BOARD MEETING
Monday, February 17, 2014
Central Library
Conference Room
7:00 P.M.
PLEDGE OF ALLEGIANCE
BOARD MEMBERS PRESENT
Anita Forte-Scott, President; Ruth Jonen, Vice-President/Secretary; Julie Wroblewski-Bosshart, Treasurer; Nicholas Scipione
BOARD MEMBERS ABSENT
Jerry Bromley; Robert Frankel; Deborah Miller
STUDENT TRUSTEES PRESENT
Matt Mussman
STUDENT TRUSTEE ABSENT
Dhrumil Shah
OTHERS PRESENT
Carrie Cichon, Monica Harris, Reiner Musni, Stephanie Sarnoff, Nelly Somerman
PUBLIC COMMENTS
None
BOARD COMMENTS
Trustee Scipione met with Facilities Coordinator Joanne Schultz, and café lessee Elbert Julian for an annual review of the café. Mr. Julian expressed to them an interest in updating his security camera. Director of Information Technology (IT) Reiner Musni indicated that café security is independent of the Library’s video surveillance system. Mr. Julian demonstrated that the café is compliant with health and business licensing requirements. Trustee Scipione also reported that patrons will not be allowed to bring outside food into café. The espresso machine was fixed last month, and the ice maker was replaced this year. Joanne will take a photographic inventory of items. Elbert was reminded that the café must conform to the hours of operation stipulated in the lease agreement.
Ms. Sarnoff noted that she will establish an expense line in the FY2014-15 budget for repairs and upkeep of the café.
Trustee Scipione reported that he had attended an (Illinois Library Association) ILA Trustee Workshop. He recommended that committee minutes be approved before the following Regular Board meeting, particularly for those committees that meet only once annually.
He reported that the use of electronic communication during a Board Meeting violates the Open Meetings Act. It is the recommendation of the ILA that library boards approve a policy specifying that all electronic communication during a meeting is subject to the Open Meetings Act.
Treasurer Wroblewski-Bosshart reported that she had attended the ILA Trustee Workshop and commented on the value of networking with trustees from other library boards.
Vice President Jonen reported that she had attended the very lovely Hoffman Estates Chamber of Commerce Awards Dinner.
RAILS – Mrs. Forte-Scott
None
APPROVAL OF MINUTES
Treasurer Wroblewski-Bosshart moved and Trustee Jonen seconded that:
The January 20, 2014 Regular Board Minutes be approved, with typographical corrections
The motion passed unanimously.
APPROVAL OF BILLS
Treasurer Wroblewski-Bosshart moved that:
The Board approves the January 2014 Bill List.
Roll call vote:
Mrs. Jonen Yes
Mr. Scipione Yes
Mrs. Forte-Scott Yes
Mrs. Wroblewski-Bosshart Yes
ADDITIONS OR CHANGES TO AGENDA
Trustee Jonen asked that a discussion of her meeting Ms. Sarnoff about reviewing Personnel policies. They will be meeting with Human Resource Manager Kathy Schuessler and Deputy Director Monica Harris to review and revise remaining policies..
DIRECTOR’S REPORT
Ms. Sarnoff reported that the automatic entry door controller unit at the Hoffman Estates Branch failed and was replaced. She noted that: a permanent gallery and display area has been created in an underutilized corner outside the Central Library Administrative Office; Elara engineering will conduct a study/evaluation of the air conditioning system in the IT computer room; the Hoffman Estates Annual Community Update Breakfast will be held at the Sears Arena on Wednesday, February 26 from 7:30AM-9:20AM; the Annual Intergovernmental Reception will be hosted by Schaumburg Park District on Wednesday, March 5 from 6:30-8:00PM at the Schaumburg Golf Club; and, an invitation for Bid for printing the Program Guide was published in the Daily Herald.
Ms. Sarnoff announced that she will be attending the Public Library Association Conference in Indianapolis from March 11-15. She received notification from Secretary of State/State Librarian Jesse White that our FY2014 Illinois Public Library Per Capita Grant will be $158,561.25. The annual Calendar of Board Meetings for 2014 previously approved must be changed from August 18 to August 25 to provide for the required 30 day period between the July approval of the Tentative Budget and the August approval of the Budget and Appropriation Ordinance. The Town Square Association has given permission for STDL staff to park in the vacant Dominick’s parking lot until a tenant occupies building. High School Liaison Librarian Anna Pederson and Ms. Sarnoff were asked to present a program on experiences with Student Advisory Trustees at 2014 ILA Conference, in Springfield this fall.
DEPUTY DIRECTOR’S REPORT
Mrs. Harris reported that STDL will add an additional Naturalization Ceremony this year. The next ceremony will take place on April 11, at 10AM. Literacy Coordinator Pat Barch will look into holding voter registration immediately following the ceremony.
Mrs. Harris has been attending staff meetings and conducting one-on-one meetings to familiarize more with STDL employees. She is identifying professional development opportunities and networking with her peers in RAILSother assistant directors.
STAFF REPORTS
Reference Services – Nelly Somerman
Director of Reference Service Nelly Somerman reported that her department strives to provide authoritative and verifiable print and electronic resources to the community. Mrs. Somerman noted that reference questions have changed over time and are now more technology related, e.g., how to access a database or download a book. Popular resources include Tutor.com, a homework and test preparation database, used primarily by high school students.
COMMITTEE REPORTS
Finance Committee – Mrs. Wroblewski-Bosshart
Ms. Sarnoff mentioned that in order to create a separate standing Finance Committee, bylaws would need to be changed. The Board agreed that this type of committee would be a sub-committee of the Budget Committee.
Treasurer Wroblewski-Bosshart stated that she would like to meet more frequently with the sub-committee of the Budget Committee to look at long-term projections. This committee would also be for learning purposes, to offer Board members better understanding of finances. This would also be a committee of the whole in which all Board members are invited.
TREASURER’S REPORT
Treasurer Wroblewski-Bosshart reported that revenue is still flat, but will increase soon when the 2nd half of property tax bills are sent out.
STUDENT ADVISOR TRUSTEE REPORTS
Matt Mussman reported that the Teen Job Fair was a huge success, with 180 teens and 50 adults attending. Katie LaMantia and Anna Pederson have discussed printing library cards on-site at the local high schools for students. For these teens to have a library card, they would be able to access unlimited electronic resources that the Library offers.
UNFINISHED BUSINESS
Approval of Revised 2014 Board Meeting Calendar
Trustee Jonen moved and Treasurer Wroblewski-Bosshart seconded that:
The Board approves the revised calendar of 2014 Library Board Meetings.
The motion passed unanimously.
NEW BUSINESS
Resolution Declaring the Library 2007 Chevrolet Cargo Van Surplus Property and Authorizing its Sale
The Kelly Blue Book Value of van is $3,100, which is in excess of the $2,500 threshold
Authorizing sale
Trustee Scipione moved and Trustee Jonen seconded that:
The Board declares the Library 2007 Chevrolet Cargo Van as surplus property, and also authorizes its sale.
The motion passed unanimously.
Award of Bid for Rasmussen Rooms Audio System Replacement Project
Of the three companies that offered proposals with bid amounts, the company with most detailed proposal and also the lowest price was OSA Integrated Solutions.
Trustee Jonen moved and Treasurer Wroblewski-Bosshart seconded that:
The Board approves the proposal from OSA at $63,000, to replace the Audio System in the Rasmussen Rooms.
Roll call vote:
Mrs. Jonen Yes
Mr. Scipione Yes
Mrs. Forte-Scott Yes
Mrs. Wroblewski-Bosshart Yes
Award of Bid for Parking Lot Engineering Study
Due to chronic deterioration, sagging, swelling, and spider cracking in the Central Library parking lot, it is necessary to have more than a re-paving of the lot. Bids were sought to test the soil in core areas around the parking lot, to assess the integrity of the sub-grade.
The recommended company that offered a bid responded to do the assessment, engineering, field survey, plant specification, bid proposal, and construction administration. Of the proposals, Spaceco Inc. has the most experience with parking lots, and is the recommendation of Reiner Musni.
Trustee Scipione moved and Trustee Wroblewski-Bosshart seconded that:
The Board awards the Bid for the Parking Lot Engineering Study to Spaceco, Inc. for $18,400.
The motion passed unanimously.
Distribution of Library Director Evaluation Form
Trustee Jonen has asked all Board members to bring the completed evaluation to the March Board Meeting.
EXECUTIVE SESSION
None
ADJOURNMENT
Trustee Jonen moved and Treasurer Wroblewski-Bosshart seconded that:
The Board adjourns at 8:32PM.
The motion passed unanimously.