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LIBRARY BOARD MEETING
Monday, June 18, 2018
Central Library Conference Room
7:00 P.M.
CALL TO ORDER/ROLL CALL
PLEDGE OF ALLEGIANCE
BOARD MEMBERS PRESENT
Anita Forte-Scott, President; Gerald Bromley, Vice-President/Secretary; Theresa Seyring, Treasurer; Jillian Bernas; Hannah Hyman (via phone); David Jonen
BOARD MEMBERS ABSENT
Julie Wroblewski Bosshart
STUDENT TRUSTEES PRESENT
Ashwin Prabhu
STUDENT TRUSTEE ABSENT
Kenneth Beymer
OTHERS PRESENT
Amber Creger, Emily Gilbert, Monica Harris, Britt Isaly, Annie Miskewitch, Kathy Morgan, Jason Santos, Hollis Sienkiewicz, Magan Szwarek, Lori Teipel, Beth Valenziano, Matthew Williams
PUBLIC COMMENTS
None
BOARD COMMENTS
Treasurer Seyring and Trustees Jonen and Bernas attended the Meet the Trustees event. All appreciated the time to hear from patrons and would like to consider a regular schedule of similar opportunities.
Vice-President Bromley and Treasurer Seyring attended the Flag Day event.
Vice-President Bromley visited Westerville Ohio library and enjoyed comparing their facility and services to ours.
Treasurer Seyring attended the 31st Schaumburg Volunteer of the Year Awards and congratulated Matthew Williams who was nominated for an award.
Trustee Hyman thanked the Board for allowing her electronic participation due to commitments with her employment. She will participating via phone again in August.
President Forte-Scott gave a review of the Electronic Participation Policy.
RAILS – Ms. Hyman
None
APPROVAL OF MINUTES
Trustee Bernas moved and Vice-President Bromley seconded that:
The April 16, 2018 Regular Board Minutes be approved.
The motion passed unanimously.
Trustee Jonen moved and Vice-President Bromley seconded that:
The May 21, 2018 Regular Board Minutes be approved.
The motion passed unanimously.
Trustee Bernas moved and Trustee Jonen seconded that:
The May 23, 2018 Budget Committee Meeting Minutes be approved.
The motion passed unanimously.
Vice-President Bromley moved and Trustee Jonen seconded that:
The May 29, 2018 Budget Committee Meeting Minutes be approved.
The motion passed unanimously.
Treasurer Seyring moved and Trustee Bernas seconded that:
The May 31, 2018 Budget Committee Meeting Minutes be approved.
The motion passed unanimously.
APPROVAL OF BILLS
Treasurer Seyring moved and Trustee Jonen seconded that:
The Library Board approve the May 2018 Bill List.
Roll call vote:
Mr. Bromley Yes
Mrs. Seyring Yes
Mr. Jonen Yes
Ms. Bernas Yes
Ms. Hyman Yes
Ms. Forte-Scott Yes
The motion passed unanimously.
ADDITIONS OR CHANGES TO AGENDA
President Forte-Scott noted that the presentation from Ancel Glink attorney Britt Isaly would occur immediately following the review of agenda changes. That presentation would be followed by the Student Advisory Trustee Report and Hail and Farewell to Student Advisory Trustees. President Forte-Scott noted there would be no executive session.
PRESENTATION FROM ANCEL GLINK ATTORNEY BRITT ISALY
Ancel Glink visit annually to remind us of services they can provide, including assistance with any litigation needs, proactive steps to answer questions or give opinions, weigh in on levy and budget concerns and more. Time was allotted for any questions from Trustees.
STUDENT ADVISOR TRUSTEE REPORT
Student Advisory Trustee (SAT) Ashwin Prabhu appreciates the variety of events he was a part of as a SAT. He also appreciates the passion of the Trustees at meetings, noting this serves as a model for how he’d like to work in the future.
HAIL AND FAREWELL TO STUDENT ADVISORY TRUSTEES
The Student Advisory Trustees were recognized and thanked for their service.
PRESIDENT’S REPORT
President Forte-Scott thanked everyone for their work during the budget process.
Ms. Forte-Scott is thankful for opportunity to be president once again and plans to work hard to lead the board in a professional manner.
Ms. Forte-Scott thanked the Trustees for adopting a business casual dress for meetings.
Ms. Forte-Scott noted that she will submit written reports each month. This month, she encouraged Trustees to attend village board meetings for the communities we serve and listed some of the meeting times in her report.
Ms. Forte-Scott will be reviewing the standing board committees and contacting Trustees to see which committees they’d like to lead, co-lead or serve on. All Trustees are welcome to attend any committee meeting at any time.
DIRECTOR’S REPORT
Executive Director Harris reported that the management team is reviewing the statistics included in the board packet and Trustees will see a new statistics report beginning with the August meeting.
The Summer Challenge program’s initial registration numbers are up over last year at this time and positive feedback was received on the new Activity Book.
After a suggestion from Trustees, staff proposed an agenda for an intergovernmental event. Ms. Harris noted the event would be held Saturday, Sep. 8, 6:30-8:30 p.m. at the Central Library and will include a brief presentation about the Library, stations to showcase technology during networking time and all attendees will receive a copy of The Namesake to highlight our upcoming NEA Big Read. Appropriate individuals from all communities that we serve will be invited.
Ms. Harris noted that the year-long series of Person in Charge meetings is complete. Staff created a manual for this group and to use in training future Person in Charge staff.
The Free Summer Meals program at the Hanover Park Branch began in June. Ms. Harris reported positive response from community so far and will share usage stats at end of the summer.
DEPUTY DIRECTOR’S REPORT
Deputy Director Miskewitch reported the work in the Fiction room is going well.
Ms. Miskewitch noted we are working on exterior signage for the fire lane at the Central Library.
We continue to have active outreach in Hoffman Estates and Hanover Park thanks to our branch managers.
DEPARTMENT REPORTS
IT – Jason Santos
IT Director Jason Santos explained that the IT department is responsible for the maintenance and support for all technology. Mr. Santos reviewed recent technology improvements and completed technology projects and highlighted some key upcoming projects.
COMMITTEE REPORTS – Plan of Service
The updated Plan of Service includes progress updates and quarter focuses for each action item. Trustees are to review the Plan of Service in preparation for discussion at the July meeting.
TREASURER’S REPORT
Treasurer Seyring noted that expenses are on track according to the budget. Projections end the year favorable to the budget.
UNFINISHED BUSINESS
None
NEW BUSINESS
Discussion of Table Reservation in Lobby Practice
Director Harris shared a draft of an addition to the Patron Code of Conduct to address table reservation in the lobby. This only covers our current practice.
Trustees are to review this information in preparation for discussion at the July meeting. At that time, Trustees can also discuss making changes to the current practices, or look at adopting a more specific policy.
Request for use of Combined Rasmussen Room by Thamizh Schools USA
Trustee Bernas moved and Trustee Jonen seconded that the Board approve the request for use of the combined Rasmussen Room by Thamizh Schools USA.
The motion passed unanimously.
Approval of FY2018-2019 Proposed Operating Budget
Trustee Jonen moved and Treasurer Seyring seconded that the Board approve the FY2018-19 proposed operating budget as presented.
Discussion included review of changes made since final Budget Committee meeting on May 31.
July and August meetings will include time for public comments on the budget, beginning at 7 p.m. with the regular Board meeting to immediately follow.
Roll call vote:
Mr. Bromley Yes
Mrs. Seyring Yes
Mr. Jonen Yes
Ms. Bernas Yes
Ms. Hyman Yes
Ms. Forte-Scott Yes
The motion passed unanimously.
Approval of Transfer of $1,500,000.00 from Operating Budget Fund Balance to Building Reserve Fund
Vice-President Bromley moved and Trustee Jonen seconded that the Board approve the transfer of $1,500,000.00 from the Operating Fund balance to Building Reserve Fund.
Roll call vote:
Mr. Bromley Yes
Mrs. Seyring Yes
Mr. Jonen Yes
Ms. Bernas Yes
Ms. Hyman Yes
Ms. Forte-Scott Yes
The motion passed unanimously.
Approval of Prevailing Wage Ordinance
Treasurer Seyring moved and Vice-President Bromley seconded that the Board approve the Prevailing Wage Ordinance as presented.
Roll call vote:
Mr. Bromley Yes
Mrs. Seyring Yes
Mr. Jonen Yes
Ms. Bernas Yes
Ms. Hyman Yes
Ms. Forte-Scott Yes
The motion passed unanimously.
Waiver of Bid for Sole Source/Proprietary Online Research Database Brainfuse in the amount of $22,300.00
Vice-President Bromley moved and Trustee Jonen seconded that the Board approve the waiver of bid for sole source/proprietary online research database Brainfuse in the amount of $22,300.00.
Roll call vote:
Mr. Bromley Yes
Mrs. Seyring Yes
Mr. Jonen Yes
Ms. Bernas Yes
Ms. Hyman Yes
Ms. Forte-Scott Yes
The motion passed unanimously.
Waiver of Bid for Sole Source/Proprietary Online Research Database EBSCO MasterFile Package in the amount of $35,085.00
Trustee Jonen moved and Vice-President Bromley seconded that the Board approve the waiver of bid for sole source/proprietary online research database EBSCO MasterFile Package in the amount of $35,085.00.
Roll call vote:
Mr. Bromley Yes
Mrs. Seyring Yes
Mr. Jonen Yes
Ms. Bernas Yes
Ms. Hyman Yes
Ms. Forte-Scott Yes
The motion passed unanimously.
Waiver of Bid for Sole Source/Proprietary Online Research Database Safari Books in the amount of $24,200.00
Trustee Hyman moved and Trustee Jonen seconded that the Board approve the waiver of bid for sole source/proprietary online research database Safari Books in the amount of $24,200.00.
Roll call vote:
Mr. Bromley Yes
Mrs. Seyring Yes
Mr. Jonen Yes
Ms. Bernas Yes
Ms. Hyman Yes
Ms. Forte-Scott Yes
The motion passed unanimously.
EXECUTIVE SESSION
None
ADJOURNMENT
Trustee Bernas moved and Trustee Jonen seconded that:
The Library Board adjourn at 9:04 P.M.
The motion passed unanimously.