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(847) 985-4000
Monday, June 17, 2024
Central Library
Board Room
6:00 P.M.
CALL TO ORDER/ROLL CALL President Seyring called the meeting to order at 6:01 P.M. PLEDGE OF ALLEGIANCE BOARD MEMBERS PRESENT Theresa Seyring, President; Anita Forte, Vice President/Secretary; Carole Pye, Treasurer; Jillian Bernas, Emily Gilbert, and Amy Mueller. BOARD MEMBERS ABSENT Trustee John Caporale OTHERS PRESENT Aaron Bock, Julie Doren, David Hardt, Peter Hegel, Bonnie Koss, Andrea Lublink, Annie Miskewitch, Paul Piraino, Susan Elizabeth Rangel, Jason Santos, Molly Scheibler, Bobbi Sloan, Beth Valenziano, and Autumn Vehrs. PUBLIC COMMENTS Public comments were heard. BOARD COMMENTS Trustee Forte commented on the online Trustee training recordings, attending the Summer Concert Series, and is looking forward to upcoming community events this summer. Trustee Gilbert commented on Executive Director Miskewitch’s seven-year work anniversary, staff’s work on budget preparation, the mandala drawing program, and the history and importance of Pride month. Trustee Mueller inquired about the status of the construction of HopScotch restaurant. Trustee Bernas expressed her appreciation for including the Trustees in Library community events and commented on the growth and success of the Olde Schaumburg Centre Farmer’s Market. Trustee Bernas highlighted the community organization National India Hub, the services provided to all community members, including those from India, and a possible partnership with the Library. Although she cannot attend the upcoming retreat at the Schweikher House Preservation Trust, she filled out the survey for Strategic Plan Consultant Amanda Standerfer. Trustee Pye commented on attending the Library’s outreach events at the Al Larson Prairie Center for the Arts, the Beatrix Potter program at the Hoffman Estates Branch, and the microplastics exhibit at Central. RAILS – Trustee Mueller None APPROVAL OF MINUTES Trustee Bernas moved and Trustee Mueller seconded that: The May 16, 2024, Facilities & Equipment Meeting minutes; the May 20, 2024, Decennial Committee Meeting minutes; the May 20, 2024, Regular Library Board Meeting minutes; the May 29, 2024, Personnel Committee Meeting minutes; the June 3, 2024, Budget & Finance Committee Meeting minutes, the June 4, 2024, Budget & Finance Committee Meeting minutes; the June 6, 2024, Budget & Finance Meeting minutes and the June 10, 2024, Art Committee Meeting minutes be approved. The motion passed unanimously. APPROVAL OF BILLS Trustee Mueller moved and Trustee Gilbert seconded that: The Library Board approve the May 2024 Bill List. Roll Call Vote: Trustee Pye Yes Trustee Bernas Yes Trustee Gilbert Yes Trustee Mueller Yes Trustee Forte Yes Trustee Seyring Yes The motion passed unanimously. TREASURER’S REPORT Trustee Pye reviewed the financial reports, making note of balances in the various funds. The General Fund's balance sheet decreased by approximately $923K due to expenses exceeding revenues. She highlighted a few line items and discussed why they are currently above or below budget. She also gave an update on the status of various Library investments. PRESENTATION FROM MESIROW FINANCIAL Peter Hegel of Mesirow Financial gave an overview of the Library’s investment portfolio and answered Trustee questions. ADDITIONS OR CHANGES TO THE AGENDA There will be no Executive Session. There will be an Executive Session next month to review closed session minutes. STUDENT ADVISORY TRUSTEE REPORT The Student Advisory Trustees are on summer vacation. PRESIDENT’S REPORT Trustee Seyring commented on the Annual Peony Party at Schweikher House Preservation Trust, the awarding of the Fiscal Year 2024 Public Library Per Capita Grant, the partnership between Wintrust Bank of Schaumburg and Bernie’s Book Bank, and the importance of the Trustee role at meetings and in the community. DIRECTOR’S REPORT Executive Director Miskewitch shared highlights from the May 2024 Director’s Report. Discussion included an introduction to new Marketing & Communications Director Andrea Lublink, the Per Capita Grant, Better World Books, and the upcoming Strategic Plan meeting. DEPUTY DIRECTOR’S REPORT Deputy Director Scheibler shared highlights from the May 2024 Deputy Director’s and Public Services Report. Discussion included the positive impact Library staff have on patrons' lives and the date of the official grand opening of the Innovation Hub. DEPARTMENT REPORT IT Director – Jason Santos IT Director Jason Santos highlighted recently completed projects of note, including technology moves throughout the 2nd-floor renovation, equipping the new study rooms, creating the Library of Things Kiosk, security system improvements, website improvements, and more. He also shared statistics from the last year, such as Library scanning and faxing usage. Director Santos reviewed the IT team and its responsibilities, as well as upcoming projects in the new fiscal year COMMITTEE REPORTS Personnel Committee – Chair Forte The Committee is planning meetings to review policies that will be presented to the board. Finance & Budget Committee Meeting – Chair Pye The Committee held three meetings to review and discuss presented budget items and requests from all departments. Discussions included the cost and timing of projects, eliminating some budget items if redundant, and an annual compensation increase for staff. Reducing the amount requested for the 2024 Levy, and transfer of funds from the general fund to the special reserve fund were also discussed. Art Committee – Chair Seyring The Committee discussed the donated Martyl triptych, receipt of a preliminary report from The Conservation Center, and installation of the donor wall. Facilities & Equipment Committee – Chair Bernas The Committee discussed the frequency of future committee meetings and requested a calendar of all scheduled committee meetings moving forward. UNFINISHED BUSINESS Approval of Recommended Automated Materials Handler System Supplied by Tech Logic The Board reviewed the recommended Automated Materials Handler System supplied by Tech Logic. Discussion included the bidding process, the vendor scoring rubric used, public agency bidding practices, the benefit of automating a labor-intensive process, and the impact on the patron experience. Trustee Pye moved and Trustee Gilbert seconded approval of the recommended Automated Materials Handler system supplied by Tech Logic. Roll Call Vote: Trustee Pye Yes Trustee Bernas Yes Trustee Gilbert Yes Trustee Mueller Yes Trustee Forte Yes Trustee Seyring Yes The motion passed unanimously. NEW BUSINESS Review of ATA Engagement Letter The Board reviewed the ATA Engagement Letter. Review of 2024/2025 Budget Summary Analysis The Board reviewed and discussed the 2024/2025 Budget Summary Analysis. Discussion included the impact of reducing the levy percentage for fiscal year 2024, Studio GC's capital assessment, and the Library’s long-term capital needs. Review of Trustee Bylaws (Annual) The Board reviewed and discussed the Trustee Bylaws. Discussion included clarifying the Library District Act, the process of adding items to agendas, and the terms of the Board of Library Trustee Officers. Review and discussion will continue at a future board meeting. Approval of Home Delivery Services Policy The Board reviewed and discussed the Home Delivery Services Policy. Trustee Bernas moved and Trustee Mueller seconded approval of the Home Delivery Services Policy. The motion passed unanimously. Roll Call Vote: Trustee Pye Yes Trustee Bernas Yes Trustee Gilbert Yes Trustee Mueller Yes Trustee Forte Yes Trustee Seyring Yes The motion passed unanimously. Approval of Resolution No. 2023-2024-2 for transferring $6 million from the General Fund to the Special Reserve Fund The Board discussed Resolution No. 2023-2024-2 for transferring $6 million from the General Fund to the Special Reserve Fund. Trustee Gilbert moved and Trustee Pye seconded approval of Resolution 2023-2024-2 for the transfer of $6 million from the General Fund to the Special Reserve Fund. Roll Call Vote: Trustee Pye Yes Trustee Bernas Yes Trustee Gilbert Yes Trustee Mueller Yes Trustee Forte Yes Trustee Seyring Yes The motion passed unanimously. Approval of Waiver of Bid for Renewal of the Contract for the NewsBank, Inc. Database Package for the term 7/1/2024-6/30/2025 at a Cost of $49,636.00 Trustee Mueller moved and Trustee Gilbert seconded approval of Waiver of Bid for renewal of the contract for the NewsBank, Inc. database package for the term 7/1/2024-6/30/2025 at a cost of $49,636.00. Roll Call Vote: Trustee Pye Yes Trustee Bernas Yes Trustee Gilbert Yes Trustee Mueller Yes Trustee Forte Yes Trustee Seyring Yes The motion passed unanimously. Approval of Waiver of Bid for Renewal of the Contract for the EBSCO Database for the Term 7/1/2024 – 6/30/2025 at a cost of $25,382.00 Trustee Mueller moved and Trustee Gilbert seconded that the Board approve the Waiver of Bid for renewal of the contract for the EBSCO database for the term 7/1/2024 – 6/30/2025 at a cost of $25,382.00. Roll Call Vote: Trustee Pye Yes Trustee Bernas Yes Trustee Gilbert Yes Trustee Mueller Yes Trustee Forte Yes Trustee Seyring Yes The motion passed unanimously. Approval of Waiver of Bid for Renewal of the Contract for ProQuest LLC in the amount of $26,762.42 Trustee Mueller moved and Trustee Bernas seconded approval of Waiver of Bid for renewal of the contract for ProQuest LLC in the amount of $26,762.42. Roll Call Vote: Trustee Pye Yes Trustee Bernas Yes Trustee Gilbert Yes Trustee Mueller Yes Trustee Forte Yes Trustee Seyring Yes Discussion included updating the invoice recipient’s name, comparing the NewsBank and ProQuest databases, and confirming non-duplication of services and costs. The motion passed unanimously. Payment to Acanthus Technology LLC in the amount of $321,774.30 Trustee Gilbert moved and Trustee Pye seconded approval of payment to Acanthus Technology LLC in the amount of $321,774.30. Roll Call Vote: Trustee Pye Yes Trustee Bernas Yes Trustee Gilbert Yes Trustee Mueller Yes Trustee Forte Yes Trustee Seyring Yes The motion passed unanimously. Approval of Payment to Interior Investments, LLC in the amount of $324,005.45 Trustee Mueller moved and Trustee Gilbert seconded approval of payment to Interior Investments, LLC in the amount of $324,005.45. Roll Call Vote: Trustee Pye Yes Trustee Bernas Yes Trustee Gilbert Yes Trustee Mueller Yes Trustee Forte Yes Trustee Seyring Yes Discussion included confirming invoice accuracy by Product + Architecture, LLC. The motion passed unanimously. Approval of Payment to Midwest Mechanical in the amount of $175,677.00 Trustee Gilbert moved and Trustee Mueller seconded that the Board approve payment to Midwest Mechanical in the amount of $175,677.00. Roll Call Vote: Trustee Pye Yes Trustee Bernas Yes Trustee Gilbert Yes Trustee Mueller Yes Trustee Forte Yes Trustee Seyring Yes The motion passed unanimously. Approval of Cooperative Purchase Agreement with Midwest Mechanical in the amount of $44,100.00 Trustee Bernas moved and Trustee Mueller seconded that the Board approve the Cooperative Purchase Agreement with Midwest Mechanical in the amount of $44,100.00. Roll Call Vote: Trustee Pye Yes Trustee Bernas Yes Trustee Gilbert Yes Trustee Mueller Yes Trustee Forte Yes Trustee Seyring Yes Discussion clarified that the approval is to engage in the work listed in the Cooperative Purchase Agreement. The motion passed unanimously. OTHER BUSINESS MATTERS None ADJOURNMENT Trustee Bernas moved and Trustee Mueller seconded the meeting adjourn at 8:11 P.M. Roll Call Vote: Trustee Pye Yes Trustee Bernas Yes Trustee Gilbert Yes Trustee Mueller Yes Trustee Forte Yes Trustee Seyring Yes The motion passed unanimously.