Board Meeting Minutes 11-14-16

BOARD MEETING
Monday, November 14, 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; Jillian Bernas; Robert Frankel; Ruth Jonen; Theresa Seyring

BOARD MEMBERS ABSENT
Gerald Bromley, Treasurer

STUDENT TRUSTEE PRESENT
Ashwin Prabhu, Dhvanii Raval

OTHERS PRESENT
Carrie Cichon, Monica Harris, David Jonen, Jonathan Passman, Stephanie Sarnoff, Hollis Sienkiewicz, Bobbi Sloan, Lori Teipel, Beth Valenziano

PUBLIC COMMENTS
David Jonen attended the Board Meeting as an observer.
Vernon Area Public Library District (VAPLD) Trustee Jonathan Passman is visiting libraries and attending board meetings to gather ideas and inspiration for development of a VAPLD Architectural Master Plan.

BOARD COMMENTS
Trustee Jonen attended the Staff Service Award Luncheon on November 3. She commended staff involved in planning the event, and congratulated those celebrating anniversaries.
Trustee Seyring attended the Staff Service Award Luncheon, the KidsZone Parade on Halloween and the 2016 Annual Intergovernmental Reception.
Trustee Bernas thanked Mayor McLeod for hosting the 2016 Intergovernmental Reception at the Sears Centre.

RAILS – Ms. Forte-Scott
None

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

The October 17, 2016 Regular Board Minutes be approved, with typographical correction.

The motion passed unanimously.

APPROVAL OF BILLS
President Wroblewski Bosshart moved that:

The Library Board approve the October 2016 Bill List.

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

ADDITIONS OR CHANGES TO AGENDA
The Access Services Department Report and the Audit Report will be presented at the December Board Meeting. Ms. Sarnoff offered the Board of Trustees a tour of the recently completed Phase 1 of the Audio/Visual and Lobby renovation project.

PRESIDENT’S REPORT
President Wroblewski Bosshart reported that she had attended the Staff Service Awards Luncheon. She presented a Certificate of Appreciation from the Schaumburg – Hoffman Estates Memorial Day Observance Committee for STDL’s support of and contribution to the 2016 Memorial Day Observance. She read an email from a patron commending Adult Programmer Debi Wolfe for her consistent care and thorough attention to detail in planning programs and trips for community residents.

DIRECTOR’S REPORT
Executive Director Sarnoff noted that the Audio/Visual and Lobby Renovation Project continues to be on time and budget. Phase 2 of the project will begin on Tuesday, November 15. The open enrollment period for the 2017 plan year for employees eligible for medical insurance coverage will conclude on November 18. There will be no increase in premiums for 2017. A $101,000 dividend from the Wellness Insurance Network (WIN) was received on October 26.

DEPUTY DIRECTOR’S REPORT
Deputy Director Harris noted that the web design firm Interpersonal Frequency (IF) has begun conducting web surveys and interviews with staff members. A user experience model will be used to redesign of the Library’s website. Staff involved have reported positive experiences in working with IF. The KidsZone is leading an effort to offer advanced technology training to all STDL staff. The Libraries of Illinois Risk Agency (LIRA) insurance pool announced a 4% decrease in the Library’s 2017 liability insurance annual premium, and 14% decrease in the 2017 Workers Compensation annual insurance premium. Pace Suburban Bus Service announced implementation of a new route from the Roselle Metra Station to Woodfield Mall, with a stop at Town Square. Ms. Harris invited the Board of Trustees to the Library-wide Retirement Party for Executive Director Sarnoff on Thursday, December 15, and to a ribbon cutting ceremony for the grand opening of the newly renovated Audio/Visual and Lobby on December 28.

COMMITTEE REPORTS
Plan of Service – Mr. Frankel
Mr. Frankel and Ms. Harris updated the Board on Plan of Service topics including collection development, website improvement, financial planning, marketing and internal training for uniform procedures.

STUDENT ADVISOR TRUSTEE REPORTS
Student Advisor Trustee (SAT) Ashwin Prabhu noted that, at his request, a high school-wide announcement was broadcast in advance of Maker Day on October 15. He enjoyed his time in charge of the 3-D puzzle station there. SAT Dhvanii Raval dsitributed an article that she had published in her high school newspaper about Maker Day.

TREASURER’S REPORT
President Wroblewski Bosshart reported that the FY2016/17 budget is currently projected at a $49,000 surplus. The transition to both the new investment firm (Mesirow Financial) and bank (Schaumburg Bank & Trust) has been completed.

UNFINISHED BUSINESS
None

NEW BUSINESS
Resolution on Travel Expense and Reimbursement Policy in Accordance with the Local Travel Expense Control Act
Trustee Jonen moved and Trustee Seyring seconded that:

The Library Board adopt the Resolution on Travel Expense and Reimbursement Policy in accordance with the Illinois State Local Travel Expense Control Act.

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

Review of Revised Travel Expense and Reimbursement Policy, Sick Leave Policy, and Emergency Leave Policy
The Board of Trustees will vote on the changes to these policies at the December Board Meeting.

Approve Waiver of Bid for a Three-Year $49,500 Contract to Interpersonal Frequency for Sole-Provider of Website Cloud Hosting Services
Director Sarnoff reported that this three-year contract provides proprietary website cloud hosting services for a cumulative three-year total of $49,500.

Trustee Seyring moved and Trustee Jonen seconded that:

The Library Board approve a Waiver of Bid for a three-year contract to Interpersonal Frequency for in the amount of $49,500.

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

Resolution Declaring a Library Vehicle Surplus Property and Authorizing Its Sale
Trustee Frankel moved and Vice-President Forte-Scott seconded that:

The Library Board adopt the Resolution declaring a library vehicle as surplus property, and authorizing its sale.

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

Review Chapter 6, “Access” of Serving Our Public 3.0: Standards for Illinois Public Libraries 2014 (75ILCS 10/8. 1, 1) [attached] for submission of Per Capita Grant
As a requirement for the submission of the Illinois Per Capita Grant, the Board must review Chapter 6, “Access,” which was enclosed in the Board Packet.

EXECUTIVE SESSION
Trustee Jonen moved and Trustee Bob Frankel seconded that:

The Library Board leave Regular Session and enter into Executive Session at 8:08 P.M. for the purpose of: Appointment, employment, compensation, discipline, performance or dismissal of specific employees– Section 2(c), (01)

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

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

The Board re-enter Regular Session at 8:50 PM

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

Trustee Frankel moved and Trustee Jonen seconded that:

A merit payment in the amount of $15,000 for July 1, 2016 – December 31, 2016 be issued for the Executive Director.

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

ADJOURNMENT
Trustee Jonen moved and Trustee Frankel seconded that:

The Library Board adjourn at 8:53 P.M.

The motion massed unanimously.