Board Meeting Minutes 7-19-21

LIBRARY BOARD MEETING
Monday, July 19, 2021
Hybrid In-Person & Via Zoom
7:00 p.m.

CALL TO ORDER/ROLL CALL/PLEDGE OF ALLEGIANCE

President Bernas called the meeting to order at 7:00 p.m.

BOARD MEMBERS PRESENT

Jillian Bernas, President; Julie Wroblewski Bosshart, Vice-President/Secretary; Theresa Seyring, Treasurer; Anita Forte-Scott; Emily Gilbert; Carole Pye; Amy Mueller

BOARD MEMBERS ABSENT

None

OTHERS PRESENT

Amber Creger, John Ericson, Justine Gilbert, Janet Glatzhofer, Scott Harrod, Jennifer Hunt, Saju Kizhakkail, Annie Miskewitch, Jason Santos, Joanne Schultz, Hollis Sienkiewicz, Bobbi Sloan, Magan Szwarek, Lori Teipel, Gail Tobin, Beth Valenziano, Emily Vinci

PUBLIC COMMENTS

None

BOARD COMMENTS

Treasurer Seyring attended the ALA conference and found it invaluable for Trustees. She found David Copperfield’s speech very inspiring.

Trustee Mueller visited the Carol Stream Library’s recent remodel to learn more about library design for the upcoming Central second floor renovation. She commented on their outdoor space and use of glass in the design.

Trustee Forte-Scott is looking forward to reading next year’s One Book, One Community book that was just chosen. She enjoyed reading the Bias Inside Us exhibit wrap-up report in this month’s Board packet and also found the ALA conference very informative.

Trustee Wroblewski Bosshart was sorry she missed last month’s meeting.

Trustee Pye thought the ALA conference was excellent, especially learning about services for deaf library patrons. She attended the open house at the Schaumburg Township Food Pantry and visited the Elk Grove Village Public Library to tour their makerspace.

Trustee Gilbert enjoyed the panels she attended at ALA, including a crisis preparedness program for Trustees and a presentation from the Black Caucus of the American Library Association about racial justice in libraries. She wasn’t previously aware of all the different groups within ALA and may sign-up for newsletter updates from these groups.

RAILS - Ms. Bernas

Trustee Bernas reported that a webinar on the Emergency Broadband Benefit will take place on Thursday. Going forward Trustee Gilbert will deliver the RAILS updates at Board meetings.

APPROVAL OF MINUTES

Trustee Forte-Scott moved and Vice-President Wroblewski Bosshart seconded that:

The June 9, 2021, Budget Committee Meeting Minutes be approved.

Discussion included adding additional information.

The motion passed unanimously.

 

Trustee Mueller moved and Trustee Gilbert seconded that:

The June 21, 2021, Regular Board Meeting Minutes be approved.

Discussion included adding additional information.

The motion passed unanimously.

 

APPROVAL OF BILLS

Trustee Pye moved and Trustee Mueller seconded that:

The Library Board approve the June 2021 Bill List.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

Ms. Gilbert Yes

Mrs. Mueller Yes

Mrs. Pye Yes

Ms. Bernas Yes

The motion passed unanimously.

TREASURER’S REPORT

Treasurer Seyring explained the General Fund Balance decreased by approximately $2.1 million due to expenses exceeding revenue and a $1,000,000 transfer to the special reserve fund. No property taxes were received in June. The building and special reserve fund increased by $770,000 due primarily to the 1,000,000 transfer from the general fund which was offset by disbursements for the roof repair. Total revenues for June were approximately $50,000. Physical books and materials are projected to come in below budget but be on par with last year’s expenses after all accruals are taken into account. Wages and benefits continue to show reasonable variances based on reductions in staffing and hours. Market value of investments increased by $14,000. Fluctuations in the portfolio are anticipated at this time. Planning for the Central second floor remodel will influence the maturity of future investments.

ADDITIONS OR CHANGES TO AGENDA

There will be an Executive Session under sections 2(c) 21 and 2(c) 5.

PRESIDENT’S REPORT

President Bernas reminded Trustees a Strategic Planning Session Meeting will take place on Monday, July 26 at 7 p.m.

DIRECTOR’S REPORT

Executive Director Miskewitch shared statistics are still incrementally increasing. Self-check usage increased 60% in the last month. A total of 67 staff members have left since June of 2020 and hiring is currently taking place to fill many of these vacancies. Ms. Miskewitch introduced our new network administrator in IT, Saju Kizhakkail, who shared his background and job responsibilities. She encouraged Trustees to share the current and upcoming job listings to help the Library find the best candidates to interview. Work on the IPLAR report will begin soon and will be up for review and approval next month. She also mentioned the continued news from the Niles-Maine Library and asked for Board to continue to stay informed about the situation.

Discussion included how many staff vacancies are still open. The end of the Illinois disaster proclamation was discussed, with the Library returning to in-person meetings only, patrons will need to email questions beforehand or ask them in-person at the meetings.

DEPUTY DIRECTOR’S REPORT

Deputy Director Hunt shared the hiring of two new shelvers at the Hanover Park branch and the additional staff looking to be hired in the next few months. Fictions, Movies and Music are circulating new Roku streaming sticks that allow patrons to stream content from free Library resources like Hoopla and Kanopy. The One Book, One Community selection for 2022 is The Vanishing Half by Brit Bennett. Ms. Bennett will visit our community with an author event at the Prairie Community Center this winter. The youth and teen One Book, One Community picks will be announced soon.

Discussion included the non-resident tax bill calculator implemented by Digital Services.

DEPARTMENT REPORTS

None

COMMITTEE REPORTS

None

UNFINISHED BUSINESS

Discussion of Central Second Floor Renovation

The architects met with the Leadership Team to share more information about the design inspiration for the potential second floor renovation. It was suggested the staff space renovation could be pushed back until after the public second floor renovation is completed. The architects will present to the Board again with new financial planning information in the months ahead.

Discussion included Trustee Forte-Scott opposing the idea of the staff space not being renovated along with the public space, stating the space is the same age and used just as much. Trustees hope to save resources by not renovating the same space multiple times, since a few spaces and rooms in the Central second floor have previously been updated. Budget conscious choices were suggested to have the funds to renovate the staff spaces along with the public spaces. Making the public aware of the financial planning and the anticipated renovation costs is also important as we plan for capital needs.

More feedback is desired between the Board, the architects and the Leadership team. An in-depth tour about the changes and the impact of the architectural rendering would be helpful to the Board, since this was previously done with the Central first floor remodel. A capital asset calendar through 2025 should be updated as the Central second floor remodel moves forward. A Facilities & Equipment Committee meeting was suggested to continue discussion and tour the spaces.

NEW BUSINESS

Discussion and Approval of Resolution No. 2021-2022-1: Amending Harassment and Discrimination Policy

Trustee Gilbert moved and Trustee Pye seconded the approval of Resolution No. 2021-2022-1: Amending Harassment and Discrimination Policy.

Discussion included changes to provisions for annual requirements of elected officials.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

Ms. Gilbert Yes

Mrs. Mueller Yes

Mrs. Pye Yes

Ms. Bernas Yes

The motion passed unanimously.

 

Discussion and Approval of Resolution No. 2021-2022-2: Amending and Establishing a Whistleblower and Anti-Retaliation Policy

Vice-President Wroblewski Bosshart moved and Trustee Mueller seconded the approval of Resolution No. 2021-2022-2: Amending and Establishing a Whistleblower and Anti-Retaliation Policy.

Discussion included this new policy makes the Library compliant with the new Safety Act.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

Ms. Gilbert Yes

Mrs. Mueller Yes

Mrs. Pye Yes

Ms. Bernas Yes

The motion passed unanimously.

Discussion and Approval of Tentative FY2021-2022 Budget & Appropriations Ordinance

2021-2022-1

Trustee Forte-Scott moved and Trustee Mueller seconded the approval of the Tentative FY2021-2022 Budget & Appropriations Ordinance 20221-2022-1: Authorizing the Executive Director to Make the Tentative Budget & Appropriations Ordinance Available to the Public and to Schedule a Public Hearing on the Budget for August 23, 2021 at 7 p.m.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

Ms. Gilbert Yes

Mrs. Mueller Yes

Mrs. Pye Yes

Ms. Bernas Yes

The motion passed.

 

Review and Discussion of Ethics Ordinance No. 2021-2022-2

Discussion included a review of the practices included in the ordinance and that the Library is compliant with Illinois law.

Review and Discussion of Bulletin Board and Posting Policy

Discussion included updating the policy to make it more inclusive.

Discussion of Future Board Meetings Times

Discussion included President Bernas and Vice-President Wroblewski Bosshart feel moving the meetings before 7 p.m. would be hard for their schedules. Moving the meetings forward was brought up to accommodate longer meetings that go past the Library closing times and require staff to stay late. The meetings at 7 p.m. will be kept for now, but could be started earlier if the ending time continues to be an issue.

EXECUTIVE SESSION

Trustee Forte-Scott moved and Trustee Mueller seconded that:

The Library Board enter Executive Session at 8:35 P.M.

 

Roll call vote:

Mrs. Wroblewski Bosshart Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

Ms. Gilbert Yes

Mrs. Mueller Yes

Mrs. Pye Yes

Ms. Bernas Yes

The motion passed unanimously.

 

Trustee Forte-Scott moved and Trustee Mueller seconded that:

 

The Library Board exit Executive Session at 9:08 P.M.

Roll call vote:

Mrs. Wroblewski Bosshart Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

Ms. Gilbert Yes

Mrs. Mueller Yes

Mrs. Pye Yes

Ms. Bernas Yes

The motion passed unanimously.

Trustee Gilbert moved and Trustee Pye seconded the approval of the March 15, 2021; March 31, 2021; and April 19, 2021 Executive Session minutes as presented.

The motion passed unanimously.

ADJOURNMENT

Trustee Pye moved and Vice-President Wroblewski Bosshart seconded that:

The Library Board adjourn regular session at 9:10 P.M.

The motion passed unanimously.