7 10 3233 https://archives.deerfieldlibrary.org/files/original/075284b071dc50855b428f4a29b8e478.pdf a6a97c0cf06640af8dc8fb1216bb7dd3 PDF Text Text POLICY COMMITTEE Deerfield Public Library Board of Trustees 920 Waukegan Road, Deerfield, IL 60015 6 pm Thursday, February 19, 2015 Agenda 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 and recommendation to approve existing, revised Library operating and financial policies, i. Examples include but are not limited to: Circulation, Investments, Tutors, Code Adam, Unattended Children, Wireless Internet Agreement. 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 Mary Pergander at 847-945-3311 to allow the Library to make reasonable accommodations. �Deerfield Public Library Board of Trustees POLICY COMMITTEE Minutes February 19, 2015 1. ROLL CALL AND CALL TO ORDER The meeting was called to order at 6:00 p.m., at the Deerfield Public Library, 920 Waukegan Road, Deerfield, IL 60015. Present Committee members: Marla Bark Dembitz - Chairman, Ron Simon, Michael Goldberg Absent: none Staff: Library Director Mary Pergander 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 and recommendation to approve existing, revised Library operating and financial policies. i. Examples include but are not limited to: Circulation, Investments, Tutors, Code Adam, Unattended Children, Wireless Internet Agreement. The committee members reviewed the following policies previously reviewed and revised by managers, and had no further changes: Code Adam, Unattended Children, Tutor Policy, Wireless Internet Agreement, Laptop, Investment Policy wording options. For the Circulation Policy, members recommended that Standard Loans and Special Loans be better differentiated in the policy language. Ms. Pergander will have this change made. During the discussion of the laptop policy, committee members inquired about security measures but made no changes to the policy. MOTION: Michael Goldberg made a motion to recommend approval of these policies to the Board, seconded by Marla Bark Dembitz. The motion was approved. 5. EXECUTIVE SESSION No executive session held. 6. ADJOURNMENT Page 1 of 2 �Deerfield Public Library Board of Trustees POLICY COMMITTEE - Minutes February 19, 2015 ____________ At 6: 20 pm, there being no further business, Mr. Goldberg made a motion to adjourn, seconded by Ron Simon. The motion was approved and the meeting was adjourned at 6:20 pm. Ken Abosch, Secretary Minutes approved by the Board on 3//k/js 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 Policy Committee Meeting Minutes -- February 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 02/19/2015 Contributor An entity responsible for making contributions to the resource Dembitz, Marla Bark Simon, Ronald Goldberg, Michael K. Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.780 Deerfield Public Library Deerfield Public Library Board of Trustees Deerfield Public Library Board of Trustees Policy Committee Deerfield Public Library Circulation Policies Deerfield Public Library Code Adam Policy Deerfield Public Library Financial Policies Deerfield Public Library Investment Policy Deerfield Public Library Laptop Usage Policy Deerfield Public Library Operating Policies Deerfield Public Library Tutor Policy Deerfield Public Library Unattended Child Policy Deerfield Public Library Wireless Internet Agreement Marla Bark Dembitz Mary Pergander Michael K. Goldberg Ronald Simon https://archives.deerfieldlibrary.org/files/original/1ae6fefbd34f30e5ace8a340c5bc2e72.pdf d67aea5dbf02f74811f82295a508308a PDF Text Text Deerfield Public Library Deerfield Public Library Board of Trustees 920 Waukegan Road, Deerfield, IL 60015 BOARD RELATIONS and POLICY COMMITTEE AGENDA 6 pm February 24, 2015 1) ROLL CALL AND CALL TO ORDER 2) OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE 3) OLD BUSINESS A. Continuation of review of operating policies recommended for approval by staff 4) 5) NEW BUSINESS A. Review of Trustee orientation plan and materials, and recommendations for changes for the AprilMay 2015 training of new trustees. 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. 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 Mary Pergander at 847-945-3311 to allow the Library to make reasonable accommodations. �Deerfield Public Library Board of Trustees Board Relations and Policy Committees Minutes February 24, 2015 1. ROLL CALL AND CALL TO ORDER The meeting was called to order at 6:00 p.m., at the Deerfield Public Library, 920 Waukegan Road, Deerfield, IL 60015. Present Committee members: Marla Bark Dembitz-Chairman (of both committees), Michael Goldberg Absent: none Staff: Library Director Mary Pergander 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE No request to address the Board. 3. OLD BUSINESS a. Continuation of review of operating policies recommended for approval by staff Ms. Pergander shared the management-reviewed Study room Policy and Collection Development Policy regarding self-published and local history collections. MOTION: Michael Goldberg made a motion to recommend approval of these policies to the Board, seconded by Marla Bark Dembitz. The motion was approved. 4. NEW BUSINESS A. Review of Trustee orientation plan and materials, and recommendations for changes for the April-May 2015 training of new trustees. Committee members suggested changes, based on the materials used in January 2014. Ms. Dembitz recommended adding a sheet of Departments, department head titles and names, and other key staff members. In addition to information about the required OMA and FOIA training all new trustees must complete, add handouts on these two topics. In addition to the calendar of annual events, create a separate listing of the events which Board members are expected to attend annually. In the section on Board meetings, provide a definition of quorum, differentiate the types of items needed acclamation vs. individual voice votes, describe the meeting culture and expectations in greater detail. In addition to the finance materials in the packet, be sure to share the materials developed by and presented to the Board by the Business Manager Trisha Steele to deepen their understanding of the topics. Add the topic of Fundraising, describing passive vs. active fundraising efforts by the board. Committee members recognize that further dialogue with the Friends is essential, including coming to a better agreement about how to spend the money raised. Mr. Michael Goldberg volunteered to meet with the Friends representatives, along with a second board member Page 1 of 2 �Deerfield Public Library Board of Trustees Board Relations and Policy - Minutes February 24, 2015 to be named, to further the dialogue. There should also be an explanation and preparation regarding the required Economic Interest Statement sent by Lake County annually. Both Mr. Goldberg and Chairperson Marla Bark Dembitz offered to work with President Ron Simon to conduct and present the Board orientation to new (incoming) board members on Saturday, April 25, from 9 am until noon. 5. EXECUTIVE SESSION No executive session held. 6. ADJOURNMENT At 6: 30 pm, there being no further business, Mr. Goldberg made a motion to adjourn, seconded by Ms. Dembitz. The motion was approved and the meeting was adjourned. z ✓ Ken Abosch, Secretary Minutes approved by the Board on__ 5 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 Board Relations Committee & Policy Committee Meeting Minutes -- February 24, 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 02/24/2015 Contributor An entity responsible for making contributions to the resource Dembitz, Marla Bark Goldberg, Michael K. Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.781 Deerfield Public Library Deerfield Public Library Board of Trustees Deerfield Public Library Board of Trustees Board Relations Committee Deerfield Public Library Board of Trustees Economic Interest Statement Deerfield Public Library Board of Trustees Orientation Deerfield Public Library Board of Trustees Policy Committee Deerfield Public Library Calendar Deerfield Public Library Collection Development Policy Deerfield Public Library Fundraising Deerfield Public Library Operating Policies Deerfield Public Library Study Room Policy Freedom of Information Act (FOIA) Friends of the Deerfield Public Library Illinois Open Meetings Act (OMA) Lake County Marla Bark Dembitz Mary Pergander Michael K. Goldberg Ronald Simon Trisha Steele https://archives.deerfieldlibrary.org/files/original/d2fa96de2ad585436919f0877d6de8e0.pdf 39c59b4617d0e0e281ad1f7919a30532 PDF Text Text Deerfield Public Library Board of Trustees Deerfield Public Library 920 Waukegan Road, Deerfield, IL 60015 Finance Committee Agenda 6:30 pm Monday, March 9, 2015 1. ROLL CALL AND CALL TO ORDER 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE 3. OLD BUSINESS a. None 4. NEW BUSINESS a. b. c. d. The proposed movement of money from the General Fund to Reserve Fund Recommended investment schedule for the Reserve Fund Suggestions for Finance Policies changes Proposed new salary schedules (if necessary) 5. EXECUTIVE SESSION (if needed, for purposes allowed by law) 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 Mary Pergander at 847-945-3311 to allow the Library' to make reasonable accommodations. �Deerfield Public Library Finance Committee Minutes March 9,2015 1. ROLL CALL AND CALL TO ORDER The meeting was called to order at 6:30 p.m., in the Boardroom, 920 Waukegan Road, Deerfield, IL 60015. Present Committee members: Jeff Rivlin - Committee Chair, Seth Schriftman, and Ron Simon - Board President Absent: Ken Abosch 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 a. None 4. NEW BUSINESS a. The proposed movement of money from the General Fund to Reserve Fund Mr. Jeff Rivlin explained the Board’s process of transferring excess from the General Fund to the Reserve Fund and said that the Board’s goal was to restore $2 million in the Reserve Fund. He asked Ms. Trisha Steele to provide information about the recommendation of a $991,000 transfer. Ms. Steele explained that no funds were transferred during the previous two years due to the uncertainty of various building-related issues. The budget adjustment in the prior year, which involved transferring money from the Reserve Fund to the General Fund for building improvements, was calculated without consideration of the eventual move of monies back to the Reserve Fund in order to keep the transfers uncomplicated and easily tracked. The committee members discussed the amount and how it compared to prior year’s contributions. The elements of the calculation were considered, including the funding needs in the General Fund until major tax revenues are received in June. Motion: Mr. Ron Simon made a motion to recommend that the Board approve of a transfer from the General Fund to the Reserve Fund in the amount of $991,000. Mr. Seth Schriftman seconded the motion. All were in favor and the motion passed. b. Recommended investment schedule for the Reserve Fund The committee members reviewed the current ladder plan for the Reserve Fund and considered whether the amounts should be increased, or the ladder should be extended. Mr. Rivlin explained that a ladder plan provides safety and ensures that the Library will be able to take advantage of better rates, once they are available. Ms. Steele added that laddering also provides emergency funding options and can be easily modified or discontinued to ensure access to the funds when the Board has specific long-term improvement plans. Mr. Rivlin asked for more information about the collateral provided and how it is held. Ms. Steele said she would scan the most recent report and email it to the committee members. Mr. Rivlin said that the Reserve Fund investment ladder amounts should be increased to at least $250,000, the amounts per maturity period should be equalized, and the ladder should be extended, but not beyond three years. Mr. Schriftman and Mr. Simon agreed. Page 1 of 2 �Deerfield Public Library Finance Committee Minutes March 9, 2015 c. Suggestions for Finance Policies changes Ms. Steele explained that several of the finance policies were recently reviewed by staff and no changes were recommended, and asked if the committee members agreed that no changes were needed at this time. These policies were: Purchasing Policy, Petty Cash Policy, Ethics Ordinance, and the Identity Protection Policy. No changes were proposed. Ms. Steele shared two changes to the Investment Policy recommended by the Library’s investment advisors at PM A. The suggested modifications were to paragraph 8, Authorized and Suitable Investments, and paragraph 9, Collateralization. The recommended changes reflect the strategies implemented by PMA on behalf of the Library. Ms. Steele noted that the current policy is based on the State’s Public Fund Investment Act, which was designed to accommodate large entities, such as counties. Some of the State’s authorized investments are not suitable for a smaller entity that doesn’t have the investment diversity capacity of a larger entity. The committee members discussed collateralization and the recommended investment options, noting that the suggested options are the more conservative elements of the State’s Public Fund Investment Act. Mr. Rivlin asked if Illinois Funds would be affected by upcoming changes to money market accounts, where stable rates could become floating rates and possibly dip below zero. Ms. Steele said she would follow-up on that issue. Mr. Simon recommended that the changes be approved, pending the satisfactory resolution of Mr. Rivlin’s question; Mr. Rivlin and Mr. Schriftman agreed. There was some discussion about the procedure for implementing the change and it was agreed that the changes would be discussed at the next Board meeting. d. Proposed new salary schedules (if necessary) Ms. Steele said that Mr. Ken Abosch had worked with the Library Director, Ms. Mary Pergander, on the proposed new salary schedules and that they had determined that there was sufficient funding under the current budget so that the new schedules did not need to be reviewed by the Finance Committee. 5. EXECUTIVE SESSION None. 6. ADJOURNMENT At 7:02, there being no further business, Mr. Schriftman made a motion to adjourn, seconded by Mr. Simon. The meeting was adjourned. 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 Finance Committee Meeting Minutes -- March 9, 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 03/09/2015 Contributor An entity responsible for making contributions to the resource Rivlin, Jeffrey Schriftman, Seth Simon, Ronald Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.782 Deerfield Public Library Deerfield Public Library Board of Trustees Deerfield Public Library Board of Trustees Finance Committee Deerfield Public Library Building and Property Maintenance Deerfield Public Library Emergency Funding Options Deerfield Public Library Ethics Ordinance Deerfield Public Library Financial Policies Deerfield Public Library General Fund Deerfield Public Library Identity Protection Policy Deerfield Public Library Investment Policy Deerfield Public Library Money Market Accounts Deerfield Public Library Petty Cash Policy Deerfield Public Library Purchasing Policy Deerfield Public Library Reserve Fund Deerfield Public Library Salaries Illinois Fund Practices Illinois Public Fund Investment Act Jeffrey Rivlin Kenan Abosch Mary Pergander PMA Financial Network Inc. Ronald Simon Seth Schriftman Trisha Steele https://archives.deerfieldlibrary.org/files/original/9de18d770001fc472c9a3e1de9dfd7eb.pdf bc8aedc2fd351fe7c53530830c5e9835 PDF Text Text CORRECTED Deerfield Public Library Board of Trustees 920 Waukegan Road, Deerfield, IL 60015 Regular Meeting Agenda 7 p.m., March 18, 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 February 18; Search Committee February 18, Policy Committee February 19, Joint Policy/Board relations committees February 24, Finance Committee March 9 b. Financials: Balance sheet, Revenues and Expenses, Variance report, Investments Report c. Recommendation to approve Policies previously reviewed by and recommended for Board approval by the Policy Committee, related to Library operations and finance functions, as listed in committee minutes d. Recommended language for social media portion of Employee Handbook (final section for revision) e. CORRECTION - to Payroll and Compensated Absences Liability, resulting in 6% increase f. Modification to current ICN agreement, as budget 4. TREASURER REPORT a. List of checks and payments for approval b. Report from the Finance meeting about Reserve Fund investments c. Recommendation to transfer $991,000 from the General Fund to the Reserve Fund 5. FRIENDS LIAISON REPORT 6. VILLAGE LIAISON REPORT 7. LIBRARY DIRECTOR REPORT a. Highlights from Director's written report b. Director's Annual Report c. Progress report on Policy Review 2015 d. Recommendation to create Pre-school Coordinator position in Youth services, within existing FTEs e. Recommendation to reclassify most Library Page positions as Library Aides, due to evolving and expanded duties f. Update regarding art purchases made possible by Friends' donation g. Update: Combination of lower level service desks and create seating area using existing furnishings h. Plans to honor outgoing board members on April 15 i. Reminder of orientation on April 26 and May 20 swearing in of new Board members 8. OLD BUSINESS a. Update - GIVING button for donations, and related donation information b. Update - Recruitment of new Library Director c. Follow-up regarding automatic interior doors, survey results, quotes, and possible approval d. Update - Replacement of main electrical switch and possible insurance claim e. Reconsideration of policy approval cycle and possible revision 9. NEW BUSINESS a. Recommendation to approve new salary schedule revisions based on LACONI 2014 survey b. (If 8.e. above is approved) Recommendation to approve policies reviewed by Finance Committee and recommended for Board approval at its March 9 meeting, related to finance functions, as listed in the committee minutes c. Reminder to submit letters of interest in Board officer positions prior to April meeting for May selection 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. a. Closed session minutes review and recommendation 11. ADJOURNMENT Upcoming Board meetings: REGULAR: April 15, May 20. �Deerfield Public Library Board of Trustees Regular Meeting Minutes March 18, 2015 1. ROLL CALL AND CALL TO ORDER The meeting was called to order at 7:04 p.m., in the Deerfield Public Library Boardroom, 920 Waukegan Road, Deerfield, IL 60015. Present Board members: Ron Simon - President, Ken Abosch - Secretary, Luisa Ellenbogen, Michael Goldberg, Jeff Rivlin - Treasurer, and Seth Schriftman Absent: Marla Bark Dembitz Also present was Village Liaison Bill Seiden Staff: Library Director Mary Pergander, and Business Manager Trisha Steele Guest: Ms. Joann Carbine from the Friends of the Deerfield Public Library 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 February 18; Search Committee February 18, Policy Committee February 19, Joint Policy/Board relations committees February 24, Finance Committee March 9 b. Financials: Balance sheet, Revenues and Expenses, Variance report, Investments Report c. Recommendation to approve Policies previously reviewed by and recommended for Board approval by the Policy Committee, related to Library operations and finance functions, as listed in committee minutes d. Recommended language for social media portion of Employee Handbook (final section for revision) e. CORRECTION - to Payroll and Compensated Absences Liability, resulting in 6% increase f. Modification to current ICN agreement, as budget MOTION: Mr. Seth Schriftman made a motion to approve the consent agenda, seconded by Mr. Jeff Rivlin. Vote: 6 yes - Ken Abosch, Luisa Ellenbogen, Michael Goldberg, Jeff Rivlin, Seth Schriftman, and Ron Simon. The motion was approved. 4. TREASURER REPORT a. List of checks and payments for approval Mr. Rivlin presented the outstanding list of checks to be approved for payment, which included i. Petty cash checks 473 through 474 135.95 181.45 ii. Electronic payments from the E-Pay Illinois Funds account iii. General Fund checks 8707 through 8755, and one ACH transaction 87,995.43 S88.312.83 The total amount presented for approval was MOTION: Mr. Schriftman made a motion to approve the list of checks and payments, seconded by Ms. Luisa Ellenbogen Vote: 6 yes - Ken Abosch, Luisa Ellenbogen, Michael Goldberg, Jeff Rivlin, Seth Schriftman, and Ron Simon. The motion was approved. b. Report from the Finance meeting about Reserve Fund investments Mr. Rivlin reviewed the issues addressed by the Finance Committee. He outlined the background and purpose of the annual transfer of unused General Fund Balance to the Reserve Fund. He said that the process had been postponed in the prior year due to the pending building renovation issues, but the goal Page 1 of 6 �Deerfield Public Library Board of Trustees Regular Meeting Minutes March 18, 2015 was to rebuild the Reserves to about $2 million, in anticipation of future and ongoing capital improvement needs. Mr. Rivlin also reviewed the ladder investment plan for the Reserve Fund monies at PMA. Mr. Rivlin explained the suggested modifications to the Investment Policy. The Committee recommends that the Board modify the policy language to better reflect the Library's investment practices, which are more conservative than what the current policy allows. He reviewed the Committee's discussion about collateral. He explained that if a collateral holding drops below A quality, it must be replaced and clarified that the A range includes A- as well as A+. [Item 9-b was discussed here.] Mr. Simon reviewed the approval process for Board policies, noting that the Finance Committee had already reviewed and recommends the modified wording for the Investment Policy. c. Recommendation to transfer $991,000 from the General Fund to the Reserve Fund Mr. Rivlin said that the Finance Committee recommends a transfer of $991,000 from the General Fund to the Reserve Fund. a. Also at this point the Board discussed reconsideration of policy approval cycle and possible revision (Agenda item 8.f.) Ms. Pergander reviewed the current process. After some discussion, it was decided that when there is a special committee related to the policy topic, such as the Finance Committee and the Investment Policy, then that committee should review the policy first. Some policies do not relate to another particular Board Committee and those should go directly to the Policy Committee. MOTION: Mr. Schriftman made a motion to approve the Finance Committee recommendations, which are to: Approve the proposed change to routing of policies. Adopt the proposed modifications to the Investment Policy which will result in a more conservative investment policy, and Transfer $991,000 from the General Fund to the Reserve Fund for the purpose of rebuilding the Reserve Fund. Seconded by Jeff Rivlin. Vote: 6 yes - Ken Abosch, Luisa Ellenbogen, Michael Goldberg, Jeff Rivlin, Seth Schriftman, and Ron Simon. The motion was approved. 5. FRIENDS LIAISON REPORT Ms. Joann Carbine provided an update regarding the activities of the Friends of the Deerfield Public Library. Two major fundraiser activities are the proceeds from the book donations, and a planned 5% cash-back day at a local market. Ms. Carbine said that the Friends have $12,000 in reserves at this time, pledged to the Library. The variety of books in the Friends' book area was discussed. Mr. Ken Abosch announced that he will not be able to attend the next Friends' meeting; Mr. Mike Goldberg will plan to attend. 6. VILLAGE LIAISON REPORT Mr. Bill Seiden provided an update of Village Board activities. Page 2 of 6 �Deerfield Public Library Board of Trustees Regular Meeting Minutes March 18, 2015 7. LIBRARY DIRECTOR REPORT The Library Director, Ms. Mary Pergander, provided the following information: a. Highlights from Director's written report At the Library Board's request, in lieu of Goals 2015, Ms. Pergander created a list of recommended Next Steps for the Board and new Director to consider for future efforts. Hoopla was successfully launched and has been so popular that we will need to limit patron downloads. We are discussing implementing NovelistSelect at the check-out stations, to further enhance the patron experience. Ms. Pergander recently served as one of the editors for the Illinois State Library's new edition of Administrative Ready Reference, a handy resource for Library staff and Boards. Eleven personalized collection letters were mailed in February, and as a result $866 of materials were returned to the Library. Ms. Pergander reviewed the list of Current Building and Furnishings Projects. Many of the projects are very low cost or covered by insurance. Two others could cost $5 to $10 thousand dollars. There are over 18,000 uses of library cards by patrons every month! The 2015 Blind Date with a book was a big hit with patrons. Over 90 books were selected, and 64% of patrons liked their blind date book. b. Director's Annual Report At the Board's request, instead of the complete annual summary often created at this time, a condensed version featuring the highlights of the Library's accomplishments was shared with Board members. c. Progress report on Policy Review 2015 The management team has a goal of having all Library policies reviewed and approved prior to the arrival of the new Director. Even those without recommended changes or revised last year are being updated as Policies 2015 for clarity and completeness. The process is proceeding smoothly, especially with the suggested change to the Board-level review process. d. Recommendation to create Pre-school Coordinator position in Youth services, within existing FTEs The Board received an excellent report reviewing Preschool Outreach, created by Youth Associate Kary Henry. Preschool Outreach, like School Liaison, and Teen Librarian, is a specific and highly active focus of our Youth Department, and an expectation of our community. To better provide the focus needed, management recommends the creation of Preschool Coordinator position, within existing FTEs. (There is an FTE cap in place from pre-referendum.) This position would be parallel to and the same job-class as the Adult Programming Coordinator, the Outreach Coordinator, and other Coordinator-type non-Librarian positions. In addition, we would post this as Internal Recruitment Only, since it is NOT an addition to employee count (FTE). Our Youth staff have been serving this need as well as possible - it is time to formalize the role within the organization. (See Board motion below, in this section.) e. Recommendation to reclassify most Library Page positions as Library Aides, due to evolving and expanded duties We have been using the 2014 LACONI Salary Survey for comparative purposes in evaluating and recommending market-based changes to our salary ranges. In addition, Patron Services manager and assistant manager have been conducting comparative studies of the types of responsibilities and tasks performed by Pages and Clerks in other libraries. As a result, they have successfully demonstrated that the work being performed routinely by persons classified as Pages at the Deerfield Public Library is more consistent with work classified as Aide or Clerk in comparative libraries in the nearby area. Therefore, the Page positions are recommended to be re-classified as Aide positions, and the wages of the persons performing the tasks should be raised to the new salary level of the Aide job class. Their titles will also be changed. Temporary position Pages, such as those who only perform shelving duties during the summer months, and NOT the higher level routine tasks done by other Pages (now Aides), will continue to be paid at the Page job class level and retain the Page title. All of this is consistent with the recommendation made for the salary ranges and was reviewed by Mr. Abosch in advance. (See 9.a. for motion) Page 3 of 6 �Deerfield Public Library Board of Trustees Regular Meeting Minutes March 18, 2015 f. g. h. i. Update regarding art purchases made possible by Friends' donation The "robot" prints for the Youth area have been ordered. Other art purchases have been postponed. Update: Combination of lower level service desks and create seating area using existing furnishings Plans to combine the two lower level service desks are proceeding. The move/combination is expected to take place on April 20. Afterward, a seating area will be created where the Adult Service desk formerly stood, allowing us to utilize excess furnishings from the Quiet Room, and resulting also in a rearrangement of the Quiet Room spaces and furnishings. Plans to honor outgoing board members on April 15 Outgoing board members will be honored with some special features at the April Board meeting. Since Ms. Dembitz is unable to attend in April, we will plan to honor her at the May meeting if she can be available to attend. Reminder of orientation on April 26 and May 20 swearing in of new Board members The planned orientation is scheduled for Saturday April 25th - correction from previous date. We will begin at 9:15 am. The meeting should be over by noon. May 20th is the first Board meeting for newly-elected Board members. Kent Street will be present to swear them in. Although the orientation will provide a financial overview, at the Board's suggestion additional Finance Training will be scheduled at a later date MOTION: Mr. Rivlin made a motion to approve the Preschool Coordinator position, seconded by Mr. Schriftman Vote: All ayes. The motion was approved. 8. OLD BUSINESS b. Update - GIVING button for donations, and related donation information No further changes have been made. c. Update - Recruitment of new Library Director Mr. Abosch said that the recruiter, Ms. Lynn Elam, had provided the following information: She is excited about three candidates so far; two from the Chicago area and the third is from central Illinois. All have been in high-level leadership roles. Also two other highly qualified candidates are considering the position. He said that the total number of inquiries was not available. Mr. Abosch said that the next step is to prepare sample writing documents and create dossiers. He discussed the background check process and how any possible conflicts of interest should be openly addressed. He announced that Ms. Miriam Pollack will assist with research and other background activities. Potential meeting dates were discussed. It was suggested that the committee review candidates on April 20th, 6 p.m. to 9 p.m. May 5 was discussed for conducting interviews, and May 12th as a fall-back date, although not all board members will be available. d. Follow-up regarding automatic interior doors, survey results, quotes, and possible approval Mr. Simon reviewed the information collected by Ms. Pergander in a survey of other area libraries and governmental buildings regarding interior assistance opening doors. He said that no local libraries provide this option. Mr. Abosch asked if any door besides those to the Quiet Room were being considered and it was confirmed that those are the only doors under consideration at this time. Page 4 of 6 �Deerfield Public Library Board of Trustees Regular Meeting Minutes March 18, 2015 Ms. Pergander reported that the tension on the doors had been loosened, and it reduced the pressure by about half. The members discussed ADA compliance, cost per door, other room doors, and possible processes for obtaining assistance, if needed. It was decided that the Board has a responsibility to contact the individual who brought the issue to their attention to see if the change made is adequate. Ms. Pergander said she would follow-up. e. Update - Replacement of main electrical switch and possible insurance claim Ms. Pergander said that the Library's insurance carrier had been contacted and will approve the claim. There is a $1,000 deductible. It will involve closing the Library for two days to do the replacement. The switch seems to be working at the moment. However, if the work is not scheduled, and the switch goes out, then the Library could be closed for an extended time. There is a seven-week lead time for the necessary parts. MOTION: Mr. Schriftman made a motion to approve the replacement of the main electrical switch, seconded by Ms. Luisa Ellenbogen Vote: 6 yes - Ken Abosch, Luisa Ellenbogen, Michael Goldberg, Jeff Rivlin, Seth Schriftman, and Ron Simon. The motion was approved. f. 9. Reconsideration of policy approval cycle and possible revision This topic was discussed earlier. See 4.c. above. NEW BUSINESS a. Recommendation to approve new salary schedule revisions based on LACONI 2014 survey Ms. Pergander explained the process of developing the new salary ranges. She said that she and Mr. Abosch, a compensation professional, had then reviewed them together. The Board members discussed the impact of the pending changes to minimum wage. It was noted that the Page position can go up to $10 without being too compressed with Clerk/Aide range. Mr. Abosch provided information regarding twenty-seven other states that have already adopted revised minimum wages and said that it is still under consideration in Illinois. MOTION: Mr. Goldberg made a motion to approve the revised salary range schedule, seconded by Ms. Luisa Ellenbogen Vote: 6 yes - Ken Abosch, Luisa Ellenbogen, Michael Goldberg, Jeff Rivlin, Seth Schriftman, and Ron Simon. The motion was approved. b. Recommendation to approve policies reviewed by Finance Committee and recommended for Board approval at its March 9 meeting, related to finance functions, as listed in the committee minutes This item was discussed during the Treasurer's Report, in item 4-b. c. Reminder to submit letters of interest in Board officer positions prior to April meeting for May selection Mr. Simon reviewed the process for nominating and electing Board officers. He reviewed past practices and said that the Bylaws provide one-year terms for officers, and some officers can serve for more than one oneyear term if desired. However, the Bylaws state that the President cannot serve for more than two consecutive one-year terms. Ms. Pergander reminded the Board members that officers will be elected in May, after the new Board members are sworn in. At that time any of the Trustees can be nominated or self-nominate for any office. Page 5 of 6 �Deerfield Public Library Board of Trustees Regular Meeting Minutes March 18, 2015 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. a. Closed session minutes review and recommendation No executive session held. 11. ADJOURNMENT At 8:25, 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 April is ZQ/s Page 6 of 6 � 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 -- March 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 03/18/2015 Contributor An entity responsible for making contributions to the resource Simon, Ronald Ellenbogen, Luisa Goldberg, Michael K. Rivlin, Jeffrey Schriftman, Seth Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.783 Administrative Ready Reference Americans with Disabilities Act (ADA) Background Checks Blind Date with a Book Chicago Illinois Conflicts of Interest Deerfield Public Library Deerfield Public Library Adult Programming Coordinator Deerfield Public Library Adult Services Department Deerfield Public Library Aides Deerfield Public Library Art Deerfield Public Library Board of Trustees Deerfield Public Library Board of Trustees Bylaws Deerfield Public Library Board of Trustees Finance Committee Deerfield Public Library Board of Trustees Finance Training Deerfield Public Library Board of Trustees Officers Deerfield Public Library Board of Trustees Orientation Deerfield Public Library Board of Trustees Policy Committee Deerfield Public Library Building and Property Maintenance Deerfield Public Library Employee Handbook Deerfield Public Library Fundraising Deerfield Public Library General Fund Deerfield Public Library Investment Policy Deerfield Public Library Library Director Deerfield Public Library Outreach Coordinator Deerfield Public Library Patron Services Department Deerfield Public Library Policy Review Deerfield Public Library Preschool Coordinator Deerfield Public Library Preschool Outreach Deerfield Public Library Reserve Fund Deerfield Public Library Salaries Deerfield Public Library School Liaison Deerfield Public Library Self Checkout Stations Deerfield Public Library Teen Librarian Deerfield Public Library Youth Services Department Deerfield Village Board of Trustees Friends of the Deerfield Public Library Hoopla Illinois Illinois State Library Jeffrey Rivlin Joann Carbine Kary Henry Kenan Abosch Kent Street LACONI Salary Survey Luisa Ellenbogen Lynn Elam Marla Bark Dembitz Mary Pergander Michael K. Goldberg Miriam Pollack NoveListSelect PMA Financial Network Inc. Ronald Simon Seth Schriftman Trisha Steele William Seiden https://archives.deerfieldlibrary.org/files/original/ba583ff918a724ba91b3671e5ef36e5a.pdf ba720032e8afe5cd3f305514cad2a53e PDF Text Text J CORRECTED Deerfield Public Library Board of Trustees 920 Waukegan Road, Deerfield, IL 60015 Regular Meeting Agenda 7 p.m., April 15, 2015 1. ROLL CALL AND CALL TO ORDER 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE 3. HONORING OUTGOING BOARD MEMBERS 4. CONSENT AGENDA a. Minutes: Regular meeting March 18 b. Financials: Balance sheet, Revenues and Expenses, Variance report, Investments Report (incl. Quarterly) c. Recommendation to approve Policies previously reviewed by and recommended for Board approval by the management team related to Library operations - Bulletin Boards, Meeting Rooms, Record Retention, Public Computer Registration and Use, Petitioning and Solicitation, Collection Development (complete), Library Patron Behavior, Weapons, Disposal of Surplus Property, Social Media, etc. d. Resolution to offer non-resident fee cards to persons in unserved areas as allowed by law. (Annual renewal.) 5. TREASURER REPORT a. List of checks and payments for approval 6. FRIENDS LIAISON REPORT 7. VILLAGE LIAISON REPORT 8. LIBRARY DIRECTOR REPORT a. Highlights from Director's written report b. Update regarding art purchases made possible by Friends' donation c. Update: Combination of lower level service desks and create seating area using existing furnishings d. Health insurance update for next year 9. OLD BUSINESS a. Reminder of new board member orientation on April 25, and May 20 swearing in of new Board members b. Update - GIVING button for donations, and related donation information c. Update - Recruitment of new Library Director d. Follow-up regarding automatic interior doors e. Update - Replacement of main electrical switch 10. NEW BUSINESS a. Letters of interest in Board officer positions for May election b. Recommendation to purchase budgeted replacement server for Sierra system at a cost not to exceed $27,100 11. EXECUTIVE SESSION - The Board may go into Executive Session (closed to the public) to discuss personnel, legal, real estate and other matters as allowed by Illinois law. a. REQUIRED Closed session minutes review and recommendation 12. ADJOURNMENT ^^Upcoming Board meetings: ^REGULAR: May 20, June 17, July 15. The Deerfield Public Library is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding accessibility of the meeting or the facilities, are requested to contact the Library Director at 847-945-3311 to allow the Library to 'make reasonable accommodations. �Deerfield Public Library Board of Trustees 920 Waukegan Road, Deerfield, IL 60015 Regular Meeting Agenda 7 p.m., April 15, 2015 1. ROLL CALL AND CALL TO ORDER 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE 3. HONORING OUTGOING BOARD MEMBERS 4. CONSENT AGENDA a. Minutes: Regular meeting March 18 b. Financials: Balance sheet, Revenues and Expenses, Variance report, Investments Report (incl. Quarterly) c. Recommendation to approve Policies previously reviewed by and recommended for Board approval by the management team related to Library operations - Bulletin Boards, Meeting Rooms, Record Retention, Public Computer Registration and Use, Petitioning and Solicitation, Collection Development (complete), Library Patron Behavior, Weapons, Disposal of Surplus Property, Social Media, etc. d. Resolution to offer non-resident fee cards to persons in unserved areas as allowed by law. (Annual renewal.) 5. TREASURER REPORT a. List of checks and payments for approval 6. FRIENDS LIAISON REPORT 7. VILLAGE LIAISON REPORT 8. LIBRARY DIRECTOR REPORT a. Highlights from Director's written report b. Update regarding art purchases made possible by Friends' donation c. Update: Combination of lower level service desks and create seating area using existing furnishings d. Health insurance update for next year 9. OLD BUSINESS a. Reminder of new board member orientation on April 25, and May 20 swearing in of new Board members b. Update - GIVING button for donations, and related donation information c. Update - Recruitment of new Library Director d. Follow-up regarding automatic interior doors e. Update - Replacement of main electrical switch 10. NEW BUSINESS a. Letters of interest in Board officer positions for May election 11. EXECUTIVE SESSION - The Board may go into Executive Session (closed to the public) to discuss personnel, legal, real estate and other matters as allowed by Illinois law. a. REQUIRED Closed session minutes review and recommendation 12. ADJOURNMENT Upcoming Board meetings: REGULAR: May 20, June 17, July 15. The Deerfield Public Library is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding accessibility of the meeting or the facilities, are requested to contact the Library Director at 847-945-3311 to allow the Library to make reasonable accommodations. �Deerfield Public Library Board of Trustees Regular Meeting Minutes April 15, 2015 1. ROLL CALL AND CALL TO ORDER The meeting was called to order at 7:01 p.m., in the Deerfield Public Library Boardroom, 920 Waukegan Road, Deerfield, IL 60015. Present Board members: Ron Simon - President, Ken Abosch - Secretary, Luisa Ellenbogen, Michael Goldberg, Jeff Rivlin - Treasurer, and Seth Schriftman Absent: Marla Bark Dembitz Also present was Village Liaison Bill Seiden Staff: Library Director Mary Pergander, and Business Manager Trisha Steele 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE Mr. Ron Simon welcomed everyone and introduced Mrs. Lee Rivlin, the wife of Mr. Jeff Rivlin - the exiting Board Treasurer, and Mr. Howard Handler, newly elected to the Library Board. No request to address the Board. 3. HONORING OUTGOING BOARD MEMBERS Mr. Simon thanked Ms. Luisa Ellenbogen for her service to the Library Board, listing her contributions and his appreciation for her thoughtful participation. Mr. Ken Abosch read aloud a Resolution to honor Ms. Ellenbogen. Ms. Ellenbogen expressed how much she enjoyed working on the Board and what a wonderful experience it has been. MOTION: Mr. Jeff Rivlin made a motion to adopt the Resolution to honor Luisa Ellenbogen for her service, seconded by Mr. Ken Abosch Vote: All ayes. The motion was approved. Mr. Simon then thanked Mr. Jeff Rivlin for his contributions to the Library and the community. He lauded Mr. Rivlin's stewardship as Treasurer and the many other ways he has served, including participating in the hiring process that brought Ms. Pergander to the Library. Mr. Simon applauded Mr. Rivlin's contributions to the 2012/13 Library Improvement Project. He spoke of Mr. Rivlin's work to support the referendum to fund the project, his active oversight of the building process, and, particularly, his great attention to the new furnishings for the Library. Mr. Abosch read aloud the Resolution to honor Mr. Jeff Rivlin. MOTION: Mr. Seth Schriftman made a motion to adopt the Resolution to honor Jeff Rivlin for his service, seconded by Mr. Abosch Vote: All ayes. The motion was approved. Mr. Rivlin thanked the Board and staff and said he looks forward to continuing to contribute to the Library in other capacities. Mr. Simon stated that, although Ms. Marla Bark Dembitz was not able to attend the meeting, he wanted to express his appreciation for all of her service to the Board and for her contributions toward the Library Improvement Project. Page 1 of 5 �Deerfield Public Library Board of Trustees Regular Meeting Minutes April 15, 2015 Mr. Abosch read aloud the Resolution to Honor Ms. Marla Bark Dembitz. MOTION: Mr. Jeff Rivlin made a motion to adopt the Resolution to honor Marla Bark Dembitz for her service, seconded by Mr. Seth Schriftman. Vote: All ayes. The motion was approved. Item 7: VILLAGE LIAISON REPORT This agenda item was moved to this point in the meeting and Mr. Bill Seiden provided an update of Village Board activities. 4. CONSENT AGENDA The following items were included on the consent agenda: a. Minutes: Regular meeting March 18, 2015 b. Financials: Balance sheet, Revenues and Expenses, Variance report, Investments Report (incl. Quarterly) c. Recommendation to approve Policies previously reviewed by and recommended for Board approval by the management team related to Library operations - Bulletin Boards, Meeting Rooms, Record Retention, Public Computer Registration and Use, Petitioning and Solicitation, Collection Development (complete), Library Patron Behavior, Weapons, Disposal of Surplus Property, Social Media, etc. d. Resolution to offer non-resident fee cards to persons in unserved areas as allowed by law. (Annual renewal.) Mr. Simon asked if anything should be removed from the Consent Agenda for further discussion. There were no requests. MOTION: Mr. Schriftman made a motion to approve the consent agenda, including the adoption of a Resolution to provide certain non-residents with access to the Library services, and it was seconded by Mr. Mike Goldberg. Vote: 6 yes - Ken Abosch, Luisa Ellenbogen, Michael Goldberg, Jeff Rivlin, Seth Schriftman, and Ron Simon. The motion was approved. 5. TREASURER REPORT a. List of checks and payments for approval Mr. Rivlin presented the outstanding list of checks to be approved for payment, which included 185.10 Petty cash checks 475 through 479 238.03 Electronic payments from the E-Pay Illinois Funds account 97.299.28 General Fund checks 8756 through 8833 S97.722.41 The total amount presented for approval was MOTION: Mr. Schriftman made a motion to approve the list of checks and payments and it was seconded by Mr. Mike Goldberg. Vote: 6 yes - Ken Abosch, Luisa Ellenbogen, Michael Goldberg, Jeff Rivlin, Seth Schriftman, and Ron Simon. The motion was approved. 6. FRIENDS LIAISON REPORT Ms. Mary Pergander announced that Ms. Barb Reich was unable to attend this evening. Mr. Goldberg state that he had attended the Friends' most recent meeting and then provided an update regarding the activities of the Friends of Deerfield Public Library and the possible joint activities for the Library and Friends. 7. VILLAGE LIAISON REPORT This item was moved to the beginning of the meeting, before the consent agenda item. Page 2 of 5 �Deerfield Public Library Board of Trustees * Regular Meeting Minutes April 15, 2015 8. LIBRARY DIRECTOR REPORT The Library Director, Ms. Pergander, provided the following information: a. Highlights from Director's written report Since there are currently no Goals identified for 2015, the report focused on other activities. We are preparing to launch two new e-newsletters, featuring programs of interest for patrons. New patron computers have been deployed and are faster, safer, and easier to use. The annual audit is underway and proceeding smoothly. There were 73 meeting room set-ups in March. The planned $991,000 transfer of funds was completed. Pinterest has gone live. Our Digital Media Coordinator has received a promotion from a former employer and will be leaving soon. Apple computers for Youth have been deployed and are quite popular. Apple computers for adults will follow soon. We successfully completed the food drive for West Deerfield Township food pantry. Nina Michaels, our Teen Librarian, participated in the Optimists youth recognition ceremony by presenting certificates to teen volunteers form our teen program. The Youth and Support Services area workspaces need additional and realigned configurations and furnishings. The department heads and Director met with a furnishings consultant to plan these changes and obtain quotes. The rolling chairs in the Youth study rooms have been replaced at no charge by the manufacturer because of fabric problems. The replacement of the main electrical panel due to water damage form the summer 2014 flood has been approved by our insurance company and will take place on June 2 and 3. The Library will be closed for those two days. A communications plan will be in place to notify community members of the closure, and staff will be paid for the time as for snow days. There have been a number of recent DVD thefts. This is being carefully tracked and some changes are being made to reduce risk. Judy Hoffman has registered the Board for the July 4 parade, and red, white, and blue rubber bracelets will be the giveaways. If the Teen volunteers join the Board in walking for the parade, we will be sure that a responsible staff member is with them at all times until the end of the parade. Board members wear Board-logo polo shirts, and we are buying them for the new Board members as well. Ms. Pergander also shared the new charts about the Library collections and usage, which the Board appreciated. These were developed by Pam Skittino. Ms. Pergander reported that a patron was recently temporarily banned for multiple violations of the patron Behavior Policy. Because this occurred just before the Board meeting, she will bring the case next month for further discussion, after obtaining more details. b. Update regarding art purchases made possible by Friends' donation The "robot" prints have been ordered, and will be matted and framed. These were made possible by the Friends of the Deerfield Library as part of the recent Wish List pledge. c. Update: Combination of lower level service desks and create seating area using existing furnishings Next week we will be combining the two lower level service desks and also creating a new seating area on the lower level. Staff members have been included in preparing for the changes, to assure role clarity. To avoid staff injuries, we are using a moving company to move the large, heavy pieces. d. Health insurance update for next year The Library, Village, and Park District met about the health insurance pool and future changes due to Obamacare. At the current time only minor pricing changes are being made, until the issues can be studied further for implementation at the beginning of 2016. In further discussion, Mr. Goldberg asked about the quantity of the July 4th give-a-ways. Mr. Abosch suggested increasing the quantity by another 500-1000, to assure we have enough. Ms. Pergander will follow-up, and added that any bracelets left over can be used at the County Fair or for other events. Mr. Rivlin suggested using the bracelets to promote web traffic by including a mark (star?) on a few for winners. Mr. Abosch suggested that perhaps it could be implemented at another event, such as the Farmers Market. Ms. Pergander will look into it. Page 3 of 5 �Deerfield Public Library Board of Trustees Regular Meeting Minutes April 15, 2015 Mr. Simon asked about the new Administrative Associate. Ms. Trisha Steele explained that Ms. Mary Holtrop, an experienced Business Manager from Sycamore Library, had recently joined the Business Office staff and will provide about ten hours of business office assistance per week, replacing an employee who left for a full time position elsewhere. 9. OLD BUSINESS a. Reminder of new board member orientation on April 25, and May 20 swearing in of new Board members Mr. Simon announced the upcoming orientation session, noting that it will start at 9:30 a.m. Mr. Goldberg, Ms. Pergander, and Mr. Simon outlined the plans for the orientation and May 20th meeting, when the new Board members will be sworn-in. The Farewell Event for Ms. Pergander, on May 21st, was also discussed. b. Update - GIVING button for donations, and related donation information Ms. Pergander noted that the Giving Policy needs to be finalized and Mr. Simon asked that the Board be provided a summary. c. Update - Recruitment of new Library Director Mr. Abosch reviewed the progress of the new director selection process. He said that Ms. Lynn Elam has recommended four candidates for the Board's consideration. Next Monday the Search Committee plans to review the recommended candidates and determine who should be finalists. The Committee also plans to consider the logistics for the next steps in the selection process, including the naming of a possible Interim Director. Mr. Abosch also asked Ms. Pergander if there are viable candidates in-house for providing interim coverage as there is some interest from outside. He also outlined the importance of the candidates' interactions with staff and asked how it might be structured to accomplish two purposes: 1) to provide interaction with staff for the candidate, and 2) to get staff input. Mr. Simon asked to have staff send possible interview questions that staff have to Mr. Abosch so that the Board can consider them. d. Follow-up regarding automatic interior doors Ms. Pergander outlined the steps taken to address a concern regarding automatic interior doors. She said she had contacted the patron who originally notified the Library about the issue and informed her of the changes made so far to the door in the Quiet Room. The patron will check the door. Mr. Abosch reported that he has watched for how other public buildings have handled this issue, and noted that there were no automatic doors available in a quiet room he found at the airport. e. Update - Replacement of main electrical switch No information provided at this point in the meeting. 10. NEW BUSINESS a. Letters of interest in Board officer positions for May election Mr. Simon announced that three letters of interest have been submitted to date and that Board officers will be elected in May, after the new members are sworn-in. Additional nominations will be possible at that time. b. Recommendation to purchase budgeted replacement server for Sierra System at a cost not to exceed $27,100 Ms. Pergander announced that the quote for the replacement server has been reduced to $25,725 and added that the warranty is for three years. Page 4 of 5 �Deerfield Public Library Board of Trustees Regular Meeting Minutes April 15, 2015 MOTION: Mr. Rivlin made a motion to approve the purchase of a replacement server for the Sierra System at a cost not to exceed $25,725 and it was seconded by Ms. Luisa Ellenbogen. Vote: 6 yes - Ken Abosch, Luisa Ellenbogen, Michael Goldberg, Jeff Rivlin, Seth Schriftman, and Ron Simon. The motion was approved. Other item for discussion Mr. Rivlin said that patrons continue to say that the Library still needs some warming elements, and that he is particularly disappointed in the fireplace. He suggested that some modifications, such as logs, might help. Mr. Rivlin encouraged the Board to explore new options because it was a high priority during the creation of the Library Improvement Project. Mr. Simon asked for additional comments and Mr. Schriftman agreed that the anticipated ambiance is lacking, and creating more of a real fireplace appearance would help. Ms. Ellenbogen also noted that the surrounding area is not very welcoming and is not used as often as other areas. Mr. Simon shared a list of issues that he hopes the new Director might help the Board to address and reviewed some of his own high priorities. He suggested that the appearance and function of the fireplace area should be added to the list. Additional ideas were suggested by the Board members regarding how to make the fireplace area seem more like a reading nook, such as adding coffee table books, magazines, or the Lucky Duck collection to that area. Ms. Ellenbogen announced that the Staff Appreciation Event will be on April 23rd. She and Ms. Dembitz had reviewed what was done in the previous year, which included evening shift pizzas as well as a breakfast, and recommended that the same be provided. The logistics were discussed. The event is funded by the Board members. MOTION: Mr. Schriftman made a motion to move to a closed session for the purpose of reviewing prior closed session minutes and to discuss personnel issues, as allowed by law. The motion was seconded by Ms. Ellenbogen. Vote: 6 yes - Ken Abosch, Luisa Ellenbogen, Michael Goldberg, Jeff Rivlin, Seth Schriftman, and Ron Simon. The motion was approved and the open session was closed at 8:25 p.m. 11. EXECUTIVE SESSIONa. Closed session minutes review and recommendation 2. ADJOURNMENT At 8:50 p.m., there being no further business, Mr. Goldberg made a motion to adjourn, seconded by Mr. Schriftman. The motion was approved and the meeting was adjourned. Ken Abosch, Secretary Minutes approved by the Board on Page 5 of 5 �RESOLUTION Deerfield Public Library April 15,2015 Honoring Library Trustee Marla Bark Dembitz for Her Service Whereas the Deerfield Public Library is a public library in Deerfield, Illinois, and Whereas it has an elected Boar d of Trustees who faithfully serve (he Library and die community, and Whereas Marla Bark Dembitz has served on the Board of Trustees since 2007, and Whereas she has been an involved and diligent committee Chairperson and member, serving in a broad range of capacities including Chairperson ol Policies Committee, and Whereas, as die result of her efforts in concert vvidi others in die 2010-2013 design and building of die remodeled and expanded Library, the community now has a wonderful 2141 Century Library, Now, diereforc, be it resolved dial the Library Board gr atefully recognizes die efforts of Marla Bar k Dembitz on behalf of die Library and die greater Deerfield community, and has created diis statement in honor of her sendee. Be it furdier resolved diat a copy of diis resoludon shall be presented to her on behalf of die Deerfield Public Library Board of Trustees, and Be it furdier resolved diat die effective date of diis Resoludon shall be April 15, 2015 and it shall be in force immediately upon passage. I, Ken Aboscli, Secretary of die Board of Trustees of Deerfield Public Library, do cerdfy diat die foregoing Resoludon was duly passed and adopted by die Deerfield Public Library Board of Trustees at die Board meeting held April 15, 2015. Ken Aboscli, Secretary �RESOLUTION Deerfield Public library April 15, 2015 Honoring Library Trustee Luisa Ellenbogen for Her Service Whereas llie Deerfield Public Library is a public library in Deerfield, Illinois, and Whereas it has a Board of Trustees who faithfully serve die Library and die community, and Whereas Luisa Ellenbogen was appointed to and has served on die Board of Trustees since 2014, and Whereas she has been an involved and diligent committee member, faidifully serving on several committees, Now, dierefore, be it resolved diat die Library Board gratefully recognizes die efforts of Luisa Ellenbogen on behalf of die Library and die greater Deerfield community, and has created diis statement in honor of her sendee. Be it further resolved diat a copy of diis resolution shall be presented to her on behalf of die Deerfield Public Library Board of Trustees, and Be it furdier resolved diat die effective date of diis Resoludon shall be April 15, 2015 and it shall be in force immediately upon passage. I, Ken Aboscli, Secretary of die Board of Trustees of Deerfield Public Library, do cerdfy diat die f oregoing Resoludon was duly passed and adopted by die Deerfield Public Library Board of Trustees at die Board meeting held April 15, 2015. Ken Aboscli, Secretary �RESOLUTION Deerfield Public Library April 15, 2015 Honoring Library TrusteeJeffRivlin for His Service Whereas the Deerfield Public Library is a public library in Deerfield, Illinois, and Whereas il has an elected Board of Trustees who faithfully serve llic Library and (lie community, and Whereas Jell' Rivlin has served on the Board of Trustees since 2003, and Whereas Jell' Rivlin has provided leadership to the Board through the years as its Treasurer, and Whereas lie has been an involved and diligent committee Chairperson and member, serving in a broad range of capacities, and Whereas, as the result of his efforts in concert with others in the 2010-2013 design and building ol die remodeled and expanded Library, die community now has a wonderful 21“ Century Library, Now, diereforc, be it resolved diat die Library Board gratefully recognizes die tireless, selfless, and professional efforts ofJell Rivlin on behalf of die Library and die greater Deerfield community, and has created diis statement in honor of his sendee. Be it furdier resolved diat a copy of this resolution shall be presented to Jell' Rivlin on behalf of die Deerfield Public Library Board of Trustees, and Be it furdier resolved diat die effective date of diis Resolution shall be April 15, 2015 and it shall be in force immediately upon passage. I, Ken Aboscli, Secretary of die Board of Trustees of Deerfield Public Library, do certify diat die foregoing Resolution was duly passed and adopted by die Deerfield Public Library Board of Trustees at die Board meeting held April 15, 2015. Ken Aboscli, Secretary �DEERFIELD PUBLIC LIBRARY BOARD RESOLUTION RESOLUTION NON-RESIDENT FEE CARDS Whereas the mission of the Deerfield Public Library is to provide our community with open access to the world of information and ideas, encouraging lifelong learning and personal growth in a welcoming environment, and Whereas the Deerfield Public Library Board of Trustees interprets “community” broadly, and Whereas the residents of nearby unincorporated areas wish to access library services, and Whereas the Deerfield Public Library Board of Trustees wishes to provide non-residents access to the library services provided by Deerfield Public Library, as allowed by Illinois law, Now, therefore, the Deerfield Public Library Board of Trustees hereby resolves that Local non-residents, who live in un-served areas, may purchase library services for a fee equitable to that paid in taxes by residents of the Village of Deerfield, using the tax-formula basis, as allowed by Illinois Law, and The Reaching Across Illinois Library System (RAILS) will be notified of the same. The Trusteesfurther resolve to review this decision annually. Be it resolved that the Effective Date of this resolution shall be May 1, 2015 and shall be in force and effective immediately upon passage. I, Ron Simon, Secretary of the Board of Trustees of the Deerfield Public Library, do certify that the forgoing Resolution was duly passed and adopted by the Board of Trustees of the Deerfield Public Library at the regular board meeting held on April 15,2015, at £00jwm. Board Secretary Board President Board Treasurer ' KetfAbosch //* / ✓ i. Ron Simd / � 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 -- April 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 04/15/2015 Contributor An entity responsible for making contributions to the resource Simon, Ronald Ellenbogen, Luisa Goldberg, Michael K. Rivlin, Jeffrey Schriftman, Seth Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.784 Apple Computer Barbara Reich Deerfield Farmers Market Deerfield Optimists Club Deerfield Park District Deerfield Public Library Deerfield Public Library Art Deerfield Public Library Audit Deerfield Public Library Board of Trustees Deerfield Public Library Board of Trustees Policy Committee Deerfield Public Library Board of Trustees Resolution Deerfield Public Library Building and Property Maintenance Deerfield Public Library Bulletin Board Policy Deerfield Public Library Collection Development Policy Deerfield Public Library Collections and Usage Deerfield Public Library Computers Deerfield Public Library Digital Media Coordinator Deerfield Public Library Director Search Committee Deerfield Public Library Disposal of Surplus Property Policy Deerfield Public Library Giving Policy Deerfield Public Library Health Insurance Deerfield Public Library Improvement Plan Deerfield Public Library Library Director Deerfield Public Library Lucky Duck Collection Deerfield Public Library Meeting Room Policy Deerfield Public Library Meeting Rooms Deerfield Public Library Newsletters Deerfield Public Library Non-Resident Library Card Policy Deerfield Public Library Patron Banning Deerfield Public Library Patron Behavior Policy Deerfield Public Library Petitioning and Solicitation Policy Deerfield Public Library Pinterest Deerfield Public Library Policies Deerfield Public Library Policy Review Deerfield Public Library Public Computer Registration and Use Policy Deerfield Public Library Record Retention Policy Deerfield Public Library Social Media Policy Deerfield Public Library Staff Appreciation Day Deerfield Public Library Study Rooms Deerfield Public Library Support Services Department Deerfield Public Library Volunteers Deerfield Public Library Weapons Policy Deerfield Public Library Youth Services Department Deerfield Village Board of Trustees Friends of the Deerfield Public Library Howard Handler Integrated Library System Jeffrey Rivlin Judy Hoffman July 4th Activities Kenan Abosch Lake County Fair Lee Rivlin Luisa Ellenbogen Lynn Elam Marla Bark Dembitz Mary Holtrop Mary Pergander Michael K. Goldberg Nina Michael Obamacare Pam Skittino Ronald Simon Seth Schriftman Sierra Sycamore Public Library Trisha Steele West Deerfield Township West Deerfield Township Food Pantry William Seiden https://archives.deerfieldlibrary.org/files/original/5d390c6b310977be6dd1b5941a9fd0a0.pdf 268457c37f76df37132459e504ff5fe8 PDF Text Text SEARCH COMMITTEE Deerfield Public Library Board of Trustees 920 Waukegan Road, Deerfield, IL 60015 6 pm Monday, April 20, 2015 Agenda 1. ROLL CALL AND CALL TO ORDER 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE 3. OLD BUSINESS 1. NEW BUSINESS a) Evaluate Library Director candidates and select finalist(s) to be interviewed b) Discuss selection process and procedures c) Affirm desired interview dates to be confirmed with candidates, Board interviewers, and Library room availability d) Discuss continuity of leadership and possible recommendation for transitional leadership, for board approval 2. EXECUTIVE SESSION 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 Mary Pergander at 847-945-3311 to allow the Library to make reasonable accommodations. �' A Deerfield Public Library Board of Trustees SEARCH COMMITTEE MEETING Wednesday, April 20,2015 Minutes 1. ROLL CALL AND CALL TO ORDER The meeting was called to order at 6:00 p.m. in the Deerfield Library Board Room, 920 Waukegan Road, Deerfield, IL 60015. Present Board members: Ron Simon - President, Ken Abosch - Secretary, Luisa Ellenbogen Also present was Lynn Elam from Lynn Elam Consulting Staff: None 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) Discuss Library Director search requirements including: i. Review the results of staff input survey ii. Discuss priorities and create a candidate profile iii. Review and approve position announcement iv. Determine offered compensation parameters v. Set tentative interview dates with candidates Lynn Elam shared information from the staff input survey verbally. The committee then reviewed a template and selection criteria for use in the candidate interview process. The suggested process for the candidate interviews was discussed and was described as: candidates would be asked to make an opening presentation lasting 10 minutes, followed by 60 minutes of scripted questions posed by Board members. The final 15 minutes of the interviews would consist of the opportunity for candidates to ask questions of the Board. Each candidate interview was to last 90 minutes. Lynn Elam presented profiles for four candidates to be considered as finalists: Nancy Kim Phillips; Amy Falasz-Peterson; Susan Lempke; and Lenora Berendt. The search committee determined a desire to pursue the candidacy of Amy Falasz-Peterson; Susan Lempke; and Lenora Berendt. Interviews will be held on two days: May 4, 2015 and May 5, 2015. Each candidate will be greeted upon arrival by a staff member, and then taken on a tour of the facility. There will be a meet and greet with the staff and then a separate session with management to get to know the' candidates. After a meal break the candidate will then have a 60 to 90 minute interview with the Board. 5. EXECUTIVE SESSION No executive session was held. 6. ADJOURNMENT At 8:26 p.m., there being no further business Luisa Ellenbogen made a motion to adjourn, seconded by Ron Simon. Page 1 of2 �* * Deerfield Public Library Board ofTrustees Special Board Meeting Minutes Ken Abosch, Secretary Minutes approved by the Board on Page 2 of2 � 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 Search Committee Meeting Minutes -- April 20, 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 4/20/2015 Contributor An entity responsible for making contributions to the resource Simon, Ronald Ellenbogen, Luisa Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.785 Amy Falasz-Peterson Deerfield Public Library Deerfield Public Library Board of Trustees Deerfield Public Library Board of Trustees Library Director Search Committee Deerfield Public Library Library Director Deerfield Public Library Staff Input Survey Kenan Abosch Lenora Berendt Luisa Ellenbogen Lynn Elam Lynn Elam Consulting Nancy Kim Phillips Ronald Simon Susan Lempke https://archives.deerfieldlibrary.org/files/original/a558a0edacce9da44883f19ce5ab7be9.pdf 4ec7c57eafe798d42707911cafca7eab PDF Text Text SPECIAL BOARD MEETING Deerfield Public Library Board of Trustees 920 Waukegan Road, Deerfield, IL 60015 Monday, May 4, 2015, 6 pm* AND continued on Tuesday, May 5, 2015,4 pm* Agenda 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. Interview Director candidates and select preferred candidate 5. EXECUTIVE SESSION if needed 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 Mary Pergander at 847-945-3311 to allow the Library to make reasonable accommodations. ♦NOTE Start times may be delayed if necessary to accommodate schedules. Will not start BEFORE the posted times. �Deerfield Public Library Board of Trustees SPECIAL BOARD MEETING Thursday, May 4,2015 Minutes 1. ROLL CALL AND CALL TO ORDER The meeting was called to order at 6:00 p.m. in the Deerfield Library Boardroom, 920 Waukegan Road, Deerfield. IL 60015. Present Board members: Ron Simon - President, Ken Abosch - Secretary, Luisa Ellenbogen. Jeff Rivlin Treasurer, Marla Bark Dembitz, and Seth Schriftman Absent: Michael Goldberg Also present was Lynn Elam from Lynn Elam Consulting Staff: None 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE No request to address the Board. 3. OLD BUSINESS There was no old business. 4. NEW BUSINESS a. Interview Director candidates and select preferred candidate Board members interviewed Susan Lempke regarding her application to serve as the next Director of the Deerfield Public Library search. The candidate interview lasted 90 minutes. Susan was asked to make an opening presentation lasting 10 minutes, followed by 60 minutes of scripted questions posed by Board members. The final 15 minutes of the interviews consisted of the opportunity for Susan to ask questions of the Board. 5. EXECUTIVE SESSION No executive session was held. 6. ADJOURNMENT At 8:20 p.m.., there being no further business, Marla Dembitz made a motion to adjourn, seconded by Seth Schriftman. Ken Abosch, Secretary Minutes approved by the Board on 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 Special Board Meeting Minutes -- May 4, 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 05/04/2015 Contributor An entity responsible for making contributions to the resource Simon, Ronald Ellenbogen, Luisa Rivlin, Jeffrey Dembitz, Marla Bark Schriftman, Seth Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.786 Deerfield Public Library Deerfield Public Library Board of Trustees Deerfield Public Library Board of Trustees Library Director Search Committee Deerfield Public Library Library Director Jeffrey Rivlin Kenan Abosch Luisa Ellenbogen Lynn Elam Lynn Elam Consulting Marla Bark Dembitz Michael K. Goldberg Ronald Simon Seth Schriftman Susan Lempke https://archives.deerfieldlibrary.org/files/original/5700f7652dc47cde55413c7d3d278faf.pdf 965536ec8104aa1a70e6fc115f4147c1 PDF Text Text Deerfield Public Library Board of Trustees SPECIAL BOARD MEETING Thursday, May 5,2015 Minutes 1. ROLL CALL AND CALL TO ORDER Die meeting was called to order at 4:15 p.m. in the Deerfield Library Boardroom, 920 Waukegan Road, Deerfield, IL 60015. Present Board members: Ron Simon - President, Ken Abosch - Secretary, Luisa Ellenbogen, Jeff Rivlin Treasurer, Marla Bark Dcmbitz, and Seth Schriftman Absent: Michael Goldberg Also present was Lynn Elam from Lynn Elam Consulting Staff: None 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE No request to address the Board. 3. OLD BUSINESS There was no old business. 4. NEW BUSINESS a. Interview Director candidates and select preferred candidate Board members interviewed Amy Falasz-Peterson and Lenora Berendt regarding their applications to serve as the next Director of the Deerfield Public Library search. Each candidate interview lasted 90 minutes. Candidates were asked to make an opening presentation lasting 10 minutes, followed by 60 minutes of scripted questions posed by Board members. The final 15 minutes of the interviews consisted of the opportunity for candidates to ask questions of the Board. Following the interviews, Meg Anthony joined the meeting to share staffs and management's feedback and impressions of the three candidates interviewed on May 4,h and May 5,h. Meg left the meeting after presenting this information. b. Recommendation regarding selection of preferred candidate As part of the candidate selection process the Board discussed interim director options and determined that it preferred to ask Meg Anthony to serve as the interim if needed. Seth Schriftman made a motion to provide a pro-rated monthly bonus of $1,000.00 for the interim director following the date of Mary Pergander’s departure. Seconded by Jeff Rivlin. All Boarded members voted yes. Ken Abosch was asked to further pursue the candidacy of one of the applicants and begin the process of exploring employment terms. 5. EXECUTIVE SESSION Seth Schriftman made a motion to move into closed session to discuss personnel matters at 8:33 p.m. Seconded by Marla Dembitz. Closed session was adjourned at 10:38 p.m. 6. ADJOURNMENT At 10:40 p.m.., there being no further business, Ron Simon made a motion to adjourn, seconded by Marla Dembitz. Page 1 of2 �Deerfield Public Library Board of Trustees Special Board Meeting Minutes January 31, 2015 si n. Ken Abosch. Secretai Minutes approved by the Board on ^ /(S Page 2 of2 � 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 -- May 5, 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 05/05/2015 Contributor An entity responsible for making contributions to the resource Simon, Ronald Ellenbogen, Luisa Rivlin, Jeffrey Dembitz, Marla Bark Schriftman, Seth Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.787 Amy Falasz-Peterson Deerfield Public Library Deerfield Public Library Board of Trustees Deerfield Public Library Board of Trustees Library Director Search Committee Deerfield Public Library Library Director Jeffrey Rivlin Kenan Abosch Lenora Berendt Luisa Ellenbogen Lynn Elam Lynn Elam Consulting Marla Bark Dembitz Mary Pergander Meg Anthony Michael K. Goldberg Ronald Simon Seth Schriftman https://archives.deerfieldlibrary.org/files/original/83655c918987ec49fb03e952fe492568.pdf af0052c375822c3f15be11ccc1b57105 PDF Text Text BOARD ORIENTATION MEETING Deerfield Public Library Board of Trustees 920 Waukegan Road, Deerfield, IL 60015 6 pm Thursday, May 7,2015 Agenda 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. Members of the Board Relations Committee and the Library Director will share orientation materials with newly-elected Trustees to prepare them to serve on the Library Board 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 Mary Pergander at 847-945-3311 to allow the Library to make reasonable accommodations. �/ Deerfield Public Library Board of Trustees SPECIAL BOARD MEETING - Board Orientation Thursday, May 7,2015 Minutes 1. ROLL CALL AND CALL TO ORDER The meeting was called to order at 6 pm in the Deerfield Public Library Board room, 920 Waukegan Road, Deerfield, IL 60015. Present Board members: Ron Simon - President, Michael Goldberg - Chairperson for Board Relations. Absent: Marla Bark Dembitz. Also present were Board members-elect: Howard Handler, Jean Reuther, and Maureen Wener. Staff: Mary Pergander 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. Members of the Board Relations Committee and the Library Director will share orientation materials with newly-elected Trustees to prepare them to serve on the Library Board. Mr. Mike Goldberg welcomed the newly-elected Trustees and shared his own experience as a board member. Then Mr. Goldberg led the group through the manual provided, and participants took turns contributing and asking questions. A separate session to cover financial reports, activities, and responsibilities will be scheduled for the future. All new Trustees will also receive a tour, including behind the scenes, at the Library. Mr. Goldberg asked that a section on the Board self-assessment be added to future orientations. Mr. Howard Handler asked that the link to the required Open Meetings Act online training be re-sent. Ms. Pergander will do so. Mr. Handler and Ms. Maureen Wener asked how to add items to future Board meeting agendas. Mr. Ron Simon and Ms. Mary Pergander requested items be sent via email not later than the Tuesday of the week prior to the Board meeting. Ms. Pergander also suggested new Trustees contact the President or the Director in advance of the Board meeting if there is a question about an item in the board packet, to facilitate discussion, investigation, and a timely response. 5. EXECUTIVE SESSION No executive session held. 6. ADJOURNMENT At 7:35 pm, there being no further business, Mr. Ron Simon made a motion to adjourn, seconded by Mr. Goldberg. The motion was approved, and the meeting was adjourned. Ken Abosch, Secretary Minutes approved by the Board on 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 Board Orientation Meeting Minutes -- May 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 05/07/2015 Contributor An entity responsible for making contributions to the resource Simon, Ronald 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.0002.788 Deerfield Public Library Deerfield Public Library Board of Trustees Deerfield Public Library Board of Trustees Board Relations Committee Deerfield Public Library Board of Trustees Orientation Deerfield Public Library Library Director Howard Handler Illinois Open Meetings Act (OMA) Jean Reuther Marla Bark Dembitz Mary Pergander Maureen Wener Michael K. Goldberg Ronald Simon https://archives.deerfieldlibrary.org/files/original/26484b74aed4498dbf8500ef34779df8.pdf a8cd186ac941fac3aabb20aef0caeb42 PDF Text Text SPECIAL BOARD MEETING Deerfield Public Library Board of Trustees 920 Waukegan Road, Deerfield, IL 60015 Tuesday, May 12, 2015, 6 pm Agenda 1. ROLL CALL AND CALL TO ORDER 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE 3. OLD BUSINESS a. Hire, and approve compensation plan for the new Library Director 4. NEW BUSINESS 5. EXECUTIVE SESSION if needed 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 Mary Pergander at 847-945-3311 to allow the Library to make reasonable accommodations. �Deerfield Public Library Board of Trustees SPECIAL BOARD MEETING Thursday, May 12, 2015 Minutes 1. ROLL CALL AND CALL TO ORDER The meeting was called to order at 6:05 p.m. in the Deerfield I ibrary Boardroom, 920 Waukegan Road, Deerfield. II. 60015. Present Board members: Ron Simon - President, Ken Abosch - Secretary. Luisa Ellenbogen. Jeff Rivlin Treasurer, Marla Bark Dembit/, and Seth Scliriftman Absent: Michael Goldberg Also present was Lynn Elam from Lynn Elam Consulting Staff: None 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE No request to address the Board. 3. OLD BUSINESS a. I lire, and approve compensation plan for the new Library Director 4. NEW BUSINESS There was no new business 5. EXECUTIVE SESSION Ron Simon made a motion to move into closed session to discuss personnel matters at 6:04 p.m. Seconded by Jeff Rivlin. Closed session was adjourned at 7:35 p.m. 6. ADJOURNMENT At 7:36 p.m.., there being no further business. Ron Simon made a motion to adjourn, seconded by Jeff Rivlin. Ken Abosch, Secretary Minutes approved by the Board on 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 Special Board Meeting -- May 12, 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 05/12/2015 Contributor An entity responsible for making contributions to the resource Simon, Ronald Ellenbogen, Luisa Rivlin, Jeffrey Dembitz, Marla Bark Schriftman, Seth Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.789 Deerfield Public Library Deerfield Public Library Board of Trustees Deerfield Public Library Library Director Jeffrey Rivlin Kenan Absoch Luisa Ellenbogen Lynn Elam Lynn Elam Consulting Marla Bark Dembitz Michael K. Goldberg Ronald Simon Seth Schriftman