Board Meeting Minutes 12-19-16

BOARD MEETING
Monday, December 19, 2016
Central Library Conference Room 7:00 P.M.

 

CALL TO ORDER/ROLL CALL

PLEDGE OF ALLEGIANCE

BOARD MEMBERS PRESENT
Julie Wroblewski Bosshart, President; Anita Forte-Scott, Vice-President/Secretary; Gerald Bromley, Treasurer; Jillian Bernas; Robert Frankel; Ruth Jonen; Theresa Seyring

STUDENT TRUSTEE PRESENT
Ashwin Prabhu

STUDENT TRUSTEE ABSENT
Dhvanii Raval

OTHERS PRESENT
Victoria Akinde, Huey Chen, Carrie Cichon, Monica Harris, Hannah Hyman, Scott Hyman, Hetal Patel, Stephanie Sarnoff, Hollis Sienkiewicz, Bobbi Sloan, Magan Szwarek, Lori Teipel, Beth Valenziano

PUBLIC COMMENTS
Hetal Patel and Hannah Hyman attended the Board Meeting to observe.
Mary Wroblewski, Schaumburg Township Supervisor, attended the meeting to give Executive Director Sarnoff a proclamation for her retirement. She thanked Ms. Sarnoff for all that she has done for the community.
Community resident Bobbi Sloan commented about program she attended in the Workshop.
Community resident Huey Chen commented about the Library’s lighting fixtures.

BOARD COMMENTS
All members of the Board of Trustees thanked Executive Director Sarnoff for her tenure at STDL, and commended her for the 8 years of high quality service. The Board also thanked the Social Committee for hosting a luncheon in honor of Ms. Sarnoff’s retirement.
Treasurer Bromley had a chance to receive public commentary during his petitioning. One resident commended the Library for the great poetry section offered. Others recommended specific changes for enhanced user experience.

RAILS – Ms. Forte-Scott
None

APPROVAL OF MINUTES
Trustee Jonen moved and Trustee Frankel seconded that:

The November 14, 2016 Regular Board Minutes be approved.

The motion passed unanimously.

APPROVAL OF BILLS
Treasurer Bromley moved that:

The Library Board approve the November 2016 Bill List.

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

ADDITIONS OR CHANGES TO AGENDA
President Wroblewski Bosshart noted that the Audit Report will take place at the January Board Meeting. The Student Advisor Trustee Report will be moved up in the agenda, and an Executive Session will be taking place at the end of the meeting.

PRESIDENT’S REPORT
President Wroblewski Bosshart noted that at the retirement party for Ms. Sarnoff, the Villages of Hanover Park, Hoffman Estates, and Schaumburg all wrote proclamations for Ms. Sarnoff.

DIRECTOR’S REPORT
The CPI increase will be discussed at the January Board Meeting.
The Library received a $500 honorary donation for Gerri Moyer, longtime Schaumburg resident and library patron. Ms. Sarnoff has sent a letter of thanks, and will have a plaque made for the STDL donation wall.
A few minor repairs were identified during the final walk-through of the AV area and Lobby. Furniture installation in the Commons will be completed by the end of the day on Tuesday, December 20th. Ms. Sarnoff recommended that the light fixtures and lamps throughout the Library be cleaned. The light fixtures in the Lobby and AV areas emit nearly double the light after being cleaned during the renovation. The price of this service still fits within the amount budgeted for the entire renovation project.
Executive Director Sarnoff thanked all the staff, and the current and former members of the Board of Trustees for making her 8-year tenure a thoroughly enjoyable experience.

DEPUTY DIRECTOR’S REPORT
Deputy Director Harris noted a few upcoming events including the Ribbon Cutting for the Grand Opening of the renovated space on December 28 at 10:30am, the Hoffman Estates Annual Martin Luther King Jr. Breakfast on January 20th at 8:00am, the 2017 Illinois Library Association Trustee Workshop on February 18th at 8:00am, and the President’s Day Library Legislative Breakfast on February 20th at 7:45am. Ms. Harris also notified the Board that a Plan of Service Meeting will be taking place in late February or early March.
Interpersonal Frequency completed a comprehensive study consisting of community web surveys and staff stakeholder interviews. Reaching Across Illinois Library Systems (RAILS) is developing a new Community Engagement Group. STDL hosted the group’s first gathering, which 87 people attended.
In the month of December, the Library received three Freedom of Information Act (FOIA) requests submitted by Smart Procure, Linda Miller, and Matt Hoffman. Each request was responded to in the required time frame.

DEPARTMENT REPORTS
Marketing and Communications – Hollis Sienkiewicz
Projects that began in 2016 include the brand refresh, marketing request process revision, the comprehensive marketing plan, and Pop-Up Library. The department is currently focusing on improving internal communications. Ms. Sienkiewicz notified the Board that the rebranding process is ongoing. All new materials will go out with the new branding, and materials with former logo and fonts are in transition.

Access Services – Victoria Akinde
The Access Services department is comprised of cataloging, acquisition, and inter-library loan. The department prioritizes data integrity, making sure that the catalog is accurate. 107,000 items have been inventoried in 2016. Currently, the department is in the process of reclassifying CDs.

COMMITTEE REPORTS
None

STUDENT ADVISOR TRUSTEE REPORTS
Student Advisor Trustee (SAT) Ashwin Prabhu commented on an exam ‘de-stressing’ activity that Teen Corps held at Hoffman Estates High School, which attracted approximately 25 students. The Teen Place has been experiencing an influx of teen presence during final exam week.

TREASURER’S REPORT
Treasurer Bromley highlighted that filing is complete for the Annual Treasurer’s Report, and that the AV renovation project is trending favorably. Treasurer Bromley commended Finance Director, Beth Valenziano, for doing great job optimizing the Library’s investments.

UNFINISHED BUSINESS
None

NEW BUSINESS
Approval of 2017 Calendar of Regular Board Meeting Dates
Trustee Jonen moved and Vice-President Forte-Scott seconded that:

The Board approve the amended 2017 Calendar of Regular Board Meeting Dates, changing the November meeting from the 20th to the 13th.

The motion passed unanimously.

Approval of Travel Reimbursement Policy, Sick Leave Policy, and Emergency Leave Policy
Trustee Jonen moved that:

The Library Board approve the Travel Reimbursement Policy.

The motion passed unanimously.

Trustee Jonen moved that:

The Library Board approve the Sick Leave Policy.

The motion passed unanimously.

Trustee Jonen moved that:

The Library Board approve the Emergency Leave Policy.

The motion passed unanimously.

EXECUTIVE SESSION
Trustee Jonen moved and Trustee Frankel seconded that:

The Board leave Regular Session and enter into Executive Session at 8:09 P.M.
Roll call vote:
Ms. Bernas Yes
Mr. Bromley Yes
Mrs. Seyring Yes
Mrs. Jonen Yes
Mr. Frankel Yes
Ms. Forte-Scott Yes
Mrs. Wroblewski Bosshart Yes
The motion passed unanimously.

Trustee Jonen moved and Trustee Bernas seconded that:

The Board re-enter Regular Session at 8:13 PM
Roll call vote:
Ms. Bernas Yes
Mr. Bromley Yes
Mrs. Seyring Yes
Mrs. Jonen Yes
Mr. Frankel Yes
Ms. Forte-Scott Yes
Mrs. Wroblewski Bosshart Yes
The motion passed unanimously.

ADJOURNMENT
President Wroblewski Bosshart moved and Trustee Jonen seconded that:

The Library Board adjourn at 8:15 P.M.

The motion passed unanimously.