Board Meeting Minutes 4-20-15

MINUTES OF THE REGULAR BOARD MEETING

BOARD MEETING
Monday, April 20, 2015
Hoffman Estates Branch Library
Community Room
7:00 P.M.

PLEDGE OF ALLEGIANCE

BOARD MEMBERS PRESENT
Ruth Jonen, President; Julie Wroblewski-Bosshart, Vice-President/Secretary; Nicholas Scipione, Treasurer; Anita Forte-Scott; Robert Frankel; Deborah Miller

BOARD MEMBERS ABSENT
Gerald Bromley

STUDENT TRUSTEES PRESENT
Barathkumar Baskaran, Sruthi Gurudev

OTHERS PRESENT
Barbara Adrianopoli, Carl Adrianopoli, Jillian Bernas, Carrie Cichon, John Ericson, Monica Harris, Robert Lyons, Dhvanii Raval, Gary Seyring, Theresa Seyring, Bobbi Sloan, Lori Teipel

PUBLIC COMMENTS
Barbara Adrianopoli, retired Director of Extension Services, thanked Trustee Deborah Miller for her service on the Library Board.
Bobbi Sloan suggested that when paying for fees or programs with a credit or debit card, employees handling these transactions ask for identification from the patron. She also suggested that patrons be allowed to sign up for advance registration-required, fee-based Library programs but not pay until the date of the program.
Robert Lyons, former Library Board Trustee, thanked Trustee Deborah Miller for her years of service on the Library Board. He thanked Library Board Treasurer Nick Scipione for his contribution to the Board and wished him luck in his future endeavors.
Dhvanii Raval introduced herself as a future applicant for the Student Advisory Trustee (SAT) position.

BOARD COMMENTS
Trustee Forte-Scott attended the Saturday, March 21 Comic Con event at the Library. She thanked the staff who organized the event, and the Student Advisory Trustees (SATs) who participated.
Vice-President Wroblewski-Bosshart attended National Library Week events at the Library. She thanked Trustee Miller and Treasurer Scipione for their service on the Board, and welcomed the incoming Trustees Bernas and Seyring.
Treasurer Scipione thanked Trustee Miller for her Library Board service and mentorship. He also thanked the Library Board for their support through the years.
Trustee Miller thanked the Library Board for making her years on the Board enjoyable.
Trustee Frankel thanked Trustee Miller for her service on the Library Board, noting that they had worked together for 36 years. He thanked Treasurer Scipione for his service on the Board and wished him success in future endeavors.

RAILS Update – Mrs. Forte-Scott
None

APPROVAL OF MINUTES
Trustee Forte-Scott moved and Trustee Miller seconded that:

The March 16, 2015 Regular Board Minutes be approved.

The motion passed unanimously.

APPROVAL OF BILLS
Treasurer Scipione moved that:

The Board approve the March 2015 Bill List.

Roll call vote:
Mrs. Miller Yes
Mr. Frankel Yes
Mrs. Wroblewski-Bosshart Yes
Mrs. Forte-Scott Yes
Mr. Scipione Yes
Mrs. Jonen Yes

The motion passed unanimously.

ADDITIONS OR CHANGES TO AGENDA
President Jonen requested that the Student Advisory Trustee (SAT) report be moved to follow the Deputy Director’s Report. There will also be a report from the Nominating Committee in Committee Reports.

PRESIDENT’S REPORT
President Jonen reminded the Board that two Budget Committee meetings are scheduled for May 27 and 28. She thanked Treasurer Scipione for his service and contribution to the Library Board.

DIRECTOR’S REPORT
In her Director’s Report, Ms. Sarnoff reminded Library Trustees that the Cook County Statement of Economic Interest must be completed prior to May 1, 2015. Failure to submit by this deadline could result in a $250 fine. President Jonen suggested that upon completion, each Trustee should print a copy and turn it in to Ms. Sarnoff.

DEPUTY DIRECTOR’S REPORT
Deputy Director Monica Harris reported that Department budget requests are being finalized. Comic Con was an extremely well-attended event attracting 983 participants. She noted that the success was due, in large part, to inter-department collaboration and cooperation in the planning and presentation of the event. Andrew Krause has been appointed to the position as Collections and Content Strategist Librarian in the Access Services Department. His success in capturing statistical data and developing new reporting measures will be a great help in collection development in all departments.

STUDENT ADVISOR TRUESTEE REPORTS
Barathkumar (Barath) Baskaran attended the Comic Con event and was glad to be a part of so large and successful an event. He also reported that Teen Corps plans to change its name.
Sruthi Gurudev attended the Comic Con event and was pleased with the turnout.

STAFF REPORTS
Hoffman Estates Branch – John Ericson
Hoffman Estates Branch Coordinator John Ericson commented on building and maintenance issues that will be addressed in the next fiscal year. Those include rebalancing of the Heat, Ventilation and Air Conditioning (HVAC) system, replacement of analog security cameras, replacement of the front door, repairs to the parking lot, and potential installation of drain tiles at the perimeter of the building. He reported that the Branch hosts many KidsZone, Teen, Adult and Business programs, which are very popular with patrons. As a result of data collection and analysis activities, Mr. Ericson is better able to direct materials purchasing to satisfy the interests and needs of the community.

COMMITTEE REPORTS
Nominating Committee
Trustee Forte-Scott announced that the Nominating Committee prepared a slate of officer nominees for FY 2015/2016. Ruth Jonen is nominated as President; Julie Wroblewski-Bosshart is nominated as Treasurer; Robert Frankel is nominated as Secretary/Vice-President. The slate of officers will be voted on at the June Board Meeting.
Trustee Forte-Scott offered to join the Café Committee.

TREASURER’S REPORT
Treasurer Scipione reported on March property tax revenue and noted that Finance Director Doug Ellsworth sold one investment.
Trustee Frankel requested that the Board adopt a policy requiring Library reserves to equal 40% of the annual budget.

UNFINISHED BUSINESS
None

NEW BUSINESS
Resolution for Sale/Disposal of Library Property
Trustee Forte-Scott moved and Trustee Miller seconded that:

The Board approve the Resolution for the Sale/Disposal of Library Property with a unit value of less than $1,000.

Roll call vote:
Mrs. Miller Yes
Mr. Frankel Yes
Mrs. Wroblewski-Bosshart Yes
Mrs. Forte-Scott Yes
Mr. Scipione Yes
Mrs. Jonen Yes

The motion passed unanimously.

Student Advisor Trustee Committee
Trustee Forte-Scott and Vice-President Wroblewski-Bosshart will serve on the Student Advisor Trustee Committee.

Draft Agenda Policy
Trustee Frankel requested that the draft Agenda Policy be amended to state that action will not be taken on an item that has been added to the agenda less than 72 hours prior to the meeting. He suggested that items with less than 72 hours’ notice could be discussed at the meeting; however action will not be taken until the next regular scheduled Board Meeting.
Ms. Harris suggested that Library ask for an opinion from attorney Julie Tappendorf.

Approval of Waiver of Bid for Freegal Music
Trustee Forte-Scott moved and Vice-President Wroblewski-Bosshart seconded that:

The Board approve the waiver of bid for Sole Provider Freegal Music in the amount of $39,000.

Roll call vote:
Mrs. Miller Yes
Mr. Frankel Yes
Mrs. Wroblewski-Bosshart Yes
Mrs. Forte-Scott Yes
Mr. Scipione Yes
Mrs. Jonen Yes

The motion passed unanimously.

EXECUTIVE SESSION
Trustee Frankel moved and Trustee Forte-Scott seconded that:

The Board enter into Executive Session at 8:03pm.

Roll call vote:
Mrs. Miller Yes
Mr. Frankel Yes
Mrs. Wroblewski-Bosshart Yes
Mrs. Forte-Scott Yes
Mr. Scipione Yes
Mrs. Jonen Yes

The motion passed unanimously.

Trustee Miller moved and Trustee Frankel seconded that:

The Board re-enter Regular Session at 8:40 PM

Roll call vote:
Mrs. Miller Yes
Mr. Frankel Yes
Mrs. Wroblewski-Bosshart Yes
Mrs. Forte-Scott Yes
Mr. Scipione Yes
Mrs. Jonen Yes

The motion passed unanimously.

Trustee Miller moved and Trustee Frankel seconded that:

The Board approve a merit payment of $23,000 to Executive Director Stephanie Sarnoff payable before the end of FY2014/2015.

Roll call vote:
Mrs. Miller Yes
Mr. Frankel Yes
Mrs. Wroblewski-Bosshart Yes
Mrs. Forte-Scott Yes
Mr. Scipione Yes
Mrs. Jonen Yes

The motion passed unanimously.

ADJOURNMENT
Trustee Miller moved and Treasurer Scipione seconded that:

The Board adjourn at 8:48P.M.

The motion passed unanimously.