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BOARD MEETING
Monday, March 20, 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; Theresa Seyring
BOARD MEMBERS ABSENT
Ruth Jonen
STUDENT TRUSTEES PRESENT
Ashwin Prabhu, Dhvanii Raval
OTHERS PRESENT
Carrie Cichon, Amber Creger, Monica Harris, Hannah Hymen, Kristin Moo, Bobbi Sloan, Magan Szwarek, Lori Teipel, Beth Valenziano
PUBLIC COMMENTS
Community resident Bobbi Sloan commented on the oversized chess set, the ‘Iron Throne’, and the egg incubator from the Spring Valley Nature Center that are on display in the Commons.
Hannah Hyman attended the meeting to observe.
BOARD COMMENTS
Vice-President Forte-Scott and Trustee Seyring thanked the Board of Trustees and the Management Team for a productive and well-lead Plan of Service Meeting on Saturday, March 18, 2017.
RAILS – Ms. Forte-Scott
None
APPROVAL OF MINUTES
Vice-President Forte-Scott moved and Trustee Bernas seconded that:
The February 20, 2017 Regular Board Minutes be approved.
The motion passed unanimously.
Trustee Frankel abstained due to absence at the February meeting.
APPROVAL OF BILLS
Treasurer Bromley moved that:
The Library Board approve the February 2017 Bill List.
Roll call vote:
Ms. Forte-Scott Yes
Mr. Frankel Yes
Mrs. Seyring Yes
Mr. Bromley Yes
Ms. Bernas Yes
Mrs. Wroblewski Bosshart Yes
The motion passed unanimously.
ADDITIONS OR CHANGES TO AGENDA
President Wroblewski Bosshart noted that an Executive Session will take place at the end of the regular meeting.
PRESIDENT’S REPORT
President Wroblewski Bosshart thanked the Board of Trustees and Management Team members that attended the Plan of Service Meeting.
She reminded the Board to RSVP for the retirement dinner for Trustees Frankel and Jonen, as well as for the Naturalization Ceremony taking place on April 21st. Statements of Economic Interest are due on May 1st. After filing, copies should be printed and kept on file in the Business Office.
DIRECTOR’S REPORT
Executive Director Harris updated the Board on the emergency closure that occurred a week prior. There was a water main break in the southwest corner of the property, in between the Library parking lot and the back of the vacant building formerly occupied by Dominick’s. The Library needed to close due to the health hazard posed by the shut-off of water to the building. Closure signs were placed at public entrances, published on the Library’s social media accounts, press released with the TribLocal, and a recorded message regarding the closure was left on the phones. Staff also called any patrons who had registered for programs that subsequently were cancelled. The Library re-opened for regular hours the following morning.
Treasurer Bromley requested that the Library investigate the cost of an insurance plan that would cover water main issues. Ms. Harris noted that she will investigate it at an upcoming LIRA Board Meeting. Vice-President Forte-Scott also added some suggestions to investigate in determining the cause of the issue.
The Grand Opening of Bison’s Bluff at the Spring Valley Nature Center will take place on Saturday, April 22. The Library is planning a story walk program through Bison’s Bluff to take place sometime this year.
Tyler Technologies ‘Incode’ accounting software training is complete. The implementation and budget process with the new software is underway.
All lighting at the Hoffman Estates Branch has been replaced with LED. This project is being quoted for all locations for next fiscal year.
The recruitment process for the Deputy Director position began this month. The job posting will close at the end of the month, and interviews will be scheduled in April.
Submissions for the Annual Library Certification and the Illinet Loan Traffic Survey have been completed. Two Freedom of Information Act (FOIA) requests were received from SmartProcure and Harish Rao.
DEPARTMENT REPORTS
Fiction, Movies, and Music – Lori Teipel
Director of the Fiction, Movies, and Music Department, Lori Teipel, commented on the experience of the renovation of the Audio Visual area. The AV staff have since taken on a project to clean all optical discs, a project that should be completed by the end of summer. The Fiction area has added two new book display units since moving the New Fiction and Hot Picks to the Commons.
Website Update – Kristin Moo
Virtual Branch Coordinator, Kristin Moo, presented a mockup of the new website redesign. There are three components of the redesign: the website, catalog, and events calendar. The goal is to launch all three simultaneously, so it is perceived as one change. A great deal of research and surveying was conducted to study traffic data and activity, to determine what would best benefit the users.
All components of the website redesign are mobile friendly, since the research unveiled that a significant amount of usage is done from mobile devices. The official launch of the live website, catalog, and events calendar will take place in mid- to late-April. Online program payment is set to launch in August 2017.
COMMITTEE REPORTS
None
STUDENT ADVISOR TRUSTEE REPORTS
Student Advisor Trustee (SAT) Dhvanii Raval will be attending Comic Con. Ashwin Prabhu attended the Teen Job Fair in February, along with over 100 other students and parents. He was pleased with the various stations and workshops for mock interviews and resume building. He also plans to attend the Comic Con event.
TREASURER’S REPORT
An additional $6 million in tax revenue has been received since the February 28th month-end statement, bringing us very close to the budgeted amount of revenue. Total expenses will likely remain under budget at fiscal year-end.
UNFINISHED BUSINESS
None
NEW BUSINESS
Review of Proposed Tax Levy and Appropriation Calendar
The proposed tax levy and appropriation calendar was distributed to the Board for review.
Appointment of Nominating Committee
The Nominating Committee, Trustees Jonen and Seyring, will be meeting to discuss the slate of officers for FY2017-2018. At the April Board Meeting, the committee will present the nominations. Accordingly, the vote for officers will take place at the May Board Meeting, along with the swearing-in of incoming trustees. Incoming trustees and officers will assume duties at the June Board Meeting.
Review of Borrowing Policies – Loan Periods, Limits, & Fines
Ms. Harris recommended that the Library consider more user-friendly and less restrictive borrowing policies, to be competitive with other star libraries both locally and nationally. The recommended changes include increasing both the renewal periods and the maximum amount of items for checkout. A vote on these changes will take place at an upcoming meeting, and if approved, would take effect July 1.
Review of Meeting Room Policies
After discussion from the recent ILA Trustee Workshop, Ms. Harris distributed the Library’s Meeting Room Policy. She commented that the Library is in the business of co-sponsoring educational programs, not for programs that contain promotional material. Staff will be encouraged to continue watching for groups that may not be adhering to meeting room guidelines. The Board discussed increasing the amount of special event liability insurance.
EXECUTIVE SESSION
Trustee Frankel moved and Vice-President Forte-Scott seconded that:
The Library Board enter into Executive Session at 8:32P.M.
Roll call vote:
Ms. Forte-Scott Yes
Mr. Frankel Yes
Mrs. Seyring Yes
Mr. Bromley Yes
Ms. Bernas Yes
Mrs. Wroblewski Bosshart Yes
The motion passed unanimously.
Vice President Forte-Scott moved and Trustee Bernas seconded that:
The Board re-enter Regular Session at 8:43 PM
Roll call vote:
Ms. Forte-Scott Yes
Mr. Frankel Yes
Mrs. Seyring Yes
Mr. Bromley Yes
Ms. Bernas Yes
Mrs. Wroblewski Bosshart Yes
The motion passed unanimously.
ADJOURNMENT
Vice President Forte-Scott moved and Trustee Bernas seconded that:
The Library Board adjourn at 8:45 P.M.
The motion passed unanimously.