Board Meeting Minutes 2-20-17

BOARD MEETING
Monday, February 20, 2017
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; Ruth Jonen; Theresa Seyring

BOARD MEMBERS ABSENT
Robert Frankel

STUDENT TRUSTEE PRESENT
Ashwin Prabhu

STUDENT TRUSTEE ABSENT
Dhvanii Raval

OTHERS PRESENT
Victoria Akinde, Carrie Cichon, Amber Creger, Monica Harris, David Jonen, Joanne Schultz, Bobbi Sloan, Magan Szwarek, Beth Valenziano

PUBLIC COMMENTS
Community resident Bobbi Sloan commented on the new placement of the plaques in the vestibule.

BOARD COMMENTS
Vice-President Forte-Scott and Trustees Jonen and Seyring attended the Hoffman Estates Celebration of Excellence Dinner, and thanked the Library for the opportunity to attend.
Trustee Jonen attended two presentations at the Central Library, which she noted were excellent.
Trustee Seyring attended the library-wide Harry Potter Book Night event, as well as other programs, and noted that they were well executed and planned by staff.
Trustees Seyring and Bernas, and Treasurer Bromley attended the 2017 Illinois Library Association (ILA) Trustee Workshop, which covered discussion of policies, pending bills, a legislative update, and the possibility of a property tax freeze.
Treasurer Bromley noted the importance of discussing the Library’s Meeting Room Policy. He requested that the Board review the current policy at the March Board Meeting.
Trustee Bernas commented on the oversized chess set that is outside the Workshop.

RAILS – Ms. Forte-Scott
Vice-President Forte-Scott provided a review of Reaching Across Illinois Library System (RAILS), noting that it serves 1,300 private, public, school, and university libraries in Northern Illinois, encompassing 4,200 library facilities in a 27,000 square mile area. Services include, but are not limited to, Illinois Library Loan delivery, shared catalogs, education, and reciprocal/non-resident borrowing. All STDL Library Board Trustees are members of RAILS, and included with the membership are videos and online courses through the Trustee Academy, free of charge, to learn about libraries and their services and finances, and the role of a Trustee on a Library Board.

APPROVAL OF MINUTES
Trustee Jonen moved and Vice-President Forte-Scott seconded that:

The January 16, 2017 Regular Board Minutes be approved.

The motion passed unanimously.

APPROVAL OF BILLS
Treasurer Bromley moved that:

The Library Board approve the January 2017 Bill List.

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

ADDITIONS OR CHANGES TO AGENDA
None

PRESIDENT’S REPORT
President Wroblewski Bosshart attended the 2017 ILA Trustee Workshop. She noted that the term for new Library Board Trustees starts on Monday, May 15, 2017 with the Election of Board Positions. The last day for Oath of Office is June 17, 2017. In reviewing committee selections, an Art Selection Committee was recommended. Trustee Seyring and Vice-President Forte-Scott noted interest in committee participation.

DIRECTOR’S REPORT
Executive Director Harris noted that leadership changes are upcoming with the retirements of Illinois Library Association (ILA) Executive Director Bob Doyle and American Library Association (ALA) Executive Director Keith Fiels.
She passed around the Library’s new “Welcome Brochure”, which is handed out to patrons who register for a library card. This is a condensed brochure from the 5-10 items that were formerly distributed to patrons during the registration process.
In March the Library will partner with Spring Valley to display an egg incubator in the Commons, for patrons to see the transformation from egg to chick. The next Naturalization Ceremony will take place on April 21, 2017. On February 2nd, The Harry Potter Book Night event successfully attracted over 450 attendees. On the 6th, the Library received a proclamation from the Village of Hoffman Estates and Mayor McLeod in honor of Library Lovers Month.
Ms. Harris noted that the public Meet and Greet sessions are nearing completion, and the opportunity to communicate with patrons and see how they are using and experiencing the Library and the new Commons space has been valuable. The Central Library renovation project has passed final building inspection. The Library is awaiting a price quote to replace the bottom row of shelving on units in the new space, which would provide a 40 degree tilt, yielding easier browsing access for patrons. Ms. Harris addressed feedback about movie showings in the Workshop. The donor plaques have been moved into the vestibule. The Library is also awaiting price quotes for a glass case to place in the vestibule which would enclose all Board and legal notices.
Implementation and migration of all accounting data with the new accounting system, Tyler Technologies Software, is underway and on schedule. The website is on track for a spring launch. Virtual Branch Coordinator, Kristin Moo, will attend the March Board Meeting to present a preview of the new website to the Board. The Management Team has been exploring ideas, trends, and content to discuss with the Board at the Plan of Service Meeting on March 18.

DEPARTMENT REPORTS
Reference Services – Magan Szwarek
Director of Reference Services, Magan Szwarek, reported that three recognizable special services that Reference offers continue to be business/business outreach, local history, and genealogy. Services on these topics include, but are not limited to, programs, one-on-one meetings, and blogs. Ms. Szwarek worked with Collection Development Specialist, Suzanne Boudreau, to incorporate a new non-fiction book collection in the Commons. Research was done to select six broad categories based on material with the highest circulation patterns.
She also reviewed that Serials staff manage the selection and cataloging of print and online magazine subscriptions for the Central Library and both Branch locations; Information Desk staff register patrons for programs and trips, reserve discussion and meeting rooms, and provide copy and fax services; and Computer Assistance staff offer technology classes and address inquiries using technology available in the Library.

COMMITTEE REPORTS
Finance – Mr. Bromley
Treasurer Bromley noted that the board should continue to monitor any budgetary impact that would result from the potential of a property tax freeze. Possible proactive solutions include board prioritization of new initiatives proposed as part of the Plan of Service process.

STUDENT ADVISOR TRUSTEE REPORTS
Student Advisor Trustee Ashwin Prabhu noted that he placed an entry about the Harry Potter Book Night and Teen Job Fair events in his school’s daily announcements.

TREASURER’S REPORT
Treasurer Bromley noted that by fiscal year-end, we anticipate to be near target on the overall budget projection. Project expenses are catching up to the budget post-renovation, however still remains favorable to budget.

UNFINISHED BUSINESS
None

NEW BUSINESS
Review of Budget Committee Meeting Dates
The Library Board scheduled three budget meetings for May 22, 23, and 24 with a tentative start time of 6:00 P.M.

EXECUTIVE SESSION
None

ADJOURNMENT
Vice-President Forte-Scott moved and Trustee Jonen seconded that:

The Library Board adjourn at 8:06 P.M.

The motion passed unanimously.