Board Meeting Minutes 4-19-21

LIBRARY BOARD MEETING 
Monday, April 19, 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 

Allison, Anna, Victoria Akinde, Candy’s Phone, Circwk4, Claudia – Schaumburg Library, Amber Creger, Dina, M Doshi, Stephanie Driscoll, John Ericson, Emily Gilbert, Justine Gilbert, Janet Glatzhofer, Scott Harrod, Jennifer Hunt, Jessica, Joe, Blake Kindl, Cindy Koh, Lynn, Meep Meep, Minnie Mouse, Annie Miskewitch, Kathy Morgan, Kate Niehoff, Laura O’Dette, Harry Potter, Carole Pye, Ron, Joanne Schultz, Hollis Sienkiewicz, Bobbi Sloan, STDL, Magan Szwarek, Lori Teipel, Gail Tobin, Beth Valenziano, Victoria, Emily Vinci, Eva Zaucha   

PUBLIC COMMENTS 

Patron Bobbi Sloan received a kind e-mail from staff member Annaliese Tillmann before she left for a new position. Bobbi is looking forward to meeting the next program coordinator.  

Patron Emily Gilbert complimented the Library Lights and stated they exceeded her expectations. 

Staff member Candy Connell sent Board members an e-mail about the Compensation Policy being discussed at tonight’s meeting, and asked if the content of the e-mail would be discussed at the meeting. 

Patron Carole Pye praised the Library for creating the Seed Library and the program’s generous nature of sharing and creating community. 

BOARD COMMENTS 

Trustee Seyring said the Library Lights are a beautiful and soothing art show that she plans to attend again. She complimented the staff member who thought of this idea. She attended an ALA workshop on Diversity, Equity and Inclusion (DEI) that was one of the best she’s ever experienced. 

Trustee Bernas shared about local mental health programs available to the public and mentioned RAILS is hosting a roundtable about strategic planning for trustees that could be valuable information as the Board moves forward with creating a new strategic plan. 

Trustee Flannigan-Davies was happy to see the return of furniture for patron use and the available extended computer time. 

Treasurer Jonen’s family has taken advantage of the Seed Library and praised the idea.  

Vice-President Wroblewski Bosshart reflected on her 10-year anniversary on the Library Board. She shared how she got started on the Board, and Library milestones she has participated in during her tenure. This included the Library’s 50-year anniversary, opening Teen Place, and helping choose two new Library Executive Directors. 

Trustee Hyman has loved watching the Library Lights show. 

RAILS - Ms. Hyman 

The RAILS newsletter will be forwarded to the Board for more information on the strategic planning roundtable. 

APPROVAL OF MINUTES 

Trustee Bernas moved and Treasurer Jonen seconded that: 

The March 15, 2021, Regular Board Meeting Minutes be approved. 

Discussion included corrections. 

Roll Call Vote: 

Mrs. Wroblewski Bosshart Yes 

Ms. Bernas                         Yes 

Mr. Jonen               Yes 

Ms. Flannigan-Davies       Yes  

Ms. Hyman Yes 

Mrs. Seyring                      Yes  

Ms. Forte-Scott                   Yes 

The motion passed unanimously. 

Trustee Hyman moved and Trustee Flannigan-Davies seconded that: 

The March 31, 2021, Special Board Meeting Minutes be approved. 

Roll Call Vote: 

Mrs. Wroblewski Bosshart Yes 

Ms. Bernas                         Yes 

Mr. Jonen               Yes 

Ms. Flannigan-Davies       Yes  

Ms. Hyman Yes 

Mrs. Seyring                      Yes  

Ms. Forte-Scott                   Yes 

The motion passed unanimously. 

APPROVAL OF BILLS 

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

The Library Board approve the March 2021 Bill List. 

Discussion included clarifications about payments to other libraries for Interlibrary Loan fees, and multiple payments to the same government agency. 

Roll Call Vote: 

Mrs. Wroblewski Bosshart Yes 

Ms. Bernas                         Yes 

Mr. Jonen               Yes 

Ms. Flannigan-Davies       Yes  

Ms. Hyman Yes 

Mrs. Seyring                      Yes  

Ms. Forte-Scott                   Yes 

The motion passed unanimously. 

TREASURER’S REPORT 

Treasurer Jonen explained the General Fund Balance increased $3.9 million, property tax receipts received in March were approximately $4.8 million, and fund balances of the Building and Equipment Special Reserve fund decreased by $17,000 due primarily to roof repair expenses. Working cash fund reflects only investment market change activity, and investments continue to show market value above cost of approximately $3,000. Total revenues are about $4.9 million for the month of March, mostly from property tax receipts. More property taxes are expected in April and May due to Cook County’s extension of the tax deadline. Staffing will remain somewhat static until fiscal year end and will be reevaluated in FY 2021-2022. Staff development costs are down due to postponement of travel because of the pandemic. An insurance refund offered savings to offset premium increases. 

Discussion included what the percentage of property taxes are still left to be received, with Financial Director Valenziano believing the vast majority have been paid, with only a small portion outstanding until the extended deadline. 

 ADDITIONS OR CHANGES TO AGENDA 

There will be no presentation from Product Architect + Design this month, but they will present at the May Board Meeting.  

There will be an Executive Session under Sections 2(c)(01): Appointment, employment, compensation, discipline, performance, or dismissal of specific employees. 

PRESIDENT’S REPORT 

President Forte-Scott expressed she has loved watching the Library Lights show and has already visited a few times. The Marathon gas station is currently using Library property, and with the potential sale of the Marathon property these plot lines may be discussed and changed at a later date with any new owners. Additionally, President Forte-Scott noted that former Executive Director Mike Madden’s wife passed away and expressed sympathy for this loss.  

DIRECTOR’S REPORT 

Executive Director Miskewitch reviewed the year wrap-up Covid statistics and the many adjustments and changes to services during this time, including over 5,500 items retrieved from the Pick-Up Lockers since October, and continually adding new content on the Library’s YouTube page with over 6,000 hours of watch time of the videos. The Central Library roof renovation is more than halfway complete and should be finished by mid-May. Ms. Miskewitch thanked the Village of Schaumburg and Amita Health with helping to facilitate vaccine appointments for Library staff. Extending Library hours is constantly being evaluated and in review of data on usage, Monday through Thursday hours may soon be extended to 9 p.m. 

Discussion included the upcoming Illinois Library Association (ILA) Trustee Bootcamp.  

DEPUTY DIRECTOR’S REPORT 

Deputy Director Hunt thanked Stephanie Driscoll for managing the Library Lights project, and all of the different departments that worked together to make it a success, including IT, Marketing, Digital Services and Programs & Outreach. Hundreds of patrons have submitted crafts, artwork and poems to be included in the exhibit, which changes every week. Study rooms opened at the end of March, and additional chairs have been placed at tables for patron use. Working with community partners, the Library plans on taking technology training on the road to help patrons reach digital equity in the future. The Library has received the Public Library Association (PLA) Inclusive Internship Initiative grant again to hire a summer intern. 

Discussion included information about a FOIA request placed for staff contact information. Schaumburg Library Comic Con® was very successful, with two drive-in movie showings that met capacity and a scavenger hunt with nearly 450 participants.   

DEPARTMENT REPORTS 

Hoffman Estates – John Ericson 

Hoffman Estates Branch Manager Ericson shared that branch staff can’t wait to get back to normal services and return to the previous patron interaction at their neighborhood Library location. He gave an overview of updates, such as the branch still having two Curbside Pick-Up spots for patrons who prefer not to come into the building. Their Self-Check is gaining popularity and they’re looking forward to the installation of the Pick-Up Lockers at their location. Staff members have been helping seniors with booking Covid vaccine appointments. 

Discussion included the return of regular visitors and extended time available to spend in the building. Hotspots are constantly in demand and are still one of the Library’s most popular offerings. The Hoffman Estates Branch is reaching twenty-years as a facility, some updates and building renovations may need to be considered in the years ahead.  

COMMITTEE REPORTS  

Nominating Committee – Ms. Forte-Scott and Ms. Hyman 

The Nominating Committee shared a suggested slate of Trustee officer nominations, who would be elected at the next Board meeting. 

STUDENT ADVISOR TRUSTEE REPORT 

SATs Araha Uday and Ameenah Zawahir updated the PowerPoint with this month’s programs. Araha contacted Mrs. O at the Conant High School media center to get information about the Library’s volunteer program to Conant students. Araha also personally reminded many people to get out and vote before the recent local elections, which had Library Board seats on the ballot. She believes it is important for citizens to use their voices and votes for institutions that are integral to the community. Ameenah was able to attend the Schaumburg Library Comic Con® Scavenger Hunt and Drive-In Movie. 

Discussion included the SATs returning to the classroom with Araha visiting her school to take the SAT test. Their availability for the May meeting, their final meeting for this SAT term, was discussed. 

UNFINISHED BUSINESS 

Review and Discussion of Compensation Policy (Personnel) 

Discussion included the potential change to Sunday compensation and other topics surrounding employee pay. A previous salary survey showed some staff are paid below market, and Executive Director Miskewitch wants the Library to be as competitive with other libraries as it can be to acquire and retain talent. The Library never furloughed an employee during the Illinois Stay-at-Home order, and kept the rate of pay the same after a small living expense increase during last year’s budgeting process. Ms. Miskewitch noted a whole year of compensation adjustment has been lost for the staff members identified below market during the pandemic. The Library is striving for the most sustainable and equitable pay scale. Some of these changes may be done in phases if the budget can’t accommodate all of the changes at once. Finance Director Valenziano will provide different options to the Board and list how the changes may affect different staff.  

NEW BUSINESS 

Review of Proposed Tax Levy and Appropriation Calendar 

The calendar of dates were reviewed for the Tax Levy and Appropriation Calendar.   

Review of Meeting Room Policy 

Discussion included possibly opening up the meeting rooms for community usage later this year. Hanover Park is specifically highlighted within the policy due to the village of Hanover Park contributing funds to the construction of the space. The difference between meeting rooms and study rooms and which spaces are available for reservations in the three buildings was also discussed. 

Approval of Award to Fast Forward Libraries for Strategic Planning in FY21/22 for Their Proposed Fee of $24,100 + (Optional) $150/Hour Coaching Sessions If Needed 

Vice-President Wroblewski Bosshart moved and Trustee Bernas seconded the approval of award to Fast Forward Libraries for Strategic Planning for $24,100 + (Optional) $150/Hour coaching sessions, if needed. 

Discussion included review of the various proposals and Executive Director Miskewitch’s recommendation of Fast Forward Libraries. Fast Forward Libraries has worked with many area libraries, and was one of the only consultants who asked Ms. Miskewitch additional questions as part of the submittal. Travel costs and other related expenses were questioned since the consultants are based out of central Illinois. Adding a condition in the contract that allows the Library to backout of the contract after a set amount of time, if the work isn’t satisfactory, was suggested as a possibility. 

Roll Call Vote: 

Mrs. Wroblewski Bosshart Yes 

Ms. Bernas                         Yes 

Mr. Jonen               Yes 

Ms. Flannigan-Davies       Yes  

Ms. Hyman Yes 

Mrs. Seyring                      Yes  

Ms. Forte-Scott                   Yes 

The motion passed unanimously.  

 

Approval of Non-Resident Fee Participation and to Base This Fee Using the Tax Bill Method 

Treasurer Jonen moved and Trustee Hyman seconded the approval of Non-Resident Fee Participation and to Base This Fee Using the Tax Bill Method. 

Discussion included the various methods for assessing the non-resident card fee including a flat fee or a tax bill method. The tax bill method was recommended, going into effect July 1, 2021. This could then cease the temporary extension that has been provided to students in Districts 54 and 211 who do not reside within the district. This would only affect people who live in unincorporated areas. Reciprocal borrowers can still register their home library cards with us at no cost. Executive Director Miskewitch reminded that this is an annual process to be brought before the board for approval every year.  

Roll Call Vote: 

Mrs. Wroblewski Bosshart Yes 

Ms. Bernas                         Yes 

Mr. Jonen               Yes 

Ms. Flannigan-Davies       Yes  

Ms. Hyman Yes 

Mrs. Seyring                      Yes  

Ms. Forte-Scott                   Yes 

The motion passed unanimously.  

 

Approval of Social Media Policy 

Trustee Bernas moved and Treasurer Jonen seconded the approval of the Social Media Policy. 

Roll Call Vote: 

Mrs. Wroblewski Bosshart Yes 

Ms. Bernas                         Yes 

Mr. Jonen               Yes 

Ms. Flannigan-Davies       Yes  

Ms. Hyman Yes 

Mrs. Seyring                      Yes  

Ms. Forte-Scott                   Yes 

The motion passed unanimously.  

EXECUTIVE SESSION 

Trustee Bernas moved and Trustee Flannigan-Davies seconded that: 

The Library Board enter Executive Session at 9:00 P.M. 

 

Roll call vote:  

Mrs. Wroblewski Bosshart Yes 

Ms. Bernas                         Yes 

Mr. Jonen               Yes 

Ms. Flannigan-Davies       Yes  

Ms. Hyman Yes 

Mrs. Seyring                      Yes  

Ms. Forte-Scott                   Yes 

The motion passed unanimously. 

 

Treasurer Jonen moved and Trustee Bernas seconded that:  
 
The Library Board exit Executive Session at 10:06 P.M. 
 

Roll Call Vote: 

Mrs. Wroblewski Bosshart Yes 

Ms. Bernas                         Yes 

Mr. Jonen               Yes 

Ms. Flannigan-Davies       Yes  

Ms. Hyman Yes 

Mrs. Seyring                      Yes  

Ms. Forte-Scott                   Yes 

The motion passed unanimously. 

 

ADJOURNMENT 

Trustee Hyman moved and Trustee Flannigan-Davies seconded that: 

The Library Board adjourn regular session at 10:08 P.M. 

Roll call vote:  

Mrs. Wroblewski Bosshart Yes 

Ms. Bernas                         Yes 

Mr. Jonen               Yes 

Ms. Flannigan-Davies       Yes  

Ms. Hyman Yes 

Mrs. Seyring                      Yes  

Ms. Forte-Scott                   Yes 

The motion passed unanimously.