Board Meeting Minutes 11-19-18

LIBRARY BOARD MEETING
Monday, November 19, 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; Julie Wroblewski Bosshart

BOARD MEMBERS ABSENT

David Jonen

STUDENT TRUSTEES PRESENT

Alisa Gandhi, Matthew Williams 

OTHERS PRESENT

Monica Harris, Kristin Moo, Kathy Morgan, Joanne Schultz, Hollis Sienkiewicz, Bobbi Sloan, Magan Szwarek, Lori Teipel, Beth Valenziano 

PUBLIC COMMENTS

Bobbi Sloan noted her appreciation for social media computer classes being held in the Computer Lab and being able to follow along more easily on her own device or computer. She expressed a hope that the second floor carpet be more thoroughly cleaned, suggested a heater near the Welcome Desk for staff and asked when online payment will be available for programs.

BOARD COMMENTS

Trustee Hyman noted the new Conference Room table and screen, saying they are a nice addition to the room.

Trustee Bernas stated her appreciation for Read to a Dog being added back into the schedule.

Trustee Wroblewski Bosshart noted a Daily Herald article regarding Palatine Public Library’s strategic plan and stated we might consider looking to other libraries for inspiration as we consider a long range plan.

Vice-President Bromley attended the staff service awards luncheon and appreciated showing recognition to staff. He also attended the District 54 partnership breakfast and enjoyed the networking opportunity. 

Treasurer Seyring enjoyed attending the District 54 partnership breakfast. She also attended the staff service awards luncheon and was happy to see loyal employees being recognized. Patron comments Ms. Seyring recently heard include concern over toddlers bumping their heads on the circulation desks, and use of snow stakes in pedestrian areas and ensuring they are the appropriate height.

President Forte-Scott noted that Village of Hanover Park Mayor Rod Craig updated his Facebook cover photo and the photo includes Hanover Park Branch Manager Gail Tobin as part of a recognition of Small Business Saturday.

RAILS - Ms. Hyman

None

APPROVAL OF MINUTES

Trustee Bernas moved and Trustee Hyman seconded that:

The October 15, 2018 Regular Board Minutes be approved.

The motion passed unanimously. 

APPROVAL OF BILLS

Trustee Wroblewski Bosshart moved and Trustee Hyman seconded that:

The Library Board approve the October 2018 Bill List.

Roll Call Vote:
Ms. Bernas            Yes 
Mrs. Wroblewski Bosshart    Yes 
Mr. Bromley            Yes
Mrs. Seyring            Yes    
Ms. Hyman            Yes
    Ms. Forte-Scott        Yes

ADDITIONS OR CHANGES TO AGENDA

None 

PRESIDENT’S REPORT

President Forte-Scott reviewed the sections of her written report focusing on gratitude, and remembering why the trustees serve and what it means to be a trustee. She also highlighted some upcoming events in the community.

DIRECTOR’S REPORT

Executive Director Monica Harris noted that our insurance cooperative LIRA issued a $4,853.53 insurance surplus refund for this year.

Ms. Harris stated that we have older trustee polo shirts available. If interested, please see Ms. Harris.

Ms. Harris called attention to the Library Journal star report, noting that our Library was named a 4-star library – one of just 257 libraries around the country to be honored as a Star Library. She further explained the report and some changes that have happened to the tallying in the last year.

Ms. Harris reviewed some highlights of the statistics reports, calling out the stats noted in her written report.

Ms. Harris noted that staff are reviewing the capital assessment and making recommendations of what major building systems may need to be replaced within the next five years, specifically including more investigation into a timeline and cost of replacing the roof.

Ms. Harris discussed communication strategies for upcoming holiday closures.

DEPUTY DIRECTOR’S REPORT

Executive Director Harris gave the Deputy Director report in Ms. Miskewitch’s absense, highlighting carpet updates in the discussion rooms on the second floor, a carpet cleaning on the second floor that took place in November, a new webpage for our work on the Veterans History Project in association with Library of Congress and progress being made in cleaning and organizing the basement storage areas.

DEPARTMENT REPORTS

Marketing Department – Hollis Sienkiewicz

Marketing and Communications Director Hollis Sienkiewicz reviewed her written report, highlighting signage updates that have happened and that are upcoming within the next year. She also answered questions about direct mail campaigns and social media.

hoopla Demonstration – Kristin Moo

Digital Services Manager Kristin Moo demonstrated how to access hoopla (a new digital resource to borrow eBooks, audiobooks, movies, TV shows, music and comics) from our website and showed some of the basic features of the service, including creating an account, browsing for materials and more. She also discussed borrowing guidelines when using hoopla, explaining that patrons can borrow four items per month and that there are never any holds.

COMMITTEE REPORTS

Plan of Service – Vice-President Bromley

Vice-President Bromley reviewed the written Plan of Service update. This plan carries us through June 2020, so we will likely consider future long-term planning in late 2019 or early 2020. 

Executive Director Harris highlighted items that have been updated since the last report.

STUDENT ADVISORY REPORTS

Matthew Williams and Alisa Gandhi reviewed their written report, highlighting progress on their goals and school-specific updates.

TREASURER’S REPORT

Treasurer Seyring noted the annual treasurer report has been filed. She reviewed the financial reports, noting investments continue to perform well and total revenue is tracking with the budget. She explained why some expenses are tracking below budget.

UNFINISHED BUSINESS

None 

NEW BUSINESS

Review of Purchasing Policy

President Forte-Scott and Executive Director Harris introduced the recommended revisions to the Purchasing Policy, noting these changes were recommended by the Library’s lawyers and reflect recent changes in the law. 

Trustees have the next month to review the recommendations and should send any questions to Executive Director Harris. Trustees will vote on adopting the revised policy at the December meeting.

Review of Proposed 2019 Calendar of Regular Board Meeting Dates

President Forte-Scott reviewed the proposed meeting calendar.

Trustees have the next month to review the schedule and will vote on it at the December meeting.

Approval of Professional Development Expenses of $1,739.40 for ALA Midwinter Conference in January 2019.

Trustee Hyman moved and Vice-President Bromley seconded that the Board approve the Professional Development Expenses of $1,739.40 for ALA Midwinter Conference in January 2019.

Roll call vote:
Ms. Bernas            Yes 
Mrs. Wroblewski Bosshart    Yes 
Mr. Bromley            Yes
Mrs. Seyring            Yes    
Ms. Hyman            Yes
    Ms. Forte-Scott        Yes

The motion passed unanimously. 

Veteran’s Outreach Update

Vice-President Bromley gave a brief update on information he and some Library staff have recently learned about being proactive in reaching out to veterans. Suggestions included making updates to the website, creating a physical space to house veterans’ resources within the Library and creating partnerships with local organizations. 

EXECUTIVE SESSION

None

ADJOURNMENT

Trustee Bernas moved and Trustee Wroblewski Bosshart seconded that:

The Library Board adjourn regular session at 8:46 P.M.

The motion passed unanimously.