Board Meeting Minutes 3-19-18

LIBRARY BOARD MEETING
Monday, March 19, 2018
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; Hannah Hyman; David Jonen; Theresa Seyring

STUDENT TRUSTEES PRESENT
Kenneth Beymer

STUDENT TRUSTEE ABSENT
Ashwin Prabhu

OTHERS PRESENT
Carrie Cichon, Amber Creger, Emily Gilbert, Monica Harris, Annie Miskewitch, Kathy Morgan, Deborah Scerbicke, Hollis Sienkiewicz, Bobbi Sloan, Magan Szwarek, Lori Teipel, Gail Tobin, John Tenuto, Beth Valenziano, Matthew Williams

PUBLIC COMMENTS
None

BOARD COMMENTS
Vice-President Forte-Scott is looking forward to attending a ‘Meet the Trustees’ meet and greet.
Treasurer Bromley and Trustee Seyring attended Hoffman Estates Mayor McLeod’s Village Update.

RAILS – Ms. Hyman
None

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

The February 19, 2018 Regular Board Minutes be approved.

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

APPROVAL OF BILLS
Treasurer Bromley moved that:

The Library Board approve the February 2018 Bill List.

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

ADDITIONS OR CHANGES TO AGENDA
President Wroblewski Bosshart noted that the presentation from CS2 Design Group would be moved up on the agenda.

PRESIDENT’S REPORT
President Wroblewski Bosshart has observed that the Commons space is well utilized with tutoring and group study activities.

DIRECTOR’S REPORT
Executive Director Harris received a letter of commendation from the Young Adult Library Services Association (YALSA) honoring and thanking Gail Tobin, Hanover Park Branch Manager, for her leadership and tireless dedication on the Great Graphic Novels for Teens Committee.
Ms. Harris noted that meeting room usage statistics have trended up, while drive-up window usage has trended slightly down over the last year.
The update to the Fiction room will be moving forward in May and June.
Marketing and Communications Director, Hollis Sienkiewicz, introduced a new crisis communication plan to the Person in Charge team. The plan includes how and with whom to communicate and respond in the midst of an unexpected crisis. Also, a library card expiration notice will be incorporated as an automation feature in the new email marketing software.
Ms. Harris notified the Board that the Library will be transitioning from Hudson Energy to IGS for supplemental energy services, which will provide the Library with cost savings.

DEPUTY DIRECTOR’S REPORT
The LED lighting project is completed for all public spaces, with the exception of some ballasts that are awaiting repair. Other various repairs were resolved at the central and both branch locations in the last month. The Library received one Freedom of Information Act (FOIA) request, which was responded to in the required timeframe.

DEPARTMENT REPORTS
Fiction, Movies & Music – Lori Teipel
Director of the Fiction, Movies & Music Department, Lori Teipel, commented on the dynamic change in the Audio Visual area since the opening of the Commons and the Workshop. The Fiction area will also be updated in the spring, which Fiction staff have been preparing for. After completion of the project, the Fiction area will be launching Kindles for check out.

COMMITTEE REPORTS
Plan of Service – Ms. Forte-Scott
Vice-President Forte-Scott and Executive Director Harris provided overview of plan of service goals and action items according to the Library’s ‘Service’, ‘Trust’, ‘Dedication’ and ‘Leadership’ values.

STUDENT ADVISOR TRUSTEE REPORT
Student Advisor Trustee (SAT) Kenneth Beymer attended the Teen Career Path Alternative Job Fair event hosted by the Library. He will also be in attendance at the upcoming Summer Job and Internship Fair hosted by Schaumburg High School.

TREASURER’S REPORT
Treasurer Bromley noted that the Library anticipates receiving 5 million in tax revenue within the month. Expenses are on track according to the budget.

UNFINISHED BUSINESS
None

NEW BUSINESS
Presentation of Capital Assessment Findings by CS2 Design Group LLC
John Tenuto presented on behalf of CS2 Design Group, a mechanical electrical engineering firm that surveyed the three library buildings and equipment. Mr. Tenuto highlighted some findings from the survey report for items at all three library locations. The report categorized project recommendations by priority: immediate, short term (5-10 years), and long term (10+ years). CS2 recommends planning and anticipating projects instead of risking unexpected mechanical failure.

Appointment of Nominating Committee
Vice-President Forte-Scott and President Wroblewski Bosshart will be presenting the slate of officers at the April Board Meeting.

Submission of Library Director Evaluation Form
President Wroblewski Bosshart collected the completed Director Evaluation Forms from all trustees.

Review of Proposed Tax Levy and Appropriation Calendar
The scheduled budget meeting dates are still agreeable for all trustees.

Review of Exhibits Policy
Executive Director Harris distributed the current and proposed revisions to the Library’s Exhibits Policy. The Board discussed a few minor additions to the recommended revision. A vote on accepting the additions and revisions will take place at the April Board Meeting.

Ratification and approval of $21,407.97 to ComEd for electricity for Central and Hoffman Estates
Trustee Jonen moved and Treasurer Bromley seconded that:

The Library Board ratify and approve $21,407.97 to ComEd for electricity for Central and Hoffman Estates.

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

Waiver of Bid for Sole Source Agati Furniture for chairs and tables in the amount of $26,600.17
Vice-President Forte-Scott moved and Trustee Jonen seconded that:

The Library Board approve waiver of bid for sole source Agati Furniture for chairs and tables in the amount of $26,600.17.

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

Waiver of Bid for Sole Source/Proprietary Online Resource Freegal in the amount of $39,750.00
Trustee Hyman moved and Trustee Jonen seconded that:

The Library Board approve waiver of bid for sole source/proprietary online resource Freegal in the amount of $39,750.00.

Roll call vote:
Mrs. Seyring            Yes
Mr. Bromley            Yes
Ms. Bernas            Yes
Ms. Forte-Scott        Yes
Ms. Hyman            Yes 
Mr. Jonen            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 8:43 P.M.

The motion passed unanimously.