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BOARD MEETING
Monday, September 18, 2017
Central Library Conference Room
7:00 P.M.
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
STUDENT TRUSTEES PRESENT
Kenneth Beymer, Ashwin Prabhu
OTHERS PRESENT
Carrie Cichon, Amber Creger, Monica Harris, Annie Miskewitch, Kathy Morgan, Anna Pederson, Jason Santos, Kathryn Schuessler, Hollis Sienkiewicz, Magan Szwarek, Beth Valenziano, Matthew Williams
PUBLIC COMMENTS
Vice-President Forte-Scott asked former Student Advisor Trustee applicant and meeting observer, Matthew Williams, to share his experience in a recent interview with WGN News. Mr. Williams shared that he has been working with Little League promoting a baseball event for children with disabilities. The John Williams Show invited Matthew Williams for an interview to learn more about the event and spread the word.
BOARD COMMENTS
Treasurer Bromley received a patron inquiry about the program guide regarding the timing of the mailing. Marketing and Communications Director, Hollis Sienkiewicz, noted that the cycle of the program guide covers only two months, which is why the Guide can only be mailed 1-2 weeks in advance of the program opening; however, events are also published on the website calendar about 3 weeks in advance.
Trustee Seyring participated in the Septemberfest Parade on Labor Day and was pleased to represent the Library. She thanked staff that worked to create the float and was also impressed by the balloon backpacks that marching staff wore. She also attended the reception for the renaming of the Prairie Center for the Arts and the Naturalization Ceremony.
Vice-President Forte-Scott represented the Library at events for the Schaumburg Business Association and Hoffman Estates Chamber of Commerce. She gave a tour of the Library to her new neighbors from Japan.
Trustee Jonen participated in the Septemberfest Parade on Labor Day.
RAILS – Ms. Hyman
Trustee Hyman noted that our library was featured in a RAILS article highlighting the Library’s float which won the Chairman’s Choice Award in the Septemberfest Parade.
APPROVAL OF MINUTES
Vice-President Forte-Scott moved and Trustee Jonen seconded that:
The August 21, 2017 Regular Board Minutes be approved.
Roll call vote:
Ms. Bernas Yes
Mr. Bromley Yes
Mrs. Seyring Yes
Ms. Forte-Scott Yes
Ms. Hyman Yes
Mr. Jonen Yes
Mrs. Wroblewski Bosshart Yes
The motion passed unanimously.
APPROVAL OF BILLS
Treasurer Bromley moved that:
The Board approve the August 2017 Bill List.
Roll call vote:
Ms. Bernas Yes
Mr. Bromley Yes
Mrs. Seyring Yes
Ms. Forte-Scott Yes
Ms. Hyman Yes
Mr. Jonen Yes
Mrs. Wroblewski Bosshart Yes
The motion passed unanimously.
ADDITIONS OR CHANGES TO AGENDA
President Wroblewski Bosshart requested to move the Student Advisor Trustee Reports to directly follow the Deputy Director’s Report. After discussion, the Board agreed on permanently moving the agenda item to directly follow the Deputy Director’s Report.
PRESIDENT’S REPORT
President Wroblewski Bosshart participated in the Septemberfest Parade on Labor Day and also enjoyed the backpack balloons. She also attended the reception for the renaming of the Prairie Center for the Arts and the Naturalization Ceremony.
DIRECTOR’S REPORT
Executive Director Harris announced to the Board that the Library has selected the Lands’ End Business Apparel Line for logo wear. HR Director Kathy Schuessler presented samples of items from the catalog both with and without the Library’s logo. Each board member will be able to pick out 2-3 pieces for this fiscal year.
Ms. Harris announced that Schaumburg was honored as #9 in Money Magazine’s list of Best Places to Live in America, with a prominent mention of the Library in the description.
The table in the Conference Room will be replaced in this fiscal year. Ms. Harris circulated a few photos of options that would accommodate the size and shape needed. The Board shared their preferences in style and shape.
The Library’s auditors will be presenting to the Board soon. The Library will use the Baker Tilly audit firm for one additional year before going out to bid, which will meet the 5 year industry standard.
The Library has not yet received the per capita grant funding; however, it is still expected to be received later in the year.
The first ‘Person in Charge’ meeting for staff focused on improvements with the incident reporting process.
As a marketing initiative, the Library is in the process of creating a short educational video about what libraries do for their communities.
The October Board Meeting will take place at the Hanover Park Branch Library location.
DEPUTY DIRECTOR’S REPORT
Deputy Director Miskewitch noted various building improvements and repairs completed in the past month at both the Central and Hanover Park locations.
The Library will be conducting a records inventory in accordance with state law and the Public Records Act. Ms. Miskewitch is in the process of applying for a disposal certificate to preserve and dispose records according to that law.
An invitation to bid was published on the Library’s website and in the Daily Herald for hardware equipment and virtual storage. Three bids were received on a previous bid for a ten year capital assessment project, and CS2 Design Group came in with the lowest bid. The capital assessment will include mechanical, electrical and plumbing at the Central Library and both branch locations.
Ms. Miskewitch also represented the Library at the Septemberfest Parade on Labor Day.
STUDENT ADVISOR TRUSTEE REPORTS
The Student Advisory Trustee (SAT) Committee introduced Ashwin Prabhu and Kenneth Beymer.
SAT Ashwin Prabhu thanked the Board for welcoming him back as a returning SAT for his senior year at Hoffman Estates High School. Ashwin spent the summer volunteering in India where he participated in coconut farming, building enhancements, teaching English and more. His experiences were unique and life changing. He assisted Teen Library Dan Schnepf at the high school’s Parent Open House.
SAT Kenneth Beymer is a senior at Schaumburg High School. He is the editor of his school’s newspaper, coordinates ‘limited prep’ events for the speech team, referees for park district soccer games and participates in the Library’s Teen Corps. He has interest in radio broadcast and extemporaneous speech. He looks most forward to giving back to community that he was raised in.
DEPARTMENT REPORTS
KidsZone and Teen Place – Amber Creger
Youth Department Director Amber Creger noted that the Youth Department is made up of the KidsZone and Teen Place. The role of the department is to provide services, programming and outreach to youth in the community. Recent improvements in the KidsZone include an enhanced early literacy space with hands on activities for ages 0-5, and a redefined Tween Area with new furniture.
This year the department will be hosting a Trades Fair in exchange of the traditional Job Fair to teach students about alternative career opportunities. Ms. Creger also anticipates piloting a volunteer program to have students assist around the department in the summer months.
The Youth Department continues to collaborate with other departments to host library-wide programs that attract attendees of all ages. The Pop-Up Library provides an opportunity for members in the community access to material and activities in places outside of the Library.
TREASURER’S REPORT
Treasurer Bromley noted that the balance sheet and expenditures are favorable; however, will be normalizing as the fiscal year continues. Wages and benefits line up close to the budget of the prior year.
The Building & Equipment Reserve will fund furniture and equipment for the Fiction Room and Conference Room this fiscal year.
UNFINISHED BUSINESS
None
NEW BUSINESS
Approval of Capital Assets Policy
President Wroblewski Bosshart moved and Vice-President Forte-Scott seconded that:
The Library Board approve the Capital Assets Policy.
Roll call vote:
Ms. Bernas Yes
Mr. Bromley Yes
Mrs. Seyring Yes
Ms. Forte-Scott Yes
Ms. Hyman Yes
Mr. Jonen Yes
Mrs. Wroblewski Bosshart Yes
The motion passed unanimously.
Approval of Personnel Policies
Vice-President Forte-Scott, committee chair, moved that:
The Library Board adopt all updated and new policies: Credit Card Use; Equal Employment Opportunity; Personnel Records; Disciplinary Procedures; Safe Harbor; Recruitment, Selection and Hiring; Drug Free Workplace; Pay Administration; and Smoking on Library Property.
Roll call vote:
Ms. Bernas Yes
Mr. Bromley Yes
Mrs. Seyring Yes
Ms. Forte-Scott Yes
Ms. Hyman Yes
Mr. Jonen Yes
Mrs. Wroblewski Bosshart Yes
The motion passed unanimously.
Approval of the Property Tax Levy Ordinance
Vice-President Forte-Scott moved and President Wroblewski Bosshart seconded that:
The Library approve the Property Tax Levy Ordinance.
Roll call vote:
Ms. Bernas Yes
Mr. Bromley Yes
Mrs. Seyring Yes
Ms. Forte-Scott Yes
Ms. Hyman Yes
Mr. Jonen Yes
Mrs. Wroblewski Bosshart Yes
The motion passed unanimously.
Approval of CheckPoint Firewall Support Contract for $42,478.08
Vice-President Forte-Scott moved and Trustee Hyman seconded that:
The Library Board approve the contract for CheckPoint Firewall Support in the amount of $42,478.08.
Roll call vote:
Ms. Bernas Yes
Mr. Bromley Yes
Mrs. Seyring Yes
Ms. Forte-Scott Yes
Ms. Hyman Yes
Mr. Jonen Yes
Mrs. Wroblewski Bosshart Yes
The motion passed unanimously.
Approval of Programs and Outreach Professional Development Expense of $1,965 for Museum Next Conference in October 2017
Discussion was had about the threshold established for which professional development expenses are approved by the Board.
Vice-President Forte-Scott moved and President Wroblewski Bosshart seconded that:
The Library Board approve of a professional development expense of $1,965 for the Museum Next Conference in October 2017.
Roll call vote:
Ms. Bernas Yes
Mr. Bromley Yes
Mrs. Seyring Yes
Ms. Forte-Scott Yes
Ms. Hyman Yes
Mr. Jonen Yes
Mrs. Wroblewski Bosshart Yes
The motion passed unanimously.
EXECUTIVE SESSION
None
ADJOURNMENT
Trustee Bernas moved and Vice-President Forte-Scott seconded that:
The Library Board adjourn at 8:59 P.M.
The motion passed unanimously.