Board Meeting Minutes 3-21-16

BOARD MEETING
Monday, March 21, 2016
Central Library Conference Room
7:00 P.M.

CALL TO ORDER/ROLL CALL

PLEDGE OF ALLEGIANCE

BOARD MEMBERS PRESENT
Ruth Jonen, President; Jillian Bernas; Gerald Bromley; Anita Forte-Scott; Theresa Seyring

BOARD MEMBERS ABSENT
Robert Frankel, Vice-President/Secretary; Julie Wroblewski Bosshart, Treasurer

STUDENT TRUSTEES PRESENT
Sruthi Gurudev

STUDENT TRUSTEE ABSENT
Jessica D’Souza

OTHERS PRESENT
Carrie Cichon, Amber Creger, Monica Harris, Reiner Musni, Stephanie Sarnoff, Hollis Sienkiewicz, Lori Teipel, Elizabeth Valenziano

PUBLIC COMMENTS
None

BOARD COMMENTS
Trustee Seyring commented on the great attendance at the Library’s Comic Con event on Sunday, March 5. Trustee Bernas commented on her attendance at the very informative 2016 Hoffman Estates Chamber of Commerce Mayor’s Community Update Breakfast on February 24 at the Sears Center Arena. Trustee Forte-Scott thanked the Library for participating in the Northwest Celtic Fest in Hoffman Estates. She shared a flyer advertising a fund raising event benefiting the Gail Borden Public Library District.

RAILS – Ms. Forte-Scott
Trustee Forte-Scott reported that the Reaching Across Illinois Library System (RAILS) Board is currently accepting nominations for two at-large seats, three Public Library Trustee seats and one Special Library seat. Applications are due on March 31. RAILS will host the workshop ‘Internal Customer Service’ for member library staff at the Bartlett Public Library on Tuesday, April 12.
The 2016 Illinois Library Association (ILA) Annual Conference will be held from October 18-20 at the Donald E. Stephens Convention Center in Rosemont. The Conference theme is Discovery, Advocacy and Leadership.

APPROVAL OF MINUTES
Trustee Forte-Scott moved and Trustee Bromley seconded that:

The February 15, 2016 Regular Board Minutes be approved, with typographical corrections.

The motion passed unanimously.

APPROVAL OF BILLS
Trustee Forte-Scott moved and Trustee Seyring seconded that:

The Library Board approve the February 2016 Bill List.

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

ADDITIONS OR CHANGES TO AGENDA
President Jonen requested the addition of a presentation by Hollis Sienkiewicz, Director of Marketing and Communications, under Unfinished Business to continue the discussion of the Library logo.

PRESIDENT’S REPORT
President Jonen reported on the 2016 Hoffman Estates Chamber of Commerce Mayor’s Community Update Breakfast on February 24. She requested that all Trustees bring their personal calendars to the April Board Meeting to confirm dates for Budget meetings. She recommended that the April Board Meeting begin early at 6:15P.M. with an Executive Session, to accommodate a very lengthy agenda.

DIRECTOR’S REPORT
Director Sarnoff has not received any news on receipt of the Illinois Per Capita Grant. She reported that she had completed a follow-up of the 2014 Edge Assessment. The Edge Assessment is now a requirement for submission of the Per Capita Grant.

DEPUTY DIRECTOR’S REPORT
Deputy Director Monica Harris announced that District 214 will be offering English as a Second Language (ESL) classes at the Central Library beginning in April. RAILS is working with the Illinois Library Association (ILA) and the Ancel Glink law firm to create a no-cost Freedom of Information Act (FOIA) and Open Meetings Act (OMA) Hotline, to answer questions from member libraries. She reported that an update to the Plan of Service will be presented at the April Board Meeting.

DEPARTMENT REPORTS

Fiction, Movies and Music – Lori Teipel
Lori Teipel announced that renewal and item check out limits for several Audio Visual (AV) item types were increased in mid-February. She reported that approximately 500 abridged audiobooks, excess to Library needs, were withdrawn in January and were donated to the Edward Hines, Jr. VA Hospital and The Chicago Lighthouse.
Mrs. Teipel spoke about her department’s VHS-to-DVD conversion equipment for patron use. The department will soon have analog audio transfer equipment for cassette and vinyl to digital.

COMMITTEE REPORTS
None

STUDENT ADVISOR TRUSTEE REPORTS
Student Advisor Trustee (SAT) Sruthi Gurudev reported that the Teen Job Fair on Saturday, February 27 was a smashing success with approximately 250 attendees. Feedback from participating teens indicated that the interview tips and resume review sessions were very helpful. Sruthi reported that Comic Con also had high participation, with about 1,100 attendees.

TREASURER’S REPORT
Beth Valenziano, Director of Finance, continues to monitor the Library investment portfolio and will recommend the sale of bonds as they reach par value.

UNFINISHED BUSINESS
Based on feedback at the February Regular Board Meeting, Marketing Director Hollis Sienkiewicz presented revised logo options provided by graphic designer Laura Boland. The logos presented incorporated stronger design elements of the current logo. President Jonen indicated that a vote will be held at the April Regular Board Meeting on a final logo design.

NEW BUSINESS

Submission of Library Director Evaluation
It was a consensus of the Board to convene an Executive Session of the Library Board at 6:15 P.M. on Monday April 18 to discuss the Library Director Performance Evaluation. The April Regular Board Meeting will resume at 7:00 P.M.

Review of Proposed Tax Levy and Appropriation Calendar
Finance Director Valenziano presented a Proposed Tax Levy and Appropriations Calendar. Dates of Budget Committee Meetings will be finalized at the April Board Meeting.

Appointment of Nominating Committee
President Jonen announced that Vice-President Frankel and Trustee Forte-Scott were appointed to the Nominating Committee. They will present a slate of officers at the April Regular Board Meeting. The vote will take place at the May Board Meeting, and officers will assume their duties at the June Board Meeting.

Resolution to approve ICMA-RC 401(a) Adoption Agreement
Trustee Forte-Scott moved and Trustee Seyring seconded that:

The Library Board approve the ICMA-RC (401(a) Adoption Agreement.

The motion passed unanimously.

Award of Bid for Information Technology (IT) Storage and Backup Systems to SHI International Corp. in the amount of $105,541
Trustee Forte-Scott moved and Trustee Bernas seconded that:

The Library Board approve the Award of Bid for Information Technology (IT) Storage and Backup Systems to SHI International Corp., the lowest responsible bidder, in the amount of $105,541.

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

Award of Bid for Microsoft Software Assurance Licenses and Support to EnPointe Technology Sales in the Amount of $43,106.82
Trustee Bromley moved and Trustee Seyring seconded that:

The Library Board approve the Award of Bid for Microsoft Software Assurance Licenses and Support to EnPointe Technology, the lowest responsible bidder, in the amount of $43,106.82.

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

Approval of Request by School District 54 for use of both Rasmussen Rooms on April 20
Trustee Bernas moved and Trustee Bromley seconded that:

The Library Board approve the request by School District 54 to use both Rasmussen Rooms on April 20, 2016.

The motion passed unanimously.

EXECUTIVE SESSION
None

ADJOURNMENT
Trustee Forte-Scott moved and Trustee Bernas seconded that:

The Library Board adjourn 8:33P.M.

The motion passed unanimously.