Board Meeting Minutes 3-9-20

LIBRARY BOARD MEETING 
Monday, March 9, 2020 
Central Library Conference Room 
7:00 p.m. 

CALL TO ORDER/ROLL CALL 

PLEDGE OF ALLEGIANCE 

BOARD MEMBERS PRESENT 

Anita Forte-Scott, President; Theresa Seyring, Treasurer; Erin Flannigan-Davies; Hannah Hyman; David Jonen; Julie Wroblewski Bosshart 

BOARD MEMBERS ABSENT 

Jillian Bernas, Vice-President/Secretary 

STUDENT TRUSTEES PRESENT 

Alisa Gandhi, Araha Uday 

OTHERS PRESENT 

Emily Gilbert, Justine Gilbert, Annie Miskewitch, Kathy Morgan, Hollis Sienkiewicz, Magan Szwarek, Lori Teipel, Gail Tobin, Beth Valenziano 

PUBLIC COMMENTS 

None 

BOARD COMMENTS 

Trustee Flannigan-Davies attended the League of Women Voters’ 8th Congressional District Candidate Forum and noted the event coordinator was very appreciative of the Library’s role in hosting that event. She thanked the Library for the new logo apparel and noted she will be attending the Illinois Library Association’s Trustee Workshop on March 14. 

Trustee Wroblewski Bosshart enjoyed the One Book, One Community author visit with Min Jin Lee and thought the event was very well done. She also attended a Library program about Irish cuisine and felt it was excellent. 

Treasurer Seyring also attended the One Book, One Community author visit with Min Jin Lee and echoed Ms. Wroblewski Bosshart’s praise of the event. She also attended the Hoffman Estates State of the Village Breakfast and plans to attend the ILA Trustee Workshop.  

Trustee Hyman heard great things about the One Book, One Community author visit with Min Jin Lee and was upset she could not attend. 

Trustee Jonen also attended the One Book, One Community author visit with Min Jin Lee and agreed it was outstanding. He also attended the League of Women Voters’ 8th Congressional District Candidate Forum. Mr. Jonen noted a Conant social worker appreciates the work of Amber Creger and the Youth department. 

RAILS - Ms. Hyman 

RAILS is hosting a member update via Zoom on April 9. Registration is available online through the RAILS website. 

APPROVAL OF MINUTES 

Trustee Wroblewski Bosshart moved and Trustee Jonen seconded that: 

The February 17, 2020, Regular Board Meeting Minutes be approved. 

The motion passed unanimously.  

APPROVAL OF BILLS 

Trustee Hyman moved and Trustee Flannigan-Davies seconded that: 

The Library Board approved the February 2019 Bill List. 

Roll Call Vote: 

Ms. Flannigan-DaviesYes 

Mrs. Wroblewski Bosshart Yes  

Mrs. Seyring Yes 

Ms. Hyman Yes 

Mr. JonenYes 

Ms. Forte-Scott Yes 

ADDITIONS OR CHANGES TO AGENDA 

Student Advisory Trustee report will be next in the agenda, prior to the President’s Report. 

There will be an Executive Session under sections 2(c)5 Purchase or lease of real property for the use of the public body, and 2(c)11 Litigation, when an action against, affecting or on behalf of the Library has been filed or is pending. 

STUDENT TRUSTEE REPORTS 

Araha Uday attended a College Entrance Exam Prep program and found it very informative and well attended, especially by younger students. She also contacted school counselors about BrainFuse, available through the Library, and how it can be of use to students. 

Alisa Gandhi is hanging new posters around the schools for upcoming teen programs. She recently used the Library’s Digital Production Studio for a school project and thought it had a really great set-up and all worked well. 

PRESIDENT’S REPORT 

President Forte-Scott noted that while attending the Hoffman Estates State of the Village Breakfast, she was able to promote BrainFuse to another attendee. Ms. Forte-Scott also thanked the Library for the new logo apparel and for taking new headshots of all trustees. She also attended the One Book, One Community author visit and the League of Women Voters’ Candidates Forum. 

DIRECTOR’S REPORT 

Executive Director Miskewitch reviewed key parts of her written report, including bills highlighted; statistics; a wrap-up of One Book, One Community; and a new area to show personnel updates when appropriate. She gave a renovation update, noting that demolition is complete in the former café space, circulation staff have been relocated in advance of work in their area and staff are researching self-check machines. Ms. Miskewitch noted 13 staff members were able to attend the recent Public Library Association conference, including two who gave presentations at this national conference. 

Trustees should receive Statements of Economic Interest via email this month. Ms. Miskewitch asked that trustees please complete that in a timely manner and send her a pdf copy of the completion for Library records. 

Department budget meetings are happening throughout the month in preparation of FY 20/21. Ms. Miskewitch reminded trustees that the April meeting will be held at the Hoffman Estates Branch. 

Executive Director Miskewitch noted she is working with staff on a pandemic response action plan due to news of COVID-19. 

Upcoming Board Budget meetings are scheduled for May 21, May 27 and June 10, all at 6 p.m. Additionally, Ms. Miskewitch will be in attendance at the upcoming ILA Trustee Workshop. 

DEPARTMENT REPORTS 

Fiction, Movies & Music – Lori Teipel 

Fiction Movies and Music Director Lori Teipel thanks Trustees and staff for pulling together to create a great year both last year and this year. She reviewed her written report, highlighting collaborations with other departments, Fiction collection development plan, upcoming subscription boxes and leasing of new materials. 

COMMITTEE REPORTS 

None 

TREASURER’S REPORT 

Treasurer Seyring gave an update on the general fund balance, which experienced an increase due to revenues exceeding expenses, building and equipment special reserve fund, which decreased due to spending for the coming renovation, working cash fund and investments. 

Ms. Seyring reviewed the income statement, noting property tax receipts for the month and how expenses are tracking against the budget. Brief discussion included vacancies and hirings and how this impacts the budget.

Ms. Seyring also reviewed financial documents included in the packet, including investments, cash flow and department updates. 

UNFINISHED BUSINESS 

None 

NEW BUSINESS 

Review of Proposed Tax Levy and Appropriation Calendar for FY 20/21 

President Forte-Scott asked trustees to review this schedule, included in the packet. This includes the budget meetings and the additional milestones for the approval process. 

Discussion included changing language on June 10, noting that the budget is not officially approved during this budget committee meeting. Rather, a recommendation for approval is given at that time. 

Review of Fund Balance, Investment, Purchasing and Recording of Interest Policies 

President Forte-Scott asked trustees to please look over these policies and direct any questions to Executive Director Miskewitch. Recommended changes are based on conversations with the lawyers and auditors. 

Finance Director Beth Valenziano will share additional documentation supporting these changes with the trustees. 

Presentation and Discussion from Fines Free Working Group   

The Fines Free Working Group gave a presentation about what it means to go fines free, how this will impact the Library and its patrons, and specific procedures that staff will implement to support this change. 

Discussion included staff support of this change and loss rate of items. 

Review of Borrowing Library Materials Policy 

Executive Director Miskewitch reviewed recommended changes to this policy, which would support going fines free. 

Discussion included gathering an understanding of how often special collection items are overdue, a suggestion to possibly remove fines even from these items and how this compares to policies of other fines free libraries. 

President Forte-Scott encouraged trustees to review this policy and send any questions to Executive Director Miskewitch prior to the vote at the April meeting. 

Approval of Bloodborne Pathogens Policy 

Trustee Hyman moved and Treasurer Seyring seconded the approval of the Bloodborne Pathogens Policy. 

Discussion included clarification that this will be removed from public website and will be a staff-only policy. 

Roll Call Vote: 

Ms. Flannigan-DaviesYes 

Mrs. Wroblewski Bosshart Yes  

Mrs. Seyring Yes 

Ms. Hyman Yes 

Mr. JonenYes 

Ms. Forte-Scott Yes 

The motion passed unanimously.  

Approval of Unattended Children Policy 

Trustee Jonen moved and Trustee Flannigan-Davies seconded the approval of the Unattended Children policy. 

Discussion included a typo. 

Roll Call Vote: 

Ms. Flannigan-DaviesYes 

Mrs. Wroblewski Bosshart Yes  

Mrs. Seyring Yes 

Ms. Hyman Yes 

Mr. JonenYes 

Ms. Forte-Scott Yes 

The motion passed unanimously.  

Approval of Vulnerable Adults Policy 

Trustee Wroblewski Bosshart moved and Trustee Hyman seconded the approval of the Vulnerable Adults Policy. 

Roll Call Vote: 

Ms. Flannigan-DaviesYes 

Mrs. Wroblewski Bosshart Yes  

Mrs. Seyring Yes 

Ms. Hyman Yes 

Mr. JonenYes 

Ms. Forte-Scott Yes 

The motion passed unanimously.  

Approval of Professional Development Expenses of $1,624.00 for GFOA Conference in May 2020. 

Trustee Flannigan-Davies moved and Trustee Wroblewski Bosshart seconded the approval of the professional development expenses of $1,624.00 for GFOA Conference in May 2020. 

Discussion included possibility of obtaining travel insurance and whether or not a pandemic would be covered. 

Roll Call Vote: 

Ms. Flannigan-DaviesYes 

Mrs. Wroblewski Bosshart Yes  

Mrs. Seyring Yes 

Ms. Hyman Yes 

Mr. JonenYes 

Ms. Forte-Scott Yes 

The motion passed unanimously.  

EXECUTIVE SESSION 

Trustee Wroblewksi Bosshart moved and Trustee Jonen seconded that: 

The Library Board exit regular session and enter executive session at 8:22pm. 

Roll Call Vote: 

Ms. Flannigan-DaviesYes 

Mrs. Wroblewski Bosshart Yes  

Mrs. Seyring Yes 

Ms. Hyman Yes 

Mr. JonenYes 

Ms. Forte-Scott Yes 

The motion passed unanimously.

The Library Board entered executive session at 8:29pm.  

Roll Call Attendance: 

Ms. Flannigan-DaviesPresent 

Mrs. Wroblewski Bosshart Present  

Mrs. Seyring Present 

Ms. Hyman Present  

Mr. JonenPresent 

Ms. Forte-Scott Present 

Trustee Hyman moved and Trustee Flannigan-Davies seconded that: 

The Library Board exit executive session at 9:47pm. 

Roll Call Vote: 

Ms. Flannigan-DaviesYes 

Mrs. Wroblewski Bosshart Yes  

Mrs. Seyring Yes 

Ms. Hyman Yes 

Mr. JonenYes 

Ms. Forte-Scott Yes 

The motion passed unanimously.  

ADJOURNMENT 

Trustee Flannigan-Davies moved and Trustee Jonen seconded that: 

The Library Board adjourn at 9:48pm. 

The motion passed unanimously.