Board Meeting Minutes 10-15-18

LIBRARY BOARD MEETING
Monday, October 15, 2018
Hanover Park Branch
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; Hannah Hyman; David Jonen; Julie Wroblewski Bosshart

BOARD MEMBERS ABSENT

None

STUDENT TRUSTEES PRESENT

Alisa Gandhi, Matthew Williams 

OTHERS PRESENT

Claudia Baranowski, Amber Creger, Emily Gilbert, Monica Harris, Annie Miskewitch, Kathy Morgan, Jason Santos, Deborah Scerbicke, Hollis Sienkiewicz, Jeremy Slayton, Magan Szwarek, Lori Teipel, Gail Tobin, Beth Valenziano 

PUBLIC COMMENTS

None

BOARD COMMENTS

Trustee Wroblewski-Bosshart attended the Naturalization Ceremony and is proud the Library hosts this event each year.

Treasurer Seyring attended the Naturalization Ceremony and appreciated how meaningful the event is for everyone involved. Kudos to Trustee Bernas for assisting with the craft at the Happy Birthday, Library event.

Vice-President Bromley addressed the patron comment about providing rolling carts for the public. Executive Director Harris recommended patrons ask staff for help or use our hold system for additional help retrieving multiple items, but noted the Library can continue to look into options for equipment.

Trustee Bernas enjoyed the Happy Birthday, Library event. She also thanked the Library for its involvement in the Township Historical Bus Tour that was held Sunday, Oct. 14.

RAILS - Ms. Hyman

None

APPROVAL OF MINUTES

Trustee Wroblewski Bosshart moved and Trustee Hyman seconded that:

The September 17, 2018 Regular Board Minutes be approved.

Spelling of SAT Alisa Gandhi’s last name will be corrected in two places within the minutes.

The motion passed unanimously. 

APPROVAL OF BILLS

Trustee Wroblewski Bosshart moved and Trustee Jonen seconded that:

The Library Board approve the September 2018 Bill List.

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

ADDITIONS OR CHANGES TO AGENDA

President Forte-Scott noted that bid from ePlus Technology, Inc. for Cisco Smartnet Support Contract reflected a November 2018 – November 2019 contract, but it was recommended that all bids and contracts related to eRate correlate with our fiscal year. This bid has been amended to reflect the period of November 2018 through the end of our fiscal year (June 2019), in the amount of $23,325.45 for that adjusted period. 

PRESIDENT’S REPORT

President Forte-Scott reviewed the section of her written report dealing with trust and shared a photo and comment from a patron.

DIRECTOR’S REPORT

Executive Director Monica Harris introduced Claudia Baranowski in her new role as Literacy and Community Engagement Librarian. 

Ms. Harris mentioned the ILA Conference was held Oct. 8-11. Several staff members attended and Ms. Miskewitch and two staff members from kidsZone gave presentations. Many staff members attended the luncheon where Tony Kierna was presented with this Reference Service Award.

Ms. Harris noted the date of the next Board meeting is Nov. 19, and lands during the week of Thanksgiving.

Ms. Harris and Ms. Miskewitch gave tours to the Schaumburg Germany Sister City Delegation and the World Georgian Delegation groups.

Ms. Harris noted a recent increase in phishing emails. If you receive an email that looks suspicious, double check the reply address or contact the individual to confirm the email is actually from them and let Ms. Harris know so we can continue to improve our security systems based on the scams that are happening. Please know that these emails have not infiltrated the security of our system.

Finally, Ms. Harris reviewed her written report, including the statistics. Board members noted an interest in annually reviewing long-term stats over a longer period of time (at least five years of historical data). Ms. Harris stated the Code of Conduct draft will be forthcoming after some more details are solidified and called attention to the Summer Challenge Wrap-Up report in the packet.

DEPUTY DIRECTOR’S REPORT

Deputy Director Miskewitch reviewed her written report, calling special attention to recent building improvements and repairs listed. 

New resources and services recently added include credit card payment for SimpleScan stations, online fine payment and CreativeBug eResource, with Hoopla streaming service coming later this month.

Vice-President Bromley asked about carpet replacement on the second floor. The Board had a brief discussion of the timing and cost of updating the carpet on the second floor.

DEPARTMENT REPORTS

Hanover Park Branch – Gail Tobin

Hanover Park Branch Manager Gail Tobin highlighted the variety of resources and services available in the Branch library, as mentioned in her written report. Ms. Tobin noted the Branch’s involvement in the community, including representing the Library at events and on committees. Finally, she discussed some recent technology and building improvements.

COMMITTEE REPORTS

None

STUDENT ADVISORY REPORTS

Matthew Williams and Alisa Gandhi shared some goals they’d like to work toward as Student Advisory Trustees this year. Goals include increasing high school student awareness of Brainfuse at the Library, ensuring Hoffman Estates High School students are also represented and informed, contributing to the Summer and Winter Challenges and using Schoology to share Library information with students. Both Matthew and Alisa were able to give presentations at their schools to share more information about the Library.

TREASURER’S REPORT

Treasurer Seyring reviewed the financial reports, noting investments continue to perform well and total revenue is tracking with the budget. 

UNFINISHED BUSINESS

None 

NEW BUSINESS

Discussion of Presentation and Plan by Product Architecture + Design

Vice-President Bromley asked how determinations would be made on which plans and options to go with – would it be strictly budgetary; can we opt to do some things and not others? Ms. Harris noted each option includes different features, so the decision would be based on the features and budget, while also considering that some areas can be separated out from the project more easily than others.

Trustee Wroblewski Bosshart noted that we haven’t discussed the long-term plan for improvements to the building in a while. Are there mechanical needs that we should address? Can we create a five-year plan that includes timing for upgrades to things like the roof and HVAC before we decide to implement more “cosmetic” upgrades, even though these are exciting and desired? 

The facilities sub-committee will review and share results of the most recent studies of building maintenance needs.

Trustee Hyman noted several patrons have commented on the condition of the circulation area so that may be a priority to improve.

SAT Williams asked how levied funds for construction are determined. Treasurer Seyring asked about phasing of the project. Ms. Harris noted we’d have to work with the architects and the construction management company once the project was approved to determine the phasing. 

Trustee Hyman had to leave at the end of this discussion, at 8:30 P.M.

Review of Chapters 6-10 of Trustee Fact Files, Third Edition

Regular review of the Trustee Fact Files is a requirement of the state per capita grant.

Trustees had a brief discussion about the Library’s selection policy, filtering software and material challenges.

Approval of waiver of bid to sole source Today’s Business Solutions for Payment Coin Op Towers in the amount of $47,925.00.

Vice-President Bromley moved and Trustee Jonen seconded that the Board approve the waiver of bid to sole source Today’s Business Solutions for Payment Coin Op Towers in the amount of $47,925.00.

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

The motion passed unanimously. 

Approval of award of bid to ePlus Technology, Inc. for Cisco Smartnet Support Contract in the amount of $23,325.44.

Vice-President Bromley moved and Trustee Wroblewski Bosshart seconded that the Board approve the award of bid to ePlus Technology, Inc. for Cisco Smartnet Support Contract in the amount of $23,325.44.

Roll Call Vote
    Mr. Jonen            Yes
    Mr. Bromley            Yes
    Mrs. Wroblewski Bosshart    Yes
Ms. Bernas            Yes 
Mrs. Seyring            Yes    
    Ms. Forte-Scott        Yes

The motion passed unanimously. 

Approval of award of bid to Paulson Press, Inc. for Bi-monthly Guide Printing in the amount of $58,900.00.

Trustee Bernas moved and Trustee Jonen seconded that the Board approve the award of bid to Paulson Press, Inc. for Bi-monthly Guide Printing in the amount of $58,900.00.

Roll Call Vote
    Mr. Jonen            Yes
    Mr. Bromley            Yes
    Mrs. Wroblewski Bosshart    Yes
Ms. Bernas            Yes 
Mrs. Seyring            Yes    
    Ms. Forte-Scott        Yes

The motion passed unanimously. 

EXECUTIVE SESSION

None

ADJOURNMENT

Trustee Bernas moved and Trustee Wroblewski Bosshart seconded that:

The Library Board adjourn regular session at 8:53 P.M.

The motion passed unanimously.