Board Meeting Minutes 3-18-19

LIBRARY BOARD MEETING
Monday, March 18, 2019
Central Library Conference Room
7:00 P.M.

CALL TO ORDER/ROLL CALL

PLEDGE OF ALLEGIANCE

BOARD MEMBERS PRESENT

Anita Forte-Scott, President (via electornic participation); 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

Amber Creger, Robert Frankel, Emily Gilbert, Justine Gilbert, Monica Harris, Bob Lyons, Annie Miskewitch, Kathy Morgan, Hollis Sienkiewicz, Bobbi Sloan, Magan Szwarek, Lori Teipel, Beth Valenziano

PUBLIC COMMENTS

Bobbi Sloan made a request for more diverse programming, with more travel programs and appearances by Jim Gibbons specifically mentioned.

BOARD COMMENTS

Treasurer Seyring praised the Schaumburg Library Comic Con and the staff for creating a successful and well attended event. She attended the Illinois Library Association Trustee Forum Workshop and thought it was wonderful.

Trustee Wroblewski Bosshart attended an interesting discussion at the Illinois Library Association Trustee Forum Workshop and shared what she learned with the board, including information about succession planning at libraries and new information about procedures for board meetings.

Trustee Jonen had no comments.

Trustee Bernas mentioned the Library’s statement of economic interest is coming due soon.

Trustee Hyman visited a new Chicago Public Library location with a teen services center that reminded her of the Schaumburg Library Teen Place.

President Forte-Scott thanked Executive Director Harris, IT Director Santos and the whole IT department for setting up her video chat for this meeting.

Vice-President Bromley had no comments.

RAILS - Ms. Hyman

Applications and nominations for the RAILS board are currently open until March 29. A RAILS conference with special emphasis on the Illinois minimum wage increase will be held April 11.

APPROVAL OF MINUTES

Trustee Hyman moved and Trustee Jonen seconded that:

The February 18, 2019 Regular Board Minutes be approved.

Discussion included typos, grammatical errors and correction to information.

The motion passed unanimously. 

APPROVAL OF BILLS

Trustee Wroblewski Bosshart moved and Treasurer Seyring seconded that:

The Library Board approved the February 2019 Bill List.

Discussion included staff reimbursement and a possible duplication in the list of checks.

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

ADDITIONS OR CHANGES TO AGENDA

There will be an Executive Session to discuss appointment, employment, compensation, discipline, performance or dismissal of specific employees; and litigation, when an action against, affecting or on behalf of the Library has been filed or is pending.

PRESIDENT’S REPORT

President Forte-Scott will make a report in April covering March and April. 

DIRECTOR’S REPORT

Executive Director Harris commented on two grants the Library recently received, Thinking Money for Kids and the Public Library Association Inclusive Internship. Two staff members were also recently accepted into an Illinois Library Association leadership development program, Elevate. Ms. Harris went into detail about statistics from her report, an update regarding to the Communico software, and staff currently creating budgets for 2019/2020. Ms. Harris discussed the upcoming partnership with The Backyard Experience for the Summer Challenge theme, and how she and her family were among the 2,300 attendees who enjoyed themselves at the Schaumburg Library Comic Con.

DEPUTY DIRECTOR’S REPORT

Deputy Director Miskewitch mentioned building improvements, including construction to the Outreach staff area, painting and cleaning at Hanover Park and Hoffman Estates’ new water fountain. Hanover Park staff will start training for food distribution as part of summer food offerings. Digital Services updated checkout history on patron accounts, and acquired Vidcode for teen coding.

Recent updates took place to web ticket software, digital microfilm readers and wireless printing. Ms. Miskewitch noted different tools are being used to analyze our building systems. This extra data will help understand how money is saved and energy is used more efficiently. Energy usage has dropped 10% from January 2018 to January 2019 with the conversion to LED lighting. Also, the first wave of upholstered furniture for the second floor at the Central Library has arrived, with more arriving later this month.

DEPARTMENT REPORTS

Fiction, Movies, and Music – Lori Teipel 

Fiction, Movies and Music Department Director Lori Teipel reviewed her written report, thanking the Library for her participation in the recent remodel processes. Book Club in a Bag was added to the catalog and will host an open house in June. Ms. Teipel noted her excitement for recent and upcoming author visits, and finding new ways of getting out into the community including partnering with the Outreach department for Pop Up Library.

Vice President Bromley commented on the smooth and successful Fiction remodel.

COMMITTEE REPORTS

None

STUDENT ADVISORY REPORTS

Alisa Gandhi and Matthew Williams reviewed their written report, including a push to inform teens about wireless printing. Matthew will attend the Rotary Youth Leadership conference in Wisconsin. Alisa announced the Hoffman Estates High School library has finally opened. 

Alisa and Matthew walked Trustees through a slide show they share with their high school classes that explains many Library services teens can use.

Vice-President Bromley thanked them for being advocates for the Library. Treasurer Seyring and President Forte-Scott commented they were some of the best student trustees they’ve worked with to present.

TREASURER’S REPORT

Treasurer Seyring reviewed the financial reports, with how property tax revenue is tracking above budget while replacement tax revenue is tracking below budget. Other budgets are connected to timing, with purchasing expected to increase toward the end of the year and staffing vacancies expected to fill in the second half of the year.

Vice President Bromley complimented Finance Director Valenziano’s reports.

UNFINISHED BUSINESS

None 

NEW BUSINESS

Review of Proposed Tax Levy and Appropriation Calendar

Board members agreed with the calendar.

Appointment of the Nominating Committee

President Forte-Scott will present a slate with Trustee Hyman at the April meeting.

Collection of Library Director Evaluation Form

All forms have been collected.

Approval of the Use of Both Rasmussen Rooms for Silicon Andhra Manabadi on April 7, 2019

Trustee Wroblewski Bosshart moved and Trustee Bernas seconded the approval of the Use of both Rasmussen Rooms for Silicon Andhra Manabadi on April 7, 2019. 

Discussion included potential attendance numbers and the group’s nonprofit status.

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

The motion passed unanimously. 

Approval of Professional Development Expenses of $1,480.60 for Library Leadership in a Digital Age in March 2019; $2,110.37 for Government Finance Officers Annual Conference in May 2019; $1,973.88, $1,685.59 and $1,554.26 for American Library Association Annual Conference in June 2019

Trustee Hyman moved and Trustee Wroblewski Bosshart seconded that the Board approve the professional development expenses for Library Leadership in a Digital Age Conference in the amount of $1,480.60; Government Finance Officers Annual Conference in the amount of $2,110.37; and American Library Association Annual Conference in the amount of $1,973.88, $1,685.59 and $1,554.26.

Discussion included staff who would attend the various conferences.
    
Roll call vote: 
Ms. Bernas            Yes 
    Mr. Jonen            Yes
Mrs. Wroblewski Bosshart    Yes 
Mrs. Seyring            Yes    
Ms. Hyman            Yes
Ms. Forte-Scott        Yes
Mr. Bromley            Yes

The motion passed unanimously. 

Approval of Waiver of Bid to Library Ideas, LLC for sole source Freegal Music and Streaming Service in the Amount of $39,750.00

Trustee Wroblewski Bosshart moved and Trustee Jonen seconded that the Board approve the waiver of bid to Library Ideas, LLC for sole source Freegal Music in the amount of $39,750.00.

Discussion included differences between Hoopla and Freegal services and how there maybe overlap in the services. Ms. Harris explained how budgeting allowed to keep Freegal for an additonal year before transitioning solely to Hoopla. President Forte-Scott suggested increasing the checkout limit for Hoopla immediately instead of continuing the Freegal service for another year. Ms. Harris explained that is a possible option, but there would be difficulty in effectively communicating to patrons about the change in service for a potentially limited period.

President Forte-Scott suggested a six month service contract with Freegal as a possible transition, and additional board members agreed a six month time frame as a potential transition to Hoopla. Ms. Harris and Ms. Miskewitch agreed to contact Freegal to negotiate the possibility of a shorter contract.

Trustee Wroblewski Bosshart redacted the motion and Trustee Jonen redacted his second of the motion.

EXECUTIVE SESSION

Trustee Bernas moved and Trustee Wroblewski Bosshart seconded that:

The Library Board exit the open session at 8:25 P.M.

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

The motion passed unanimously.

Trustee Bernas moved and Trustee Hyman seconded that: 

The Library Board enter Executive Session at 8:29 P.M. 

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

The motion passed unanimously. 

Trustee Wroblewski Bosshart moved and Trustee Jonen seconded that: 

The Library Board re-enter Regular Session at 8:51 P.M. 

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

The motion passed unanimously. 

ADJOURNMENT 

Trustee Wroblewski Bosshart moved and Trustee Jonen seconded that: 

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

The motion passed unanimously.