Board Meeting Minutes 8-19-19

PUBLIC HEARING -- Proposed Annual Budget & Appropriation Ordinance
Monday, August 19, 2019
Central Library Conference Room
7:00 p.m.

PUBLIC COMMENTS

No Public Comments

LIBRARY BOARD MEETING
Monday, August 19, 2019
Central Library Conference Room
Following Public Hearing

CALL TO ORDER/ROLL CALL

PLEDGE OF ALLEGIANCE

BOARD MEMBERS PRESENT

Anita Forte-Scott, President; Jillian Bernas, Vice-President/Secretary; Theresa Seyring, Treasurer; Hannah Hyman; David Jonen; Julie Wroblewski Bosshart

BOARD MEMBERS ABSENT

None

OTHERS PRESENT

Justine Gilbert, Janet Glatzhofer, Monica Harris, Joe Marcantonio, Annie Miskewitch, Kathy Morgan, Carole Pye, Jason Santos, Hollis Sienkiewicz, Lori Teipel, Beth Valenziano

PUBLIC COMMENTS

Carol Pye commented on how impressed she is with the materials and all the programs that happen at the Library.

BOARD COMMENTS

Trustee Wroblewski Bosshart mentioned she finished this year’s Summer Challenge. She also enjoyed the StoryWalk® for the first time and was very impressed with the presentation. She wasn’t able to attend the Fourth of July parade, but is looking forward to the upcoming Septemberfest parade where she is serving as a judge.

President Forte-Scott is finishing up her Summer Challenge. She expressed how the Chuck Jones exhibit and Backyard Experience partnership have been wonderfully received by the community. Ms. Forte-Scott attended National Night Out, had a great time and thought there were wonderful activities provided for the public with the Pop-Up Library.

Treasurer Seyring attended the Friends of Schaumburg picnic and the Library demographics presentation. The demographics presentation was very informative and helpful in clarifying trends for our district. She attended a Wintrust Bank event and complimented the service the Library has received from the bank.

Trustee Jonen had no comments.

Trustee Hyman mentioned she was personally disappointed she was not able to finish the Summer Challenge yet.

Vice President Bernas attended the Library demographics presentation. She believed there was a rich amount of material presented about the growing, aging community and the increase in the immigrant population. She suggests everyone look over the information and review the maps that accompany the report as well.  

RAILS - Ms. Hyman

No RAILS update

APPROVAL OF MINUTES

Trustee Hyman moved and Trustee Jonen seconded that:

The July 15, 2019, Regular Board Minutes; the December 26, 2018, Special Board Minutes; the May 29, 2019, Special Budget Meeting Minutes; the June 3, 2019, Special Budget Meeting Minutes; and the June 5, 2019, Special Budget Meeting Minutes be approved.

Discussion included clarifications and typos.

The motion passed unanimously. 

APPROVAL OF BILLS

President Forte-Scott moved and Trustee Wroblewski Bosshart seconded that:

The Library Board approved the July 2019 Bill List.

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

ADDITIONS OR CHANGES TO AGENDA

The Student Advisory Trustee (SAT) committee will present and there will be an Executive Session.

DIRECTOR’S REPORT

Executive Director Harris shared that area libraries have been sharing circulation, computer usage, door count and interaction information. While many libraries are showing a downward trend in circulation and door count, our library has mostly maintained and stayed steady. In the upcoming year, due to construction, statistics will be impacted, especially for large scale all ages programs that may need to be rescheduled or moved to other locations.

Ms. Harris mentioned upcoming programs including the Nationalization Ceremony and the Legislative Luncheon, both on September 13. President Forte-Scott will be giving the keynote speech at the Naturalization Ceremony. Ms. Harris recommended the upcoming ILA Annual Conference in October that will be offering a Trustee Day specific to library trustees. This year ILA will be held in Tinley Park, IL. 

SAT COMMITTEE REPORT

Teen Place Manager Joe Marcantonio talked about the interview process and this year’s SAT applicants. Three well-qualified students applied, including Alisa Gandhi, who reapplied for the position after completing her first term in June. Araha Uday was chosen along with Alisa as 2019-20 SATs and the two have already met to begin their work. Trustee Jonen mentioned the newest SATs were impressive and would be a great addition. President Forte-Scott suggested the SATs be invited to march in the upcoming Septemberfest parade. Mr. Marcantonio said he would extend the offer.

DEPUTY DIRECTOR’S REPORT

Deputy Director Miskewitch overviewed building improvements, including the fixed freight elevator sensor and the final phase of the sealant project. The free summer lunch program sponsored by the U.S. Department of Agriculture has wrapped up with over 900 meals served at the Hanover Park Branch. Next year’s free lunch program may be coordinated around programming and events to distribute even more meals to children.

Ms. Miskewitch mentioned upgrades to the public desk phones and video security system. Take Your Child to Work Day was a great success with 30 children participating. She also thanked the Library Board and Ms. Harris for allowing her to attend the ALA Leadership Institute this month.
    

DEPARTMENT REPORTS

Circulation – Kathy Morgan

Circulation Director Kathy Morgan talked about the size of her department and all the supervisors who work to create a steady workflow in Circulation. The department is very excited about the upcoming Circulation remodel. A new service Circulation offers is the online library card registration, which has the added benefit of speeding up the registration process when patrons arrive in the building. The new auto-renewal service has created a rather large increase in circulation and renewals, and provides a great service for the community.

Ms. Morgan discussed the new drop box that has created a way for people to bypass the drive-up window when they’re only returning books, helping to move the line forward and clear backed up traffic. July’s Food for Fines cleared $2,300 in fines. She highlighted the eight staff members who pull material reserves who process 150,000 reserves a year, with almost 70,000 items being on-shelf holds they find and process. Ms. Morgan also mentioned Circulation’s direct or indirect role in supporting every program that is held at the Library.

COMMITTEE REPORTS
 
Nomination Committee – Anita Forte-Scott and Hannah Hyman

Ms. Forte-Scott and Ms. Hyman met to nominate a President to cover the fiscal year through June 2020 after Gerald Bromley stepped down. An experienced President will be needed for the nomination of a new member. The Nominating Committee recommended Anita Forte-Scott for the position. No additional nominations came from the floor. Ms. Hyman complimented and thanked Vice-President Bernas for her leadership at the August Board meeting. 

Election of Officer

On behalf of the Nominating Committee, Trustee Hyman nominated and Trustee Wroblewski Bosshart seconded Anita Forte-Scott as the new President of the board. 

This nomination was unanimously approved, with Ms. Forte-Scott abstaining from a vote.

Plan of Service – Monica Harris

Ms. Harris reviewed the update to the Plan of Service, including the highlights that follow. Relationship Based Customer service training was provided at the annual staff meetings. A presentation on significant demographic and socioeconomic changes in the Schaumburg Township over the last 20 years has helped the Library understand the evolving population it serves. The Summer Volunteer Squad had over 93 students finish at least 10 hours of volunteer service. The compilation of statistics for the last five years is in progress after a request from the board. Updates to the public access phones and wireless internet have helped the library keep up with technology changes. 

A new salary scale draft was presented to the board during the budget process for FY2019/2020. A Communico van reservation system was implemented. The book title for the winter 2019/2020 community-wide read has been chosen. The Programs and Outreach department has increased home delivery patrons by 90%, while also gathering new information from updated forms about reading histories for future book recommendations. A direct mail campaign to “young seniors” ages 55–64 created a response rate of 8.8%, which is strong for a direct mail campaign. The Library has also newly partnered with the Elgin Literacy Connection for one-on-one literacy tutoring. 

TREASURER’S REPORT

Treasurer Seyring explained the general fund balance increased by $2.1 million. No expenditures came out of the special reserve fund in July. Total revenues for July added about $3.4 million. Replacement taxes of $21,000 arrived in July. Large scale improvements to the Circulation department will limit the amount of funds available to invest.

Treasurer Seyring mentioned health insurance expenses and rates will increase. Hiring is expected to pick up in the first quarter of 2020. Computer costs will increase with the payroll conversion progressing forward. Digital Services expenses have paid out with many contract renewals occuring in July each year. At least $5 million will be reinvested in August. No money was spent in building and equipment.

UNFINISHED BUSINESS

None

NEW BUSINESS

Discussion of Board Appointment Timeline
 
Vice-President Bernas reviewed the information included in the paperwork for the appointment of a new trustee. The board agreed to hold interviews for candidates for the vacant trustee position on November 2, 2019, from 9 a.m. – 1 p.m. President Forte-Scott suggested a formal questionnaire to answer specific questions in addition to supplying a resume and letter of interest. A letter of interest was recommended for applicants along with open questions to be answered at the interview, with the questions available at all library locations, as well as online.

The Nominating Committee will discuss creating a preliminary questionnaire for the applicants before September 17.

Approval of Final FY2019-2020 Budget and Appropriations Ordinance

Trustee Hyman moved and Trustee Wroblewski Bosshart seconded the approval of the Final FY2019-2020 Budget and Appropriations Ordinance. 

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

The motion passed unanimously.

Approval of the 2019 Tentative Property Tax Levy

Trustee Jonen moved and President Forte-Scott seconded the approval of the 2019 Tentative Property Tax Levy. 

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

The motion passed unanimously.

Approval of Award of Bid to ITSavvy for Cisco Smart Net Support Contract in the Amount of $25,489.72
 
President Forte-Scott moved and Trustee Hyman seconded the approval of the award of Bid to ITSavvy for Cisco Smart Net Support Contract in the amount of $25,489.72. 

Discussion included explanation of the bidding process and purchase price. The limited number of bids was commented on and IT Director Jason Santos explained that is a trend.

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

The motion passed unanimously. 

EXECUTIVE SESSION

Trustee Jonen moved and Trustee Wroblewski Bosshart seconded that:

The Library Board exit the open session at 8:52 P.M.

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

The motion passed unanimously.

Treasurer Seyring moved and Trustee Jonen seconded that: 
The Library Board enter Executive Session at 8:56 P.M. 

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

Trustee Jonen moved and Trustee Hyman seconded that: 
 
The Library Board re-enter Regular Session at 9:37 P.M.
 

Roll call vote:

Mrs. Wroblewski Bosshart    Yes 
Ms. Forte-Scott        Yes
Mrs. Seyring            Yes    
Ms. Hyman            Yes 
Mr. Jonen            Yes
Ms. Bernas            Yes
The motion passed unanimously. 

ADJOURNMENT

President Forte-Scott moved and Trustee Wroblewski Bosshart seconded that:

The Library Board adjourn regular session at 9:38 P.M.

The motion passed unanimously.