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PUBLIC HEARING
Proposed Annual Budget & Appropriation Ordinance
Monday, August 21, 2017
Central Library Conference Room
7:00pm
BOARD MEETING
Following Public Hearing
PUBLIC HEARING
Trustee Seyring moved and Treasurer Bromley seconded that:
The Library Board leave the Public Hearing session and enter into the Regular Meeting session.
Roll call vote:
Ms. Bernas Yes
Ms. Forte-Scott Yes
Mrs. Seyring Yes
Mr. Bromley Yes
Ms. Hyman Yes
Mr. Jonen Yes
Mrs. Wroblewski Bosshart Yes
The motion passed unanimously.
CALL TO ORDER/ROLL CALL
PLEDGE OF ALLEGIANCE
BOARD MEMBERS PRESENT
Julie Wroblewski Bosshart, President; Anita Forte-Scott, Vice-President/Secretary; Gerald Bromley, Treasurer; Jillian Bernas; Hannah Hyman; David Jonen; Theresa Seyring
OTHERS PRESENT
Carrie Cichon, Monica Harris, Annie Miskewitch, Kathy Morgan, Anna Pederson, Hollis Sienkiewicz, Bobbi Sloan, Magan Szwarek, Beth Valenziano
PUBLIC COMMENTS
None
BOARD COMMENTS
Vice-President Forte-Scott attended the Multi-Chamber Event at the Hoffman Estates Sears Center.
Trustee Hyman was pleased to learn that the Library handed out 500 pairs of eclipse viewing glasses to patrons, as well as the set-up of the 3-D printer in the Commons for visitors to view the design of eclipse viewing pin boxes.
RAILS – Ms. Forte-Scott
Vice-President Forte-Scott noted that a two-part webinar will be available in September regarding library security. The Illinois State Library is introducing an initiative for libraries to provide innovative methods to engage and serve individuals on the autism spectrum. The Illinois Library Association is accepting librarian nominations for the “I Love My Librarian” award. The Reaching Forward Conference has been scheduled for May 4, 2018 at the Rosemont Convention Center, and program submissions are currently being accepted.
APPROVAL OF MINUTES
Trustee Bernas moved and President Wroblewski Bosshart seconded that:
The July 17, 2017 Regular Board Minutes be approved, with one correction.
Roll call vote:
Ms. Bernas Yes
Mrs. Seyring Yes
Mr. Bromley Yes
Ms. Hyman Yes
Mr. Jonen Yes
Mrs. Wroblewski Bosshart Yes
The motion passed unanimously.
Ms. Forte-Scott abstained from the vote due to absence at the July Board Meeting.
APPROVAL OF BILLS
Treasurer Bromley moved that:
The Board approve the July 2017 Bill List.
Roll call vote:
Ms. Bernas Yes
Ms. Forte-Scott Yes
Mrs. Seyring Yes
Mr. Bromley Yes
Ms. Hyman Yes
Mr. Jonen Yes
Mrs. Wroblewski Bosshart Yes
The motion passed unanimously.
ADDITIONS OR CHANGES TO AGENDA
Executive Director Harris noted that the Finance Committee report would be moved to the end of Committee Reports.
PRESIDENT’S REPORT
President Wroblewski Bosshart represented the Library Board at a Schaumburg Sister Cities event, welcoming visitors from Namerikawa, Japan.
She announced that in the near future, the monthly statistics included in the Board packet will be reevaluated and redesigned to make it more user-friendly. There was discussion about various ways that this report could improve, and Ms. Harris noted that adjustments can be made throughout the year. All statistics will continue to be maintained for internal use, and available to the Board as needed or requested.
President Wroblewski Bosshart asked if any trustee is interested in taking over the responsibility of reporting a RAILS update at the monthly Board Meeting. Trustee Hyman noted interest in overseeing the reporting of RAILS updates.
President Wroblewski Bosshart took a moment to warn the Board about an incident that recently occurred. Treasurer Bromley received a suspicious email from a phishing account that was made to look like Ms. Wroblewski Bosshart’s email address, requesting to be wired funds. This incident did not compromise any of the Library’s systems.
DIRECTOR’S REPORT
Executive Director Harris pointed out a few additions to the board packet this month, including a monthly update on social media activity and additional statistics on programming and staff training.
Ms. Harris extended an invitation to members of the Board to attend a reception for the renaming of the Prairie Arts Center in honor of Mayor Al Larson. She also invited the Board to join and represent the Library during the September Fest parade on Labor Day.
Ms. Harris circulated some archival photos that have been selected to replicate in black and white for art to be placed on the walls of the Conference Room.
She noted that Deputy Director Annie Miskewitch conducted a tour to the Sister Cities group visiting from Japan. Preparations for this tour presented an opportunity to create a standard script for tours. Ms. Harris also congratulated Director of Reference, Magan Szwarek, for completing her fellowship with the American Library Association’s Leadership Institute.
A selection of branded clothing from the business apparel line of Land’s End will be available at the September Board Meeting. Ms. Harris asked the Board to select a few different shirt styles that she will request as samples for the following meeting.
Ms. Harris called attention to an item included in the packet, which is a draft of goals for the Executive Director, to aid in the evaluation process. She requested that any feedback or additional goals be considered and discussed to help improve the process.
The microburst in July caused damage to the two rooftop HVAC systems, which will be covered by insurance. Several trees also came down during the storm and are facing replacement. The caulking and sealing project has begun, and will take around two weeks until completion. The Drive-Up Window was temporarily closed on Friday, August 18 to install a new microphone.
A new internal training process is underway for the ‘Person in Charge’ when both the Executive Director and Deputy Director are not available. The team included in the training are members of the Management Team and Librarians.
DEPARTMENT REPORTS
Circulation – Kathy Morgan
Director of Circulation Kathy Morgan provided an overview of the Library’s largest department, which employs 104 staff members. The Registration and Overdues staff have recently been in the community offering mobile registration for library cards. This area also handles Unique Management, a service that specializes in the recovery of overdue material. Mrs. Morgan reported that two Circulation staff members oversee the Community Service Work Program by interviewing, scheduling and monitoring those doing non-public community service at the Central Library.
COMMITTEE REPORTS
Student Advisor Trustee – Ms. Forte-Scott
The Student Advisor Trustee Committee recommends the appointment of Ashwin Prabhu and Kenneth Beymer as Student Advisor Trustees for the 2017/2018 school year.
Personnel – Ms. Forte-Scott
Vice-President Forte-Scott handed out personnel policies for the Board to review. At the September Board Meeting, a vote will take place to adopt the recommended changes. The changes have been previously reviewed by Trustee Seyring and Retired Trustee Ruth Jonen, assisted by the Director of HR, Kathy Schuessler and Executive Director Harris. Ms. Schuessler will be in attendance at the September meeting to answer any questions.
Art – Ms. Forte-Scott
Vice-President Forte-Scott noted that the Art Committee will be calling a meeting in the near future to review current pieces of the Library’s art collection and discuss ideas of permanent pieces to add.
Finance – Mr. Bromley
$1.7 million has been transferred to the Building & Equipment Special Reserve Fund. Tax revenue has been received in an amount slightly higher than anticipated. Treasurer Bromley noted that the financial documents on the new website are easy to locate, which creates visibility and transparency of the Library’s finances.
TREASURER’S REPORT
Treasurer Bromley noted that revenues and expenditures are favorable one month into the fiscal year. He commented that the budgeting software has been a great tool for both administration and departments. A Point of Sale system will be introduced during the current fiscal year, which will reduce potential for transcription errors, reduce labor, and provide comparative data analysis and history.
UNFINISHED BUSINESS
None
NEW BUSINESS
Approval of Final FY2017-2018 Budget & Appropriations Ordinance
Vice-President Forte-Scott moved and Trustee Bromley seconded that:
The Board approve the Final FY2107-2018 Budget & Appropriations Ordinance.
Roll call vote:
Ms. Bernas Yes
Ms. Forte-Scott Yes
Mrs. Seyring Yes
Mr. Bromley Yes
Ms. Hyman Yes
Mr. Jonen Yes
Mrs. Wroblewski Bosshart Yes
The motion passed unanimously.
Approval of the 2016 Tentative Property Tax Levy
Vice-President Forte-Scott moved and Trustee Jonen seconded that:
The Board approve the 2016 Tentative Property Tax Levy.
Roll call vote:
Ms. Bernas Yes
Ms. Forte-Scott Yes
Mrs. Seyring Yes
Mr. Bromley Yes
Ms. Hyman Yes
Mr. Jonen Yes
Mrs. Wroblewski Bosshart Yes
The motion passed unanimously.
Approval of the 2016-2017 Illinois Public Library Annual Report
Ms. Harris circulated the report, which contains 22 pages of statistical reporting on various aspects of library services.
Vice-President Forte-Scott moved and President Wroblewski Bosshart seconded that:
The Library Board approve the submission of IPLAR.
The motion massed unanimously.
Review of Capital Assets Policy
Ms. Harris has requested that the Board review and consider a few minor changes to the Capital Assets Policy, based on the recommendation of the Library’s auditors. A vote will take place at the September Board Meeting.
Review of Chapter 12 “Safety” of Serving Our Public 2.0: Standards for Illinois Public Libraries, 2014
EXECUTIVE SESSION
None
ADJOURNMENT
Trustee Hyman moved and Trustee Bernas seconded that:
The Library Board adjourn at 8:47 P.M.
The motion passed unanimously.