Board Meeting Minutes 2-16-15

MINUTES OF THE REGULAR BOARD MEETING

BOARD MEETING
Monday, February 16, 2015
Central Library
Conference Room
7:00 P.M.

PLEDGE OF ALLEGIANCE

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

STUDENT TRUSTEES PRESENT
Barathkumar Baskaran, Sruthi Gurudev

OTHERS PRESENT
Jillian Bernas, Carrie Cichon, Monica Harris, Ed Moy, Reiner Musni, Stephanie Sarnoff, Theresa Seyring, Bobbi Sloan, Nelly Somerman

PUBLIC COMMENTS
None

BOARD COMMENTS
Treasurer Scipione commented on the Illinois Library Association (ILA) Annual Legislative Breakfast that he attended with Ms. Sarnoff and Ms. Harris on February 16.
Trustee Forte-Scott commented on attending a meeting of the Schaumburg-Hoffman Estates Memorial Day Observance planning committee with Ms. Sarnoff. This year’s presentation will be briefer than last year’s.
Trustee Frankel commended the Library for always responding promptly to FOIA requests. He noted that the state of Illinois may impose fines on a municipal entity for not complying in a timely fashion, but has yet to do so.
Trustee Bromley commented on the ILA Trustee Forum Workshop on Saturday, February 14 at the Chicago Marriot Oak Brook. He attended several presentations on Board relations and procedures, technology trends, and a Legislative update.

RAILS Update – Mrs. Forte-Scott
Mrs. Fort-Scott reported on a Reaching Across Illinois Library System (RAILS) event scheduled for March 11 at which Miguel Figueroa, Director of the American Library Association (ALA) Center for the Future of Libraries, will present a program on the “Library of the Future”. The program will held at RAILS headquarters in Burr Ridge and will be available via video conference. RAILS distributed information on STDL programs, including the Teen Job Fair.

APPROVAL OF MINUTES
Trustee Miller moved and Vice-President Wroblewski-Bosshart seconded that:

The January 19, 2015 Regular Board Minutes be approved.

The motion passed unanimously.
Trustee Forte-Scott abstained from the approval due to absence at prior meeting.

APPROVAL OF BILLS
Treasurer Scipione moved that:

The Board approve the January 2015 Bill List.

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

The motion passed unanimously.

ADDITIONS OR CHANGES TO AGENDA
President Jonen requested that a Plan of Service report by Committee Chair Frankel be added to Committee Reports.

PRESIDENT’S REPORT
President Jonen attended Judy Napier’s retirement brunch on Wednesday, February 11 and the ILA Trustee Forum Workshop on Saturday, February 14. She reminded Board members to bring their completed Director’s Evaluations to the March Board meeting. She highlighted a new section on the form in which Trustees are invited to provide input on goals for the coming year.
The slate of Officers will be presented to the Board at its April meeting. Elections will be held at the May meeting and new officers installed at the June Board Meeting.

DIRECTOR’S REPORT
Executive Director Sarnoff reported that repairs to the flagpole at the Hoffman Estates Branch have been completed. John Ludvigsen has been appointed to a full-time position in the Maintenance Department. Fred Martinez has been appointed to a part-time position in that Department.
The Library received a 95% satisfaction rating in the National Citizen Survey conducted by the Village of Schaumburg. This is significantly higher than the national average. The Village of Schaumburg is in the final negotiation stages for a new occupant for the former Dominick’s. The Village will host the 2015 Annual Intergovernmental Reception on June 3 at the Schaumburg Convention Center.
Alexis Sarkisian will assist the Management Team in identifying steps to select a Marketing Director. Ms. Sarnoff submitted the 2015 Illinois State Public Library Certification to the State Library. This is a requirement for all State grants. STDL will partner with the Village of Schaumburg Sister Cities commission to present programs in June and July celebrating diversity via our connections with sister cities in Asia and Europe.
Ms. Sarnoff informed the Cook County Board of Elections that STDL will not participate in Early Voting after the March/April 2015 cycle. She reported that she will be unable to attend the April 20 Board Meeting at the Hoffman Estates Branch. Deputy Director Monica Harris will conduct the meeting in her stead.

DEPUTY DIRECTOR’S REPORT
Deputy Director Monica Harris reported that the Management Team continued work on the Library’s vision, mission and values statements following the November 1 Plan of Service Committee meeting. Work is underway to develop strategies to communicate safety and closing information to employees in a variety of formats including text, email, telephone and social media.
Ms. Harris recognized the Library’s NextGen Team of Teen Librarian Katie LaMantia and Readers Advisor Librarians Kate Niehoff, and Emily Vinci, for their successful programming initiative for “millennials” (i.e., 20 – 40 year olds). Katie and Emily hosted a national webinar about for the American Library Association (ALA), which was attended by more than 150 librarians. Katie, Emily and part-time Teen Librarian Amy Alessio have co-authored the book A Year of Programming for Millennials and Beyond for the American Library Association (ALA). Kate Niehoff was asked to join the Illinois State Library’s Targeting Autism Forum.

STAFF REPORTS
Reference Services – Nelly Somerman
Director of Reference Services Nelly Somerman reported that Reference librarians answered over 40,000 questions in 2014. A major weeding project of the Reference collection was completed in the fall, allowing floor space for additional tables and chairs. Librarians ordered approximately 6,000 books and weeded (i.e., removed) 14,500 non-fiction books from the collection; presented 135 programs attracting over 3,500 attendees; and, conducted 130 one-on-one “Book-a-Librarian” sessions.
Serials staff manages print and online magazine subscriptions and processes comic books for the Central Library and Branches. Information Desk staff registers patrons for programs, trips and resume help, reserves discussion and meeting room and provides fax services. They handled approximately 80,000 transactions in 2014. Genealogy Librarian Tony Kierna maintains genealogy blog providing research tips and resources. Local Historian Librarian Jane Rozek, maintains a History of Schaumburg Blog that has attracted visitors from across the country.

Computer Assistance – Ed Moy
Computer Assistance (CA) Area Coordinator Ed Moy reported that the area is keeping up with the changing technology including access to sophisticated audio and video various software. CA has adopted the “Book-a-Technician” process to help patrons in one-on-one sessions.

COMMITTEE REPORTS
Finance Committee – Mr. Scipione
Treasurer Scipione attended a quarterly meeting with Ms. Sarnoff and Finance Director Doug Ellsworth to review Library finances. He requested that the List of Bills be posted on the Library’s website. He noted that participation in the Illinois Library Association (ILA) initiated insurance pool LIRA, STDL saved the Library $70,000 in FY2014-15, that Workers Compensation claims increased last year, and, that there will be no increase in health insurance premiums in FY2015-16.

Plan of Service Committee – Mr. Frankel
The Mission, Vision, and Value Statements that were discussed in the Plan of Service meeting preceding the February’s Board meeting, will be revised and available for approval at the March Board meeting. Trustee Frankel suggested that the Student Advisory Trustees (SATs) and Teen Corps participate in a design contest for a Vision Statement logo.

STUDENT TRUESTEE REPORTS
SAT Sruthi Gurudev reported that she and Barath had attended the Teen Fiction Conference at the ALA Midwinter Meeting in Chicago. They met with authors and viewed unpublished books gaining insight about the publishing industry. Sruthi will greet peers at the Teen Job Fair.
Barath Baskaran reported that he will display posters at Hoffman Estates High School (HEHS) promoting the Teen Job Fair. He noted that rather than morning announcements on the public address system, HEHS posts announcements to students’ iPads. Both SATs have will reach out to peers on social media and the school newspaper websites.

TREASURER’S REPORT
Treasurer Scipione reported that only$16,000 of the budgeted $23,000 for the Architectural Master Plan has been spent. Tax revenues are anticipated to be received in late February.
Treasurer Scipione and Finance Director Doug Ellsworth recommended the sale of four of the seven $500,000 long term investments purchased in 2014 with maturity dates of 2022-2025, providing that the broker sell them at or near par and purchase investments with term maturities consistent with the Library’s Investment policy.

UNFINISHED BUSINESS
Approval of Revised 2015 Budget Meeting Calendar
This year there will be two rather than four Budget Committee meetings for review of the Proposed FY 2015-2016 Budget. Ms. Sarnoff will have Department Directors prepare summaries of their departments’ activities, accomplishments, and new initiatives.

NEW BUSINESS
Distribution of Library Director Evaluation Form
Ms. Sarnoff completed the portion of the Director Evaluation Form citing her accomplishments of the current year, and goals for coming year. President Jonen reminded Board members to bring their completed evaluation to the March Board meeting.

Approval of Intergovernmental Cooperation Purchasing Agreement for Midwestern Higher Education Compact (MHEC) per (45 ILCS 155/)
Ms. Sarnoff recommended that the Board approve participation in the Midwestern Higher Education Compact (MHEC) purchasing consortium in order to access educational institution discounts on technology purchases.
Trustee Miller moved and Vice-President Wroblewski-Bosshart seconded that:

The Board approve Schaumburg Township District Library participation in the Midwestern Higher Education Compact (MHEC) purchasing consortium.

The motion passed unanimously.

Approval of Waiver of Bid for purchase of virtualization software from Arrow Enterprise Computing Solutions (through MHEC) for VMWare in the amount of $26,141.47
Director of IT, Reiner Musni, recommended the purchase of VMWare software from MHEC in order to realize a 17% discount of approximately $4,500.
Trustee Miller moved and Trustee Forte-Scott seconded that:

The Board approve the waiver of bid for the purchase of VMWare through MHEC in the amount of $26,141.47.

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

The motion passed unanimously.

Approval of Resolution Authorizing the Sale of Property (3-D printer) with a Unit Value of Less Than $1,000
Ms. Sarnoff reported that STDL posted an obsolete 3-D printer for sale on the Reaching Across Illinois Library Systems (RAILS) website, and the Bellwood Public Library offered $100 for it.
Treasurer Scipione moved and Trustee Frankel seconded that:

The Board approve the Resolution authorizing the sale of the 3-D printer in the amount of $100.

The motion passed unanimously.

EXECUTIVE SESSION
None

ADJOURNMENT
Trustee Forte-Scott moved and Trustee Miller seconded that:

The Board adjourn at 8:22 P.M.

The motion passed unanimously.