212 10 3234 https://archives.deerfieldlibrary.org/files/original/c0e89524650ecb05f3f066a01dfd404f.pdf e0bd52b2f1b39794f89654cba990e9a6 PDF Text Text Deerfield Public Library Board of Trustees 920 Waukegan Road, Deerfield, IL 60015 Regular Meeting Agenda 7 p.m., July 15, 2015 1. ROLL CALL AND CALL TO ORDER 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE 3. CONSENT AGENDA a. Minutes: Regular meeting June 17, 2015 b. Financials: Balance sheet, Revenues and Expenses, Variance Report, Investments Report 4. TREASURER REPORT a. List of checks and payments for approval b. Bank Signature Cards 5. FRIENDS LIAISON REPORT 6. VILLAGE LIAISON REPORT 7. LIBRARY DIRECTOR REPORT a. Highlights from Director's written report 8. OLD BUSINESS a. Board Tours b. May 12, 2015 Special Board Meeting Minutes Approval—ACTION ITEM 9. NEW BUSINESS a. Banned patron review and recommendation regarding privileges- ACTION ITEM b. Library Property & Liability Insurance Coverage-ACTION ITEM c. Health Insurance Information 10. 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. 11. ADJOURNMENT Upcoming Board meetings: REGULAR: August 19, September 16, October 21. 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 July 15, 2015 1. ROLL CALL AND CALL TO ORDER The meeting was called to order at 7:00 p.m., in the Library Boardroom, 920 Waukegan Road, Deerfield, IL. Present Board members: Ron Simon - President, Ken Abosch - Secretary, Seth Schriftman-Treasurer, Michael Goldberg, Howard Handler, Jean Reuther, and Maureen Wener Absent: none Also present was Village Liaison Bill Seiden and Ms. Diane Mazur from the Friends of the Deerfield Public Library Staff: Library Director Amy Falasz-Peterson, Meg Anthony - Acting Director and Head of Youth Services, and Business Manager Trisha Steele Mr. Ron Simon welcomed Ms. Amy Falasz-Peterson, the Library's new Director, and expressed the Board's pleasure in having her join the Library. He also thanked Ms. Meg Anthony, who has performed as Interim Director and has assisted with the transition. 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE No request to address the Board. 3. CONSENT AGENDA The following items were included on the consent agenda: a. Minutes: Regular meeting June 17, 2015 b. Financials: Balance sheet, Revenues and Expenses, Variance Report, Investments Report MOTION: Mr. Ken Abosch made a motion to approve the consent agenda, seconded by Mr. Seth Schriftman Vote: 7 yes - Ken Abosch, Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. 4. TREASURER REPORT a. List of checks and payments for approval Mr. Schriftman presented the list of checks to be approved for payment, which included Electronic payments from the E-Pay Illinois Funds account General Fund checks x through x, and two ACH transactions The total amount presented for approval was 210.24 79.695.80 $79.906.04 He also announced that the Library wanted to issue a payment which is over $10,000 and not on the list of payments because the invoice was received after the list of checks was prepared. The amount of $11,349.00 would be distributed for the purpose of paying for approved upgrades to the self-check system. Mr. Simon noted that the Board had previously authorized the expenditure and asked if there were any objections. No objections were voiced. The check was to be signed as an off-cycle payment and included on the Board's August list of payments. The identity of certain purchases from State Industrial Products were discussed and resolved; and, Mr. Howard Handler suggested that staff look at a credit card merchant that would provide cash back. MOTION: Mr. Schriftman made a motion to approve the list of checks and payments, seconded by Mr. Michael Goldberg Vote: 7 yes - Ken Abosch, Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. Page 1 of 4 �Deerfield Public Library Board of Trustees Regular Meeting Minutes July 15, 2015 b. Banking Resolution and Signature Cards Mr. Schriftman explained that one of the Library's banking institutions, BankFinancial, requires a formal resolution to add the new Director as a signer. He referenced the copy of the BankFinancial resolution provided to each of the Board members. MOTION: Mr. Schriftman then made a motion to approve a resolution to continue with BankFinancial as an authorized depository, to authorize Ms. Amy Falasz-Peterson, along with previously authorized Board Officers Ron Simon, Ken Abosch, and Seth Schriftman, to conduct banking business on behalf of the Library, and to abide by the business protocol as outlined in the BankFinancial resolution. Mr. Goldberg seconded the motion. Vote: 7 yes - Ken Abosch, Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. c. Other announcements Audit - Mr. Schriftman announced that the audit has been finalized and a printed copy is available, if desired. Ms. Maureen Wener asked about two items noted in the Auditor's letter on internal controls, the issues regarding payroll liabilities and capital asset classifications, and Ms. Steele explained how the issues arose and the planned corrections which will help to avoid the recording problems going forward. Comptroller Annual Financial Report - Mr. Schriftman noted that the Library submitted its first. Illinois Funds - Mr. Schriftman said the Library had been recently notified that the Illinois funds will discontinue providing some banking services which the Library currently uses but that it is contracting with US Bank to provide these services for Illinois local governments. Staff will continue to keep the Board informed as additional information is provided. Board Training - The Financial Reporting 101 session will be on Saturday, 10 a.m. to 12 noon Reserve Fund Investments - Mr. Schriftman described the investment ladder plan for Reserve Funds and noted that an upcoming maturity would be reinvested to April 2017. He said that the Board should be aware of the three-month process so that it can make adjustments should it decide upon a major building improvement expenditure. It was confirmed that the Reserve Fund now holds about $2.5 million. 5. FRIENDS LIAISON REPORT Ms. Diane Mazur represented the Friends and presented information about the group's planned activities at upcoming Farmers' Markets and reviewed other fund raising activity. Mr. Simon reviewed the Library's actions regarding the patron who had taken an excessive amount of books from the Friends' area without making any contribution. 6. VILLAGE LIAISON REPORT Mr. Bill Seiden provided information regarding the Village, including its plan to contribute $1.3 million from sales tax receipts to help Jewel relocate and expand at the Deerbrook Shopping Center. 7. LIBRARY DIRECTOR REPORT a. Highlights from Director's written report Ms. Amy Falasz-Peterson reviewed highlights of the Library's circulation statistics. She outlined her initial upcoming activities at the Library, including attending a Friends meeting and a Deerfield Art Commission meeting, developing a proposed budget for 2016, and working with the board on the strategic planning process. She questioned the Board members to determine preferences regarding the delivery of board packets, types of information desired, and action items. Page 2 of 4 �Deerfield Public Library Board of Trustees Regular Meeting Minutes July 15, 2015 Mr. Simon recognized the assistance and contributions provided by Ms. Meg Anthony, the acting interim director and Head of Youth Services, who made the transition work so well. 8. OLD BUSINESS a. Board Tours - Ms. Falasz-Peterson announced all Board members are invited to attend an upcoming tour of the building. b. May 12, 2015 Special Board Meeting Minutes Approval—ACTION ITEM MOTION: Mr. Abosch made a motion to approve the Special Board Meeting minutes. Mr. Schriftman seconded the motion. Vote: 4 yes - Ken Abosch, Michael Goldberg, Ron Simon, and Seth Schriftman 3 abstain - Howard Handler, Jean Reuther, and Maureen Wener. The motion was approved. MOTION: Mr. Abosch made a motion to approve the Closed Session Meeting minutes of May 12, 2015 held to accept a final offer; noting that they had been reviewed at the prior meeting. Mr. Schriftman seconded the motion. Vote: 4 yes - Ken Abosch, Michael Goldberg, Ron Simon, and Seth Schriftman 3 abstain - Jean Reuther, and Maureen Wener 1 no - Howard Handler. The motion was approved. There was discussion regarding the format of presenting closed meeting minutes for approval. Mr. Abosch noted that usually the Board has reviewed closed meeting minutes and voted on their approval without specifying specific dates. He recommended that the Board continue with that process. Mr. Howard Handler said he would prefer to see the specific dates listed in the agenda packet as it would provide a historic record. Mr. Simon asked the Director to look into what is required and to provide information at the next meeting. Mr. Goldberg noted that the May 5th closed session minutes were not included on the Agenda and Mr. Schriftman responded that they had been discussed at the prior meeting and therefore carried over. Mr. Abosch noted that the closed session meeting minutes that were circulated at the prior meeting also included the May 5th meeting which was held for the purpose of formulating the initial offer. MOTION: Mr. Schriftman made a motion to take action on the Closed Session Meeting minutes of May 5, 2015, held to formulate an offer of employment, and to hold a vote on whether to accept them. Mr. Abosch seconded the motion. Vote: 5 yes - Ken Abosch, Michael Goldberg, Jean Reuther, Ron Simon, and Seth Schriftman 2 no - Howard Handler and Maureen Wener. The motion was approved. MOTION: Mr. Abosch made a motion to approve the Closed Session Meeting minutes of May 5, 2015. Mr. Schriftman seconded the motion. Vote: 4 yes - Ken Abosch, Michael Goldberg, Ron Simon, and Seth Schriftman 3 abstain - Howard Handler, Jean Reuther, and Maureen Wener The motion was approved. 9. a. NEW BUSINESS Banned patron review and recommendation regarding privileges- ACTION ITEM Mr. Simon led the discussion. Past practices were discussed, including before and when a ban is placed, the purpose and time periods of bans, verbal warnings, the severity of bans when children are involved, and communication with a patron banned, or being considered for a ban. Page 3 of 4 �Deerfield Public Library Board of Trustees Regular Meeting Minutes July 15, 2015 The nature of the activity performed by a specific patron was discussed, including the frequency and variety of activity, the contact with children, and the occurrence of other similar incidents where a 3-month ban had been merited. MOTION: Mr. Goldberg made a motion to establish a ban for the specified patron for a period of 1 year. Ms. Reuther seconded the motion. Vote: 7 yes - Ken Abosch, Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. Mr. Handler asked to be provided a template copy of the letter issued to banned patrons, not specific to any particular individual. The Director was asked to remind staff to handle the issue with confidentiality. Any questions from the community should be directed to the Director. b. Library Property & Liability Insurance Coverage-ACTION ITEM MOTION: Mr. Schriftman made a motion to approve the quote for liability insurance, in the amount of Mr. Simon seconded the motion. Vote: 7 yes - Ken Abosch, Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. Mr. Seiden reviewed the process taken to obtain the current insurance broker and praised the service that the Library has received. After some discussion about the process for obtaining quotes, the Director was asked to review the insurance purchasing process and obtain comparative quotes from other sources before the next term end. c. Health Insurance Information Ms. Falasz-Peterson discussed proposed changes to the Library's health insurance plan, noting that some minor changes will help to align the Village, Library and Park District plans. Ms. Steele provided some information regarding possible Cadillac Tax consequences in the future and said that the Village, Park District and Library administrators were evaluating whether changes might be needed to avoid this consequence. Mr. Abosch noted that the Library's plan is generous. Other: The Board discussed the July 4th Parade activity, providing identifying clothing for all Library participants; marketing souvenirs and their use at the parade and other public events such as the Farmers' Market; weighting the bottom of the banner; and, a future change in the route. 10. EXECUTIVE SESSION No executive session held. 11. ADJOURNMENT At 8:32, 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 % ((S' Page 4 of 4 � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Deerfield Public Library Board of Trustees Meetings Subject The topic of the resource Public Library Governance Description An account of the resource This collection consists of meeting minutes created around or after meetings of the Deerfield Public Library Board of Trustees as well as supporting materials such as village ordinances, salary scales and land agreements. Creator An entity primarily responsible for making the resource Deerfield Public Library Board of Trustees Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 1966-2013 Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002 Coverage The spatial or temporal topic of the resource, the spatial applicability of the resource, or the jurisdiction under which the resource is relevant Board meeting minutes from the Deerfield Public Library Board of Directors are held on the Deerfield Public Library Website until they are five years old, and are then moved to this collection. Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Board Meeting Minutes -- July 15, 2015 Creator An entity primarily responsible for making the resource Abosch, Kenan Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 07/15/2015 Contributor An entity responsible for making contributions to the resource Simon, Ronald Schriftman, Seth Goldberg, Michael K. Handler, Howard Reuther, Jean Wener, Maureen Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.792 Deerfield Illinois Deerfield Public Library Deerfield Public Library Board of Trustees Howard Handler Jean Reuther Kenan Abosch Maureen Wener Michael K. Goldberg Ronald Simon Seth Schriftman https://archives.deerfieldlibrary.org/files/original/f72f0c91bc577faf2c1a3f374609adc0.pdf 6bb2a88274da80b746236d96e9927408 PDF Text Text MEMORIALS COMMITTEE AGENDA Deerfield Public Library Board of Trustees Deerfield Public Library 920 Waukegan Road, Deerfield, IL 60015 Meeting Room A 6 pm, July 15, 2015 1. ROLL CALL AND CALL TO ORDER 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE 3. OLD BUSINESS 4. NEW BUSINESS a. Discussion of ways to honor present and future contributors to the Library 5. EXECUTIVE SESSION 6. ADJOURNMENT 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 847-9453311 to allow the Library to make reasonable accommodations. �Deerfield Public Library Board of Trustees MEMORIALS COMMITTEE Minutes July 15, 2015 1. ROLL CALL AND CALL TO ORDER The meeting was called to order at 6:00 p.m., in meeting room A, 920 Waukegan Road, Deerfield, IL. Present Board committee members: Ron Simon - President and Committee Chair, Michael Goldberg, and Maureen Wener Absent: none Staff: Library Director Amy Falasz-Peterson 2. 3. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE No request to address the Board. 4. OLD BUSINESS None. 5. NEW BUSINESS a. Discussion of ways to honor present and future contributors to the Library Mr. Simon reminded the committee of previous conversations about the topic. The idea of "leaves on a tree" originated because the board wanted to come up with a way to honor people in the Deerfield community that had dedicated service or time to the success of the Deerfield Public Library. Mr. Simon indicated that the tree could be placed on the wall at the top of the stairs. Mr. Goldberg asked the group if we have a responsibility to the community to fundraise, even though the library has a healthy budget. Ms. Wener stated she thought it was important for the board to look at other revenue streams. Mr. Goldberg felt a recognition tree could have different color leaves that represent different types of service, employee, board member, community member, or financial donor. Mr. Simon shared the Mt. Prospect Founders Nomination form and encouraged the committee to think about the nomination process. Mr. Goldberg stated that the criteria to get a leaf on the tree needed to be defined. Ms. Wener wanted to know who would sit on the nominating committee. Mr. Goldberg felt it should be Deerfield Public Library Board Members at least at the start. Ms. Wener asked Ms. Falasz-Peterson if there would be funds available to make such a purchase. Ms. Falasz-Peterson will investigate the cost. Mr. Simon directed the conversation into the financial aspect of the Memorials Committee. He shared the Highland Park Public Library's Gifts and Donations Policy. The conversation continued into the topic of naming rights of rooms in the library. Mr. Goldberg stated that he didn't feel that the library should have rooms named for corporations. Ms. Wener stated that she liked how the Highland Park policy included the phrase "at the discretion of the board". Mr. Simon indicated that right now, it can be the policy of the board that the Deerfield Public Library does not accept money for naming rights. The committee discussed "In Memory Of" donations. Currently, this information can be found on the library's website. People who wish to make a donation to the library in honor of someone are able to donate money to the library and the library will purchase a book in that person's honor. A bookplate is placed in the book. If there was to be a tree to recognize these donations, it would be a separate tree from the previously discussed tree. Mr. Simon felt that the committee could report on two things at the July board meeting. First, the committee is very interested in moving forward on the "leaves on a tree" idea to honor people. Second, the committee will continue to work towards crafting a Naming policy. Page 1 of 2 �Deerfield Public Library Board of Trustees MEMORIALS COMMITTEE Minutes July 15, 2015 6. EXECUTIVE SESSION None. 7. ADJOURNMENT At 6:54 p.m., there being no further business, Mr. Simon adjourned the meeting. Ken Abosch, Secretary Minutes approved by the Board on Page 2 of 2 � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Deerfield Public Library Board of Trustees Meetings Subject The topic of the resource Public Library Governance Description An account of the resource This collection consists of meeting minutes created around or after meetings of the Deerfield Public Library Board of Trustees as well as supporting materials such as village ordinances, salary scales and land agreements. Creator An entity primarily responsible for making the resource Deerfield Public Library Board of Trustees Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 1966-2013 Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002 Coverage The spatial or temporal topic of the resource, the spatial applicability of the resource, or the jurisdiction under which the resource is relevant Board meeting minutes from the Deerfield Public Library Board of Directors are held on the Deerfield Public Library Website until they are five years old, and are then moved to this collection. Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Memorials Committee Meeting Minutes -- July 15, 2015 Creator An entity primarily responsible for making the resource Abosch, Kenan Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 07/15/2015 Contributor An entity responsible for making contributions to the resource Simon, Ronald Goldberg, Michael K. Wener, Maureen Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.793 Deerfield Illinois Deerfield Public Library Deerfield Public Library Board of Trustees Maureen Wener Michael K. Goldberg Ronald Simon https://archives.deerfieldlibrary.org/files/original/4e3239ffb0fee4416f6619c69ca64500.pdf dd622ca863a56c5487c7280ceb3fe4b7 PDF Text Text Deerfield Public Library Board of Trustees SPECIAL MEETING Deerfield Public Library 920 Waukegan Road, Deerfield, IL 60015 10:00 A.M., July 18, 2015 1. ROLL CALL AND CALL TO ORDER 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE 3. OLD BUSINESS 4. NEW BUSINESS a. Review of Library Financial Reporting Processes - Board Member Training 5. EXECUTIVE SESSION 6. ADJOURNMENT 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 847-9453311 to allow the Library to make reasonable accommodations. �Deerfield Public Library Board of Trustees SPECIAL MEETING Minutes July 18, 2015 1. ROLL CALL AND CALL TO ORDER The meeting was called to order at 10:02 a.m. by Mr. Seth Schriftman, in the Library Boardroom, 920 Waukegan Road, Deerfield. Present Board members: Seth Schriftman-Treasurer, Howard Handler, Jean Reuther, and Maureen Wener Staff: Business Manager Trisha Steele 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE No request to address the Board. 3. OLD BUSINESS None. 4. NEW BUSINESS a. Review of Library Financial Reporting Processes - Board Member Training Ms. Trisha Steele explained that the purpose of the session was to help Board members to become more familiar with the different financial reports provided for the Board's oversight. She reviewed the materials in a training packet that included sample financial reports for a) monthly disbursement review and approval, b) investments, c) mandated annual reporting, and d) monthly financial condition and activity. She described the Library's investment, budgeting, and levy processes. The Library's long-term debt was discussed. Copies of the Board's current financial policies were provided and briefly discussed. 5. EXECUTIVE SESSION None. 6. ADJOURNMENT At noon, there being no further business, Mr. Schriftman made a motion to adjourn, seconded by Mr. Howard Handler. The motion was approved and the meeting was adjourned. Ken Abosch, Secretary Minutes approved by the Board on � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Deerfield Public Library Board of Trustees Meetings Subject The topic of the resource Public Library Governance Description An account of the resource This collection consists of meeting minutes created around or after meetings of the Deerfield Public Library Board of Trustees as well as supporting materials such as village ordinances, salary scales and land agreements. Creator An entity primarily responsible for making the resource Deerfield Public Library Board of Trustees Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 1966-2013 Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002 Coverage The spatial or temporal topic of the resource, the spatial applicability of the resource, or the jurisdiction under which the resource is relevant Board meeting minutes from the Deerfield Public Library Board of Directors are held on the Deerfield Public Library Website until they are five years old, and are then moved to this collection. Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Special Board Meeting Minutes -- July 18, 2015 Creator An entity primarily responsible for making the resource Abosch, Kenan Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 07/18/2015 Contributor An entity responsible for making contributions to the resource Schriftman, Seth Handler, Howard Reuther, Jean Wener, Maureen Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0007.794 Deerfield Illinois Deerfield Public Library Deerfield Public Library Board of Trustees Howard Handler Jean Reuther Maureen Wener Seth Schriftman https://archives.deerfieldlibrary.org/files/original/f6b83990ac6480fe06d51eab89a036fc.pdf 49b1e6353f2651724d28d6af230fa168 PDF Text Text Deerfield Public Library Board of Trustees Regular Meeting Minutes August 19, 2015 1. ROLL CALL AND CALL TO ORDER The meeting was called to order at 7:00 p.m., in the Library Boardroom, 920 Waukegan Road, Deerfield, IL. Present Board members: Ron Simon - President, Ken Abosch - Secretary, Seth Schriftman-Treasurer, Michael Goldberg, Howard Handler, and Jean Reuther Absent: Maureen Wener, and Village Liaison Bill Seiden Also present was Ms. Barb Reich from the Friends of the Deerfield Public Library Staff: Library Director Amy Falasz-Peterson, and Business Manager Trisha Steele 2. 3. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE No request to address the Board. CONSENT AGENDA The following items were included on the revised consent agenda: a. Minutes: July 15, 2015 Regular Meeting, and July 18, 2015 Special Meeting b. Financials: Balance sheet, Revenues and Expenses, Variance Report, Investments Report Mr. Ron Simon noted that the amount of the insurance, $46,946, needed to be added to the minutes and confirmed that the final copy included that amount. Mr. Howard Handler asked whether Board minutes should 'adopted' by those who are not at the meetings, suggesting that they could be 'accepted' instead. Mr. Michael Goldberg said that this issue should be addressed by the Policy Committee. Mr. Ken Abosch said that regular board meeting minutes should be adopted, but committee meetings could be accepted. Mr. Simon pulled the July 15, 2015 Memorials Committee minutes from the consent agenda. MOTION: Mr. Seth Schriftman made a motion to approve the revised consent agenda. The motion was seconded by Mr. Handler. Vote: 6 yes - Ken Abosch, Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, and Ron Simon. The motion was approved. MOTION: Mr. Goldman made a motion to accept the July 15 2015 Memorials Committee minutes, seconded by Mr. Ken Abosch. Vote: 5 yes - Ken Abosch, Michael Goldberg, Jean Reuther, Seth Schriftman, and Ron Simon. Abstain: 1 - Howard Handler. The motion was approved. 4. TREASURER REPORT a. List of checks and payments for approval Mr. Schriftman presented the list of checks to be approved for payment, which included Petty cash check 492 48.00 Electronic payments from the E-Pay Illinois Funds account 303.14 General Payroll account, Illinois Funds - one ACH 6,166.60 General Fund checks 9043 through 9117, and one ACH transaction 103,470.61 SlQ9.988.35 The total amount presented for approval was Mr. Handler noted that the current cleaning services are provided by Best Quality Cleaners and asked when the cleaning services were last bid out. Ms. Falasz-Peterson reviewed the security issues involved and they were discussed. Page 1 of 4 �Deerfield Public Library Board of Trustees Regular Meeting Minutes August 19, 2015 _______ Mr. Handler asked if the Library has a professional association membership policy. Ms. Trisha Steele said that the Library's Personnel Policy includes a statement that librarians and Board members can have memberships to the ILA (Illinois Library Association). She explained that the department managers, with final approval of the Library Director, have final say regarding other professional memberships and development. Mr. Simon said that the Board's past experience relied on the discretion of the Director and added that if a change is to be considered, he would want Board input. Ms. Falasz-Peterson said she will bring the Library's policy to next month's meeting. MOTION: Mr. Schriftman made a motion to approve the list of checks and payments, seconded by Mr. Abosch. Vote: 6 yes - Ken Abosch, Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, and Ron Simon. The motion was approved. Mr. Schriftman announced that a Finance Committee was being planned to address the budget and, noting that all are invited to attend, he asked about potential meeting times. It was determined that the committee meeting would be held on Wednesday, September 26th at 6:30. Ms. Falasz-Peterson said she would confirm the room availability and post the notice. Mr. Schriftman also noted that Farmers' Market Day, shared with Ms. Jean Reuther, went well and was very informative. 5. FRIENDS LIAISON REPORT Ms. Barb Reich provided an update regarding the activities of the Friends of Deerfield Public Library (Friends). The key topics included fund raising goals and activities, including the Farmers' Market and Zucchini Day. She announced that the Friends now have 74 members and is looking for new ways to encourage membership. She also announced that the next Friends Board meeting will be on Sept 30th. Mr. Goldberg said he would like to attend. 6. VILLAGE LIAISON REPORT Mr. Bill Seiden was not present but had provided an update which was shared by Ms. Falasz-Peterson. Topics included how the Village is encouraging public art, and information about commercial developments in Deerfield. 7. LIBRARY DIRECTOR REPORT a. Highlights from Director's written report Ms. Falasz-Peterson provided information about several issues including a neighboring Library's decision to forego library fines, meeting new people in the community, a change in the due date for the Per Capita Grant application, and her investigations into the strategic planning process. She asked for input on the delivery of Board packets. It was determined that three extra copies would be made available at the front desk, and also only an electronic copy would be sent to certain members. Ms. Falasz-Peterson announced that newly acquired art prints, funded by the Friends, are now hung in the Library. She discussed her recent experience with the Fine Arts Commission and announced that the public unveiling of new public art selections will be held on September 17th, from 6:00 p.m. to 8 p.m. Ms. Reuther expressed concern about patrons inadvertently violating our policies and said she would like to see an article addressing the issue in Browsing. She said more publicity may be needed to ensure the public is aware of the Library's policies. She also suggested that the wording might be better phrased. Mr. Simon said that the Policy Committee should look at how the Library's policies are communicated. He would also like staff to look at how the Library could better educate the public. Mr. Handler asked that all Board members be individually notified when any committee meeting is planned. Page 2 of 4 �Deerfield Public Library Board of Trustees Regular Meeting Minutes August 19, 2015 8. OLD BUSINESS a. Memorial Committee Report - Memorial Wall and Nominations i. Discussion of DPL Naming Rights Policy ii. Discussion of DPL "Leaf on a Tree" Nomination Form iii. Discussion of DPL "Leaf on a Tree" Design Mr. Simon reviewed the committee concerns discussed, completed, and still outstanding. He then invited the Board to review and edit the rough drafts of a list of qualities, the nomination form, and the Naming Rights Policy, looking for board member reactions and guidance. He discussed the 'Leaf on a Tree' memorial and the price quotes obtained from two vendors. Mr. Abosch said that the protection of the Library's reputation and interests should be addressed. Mr. Handler said that he would not mind corporate money and questioned how 'corporate' would be defined. Mr. Goldberg said that the committee was not comfortable with confusing public and private space. Mr. Simon stated the objective of the Library's naming rights process is for 'honoring'. Mr. Handler suggested that naming could be restricted to those who function within the Library's area. Mr. Abosch questioned whether this aspect needs to be considered, given the small likelihood of a corporate naming opportunity. Also discussed were the wording on the Leaf nomination form, the colors used to differentiate the types of contributions, and possibly using a different recognition process, such as naming bricks instead of leaves, for financial contributions. b. Annual Review of Patron Previously Banned for Behavior Issues - ACTION ITEM Mr. Goldberg stated that the names of patrons discussed should be stricken from the packet and minutes because no decision has been made. Mr. Simon reviewed the past incidents for a specific patron. He shared his concerns, noting that there has been no communication from the patron. Mr. Goldberg asked to confirm that the patron had been informed that he needs to provide his interest in returning to the Library in writing. Mr. Simon said that a letter was mailed to the last known address and Ms. Falasz-Peterson confirmed that the instructions were clear about the written response needed. Mr. Goldberg suggested that the same letter be sent with the ban continued for an additional year. Mr. Abosch noted that the prior year decision was made with the recommendation of a law enforcement officer. Mr. Goldberg said that a banned person should take some responsibility by taking an affirmative step by contacting the Library and expressing an interest in returning. Mr. Abosch asked if the Board wants to establish a practice of continuing a ban if the person does not contact the Library; and this possibility was discussed. Mr. Goldberg asked how the Board could justify lifting the ban based on no new information and the serious nature of the behavior. MOTION: Mr. Goldberg made a motion to continue the ban for an additional year, seconded by Mr. Abosch. Vote: 6 yes - Ken Abosch, Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, and Ron Simon. The motion was approved. 9. NEW BUSINESS a. Review of Weapons Policy - ACTION ITEM Mr. Handler asked to clarify the reference to the statute and noted that the name should be "720 ILCS". Mr. Goldberg said that the statute is referenced for the definition of 'weapon'. There was a question about whether a posting was needed at the driveway and parking lot and the Director was asked to follow­ up. Page 3 of 4 �Deerfield Public Library Board of Trustees Regular Meeting Minutes August 19, 2015 10. EXECUTIVE SESSION No executive session held. 11. Topics for Discussion for Future Meetings Mr. Simon asked Board members to consider 2016 budgeting issues, such as how much should be budgeted for 'warming-up' the facility. Mr. Handler suggested that the addition of passport processing could be added as a revenue-generating activity, noting that the service is not available at the Township on the weekend. Mr. Simon said that changes of services like this should be included in the strategic planning process. Ms. Reich asked if the Board and Friends will work together on how to approach corporations for contributions or whether the Friends group should go forward on its own. Mr. Goldberg suggested that a joint meeting with the Friends should be held to make sure actions are coordinated. Mr. Abosch noted that the Board had reviewed materials and come to some decisions about a year ago. Mr. Simon said he would like to have that information shared with all new Board members. Mr. Abosch raised the issue of the open house to announce the arrival of Ms. Falasz-Peterson as the new Library Director. She said that September 12th has been chosen as the date. Mr. Simon said he would ask the Library's Outreach Coordinator, Ms. Judy Hoffman, to review the plan with him. Ms. Reuther left the meeting at 8:58. 12. ADJOURNMENT At 9:00 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 4 of 4 � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Deerfield Public Library Board of Trustees Meetings Subject The topic of the resource Public Library Governance Description An account of the resource This collection consists of meeting minutes created around or after meetings of the Deerfield Public Library Board of Trustees as well as supporting materials such as village ordinances, salary scales and land agreements. Creator An entity primarily responsible for making the resource Deerfield Public Library Board of Trustees Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 1966-2013 Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002 Coverage The spatial or temporal topic of the resource, the spatial applicability of the resource, or the jurisdiction under which the resource is relevant Board meeting minutes from the Deerfield Public Library Board of Directors are held on the Deerfield Public Library Website until they are five years old, and are then moved to this collection. Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Board Meeting Minutes -- August 19, 2015 Creator An entity primarily responsible for making the resource Abosch, Kenan Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 08/19/2015 Contributor An entity responsible for making contributions to the resource Simon, Ronald Schriftman, Seth Goldberg, Michael Handler, Howard Reuther, Jean Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.795 Deerfield Illinois Deerfield Public Library Deerfield Public Library Board of Trustees Howard Handler Jean Reuther Kenan Abosch Michael K. Goldberg Ronald Simon Seth Schriftman https://archives.deerfieldlibrary.org/files/original/b111796e2e52a30ba834262f6af100ea.pdf b1420e6828f53b7a510a366af0299037 PDF Text Text t Deerfield Public Library Board of Trustees 920 Waukegan Road, Deerfield, IL 60015 Finance Committee Meeting Agenda 6:30 p.m., August 26, 2015 1. ROLL CALL AND CALL TO ORDER 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE 3. DISCUSSION OF FY16 DRAFT BUDGET 4. ADJOURNMENT Upcoming Board meetings: REGULAR: September 16, October 21, November 18. 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 FINANCE COMMITTEE MEETING Minutes Wednesday, August 26, 2015 l. ROLL CALL AND CALL TO ORDER The meeting was called to order at 6:30 p.m. in the Deerfield Library Board Room, 920 Waukegan Road, Deerfield, IL 60015. Present Board members: Seth Schriftman - Finance Committee Chair, Ken Abosch - Finance Committee member, and Howard Handler as an observer. Staff: Amy Falasz-Peterson 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE No requests to address the Board. 3. OLD BUSINESS None 4. NEW BUSINESS a) Discuss 2016 draft budget Seth Schriftman and Amy Falasz-Peterson walked the Committee through the first draft of the 2016 budget. The Committee reviewed each line of the budget and had the chance to ask questions, ask for additional research or clarification, and to make suggestions on changes. After completing the review of the budget the Committee identified the following sequence of activities to complete the budgeting process: • First reading of the 2016 budget will take place at the September Board meeting • Finance Committee will review feedback from the Board meeting in October prior to the October Board meeting and be prepared to recommend the budget to the Board • Second reading of the 2016 budget will occur at the October Board meeting • The budget hearing for the Village will take place in November. 5. EXECUTIVE SESSION No executive session was held. 6. ADJOURNMENT At 7:42 p.m., there being no further business Seth Schriftman made a motion to adjourn, seconded by Ken Abosch. Ken Abosch, Secretary Minutes approved by the Board on__Q_ <?//6/xo/S' Page 1 of 1 � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Deerfield Public Library Board of Trustees Meetings Subject The topic of the resource Public Library Governance Description An account of the resource This collection consists of meeting minutes created around or after meetings of the Deerfield Public Library Board of Trustees as well as supporting materials such as village ordinances, salary scales and land agreements. Creator An entity primarily responsible for making the resource Deerfield Public Library Board of Trustees Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 1966-2013 Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002 Coverage The spatial or temporal topic of the resource, the spatial applicability of the resource, or the jurisdiction under which the resource is relevant Board meeting minutes from the Deerfield Public Library Board of Directors are held on the Deerfield Public Library Website until they are five years old, and are then moved to this collection. Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Finance Committee Meeting Minutes -- August 26, 2015 Creator An entity primarily responsible for making the resource Abosch, Kenan Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 08/26/2015 Contributor An entity responsible for making contributions to the resource Schriftman, Seth Handler, Howard Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.796 Deerfield Illinois Deerfield Public Library Deerfield Public Library Board of Trustees Howard Handler Kenan Abosch Seth Schriftman https://archives.deerfieldlibrary.org/files/original/c9c1b97794fbbceab71b3f237155b0ed.pdf f9716bc40a8f54cad4d97b3706b232e7 PDF Text Text Deerfield Public Library Board of Trustees WELCOME RECEPTION September 12, 2015 The Board of Trustees for the Deerfield Public Library will hold a Welcome Reception for the new Library Director, Ms. Amy Falasz-Peterson. All the public is invited, and there may be a quorum of the Board at the gathering. Location: Deerfield Public Library Lobby Time: 10:30 a.m. to Noon 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 847-9453311 to allow the Library to make reasonable accommodations. � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Deerfield Public Library Board of Trustees Meetings Subject The topic of the resource Public Library Governance Description An account of the resource This collection consists of meeting minutes created around or after meetings of the Deerfield Public Library Board of Trustees as well as supporting materials such as village ordinances, salary scales and land agreements. Creator An entity primarily responsible for making the resource Deerfield Public Library Board of Trustees Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 1966-2013 Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002 Coverage The spatial or temporal topic of the resource, the spatial applicability of the resource, or the jurisdiction under which the resource is relevant Board meeting minutes from the Deerfield Public Library Board of Directors are held on the Deerfield Public Library Website until they are five years old, and are then moved to this collection. Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Welcome Reception -- September 12, 2015 Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 09/12/2015 Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0007.797 Deerfield Illinois Deerfield Public Library Deerfield Public Library Board of Trustees https://archives.deerfieldlibrary.org/files/original/d2b897178ac9f85be9ada00ca2ff7304.pdf 4478783f6e7fccd76bcab8cf121ea752 PDF Text Text Deerfield Public Library Board of Trustees 920 Waukegan Road, Deerfield, IL 60015 Regular Meeting Agenda 7 p.m., September 16, 2015 1. ROLL CALL AND CALL TO ORDER 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE 3. CONSENT AGENDA a. Minutes: Regular Meeting August 19, 2015, August 26, 2015 Finance Committee b. Financials: Balance sheet, Revenues and Expenses, Variance Report, Investments Report c. Review of Weapons Policy 4. TREASURER REPORT a. List of checks and payments for approval b. Proposed Budget 2016, and 2015 Levy Request 5. FRIENDS LIAISON REPORT 6. VILLAGE LIAISON REPORT 7. LIBRARY DIRECTOR REPORT a. Highlights from Director's written report 8. OLD BUSINESS 9. NEW BUSINESS a. Temporary Liquor License for DBR Chamber Event-ACTION ITEM b. 2016 Calendars of Board Meetings and Library Closures - ACTION ITEM c. Strategic Planning Information 10. 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. 11. Topics for Discussion for Future Meetings 12. ADJOURNMENT Upcoming Board meetings: REGULAR: October 21, November 18, December 16. 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 ^Qto 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 September 16, 2015 1. ROLL CALL AND CALL TO ORDER The meeting was called to order at 7:00 p.m. in the Library Boardroom, 920 Waukegan Road, Deerfield, IL. Present Board members: Ron Simon - President, Seth Schriftman-Treasurer, Howard Handler, and Maureen Wener Absent: Ken Abosch - Secretary, Michael Goldberg, and Jean Reuther Also present was Village Liaison Bill Seiden, and Ms. Joann Carbine from the Friends of Deerfield Public Library Staff: Library Director Amy Falasz-Peterson, and Business Manager Trisha Steele 2. 3. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE No request to address the Board. CONSENT AGENDA The following items were included on the consent agenda: a. Minutes: Regular Meeting August 19, 2015, August 26, 2015 Finance Committee b. Financials: Balance sheet, Revenues and Expenses, Variance Report, Investments Report c. Review of Weapons Policy MOTION: Mr. Seth Schriftman made a motion to approve the consent agenda, seconded by Mr. Howard Handler Vote: 3 yes -Howard Handler, Seth Schriftman, Ron Simon, and The motion was approved. Abstain - Maureen Wener. 4. TREASURER REPORT a. List of checks and payments for approval Mr. Schriftman presented the outstanding list of checks to be approved for payment, which included 52.14 Petty cash check 493 210.81 Electronic payments from the E-Pay Illinois Funds account 134,576.79 General Fund checks 9118 through 9186, and an ACH transaction Sl34.839.74 The total amount presented for approval was MOTION: Mr. Schriftman made a motion to approve the list of checks and payments, seconded by Ms. Wener Vote: 4 yes -Howard Handler, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. b. Proposed Budget 2016, and 2015 Levy Request Mr. Schriftman reviewed the Finance Committee's discussion and timeline, noting that a final draft will be approved at the October meeting. Ms. Falasz-Peterson discussed the budget details, the projected expenditures at yearend, and fund balances. Ms. Steele explained the method used to derive the estimates. Mr. Schriftman pointed out that the budget has funding for the memorials display, developing a media lab, and warming-up the Library, which can be addressed at the strategic planning session. Ms. Wener expressed a concern about the budget for "warming-up" the new Library. Mr. Simon noted that an interior decorator had been authorized, but that it was tabled to allow the new director to have full input. He stated that the budget needs to provide funding to address this major concern raised by the public. Ms. Wener said she could accept a planned budget for 'warming up' as long as the Board can approve a vision, or project proposals, before large amounts of money is spent. The media lab and other capital outlay were discussed. Mr. Simon said that he likes the idea of a Maker Space and wants to make sure adequate funding would be available in 2016, should the Board decide to provide one. Page 1 of 4 �Deerfield Public Library Board of Trustees Regular Meeting Minutes September 16, 2015 _______ Ms. Wener asked where the July 4th Parade community promotions are budgeted and Ms. Steele said that the Outreach budget is used for that purpose. Ms. Wener suggested that the budget include an amount for T-shirts for all who participate in the parade so that those representing the Library look like a cohesive group. Mr. Handler asked about the purpose of the Reserve Fund. Mr. Simon explained that it is used to address major building improvements and is also set aside so the Library can provide service even if a catastrophic event occurred. Mr. Handler noted that there is $2.5 million in the Reserve Fund and over $2 million in the General Fund. He said he would prefer to have the minimum amount possible in the General Fund needed to maintain the Library and suggested that the General Fund balance could be used to cover 2016 operational expenditures. Ms. Falasz-Peterson reviewed her budget development process, included the review of prior year budgets and notes. She pointed out that the draft is consistent with prior year practices while establishing the funding to build on the ideas discussed in her interview and upcoming strategic planning possibilities. She outlined the core purpose of a library and how that purpose relates to both materials and staffing needs. Mr. Schriftman said that he is comfortable with a 4.9% tax increase and noted that the Board has not yet provided a Strategic Plan which could be used to provide details in the budget. Mr. Simon stated that the budget provides an even-keel approach and that he is also comfortable with the increase. He said that the Board has put a lot of thought into the Library's development and asked if staff could provide a history of rate increases over several years. Mr. Simon stated that the Finance Committee will meet again to review all suggestions. Mr. Schriftman reminded the board members that a final budget will be approved in October and all concerns should be brought to the next Finance Committee meeting. Ms. Falasz-Peterson said that all members would be notified of the date of the Finance Committee meeting. Staffing costs were discussed. Mr. Simon explained that staffing costs were reduced during the 2012 Library Improvement Project by not replacing separating staff and reducing corresponding services. Mr. Handler questioned the increase for a detail item, Software and Licenses. He suggested that the Library might have over-budgeted where current year allocations are not used, such as in Automation and Professional Development. Mr. Simon said that during the interview process, one of the priorities that the Board outlined was Professional Development and the objective of keeping staff and cross-training. Projects were put on hold when the prior director announced her retirement so the new director could have full input. An appropriate fund balance was discussed. Staff was asked to provide additional information about the General Fund for the Finance Committee discussion, including an updated forecast of fund balance, and the amount needed to fund operations from December to June. 5. FRIENDS LIAISON REPORT Ms. Joann Carbine provided an update regarding the activities of the Friends of Deerfield Public Library, including the Whole Foods fund raiser that earned $2,700, and the $500 earned through the Farmer's Market book sale. She announced that another book sale would be held next Saturday, and the Friend's Board meeting will be on September 30th at the Library. 6. VILLAGE LIAISON REPORT Mr. Bill Seiden provided an update of recent Village Board decisions. Page 2 of 4 �Deerfield Public Library Board of Trustees Regular Meeting Minutes September 16, 2015 _______ 7. LIBRARY DIRECTOR REPORT a. Highlights from Director's written report The Library Director, Ms. Amy Falasz-Peterson, announced that the Library received a Yelp approval sticker, a social review system; and, the Deerfield Library Arts Commission Open House will be tomorrow evening in the Library. She discussed the adjustments needed at the next Farmer's Market due to staff unavailability, and those that planned to attend agreed. She reviewed changes to the Health Insurance Program, and described the Library's social media roundup. 8. OLD BUSINESS Mr. Simon pointed out that historical materials pertaining to memorials and fund raising were provided in the packet. Ms. Wener asked if staff could see what other Libraries do with the memorial funding received, and how they budget for it. 9. NEW BUSINESS a. Temporary Liquor License for DBR Chamber Event Ms. Falasz-Peterson reviewed the upcoming Chamber of Commerce event that will include about seventyfive attendees. She explained that a liquor license will be needed to host the event. MOTION: Ms. Wener made a motion to approve the acquisition of a liquor license, seconded by Mr. Schriftman. Vote: 4 yes-Howard Handler, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. b. 2016 Calendars of Board Meetings and Library Closures Mr. Handler suggested that the Library close at 4:00 on the days preceding certain holidays, including New Year's Day and Thanksgiving. Members also discussed closing at 3:00 on the prior day. Mr. Simon said that the Board can approve giving the Director the flexibility and authorization to make the final decision. Other holidays were discussed. Ms. Falasz-Peterson said she will find out what holidays other libraries are observing for next year. MOTION: Ms. Wener made a motion to approve the list of closures for 2016, with authorization for the Director to close as early as 3:00 on the day before holidays. Mr. Schriftman provided a second. All agreed and the motion was passed. MOTION: Mr. Simon made a motion to approve the list of 2016 Board meetings as presented, and Mr. Schriftman seconded. All agreed and the motion was passed. c. Strategic Planning Information Mr. Simon discussed the RFP draft. Ms. Falasz-Peterson said that a formal action item will be presented to the Board at the October meeting, and board input on the draft was requested. Polling was suggested as a method to garner community input. Mr. Simon reviewed the random phone interview process that was successful in getting input from nonusers in the last community survey. It was estimated that the last community survey was done in 2004 or 2005. Mr. Handler suggested that an enticement, such as a gift card, might encourage nonusers to participate in a focus group. Wording was discussed. Mr. Simon asked Ms. Falasz-Peterson to see if she could find information from the last strategic planning process, including what professional was used. Mr. Simon said department report formats may be revised. Sunday hours and premium pay, and transparency were suggested as issues to address during strategic planning. Mr. Simon said circulation Page 3 of 4 �Deerfield Public Library Board of Trustees Regular Meeting Minutes September 16, 2015 modifications, such as how long a movie can be checked out, could be brought to the Board's attention without first having to go to Policy Committee. 10. EXECUTIVE SESSION No executive session held. 11. Topics for Discussion for Future Meetings Mr. Simon asked if there were topics suggestions for future meetings. Mr. Handler suggested that the Policy Committee address the Library's leafletting policy because it may be unconstitutional to not allow any leafletting on Library property. Mr. Simon recalled that the issue was vetted thoroughly at a previous meeting, but he did not recall the details of the legal advice. He said that the Policy Committee will need to set its policy reviewing priorities. Ms. Falasz-Peterson said that revisions to the contract with LIMRiCC would be brought to the October meeting. 12. ADJOURNMENT At 8:58 p.m., there being no further business, Mr. Schriftman made a motion to adjourn, seconded by Ms. Wener. The motion was approved and the meeting was adjourned. Ken Abosch, Secretary Minutes approved by the Board on / 0/2. y/ Page 4 of 4 �Deerfield Public Library Board of Trustees FRIENDS OF DEERFIELD PUBLIC LIBRARY BOARD MEETING September 30, 2015 7 p.m. The Friends of the Deerfield Public Library will hold its board meeting on September 30, 2015 and there may be a quorum of the Library Board attending the Friends' meeting. Location: Deerfield Public Library Board Room Time: 7 p.m. 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 847-9453311 to allow the Library to make reasonable accommodations. � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Deerfield Public Library Board of Trustees Meetings Subject The topic of the resource Public Library Governance Description An account of the resource This collection consists of meeting minutes created around or after meetings of the Deerfield Public Library Board of Trustees as well as supporting materials such as village ordinances, salary scales and land agreements. Creator An entity primarily responsible for making the resource Deerfield Public Library Board of Trustees Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 1966-2013 Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002 Coverage The spatial or temporal topic of the resource, the spatial applicability of the resource, or the jurisdiction under which the resource is relevant Board meeting minutes from the Deerfield Public Library Board of Directors are held on the Deerfield Public Library Website until they are five years old, and are then moved to this collection. Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Board Meeting Minutes -- September 16, 2015 Creator An entity primarily responsible for making the resource Abosch, Kenan Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 09/16/2015 Contributor An entity responsible for making contributions to the resource Simon, Ronald Schriftman, Seth Handler, Howard Wener, Maureen Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.798 Deerfield Illinois Deerfield Public Library Deerfield Public Library Board of Trustees Howard Handler Maureen Wener Ronald Simon Seth Schriftman https://archives.deerfieldlibrary.org/files/original/5b9ebc32ebc3d0c1cd31a97f1d436594.pdf 6183d5f99deae7b2094994d0ef5a22cf PDF Text Text Deerfield Public Library Board of Trustees 920 Waukegan Road, Deerfield, IL 60015 Memorials Committee Meeting Agenda 7 p.m., October 1, 2015 1. ROLL CALL AND CALL TO ORDER 2. CONTINUED DISCUSSION REGARDING HONORING PAST & FUTURE SIGNIFICANT CONTRIBUTORS TO THE LIBRARY 3. ADJOURNMENT 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 MEMORIALS COMMITTEE Minutes October 1, 2015 1. ROLL CALL AND CALL TO ORDER The meeting was called to order at 7:00 p.m., in the Board Room, 920 Waukegan Road, Deerfield, IL. Present Board committee members: Ron Simon - President and Committee Chair, Michael Goldberg, and Maureen Wener Absent: none Staff: Library Director Amy Falasz-Peterson 2. 3. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE No request to address the Board. 4. OLD BUSINESS a. Discussion of ways to honor present and future contributors to the Library The Committee discussed the "Naming Rights" policy draft. The Committee felt it was important to have something in place even though the board is not actively seeking donations of this type. Mr. Goldberg will work on language to update the "Naming Rights" Policy and will share that with the Committee. The discussion moved to the "Leaf on a Tree" concept. The Committee felt that this would be the perfect way of honoring exceptional service to the Deerfield Public Library. The Committee decided to remove the fundraising piece all together from the Nomination Form. Upon discussion, the Committee felt that there probably needs to be a joint conversation with the Friends of the Deerfield Public Library regarding fundraising. The Committee would like to allocate this task to the Finance Committee to examine in the future. The Committee discussed using the name "The Giving Tree" to name the "Leaf on a Tree" idea. There will be a plaque next to it explaining what it is and who it honors. The Committee decided that twice a year they will meet to examine the nominees and present a recommendation to the entire board. 5. NEW BUSINESS 6. EXECUTIVE SESSION None. 7. ADJOURNMENT At 8:00 p.m., there being no further business, Mr. Simon adjourned the meeting. Ken Abosch, Secretary Minutes accepted by the Board on / O /i/ho/si Page 1 of 1 � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Deerfield Public Library Board of Trustees Meetings Subject The topic of the resource Public Library Governance Description An account of the resource This collection consists of meeting minutes created around or after meetings of the Deerfield Public Library Board of Trustees as well as supporting materials such as village ordinances, salary scales and land agreements. Creator An entity primarily responsible for making the resource Deerfield Public Library Board of Trustees Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 1966-2013 Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002 Coverage The spatial or temporal topic of the resource, the spatial applicability of the resource, or the jurisdiction under which the resource is relevant Board meeting minutes from the Deerfield Public Library Board of Directors are held on the Deerfield Public Library Website until they are five years old, and are then moved to this collection. Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Memorials Committee Meeting Minutes -- October 1, 2015 Creator An entity primarily responsible for making the resource Abosch, Kenan Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 10/01/2015 Contributor An entity responsible for making contributions to the resource Simon, Ronald Goldberg, Michael Wener, Maureen Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.799 Deerfield Illinois Deerfield Public Library Deerfield Public Library Board of Trustees Maureen Wener Michael K. Goldberg Ronald Simon https://archives.deerfieldlibrary.org/files/original/60802855ac0fb8f7986478097a950c3d.pdf 474d5d7a84a86c5521dfe3e727bc8136 PDF Text Text Deerfield Public Library Board of Trustees 920 Waukegan Road, Deerfield, IL 60015 Finance Committee Meeting Agenda 6:30 p.m., October 7, 2015 1. ROLL CALL AND CALL TO ORDER 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE 3. OLD BUSINESS A. Discussion of FY 2016 Budget Draft and 2015 Levy Request 4. NEW BUSINESS A. Discussion of current year budget adjustments 5. ADJOURNMENT Upcoming Board meetings: REGULAR: October 21, November 18, December 16. 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. s:\admin docs\board meeting preparalions_2015\brdngenda 2015 10-07 finance committee.docx �Deerfield Public Library Board of Trustees Finance Committee Meeting Minutes October 7, 2015 1. ROLL CALL AND CALL TO ORDER The meeting was called to order at 6:30 p.m., in the Library Boardroom, 920 Waukegan Road, Deerfield, IL. Present Committee members: Seth Schriftman-Treasurer and Committee Chair, Ron Simon-Board President Absent Committee member: Ken Abosch Staff: Library Director Amy Falasz-Peterson, and Business Manager Trisha Steele 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE No request to address the Board. 3. OLD BUSINESS A. Discussion of FY 2016 Budget Draft and Levy Request Mr. Seth Schriftman led the discussion which included the quality and quantity of library materials, additional costs and building efficiencies for the new facility, the potential for a Maker Space, other Automation new projects, strategic planning, the memorials tree, and 'warming-up' possibilities. Mr. Simon questioned whether the proposed 3% increase in wages is realistic considering the Library's potential strategic needs. It was determined that some Capital Outlay could be postponed, and that about $10,000 in funding should be shifted to the budget for personnel. It was agreed that staff development is a high priority in the 2016 budget. The proposed reduction in revenues was discussed, including property taxes and the elimination of the Per Capita Grant. The committee discussed the likelihood of receiving the State's Per Capita Grant whether the Library should plan on receiving it in 2016. An application will be submitted. The revised levy request was discussed and it was determined to be appropriate. Ms. Amy Falasz-Peterson introduced the reports used for the levy request. She explained that the allocation of costs in the Working Budget, an in-house management tool, is slightly different than the official budget format that is delivered to the Village, presented to the public, and used for the levy request. Ms. Trisha Steele reviewed the budget format differences, which include breaking out commodity-type expenses from contractual expenses in Automation and Facilities, and budgeting according to GAAP. The Library uses funds internally to better manage resources, but is presented as a single fund. Fund balance projections were discussed. Ms. Steele introduced a new projection worksheet that can assist in tracking the sufficiency of reserves in the General Fund. She noted that the Library's General Fund reserves will be very low in June 2016. She pointed out that should property taxes not be received as anticipated in June, the Library will have funding for about two months of operations. The General Fund may also need resources to loan money for the debt service payments due at the beginning of June. The Reserve Fund balance was also discussed. It was noted that the public meetings will be held at the Village Hall: the Budget Public Hearing on November 2nd and the Tax Levy Hearing on November 16th. Mr. Schriftman proposed that the Proposed 2016 Budget and 2015 Levy, as amended, be presented to the Board for adoption. Mr. Simon agreed. Page 1 of 2 �Deerfield Public Library Board of Trustees Finance Committee Meeting Minutes October 7, 2015 4. NEW BUSINESS A. Discussion of current year budget adjustments Ms. Steele reviewed the process for reallocating budgeted costs at year end. Potential adjustments were discussed and Ms. Steele said that they would be brought to the Board probably in December. Mr. Simon noted that small adjustments, fewer than 1%, were a sign of very successful budgeting and management. Mr. Simon noted that the Memorials Committee will be asking that the Finance Committee address how to handle "medium" donors -smaller than those eligible for room naming and larger than the donations handled by the Friends group; for example, a bequest. 5. ADJOURNMENT At 7:38, there being no further business, Mr. Schriftman made a motion to adjourn, seconded by Mr. Simon. The motion was approved and the meeting was adjourned. Ken Abosch, Secretary Minutes accepted by the Board on /o/xz/xoi^ Page 2 of 2 � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Deerfield Public Library Board of Trustees Meetings Subject The topic of the resource Public Library Governance Description An account of the resource This collection consists of meeting minutes created around or after meetings of the Deerfield Public Library Board of Trustees as well as supporting materials such as village ordinances, salary scales and land agreements. Creator An entity primarily responsible for making the resource Deerfield Public Library Board of Trustees Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 1966-2013 Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002 Coverage The spatial or temporal topic of the resource, the spatial applicability of the resource, or the jurisdiction under which the resource is relevant Board meeting minutes from the Deerfield Public Library Board of Directors are held on the Deerfield Public Library Website until they are five years old, and are then moved to this collection. Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Finance Committee Meeting Minutes -- October 7, 2015 Creator An entity primarily responsible for making the resource Abosch, Kenan Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 10/07/2015 Contributor An entity responsible for making contributions to the resource Schriftman, Seth Simon, Ronald Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.800 Deerfield Illinois Deerfield Public Library Deerfield Public Library Board of Trustees Ronald Simon Seth Schriftman https://archives.deerfieldlibrary.org/files/original/e7bcca676e8771d20f68f93e313bb52c.pdf d13e3a31c04078e4cf8fc20e5e27b46f PDF Text Text Deerfield Public Library Board of Trustees 920 Waukegan Road, Deerfield, IL 60015 Regular Meeting Agenda 7 p.m., October 21, 2015 1. ROLL CALL AND CALL TO ORDER 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE 3. CONSENT AGENDA a. Minutes: Regular Meeting September 16, 2015, October 1, 2015 Memorials Committee, October 7, 2015 Finance Committee b. Financials: Balance sheet, Revenues and Expenses, Variance Report, Investments Report, and Quarterly Investments Report c. Strategic Planning RFP 4. TREASURER REPORT a. List of checks and payments for approval b. 2016 Budget and December 2015 Levy - ACTION ITEM 5. FRIENDS LIAISON REPORT 6. VILLAGE LIAISON REPORT 7. LIBRARY DIRECTOR REPORT a. Highlights from Director's written report 8. OLD BUSINESS a. Report from Memorials Committee 9. NEW BUSINESS a. LIMRiCC Agreement, & Resolution Providing for the Execution of an Intergovernmental Agreement with the Library Insurance Management and Risk Control Combination ("LIMRiCC")-ACTION ITEM b. Holiday Party Plans Update 10. EXECUTIVE SESSION 5 ILCS 120/2 c (1): Employment, appointment or dismissal of an employee. 11. Director Goals-ACTION ITEM 12. ADJOURNMENT Upcoming Board meetings: REGULAR: November 18, December 16. 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 October 21, 2015 1. ROLL CALL AND CALL TO ORDER The meeting was called to order at 7:00 p.m., in the Library Boardroom, 920 Waukegan Road, Deerfield, IL. Present Board members: Ron Simon - President, Seth Schriftman-Treasurer, Michael Goldberg, Howard Handler, Jean Reuther, and Maureen Wener Absent: Ken Abosch - Secretary Also present was Village Liaison Mr. Bill Seiden and Ms. Judy Geuder from the Friends of the Deerfield Library Staff: Library Director Amy Falasz-Peterson, and Business Manager Trisha Steele 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE No request to address the Board. 3. CONSENT AGENDA Mr. Howard Handler asked to remove the committee minutes from the consent agenda because he had not attended those meetings and could not approve them. The following items were included on the consent agenda. a. Minutes: Regular Meeting September 16, 2015 b. Financials: Balance sheet, Revenues and Expenses, Variance Report, Investments Report, and Quarterly Investments Report c. Strategic Planning RFP MOTION: Mr. Seth Schriftman made a motion to approve the consent agenda, seconded by Ms. Jean Reuther. Vote: 5 yes -Michael Goldberg, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. 1 abstain - Mr. Howard Handler. The motion was approved. MOTION: Mr. Schriftman made a motion to accept the October 1 Memorial Committee Minutes and the October 7 Finance Committee minutes, seconded by Ms. Maureen Wener. Vote: 5 yes -Michael Goldberg, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. 1 abstain - Mr. Howard Handler. The motion was approved. 4. TREASURER REPORT a. List of checks and payments for approval Mr. Schriftman presented the outstanding list of checks to be approved for payment, which included 221.48 Electronic payments from the E-Pay Illinois Funds account 153.71 Petty cash checks 494 through 502 General Fund checks 9187 through 9257, and one ACH transaction 92.299.95 S92.675.14 The total amount presented for approval was Mr. Handler noted that holiday or staff appreciation is fine, but spending money on a baby shower is a questionable use of tax dollars. Ms. Falasz-Peterson said she noted that the Deerfield Library has traditionally used special life-events to honor staff. Mr. Ron Simon said that the purpose of approving the check list is to understand what expenditures are for, who is being paid, and to confirm that the expenditures follow the budgeted plan provided by the Board. He said that there is a small budgetary line item for staff appreciation, and that the Board's function is to focus on big-picture items and to hire a Director. Page 1 of 4 �Deerfield Public Library Board of Trustees Regular Meeting Minutes October 21, 2015 MOTION: Mr. Schriftman made a motion to approve the list of checks and payments, seconded by Ms. Reuther Vote: 6 yes-Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. Mr. Simon said that issues for Board agendas should be sent to him and the Director, who will then determine the correct avenue for addressing the concerns. Mr. Schriftman reviewed an adjustment to the Reserve Fund investment ladder, provided an update on the financial software upgrade which will cost about $2,500, and announced that Illinois Fund banking services will change at the beginning of 2016. He said that staff is working with the Village to find new check-writing services and that 'positive pay' will be investigated for better internal controls. b. 2016 Budget and December 2015 Levy Mr. Schriftman reviewed the provided budget and levy documents, the discussion points from two Finance Committee meetings, and asked for questions or comments. There were none. MOTION: Mr. Schriftman made a motion to approve the 2016 budget and December 2015 levy, seconded by Ms. Wener. Vote: 5 yes -Michael Goldberg, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. 1 no - Howard Handler. The motion was approved. 5. FRIENDS LIAISON REPORT Ms. Judy Geuder provided an update regarding the activities of the Friends of the Deerfield Public Library, including the decision to provide $11,000 for youth display tables. She announced that the group will change their Board meetings to Monday evenings. 6. VILLAGE LIAISON REPORT Mr. Bill Seiden provided an update of Village Board activities 7. LIBRARY DIRECTOR REPORT a. Highlights from Director's written report The Library Director, Ms. Amy Falasz-Peterson, provided information regarding the recent half-day staff training session which focused on safety issues, the Deerfield Fine Arts Commission and the artwork recently provided, the ILA Conference, additional materials posted on-line, and the November 18 Chamber event that will be held at the Library between 5 p.m. and 7 p.m. 8. OLD BUSINESS a. Report from Memorials Committee Mr. Simon reviewed the proposed Naming Rights Policy, including language changes. Elements of the proposed policy were discussed, including the purposes of the different ways to honor those who serve and those who provide funding. Mr. Michael Goldberg clarified that while a company's or corporation's name would not be eligible for a room name, the Board could consider honoring an individual even if a corporation might provide the funding. Mr. Simon said that the Giving Tree would be used to honor those who serve, while naming rights would address those who provide large sums of money to the Library. He said that the committee would like to send the medium funding issue to the Finance Committee. Mr. Goldberg added that the committee wanted the Library to collaborate with the Friends when considering financial donations and how to recognize them. Page 2 of 4 �Deerfield Public Library Board of Trustees Regular Meeting Minutes October 21, 2015 MOTION: Mr. Goldberg made a motion to approve the Naming Right Policy, seconded by Ms. Wener. Vote: All ayes. The motion was approved. Mr. Simon reviewed the committee's recommendations for the Giving Tree: the nominations form and process, the criteria, the features and planned placement for the Giving Tree, and the quotes obtained. MOTION: Mr. Goldberg made a motion to approve the committee's recommendations regarding the Giving Tree, seconded by Mr. Schriftman. Vote: All ayes. The motion was approved. 9. NEW BUSINESS a. LIMRiCC Agreement, and Resolution Providing for the Execution of an Intergovernmental Agreement with the Library Insurance Management and Risk Control Combination ("LIMRiCC") Ms. Falasz-Peterson reviewed the LIMRiCC agreement, stating that LIMRiCC is used by the Library only for unemployment processes. Ms. Steele confirmed that the revisions made to the contract do not affect the Library because they only pertain to changes made for health insurance coverage, which the Library does not obtain through LIMRiCC. She explained that the changes are needed due to requirements of the Affordable Care Act, and the intergovernmental contracts need to be consistent among the consortium members. MOTION: Mr. Handler made a motion to approve the LIMRiCC Agreement and Resolution Providing for the Execution of an Intergovernmental Agreement with the Library Insurance Management and Risk Control Combination (LIMRiCC), seconded by Mr. Goldberg. Vote: 6 yes - Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. b. Holiday Party Plans Update Ms. Steele reviewed the tentative plans. Ms. Reuther suggested that small gifts for each individual would be a nice touch, whereas the door prizes are only for a few participants. Mr. Handler suggested that non-monetary items, such as a half-day off, might be offered. Mr. Simon asked staff to look into economical ways that more party participants might enjoy tokens of appreciation, rather than just a few door prizes. Mr. Simon explained that the holiday party is the main way that the Board demonstrates appreciation for the staff on a personal level. He noted that people reaching a fifth year anniversary are also specifically honored and given a small check. The Friday dates in January were discussed and Board members were asked to contact Ms. Steele with any date conflicts. Page 3 of 4 �Deerfield Public Library Board of Trustees Regular Meeting Minutes October 21, 2015 10. EXECUTIVE SESSION 5 ILCS 120/2 c (1): Employment, appointment or dismissal of an employee. MOTION: Mr. Schriftman made a motion to move to closed session for the purpose of discussing personnel employment issues, seconded by Ms. Reuther Vote: 6 yes-Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. At 8:45 p.m. the Board returned to open session. 11. Director Goals MOTION: Mr. Simon made a motion to accept the Director Goals with the modifications discussed, seconded by Mr. Goldberg. Vote: 6 ayes -Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. 12. ADJOURNMENT At 8:46, 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. Ken7\bosch, Secretary Minutes approved by the Board on J/' / 8 ~ ^ 0/5 Page 4 of 4 �DEERFIELD PUBLIC LIBRARY 2015 Levy and 2016 Budget Fiscal Year 2016 PROPOSED 2015-LEVY & 2016 BUDGET GENERAL OPERATIONS OPERATING REVENUES Taxes Property Tax Replacement Tax Total Taxes 3,896,315 20,000 3,916,315 Charges for Services Intergovernmental Grants Contributions/Donations Investment Income Miscellaneous 70.000 10.000 11,500 5.000 1.000 TOTAL REVENUES 4,013,815 OPERATING EXPENDITURES Personnel Other Services Professional Development Contractual Services Library Facility Library Special Programs Automation Other Professional & Contractual Services T Contractual Services Commodities Library Materials Library - Minor Furnishings Supplies T Commodities TOTAL OPERATING EXPENDITURES Capital Outlay TOTAL OPERATING AND CAPITAL EXPENDITURES 2,681,040 47,500 107.000 44,000 310.000 141.000 602,000 551,000 11,275 40,000 602,275 3,932,815 81,000 4,013,815 Revenues Over/(Under) Expenditures (Continued) Page 1 of 2 J �1 DEERFIELD PUBLIC LIBRARY 2015 Levy and 2016 Budget (Continued) Fiscal Year 2016 PROPOSED 2015-LEVY & BUDGET NON OPERATING ACTIVITY Reserves Revenue Investment income Expenditures 4,280 Special Capital Project Revenue over/(Under) Expenditures 4,280 Debt Service 2011A Revenue Property Tax Expenditures Interest (May & November Payments) Principal Total Expenditures Revenue over/(Under) Expenditures 359,830 109,830 250,000 359,830 Debt Service 2013 Revenue Property Tax Expenditures Interest (May & November Payments) Principal Total Expenditures Revenue over/(Under) Expenditures 370,301 105,301 265,000 370,301 740,602 SUMMARY - ALL LIBRARY ACTIVITY 4,748,226 4,743,946 4,280 Total Revenues for All Activities Total Expenditures for All Activities Budgeted revenues over/(under) expenditures The 2016 Budget was approved by the Deerfield Public Library Board of Trustees on October 21, 2015 Ron Simon, President l Date Page 2 of 2 �Deerfield Public Library 920 Waukegan Road Deerfield, Illinois 60015 Phone 847.945.3311 Fax 847.945.3402 RESOLUTION PROVIDING FOR THE EXECUTION OF AN INTERGOVERNMENTAL AGREEMENT WITH THE LIBRARY INSURANCE MANAGEMENT AND RISK CONTROL COMBINATION (“LIMRICC”) BE IT RESOLVED by the Board of _ Deerfield Public Library (hereinafter referred to as the “Library”) as follows: I. AUTHORITY: This Resolution is adopted pursuant to the Intergovernmental Cooperation clause of the Constitution of the State of Illinois, the Intergovernmental Cooperation Act, the Library Systems Act, and the Illinois Public Library District Act (or the Illinois Local Library Act where applicable). 2. FINDINGS: A. The Library Insurance Management and Risk Control combination (LIMRiCC) has heretofore been established by Intergovernmental Agreement among existing public libraries and library systems to provide the following programs: 1. The unemployment compensation program; 2. The employee benefits insurance program; A copy of the Intergovernmental Agreement providing for these programs is attached hereto as Exhibit A. B. It is in the best interests of the Library to participate in such of the above programs as are indicated by a checkmark in the appropriate box. 3. AUTHORIZATION: That the President and Secretary of this Library are, therefore, authorized and directed to execute an Intergovernmental Agreement providing for risk management and authorizing Membership in LIMRiCC for the programs hereinabove indicated, the Intergovernmental Agreement to conform 36 �substantially to the Intergovernmental Agreement attached hereto as Exhibit A and effective on December 1, 2015. Adopted this day of 20 /J> . pursuant to a roll call vote as follows: > ScAt/fit/nan, /Zo/o/j&eirc?. T/s/Mt//'"'-; AYES: NAYS: ABSENT: o / ~ s cX Deerfield Public Library (Entep'Name of Libra Its President Attest: Its Secretary 37 � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Deerfield Public Library Board of Trustees Meetings Subject The topic of the resource Public Library Governance Description An account of the resource This collection consists of meeting minutes created around or after meetings of the Deerfield Public Library Board of Trustees as well as supporting materials such as village ordinances, salary scales and land agreements. Creator An entity primarily responsible for making the resource Deerfield Public Library Board of Trustees Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 1966-2013 Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002 Coverage The spatial or temporal topic of the resource, the spatial applicability of the resource, or the jurisdiction under which the resource is relevant Board meeting minutes from the Deerfield Public Library Board of Directors are held on the Deerfield Public Library Website until they are five years old, and are then moved to this collection. Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Board Meeting Minutes -- October 21, 2015 Creator An entity primarily responsible for making the resource Abosch, Kenan Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 10/21/2015 Contributor An entity responsible for making contributions to the resource Simon, Ronald Schriftman, Seth Goldberg, Michael Handler, Howard Reuther, Jean Wener, Maureen Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.801 Deerfield Illinois Deerfield Public Library Deerfield Public Library Board of Trustees Howard Handler Jean Reuther Maureen Wener Michael K. Goldberg Ronald Simon Seth Schriftman