Board Meeting Minutes 7-20-20

LIBRARY BOARD MEETING
Monday, July 20, 2020
Hybrid In-Person & Via Zoom
7:00 p.m.

CALL TO ORDER/ROLL CALL

PLEDGE OF ALLEGIANCE

BOARD MEMBERS PRESENT

Anita Forte-Scott, President; Julie Wroblewski Bosshart, Vice-President/Secretary; Jillian Bernas; Erin Flannigan-Davies; Hannah Hyman; Theresa Seyring

BOARD MEMBERS ABSENT

David Jonen, Treasurer

OTHERS PRESENT

Victoria Akinde, Allison, Apeterson, Call-In User_2, Amber Creger, Emily Gilbert, Justine Gilbert, Scott Harrod, Nancy Hawkins, Britt Isaly, Jenna, Jenny, Kate’s iPhone, Katie, Blake Kindl, Annie Miskewitch, Kathy Morgan, Rachel Newlin, Jason Santos, Kathy Schuessler, Gretchen Schulz, Hollis Sienkiewicz, Bobbi Sloan, Stephanie, Sarah Strzalka, Magan Szwarek, Gail Tobin, Beth Valenziano, Victoria, Emily Vinci

PUBLIC COMMENTS

Patron Bobbi Sloan has visited the Library three times and is very happy with the remodel and how staff is handling the new procedures with patrons inside the building.

BOARD COMMENTS

Trustee Seyring commented that Library staff have been doing a great job under the circumstances.

Trustee Bernas had no comments.

Trustee Flannigan-Davies is very proud of the staff and the work that was done for the building reopening. She inquired whether the Library could create face shields for staff using our 3-D printers.

Trustee Hyman reiterated her appreciation to the staff for working so hard to reopen the Library.

Vice-President Wroblewski Bosshart returned to the building for the first time and commented the remodel looks beautiful. She also plans to have a Personnel Committee meeting in September to review personnel policies.

RAILS - Ms. Hyman

None

APPROVAL OF MINUTES

Vice-President Wroblewski Bosshart moved and Trustee Bernas seconded that:

The June 10, 2020, Budget Committee Meeting Minutes be approved.

Discussion included whether the recorded minutes should capture phone numbers under Others Present since the information is posted publicly on the Library’s website after approval.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Ms. Bernas Yes

Ms. Flannigan-Davies Yes

Ms. Hyman Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

The motion passed unanimously.

Trustee Flannigan-Davies moved and Trustee Bernas seconded that:

The June 15, 2020, Regular Board Meeting Minutes be approved.

Discussion included clarifications.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Ms. Bernas Yes

Ms. Flannigan-Davies Yes

Ms. Hyman Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

The motion passed unanimously.

APPROVAL OF BILLS

Vice-President Wroblewski Bosshart moved and Trustee Seyring seconded that:

The Library Board approve the June 2020 Bill List.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Ms. Bernas Yes

Ms. Flannigan-Davies Yes

Ms. Hyman Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

The motion passed unanimously.

TREASURER’S REPORT

Finance Director Valenziano explained the General Fund decreased by $2.8 million due to expenses exceeding revenue by about $1.2 million, as well as a transfer of $1.6 million from the General Fund to the Special Reserve Fund. Working Cash Fund only reflects investment market change. Investments continue to show market values in excess of cost by approximately $96,000. Programming revenue is projected to be below budget due to cancelation of programs in the last quarter of the fiscal year. The Per Capita Grant is expected to arrive in August. Material expenditures are expected to be 9.5% under budget. Most material budgets have been shifted to electronic purchases at this time.

Ms. Valenziano shared the reduction in hours and administrative costs have reduced the budget. The payroll numbers have the year-end accrual added with no need for adjustment. The variances are due primarily to staffing and programming. Cash flows reflect the maturities of the investments. The Building and Equipment expenditures should be finalized by the end of August.

ADDITIONS OR CHANGES TO AGENDA

The presentation from Ancel Glink attorney Britt Isaly will be moved to immediately following the President’s Report.

There will be no Executive Session.

PRESIDENT’S REPORT

President Forte-Scott stated she feels like she’s returned home after a long trip now that she’s been back inside the Library. She complimented all the patrons and staff for being amazing through this experience. The construction looks great with all the phases almost completed. The virtual meetings will continue for a few more months, or as needed with the OMA amendment, to make anyone who wishes to attend feel comfortable.

PRESENTATION FROM ANCEL GLINK ATTORNEY BRITT ISALY

Mr. Isaly wanted to summarize and go over new Illinois laws connected to COVID-19. The amended Open Meetings Act signed by Governor Pritzker includes language on a disaster proclamation stating a physical quorum does not apply for conducting meetings as long as other requirements are met. Virtual meetings must be accessible if physical requirements are limited, with the availability of public comments over email.

The Occupational Disease Act has been extended to include a rebuttal presumption for employees of local governments, first responders, and frontline workers who contract COVID-19. If these individuals contract the disease it is automatically presumed they got it at work until the employer proves otherwise. This allows employees to be covered by workers’ compensation for treatment of the disease until the employer rebuts it.

A state holiday, The 2020 General Election Day, will be enacted on November 3, 2020 to open up government offices for polling stations. The Library could be considered as falling under the mandate of a government office. It seems unlikely anyone at the Library would be penalized for keeping the buildings open, but Mr. Isaly recommended the buildings close to the public to remain in safe legal standing.

The Cards for Kids Act states no library can charge a student for a non-resident library card if they live in an uncorporated area of the district and fall below a certain income level. The temporary Face-Coverings/Mask Policy was reviewed as well as the potential repercussions if the policy is not followed. This policy is considered within the Patron Code of Conduct as enforceable, legal and practical.

Discussion included guidance on closing the buildings on November 3, 2020 in accordance with the state holiday this year and possibly making that a staff training day. The Governor’s extension of the disaster order was explained, and the Library’s ability to mandate their own policy on masks and accommodations regardless of a state mandate. A line within the Remote Work Policy relating to workers’ compensation was clarified.

DIRECTOR’S REPORT

Executive Director Miskewitch called attention to the increased spending due to the renovation, and a duplicate payment to Ingram that will be credited. The Library’s statistics have been trending downward with the closure, but did increase after opening to curbside in June and with the building reopening to the public two weeks ago. Director Miskewitch will look to find a more meaningful way to reflect statistics at this time since traditional reporting does not adequately reflect all the Library is doing.

Ms. Miskewitch highlighted Deputy Director interviews kicked off virtually today with many qualified candidates. The Library was one of five Illinois libraries to sign the Urban Libraries Council’s Statement on Anti-Racism. The Hanover Park branch has been offering Grab-N-Go lunches that provide two days worth of meals for children. Social media is the main mode of communication to patrons at this time, with Facebook followers still growing and Library efforts to engage with the public through a post every day. The Illinois Library Association conference, will be hosted virtually this year.

Ms. Miskewitch stated we are in the crux of change with services and staff, along with much uncertainty, but this allows us to explore new options and extend past any comfort zones. Additionally, this creates the opportunity for staff to rethink current systems. Ms. Miskewitch also shared several patron impact statements from home delivery recipients.

Discussion included the current cleaning needs, if they’re being met during this time of increased need, and if the Library is moving forward with outsourcing the cleaning crew. It was also asked if the partnership with the Greater Chicago Food Depository could continue into the fall if schools continue virtual learning.

DEPARTMENT REPORTS

Building and Facilities – Blake Kindl

Building Operations Manager Blake Kindl gave an overview of this newly created position that oversees the entire Library in regards to all three of the physical facilities. Mr. Kindl reviewed the highlights from this year, including COVID-19 updates, collaborating on the former café space, vending machine contracts, and preparing the parking lot for Curbside Pick-Up.

Discussion included explaining the bid process and expanding our bid reach in the future to make more diversely owned businesses aware of purchases out to bid. A review of the schedule and bid process for the roof’s preventative maintenance will happen in the near future.

COMMITTEE REPORTS

None

UNFINISHED BUSINESS

Discussion of Sunday Operations

Executive Director Miskewitch reviewed the Sunday analysis of neighboring libraries and the data of Library operations by the hour. The Library’s services and visits consistently tend to peak from 1-5 p.m. on Sundays. Ms. Miskewitch recommended based on the data the Library continue extending the summer hours at this time instead of reverting to the expanded schedule that is implemented during the school year. The Library currently pays staff time and a half for Sundays,

which few other libraries still do, and Ms. Miskewitch stated it will help the Library long term to revert away from this policy and reallocate those funds elsewhere.

Discussion included the snapshot of traffic at hours when the building was closed, and agreement with shortening the Sunday hours and reallocating the funds to more services in other areas throughout the organization. The rules for scheduling exempt staff with the shortened public hours was clarified and needs to be finalized for further communication before implementation.

NEW BUSINESS

Review of Remote Work Policy

President Forte-Scott explained the Remote Work Policy will replace the Alternative Work Schedule currently approved.

Discussion included safety and workers’ compensation issues, and a clarification of phrasing. IT Director Santos explained the precautions involved to protect the computer system while staff work remotely and connect to the system.

Review Reimbursement for Remote Work Policy

President Forte-Scott explained this flat rate was per month per employee that is approved for remote work. It’s noted that this is a change to our work culture at the Library as remote work was rarely available prior to March 2020.

Discussion included if receipts are needed for requests and if this policy will end once stay-at-home policies are no longer needed after COVID-19.

Approval of Bid to Envisionware for self-checkouts in the amount of $85,829.36

Trustee Hyman moved and Trustee Seyring seconded the approval of bid to Envisonware for self-checkouts in the amount of $85,829.36.

Discussion included this cost as a carryforward in accounting for fiscal year 2020-2021 though it was originally included in the 2019-2020 renovation budget. The eight self-checkout stations will be placed throughout the branches and in the Central Library at the newly remodeled circulation area, within the Youth area and the second floor, with three standalones and five countertop units.

Envisionware includes support for the lifetime of the product, tech support during the Library’s open hours, training and upgrades. It will also unlock DVD cases and print receipts for the patrons.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Ms. Bernas Yes

Ms. Flannigan-Davies Yes

Ms. Hyman Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

The motion passed unanimously.

Approval of Tentative FY2020-2021 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 24, 2020 Meeting at 7:00 P.M.

Trustee Bernas moved and Trustee Flannigan-Davies seconded the approval of the tentative FY2020-2021 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 24, 2020 Meeting at 7:00 P.M.

Discussion included adding an additional $10,000 after a recommendation from LIRA for risk assessment.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Ms. Bernas Yes

Ms. Flannigan-Davies Yes

Ms. Hyman Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

The motion passed unanimously.

ADJOURNMENT

Trustee Bernas moved and Trustee Seyring seconded that:

The Library Board meeting adjourn at 9:35 p.m.

Roll Call Vote:

Mrs. Wroblewski Bosshart Yes

Ms. Bernas Yes

Ms. Flannigan-Davies Yes

Ms. Hyman Yes

Mrs. Seyring Yes

Ms. Forte-Scott Yes

The motion passed unanimously.