Board Meeting Minutes 7-16-18

LIBRARY BOARD MEETING
Monday, July 16, 2018
Central Library Conference Room
7:00 P.M.

CALL TO ORDER/ROLL CALL

PLEDGE OF ALLEGIANCE

BOARD MEMBERS PRESENT
Anita Forte-Scott, President; Gerald Bromley, Vice-President/Secretary; Theresa Seyring, Treasurer; Jillian Bernas; Julie Wroblewski Bosshart

BOARD MEMBERS ABSENT
Hannah Hyman; David Jonen

OTHERS PRESENT
Amber Creger, Emily Gilbert, Monica Harris, Annie Miskewitch, Kristin Moo, Kate Niehoff, Dave Schultz, Dianne Schultz, Hollis Sienkiewicz, Helen Stewart, Magan Szwarek, Lori Teipel, Beth Valenziano, Matthew Williams

PUBLIC COMMENTS
Dave Schultz and wife Dianne asked the Board to consider reinstating Read to a Dog program.
Matthew Williams complimented the reference staff for assistance in a research project.
Emily Gilbert attended Hoffman Estates 4th of July Parade and was excited to see the Library in parade.    

BOARD COMMENTS
Trustee Bernas attended Schaumburg Business Association’s Good Morning Schaumburg presentation on the local opioid epidemic. She shared highlights with Executive Director Monica Harris to see if we can play any role in assisting those struggling with this addiction.
Treasurer Seyring marched with another group but loved the Library’s float at the Hoffman Estates 4th of July Parade.

RAILS – Ms. Hyman
None

APPROVAL OF MINUTES
Trustee Bernas moved and Treasurer Seyring seconded that:
The June 18, 2018 Regular Board Minutes be approved.
Discussion included correction of typos: In paragraph 4 of board comments, change to read “She will be participating via phone again in August.” First item in New Business, change to read “Director Harris shared a draft of an addition to the Patron Code of Conduct to address table reservation in the lobby.”
The motion passed unanimously. Trustee Wroblewski Bosshart abstained as she was not present at the May meeting.

APPROVAL OF BILLS
Vice-President Bromley moved and Trustee Wroblewski Bosshart seconded that:
The Library Board approve the June 2018 Bill List.
Roll call vote:
Mrs. Wroblewski Bosshart    Yes
Mrs. Seyring            Yes
Mr. Bromley            Yes
Ms. Bernas            Yes 
Ms. Forte-Scott        Yes
The motion passed unanimously.

ADDITIONS OR CHANGES TO AGENDA
President Forte-Scott noted there would be a regularly scheduled executive session to discuss minutes of closed sessions. 

PRESIDENT’S REPORT
President Forte-Scott congratulated the marketing team for their PR Xchange awarded at the American Library Association conference this year and for the Hoffman Estates 4th of July Parade float which won for best theme.
Ms. Forte-Scott thanked the trustees who walked in parade.
Ms. Forte-Scott called attention to a TedX talk referenced in written report.
Ms. Forte-Scott encouraged trustees to attend Hanover Park’s 60th Anniversary Family Fest on August 11. The Library’s youth department will be there to lead activities.
Ms. Forte-Scott reminded trustees of the Library’s mission and values and that we would revisit these later in the meeting as they relate to the Plan of Service.

DIRECTOR’S REPORT
Executive Director Harris reported that the Illinois Library Association awarded Tony Kierna the Reference Services Award. This is awarded to one person in reference services in Illinois each year. Tony will be presented with his award on October 9 at awards luncheon in Peoria, IL.
Ms. Harris also encouraged trustees to attend Hanover Park’s 60th Anniversary Family Fest. 
Ms. Harris noted that the next naturalization ceremony will be held on September 21 at 11 a.m.
The statistics in this packet cover the entirety of FY17-18. Staff are working to revise which statistics are reported and how they are displayed for the packet. Staff will continue to update the board packet as a whole to make a more cohesive document.
Trustee Bernas asked about statistics relating to the recent travelling exhibit, Thinking Money. Ms. Harris noted she will share statistics and information the Library learned from hosting the exhibit. 
Ms. Harris congratulated the marketing team for their PR Xchange awarded at the American Library Association conference this year and share a Certificate of Appreciation for the Library’s contribution to Memorial Day Service.
Staff continue to work on after hours event scheduled for September 8.
Trustee Bernas asked for more context about Read to a Dog. Ms. Harris noted she will get additional details regarding why the program is currently on hold to share with the Board.

DEPUTY DIRECTOR’S REPORT
Deputy Director Miskewitch reported carpet cleaning was completed in various areas at Central Library and branch library parking lots were sealed and striped.
Ms. Miskewitch noted the Fiction room carpeting installation is underway and thanked all involved for keeping the project moving forward.
The Library provided 313 meals to kids in June at the Hanover Park Branch through the Free Meals Program.
Ms. Miskewitch and the Library were highlighted in University of Illinois at Urbana-Champaign’s alumni magazine for involvement in mentoring program.

DEPARTMENT REPORTS 
Outreach and Literacy – Kate Niehoff and Helen Stewart
Literacy Coordinator Helen Stewart reported literacy classes, the mainstay of literacy services, are going well thanks to District 214 stepping in to offer more options to literacy students. Ms. Stewart appreciates the support and encouragement of the Library and board to literacy services. Ms. Stewart is forming new partnerships to bring new multicultural programming in the future. 
Programs and Outreach Manager Kate Niehoff reported outreach is busy with home deliveries, book clubs, filling deposit libraries in the community and working to make their system as efficient as possible. Our outreach team continues to form new partnerships and have a strong presence at community events. Ms. Niehoff developed guidelines and training for the Pop-Up Library to help staff give consistently excellent experiences to community members. 

Digital Services – Kristin Moo
Digital Services Manager Kristin Moo reported highlights from the last year including: almost 1 million website sessions, an increase in mobile and tablet sessions, an increase in patron satisfaction with website usage and catalog improvements. Digital Services staff continue to present at conferences to share innovations with other libraries. 

COMMITTEE REPORTS – Plan of Service
The updated Plan of Service includes progress updates and quarter focuses for each action item. Trustees had opportunity to review information over the past month.
Trustee Wroblewski Bosshart asked if Divine Signs is a new vendor. Ms. Harris stated that we have worked with them before and they are great with ADA compliance and maintaining our brand standards.
Vice-President Bromley asked for feedback about the Intranet launch. Ms. Harris noted that she has received positive feedback so far and many staff find this to be a helpful tool. Ms. Harris mentioned the new Intranet at an intergovernmental meeting and other organizations are interested in learning more about our experiences.
Ms. Harris called attention to the outreach action item in the Dedication section. This was identified as a priority by the Board and there is already lots of work happening there. 
Ms. Harris called attention to the community partnerships item in the Leadership section. Many partners and associated projects are listed here. Also in the Leadership section, the last item shows a long list of staff sharing at conferences and through publications.
Trustee Wroblewski Bosshart noted the young senior target audience for a potential direct mail campaign is very interesting. Ms. Harris noted that this is a demographic that’s growing in our district and their needs and interests are different than traditional seniors.

TREASURER’S REPORT
Treasurer Seyring noted that investments show gains with favorable interest rates. Fund balances reflect what was discussed at budget meetings this spring. The per capita grant came in on time this year. Some additional accrued expenses will be accounted for before auditors review FY17-18. The building and equipment fund will be finalized once Fiction renovation is complete. Many additional favorable variances are due to retirements and delayed hirings.

UNFINISHED BUSINESS
Discussion of Table Reservation in Lobby Practice 
President Forte-Scott reviewed pertinent details of the draft of an addition to the Patron Code of Conduct to address table reservation in the lobby and gave trustees time to ask and address questions.
Treasurer Seyring asked if staff have reviewed this addition. Ms. Harris stated that this wouldn’t be a change to current practice, just an addition to the Patron Code of Conduct to have it in writing.
Trustee Wroblewski Bosshart felt the language seems forced and stated this may not be necessary in the Code. 
Trustee Bernas agreed, noting the Code could be reworked so these items were more clear. 
Trustees had some questions regarding petitioners standing outside the Library. 
President Forte-Scott suggested this may be an appropriate time to review the entire Code to be sure it aligns with our values and what patrons can expect when at the Library.
Ms. Harris will share some examples of other Libraries’ rules of behavior and the Board can have a general discussion at the next meeting.

NEW BUSINESS
Approval of Tentative FY2018-2019 Budget – 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 the August 20, 2018 Regular Board Meeting at 7 p.m.
Trustee Bernas moved and Trustee Wroblewski Bosshart seconded that the Board approve the tentative FY2018-19 budget as presented and so authorize the Executive Director.
Discussion included a typo in section 4C. Finance Director Beth Valenziano fixed the typo and resubmitted the information for the Board to review prior to the vote.
Additional typos regarding the date August 20th were noted throughout the document. These will be corrected before the document is published publicly.
Roll call vote:
Mrs. Wroblewski Bosshart    Yes
Mrs. Seyring            Yes
Mr. Bromley            Yes
Ms. Bernas            Yes 
Ms. Forte-Scott        Yes
The motion passed unanimously.

Waiver of Bid for Sole Source/Proprietary Online Research Database NewsBank Package in the amount of $43,920.00
Trustee Wroblewski Bosshart moved and Vice-President Bromley seconded that the Board approve the waiver of bid for sole source/proprietary online research database NewsBank Package in the amount of $43,920.00.
Roll call vote:
Mrs. Wroblewski Bosshart    Yes
Mrs. Seyring            Yes
Mr. Bromley            Yes
Ms. Bernas            Yes 
Ms. Forte-Scott        Yes
The motion passed unanimously.

Waiver of Bid for Sole Source/Proprietary Online Research Database ProQuest Ancestry Package in the amount of $22,945.00
Vice-President Bromley moved and Treasurer Seyring seconded that the Board approve the waiver of bid for sole source/proprietary online research database ProQuest Ancestry Package in the amount of $22,945.00.
Roll call vote:
Mrs. Wroblewski Bosshart    Yes
Mrs. Seyring            Yes
Mr. Bromley            Yes
Ms. Bernas            Yes 
Ms. Forte-Scott        Yes
The motion passed unanimously.

Approval of Professional Development Expenses for Connected Learning Conference in August 2018 in the amount of $1,695.91
Vice-President Bromley moved and Trustee Bernas seconded that the Board approve the Professional Development Expenses for Connected Learning Conference in August 2018 in the amount of $1,695.91.
Roll call vote:
Mrs. Wroblewski Bosshart    Yes
Mrs. Seyring            Yes
Mr. Bromley            Yes
Ms. Bernas            Yes 
Ms. Forte-Scott        Yes
The motion passed unanimously.

EXECUTIVE SESSION
Trustee Wroblewski Bosshart moved and Trustee Bernas seconded that: 
The Library Board exit regular session at 8:59 P.M..  
The motion passed unanimously.

Treasurer Seyring moved and Trustee Wroblewski Bosshart seconded that: 
The Library Board enter Executive Session at 9:01 P.M.
Roll call vote: 
    Mr. Bromley           Yes 
    Ms. Bernas               Yes 
    Mrs. Seyring           Yes 
    Ms. Forte-Scott          Yes 
Mrs. Wroblewski Bosshart     Yes 

The motion passed unanimously. 

Trustee Bernas moved and Trustee Wroblewski Bosshart seconded that: 
 
The Library Board re-enter Regular Session at 9:05 P.M.
 
Roll call vote: 
    Mr. Bromley           Yes 
    Ms. Bernas               Yes 
    Mrs. Seyring           Yes 
    Ms. Forte-Scott          Yes 
Mrs. Wroblewski Bosshart     Yes 

The motion passed unanimously. 

Trustee Bernas moved and Trustee Wroblewski Bosshart seconded: 

Minutes of the March 20, 2017 and December 18, 2017 Executive Session to be published.
The motion passed unanimously. 

ADJOURNMENT
Trustee Bernas moved and Vice President Bromley seconded that:

The Library Board adjourn regular session at 9:08 P.M.
The motion passed unanimously.