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CORRECTED
Deerfield Public Library Board of Trustees
920 Waukegan Road, Deerfield, IL 60015
Regular Meeting Agenda
7 p.m., April 15, 2015

1.

ROLL CALL AND CALL TO ORDER

2.

OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE

3.

HONORING OUTGOING BOARD MEMBERS

4.

CONSENT AGENDA
a. Minutes: Regular meeting March 18
b. Financials: Balance sheet, Revenues and Expenses, Variance report, Investments Report (incl. Quarterly)
c. Recommendation to approve Policies previously reviewed by and recommended for Board approval by the
management team related to Library operations - Bulletin Boards, Meeting Rooms, Record Retention, Public Computer
Registration and Use, Petitioning and Solicitation, Collection Development (complete), Library Patron Behavior,
Weapons, Disposal of Surplus Property, Social Media, etc.
d. Resolution to offer non-resident fee cards to persons in unserved areas as allowed by law. (Annual renewal.)

5.

TREASURER REPORT
a. List of checks and payments for approval

6.

FRIENDS LIAISON REPORT

7.

VILLAGE LIAISON REPORT

8.

LIBRARY DIRECTOR REPORT
a. Highlights from Director's written report
b. Update regarding art purchases made possible by Friends' donation
c. Update: Combination of lower level service desks and create seating area using existing furnishings
d. Health insurance update for next year

9.

OLD BUSINESS
a. Reminder of new board member orientation on April 25, and May 20 swearing in of new Board members
b. Update - GIVING button for donations, and related donation information
c. Update - Recruitment of new Library Director
d. Follow-up regarding automatic interior doors
e. Update - Replacement of main electrical switch

10. NEW BUSINESS
a. Letters of interest in Board officer positions for May election
b. Recommendation to purchase budgeted replacement server for Sierra system at a cost not to exceed $27,100
11. EXECUTIVE SESSION - The Board may go into Executive Session (closed to the public) to discuss personnel, legal, real estate
and other matters as allowed by Illinois law.
a. REQUIRED Closed session minutes review and recommendation
12. ADJOURNMENT

^^Upcoming Board meetings:
^REGULAR: May 20, June 17, July 15.

The Deerfield Public Library is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to
attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have
questions regarding accessibility of the meeting or the facilities, are requested to contact the Library Director at 847-945-3311 to allow the Library to
'make reasonable accommodations.

�Deerfield Public Library Board of Trustees
920 Waukegan Road, Deerfield, IL 60015
Regular Meeting Agenda
7 p.m., April 15, 2015
1.

ROLL CALL AND CALL TO ORDER

2.

OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE

3.

HONORING OUTGOING BOARD MEMBERS

4.

CONSENT AGENDA
a. Minutes: Regular meeting March 18
b. Financials: Balance sheet, Revenues and Expenses, Variance report, Investments Report (incl. Quarterly)
c. Recommendation to approve Policies previously reviewed by and recommended for Board approval by the
management team related to Library operations - Bulletin Boards, Meeting Rooms, Record Retention, Public Computer
Registration and Use, Petitioning and Solicitation, Collection Development (complete), Library Patron Behavior,
Weapons, Disposal of Surplus Property, Social Media, etc.
d. Resolution to offer non-resident fee cards to persons in unserved areas as allowed by law. (Annual renewal.)

5.

TREASURER REPORT
a. List of checks and payments for approval

6.

FRIENDS LIAISON REPORT

7.

VILLAGE LIAISON REPORT

8.

LIBRARY DIRECTOR REPORT
a. Highlights from Director's written report
b. Update regarding art purchases made possible by Friends' donation
c. Update: Combination of lower level service desks and create seating area using existing furnishings
d. Health insurance update for next year

9.

OLD BUSINESS
a. Reminder of new board member orientation on April 25, and May 20 swearing in of new Board members
b. Update - GIVING button for donations, and related donation information
c. Update - Recruitment of new Library Director
d. Follow-up regarding automatic interior doors
e. Update - Replacement of main electrical switch

10. NEW BUSINESS
a. Letters of interest in Board officer positions for May election
11. EXECUTIVE SESSION - The Board may go into Executive Session (closed to the public) to discuss personnel, legal, real estate
and other matters as allowed by Illinois law.
a. REQUIRED Closed session minutes review and recommendation
12. ADJOURNMENT

Upcoming Board meetings:
REGULAR: May 20, June 17, July 15.

The Deerfield Public Library is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to
attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have
questions regarding accessibility of the meeting or the facilities, are requested to contact the Library Director at 847-945-3311 to allow the Library to
make reasonable accommodations.

�Deerfield Public Library Board of Trustees
Regular Meeting Minutes
April 15, 2015
1.

ROLL CALL AND CALL TO ORDER
The meeting was called to order at 7:01 p.m., in the Deerfield Public Library Boardroom, 920 Waukegan Road,
Deerfield, IL 60015.
Present Board members: Ron Simon - President, Ken Abosch - Secretary, Luisa Ellenbogen, Michael Goldberg,
Jeff Rivlin - Treasurer, and Seth Schriftman
Absent: Marla Bark Dembitz
Also present was Village Liaison Bill Seiden
Staff: Library Director Mary Pergander, and Business Manager Trisha Steele

2.

OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE
Mr. Ron Simon welcomed everyone and introduced Mrs. Lee Rivlin, the wife of Mr. Jeff Rivlin - the exiting Board
Treasurer, and Mr. Howard Handler, newly elected to the Library Board.
No request to address the Board.

3.

HONORING OUTGOING BOARD MEMBERS
Mr. Simon thanked Ms. Luisa Ellenbogen for her service to the Library Board, listing her contributions and his
appreciation for her thoughtful participation.
Mr. Ken Abosch read aloud a Resolution to honor Ms. Ellenbogen.
Ms. Ellenbogen expressed how much she enjoyed working on the Board and what a wonderful experience it has
been.

MOTION: Mr. Jeff Rivlin made a motion to adopt the Resolution to honor Luisa Ellenbogen for her service, seconded
by Mr. Ken Abosch
Vote: All ayes. The motion was approved.
Mr. Simon then thanked Mr. Jeff Rivlin for his contributions to the Library and the community. He lauded Mr.
Rivlin's stewardship as Treasurer and the many other ways he has served, including participating in the hiring
process that brought Ms. Pergander to the Library. Mr. Simon applauded Mr. Rivlin's contributions to the
2012/13 Library Improvement Project. He spoke of Mr. Rivlin's work to support the referendum to fund the
project, his active oversight of the building process, and, particularly, his great attention to the new furnishings
for the Library.
Mr. Abosch read aloud the Resolution to honor Mr. Jeff Rivlin.
MOTION: Mr. Seth Schriftman made a motion to adopt the Resolution to honor Jeff Rivlin for his service, seconded
by Mr. Abosch
Vote: All ayes. The motion was approved.
Mr. Rivlin thanked the Board and staff and said he looks forward to continuing to contribute to the Library in
other capacities.
Mr. Simon stated that, although Ms. Marla Bark Dembitz was not able to attend the meeting, he wanted to
express his appreciation for all of her service to the Board and for her contributions toward the Library
Improvement Project.

Page 1 of 5

�Deerfield Public Library Board of Trustees
Regular Meeting Minutes
April 15, 2015
Mr. Abosch read aloud the Resolution to Honor Ms. Marla Bark Dembitz.
MOTION: Mr. Jeff Rivlin made a motion to adopt the Resolution to honor Marla Bark Dembitz for her service,
seconded by Mr. Seth Schriftman.
Vote: All ayes. The motion was approved.
Item 7: VILLAGE LIAISON REPORT
This agenda item was moved to this point in the meeting and Mr. Bill Seiden provided an update of Village Board
activities.
4.

CONSENT AGENDA
The following items were included on the consent agenda:
a. Minutes: Regular meeting March 18, 2015
b. Financials: Balance sheet, Revenues and Expenses, Variance report, Investments Report (incl. Quarterly)
c. Recommendation to approve Policies previously reviewed by and recommended for Board approval by the
management team related to Library operations - Bulletin Boards, Meeting Rooms, Record Retention, Public
Computer Registration and Use, Petitioning and Solicitation, Collection Development (complete), Library
Patron Behavior, Weapons, Disposal of Surplus Property, Social Media, etc.
d. Resolution to offer non-resident fee cards to persons in unserved areas as allowed by law. (Annual renewal.)
Mr. Simon asked if anything should be removed from the Consent Agenda for further discussion. There were no
requests.

MOTION: Mr. Schriftman made a motion to approve the consent agenda, including the adoption of a Resolution to
provide certain non-residents with access to the Library services, and it was seconded by Mr. Mike Goldberg.
Vote: 6 yes - Ken Abosch, Luisa Ellenbogen, Michael Goldberg, Jeff Rivlin, Seth Schriftman, and Ron Simon. The
motion was approved.
5. TREASURER REPORT
a. List of checks and payments for approval
Mr. Rivlin presented the outstanding list of checks to be approved for payment, which included
185.10
Petty cash checks 475 through 479
238.03
Electronic payments from the E-Pay Illinois Funds account
97.299.28
General Fund checks 8756 through 8833
S97.722.41
The total amount presented for approval was
MOTION: Mr. Schriftman made a motion to approve the list of checks and payments and it was seconded by Mr.
Mike Goldberg.
Vote: 6 yes - Ken Abosch, Luisa Ellenbogen, Michael Goldberg, Jeff Rivlin, Seth Schriftman, and Ron Simon. The
motion was approved.
6. FRIENDS LIAISON REPORT
Ms. Mary Pergander announced that Ms. Barb Reich was unable to attend this evening. Mr. Goldberg state
that he had attended the Friends' most recent meeting and then provided an update regarding the activities of
the Friends of Deerfield Public Library and the possible joint activities for the Library and Friends.
7. VILLAGE LIAISON REPORT
This item was moved to the beginning of the meeting, before the consent agenda item.
Page 2 of 5

�Deerfield Public Library Board of Trustees
* Regular Meeting Minutes
April 15, 2015

8. LIBRARY DIRECTOR REPORT
The Library Director, Ms. Pergander, provided the following information:
a. Highlights from Director's written report
Since there are currently no Goals identified for 2015, the report focused on other activities. We are
preparing to launch two new e-newsletters, featuring programs of interest for patrons. New patron
computers have been deployed and are faster, safer, and easier to use. The annual audit is underway and
proceeding smoothly. There were 73 meeting room set-ups in March. The planned $991,000 transfer of
funds was completed. Pinterest has gone live. Our Digital Media Coordinator has received a promotion from
a former employer and will be leaving soon. Apple computers for Youth have been deployed and are quite
popular. Apple computers for adults will follow soon. We successfully completed the food drive for West
Deerfield Township food pantry. Nina Michaels, our Teen Librarian, participated in the Optimists youth
recognition ceremony by presenting certificates to teen volunteers form our teen program. The Youth and
Support Services area workspaces need additional and realigned configurations and furnishings. The
department heads and Director met with a furnishings consultant to plan these changes and obtain quotes.
The rolling chairs in the Youth study rooms have been replaced at no charge by the manufacturer because of
fabric problems. The replacement of the main electrical panel due to water damage form the summer 2014
flood has been approved by our insurance company and will take place on June 2 and 3. The Library will be
closed for those two days. A communications plan will be in place to notify community members of the
closure, and staff will be paid for the time as for snow days. There have been a number of recent DVD thefts.
This is being carefully tracked and some changes are being made to reduce risk. Judy Hoffman has
registered the Board for the July 4 parade, and red, white, and blue rubber bracelets will be the giveaways. If
the Teen volunteers join the Board in walking for the parade, we will be sure that a responsible staff
member is with them at all times until the end of the parade. Board members wear Board-logo polo shirts,
and we are buying them for the new Board members as well. Ms. Pergander also shared the new charts
about the Library collections and usage, which the Board appreciated. These were developed by Pam
Skittino. Ms. Pergander reported that a patron was recently temporarily banned for multiple violations of
the patron Behavior Policy. Because this occurred just before the Board meeting, she will bring the case next
month for further discussion, after obtaining more details.
b. Update regarding art purchases made possible by Friends' donation
The "robot" prints have been ordered, and will be matted and framed. These were made possible by the
Friends of the Deerfield Library as part of the recent Wish List pledge.
c. Update: Combination of lower level service desks and create seating area using existing furnishings
Next week we will be combining the two lower level service desks and also creating a new seating area on
the lower level. Staff members have been included in preparing for the changes, to assure role clarity. To
avoid staff injuries, we are using a moving company to move the large, heavy pieces.
d. Health insurance update for next year
The Library, Village, and Park District met about the health insurance pool and future changes due to
Obamacare. At the current time only minor pricing changes are being made, until the issues can be studied
further for implementation at the beginning of 2016.
In further discussion, Mr. Goldberg asked about the quantity of the July 4th give-a-ways. Mr. Abosch
suggested increasing the quantity by another 500-1000, to assure we have enough.
Ms. Pergander will follow-up, and added that any bracelets left over can be used at the County Fair or for
other events. Mr. Rivlin suggested using the bracelets to promote web traffic by including a mark (star?) on
a few for winners. Mr. Abosch suggested that perhaps it could be implemented at another event, such as
the Farmers Market. Ms. Pergander will look into it.

Page 3 of 5

�Deerfield Public Library Board of Trustees
Regular Meeting Minutes
April 15, 2015
Mr. Simon asked about the new Administrative Associate. Ms. Trisha Steele explained that Ms. Mary
Holtrop, an experienced Business Manager from Sycamore Library, had recently joined the Business Office
staff and will provide about ten hours of business office assistance per week, replacing an employee who
left for a full time position elsewhere.
9. OLD BUSINESS
a. Reminder of new board member orientation on April 25, and May 20 swearing in of new Board members
Mr. Simon announced the upcoming orientation session, noting that it will start at 9:30 a.m. Mr. Goldberg,
Ms. Pergander, and Mr. Simon outlined the plans for the orientation and May 20th meeting, when the new
Board members will be sworn-in. The Farewell Event for Ms. Pergander, on May 21st, was also discussed.
b.

Update - GIVING button for donations, and related donation information
Ms. Pergander noted that the Giving Policy needs to be finalized and Mr. Simon asked that the Board be
provided a summary.

c.

Update - Recruitment of new Library Director
Mr. Abosch reviewed the progress of the new director selection process. He said that Ms. Lynn Elam has
recommended four candidates for the Board's consideration. Next Monday the Search Committee plans to
review the recommended candidates and determine who should be finalists. The Committee also plans to
consider the logistics for the next steps in the selection process, including the naming of a possible Interim
Director. Mr. Abosch also asked Ms. Pergander if there are viable candidates in-house for providing interim
coverage as there is some interest from outside.
He also outlined the importance of the candidates' interactions with staff and asked how it might be
structured to accomplish two purposes: 1) to provide interaction with staff for the candidate, and 2) to get
staff input.
Mr. Simon asked to have staff send possible interview questions that staff have to Mr. Abosch so that the
Board can consider them.

d.

Follow-up regarding automatic interior doors
Ms. Pergander outlined the steps taken to address a concern regarding automatic interior doors. She said
she had contacted the patron who originally notified the Library about the issue and informed her of the
changes made so far to the door in the Quiet Room. The patron will check the door.
Mr. Abosch reported that he has watched for how other public buildings have handled this issue, and noted
that there were no automatic doors available in a quiet room he found at the airport.

e.

Update - Replacement of main electrical switch
No information provided at this point in the meeting.

10. NEW BUSINESS
a. Letters of interest in Board officer positions for May election
Mr. Simon announced that three letters of interest have been submitted to date and that Board officers will
be elected in May, after the new members are sworn-in. Additional nominations will be possible at that
time.
b. Recommendation to purchase budgeted replacement server for Sierra System at a cost not to exceed $27,100
Ms. Pergander announced that the quote for the replacement server has been reduced to $25,725 and
added that the warranty is for three years.

Page 4 of 5

�Deerfield Public Library Board of Trustees
Regular Meeting Minutes
April 15, 2015
MOTION: Mr. Rivlin made a motion to approve the purchase of a replacement server for the Sierra System at a
cost not to exceed $25,725 and it was seconded by Ms. Luisa Ellenbogen.
Vote: 6 yes - Ken Abosch, Luisa Ellenbogen, Michael Goldberg, Jeff Rivlin, Seth Schriftman, and Ron Simon. The
motion was approved.
Other item for discussion
Mr. Rivlin said that patrons continue to say that the Library still needs some warming elements, and that he
is particularly disappointed in the fireplace. He suggested that some modifications, such as logs, might help.
Mr. Rivlin encouraged the Board to explore new options because it was a high priority during the creation of
the Library Improvement Project.
Mr. Simon asked for additional comments and Mr. Schriftman agreed that the anticipated ambiance is
lacking, and creating more of a real fireplace appearance would help. Ms. Ellenbogen also noted that the
surrounding area is not very welcoming and is not used as often as other areas.
Mr. Simon shared a list of issues that he hopes the new Director might help the Board to address and
reviewed some of his own high priorities. He suggested that the appearance and function of the fireplace
area should be added to the list.
Additional ideas were suggested by the Board members regarding how to make the fireplace area seem
more like a reading nook, such as adding coffee table books, magazines, or the Lucky Duck collection to that
area.
Ms. Ellenbogen announced that the Staff Appreciation Event will be on April 23rd. She and Ms. Dembitz had
reviewed what was done in the previous year, which included evening shift pizzas as well as a breakfast, and
recommended that the same be provided. The logistics were discussed. The event is funded by the Board
members.

MOTION: Mr. Schriftman made a motion to move to a closed session for the purpose of reviewing prior closed
session minutes and to discuss personnel issues, as allowed by law. The motion was seconded by Ms. Ellenbogen.
Vote: 6 yes - Ken Abosch, Luisa Ellenbogen, Michael Goldberg, Jeff Rivlin, Seth Schriftman, and Ron Simon. The
motion was approved and the open session was closed at 8:25 p.m.
11. EXECUTIVE SESSIONa. Closed session minutes review and recommendation
2.

ADJOURNMENT
At 8:50 p.m., there being no further business, Mr. Goldberg made a motion to adjourn, seconded by Mr.
Schriftman. The motion was approved and the meeting was adjourned.

Ken Abosch, Secretary

Minutes approved by the Board on

Page 5 of 5

�RESOLUTION
Deerfield Public Library
April 15,2015

Honoring Library Trustee Marla Bark Dembitz for Her Service

Whereas the Deerfield Public Library is a public library in Deerfield, Illinois, and
Whereas it has an elected Boar d of Trustees who faithfully serve (he Library and die community,
and
Whereas Marla Bark Dembitz has served on the Board of Trustees since 2007, and
Whereas she has been an involved and diligent committee Chairperson and member, serving in a
broad range of capacities including Chairperson ol Policies Committee, and
Whereas, as die result of her efforts in concert vvidi others in die 2010-2013 design and building of
die remodeled and expanded Library, the community now has a wonderful 2141 Century Library,
Now, diereforc, be it resolved dial the Library Board gr atefully recognizes die efforts of Marla
Bar k Dembitz on behalf of die Library and die greater Deerfield community, and has created diis
statement in honor of her sendee.
Be it furdier resolved diat a copy of diis resoludon shall be presented to her on behalf of die
Deerfield Public Library Board of Trustees, and
Be it furdier resolved diat die effective date of diis Resoludon shall be April 15, 2015 and it shall
be in force immediately upon passage.

I, Ken Aboscli, Secretary of die Board of Trustees of Deerfield Public Library, do cerdfy diat die
foregoing Resoludon was duly passed and adopted by die Deerfield Public Library Board of
Trustees at die Board meeting held April 15, 2015.
Ken Aboscli, Secretary

�RESOLUTION
Deerfield Public library
April 15, 2015

Honoring Library Trustee Luisa Ellenbogen for Her Service

Whereas llie Deerfield Public Library is a public library in Deerfield, Illinois, and
Whereas it has a Board of Trustees who faithfully serve die Library and die community, and
Whereas Luisa Ellenbogen was appointed to and has served on die Board of Trustees since 2014,
and
Whereas she has been an involved and diligent committee member, faidifully serving on several
committees,
Now, dierefore, be it resolved diat die Library Board gratefully recognizes die efforts of Luisa
Ellenbogen on behalf of die Library and die greater Deerfield community, and has created diis
statement in honor of her sendee.
Be it further resolved diat a copy of diis resolution shall be presented to her on behalf of die
Deerfield Public Library Board of Trustees, and
Be it furdier resolved diat die effective date of diis Resoludon shall be April 15, 2015 and it shall
be in force immediately upon passage.

I, Ken Aboscli, Secretary of die Board of Trustees of Deerfield Public Library, do cerdfy diat die
f oregoing Resoludon was duly passed and adopted by die Deerfield Public Library Board of
Trustees at die Board meeting held April 15, 2015.
Ken Aboscli, Secretary

�RESOLUTION
Deerfield Public Library
April 15, 2015

Honoring Library TrusteeJeffRivlin for His Service

Whereas the Deerfield Public Library is a public library in Deerfield, Illinois, and
Whereas il has an elected Board of Trustees who faithfully serve llic Library and (lie community,
and
Whereas Jell' Rivlin has served on the Board of Trustees since 2003, and
Whereas Jell' Rivlin has provided leadership to the Board through the years as its Treasurer, and
Whereas lie has been an involved and diligent committee Chairperson and member, serving in a
broad range of capacities, and
Whereas, as the result of his efforts in concert with others in the 2010-2013 design and building ol
die remodeled and expanded Library, die community now has a wonderful 21“ Century Library,
Now, diereforc, be it resolved diat die Library Board gratefully recognizes die tireless, selfless, and
professional efforts ofJell Rivlin on behalf of die Library and die greater Deerfield community,
and has created diis statement in honor of his sendee.
Be it furdier resolved diat a copy of this resolution shall be presented to Jell' Rivlin on behalf of die
Deerfield Public Library Board of Trustees, and
Be it furdier resolved diat die effective date of diis Resolution shall be April 15, 2015 and it shall
be in force immediately upon passage.

I, Ken Aboscli, Secretary of die Board of Trustees of Deerfield Public Library, do certify diat die
foregoing Resolution was duly passed and adopted by die Deerfield Public Library Board of
Trustees at die Board meeting held April 15, 2015.
Ken Aboscli, Secretary

�DEERFIELD PUBLIC LIBRARY BOARD RESOLUTION

RESOLUTION
NON-RESIDENT FEE CARDS

Whereas the mission of the Deerfield Public Library is to provide our community with open access to the world
of information and ideas, encouraging lifelong learning and personal growth in a welcoming environment, and
Whereas the Deerfield Public Library Board of Trustees interprets “community” broadly, and
Whereas the residents of nearby unincorporated areas wish to access library services, and
Whereas the Deerfield Public Library Board of Trustees wishes to provide non-residents access to the library
services provided by Deerfield Public Library, as allowed by Illinois law,
Now, therefore, the Deerfield Public Library Board of Trustees hereby resolves that
Local non-residents, who live in un-served areas, may purchase library services for a fee
equitable to that paid in taxes by residents of the Village of Deerfield, using the tax-formula
basis, as allowed by Illinois Law, and
The Reaching Across Illinois Library System (RAILS) will be notified of the same.
The Trusteesfurther resolve to review this decision annually.
Be it resolved that the Effective Date of this resolution shall be May 1, 2015 and shall be in force and effective
immediately upon passage.
I, Ron Simon, Secretary of the Board of Trustees of the Deerfield Public Library, do certify that the forgoing
Resolution was duly passed and adopted by the Board of Trustees of the Deerfield Public Library at the regular
board meeting held on April 15,2015, at £00jwm.
Board Secretary
Board President
Board Treasurer

'

KetfAbosch //*
/ ✓

i. Ron Simd

/

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