Board Meeting Minutes 4-17-17

BOARD MEETING
Monday, April 17, 2017
Hoffman Estates Branch Library
Community 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
Ashwin Prabhu, Dhvanii Raval

OTHERS PRESENT
Carrie Cichon, Amber Creger, John Ericson, Monica Harris, Hannah Hyman, Kathy Morgan, Hollis Sienkiewicz, Bobbi Sloan, Lori Teipel, Beth Valenziano

PUBLIC COMMENTS
Hannah Hyman noted that she is looking forward to serving the community as a Library Board Trustee starting at the May Board Meeting.

BOARD COMMENTS
Vice-President Forte-Scott and Trustee Seyring thanked Trustees Frankel and Jonen for the many years they dedicated to participating on the Library Board of Trustees.

Trustee Frankel encouraged the incoming trustees to maintain the following: a non-partisan position on the Board, fiduciary responsibility to taxpayers, strategic long term planning, availability to the public, and valuable services.

Treasurer Bromley and Trustee Bernas attended the Comic Con event, and reported a strong turnout.  Trustee Bernas also noted that she was pleased to see the launch of the new website.

Trustee Jonen noted that she will conduct the Oath of Office at the May Board Meeting.  She also noted her sincere appreciation for the hard-working staff at the Library, whose contributions have created one of the best libraries in the country.  She also noted that she is grateful for 32 years of opportunities to work for the needs of the community and collegial relationships.

RAILS – Ms. Forte-Scott
None

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

The March 20, 2017 Regular Board Minutes be approved, with typographical corrections.

The motion passed unanimously.
Trustee Jonen abstained due to absence at the March meeting.

APPROVAL OF BILLS
Treasurer Bromley moved that:

The Library Board approve the March 2017 Bill List.

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

ADDITIONS OR CHANGES TO AGENDA
President Wroblewski Bosshart noted that a Café report will be added to Committee Reports.

PRESIDENT’S REPORT
President Wroblewski Bosshart congratulated the incoming trustees who won the election, and reminded them that the Oath of Office will take place at the May Board Meeting.  A training session will take place in advance of the May Board Meeting.

Mrs. Wroblewski Bosshart presented an Award of Achievement to both Trustees Frankel and Jonen, on behalf of Al Larson and the Village of Schaumburg Board of Directors.  She also thanked Ms. Harris for assisting with coordinating a retirement celebration for Trustees Frankel and Jonen.

Mrs. Wroblewski Bosshart also thanked staff for new and interesting programs, including the recent partnership with the Spring Valley Nature Center for which the Library hatched eggs and hosted the chicks for a week in the Commons.  She also reminded the Board that Statements of Economic Interest are due on or before May 1, 2017.  She noted that the Naturalization Ceremony will take place at the Central Library at 11:00 A.M. on Friday, April 21, 2017.  She also read aloud a ‘thank you’ letter written to the Hoffman Estates Branch Library staff, from students in the citizenship class that is hosted at the Branch.

A patron emailed President Wroblewski Bosshart with a concern regarding material that was withdrawn from the audiovisual collection.  Ms. Harris noted that items that are damaged, underused, or that contain inaccurate information are regularly withdrawn from the collection in accordance with our selection policies.  

DIRECTOR’S REPORT
Executive Director Harris noted that the Library will be hosting a Lego Competition, and is seeking volunteers to judge the competition.

The Bison’s Bluff exhibit at the Spring Valley Nature Center will be hosting a ribbon cutting for the Library’s first Story Walk on Friday, June 2, 2017 at 10:30 A.M.

Reaching Across Illinois Library Systems (RAILS) will be hosting a training for new Executive Directors.  Ms. Harris will be attending the training in Springfield on June 5-8, 2017.  The Library has received notice of award of the Per Capita Grant, with an addendum stating that payment of funds may be significantly delayed.

Staff are in the midst of the budgeting process, and currently refining what will be available to the Board in mid-May.  The new website, events calendar, and catalog was launched on Monday, April 17th, 2017.

The public computers are on track for replacement in spring 2017.  Also in May, the Central Library Conference Room will be undergoing an update including fresh paint, carpeting, and new chairs, beginning in mid-May.  The Central Library kidsZone painting project is scheduled for late May, pending Board approval.  The invoice was received for the water main issue, for which Ms. Harris presented it to the Town Square Association and requested assistance in payment.

The recruitment process is underway for Deputy Director.

Ms. Harris noted that she received an email from a patron regarding a piece of art that was part of a high school art display in the Fiction area.  She distributed the Library’s Exhibit Policy for the Board to review and discuss.

DEPARTMENT REPORTS
Hoffman Estates Branch – John Ericson
Hoffman Estates Branch Coordinator, John Ericson, noted that the success of the Branch is largely due to the hard work of the staff.  English as a Second Language (ESL) and Citizenship classes are in session and hosted at the Hoffman Estates Branch.  Community Engagement Librarian Helen Stewart also hosts a weekly Conversation Club for English language learners.  The lighting project is nearing completion, changing all lighting from fluorescent to LED.

COMMITTEE REPORTS
Student Advisor Trustee Committee
Vice-President Forte-Scott noted that the Student Advisor Trustee (SAT) Committee will be conducting interviews in June or July for candidates who apply for the SAT position for FY2017/2018.  Applications are currently available, and applicants are encouraged to attend the May or June Board Meeting to observe.

Plan of Service – Mr. Frankel
Ms. Harris noted that the current Plan of Service is nearing an end.  Ongoing projects that will resume in FY2017/2018 and the next Plan of Service suggestions include improving collection planning, communications, social media presence, marketing trends, rebranding, programming, peer-to-peer and participatory learning, and outreach initiatives.  The Library will maintain focus on trends in the marketplace regarding community interest and industry standards.

A 5-year capital assessment, completed every 3 years, will be taking place in the next fiscal year.  The branch locations will also be included in the assessment.

Nominating Committee
Trustee Seyring presented a slate of officer nominees for FY2017/2018, on behalf of the Nominating Committee.  Julie Wroblewski Bosshart received nomination for President; Gerald Bromley received nomination for Treasurer; and Anita Forte-Scott received nomination for Secretary/Vice-President.  The slate of officers will be voted on at the May Board Meeting, and officers will assume duties at the June Board Meeting.

Café
Treasurer Bromley reported that the design and selection of furniture for the café space is complete, and will be replaced this year.  Factors for furniture selection included functionality, safety, and ease of cleaning.

STUDENT ADVISOR TRUSTEE REPORTS
SAT Dhvanii Raval is looking forward to an upcoming author visit by Jay Asher.

SAT Ashwin Prabhu reported that he volunteered at the Library’s Comic Con event, specifically at the slime demonstration booth.  He also noted that School Liaison Librarian Anna Pederson, along with Teen Corps, hosted an Origami Workshop at the Hoffman Estates High School library.

TREASURER’S REPORT
Treasurer Bromley reported that the budget continues to trend favorably as we approach the fiscal year-end, in part due to contingencies built into the budget.  He also noted that the new accounting software is able to produce additional reports, which will eventually change the format of some existing financial reports.

UNFINISHED BUSINESS
None

NEW BUSINESS
Approval of Amended Borrowing Policies
Ms. Harris added that the launch of the amended Borrowing Policies and Procedures would be effective for July 1, 2017, to allow for time to communicate changes to the staff and community.

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

The Library Board approve the amended Borrowing Policy and Procedures.

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

Approval of Award of Bid for Painting to D.E.S. Painting Inc. in the Amount of $19,905.00
Trustee Jonen moved and Trustee Frankel seconded that:

The Library Board approve Award of Bid for painting to D.E.S. Painting Inc., in the amount of $19,905.00, pending complete and successful background checks on any contracted workers who will be present in the kidsZone for the duration of the painting project.

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

Approval of Request by School District 54 for use of both Rasmussen Rooms on May 19, 2017 
Treasurer Bromley moved and Trustee Bernas seconded that:

The Library Board approve the request by School District 54 to use both Rasmussen Rooms on May 19, 2017.

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

Ratification and Approval of a Contract in the Amount of $18,974.00 with Murphy & Miller for Emergency Repairs to Refrigerant Monitor
President Wroblewski Bosshart moved and Trustee Frankel seconded that:

The Library Board ratify and approve a contract with Murphy & Miller for emergency repairs to the refrigerant monitor, in the amount of $18,974.00.

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

EXECUTIVE SESSION
None

ADJOURNMENT
Trustee Bernas moved and Trustee Jonen seconded that:

The Library Board adjourn at 8:54PM.

The motion passed unanimously.