Board Meeting Minutes 2-15-16

BOARD MEETING
Monday, February 15, 2016
Central Library Conference Room
7:00 P.M.

CALL TO ORDER/ROLL CALL

PLEDGE OF ALLEGIANCE

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

STUDENT TRUSTEES PRESENT
Sruthi Gurudev

STUDENT TRUSTEES ABSENT
Jessica D’Souza

OTHERS PRESENT
Michelle Binns, Carrie Cichon, Amber Creger, Monica Harris, Maureen Howell, Ed Moy, Stephanie Sarnoff, Jeff Schroeder, Hollis Sienkiewicz, Lori Teipel, Elizabeth Valenziano

PUBLIC COMMENTS
None

BOARD COMMENTS
Trustees Bromley, Bernas and Seyring attended the 2016 Illinois Library Association (ILA) Legislative ‘Meet-up’ Breakfast on February 15 and the 2016 ILA Trustee Forum Workshop on February 13. Trustees Seyring and Bernas highlighted issues presented at the Trustee Forum Workshop by attorney Julie Tappendorf. Trustee Bromley commended Teen Place staff following his recent use of the 3-D printer. Trustee Bernas complimented the Library’s security and Teen Place staff members for assistance she received and assistance she witnessed them providing to the public.

RAILS – Ms. Forte-Scott
Trustee Forte-Scott discussed a posting on the Reaching Across Illinois Library System (RAILS) website in which Morton High School hosted a “Blind Date with a Book” program for Valentine’s Day. She noted that RAILS will host the program “Better Patron Experience” (on March 11 in DeKalb) for member library staff members.

APPROVAL OF MINUTES
Trustee Forte-Scott moved and Treasurer Wroblewski Bosshart seconded that:

The January 18, 2016 Regular Board Minutes be approved.

The motion passed unanimously.

APPROVAL OF BILLS
Treasurer Wroblewski Bosshart moved that:

The Library Board approve the January 2016 Bill List.

Roll call vote:

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

ADDITIONS OR CHANGES TO AGENDA
President Jonen requested that the presentation by Public Financial Management (PFM) be moved up on the agenda.
Trustees Bromley and Forte-Scott will report on the café under committee reports.

PRESIDENT’S REPORT
None

DIRECTOR’S REPORT
Executive Director Sarnoff read a letter of gratitude for STDL staff and resources sent by a student at Larsen Middle School (School District U46). She noted that Approval for the Adoption of the Updated 401a Plan Document will appear on the March Regular Board meeting agenda. Ms. Sarnoff and Finance Director Beth Valenziano met with representatives of JP Morgan Chase Bank to discuss their ability to provide services superior to those of our current bank. The Library received a check in the amount of $21,058.92 from the Library Insurance Management and Risk Control Combination (LIMRiCC) in the second and final disbursement installment of fund balances. Carpet replacement and painting of the Rasmussen Rooms is scheduled for completion on February 16. A revised plan for the renovation of the Central Library AV area and lobby flooring will be presented at the April 18 Regular Board meeting.
Ms. Sarnoff announced the 2016 Hoffman Estates Chamber of Commerce Mayor’s Community Update Breakfast will be held on Wednesday, February 24 at the Sears Centre Arena from 7:30 AM-9:30 AM. She will register all trustees available to attend.

DEPUTY DIRECTOR’S REPORT
Deputy Director Harris reported that Marketing, Website, and Programming advisory groups were convened and charged with implementing Plan of Service priorities. Ms. Harris will supervise the Reference Department until a successor to recently retired Nelly Somerman is appointed. An initiative to reduce turn-around time for holds from 48 to 24 hours was successful. Ms. Harris has begun her tenure on the Libraries of Illinois Risk Agency (LIRA) Executive Board.

STAFF REPORTS
Reference/Information/Computer Assistance
Computer Assistance (CA) Coordinator Ed Moy reported that 16 Surface Book laptops were purchased for public and computer class use.

COMMITTEE REPORTS
Café – Mr. Bromley
Trustees Bromley and Forte-Scott met with Facilities Coordinator Joanne Schultz and Café Express owner Elbert Julian on February 12. Mr. Julian implemented recommendations made at their January meeting. Mrs. Schultz will create a Request for Repair Form for Mr. Julian to submit when he identifies mechanical/housekeeping/aesthetic conditions in need of attention.

Finance Committee – Treasurer Wroblewski Bosshart
Treasurer Wroblewski Bosshart reported that the budget process will begin in March. Administrative staff will present preliminary FY 2016/17 budget requests in a series of three Budget Committee meetings. She reported that presentations by the William Blair investment firm and JP Morgan Chase Bank will be scheduled for the April and May Regular Board meetings.

STUDENT ADVISOR TRUSTEE REPORTS
Student Advisor Trustee (SAT) Sruthi Gurudev reported that the second annual Teen Job Fair will take place on Saturday, February 27. Local public and private sector employers will participate. Information on volunteer opportunities, resume help, and interview tips will be presented.

TREASURER’S REPORT
Treasurer Wroblewski Bosshart reported that property tax bills are due March 1 and will provide the anticipated annual revenue stream.

UNFINISHED BUSINESS
None

NEW BUSINESS
Distribution of Library Director Evaluation Form
President Jonen distributed the Library Director Evaluation Form, and announced that completed evaluations must be submitted at the March Regular Board meeting. She asked that any Trustee not available to attend that meeting return the form to Human Resources Director Kathy Schuessler before March 21.

Presentation by Public Financial Management (PFM)
Jeff Schroeder and Michelle Binns presented a description of investment advisory services offered by the Public Financial Management (PFM) firm. They assured the Board that their investment advisors provide excellent customer service, safety, and fiduciary responsibility while abiding by state statute for government investments and the Library’s Investment Policy. The firm provides investment policy consulting (if requested), monthly reporting, and full documentation for an audit trail. 95% of PFM clients are Illinois local government entities, universities, and park/school/water/public libraries districts.

Presentation of logo options – Hollis Sienkiewicz
Marketing Director Hollis Sienkiewicz reported that graphic designer Laura Bolland was selected for our rebranding project. The goal of this effort is the creation of a refreshed, exciting visual representation that will reflect the Library’s Vision, Mission and Values Statements. After discussion of several options presented, the Board asked that a stronger sense of the current logo be incorporated into the design.

EXECUTIVE SESSION
None

ADJOURNMENT
Trustee Frankel moved and Trustee Bernas seconded that:

The Library Board adjourn at 9:22 P.M.

The motion passed unanimously.