Board Meeting Minutes 9-16-19

LIBRARY BOARD MEETING
Monday, September 16, 2019
Central Library Conference Room
7:00 p.m.

CALL TO ORDER/ROLL CALL

PLEDGE OF ALLEGIANCE

BOARD MEMBERS PRESENT

Anita Forte-Scott, President; Theresa Seyring, Treasurer; Hannah Hyman; David Jonen; Julie Wroblewski Bosshart

BOARD MEMBERS ABSENT

Jillian Bernas, Vice-President/Secretary

STUDENT TRUSTEES PRESENT

Alisa Gandhi, Araha Uday

OTHERS PRESENT

Victoria Akinde, Matt Binder, Emily Gilbert, Justine Gilbert, Monica Harris, Annie Miskewitch, Bethany Murphy, Kate Niehoff, Carole Pye, Bobbi Sloan, Magan Szwarek, Lori Teipel, Beth Valenziano

PUBLIC COMMENTS

Carole Pye commented she had a great recent visit to the Hoffman Estates Branch.

BOARD COMMENTS

Trustee Hyman was excited to attend Septemberfest and loved how different the Library’s float decorations were this year, specifically the flamingos. She was happy to march in the parade with the Library.

Trustee Wroblewski Bosshart was privileged to judge the Septemberfest parade this year. She commented that the Library did a great job with their float. She also received one of the new automatic renewal emails that listed an item she had checked out that wasn’t renewed and was able to return it on time thanks to the email reminder. 

Trustee Jonen was very impressed with what the staff created for the Septemberfest float. He looks forward to participating in the Diverse Reads program. Mr. Jonen also asked about receiving posters from the Library to post in the schools about September’s Library Card Sign-Up month.

Treasurer Seyring loved the aquarium theme the Library created for the Septemberfest float. She noted how privileged she felt to attend the recent naturalization ceremony. She complimented Claudia Baranowski and everyone who helped plan the program.

President Forte-Scott thanked the staff and everyone who attended the naturalization ceremony. She was honored to be the keynote speaker again and happily shook hands with every new citizen. Ms. Forte-Scott welcomed the newest Student Advisory Trustees and reviewed the 2019-2020 Standing Board Committees line-up.

RAILS - Ms. Hyman

No RAILS update

APPROVAL OF MINUTES

Trustee Jonen moved and Trustee Wroblewski Bosshart seconded that:

The August 19, 2019 Regular Board Minutes be approved.

Discussion included title errors and a clarification.

The motion passed unanimously. 

APPROVAL OF BILLS

Treasurer Seyring moved and Trustee Hyman seconded that:

The Library Board approved the August 2019 Bill List.

Roll Call Vote:
Mrs. Wroblewski Bosshart    Yes 
Mr. Jonen            Yes
Mrs. Seyring            Yes    
Ms. Hyman            Yes 
Ms. Forte-Scott        Yes

ADDITIONS OR CHANGES TO AGENDA

The Student Advisory Trustees will be introduced after the Deputy Director report. There will be no department report. The Election of Officers will not need to take place. There will be an Executive Session.

DIRECTOR’S REPORT

Executive Director Harris started her report by introducing the new staff to the Library. Beth Murphy is the new Data Librarian in Access Services. She will be working with many different departments to provide them the numbers and data they need. Beth is a recent University of Illinois graduate who already feels at home in her new department. Matt Binder is a new Program Assistant who previously worked at Arlington Heights Memorial Library in the programs and exhibit department. Matt is excited to join the team and work with Kate Niehoff on the great programs her department creates. Ms. Harris reminded the board that next month’s meeting will take place at the Hanover Park Branch. The architects will also attend the October board meeting with an updated report for the upcoming renovation to the Library’s first floor.

Ms. Harris mentioned statistics from this month have remained relatively flat. Changes to passive programming resulted in an increase in passive program statistics, including participation in the Chuck Jones exhibit. Executive Director Harris circulated this year’s Illinois Public Library Annual Report (IPLAR) to the board covering this year’s statistics. She also shared the updated relaunch of the 1,001 Books Before Kindergarten reading program, including a new bag and map for participants. Several other new year-round reading programs were recently created in response to a demand from the community.

DEPUTY DIRECTOR’S REPORT

Deputy Director Miskewitch mentioned exterior updates to the Library, including adding mulch, the final phase of the exterior sealant project and power washing sidewalks. The free meals program funded by the U.S. Department of Agriculture concluded with a modest increase of meals given to the community over last year. She expects to see increases in community members taking advantage of this service each year the Library offers it.

Ms. Miskewitch mentioned the automatic renewals emails have been updated to include items not renewed after suggestions from the board. The form on the website for Library suggestions has also been updated. After the wi-fi survey, the IT team will continue to update and improve access points around the building to ensure multiple patron devices are able to connect to the wi-fi. Deputy Director Miskewitch also announced Blake Kindl has accepted the Building Operations Manager position. He comes to the Library with over 25 years of facilities experience.
    
STUDENT TRUSTEE REPORTS

Alisa Gandhi reintroduced herself to the Board. She is now a junior and spent her summer working as a lifeguard and swim instructor. She had fun walking with the Library in the parade and enjoyed giving out candy to the children along the parade route. Alisa complimented the Library’s float, saying it was very well done.

Araha Uday is a sophomore who is honored and excited to get to serve as an SAT this year. She is ready to share more with her peers about what the Library has to offer. Some of Araha’s many interests are government and community, and she volunteered at the Library this summer for the Summer Challenge. She is excited to put those interests into action with the learning experience of being a Student Advisory Trustee. 

DEPARTMENT REPORTS

No department reports

COMMITTEE REPORTS
 
Nomination Committee – Anita Forte-Scott and Hannah Hyman

President Forte-Scott explained the process for the next Trustee nomination. Applications will be accepted through Tuesday, October 15. The board will meet to discuss the applications and may use a scoring rubric to have fair and candid responses. Qualified candidates will be invited for in-person interviews on November 2. Identical, pre-approved questions will be delivered to applicants before the interview. Responses and impressions from the interviews will be reviewed that day and discussion may be extended to another meeting if needed. Recommendations and voting will be held at an open meeting.

Trustee Jonen asked about signage at the Library locations for the open board seat. Executive Director Harris agreed to post information about the board vacancy in the public notice cabinet in the entrance vestibule at the Central Library and Branch locations. Trustee Wroblewski Bosshart clarified a resume will not be required as part of a completed application for the process because the application questions will cover information usually included in a resume.

Café Committee – Anita Forte-Scott and David Jonen

President Forte-Scott explained the contract information from the Café Committee meeting will be discussed in the Executive Session.

TREASURER’S REPORT

Treasurer Seyring explained the general fund balance increased by $2.8 million due to net revenues over expenses. There were no expenditures made from the special reserve fund in August. Our investments continue to show market values in excess of cost. We received no replacement taxes in August. Investment income is likely to flatten. Interest rate reductions will likely continue through the remainder of the year.

Treasurer Seyring mentioned there will be about $2 million less capitol to invest as it will be used for the upcoming renovation. Administrative expenses are tracking below budget after lower than expected costs. Wages and benefits are below budget. Investments continue to fare favorably. The income statement on the building equipment special reserve had no activity. 

UNFINISHED BUSINESS

None

NEW BUSINESS

Discussion of Board Appointment Timeline
 
President Forte-Scott mentioned the application process will open on September 15 and close October 15. All paper applications will be delivered to the Business Office or emailed to President Forte-Scott. Candidates will be invited to interview by the Business Office with a tentative date of November 2. The collective input will be summarized to help guide the selection of the finalist, and then the board will select the candidate they would like to offer the appointment.

Any adjustments to the schedule will be noted and candidates will be notified of those changes.

Review of the Code of Conduct

Potential additions to the Code of Conduct were reviewed. Executive Director Harris explained these updates will legally allow for reasonable accommodations.

Review of the Five Year Statistics

Executive Director Harris covered the major trends in the Library since 2014. The biggest change in circulation is connected to trends in how audio visual material is consumed, with streaming increasing in popularity over physical media. Audio visual circulation has gone down but it is still a large collection and accounts for a big percentage of circulation. A change in borrowing policy and the switch to automatic renewals is believed to have contributed to the recent increase in print materials circulation. Economic changes are also reflected in circulation numbers, with circulation often increasing when the economy turns down and circulation decreasing when the economy turns up. Many eResources have had a downward trend since the peak in 2014.

Interactions with traditional reference services has gone down, along with the door count. Programming numbers have changed, with new all ages programs which were previously marked as youth programs, and passive programs that were not counted until 2017. The wi-fi sessions have increased in large amounts even over the previous fiscal year, perhaps because of the increase in the amount of devices patrons use to connect to the wi-fi.

Trustee Jonen remarked access to the meeting and discussion rooms is a great service the Library offers. Executive Director Harris explained opening up the Commons area created 144 more seats in social areas of the Library, which facilitates numerous group discussion areas that previously were only available to the public through the discussion rooms, making the discussion rooms more available now than in previous years.

Approval of the 2019 Property Tax Levy Ordinance

Trustee Hyman moved and Trustee Jonen seconded the approval of the 2019 Property Tax Levy Ordinance. 

Roll call vote: 
Mrs. Wroblewski Bosshart    Yes 
Mr. Jonen            Yes
Mrs. Seyring            Yes    
Ms. Hyman            Yes 
Ms. Forte-Scott        Yes

The motion passed unanimously.

Request for the Use of the Combined Rasmussen Room by School District 54 for September 25, October 16, November 20 and December 18
 
Trustee Hyman moved and Trustee Wroblewski Bosshart seconded the approval for the request of the use of the combined Rasmussen Room by School District 54 for September 25, October 16, November 20 and December 18. 

Discussion included explaining this is a monthly staff development meeting for School District 54. This is an extension of a previous understanding and monthly bookings will be repeated starting in 2020. Board members addressed some concerns with this booking blocking other programming options. If any issues come up over the next four months, the regularity of this booking may be reevaluated and debated by the board before the 2020 requests are approved. 

The motion passed unanimously. 

EXECUTIVE SESSION

Trustee Jonen moved and Trustee Wroblewski Bosshart seconded that:

The Library Board exit the open session at 8:19 P.M.

Roll call vote: 
Mrs. Wroblewski Bosshart    Yes 
Mr. Jonen            Yes
Mrs. Seyring            Yes    
Ms. Hyman            Yes 
Ms. Forte-Scott        Yes

The motion passed unanimously.

Trustee Jonen moved and Trustee Wroblewski Bosshart seconded that: 
The Library Board enter Executive Session at 8:25 P.M. 

Roll call vote: 
Mrs. Wroblewski Bosshart    Yes 
Mr. Jonen            Yes
Mrs. Seyring            Yes    
Ms. Hyman            Yes 
Ms. Forte-Scott        Yes
The motion passed unanimously. 

Trustee Hyman left Executive Session at 8:59 P.M.

Trustee Wroblewski Bosshart moved and Trustee Jonen seconded that: 
 
The Library Board re-enter Regular Session at 9:05 P.M.
 

Roll call vote:

Mrs. Wroblewski Bosshart    Yes 
Mr. Jonen            Yes
Mrs. Seyring            Yes    
Ms. Forte-Scott        Yes
The motion passed unanimously. 

ADJOURNMENT

Trustee Jonen moved and Trustee Wroblewski Bosshart seconded that:

The Library Board adjourn regular session at 9:06 P.M.

The motion passed unanimously.