Board Meeting Minutes 1-16-17

BOARD MEETING
Monday, January 16, 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; Robert Frankel; Ruth Jonen; Theresa Seyring

STUDENT TRUSTEE PRESENT
Ashwin Prabhu, Dhvanii Raval

OTHERS PRESENT
Carrie Cichon, Jason Coyle, Amber Creger, Monica Harris, Peter Hegel, Kathy Morgan, Reiner Musni, Kate Niehoff, Hollis Sienkiewicz, Magan Szwarek, Lori Teipel, Beth Valenziano, Debi Wolfe

PUBLIC COMMENTS
None

BOARD COMMENTS
Trustee Frankel welcomed Monica Harris to her first Board Meeting as Executive Director.
Trustee Jonen commented on the Grand Opening of ‘The Commons’. She also noted that the lobby area is seemingly quieter with the recent installation of carpeting.
Treasurer Bromley inquired about the addition of artwork on the walls in ‘The Commons’ as part of the plan. He also commented on attending the Hoffman Estates Annual Martin Luther King Jr. Breakfast, at which he enjoyed the keynote speaker.
Trustee Bernas noted that she attended a Schaumburg Historical Society Meeting.

RAILS – Ms. Forte-Scott
Vice-President Forte-Scott announced that Reaching Across Illinois Library Systems (RAILS) is hosting a Community Based Strategic Planning Workshop webinar.

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

The December 19, 2016 Regular Board Minutes be approved, with discussed corrections.

The motion passed unanimously.

APPROVAL OF BILLS
Treasurer Bromley moved that:

The Library Board approve the December 2016 Bill List.

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

ADDITIONS OR CHANGES TO AGENDA
President Wroblewski Bosshart recommended that the guest presentation by Mesirow Financial and the audit report by Baker Tilly Virchow Krause LLP be moved up in the meeting.

PRESIDENT’S REPORT
President Wroblewski Bosshart welcomed Executive Director Harris to her new role in the organization. A date for the Plan of Service meeting was scheduled for March 18, 2017.
A reservation has been made at Maggiano’s on April 11 at 6:00pm for a retirement celebration for Trustees Jonen and Frankel.

DIRECTOR’S REPORT
Executive Director Harris noted that the family of Patricia Barry, a deceased Librarian from School District 211, requested that in lieu of flowers, donations be given to STDL KidsZone area. Stephanie Sarnoff also gave a $500 donation to the library in December.
Questions, suggestions, and comments were responded to in the Public Suggestions for the last month. A temporary stanchion has been placed in the Lobby to conduct a line pattern in the check-out area until a permanent stanchion is installed. Anecdotal data supports that book circulation has been increasing since the opening of ‘The Commons’.
Ms. Harris has hosted multiple Meet and Greets with staff, and will also be hosting similar sessions for the public in February.
Statements of Economic Interest will be sent later this month via email. The Per Capita Grant and the Annual Expenditures Report were submitted to the Illinois State Library in January.
The Library opened sealed bids on January 2nd for the sale of the 2013 Chevy Equinox. The highest bid was awarded to Stephanie Sarnoff for $3,025. Two additional Freedom of Information Act (FOIA) requests were received in December, which were submitted by Mary Kmiecek and Mark Cramer. Each request was responded to in the required time frame.

DEPARTMENT REPORTS
Community Engagement – Kate Niehoff
Program & Outreach Coordinator, Kate Niehoff, and Adult Program Coordinator, Debi Wolfe, noted that the Community Engagement Department has set ongoing goals of creating increased user engagement, improving community partnerships, attracting new users, and creating programs with broad appeal. 96% of attendees report receiving a memorable experience in post-program surveys. Pop-Up Library events have been successful at maintaining library presence out in the community.

COMMITTEE REPORTS
Café – Mr. Bromley
Treasurer Bromley highlighted that the Lease Agreement writes to a three-year term, with one year renewables for two years after, totaling five years. The Consumer Price Index (CPI) increased 1.7% for 2017. The café’s operations have passed government inspection. Mr. Julian has also responded to former suggestions pertaining to cleanliness.

STUDENT ADVISOR TRUSTEE REPORTS
Student Advisor Trustee (SAT) Dhvanii Raval reported that the Teen Place was busy in December during high school final examination week.
SAT Ashwin Prabhu will be submitting an article in his high school’s student/teacher newsletter about one of the upcoming Library programs.

TREASURER’S REPORT
Treasurer Bromley noted that revenues are currently favorable to expenditures. Some budgeted items have been placed on hold until the completion of the renovation project, therefore this will equalize with the project concluding.

UNFINISHED BUSINESS
Presentation of FY 2015-2016 Audit Report
Jason Coyle of Baker Tilly Virchow Krause LLP presented the independent auditor’s annual report for the year ending June 30, 2016. The Audit includes an assessment of the organizational processes, potential areas of risk or weakness, and suggestions and recommendations for improvement. STDL received an Unmodified Opinion, which is the highest evaluation to receive. Mr. Coyle complimented the Library for having great organizational structure and oversight.

Review of Café Lease
Reviewed under Committee Reports

NEW BUSINESS
Presentation by Mesirow Financial
Peter Hegel presented the Board with the Library’s investment portfolio, which included a report of 4th quarter activity in calendar year 2016. On behalf of the Library, Mesirow purchased a mix of short-term treasuries, government agency obligations, municipal bonds, and certificates of deposit (CDs). The portfolio lost .07% of value in Q4. Short term interest rates are forecasted to rise, which will offset market adjustments.

Review the Executive Director Evaluation Form
As a part of the annual schedule, President Wroblewski Bosshart requested that the Board review the Executive Director Evaluation Form.

Approval of Award of Bid for Desktop Computers to SHI in the Amount of $136,780.00
Trustee Frankel moved and Trustee Jonen seconded that:

The Board approve Award of Bid for 140 desktop computers to SHI, lowest responsible bidder, in the amount of $136,780.00.

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

Approval of Waiver of Bid to Sole Provider Library Ideas for Freegal Music and Streaming Subscription in the Amount of $39,750.00
Vice-President Forte-Scott moved and Trustee Jonen seconded that:

The Board approve Waiver of Bid to Library Ideas, sole provider for Freegal Music and Streaming subscription, in the amount of $39,750.00.

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

EXECUTIVE SESSION
None

ADJOURNMENT
Trustee Frankel moved and President Wroblewski Bosshart seconded that:

The Library Board adjourn at 8:17 P.M.

The motion passed unanimously.