Hearing/Board Minutes 8-23-21

PUBLIC HEARING AND LIBRARY BOARD MEETING
Monday, August 23, 2021
Central Library Rasmussen Room (or view online via Zoom)
7:00 P.M.

CALL TO ORDER/ROLL CALL

President Bernas called the meeting to order at 7:00 p.m.

ELECTRONIC PARTICIPATION

Vice-President Wroblewski Bosshart moved and Trustee Mueller seconded that the Board approve Trustee Pye’s remote attendance at this meeting, in accordance with the Electronic Participation policy.

Discussion included review of the Electronic Participation policy.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

Ms. Gilbert Yes

Mrs. Mueller Yes

Ms. Bernas Yes

The motion passed unanimously.

PLEDGE OF ALLEGIANCE

BOARD MEMBERS PRESENT

Jillian Bernas, President; Julie Wroblewski Bosshart, Vice-President/Secretary; Theresa Seyring, Treasurer; Anita Forte-Scott, Emily Gilbert, Amy Mueller, Carole Pye

BOARD MEMBERS ABSENT

None

OTHERS PRESENT

Jennifer Hunt, Blake Kindl, Annie Miskewitch, Susan Moynihan, Kate Niehoff, Kathy, Jessica Perham, Jason Santos, Joanne Schultz, Hollis Sienkiewicz, Magan Szwarek, Lori Teipel, Gail Tobin, Beth Valenziano

PUBLIC HEARING FOR PROPOSED ANNUAL BUDGET AND APPROPRIATION ORDINANCE

Trustee Forte-Scott moved and Trustee Gilbert seconded that the Board enter into Public Hearing for the proposed Annual Budget and Appropriation Ordinance.

Discussion included an explanation of which kinds of comments would be accepted at this time.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

Ms. Gilbert Yes

Mrs. Mueller Yes

Mrs. Pye Yes

Ms. Bernas Yes

The motion passed unanimously.

No comments were received.

Trustee Mueller moved and Trustee Forte-Scott seconded that the Board exit the Public Hearing for the proposed Annual Budget and Appropriation Ordinance.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

Ms. Gilbert Yes

Mrs. Mueller Yes

Mrs. Pye Yes

Ms. Bernas Yes

The motion passed unanimously.

PUBLIC COMMENTS

Susan Moynihan, president of the Hoffman Estates Garden Club, asked when the Club can resume meetings at the Library and gave a brief description of the group and their meetings. President Bernas addressed this question, noting that the Meeting Room policy has been reviewed and revised, which may impact the Garden Club’s use of the Library meeting rooms, but the Club is welcome to use the rooms as the policy allows. Deputy Director Hunt also noted that Library Meeting Rooms will be available for community group use beginning Sept. 7, 2021.

Additionally, Ms. Moynihan commented on online programs available, noting she preferred the programs at other libraries.

Patron Bobbi Sloan asked about hours of service. President Bernas addressed the question, noting decisions on hours of service are made based on Library traffic and usage data.

Additionally, Ms. Sloan suggested a human library program where patrons could have one-on-one conversations with one another, with the idea that one person has a specific and unique experience to share.

BOARD COMMENTS

Vice-President Wroblewski Bosshart is reading the One Book, One Community selection, The Vanishing Half, and is enjoying it and looking forward to hearing from the author. She also appreciated the tour of the Library last month to get a refresher of the second-floor spaces.

Trustee Forte-Scott has been thinking a lot about the possible second-floor renovation and is glad the process is not being rushed so more thought can be given to the project before decisions are made. She’s also been using Hoopla regularly and enjoys all the online subscriptions available through the Library.

Trustee Mueller with Trustee Forte-Scott about the renovation process and is glad this project can be reviewed in alignment with the strategic plan. She also visited the Gail Borden Library recently and enjoyed all they have to offer and the design of the building.

Trustee Pye attended a RAILS succession planning meeting via Zoom and found the information interesting. She also attended the Hoffman Estates Village Board meeting to receive the proclamation for National Book Lovers Day. Trustee Pye recently visited the St. Charles Public Library to see their recent renovation, which made her excited for future renovations at our Library.

Trustee Gilbert shared the community survey with friends. She noted ILA has a trustee newsletter with valuable information. Finally, Trustee Gilbert thanked the youth staff for their diverse and inclusive offerings of picture books.

RAILS - Ms. Gilbert

Trustee Gilbert noted the RAILS newsletter included an announcement that IMLS, ALA and other organizations are partnering to create Communities for Immunity to provide accurate, reliable information about COVID-19 vaccinations.

APPROVAL OF MINUTES

Trustee Gilbert moved and Treasurer Seyring seconded that:

The July 19, 2021 Regular Board Minutes, the July 26, 2021 Facilities and Equipment Committee Meeting Minutes and the July 26, 2021 Strategic Planning Session Minutes be approved.

Discussion included correction of typos and clarifications, including trustee attendance at the July 26 meetings.

The motion passed unanimously.

APPROVAL OF BILLS

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

The Library Board approve the July 2021 Bill List.

>Discussion included clarification of specific charges.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

Ms. Gilbert Yes

Mrs. Mueller Yes

Mrs. Pye Yes

Ms. Bernas Yes

The motion passed unanimously.

TREASURER’S REPORT

Treasurer Seyring reviewed the financial reports, noting changes in investment performance and account balances. She also reviewed expenses, highlighting a few line items and why they are above or below budget at this time.

Trustee Forte-Scott asked for clarification about items that were budgeted to be paid in July but were actually paid in August and how this impacts the budget. Finance Director Valenziano addressed this question, noting this is due to slight variances in billing cycles.

Additionally, Ms. Forte-Scott asked about investments. Ms. Valenziano addressed this question, noting she continues monitoring cash flows and working with our advisors to take appropriate investment actions.

ADDITIONS OR CHANGES TO AGENDA

None

PRESIDENT’S REPORT

President Bernas thanked Vice-President Wroblewski Bosshart for leading the Strategic Planning Session, and Trustee Pye and Deputy Director Hunt for attending the Hoffman Estates Village Board Meeting. Ms. Bernas noted that October 23, 2021, will be the date of the Strategic Planning Retreat.

Ms. Bernas also addressed the idea of all Trustees meeting with the Leadership Team for the strategic plan. Ms. Bernas and Executive Director Miskewitch feel this additional meeting is not necessary based on the process and all the ways information will be gathered, but if Trustees prefer, another meeting can be scheduled for December, at an additional cost to the consultant. Trustees had a brief discussion of pros and cons of this possible additional meeting.

DIRECTOR’S REPORT

Executive Director Annie Miskewitch highlighted a few areas from her written report, including Genealogy Librarian Tony Kierna’s retirement from the Library.

Ms. Miskewitch reminded Trustees that masks are once again required for all patrons at all Library locations due to the new Cook County Department of Public Health mandate.

Ms. Miskewitch also shared recent positive patron feedback and noted that our Library is serving the new Verandah retirement community in Hanover Park.

Executive Director Miskewitch answered questions about exploring a possible switch to a new ILS. Our contract with Sirsi expires in 2022, so this is a good time to review what other options are available and are just exploring options at this time for the future of the Library.

DEPUTY DIRECTOR’S REPORT

Deputy Director Jennifer Hunt reported that more than 920 responses to the community survey for the strategic plan have been received. Staff have participated in the first of two surveys, with the second survey scheduled to be distributed to board and staff members on August 29, 2021.

Ms. Hunt noted some in-person programming will resume in September. This change is based on community feedback regarding online vs. in-person programming. Additional safety measures will be in place for in-person programs.

Ms. Hunt reviewed some of the highlights of the updated Meeting Room policy, reminding Trustees that Meeting Rooms will be available for community bookings beginning Sept. 7.

Discussion included community outreach, the upcoming Origami and 9/11 exhibits, notes on patron accounts, Free Summer Meals, local history and One Book, One Community.

DEPARTMENT REPORTS

Building Operations – Blake Kindl

Building Operations Manager Blake Kindl reviewed his written report, highlighting accomplishments in building renovations, maintenance and safety compliance. He also showed Trustees photos of some work done over the course of the past year.

Trustees expressed appreciation to Blake for all his efforts and enjoyed seeing the photos of the work done.

COMMITTEE REPORTS

Treasurer Seyring noted that she and Trustee Mueller will be meeting with Teen staff soon to interview Student Advisory Trustee applicants.

UNFINISHED BUSINESS

None

NEW BUSINESS

Review of Policy: Gifts to the Library

President Bernas gave a brief overview of the policy. Executive Director Miskewitch explained that changes are very minor. Trustees will review the policy and be prepared to take action at the September meeting.

Discussion included review of specific language regarding donations of physical items being at the discretion of the Executive Director.

Review of Policy: Internet Use

Executive Director Miskewitch gave a brief overview of the changes to this policy. Trustees will review the policy and be prepared to take action at the September meeting.

Discussion included review of specific language regarding privacy and personal information.

Approval of Final FY2021-2022 Budget and Appropriations Ordinance: No. 2021-2022-2

Trustee Forte-Scott moved and Vice-President Wroblewski Bosshart seconded that the Board approve the final FY2021-2022 Budget and Appropriations Ordinance: No. 2021-2022-2.

Discussion included correction of typos.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

Ms. Gilbert Yes

Mrs. Mueller Yes

Mrs. Pye Yes

Ms. Bernas Yes

The motion passed unanimously.

Approval of 2021 Tentative Property Tax Levy

Trustee Gilbert moved and Trustee Mueller seconded that the Board approve the 2021 tentative property tax levy.

Discussion included clarification of a date listed in the tentative levy.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

Ms. Gilbert Yes

Mrs. Mueller Yes

Mrs. Pye Yes

Ms. Bernas Yes

The motion passed unanimously.

Approval of 2020-2021 Illinois Public Library Annual Report

Trustee Forte-Scott moved and Trustee Seyring seconded that the Board approve the 2020-2021 Illinois Public Library Annual Report.

Discussion included a basic explanation of the report, correction of typos and clarification of some specific statistics included in the report.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

Ms. Gilbert Yes

Mrs. Mueller Yes

Mrs. Pye Yes

Ms. Bernas Yes

The motion passed unanimously.

Approval of Ethics Ordinance: No. 2021-2022-3

Trustee Forte-Scott moved and Trustee Gilbert seconded that the Board approve Ethic Ordinance: No. 2021-2022-3.

Discussion included a reminder of the state statute to review ethics policies and clarification of specific sections of the ordinance.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

Ms. Gilbert Yes

Mrs. Mueller Yes

Mrs. Pye Yes

Ms. Bernas Yes

The motion passed unanimously.

Approval of Bulletin Board and Posting Policy

Trustee Wroblewski Bosshart moved and Trustee Mueller seconded that the Board approve the Bulletin Board and Posting policy.

Discussion included a request to share this policy with the Hoffman Estates Garden Club.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

Ms. Gilbert Yes

Mrs. Mueller Yes

Mrs. Pye Yes

Ms. Bernas Yes

The motion passed unanimously.

ADJOURNMENT

Trustee Forte-Scott moved and Trustee Gilbert seconded that:

The Library Board adjourn regular session at 9:07 P.M.

The motion passed unanimously.