Board Meeting Minutes 8-14-15

MINUTES OF THE REGULAR BOARD MEETING

PUBLIC HEARING – Proposed Annual Budget & Appropriation Ordinance
Monday, August 24, 2015
Central Library Conference Room
7:00 P.M.

PUBLIC COMMENTS
None

BOARD MEETING
Monday, August 24, 2015
Central Library Conference Room
7:10 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

OTHERS PRESENT
Carrie Cichon, Monica Harris, Ed Moy, Lisa Nusret, Anna Pederson, Stephanie Sarnoff, Patti Smolin, Nelly Somerman, Lori Teipel

PUBLIC COMMENTS
None

BOARD COMMENTS
Treasurer Wroblewski Bosshart commented that she had participated in the Student Advisor Trustee (SAT) interviews.

RAILS – Mrs. Forte-Scott
Mrs. Forte-Scott reported that there is a short term (ending June 30, 2016) interim public library trustee vacancy on the Reaching Across Illinois Library System (RAILS) Board. All interested trustees may submit an application directly to RAILS; an online member update will be held on September 17 from 1:30-3:30 P.M.; and, the Illinois Century Network (ICN), the state agency that provides internet bandwidth to libraries, has terminated funding to public libraries.

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

The July 21, 2014 Regular Board Minutes be approved, with corrections.

The motion passed unanimously.

APPROVAL OF BILLS
Treasurer Wroblewski Bosshart moved that:

The Board approve the July 2015 Bill List.

Roll call vote:

Mrs. Forte-Scott Yes
Mrs. Wroblewski Bosshart Yes
Mrs. Seyring Yes
Ms. Bernas Yes
Mr. Bromley Yes
Mr. Frankel Yes
Mrs. Jonen Yes

The motion passed unanimously.

Treasurer Wroblewski Bosshart asked Ms. Sarnoff if the Bill List can be sorted by category. Ms. Sarnoff will investigate.

ADDITIONS OR CHANGES TO AGENDA
None

PRESIDENT’S REPORT
President Jonen proposed changing the date of Regular December Board Meeting from the 21 to 14, to avoid holiday season schedule conflicts.
Trustee Forte-Scott moved and Treasurer Wroblewski Bosshart seconded that:

The December board meeting be changed from December 21 to December 14.

The motion passed unanimously.

President Jonen reminded the Board that the Library Mission, Vision and Values Statements will be discussed at the September Regular Board Meeting.

DIRECTOR’S REPORT
Director Sarnoff reported that Governor Rauner’s budget defunded the Illinois Century Network (ICN) bandwidth support to public libraries, schools and museums effective July 1. All other state and local agencies and taxing districts continue to receive funding. To maintain this essential component of our bandwidth, STDL must pay $600/month. This is an unbudgeted expense.
She reported on an article in the Daily Herald on the decision of the Vernon Area Public Library (VAPL) Board to cease charging fines for overdue items. VAPL is one of only three libraries in the Chicagoland area to do so. The elimination of overdue fines simultaneously decreases revenue and increases expenditures for additional materials.
Ms. Sarnoff noted that a temporary, part-time CPA has been hired until a permanent Finance Director is appointed. She was notified by the Mischler Financial Group, STDL investment advisor, that two of the Library’s bonds were called. She directed that the funds be deposited in the Library money market account.
The Central Library passed the annual Village of Schaumburg Fire Department Inspection.
A Request for Proposal (RFP) for maintenance of Central and Branch Library Heating, Ventilation and Air Conditioning (HVAC) Systems was published in the Daily Herald and on the STDL website. A written recommendation of vendor will be provided to trustees in advance of the September 21 Regular Board Meeting.
Business Liaison Librarian Patti Smolin has been nominated for the Schaumburg Business Association (SBA) Toast of Schaumburg Volunteer of the Year Award.
The Library will participate in the 2016 celebration of the Village of Schaumburg 60th Anniversary by hosting programs and promoting events in the community.
A Citizenship Swearing-In Ceremony will be on Friday, September 18 at 11:00 A.M. in the Central Library Rasmussen Rooms. September 18 is also the date that the Village of Hoffman Estates will host the annual Legislative Luncheon in the Women and Children’s Hospital at St. Alexius Medical Center (11:30 A.M.).
STDL received a request from the Peoria Riverfront Museum for the loan of three of the six Martyl Langsdorf paintings owned by the Library. The paintings have been appraised for insurance purposes.

DEPUTY DIRECTOR’S REPORT
Programming and Outreach Coordinator Kate Niehoff is meeting with all programmers at the Central and Branch Libraries to develop a comprehensive interdepartmental programming initiative. Virtual Branch Coordinator Kristin Moo is preparing for the launch of the Sirsi Enterprise online catalog, and coordinating with the Information Technology (IT) Department to improve the Library website. Collection and Content Strategist Andrew Krause is participating in Project Outcome to measure the impact of Computer Assistance and Literacy services.
STDL was approached by the Illinois Library Association (ILA) to join a grant application to the National Endowment for the Humanities to present a program, Finding Common Ground: Soldiers and Civilians. This program would use humanities content to connect veterans and their communities.

STAFF REPORTS
Community Services – Outreach – Lisa Nusret
Outreach Associate Lisa Nusret reported that more than 400 residents with temporary or permanent mobility or physical challenges receive outreach services. This is an increase of 257% over last year.

Reference – Nelly Somerman
Director of Reference Services Nelly Somerman reported that department librarians are analyzing usage patterns and acquisition/deacquisition standards as part of the collection development project. The Magazine and the Information Desks oversee management of print and downloadable magazines, mail distribution, program registration, and meeting/discussion room reservations.
Business Liaison Librarian Patti Smolin spoke about her work with the business community, focusing on career, jobs, business and financial services. She provides programs, events, one-on-one assistance, and resources tailored to the needs of owners, managers and entrepreneurs.

Computer Assistance – Ed Moy
Computer Assistance (CA) Manager Ed Moy reported on the recently launched Book-a-Tech, one-on-one 30 minute appointments with CA staff. He noted that Windows 10 classes will be offered this fall.

COMMITTEE REPORTS
Student Advisor Trustee – Mrs. Forte-Scott
Student Advisor Trustee (SAT) Committee Chair Forte-Scott presented the nominations of Jessica D’Souza and Sruthi Gurudev as 2015-2016 SATs. If appointed, they will begin their term at the Regular September Board Meeting.

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

The Library Board appoint Jessica D’Souza and Sruthi Gurudev as STDL Student Advisor Trustees for the 2015-2016 school year.

The motion passed unanimously.

Café – Mrs. Jonen
President Jonen reported that Trustees Bromley and Forte-Scott will serve on the Café Committee. Joanne Schultz, the Library Facilities Coordinator, will be the staff contact.
Ms. Bernas asked to be assigned to the Building and Facilities Committee.

Plan of Service – Mr. Frankel
Vice-President Frankel reminded Trustees that the Plan of Service Committee will meet at 5:30 P.M on Tuesday, September 29 in the KidsZone Classroom.

TREASURER’S REPORT
Treasurer Wroblewski Bosshart presented the unaudited FY2014-2015 year-end statements prepared by the Library’s interim accountant. Expenditures were favorable to budget, due to some projects coming in under budget and others having been deferred
Trustee Bernas asked if budgeted money that was unspent in the previous year would be put into Reserves. Treasurer Wroblewski Bosshart explained funds are transferred from the Building and Equipment Reserve Fund to the General Fund only when project expenses are incurred, therefore there is no cause to return funds.

UNFINISHED BUSINESS
None

NEW BUSINESS
Approval of FY 2015-2016 Budget and Appropriations Ordinance
Treasurer Wroblewski Bosshart moved and Vice-President Frankel seconded that:

The Library Board approve the Final FY2015-2016 Budget and Appropriations Ordinance

Roll call vote:

Mrs. Forte-Scott Yes
Mrs. Wroblewski Bosshart Yes
Mrs. Seyring Yes
Ms. Bernas No
Mr. Bromley Yes
Mr. Frankel Yes
Mrs. Jonen Yes

The motion passed.

Approval of the 2015 Tentative Property Tax Levy
Treasurer Wroblewski Bosshart moved and Trustee Bromley seconded that:

The Library Board approve the 2015 Tentative Tax Levy.

Roll call vote:

Mrs. Forte-Scott Yes
Mrs. Wroblewski Bosshart Yes
Mrs. Seyring Yes
Ms. Bernas Yes
Mr. Bromley Yes
Mr. Frankel Yes
Mrs. Jonen Yes

The motion passed unanimously.

Approval of the 2014-2015 Illinois Public Library Annual Report
Trustee Forte-Scott moved and Treasurer Wroblewski Bosshart seconded that:

The Library Board approve the 2014-2015 Illinois Public Library Annual Report.

The motion passed unanimously.

Approval of Waiver of Bid
Vice-President Frankel moved and Trustee Bromley seconded that:

The Library Board approve a Waiver of Bid for Cisco Voice Gateway & Implementation for Central and Branch Libraries to Single Path in the amount of $29,804.76 (per Intergovernmental Contract Pricing)

Roll call vote:

Mrs. Forte-Scott Yes
Mrs. Wroblewski Bosshart Yes
Mrs. Seyring Yes
Ms. Bernas Yes
Mr. Bromley Yes
Mr. Frankel Yes
Mrs. Jonen Yes

The motion passed unanimously.

Discussion of proposed revision of By-laws Section 2, Article E, Subsection 2.27 Standing Committees to Reflect Change in Committees Structure
The proposed revision of the By-laws includes merging the Budget and Finance Committee into the Finance Committee and merging the Extension and Plan of Service Committees into the Plan of Service Committee. The revisions will be voted on at the September Regular Board Meeting.

Review of Chapter 7, “Collection Management and Resource Sharing” of Serving Our Public 2.0: Standards for Illinois Public Libraries, 2014
The review of Chapter 7, “Collection Management and Resource Sharing” of Serving Our Public 2.0: Standards for Illinois Public Libraries, 2014 is required for submission of the annual Per Capita Grant.

EXECUTIVE SESSION
None

ADJOURNMENT
Trustee Forte-Scott moved and Treasurer Wroblewski Bosshart seconded that:

The Library Board adjourn at 9:41 P.M.

The motion passed unanimously.