Board Meeting Minutes 6-20-16

BOARD MEETING
Monday, June 20, 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 TRUSTEES PRESENT
Jessica D’Souza

STUDENT TRUSTEES ABSENT
Sruthi Gurudev

OTHERS PRESENT
Carrie Cichon, Monica Harris, Kristin Moo, Reiner Musni, Anna Pederson, Ashwin Prabhu, Dhvanii Raval, Stephanie Sarnoff, Hollis Sienkiewicz, Aditi Singh, Lori Teipel, Beth Valenziano

PUBLIC COMMENTS
Ashwin Prabhu, Dhvanii Raval and Aditi Singh introduced themselves as High School District 211 students, all of whom are interested in applying for the Student Advisor Trustee (SAT) position for FY2016-2017.

BOARD COMMENTS
Trustee Jonen commented on the Flag Day Celebration co-sponsored by the Library on Friday, June 14 at St. Peter Lutheran Church. She commended Library Outreach Associate Lisa Nusret for representing the Library at the event. She noted that an article in the Daily Herald honored SAT Jessica D’Souza for giving the senior address at the Schaumburg High School Graduation Ceremony.
Vice-President Forte-Scott commented that the Schaumburg – Hoffman Estates 2016 Memorial Day Observance was a great event. She noted that former SAT Isha Jog participated as Miss Gold Coast in the Miss Illinois Scholarship Pageant for the Miss America Organization.
Trustee Bernas commented that she will participate in the Library’s Summer Challenge Program. She commended the user-friendly website platform for enrollment.
Treasurer Bromley commented that he is looking forward to his new role as Treasurer.

RAILS – Ms. Forte-Scott
None

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

The May 23, 2016 Regular Board Minutes be approved, with corrections.
Vice-President Forte-Scott abstained due to her absence from the May Board Meeting.

The motion passed unanimously.

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

The Library Board approve the Special Meeting Minutes from May 9, 2016.

The motion passed unanimously.

APPROVAL OF BILLS
Treasurer Bromley moved that:

The Library Board approve the May 2016 Bill List.

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

ADDITIONS OR CHANGES TO AGENDA
None

PRESIDENT’S REPORT
President Wroblewski Bosshart thanked the outgoing Officers of the Board for their service and leadership. She also thanked Finance Director Beth Valenziano for working hard to prepare the budget and for formatting and preparing budget books for the Board. She noted that she and her family have enrolled in the Summer Challenge.

DIRECTOR’S REPORT
Executive Director Sarnoff reported that work on the roof repairs will start in July. A Request for Bid for the Roof Drain Repairs will be published in the Daily Herald in late June.
Magan Szwarek will assume her role as Director of Reference Services on July 5. Director of Youth Services Amber Creger has been accepted to participate in the 2016 American Library Association (ALA) Leadership Institute “Leading to the Future”.
STDL hosted the quarterly meeting of the Intergovernmental Government Executives in mid-June.

DEPUTY DIRECTOR’S REPORT
Deputy Director Harris noted that current information indicates that, due to State funding issues, the future of High School Districts 214’s Read to Learn program at the Library is uncertain. This program will be included in the August/September Guide in the hope that funding issues will be resolved. The Summer Challenge Program debuted on June 1st. Signup and participation has increased from last year’s Summer Reading Program. The Library received two Freedom of Information Act (FOIA) requests in May. Staff completed both requests as required by law. Ms. Harris congratulated staff member Monica Tapia (KidsZone) for receiving the ALA Spectrum Scholarship, and Hanover Park Branch Coordinator Gail Tobin, on her appointment as Chair of the Mentoring Taskforce of ALA’s Young Adult Library Services Association (YALSA).

DEPARTMENT REPORTS
Information Technology – Reiner Musni
Director of Information Technology Reiner Musni noted that projects in the upcoming fiscal year include installing additional video surveillance cameras and servers (one at each location), implementing a secondary backup repository at one of the branch locations, upgrading 140 public access computers at all locations, roof and roof drain repairs and exterior façade sealant at the Central Library. Projects in progress include ‘hardening’ the firewall system, migrating to new surveillance system software, migrating to a new print and copy management system, upgrading servers to Windows 10, and upgrading wireless infrastructure.

COMMITTEE REPORTS
Finance – Mr. Bromley
Mr. Bromley reported that budget meetings were conducted in May and early June to review the FY2016-2017 Proposed Operating Budget. He noted that Mesirow Financial will represent the Library as our Financial Advisors, and he looks forward to an improved level of communication and responsiveness. The Operating Fund Balance, moving into the next fiscal year, will meet the thresholds stipulated by Library Board Policy. Mr. Bromley recommended a quarterly meeting to update financial trends.

Café – Mr. Bromley
Treasurer Bromley moved that:

The Board approve a café lease term of three (3) years, with two (2) one (1)-year renewal options.

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

STUDENT ADVISOR TRUSTEE REPORTS
Student Advisor Trustee (SAT) Jessica D’Souza made the final report of her SAT year. She reported that High School District 211 recently finished final exams. The Teen Place and other meeting and discussion rooms were available to students for studying. She also reported that outdoor concerts have been popular thus far and is something her family likes to attend each summer. Jessica thanked the Board of Trustees for wonderful experience during her service.

TREASURER’S REPORT
Treasurer Bromley reported that revenues are favorable for the month and the projected year-end. Projected expenditures in the KidsZone are lower than budgeted. He noted that, to date, the Library Investment Portfolio had an unrealized loss of $7,365.00. Finance Director Beth Valenziano is reviewing the contract with Mesirow Financial to turn our investments over to them.

UNFINISHED BUSINESS
None

NEW BUSINESS
Approval of Transfer of $2,000,000 from the FY2015/16 Operating Budget Fund Balance to the Building Reserve Fund
Treasurer Bromley moved that:

The Library Board approve the transfer of $2,000,000 from the FY2015/16 Operating Budget Fund Balance to the Building Reserve Fund.

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

Approval of FY2016-2017 Proposed Operating Budget
Treasurer Bromley moved that:

The Library Board approve the FY2016-2017 Proposed Operating Budget.

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

Approval of Award of Bid to the lowest qualified bidder, All American Exterior Solutions for Roof Repairs (Base Bid $103,000 and Alternate No. 1 $48,000) in the Amount of $151,000
Trustee Jonen moved and Trustee Frankel seconded that:

The Library Board award bid to the lowest qualified bidder, All American Exterior Solutions, for roof repairs in the total amount of $151,000.

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

Approval of Award of Bid to Eugene Matthews, Inc. for Siding Sealant (Base Bid 2 North Elevation $23,975 and Base Bid 5 Roof Elevation $16,940) in the Amount of $40,465
Vice-President Forte-Scott moved and Trustee Jonen seconded that:

The Library Board award bid to Eugene Matthews, Inc. for siding sealant in the total amount of $40,465.

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

Approval of 2016 Prevailing Wage Rate Ordinance
Vice-President Forte-Scott moved and Trustee Frankel seconded that:

The Library Board approve the 2016 Prevailing Wage Rate Ordinance.

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

Approval of Waiver of Bid for EBSCO Online Research Databases in the Amount of $32,130
Trustee Jonen moved and Treasurer Bromley seconded that:

The Library Board approve the Waiver of Bid for EBSCO Online Research Databases (sole provider) in the amount of $32,130.

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

Approval of Waiver of Bid for ProQuest/Ancestry/Newspaper Database in the Amount of $21,390
Vice-President Forte-Scott moved and Trustee Seyring seconded that:

The Library Board approve the Waiver of Bid for ProQuest/Ancestry/Newspaper Database (sole provider) in the amount of $21,390.

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

EXECUTIVE SESSION
None

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

The Library Board adjourn at 8:26 P.M.

The motion passed unanimously.