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BOARD MEETING
Monday, November 16, 2015
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 ADVISOR TRUSTEES PRESENT
Sruthi Gurudev
STUDENT ADVISOR TRUSTEE ABSENT
Jessica D’Souza
OTHERS PRESENT
Victoria Akinde, Carrie Cichon, Amber Creger, Monica Harris, Michael Malatt, Kathy Morgan, Stephanie Sarnoff, Hollis Sienkiewicz, Lori Teipel, Elizabeth Valenziano
PUBLIC COMMENTS
None
BOARD COMMENTS
Trustee Forte-Scott represented the Library at the Chicago Northwest Hospitality Expo at the Stonegate Conference and Banquet Center.
Trustees Forte-Scott and Bernas expressed their enjoyment of the Hoffman Estates Chamber of Commerce Annual Fashion Show.
Trustee Bernas and Treasurer Wroblewski Bosshart commended the staff and speakers at the successful Staff In-Service Day.
Trustee Seyring commented on a recent Library program she thoroughly enjoyed.
RAILS – Ms. Forte-Scott
Trustee Forte-Scott reported that the Reaching Across Illinois Library System (RAILS) will collect statistics on Inter-Library Loan (ILL) items going through the delivery system; a member update will be held on December 10 from 10:00 A.M. to noon; the American Library Association (ALA) launched “Libraries Transform”, a national public awareness campaign highlighting the transformative nature of libraries and their critical role in the digital age; and, RAILS will host a webinar on the topic of Youth and Young Adults with disabilities.
She noted that RAILS announced the availability of a grant by the Chicago chapter of the Institute of Electrical and Electronics Engineers (IEEE) providing science kits. Ms. Sarnoff reported that STDL has previously received this grant.
APPROVAL OF MINUTES
Trustee Forte-Scott moved and Trustee Bernas seconded that:
The October 19, 2015 Regular Board Minutes be approved, with corrections.
The motion passed unanimously.
Vice-President Frankel abstained because of his absence at the October meeting.
APPROVAL OF BILLS
Treasurer Wroblewski Bosshart moved that:
The Library Board approve the October 2015 Bill List.
Roll call vote:
Ms. Forte-Scott Yes
Mr. Frankel Yes
Mrs. Wroblewski Bosshart Yes
Mr. Bromley Yes
Ms. Bernas Yes
Mrs. Seyring Yes
Mrs. Jonen Yes
The motion passed unanimously.
ADDITIONS OR CHANGES TO AGENDA
President Jonen requested that presentation of the FY 2014-2015 Audit Report be moved to follow the Deputy Director’s Report.
PRESIDENT’S REPORT
President Jonen reminded the Board that the December Regular Meeting will be held on December 14. She reported that she had attended the Hoffman Estates Chamber of Commerce Annual Fashion Show and the Staff In-Service Day (for which she commended staff); suggested inviting Village of Hanover Park Mayor Rod Craig to present a story time at the Hanover Park Branch; and, announced that STDL received a Certificate of Appreciation for our participation in the 2015 Schaumburg–Hoffman Estates Memorial Day Observance.
DIRECTOR’S REPORT
Ms. Sarnoff introduced Hollis Sienkiewicz, the Library’s new Marketing and Communications Director, to the Library Board. She announced that Fiction Librarian Helen Stewart has been appointed to the position of Community Engagement Literacy Librarian, and will begin ‘shadowing’ Literacy Coordinator Pat Barch immediately.
She thanked all staff members who were involved in the successful Staff In-Service Day for their hard work and announced that Deputy Director Monica Harris has been elected to serve on the Executive Board of the Libraries of Illinois Risk Agency (LIRA).
The results of the Village of Schaumburg Request for Proposal (RFP) for snow removal services were not advantageous for STDL. After a Request for Quote (RFQ) process, the Library has identified Rabine Snow Pros, a local Schaumburg business, as the lowest responsible vendor at a rate 33% lower than the previous vendor.
Ms. Sarnoff met with the principles of Product Architecture + Design to review the decision of the Board to limit the scope of renovation on the first floor of the Central Library to the A/V area due to budgetary restrictions.
New business cards will be issued to all Trustees with their new STDL email addresses as well as a personal phone number for those who wish to have it include.
DEPUTY DIRECTOR’S REPORT
Deputy Director Harris attended and presented programs at the Illinois Library Association (ILA) 2015 Annual Conference in October. Community Engagement Coordinator Kate Niehoff and Youth Department Director Amber Creger presented programs at the conference. Involvement in professional development reflects the Library’s Values Statement by maintaining leadership in the library industry.
Improvements were made to Enterprise, the Library’s upgraded online catalog, based on feedback from user experience testing. We will conduct usability testing for improvements to our website in the coming year.
Ms. Harris commented that it was a pleasure to speak at the Staff In-Service Day and share the Mission, Vision and Values Statements with the employees, and discuss upcoming projects in the Plan of Service.
DEPARTMENT REPORTS
Access Services – Victoria Akinde
Director of Access Services Victoria Akinde presented a report detailing the varied aspects and library-wide responsibilities of the Access Services Department, including the highly detailed work of the Cataloging, Inter-Library Loan and Reserve staff.
Circulation – Kathy Morgan
Director of Circulation Kathy Morgan provided an overview of the Library’s largest department. The Circulation staff are the first and last contact with library users, and excellent customer service is a critically high value. Mrs. Morgan described the new limited access borrowers card available to local small business owners. She presented a proposal on behalf of the Management Team to amend the Circulation Policy to increase the maximum number renewals from one to two circulation periods for eligible items and borrowers.
Trustee Forte-Scott moved and Treasurer Wroblewski Bosshart seconded that:
The Board amend the Circulation Policy, effective January 1, 2016, to increase the maximum renewals to two circulation periods, for items which have been designated as renewable, on which there are no holds and the borrower is in good standing,
The motion passed unanimously.
COMMITTEE REPORTS
Plan of Service – Mr. Frankel
Ms. Sarnoff discussed a suggestion by a LIRA administrator to replace the terrazzo in the lobby. The cost of installation and maintenance of new flooring would be offset by a reduction in insurance premiums.
Ms. Harris presented a spreadsheet listing upcoming projects, their relation to the Plan of Service, and anticipated completion dates. The list will be updated for review at the March Regular Board Meeting. She noted that all departments have submitted collection development selector statements. The analysis of this information will help to assess how well we are providing the community with the resources they need and want, in the most cost effective manner.
STUDENT ADVISOR TRUSTEE REPORTS
Student Advisor Trustee (SAT) Sruthi Gurudev reported that Teen Corps will participate in Cards for Soldiers project this holiday season, and will collaborate with the KidsZone in the Hanover Park Branch community garden project. She noted that weekends have been very busy in the Teen Place, with increased awareness and use of the Studio.
TREASURER’S REPORT
Finance Director Beth Valenziano reported that she is investigating investment advisor firms, other than our current vendor. She will create a cash flow analysis of the Library’s investment portfolio.
UNFINISHED BUSINESS
None
NEW BUSINESS
Presentation of FY 2014-2015 Audit Report
Michael Malatt, CPA, of Baker Tilly Virchow Krause LLP, presented the independent auditor’s annual report for the year ending June 30, 2015. The Audit includes an assessment of the organizational processes, potential areas of risk or weakness, and suggestions and recommendations for improvement. STDL received an Unmodified Opinion, the best possible evaluation. Mr. Malatt complimented the Library for having great organizational structure and oversight.
Approval of Amendment to the Flexible Spending Account Plan Document Allowing a Seventy-Five Day Carry Over Grace Period
Vice-President Frankel moved and Trustee Forte-Scott seconded that:
The Board approve an amendment to the Flexible Spending Plan Document allowing employees to submit reimbursement claims for services rendered within the 75 days after the end of the previous Plan Year.
The motion passed unanimously.
Approval of Participation in an Intergovernmental Agreement with the Cooperative Purchasing Venture (CPV) of Minnesota
Treasurer Wroblewski Bosshart moved and Trustee Forte-Scott seconded that:
The Library Board approve participation in an intergovernmental agreement with Cooperative Purchasing Venture (CPV) of Minnesota.
The motion passed unanimously.
Approval of Waiver of Bid for Thirty-Four (34) Microsoft Surface Book Laptop Computers Through the Cooperative Purchasing Venture (CPV) of Minnesota in the amount of $31,641.10
Trustee Forte-Scott moved and Trustee Bromley seconded that:
The Library Board approve a waiver for the purchase of thirty-four (34) Microsoft Surface Book Laptop Computers in the amount of $31,641.10 through the Cooperative Purchasing Venture (CPV) of Minnesota.
Roll call vote:
Ms. Forte-Scott Yes
Mr. Frankel Yes
Mrs. Wroblewski Bosshart Yes
Mr. Bromley Yes
Ms. Bernas Yes
Mrs. Seyring Yes
Mrs. Jonen Yes
The motion passed unanimously.
EXECUTIVE SESSION
ADJOURNMENT
Trustee Bromley moved that:
The Library Board adjourn at 9:00P.M.
The motion passed unanimously.