Board Meeting Minutes 10-19-20

LIBRARY BOARD MEETING
Monday, October 19, 2020
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; Theresa Seyring

BOARD MEMBERS ABSENT

Hannah Hyman

STUDENT TRUSTEES PRESENT

Araha Uday

OTHERS PRESENT

Emily Gilbert, Justine Gilbert, Jennifer Hunt, Tom Hutchinson, Kevin, Kim, Blake Kindl, Annie Miskewitch, Kathy Morgan, Tiffany Nash, Kate Niehoff, Dan Pohrte, Jason Santos, Joanne Schultz, Kathy Schuessler, Hollis Sienkiewicz, Sarah Strzalka, Magan Szwarek, Lori Teipel, Gail Tobin, Beth Valenziano

PUBLIC COMMENTS

None

BOARD COMMENTS

Vice-President Wroblewski Bosshart held a Personnel committee meeting, with them currently updating the Tuition Reimbursement Policy. They plan to bring the policy to the Board next month for review. The committee will continue reviewing older policies that may need updating.

Trustee Seyring also attended the Personnel committee meeting. She welcomed back Student Advisory Trustee (SAT) Araha Uday and the SAT committee has created updated guidelines for the role.

Treasurer Jonen enjoyed a guided tour of the renovation and a demonstration of the new Self-Checks from Executive Director Annie Miskewitch.

Trustee Bernas will attend the Illinois Library Association (ILA) virtual conference. She plans on attending workshops led by Library staff and complimented them on their leadership roles in the association. Her daughter attended her first Library program. Ms. Bernas also commented on the upcoming program featuring Dr. Ibram X. Kendi and wanted to acknowledge that a recent tweet from Dr. Kendi doesn’t represent the Library’s view on interracial families.

Trustee Flannigan-Davies supported Trustee Bernas’s comment concerning Dr. Kendi. She thanked Financial Director Beth Valenziano and Trustee Jonen for including her in the monthly budget meetings.

She also appreciated the new and updated information about maturing CDs from Ms. Valenziano and is looking forward to attending and learning at the ILA virtual conference.

RAILS - Ms. Hyman

No RAILS update.

APPROVAL OF MINUTES

Vice-President Wroblewski Bosshart moved and Trustee Bernas seconded that:

The August 24, 2020, Regular Board Meeting Minutes be approved.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Mr. Jonen Yes

Ms. Bernas Yes

Ms. Flannigan-Davies Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

The motion passed unanimously.

 

Trustee Flannigan-Davies moved and Treasurer Jonen seconded that:

The September 21, 2020, Regular Board Meeting Minutes be approved.

Discussion included if the years listed under the Plan of Service were correct. Trustee Bernas confirmed they were correct.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Mr. Jonen Yes

Ms. Bernas Yes

Ms. Flannigan-Davies Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

The motion passed unanimously.

 

APPROVAL OF BILLS

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

The Library Board approve the September 2020 Bill List.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Mr. Jonen Yes

Ms. Bernas Yes

Ms. Flannigan-Davies Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

The motion passed unanimously.

TREASURER’S REPORT

Treasurer Jonen explained the General Fund balance decreased by $767,000 due to expenses exceeding revenue. Property taxes received in September 2020 were about $206,000. Fund balance from the Buildings Special Reserve fund decreased by $265,000 primarily due to expenditures from construction and decreases in the market value of the portfolio. The Library’s investments continue to show market value in excess of cost by approximately $39,000. Total revenues for September were just above $239,000. Interest income was $19,000.

Books and materials are tracking below budget compared with last year but should increase as the year progresses. Staff development costs are down due to postponement of travel plans as a result of the Covid-19 pandemic. Treasury yields have recently been at zero and in some cases negative. Interest rate yields are not anticipated to increase in the near future. Cash flows are projected out based on investment maturity as well as anticipated revenues.

Discussion included a clarification concerning the property tax receipts numbers in September and in October.

ADDITIONS OR CHANGES TO AGENDA

The discussion with Product Architecture + Design will be moved before the President’s Report. There will be no Executive Session tonight.

PRESENTATION FROM PRODUCT ARCHITECTURE + DESIGN

Architect Dan Pohrte is very happy with how the new lobby turned out, commenting on the design of the new checkout desk. The new Youth entrance has been well received and the architectural team is very proud of the final product. Tiffany Nash discussed the future second floor renovation at the Central location. Ms. Nash and Executive Director Miskewitch believe the renovation master plan from 2014 should be updated.

Discussion included possibly sending a questionnaire to the Board to spark ideas and suggestions for what the Library may need in the future. Big goals brought to the architects by staff and the Board will be incorporated into the new master plan. The architects will also collect examples of work done at other libraries or governmental buildings to show the Board. Trustee Bernas suggested artwork or a mural to utilize the staircase space, especially a lit art piece, and adding more charging stations within the floorplan. The Board believes the second floor should remain a quieter space for studying and reading. A flexible space, enlarging some of the study rooms and possibly moving them was also suggested. Possible updates could include a business center, a maker space, a dedicated genealogy area and possibly an updated computer lab.

PRESIDENT’S REPORT

President Forte-Scott commented she is attending the ILA conference. She and Trustee Bernas attended the Hoffman Estates Chamber of Commerce golf outing as representatives of the Library. She plans to use the Pick-Up Lockers soon and complimented Circulation Director Kathy Morgan on her video tutorial of the lockers. Ms. Forte-Scott shared the lockers have already been used as late as 11 p.m. and as early as 7 a.m., expanding our offerings to patrons. In the next few months, two more sets of lockers will be installed at the branch locations. She also complimented Genealogy Librarian Tony Kierna on his expanded following now that his programs have gone virtual.

DIRECTOR’S REPORT

Executive Director Miskewitch noted the Library has had statistical decreases, but Teen programming has seen an increase of over 45% compared with this time last year and over 85% for the fiscal year with the virtual programs. Use of the Curbside Pick-Up service has slowed in the last month, and the Central Drive-Up Window will reopen to replace curbside. Curbside Pick-Up will continue at our Hanover Park and Hoffman Estates Branches. Beginning November 1, hours will expand with no midday closures and study rooms will reopen with reservations. A Self-Check is available for preview with the machines expected to become available for use by patrons next week. The staff service awards lunch will continue with lunches for management and staff honored this year.

Discussion included the Library installing only two of the four Self-Checks for the time being at the Central circulation area to ensure social distancing.

DEPARTMENT REPORTS

Hanover Park Branch – Gail Tobin

Hanover Park Branch Manager Gail Tobin gave an overview of her branch and the impact of Covid. Regulars are still visiting, the Wi-Fi has been expanded to the parking lot, and holds have increased since the creation of Curbside Pick-Up. The Summer Meals for kids served over 3,000 meals. New services introduced this year include refreshed AV shelving, a new copy machine and wireless printing. Keyless entry was added for the staff door and a Self-Check is ready to be installed in the next few weeks. Curbside Pick-Up will continue at the branch since there is not a drive-up window and outdoor lockers have yet to be installed.

Discussion included Trustee Jonen commenting he loves visiting the Hanover Park branch. The community room is currently used for furniture storage and material quarantine.

COMMITTEE REPORTS

Student Advisor Trustee Report

SAT Araha Uday thanked the Board for asking her to return for another year. She anticipates working more with Ms. Fletcher, who coordinates Schaumburg High School’s social media, to publicize the Library’s virtual events and services. She expects supplemental tutoring options, like BrainFuse, to be more important than ever to students. Her goal is to help students better understand Library resources and how to access them.

UNFINISHED BUSINESS

None

NEW BUSINESS

Approval of Award of Bid to A-1 Roofing in the total amount of $1,382,770.00

Trustee Flanningan-Davies moved and Treasurer Jonen seconded the approval of the Award of Bid to A-1 Roofing in the total amount of $1,382,770.

Discussion included Tom Hutchinson explaining how the renovation can reuse some material by choosing to start this re-roofing before any major problems occur. A-1 is a well-received business, a good contractor and the project is below budget. The west side drain’s cameras will be replaced with updated cameras. A corrected bid was sent to the Board the day of the meeting. The main roof with the stone ballast is anticipated to have a lifetime of at least 20 years, but Mr. Hutchinson anticipates it could be a 40-50 year roof.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Mr. Jonen Yes

Ms. Bernas Yes

Ms. Flannigan-Davies Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

The motion passed unanimously.

 

Approval of Resolution 2020-2021-01 to enter into an Intergovernmental Agreement (IGA) with Cook County for the CARES Act Funding

Trustee Bernas moved and Trustee Flannigan-Davies seconded the approval of Resolution 2020-2021-01 to enter into an Intergovernmental Agreement (IGA) with Cook County for the CARES Act Funding.

Discussion included Executive Director Miskewitch explaining this $5,000 grant helps cover partial reimbursement for PPE and other Covid expenses. A signed Intergovernmental Agreement is needed as part of the grant application. This IGA may cover later funds under the CARES Act if presented, but the dollar amount is currently set and limited.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Mr. Jonen Yes

Ms. Bernas Yes

Ms. Flannigan-Davies Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

The motion passed unanimously.

 

Review of Privacy Policy Update

Discussion included the policy being updated to reflect third-party businesses the Library works with. A question was raised if the policy should list the specific time of how long video surveillance is stored, if that information needs to be made public and how it could be abused by someone with criminal intent. The rules and limitations of sharing video surveillance with the police was considered and the Board suggested adding verbiage to suggest video could be shared with the police during an active investigation, even if a warrant isn’t supplied yet.

 

Review of Proposed Library Board Meeting Schedule for 2021

Discussion included continuing the hybrid meetings until the state of Illinois is designated by the Governor as moving into Stage 5 of Covid recovery. It was recommended the branch locations be removed from the 2021 calendar until the hybrid meetings can cease and groups can safely meet in those smaller square footage buildings. President Forte-Scott suggested that once Illinois is in Stage 5 of recovery, the Board review the calendar and, if possible, add branch location meetings to the schedule again, and to move the December 20 meeting to December 13. The location of the meetings should also be changed to the Rasmussen Room until further notice.

 

Review of Proposed Library Holiday Closures for 2021

President Forte-Scott recommended the Library close at 5 p.m. on Thanksgiving Eve, Wednesday, November 24, 2021, like the current New Year’s Eve schedule.

Discussion included if staff would be paid after the earlier closure until the normal closing time. Staff would only be paid for their scheduled hours until 5 p.m. or shortly after.

 

Approval to Change the Closing Hours for Wednesday, November 25, 2020 to 5 p.m.

Trustee Bernas moved and Treasurer Jonen seconded the approval to Change the Closing Hours for Wednesday, November 25, 2020 to 5 p.m. for all locations.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Mr. Jonen Yes

Ms. Bernas Yes

Ms. Flannigan-Davies Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

The motion passed unanimously.

ADJOURNMENT

Trustee Flannigan-Davies moved and Trustee Bernas seconded that:

The Library Board adjourn regular session at 8:40 P.M.

Roll call vote:

Mrs. Wroblewski Bosshart Yes

Mr. Jonen Yes

Ms. Bernas Yes

Ms. Flannigan-Davies Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

The motion passed unanimously.