Board Meeting Minutes 6-15-20

LIBRARY BOARD MEETING
Monday, June 15, 2020
Virtual Meeting Via Zoom
7:00 p.m.

CALL TO ORDER/ROLL CALL

PLEDGE OF ALLEGIANCE

BOARD MEMBERS PRESENT

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

BOARD MEMBERS ABSENT

None

STUDENT TRUSTEES PRESENT

Alisa Gandhi, Araha Uday

OTHERS PRESENT

Alisa, Allison, Claudia, Amber Creger, Ed, Emily, John Ericson, Emily Gilbert, Guest, Jen, Jen, Jenny, Jessica, Kate’s iPhone, Joseph Krivosik, Lou, Annie Miskewitch, Kathy Morgan, Kate Niehoff, Amy Peterson, Lauren Rodriguez, Sandy, Jason Santos, Kathy Schuessler, Gretchen Schulz, Tammy Sekulich, Hollis Sienkiewicz, Bobbi Sloan, Patricia Smolin, STDL’s iPad, Holly Stechly, Stef’s Laptop, Magan Szwarek, Lori Teipel, Annie Tillmann, Gail Tobin, Beth Valenziano, Victoria, (630) 701-0424,

PUBLIC COMMENTS

Patron Emily Gilbert thanked Executive Director Miskewitch and staff for the Library’s statement and resources regarding Anti-Racism. She suggested the Library go further by stating explicitly Black Lives Matter.

Patron Bobbi Sloan asked about online payment for programs once paid programs become available again.

BOARD COMMENTS

Trustee Wroblewski Bosshart stated she is interested in surveying other libraries about their Sunday hours and payment policies.

Vice-President Bernas noted Naperville Public Library opened today, June 15, 2020, with some limitations. She appreciated the signage for Curbside Pick-Up to help the traffic flow at the Central Library and the thought that went into the details.

Trustee Hyman is glad to see Curbside Pick-Up is going well. She also appreciated the Anti-Racism resources and would like to see an explicit statement regarding the Library’s support of the black community.

Trustee Flannigan-Davies thanked the staff for the material returns system and Curbside Pick-Up, noting she had a positive experience.

Trustee Jonen noted the Hanover Park parking lot looks great from the recent seal-coating. He also stated he, too, had positive experiences returning items and with Curbside Pick-Up.

Treasurer Seyring shared a story about a middle school library using drones to deliver books to children.

RAILS - Ms. Hyman

None

APPROVAL OF MINUTES

Trustee Hyman moved and Trustee Wroblewski Bosshart seconded that:

The May 18, 2020, Regular Board Meeting Minutes be approved.

Discussion included spelling corrections, Trustee comment clarification, practice for seconding a motion, and formatting consistency.

Roll Call Vote:

Ms. Bernas Yes

Mrs. Seyring Yes

Ms. Flannigan-Davies Yes

Ms. Hyman Yes

Mr. Jonen Yes

Mrs. Wroblewski Bosshart Yes

Ms. Forte-Scott Yes

The motion passed unanimously.

Vice-President Bernas moved and Trustee Hyman seconded that:

The May 22, 2020, Budget Committee Meeting Minutes be approved.

Roll Call Vote:

Ms. Bernas Yes

Mrs. Seyring Yes

Ms. Flannigan-Davies Yes

Ms. Hyman Yes

Mr. Jonen Yes

Mrs. Wroblewski Bosshart Yes

Ms. Forte-Scott Yes

The motion passed unanimously.

Trustee Flannigan-Davies moved and Treasurer Seyring seconded that:

The May 26, 2020, Special Board Meeting Minutes be approved.

Discussion included correction of typos and additional clarifications. Trustee Wroblewski Bosshart found notes from the May 26, 2020 meeting to correct a specific percentage typo for accurate minutes.

Roll Call Vote:

Ms. Bernas Yes

Mrs. Seyring Yes

Ms. Flannigan-Davies Yes

Ms. Hyman Yes

Mr. Jonen Yes

Mrs. Wroblewski Bosshart Yes

Ms. Forte-Scott Yes

The motion passed unanimously.

Trustee Jonen moved and Trustee Wroblewski Bosshart seconded that:

The May 27, 2020, Budget Committee Meeting Minutes be approved.

Roll Call Vote:

Ms. Bernas Yes

Mrs. Seyring Yes

Ms. Flannigan-Davies Yes

Ms. Hyman Yes

Mr. Jonen Yes

Mrs. Wroblewski Bosshart Yes

Ms. Forte-Scott Yes

The motion passed unanimously.

Vice-President Bernas moved and Trustee Flannigan-Davies seconded that:

The May 29, 2020, Special Board Meeting Minutes be approved.

Discussion included clarification of seconding motions and phrasing.

Roll Call Vote:

Ms. Bernas Yes

Mrs. Seyring Yes

Ms. Flannigan-Davies Yes

Ms. Hyman Yes

Mr. Jonen Yes

Mrs. Wroblewski Bosshart Yes

Ms. Forte-Scott Yes

The motion passed unanimously.

APPROVAL OF BILLS

Trustee Jonen moved and Trustee Flannigan-Davies seconded that:

The Library Board approve the May 2020 Bill List.

Roll Call Vote:

Ms. Bernas Yes

Mrs. Seyring Yes

Ms. Flannigan-Davies Yes

Ms. Hyman Yes

Mr. Jonen Yes

Mrs. Wroblewski Bosshart Yes

Ms. Forte-Scott Yes

The motion passed unanimously.

ADDITIONS OR CHANGES TO AGENDA

The Student Advisory Trustees hail and farewell will be moved before the Election of Officers to acknowledge their service.

There is no Executive Session.

STUDENT ADVISORY TRUSTEE REPORT

Trustees and Youth Department Director Amber Creger thanked the Student Advisory Trustees for their service over the last year and wished them well in future endeavors. Araha Uday and Alisa

Gandhi gave updates on the end of the school year, their future plans, how they’ve been spending their time in this period. They also thanked the Library for the opportunity to participate as Student Advisory Trustees.

ELECTION OF OFFICERS

Vice-President Bernas moved and Trustee Hyman seconded that:

The Library Board approve the slate of officers for FY 2020-2021 as presented: Anita Forte-Scott as President, Julie Wroblewski Bosshart as Vice-President and David Jonen as Treasurer.

Roll Call Vote:

Ms. Bernas Yes

Mrs. Seyring Yes

Ms. Flannigan-Davies Yes

Ms. Hyman Yes

Mr. Jonen Yes

Mrs. Wroblewski Bosshart Yes

Ms. Forte-Scott Yes

The motion passed unanimously.

PRESIDENT’S REPORT

President Forte-Scott thanked Trustees for completing their Executive Director evaluation forms. She is compiling the information and will distribute it for review later this week. She also received a patron email regarding online payment for programs. Ms. Forte-Scott asked Executive Director Miskewitch and/or IT Director Santos to give updates about this during their reports.

DIRECTOR’S REPORT

Executive Director Miskewitch called attention to the statistics report, noting the continued decline in multiple categories based on the physical closure of the buildings. She felt it was encouraging that the percentage of change from this year compared to last year isn’t as significant as presumed considering the buildings have been closed to the public for 80 days. Since June 1, when staff returned to work, the Library has checked out 15,000 items and checked in 20,579 items. Staff also worked with no hold limits at Curbside Pick-Up as before at the Drive-Up window and expanded services to include wireless print jobs, tax forms, Summer Challenge Activity Books, and program activity kits.

Discussion included clarification of the updated statistics.

Ms. Miskewitch highlighted information in her written report, including updates from Governor Pritzker about Open Meetings and news of the Per Capita Grant. She noted the renovation continues to be on time and within budget, sharing progress updates with the Board.

Ms. Miskewitch stated concrete steps the Library will take to affirm racial equality by creating an Equity, Diversity and Inclusion group, continuing to create and nurture a culture of acceptance in the Library, enhancing collections to amplify all voices, and to facilitate community conversations with future programs. She also noted the Summer Challenge officially began on June 1 with patrons able to participate entirely online this year. Ms. Miskewitch commended Youth Director Amber Creger on her Dial-A-Story efforts, which were highlighted in a recent Slate magazine article.

Executive Director Miskewitch noted the Library will need to work on Personnel Policies regarding reimbursement and remote work, as some staff continue to work off-site and will for the foreseeable future. She reviewed highlights from the Social Media Report to note the engagement and community connection the Library’s still active in, even with building closures. Ms. Miskewitch commended Reference Services Director Magan Szwarek and Business Liaison Librarian Patti Smolin for securing a grant from the Public Library Association (PLA) to help provide programming funds to support digital skills for job seekers.

Ms. Miskewitch stated the online payment system was ready to launch back in March before the cancellation of Library programs, and ultimately, building closures. Once we again offer in-person programming, that require a fee, the online payment option will be available.

Further discussion included information about the Town Square Association fees and scheduling times for Trustees to see the progress on the renovation.

DEPARTMENT REPORTS

IT Department – Jason Santos

IT Director Jason Santos gave an overview of the IT departmental responsibilities, along with their expanded role in offering technology access to remote staff these past months. He reviewed his written report, highlighting statistics and accomplishments that included: implementing the new Tyler payroll software, wireless printing, and updates to circulation software to become a fines free library. Mr. Santos noted some projects in progress and upcoming this year, such as the implementation of new public desk cloudbased statistics and training of the staff.

Discussion included: an update on self-check machines with Mr. Santos stating 8 units are to be purchased and are currently out to bid; security of Library equipment being used for remote work; IT security overall; and disaster recovery with system backups.

COMMITTEE REPORTS – PLAN OF SERVICE

Vice-President Bernas reviewed the written Plan of Service Report, highlighting key accomplishments from the past quarter, including how the Plan of Service was impacted by COVID-19.

Discussion included clarification of work in the café space, and updating the Consistently Evaluate Digital Tools section of the Dedication header with new initiatives started during the Library building closure. Executive Director Miskewitch will update with attention to all areas.

TREASURER’S REPORT

Treasurer Seyring explained the General Fund Balance decreased by $890,000 due to expenses exceeding net revenues. The Building Equipment Fund balance lowered due to the ongoing Circulation remodel. She noted the Working Cash Fund reflects only investment market change activity. Property tax receipts and interest income comprised the majority of income for the month. Ms. Seyring noted spending is below budget due to the stay-at-home order, with expenses shifting to electronic resources. Wages and benefits will continue to show favorable variances due to vacancies and delays in hiring, along with marginal reductions in payroll expenses because of the stay-at-home order.

Market values of investments decreased in May, but they are still worth more than original purchase values. Working Cash is higher than normal as investments are being evaluated. More lucrative CDs and municipal bonds are being sought. Expenditures for the Circulation remodel will soon accelerate, but a large portion of the amount will be deferred and budgeted throughout the next fiscal year in the first quarter.

Discussion included correction of a typo for an investment and clarification of the total expense of this year’s merit awards.

UNFINISHED BUSINESS

Discussion of Reopening Plans and Hours of Service

Executive Director Miskewitch reminded Trustees of the reopening plan document shared in late May. She noted some examples of other library’s reopening procedures. Ms. Miskewitch stated June 26, 2020 is the predicted date for Illinois to move to the next phase of reopening, which would allow the Library to enter the next phase of its reopening plan in early July. The Library’s current plan is to bring all staff members up to budgeted hours by July. Preparations are underway within the buildings to welcome patrons back. The Library looks to Illinois Department of Public Health for guidance on safely reopening based on guidelines for retail and business offices since there is no specific plan for libraries.

Ms. Miskewitch noted a decision is still pending on how or if Curbside Pick-Up and other newly provided services would continue once the building reopens, with limited capacity. This is in need of evaluation and is dependent on understanding sustainability with current staffing and resources. There is a desire to offer specific service hours in the morning to vulnerable populations, and to extend hours of service to the previous 10 p.m. service hours before the building closure in some capacity.

Discussion included an update on the Drive-Up Window’s availability, understanding Library usage patterns, and managing expectations as other community and entertainment offerings are

limited at this time as well. There is no consistent method of reopening public libraries with different styles at other libraries discussed, including: some libraries asking patrons to limit their time in the building to one hour; others are by appointment only; some libraries are offering closed stacks with requests needed for items, while other libraries are offering open stacks, or the ability to be browsed. Trustees also asked about the process of establishing capacity limitations and what that would look like inside the building, and understanding of the quarantine process for returned Library materials.

NEW BUSINESS

Review of the Proposed FY 2020-2021 Operating Budget

President Forte-Scott noted the updated information for the budget analysis from Finance Director Beth Valenziano. She encouraged Trustees to continue to review the budget and send questions to Executive Director Miskewitch.

Review of the Pay Administration Personnel Policy

President Forte-Scott called attention to the policy included in the Board packet. She asked Trustees to review the policy and to send any recommendations to Executive Director Miskewitch so a revised policy can be developed.

Discussion included better understanding of the Sunday hours, shift premium, and overtime sections of the policy. Additionally, Trustees asked for clarification of how seasonal employees fit into the structure noted in the policy and how this Sunday policy applies to staff traveling for work purposes. Trustees also discussed holding a meeting of the Personnel Committee.

Review and Approval of Temporary Policy for Wearing Face Coverings/Masks

Executive Director Miskewitch noted the need for this temporary policy under public health guidelines as the Library looks to reopen to the public next month.

Trustee Hyman moved and Treasurer Seyring seconded the approval of the temporary policy for wearing face coverings/masks.

Discussion included clarification of language of the policy, specification of the Illinois Department of Public Health and adding verbiage connected to noncompliance.

Roll Call Vote:

Ms. Bernas Yes

Mrs. Seyring Yes

Ms. Flannigan-Davies Yes

Ms. Hyman Yes

Mr. Jonen Yes

Mrs. Wroblewski Bosshart Yes

Ms. Forte-Scott Yes

The motion passed unanimously.

Approval of Transfer of $1.6 Million from the Operating Budget Fund to the Building Reserve Fund

Trustee Flannigan-Davies moved and Vice-President Bernas seconded the approval of the transfer of $1.6 million from the Operating Budget Fund to the Building Reserve Fund.

Discussion included clarification that this meets the 45% threshold discussed at the budget committee meetings.

Roll Call Vote:

Ms. Bernas Yes

Mrs. Seyring Yes

Ms. Flannigan-Davies Yes

Ms. Hyman Yes

Mr. Jonen Yes

Mrs. Wroblewski Bosshart Yes

Ms. Forte-Scott Yes

The motion passed unanimously.

ADJOURNMENT

Trustee Wroblewski Bosshart moved and Trustee Jonen seconded that:

The Library Board meeting adjourn at 10:04 p.m.

Roll Call Vote:

Ms. Bernas Yes

Mrs. Seyring Yes

Ms. Flannigan-Davies Yes

Ms. Hyman Yes

Mr. Jonen Yes

Mrs. Wroblewski Bosshart Yes

Ms. Forte-Scott Yes

The motion passed unanimously.