Board Meeting Minutes 8-24-20

LIBRARY BOARD MEETING & PUBLIC HEARING 
Monday, August 24, 2020
Hybrid In-Person & Via Zoom
7:00 p.m.

CALL TO ORDER/ROLL CALL
 
PLEDGE OF ALLEGIANCE
 
BOARD MEMBERS PRESENT

Anita Forte-Scott, President; Julie Wroblewski Bosshart, Vice-President/Secretary; David Jonen, Treasurer; Jillian Bernas; Erin Flannigan-Davies; Hannah Hyman; Theresa Seyring
 
BOARD MEMBERS ABSENT

None

OTHERS PRESENT

Amber Creger, Emily, Emily Gilbert, Justine Gilbert, Janet Glatzhofer, Jenny, Blake Kindl, Lori, Lou, Annie Miskewitch, Kathy Morgan, Viki Muhs, Kate Niehoff, Sam, Jason Santos, Kathy Schuessler, Hollis Sienkiewicz, Bobbi Sloan, Patricia Smolin, Kimberly Sorrentino, STDL, Magan Szwarek, Gail Tobin, Sue Tohmay, Tom, Beth Valenziano, Victoria, Louise Zirves
 
  PUBLIC HEARING -- Proposed Annual Budget & Appropriation Ordinance
Monday, August 24, 2020
Hybrid In-Person (Central Library Rasmussen Room) & Via-Remote 

Trustee Bernas moved and Treasurer Jonen seconded to open the public hearing for approval of the final FY2020-2021 Budget and Appropriation Ordinance.
Roll Call Vote:
Mrs. Wroblewski Bosshart     Yes
Mr. Jonen                                Yes
Ms. Bernas                              Yes
Ms. Flannigan-Davies             Yes 
            Ms. Hyman                             Yes
Mrs. Seyring                           Yes 
Ms. Forte-Scott                       Yes
The motion passed unanimously. 

President Forte-Scott called for any Public Comments to come during the public hearing. 

No Public Comments.

Vice-President Wroblewski Bosshart moved and Trustee Flannigan-Davies seconded closing the public hearing for the approval of the final FY2020-2021 Budget and Appropriation Ordinance.
 Roll Call Vote:
Mrs. Wroblewski Bosshart     Yes
Mr. Jonen                                Yes
Ms. Bernas                              Yes
Ms. Flannigan-Davies             Yes 
            Ms. Hyman                             Yes
Mrs. Seyring                           Yes 
Ms. Forte-Scott                       Yes
The motion passed unanimously. 

PUBLIC COMMENTS

Patron Bobbi Sloan commented it has been smooth checking out items and returning items to the Library. 

BOARD COMMENTS

Trustee Flannigan-Davies expressed her appreciation for the e-Library services available to her while she is at home. 
Vice-President Wroblewski Bosshart finished her Summer Challenge and received a tote bag as a prize. She also recently utilized e-Library resources with magazine and book check outs.
Trustee Hyman had no comments.
Trustee Bernas commented the July Minutes were well-written and thanked Marketing Director Hollis Sienkiewicz for reaching out to her to help promote the upcoming Schaumburg Township Virtual Historical Bus Trip.
Treasurer Jonen said the renovation at Central looks fantastic and thanked the staff at the branches, particularly Hanover Park, for all they do to help patrons.
Trustee Seyring shared many community members have commented over the months how much they love and missed their library and are happy we are back open.

RAILS - Ms. Hyman

RAILS is offering a virtual seminar in September on conquering unconscious bias.

APPROVAL OF MINUTES

Treasurer Jonen moved and Trustee Hyman seconded that:
The July 20, 2020, Regular Board Meeting Minutes be approved.
Discussion included typos and clarifications. 
Roll Call Vote:
Mrs. Wroblewski Bosshart     Yes
Mr. Jonen                                Yes
Ms. Bernas                              Yes
Ms. Flannigan-Davies             Yes 
            Ms. Hyman                             Yes
Mrs. Seyring                           Yes 
Ms. Forte-Scott                       Yes
The motion passed unanimously. 

APPROVAL OF BILLS

Trustee Flannigan-Davies moved and Vice-President Wroblewski Bosshart seconded that:
The Library Board approve the July 2020 Bill List.
Discussion included a clarification of the listed bills and detail on a vendor listed.
Roll Call Vote:
Mrs. Wroblewski Bosshart     Yes
Mr. Jonen                                Yes
Ms. Bernas                              Yes
Ms. Flannigan-Davies             Yes 
            Ms. Hyman                             Yes
Mrs. Seyring                           Yes 
Ms. Forte-Scott                       Yes
The motion passed unanimously.
 
TREASURER’S REPORT

Treasurer Jonen explained the General Fund balance increased by $750,000 due to revenues exceeding expenses. After discussion with the auditors, it was recommended an earlier portion of the cash receipts from 2019-2020 should be recognized in 2020-2021 to reflect the tax abatement of 1.5 million passed in the previous fiscal year. Working Cash Fund reflects only market change activity. The total revenues for June were just above $1.8 million, a portion of which includes the aforementioned adjustment.
Mr. Jonen shared books and materials expenses are tracking below budget over the previous year. Material expenditures continue to be shifted to electronic resources to accommodate patron demand during the pandemic. Wages and budgets continue to show favorable variances with the current reduction in building hours and staff vacancies. Fluctuations in the portfolio are anticipated at this time, but overall, the portfolio is stable. Cash Flow is projected out based on investment maturities revenue.  The operating cash balance is currently higher than normal as investments are being evaluated.  Current yields are low, therefore, cash from investment maturities are being transferred to the Money Market account until higher yields can be achieved.

ADDITIONS OR CHANGES TO AGENDA
The presentation from Tom Hutchinson of Hutchinson Design Group, LTD. will be moved to begin before the President’s report.

There will be an Executive Session to discuss minutes of closed meetings, Section 2(c), 21.
 
PRESENTATION FROM TOM HUTCHINSON OF HUTCHINSON DESIGN GROUP, LTD.

Mr. Hutchinson explained the different roof canopies and areas of the roof’s current design. Renovation of the roof would include removing existing components, replacing the current roof materials and the existing membrane of the roof, and returning decorative items to the roof. The construction phases and estimated timeline for the construction process was reviewed with an anticipated construction timeline from March 2021 through May 2021. To account for any weather conditions, final completion is estimated for June 2021.
Discussion included how many firms would handle the construction project and if the bid would be advertised to diversely owned businesses. The lifespan of the roof was questioned and how the construction would impact patrons visiting the building. Mr. Hutchinson said there should be minimal patron disruption, mostly just extra noise. 

PRESIDENT’S REPORT

President Forte-Scott has been attending virtual Chamber of Commerce meetings to keep connected to the community. The Village of Hoffman Estates Recycling event was last weekend and many residents attended. She recommended this as an incredibly helpful event for those who need to dispose of large- sized or electronic items. She noted the Circulation renovation project still has few minor details to finish, but looks impressive. Ms. Forte-Scott also praised IT Director Jason Santos for his work connecting the Board for the virtual meetings.

DIRECTOR’S REPORT

Executive Director Miskewitch discussed two sets of statistical metrics that included the increase in e-Library resources and checkouts. Many area libraries are seeing lower numbers during this time in circulation, foot traffic, and program attendance. She believes there will be continued usage of e-resources and the entire e-Library, with eBook checkouts increasing over 112% in comparison to last year.
Ms. Miskewitch highlighted significant increases to the Library’s YouTube channel subscribers. This channel features original content and has grown over 400% since the building closures in March. Ms. Jennifer Hunt will be joining the Library’s administrative staff as the new Deputy Director effective September 14, 2020. She stood out in a field of very qualified candidates and Ms. Miskewitch is excited for her to start and join the team. The new contactless book lockers are installed at Central and will be implemented as soon as possible for usage for our community.
Discussion included the increased usage of the Ancestry genealogy database that is currently accessible from home, and if we would choose to extend that service if it wasn’t cost prohibitive.
 
DEPARTMENT REPORTS

Circulation – Kathy Morgan

Circulation Director Kathy Morgan gave an overview of how her department was affected by the recent construction before the closure, and the transition back into the space after re-opening the building. She was impressed with all staff who helped her department make Curbside Pick-Up a success. Once the Library reopened, Circulation processed 1,900 on-shelf holds for patrons; checked in about 6,000 returned items in a single day, as well as processed more than double the amount of holds in June and July of 2020 in comparison to 2019.
Ms. Morgan is proud of her staff for dealing with all the changes as patrons were in the building, while also simultaneously handling Curbside Pick-Up. The Hot Picks have been returned to their original location by the front entrance. She estimates between phone calls and texts, the Circulation Department has helped over 14,000 patrons since Curbside Pick-Up was deployed.
Discussion included Executive Director Miskewitch thanking Ms. Morgan for her constant positivity, and for recently celebrating her 30 years of service at the Library. 
COMMITTEE REPORTS 

President Forte-Scott recommended the committee delay choosing a new pair of Student Advisory Trustees (SAT) until the 2021-2022 school year to allow for an in-person experience for the students. Discussion included what the objective of the SAT’s is and if it was possible for them to still achieve that objective in a virtual setting during this school year. An update from the committee will be forthcoming.

UNFINISHED BUSINESS

Update on November 3, 2020 General Election Day Holiday
Executive Director Miskewitch shared the recommendation that the Library not close with the new law currently challenged with a lawsuit and clarified that the Library is not likely to be a polling place in the upcoming election. 

NEW BUSINESS

Approval of Final FY2020-2021 Budget and Appropriation Ordinance
Trustee Hyman moved and Trustee Seyring seconded the approval of the final FY2020-2021 Budget and Appropriation Ordnance.
Roll Call Vote:
Mrs. Wroblewski Bosshart     Yes
Mr. Jonen                                Yes
Ms. Bernas                              Yes
Ms. Flannigan-Davies             Yes 
            Ms. Hyman                             Yes
Mrs. Seyring                           Yes 
Ms. Forte-Scott                       Yes
The motion passed unanimously. 

Approval of the 2020 Tentative Property Tax Levy
Treasurer Jonen moved and Vice-President Wroblewski Bosshart seconded the approval of the 2020 Tentative Property Tax Levy.
Discussion included the recommendation from Executive Director Miskewitch and Finance Director Valenziano that the 2020 levy remain flat, with no tax increase over the 2019 levy. Trustee Bernas inquired about the recommendation from attorneys Ancel Glink regarding merging the audit and liability insurance levies. Finance Director Valenziano explained that the Library is not close to the threshold and can keep them in a single line item. If we were ever close to the limits, levying separately would give us the opportunity to ask for additional funds.
Roll Call Vote:
Mrs. Wroblewski Bosshart     Yes
Mr. Jonen                                Yes
Ms. Bernas                              Yes
Ms. Flannigan-Davies             Yes 
            Ms. Hyman                             Yes
Mrs. Seyring                           Yes 
Ms. Forte-Scott                       Yes
The motion passed unanimously. 

Approval of 2019-2020 Illinois Public Library Annual Report
Trustee Bernas moved and Trustee Flannigan-Davies seconded the approval of the 2019-2020 Illinois Public Library Annual Report.
Discussion included recommendations to responses, typos, and clarification of what designates a bookmobile.
Roll Call Vote:
Mrs. Wroblewski Bosshart     Yes
Mr. Jonen                                Yes
Ms. Bernas                              Yes
Ms. Flannigan-Davies             Yes 
            Ms. Hyman                             Yes
Mrs. Seyring                           Yes 
Ms. Forte-Scott                       Yes
The motion passed unanimously.

Approval of Remote Work Policy
Trustee Hyman moved and Trustee Seyring seconded the approval of the Remote Work Policy.
Discussion included suggested grammar changes.
Roll Call Vote:
Mrs. Wroblewski Bosshart     Yes
Mr. Jonen                                Yes
Ms. Bernas                              Yes
Ms. Flannigan-Davies             Yes 
            Ms. Hyman                             Yes
Mrs. Seyring                           Yes 
Ms. Forte-Scott                       Yes
The motion passed unanimously.

Approval of Reimbursement Policy for Remote Work
Vice-President Wroblewski Bosshart moved and Treasurer Jonen seconded the approval of the Reimbursement Policy for Remote Work.
Roll Call Vote:
Mrs. Wroblewski Bosshart     Yes
Mr. Jonen                                Yes
Ms. Bernas                              Yes
Ms. Flannigan-Davies             Yes 
            Ms. Hyman                             Yes
Mrs. Seyring                           Yes 
Ms. Forte-Scott                       Yes
The motion passed unanimously.

Approval of Bid to ITSavvy in the Amount of $28,758.00 for Support to Firewall System
Vice-President Wroblewski Bosshart moved and Trustee Seyring seconded the approval of Bid to ITSavvy in the amount of $28,758.00 for support to firewall system.
Discussion included how the firewall monitors and filters for protection and online security, if this was the final price, and if the Library has previous working experience with ITSavvy.
Roll Call Vote:
Mrs. Wroblewski Bosshart     Yes
Mr. Jonen                                Yes
Ms. Bernas                              Yes
Ms. Flannigan-Davies             Yes 
            Ms. Hyman                             Yes
Mrs. Seyring                           Yes 
Ms. Forte-Scott                       Yes
The motion passed unanimously.

Approval of Extension of Non-Resident Access to D54 and D211 Students Until Further Notice
Trustee Hyman moved and Trustee Flannigan-Davies seconded the approval of extension of Non-Resident access to D54 and D211 students until further notice.
Discussion included the extension being left until further notice but to re-evaluate quarterly, or sooner if the Board would like. The number of students who have taken advantage of this temporary change in policy will be presented and shared in the future.

Roll Call Vote:
Mrs. Wroblewski Bosshart     Yes
Mr. Jonen                                Yes
Ms. Bernas                              Yes
Ms. Flannigan-Davies             Yes 
            Ms. Hyman                             Yes
Mrs. Seyring                           Yes 
Ms. Forte-Scott                       Yes
The motion passed unanimously.

Approval of Extending Sunday Summer Hours of 12-5 P.M. Until Further Notice
Treasurer Jonen moved and Trustee Seyring seconded the approval of extending Sunday Summer Hours of 12-5 P.M. until further notice.
Discussion included this change only effecting the Central Library. The branch locations will continue to stay closed on Sundays at this time. These hours reflect the peak times of usage in the building on Sundays, as shown in the data evaluation presented in July. 

Roll Call Vote:
Mrs. Wroblewski Bosshart     Yes
Mr. Jonen                                Yes
Ms. Bernas                              Yes
Ms. Flannigan-Davies             Yes 
            Ms. Hyman                             Yes
Mrs. Seyring                           Yes 
Ms. Forte-Scott                       Yes
The motion passed unanimously.

EXECUTIVE SESSION

Trustee Bernas moved and Trustee Flanningan-Davies seconded that:

The Library Board enter Executive Session at 9:29 P.M.
Roll call vote: 
Mrs. Wroblewski Bosshart     Yes
Mr. Jonen                                Yes
Ms. Bernas                              Yes
Ms. Flannigan-Davies             Yes 
            Ms. Hyman                             Yes
Mrs. Seyring                           Yes 
Ms. Forte-Scott                       Yes
The motion passed unanimously.

Trustee Bernas moved and Trustee Seyring seconded that: 
The Library Board exit Executive Session at 9:53 P.M.

Roll Call Vote:
Mrs. Wroblewski Bosshart     Yes
Mr. Jonen                                Yes
Ms. Bernas                              Yes
Ms. Flannigan-Davies             Yes 
            Ms. Hyman                             Yes
Mrs. Seyring                           Yes 
Ms. Forte-Scott                       Yes
The motion passed unanimously. 
Trustee Hyman moved and Treasurer Jonen seconded the approval of the January 6, 2020 Executive Session minutes to be published.
Roll call vote:

Mrs. Wroblewski Bosshart     Yes
Mr. Jonen                                Yes
Ms. Bernas                              Yes
Ms. Flannigan-Davies             Yes 
            Ms. Hyman                             Yes
Mrs. Seyring                           Yes 
Ms. Forte-Scott                       Yes
The motion passed unanimously. 

ADJOURNMENT

Trustee Flannigan-Davies moved and Trustee Bernas seconded that:

The Library Board adjourn regular session at 9:56 P.M.

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

The motion passed unanimously.