of the upcoming Long Shadow Director Q&A and the Fireside Chat with Dr. Eve L. Ewing.

DEPUTY DIRECTOR’S REPORT

Deputy Director Hunt handed out One Book, One Community postcards to the Board, encouraging them to send the postcard to someone who might be suffering from social isolation. Both branch locations now have Self-Checks ready to be used by the public, but it could be another six weeks until the delivery and installation of the Pick-Up Lockers at the branches. For this year’s Per Capita Grant, she reviewed several chapters of Serving Our Public 4.0 Standards for Illinois Public Libraries highlighting items the Library currently doesn’t comply with or only somewhat complies with. This includes a long-range technology plan, a disaster recovery plan, an updated administrative succession plan and a possible reference services policy.

Discussion included the possibility of discontinuing charging for technology classes as the cost could be a barrier to patrons needing this core service. The fee was originally created as an incentive to make sure registrants attended classes. A smaller reservation fee was suggested, or the creation of a waiver system.

DEPARTMENT REPORTS

Community Engagement – Kate Niehoff

Programs and Outreach Manager Kate Niehoff gave an overview of her department and individual team member’s accomplishments over the past year, including a shift to all virtual programming during the pandemic. Statistic highlights include a gain of nearly 500 followers on YouTube and an increase in the Summer Challenge completion rate. This year’s One Book, One Community checkouts are at almost 60% of last year’s total checkouts even though the library has been closed. Because literacy attendance at ESL Conversation Clubs has increased substantially since going virtual, an evening session has been added to the schedule. Senior services partnerships have expanded, and Friendship Village now shows Library programs on their CCTV in resident’s rooms.

Discussion included questions about the Civic Saturday Fellowship that Annie Tillmann was accepted into and Kate being the newest LACONI Outreach, Programs and Promotions Board President.

COMMITTEE REPORTS

None

STUDENT ADVISOR TRUSTEE REPORT

A second SAT has been selected, Ameenah Zawahir. She is a sophomore at Hoffman Estates High School and excited to be more involved with the Library community.

SAT Araha Uday contacted the Conant High School Librarian to share information about the Library. She recently updated the PowerPoint to include information about One Book, One Community. She has received her copies of all books, is looking forward to reading them, and attending the upcoming author visits. She used Libby for the first time and plans to publicize this service..

Discussion included how impressive the SAT PowerPoint is and when the SATs are returning to the classroom.

UNFINISHED BUSINESS

The Board discussed the process of creating an architectural vision board on Pinterest for the upcoming Central second floor renovation.

NEW BUSINESS

Review of Trustee Bylaws

Discussion included the five-year rolling review schedule for possible updates. The document has been sent to the Library lawyers and those recommendations will be available in the coming weeks. Creating a provision for virtual hybrid meetings, Board job descriptions and the order of business were noted for potential updates.

Approval of Study Room Policy

Trustee Bernas moved and Trustee Hyman seconded the approval of Study Room Policy.

Discussion included Study Room availability when the Library reopens. Staff will review when to make them available again.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Mr. Jonen Yes

Ms. Bernas Yes

Mrs. Seyring Yes

Ms. Hyman Yes

Ms. Flannigan-Davies Yes

Ms. Forte-Scott Yes

The motion passed unanimously.

Approval of Waiver of Bid to SHI for VMWare in the amount of $71,253.15

Treasurer Jonen moved and Trustee Flannigan-Davies seconded the approval of Waiver of Bid to SHI for VMWare in the amount of $71,253.15.

Discussion included this being an ongoing charge with a minimal 8% increase since the last renewal three years ago. IT Director Santos highly recommends and praises the software, believing it’s well worth the cost.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Mr. Jonen Yes

Ms. Bernas Yes

Mrs. Seyring Yes

Ms. Hyman Yes

Ms. Flannigan-Davies Yes

Ms. Forte-Scott Yes

The motion passed unanimously.

ADJOURNMENT

Trustee Flannigan-Davies moved and Trustee Hyman seconded that:

The Library Board adjourn regular session at 8:37 P.M.

Roll call vote:

Mrs. Wroblewski Bosshart Yes

Mr. Jonen Yes

Ms. Bernas Yes

Mrs. Seyring Yes

Ms. Hyman Yes

Ms. Flannigan-Davies Yes

Ms. Forte-Scott Yes

The motion passed unanimously.