Board Meeting Minutes 2-19-18

LIBRARY BOARD MEETING
Monday, February 19, 2018
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
Ashwin Prabhu, Kenneth Beymer

OTHERS PRESENT
Carrie Cichon, Emily Gilbert, Monica Harris, Annie Miskewitch, Kate Niehoff, Jason Santos, Hollis Sienkiewicz, Bobbi Sloan, Magan Szwarek, Beth Valenziano

PUBLIC COMMENTS
Community resident, Bobbi Sloan, complimented the addition of chair rails in the second floor discussion rooms.

BOARD COMMENTS
Treasurer Bromley attended the Illinois Library Association (ILA) Trustee Forum workshop on Saturday, February 17, 2018, and had a strong takeaway from the event.
Trustee Seyring attended the ILA Trustee Forum workshop, the Hanover Park State of the Village, the Celebration of Excellence in Hoffman Estates, and Harry Potter Book Night. She also noticed an article published in the Daily Herald advertising Harry Potter Book Night, which she thought was great tool. She complimented staff for the planning and execution of the Harry Potter event.
Vice-President Forte-Scott commended the idea and execution of the new display in the Commons which has snow brushes and umbrellas that are available for patron checkout.
Trustees Hyman and Jonen also attended the ILA Trustee Forum, and were thankful for the opportunity and information.
Trustee Jonen attended the Ribbon Cutting for the debut of the reframed illustrations in KidsZone, and thanked staff for the event. He also recently attended and enjoyed a genealogy program.
Trustee Bernas attended the Celebration of Excellence in Hoffman Estates and the ILA President’s Day Breakfast.

RAILS – Ms. Hyman
RAILS announced that update to their strategic plan is forthcoming. RAILS will be looking for feedback from Trustees and librarians of select libraries to assist in updating the plan. Ms. Hyman will share more information as soon as it is released.

APPROVAL OF MINUTES
Vice-President Forte-Scott moved and Trustee Bernas seconded that:

The Library Board approve the January 15, 2018 Regular Board Minutes.

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 Library Board approve the January 2018 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
None

PRESIDENT’S REPORT
President Wroblewski Bosshart attended the ILA Trustee Forum workshop and the Ribbon Cutting for the debut of the reframed illustrations in KidsZone. President Wroblewski Bosshart also attended the Hanover Park 60th Anniversary dinner, and was pleased to hear that Youth Department Director, Amber Creger, was honored with an award for Service to Youth. She extended congratulations to Ms. Creger. President Wroblewski Bosshart also commended Marketing and Communications Director, Hollis Sienkiewicz, for an article she wrote which was published in the ILA Reporter. She appreciates that our staff leads by example by sharing success stories with other libraries.

DIRECTOR’S REPORT
Executive Director Harris announced that selection for a Conference Room table has been narrowed down, with the option of a boat or rectangular shape, and a linoleum or quartz table top.
Ms. Harris announced that the Library received a Certificate of Appreciation for participation in the 2017 Memorial Day Observance ceremony. A proclamation was received from the Office of the Mayor in Hoffman Estates, declaring February as Book Lovers Month. The Library also received a letter of thanks from the Schaumburg Township General Assistance Office for the food pantry contributions that were recently collected and donated.
The Board agreed on Saturday, March 17, 2018 at 10:00am for the first ‘Meet the Trustees’ meet and greet in the Workshop.
Ms. Harris noted that circulation remains significantly up from last year, attributed in part to the policy which increased renewals, as well as the new book displays in the Commons. She also noted that Computer Assistance statistics have trended slightly down, assuming that patrons are requiring less assistance.
The Library closed on Friday, February 9 due to inclement weather. Notification and communication to staff and patrons regarding the closure went smooth.
Ms. Harris congratulated Youth Department Director, Amber Creger, on the award she was honored for at the Hanover Park 60th Anniversary dinner.

DEPUTY DIRECTOR’S REPORT
Deputy Director Miskewitch noted that the re-lamp project in the Commons area is completed, and the re-lamp of the second floor is in the works. She also noted that the audio speakers in the Adult Classroom have been replaced, as well as the motion sensors in the Fiction room. All Library-owned vans underwent winter vehicle maintenance, to ensure safety on winter roads. The carpet has been cleaned on the 2nd floor, including inside all discussion rooms. Multiple Freedom of Information Act (FOIA) requests were received and responded to in the required timeframe.

DEPARTMENT REPORTS
Community Engagement – Kate Niehoff
Programs and Outreach Manager Kate Niehoff noted that it has been a strong year for the Community Engagement department. Nearly 15,000 guests have attended large-scale, all ages programs developed by the department, and 8,600 guests attended the 234 adult programs.
This May, the Library will display the Thinking Money exhibit, a traveling exhibit from the American Library Association (ALA) geared towards teaching teens, tweens and their caregivers about financial literacy. The interactive and hands on exhibit will be on display at Central for six weeks.
The Creative Services Librarian in the Community Engagement department submitted a grant proposal for a Community Read event, which is anticipated to launch mid-September through October.

Reference/Information/Computer Assistance – Magan Szwarek
Magan Szwarek, Director of Reference, noted some recent accomplishments in the Reference Department. The launch of the new website provided opportunity for the Reference Librarians to moderate the live chat service during open library hours. The department has also developed a technology programming series around user needs and requests. Reference will be launching realia collections, starting with mobile hot spots. The Computer Assistance area is now responsible for the audiovisual setup for all program rooms. The Information Desk handles program registrations, and changed the workflow to accommodate new software, and in effort to make program sign up a seamless process.

COMMITTEE REPORTS
Plan of Service – Ms. Forte-Scott
Ms. Forte-Scott handed out a document listing of the Plan of Service mission, goals and values of the Library.
Ms. Harris provided overview of the initiatives and goals for the upcoming years regarding the library’s Mission, Vision and Values attributed to the core values of Service, Trust, Dedication and Leadership. As action items are established as priorities, and quarter focus dates are set, progress will be updated on the Plan of Service document and reported to the Board. Ms. Harris also noted that discussion about the document will be ongoing, and additions or clarifications can be addressed next at the March Board Meeting.

STUDENT ADVISOR TRUSTEE REPORTS
Student Advisor Trustee (SAT) Kenneth Beymer attended the Harry Potter Book Night, and enjoyed the event. He will be volunteering at the Teen Job Fair and Comic Con.
SAT Ashwin Prabhu also volunteered at the Harry Potter Book night, and ran the tie making station. He will also volunteer at the Teen Job Fair. Ashwin noted that he has been accepted into the University of Chicago to study Economics.

TREASURER’S REPORT
Treasurer Bromley noted that expenses are roughly 14% below budget, but anticipates a true-up closer to the fiscal year-end. There are some planned expenses forthcoming including new computers and the Fiction room upgrade.

UNFINISHED BUSINESS
Approval of Resolution Adopting and Establishing an Updated Sexual Harassment Policy
Trustee Bernas moved and Treasurer Bromley second that:

The Library Board approve the Resolution adopting and establishing an updated sexual harassment 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.

NEW BUSINESS
Discuss Budget Committee Meeting Dates (please bring calendars)
The Board agreed to schedule Budget Committee Meeting dates tentatively for Wednesday, May 23, Tuesday, May 29 and Thursday, May 31.

Distribution of Library Director Evaluation Form
President Wroblewski Bosshart handed out the Director Evaluation packet and requested that the Board complete the evaluation during the next month, and return at the March Board Meeting. The results will be compiled and a summary will be returned to the Board and Executive Director Harris.

Approval of Waiver of Bid for purchase of Apple Computer Products from CDW-G (through State of IL Master Contract CMS6929040) in the amount of $28,826.70 
Trustee Hyman moved and Vice-President Forte-Scott seconded that:

The Library Board approve the waiver of bid for purchase of Apple Computer products from CDW-G in the amount of $28,826.70.

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 professional development expenses of $1,794.67 for PLA conference in March 2018
Vice-President Forte-Scott moved and Trustee Hyman seconded that:

The Library Board approve professional development expenses in the amount of $1,794.67 for the PLA conference in March 2018.

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 professional development expenses of $1,243.00 for Marketing United Conference in April 2018
Vice-President Forte-Scott moved and Trustee Hyman seconded that:

The Library Board approve professional development expenses in the amount of $1,243.00 for the Marketing United conference in April 2018.

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 professional development expenses of $1,193.96 for COSUGI Conference in April 2018
Vice-President Forte-Scott moved and Trustee Hyman seconded that:

The Library Board approve professional development expenses in the amount of $1,193.96 for the COSUGI conference in April 2018.

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 professional development expenses of $1,256.00 for COSUGI Conference in April 2018
Vice-President Forte-Scott moved and Trustee Hyman seconded that:

The Library Board approve professional development expenses in the amount of $1,256.00 for the COSUGI conference in April 2018.

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 Trustee Hyman seconded that:

The Library Board adjourn at 8:41 P.M.

The motion passed unanimously.