Board Meeting Minutes 5-21-18

LIBRARY BOARD MEETING
Monday, May 21, 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

STUDENT TRUSTEE ABSENT
Kenneth Beymer

OTHERS PRESENT
Amber Creger, Stephanie Driscoll, Emily Gilbert, Monica Harris, Joe Marcantonio, Annie Miskewitch, Hollis Sienkiewicz, Bobbi Sloan, Lori Teipel, Beth Valenziano, Emily Vinci

PUBLIC COMMENTS
None

BOARD COMMENTS
Treasurer Bromley and Trustee Bernas attended the Senior Scam Prevention program.
Vice-President Forte-Scott and Trustees Hyman and Seyring looked at and enjoy the Thinking Money exhibit currently on display at the Central Library.
Treasurer Bromley attended the naturalization ceremony.
Vice-President Forte-Scott and Treasurer Bromley are looking forward to the updates in the Fiction room.
Trustee Bernas received patron feedback about the renovations to the AV area.

RAILS – Ms. Hyman
Trustee Hyman noted the recent RAILS board election.

APPROVAL OF MINUTES
Vice-President Forte-Scott moved and Trustee Bernas seconded that:
The April 16, 2018 Regular Board Minutes be approved.

Discussion:
Trustee Bernas noted that the process of ending the open session and entering the executive session may not be accurately reflected in the minutes. Executive Director Harris said she would review the documentation and present the April 16, 2018 regular board minutes for approval again at the June 18 meeting.
The motion for approval of the minutes was withdrawn.

APPROVAL OF BILLS
Treasurer Bromley moved that:
The Library Board approve the April 2018 Bill List.

Roll call vote:
Mr. Bromley       Yes
Mrs. Seyring       Yes
Ms. Forte-Scott       Yes
Ms. Hyman       Yes
Mr. Jonen       Yes
Ms. Bernas       Yes
Mrs. Wroblewski Bosshart       Yes
The motion passed unanimously.

ADDITIONS OR CHANGES TO AGENDA
President Wroblewski Bosshart noted that there would not be a department report this evening.

ELECTION OF OFFICERS
President Wroblewski Bosshart moved that:
The Library Board approve the slate of officers as presented.
Anita - President
Gerald – Vice President/Secretary
Theresa - Treasurer

Roll call vote:
Mr. Bromley       Yes
Mrs. Seyring       Yes
Ms. Forte-Scott       Yes
Ms. Hyman       Yes
Mr. Jonen       Yes
Ms. Bernas       Yes
Mrs. Wroblewski Bosshart       Yes
The motion passed unanimously.
New officers will take over next month.

PRESIDENT’S REPORT
President Wroblewski Bosshart expressed her appreciation to the Board of Trustees and to Executive Director Harris for making her time service as President smooth and enjoyable. Ms. Wroblewski Bosshart also attended the naturalization ceremony.

DIRECTOR’S REPORT

Executive Director Harris noted that HR Coordinator Carrie Cichon has accepted a new position outside of the Library and Ms. Cichon expressed how much she enjoyed working with the Board of Trustees.

Staff members Stephanie Driscoll, Creative Services Librarian; Joe Marcantonio, Teen Manager; and Emily Vinci, Fiction Manager introduced themselves, speaking about their new roles at the Library.

Ms. Harris passed around examples of the Summer Challenge Activity Book, a new addition to the Summer Challenge this year.

The Library is partnering with the Village of Hanover Park and Poplar Creek Library to celebrate Hanover Park’s 60th anniversary with a special Hanover Park Reads initiative.
Ms. Harris noted some statistical trends, including increased circulation and increased program attendance.

The Library’s redesigned Guide won ALA PR Xchange’s award for Outstanding Calendars, List of Events, Newsletters-print, $15 million plus.

The Library did receive the FY17 per capita grant in the amount of $98,490.64 and we have received notice that we’ll receive the full FY18 per capita grant in the amount of $158,561.25.

The staff intranet launched on May 14.

Ms. Harris explained a new innovation allowing staff to see upcoming Pop-Up Library events held throughout the service area.

The Library’s StoryWalk® is back at Spring Valley Nature Center. It was launched at their Earth Day event which saw more than 1,500 people to the center.

DEPUTY DIRECTOR’S REPORT

Recent projects include new shelving in the kidsZone marketplace, new DVD pillar shelving in The Commons and additional holds shelving.

Deputy Director Miskewitch noted we are monitoring outlets in The Commons due to heavy usage.

The Library no longer has pay phones but courtesy phones are available for patron use.

Patrons can now reserve computer space at Hanover Park Branch.

Congratulations to John Ericson who has been asked to join the Hoffman Estates Chamber of Commerce Executive Board.

Deputy Director Miskewitch noted a new area to her report which highlights updates to the Library website. Recent updates include enabled text messaging of catalog records, eliminated paid ads on blogs, enabled online booking of discussion rooms, addition of a new business resource and addition of alpha order list for databases in eLibrary.

Deputy Director Miskewitch continues to mentor library students from University of Illinois.

The Library recently hosted pre-bid walkthroughs for painting and carpeting projects in Fiction.

DEPARTMENT REPORTS
None

COMMITTEE REPORTS
None

STUDENT ADVISOR TRUSTEE REPORT
Student Advisor Trustee (SAT) Ashwin Prabhu assisted with promotional videos for the Thinking Money exhibit and thoroughly enjoyed interacting with and learning from the exhibit.

TREASURER’S REPORT
Treasurer Bromley noted that the Library has received all of its anticipated tax revenue for the year. Expenses are on track according to the budget. Projections end the year within $1 million of budget.

UNFINISHED BUSINESS
None

NEW BUSINESS

Discussion of Table Reservation in Lobby Practice
Executive Director Harris explained the Library’s current procedure for allowing outside groups to set up a table in the lobby of the Central Library. After some discussion, it was determined that the Board would like a draft of a policy to react to at the June meeting. Ms. Harris will prepare a draft policy to share at the June meeting.

Approval of Borrowing Library Materials Policy
Vice President Forte-Scott moved and Trustee Hyman seconded the Board approve the Borrowing Library Materials Policy as presented.

Roll call vote:
Mr. Bromley       Yes
Mrs. Seyring       Yes
Ms. Forte-Scott       Yes
Ms. Hyman       Yes
Mr. Jonen       Yes
Ms. Bernas       Yes
Mrs. Wroblewski Bosshart Yes

Approval of award of bid to lowest qualified bidder for flooring replacement in Fiction
Vice President Forte-Scott moved and Treasurer Bromley seconded the Board approve award of bid to lowest qualified bidder, Johnson Floor Company, for flooring replacement in Fiction in the amount of $46,623.00.

Roll call vote:
Mr. Bromley       Yes
Mrs. Seyring       Yes
Ms. Forte-Scott       Yes
Ms. Hyman       Yes
Mr. Jonen       Yes
Ms. Bernas       Yes
Mrs. Wroblewski Bosshart       Yes

Approval of award of bid to the lowest qualified bidder for paint and wallpaper removal in Fiction
Vice President Forte-Scott moved and Trustee Jonen seconded the Board approve the award of bid to the lowest qualified bidder, DES Painting, for paint and wallpaper removal in Fiction in the amount of $28,495.00.

Roll call vote:
Mr. Bromley       Yes
Mrs. Seyring       Yes
Ms. Forte-Scott       Yes
Ms. Hyman       Yes
Mr. Jonen       Yes
Ms. Bernas       Yes
Mrs. Wroblewski Bosshart       Yes

Approval of professional development expenses
Vice President Forte-Scott moved and Trustee Hyman seconded the Board approve the following expenditures for travel reimbursements in accordance with our Travel and Professional Development policy.
$1,534.00 for ALA Annual Conference in June 2018
$1,716.48 for ALA Annual Conference in June 2018
$1,731.19 for ALA Annual Conference in June 2018
$1,791.91 for ALA Annual Conference in June 2018
$1,944.72 for ALA Annual Conference in June 2018

Roll call vote:
Mr. Bromley       Yes
Mrs. Seyring       Yes
Ms. Forte-Scott       Yes
Ms. Hyman       Yes
Mr. Jonen       Yes
Ms. Bernas       Yes
Mrs. Wroblewski Bosshart       Yes

EXECUTIVE SESSION
None

ADJOURNMENT
Trustee Bernas moved and Trustee Jonen seconded that:
The Library Board adjourn at 8:43 P.M.
The motion passed unanimously.