Board Meeting Minutes 3-15-21

LIBRARY BOARD MEETING 
Monday, March 15, 2021 
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 

STUDENT TRUSTEES PRESENT 

Araha Uday, Ameenah Zawahir 

OTHERS PRESENT 

Victoria Akinde, Candy’s Phone, Amber Creger, Dina, Stephanie Driscoll, Emily, Emily Gilbert, Justine Gilbert, Janet Glatzhofer, Jennifer Hunt, Jmoravec, Blake Kindl, Annie Miskewitch, Kathy Morgan, Amy Mueller, Carole Pye, Jason Santos, Joanne Schultz, Hollis Sienkiewicz, Bobbi Sloan, Patricia Smolin, STDL’s iPad, Magan Szwarek, Lori Teipel, Gail Tobin, Beth Valenziano   

PUBLIC COMMENTS 

Patron Bobbi Sloan congratulated President Anita Forte-Scott on her recent win of the Special Districts Leadership in Technology Innovation Award. She is proud of Ms. Forte-Scott’s great work and the Library.  

BOARD COMMENTS 

Trustee Flannigan-Davies shared the bill in Congress connected to digital equity was approved. She would like Library staff to be informed about this bill to share with the public. She congratulated the Library for being featured in the ILA Reporter magazine for the recent first floor renovation at Central. She complimented this month’s programming, and was able to attend several interesting events. 

Trustee Hyman loved the Emma Donoghue author visit and highly praised the program moderator. She also shared she will be attending the University of Hawaii in the fall after her current Trustee term ends. 

Treasurer Jonen knows planning for summer programs begins soon and implored staff to emphasize engaging the community through programming since there is no time where it is more needed than now. Continued promotion of the Library throughout the community is important to him. He is very excited for the upcoming installation of the Pick-Up Lockers at the branches and the Library Lights display.  

Vice-President Wroblewski Bosshart enjoyed learning about Emma Donoghue’s writing process at the author visit. She watched the Long Shadow documentary and attended the Director Q&A, which was very thought provoking. She thanked all the Library Board Candidate Forum participants. She believes it was very beneficial to the community. She also shared information from a recent webinar, including a successful Bedtime Storytime at another library, and how current strategic plans shouldn’t go beyond three years. She received correspondence from a community member that April is Sikh Awareness and Appreciation month and believes the Library can do more cultural appreciation and inclusion programming for occasions like this. 

Trustee Bernas complimented Gail Tobin’s outreach initiative with local small businesses. She asked for clarification about the Enchanted Forest being open in kidZone. Because of all of the touchable areas it will remain closed for the time being. 

Trustee Seyring highlighted several of the Library programs she has recently attended, and plans to watch a few of the program recordings on the Library’s YouTube page. She complimented Hoffman Estates Branch Manager, John Ericson, on his continued engagement with the community, and Business Librarian Patti Smolin on her affiliation with local businesses. She looks forward to the day when the Library buildings are full again with visitors. 

RAILS - Ms. Hyman 

The REALM project has released another project update and toolkit. The ILA Trustee forum has been changed to webinars in April and May. 

APPROVAL OF MINUTES 

Trustee Bernas moved and Treasurer Jonen seconded that: 

The February 15, 2021, Regular Board Meeting Minutes be approved. 

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 Hyman moved and Vice-President Wroblewski Bosshart seconded that: 

The Library Board approve the February 2021 Bill List. 

Discussion included clarification about a vendor. 

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 $133,000 due to taxes exceeding revenue. Property taxes received in February were approximately $1.1 million. Fund balance of the Building and Equipment Special Reserve Fund decreased by $130,000 primarily due to the expenses of the roofing project. Totally revenues for February were close to $1.2 million, including property tax receipts, interest income, CARES funding and a Project Next Generation grant. Cook County has allowed a grace period for late tax payment until May 2, 2021. Over $4 million of property tax receipts have been received in March already. The newly hired cleaning service will drive maintenance costs up in the second half of the year, but will be within budget. Estimated financial projections show a favorable variance of about $1.2 million at year end. 

Discussion included the cash in equivalence, which is over the FDIC $250,000 limit, but the cash is collateralized by the bank. 

ADDITIONS OR CHANGES TO AGENDA 

There will be an Executive Session under Sections 2(c)(11): Litigation, when an action against, affecting or on behalf of the Library has been filed or is pending; and 2(c)(01): Appointment, employment, compensation, discipline, performance, or dismissal of specific employees. 

PRESIDENT’S REPORT 

President Forte-Scott attended many of the same Library programs also mentioned by other Trustees, and is excited for the Library to return to normal activities with more visitors. She also mentioned the scaffolding has been built for the upcoming roof renovation at the Central Library. 

DIRECTOR’S REPORT 

Executive Director Miskewitch noted the statistics for adult and youth interactions have been reported inconsistently in the past and going forward they will be standardized, which will result in lower numbers. A year wrap-up of Covid related statistics will be presented in April. A survey to capture how patrons are using the Library during the pandemic highlights the Library’s e-resources have grown in popularity and may see sustained usage post-pandemic. The American Library Association (ALA) Conference will be held virtually in June and Ms. Miskewitch asked for Trustees to inform her of their intention to attend. The Library received a thank you from the U.S. Census Bureau for the Library’s help in assisting in the Census 2020 count. The Town Square Association plans on updating lighting, fencing and concrete in the upcoming year. 

Discussion included appreciation of the consolidated list of conference programs to watch, making the East side entrance at Central more accessible with the addition of a ramp. Ms. Miskewitch clarified which departments need more staff after losing personnel over the past year during the hiring freeze. The vending machine possibilities for the former café space included Farmer’s Fridge, but may need to be reevaluated due to current lower foot traffic. It was suggested patrons could also order food through apps and have it delivered to that eating space.  

DEPUTY DIRECTOR’S REPORT 

Deputy Director Hunt shared information about the Emergency Broadband Benefit through the FCC designed to help expand technology and internet access. She signed the Library up to be outreach partners and receive more information about when the program starts and how to reach eligible members of the community. The new Readers Page on our website connects readers with services such as Media Match, the subscription Book Box program, Book Club in a Bag and the World Languages collection. Schaumburg Library Comic Con® is returning soon, with a few in-person events including a scavenger hunt and drive-in movie hosted at the Prairie Center. The Library Lights starts after Comic Con®, and will include artist created projection designs. She will keep the Trustees informed about attending the opening night show. 

Discussion included the architects attending another Board meeting in April. 

DEPARTMENT REPORTS 

Circulation Department – Kathy Morgan 

Circulation Director Morgan gave an overview of her staff, and the many changes to procedures that staff have adapted to and learned. She commended her staff for continuingly doing every task asked of them and constantly adapting to new situations, some even being trained for different roles. All while the public continued to get great customer service. Staff commented in evaluations they’ve always felt safe in the building and proud of being able to keep the Library running for the public. She appreciated her department staff’s positive attitudes through the last year. 

Discussion included the quarantine pods, which are still in effect for returned items quarantining for two days. The expanded boundaries for library cards include District 211 and 54 students living in homes outside of Library district boundaries. Students in the expanded boundaries currently have access to the Library until May 31. 

COMMITTEE REPORTS  

None 

STUDENT ADVISOR TRUSTEE REPORT 

SATs Araha Uday and Ameenah Zawahir updated the PowerPoint, and added Schaumburg Library Comic Con® programs, most of which are already filled to capacity. Ameenah registered for the Drive-In Movie, which was filled within the first 10 minutes. Araha joined the Emma Donoghue author visit and loved hearing about her writing inspiration. She worked with the college and career Schoology page to publicize recent college prep programs. After Araha’s friend asked her if she knew of any volunteer opportunities she happily shared a link to the Library teen volunteer program. 

UNFINISHED BUSINESS 

Feedback or Comments for Product Architecture + Design 

The Leadership Team was able to meet with architects Dan Pohrte and Tiffany Nash two weeks ago to discuss staff work spaces on the second floor. The updated plans will be sent to Ms. Miskewitch this week and then will be shared with the Board. The architects will also meet with Featherstone Construction to provide the Board with a cost estimate for a complete second floor remodel. 

Discussion included adding more images to the Pinterest board. Trustee Bernas suggested starting a renovation in the middle of a pandemic could be ill advised since the needs of the public after the pandemic may be different compared with pre-pandemic. New trends, such as Zoom meetings replacing in-person meetings could result in study rooms sitting empty, but several Board members commented routines and behaviors will most likely return to normal. The new emphasis on virtual meetings also pushes the Library to be as technologically advanced as possible with the new renovation. A trip to other recently updated libraries would be helpful for visual stimulation and renovation ideas for Trustees. 

NEW BUSINESS 

Discuss Budget Committee Meeting Dates 

Discussion included the three budget committee meetings being held June 7, 8 and 9. The budget binders will be available May 21.  

Discussion of Strategic Planning Proposals 

Discussion included four proposals received by the deadline from Sarah Keister Armstrong & Associates, Fast Forward Libraries, Library Strategies Consulting Group, and Sort Sol Group. Ms. Miskewitch is familiar with three of the companies and asked the Board to thoroughly review these proposals; she will also write a recommendation for the Board. Trustee Bernas, the Strategic Plan committee chair, will send email suggestions of what Board members should be aware of while reviewing the documents. 

Review of Social Media Policy 

The recommended changes are to be more in line with better practices. The lawyers will review this policy after the Board review. 

Discussion included the Library’s posts on social media being considered public record and needing record retention. Executive Director Miskewitch clarified this doesn’t apply to all social media, only to specific comment engagement that is considered an action of Library business. What staff members are allowed to create, including post subject matter and the review process, were discussed, but is considered an internal procedure. 

Review of Compensation Policy (Personnel) 

Executive Director Miskewitch explained this policy has been under consideration for almost a year, and she included her recommendations for Sunday pay rate changes as the Library adjusts to the new Illinois minimum wage requirements as well as working with our current salary scale. 

Discussion included overtime for salaried employees, and how staff are currently paid during lunch breaks, which could be reviewed at a later time if needed and appropriate. 

Approval of Resolution No. 2020-2021 Schaumburg Township District Library Board of Trustee Bylaws 

Trustee Hyman moved and Trustee Bernas seconded the approval of Resolution No. 2020-2021 Schaumburg Township District Library Board of Trustee Bylaws. 

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 

Treasurer Jonen moved and Vice-President Wroblewski Bosshart seconded that: 

The Library Board enter Executive Session at 8:54 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 Treasurer Jonen seconded that:  
 
The Library Board exit Executive Session at 9:33 P.M. 
 

Roll Call Vote: 

Ms. Flannigan-Davies       Yes  

Ms. Hyman Yes 

Mr. Jonen               Yes 

Mrs. Wroblewski Bosshart Yes 

Ms. Bernas                         Yes 

Mrs. Seyring                      Yes  

Ms. Forte-Scott                   Yes 

The motion passed unanimously. 

 

ADJOURNMENT 

Trustee Hyman moved and Trustee Bernas seconded that: 

The Library Board adjourn regular session at 9:35 P.M. 

Roll call vote:  

Ms. Bernas                         Yes 

Mrs. Seyring                      Yes  

Ms. Hyman Yes 

Mr. Jonen               Yes 

Mrs. Wroblewski Bosshart Yes 

Ms. Flannigan-Davies       Yes  

Ms. Forte-Scott                   Yes 

The motion passed unanimously.