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S'35 8 ag n 3 3 fD CL 30 CD o fD fD to QJ 10 o CL O fD K) 3 fD 3 >-» cn fD v» S' o cr N> Jg 30 S S vJ fD S' TJ N W 5 C ? E.B F 3 S| 3 o - p 3> r i 8 S. 3 N 5- o -2 .o*SS g <8 3) “ S |f I £S o o Lt fD U. g n m U. fD a QJ O 3 fD o. 3 fD fD 3 era to fD to to 6* 3 QJ < >4 CO TO fD E CD O QJ a r �Deerfield Public Library Board of Trustees Regular Meeting Minutes - With Corrections May 20, 2015 1. ROLL CALL AND CALL TO ORDER The meeting was called to order at 7:00 p.m., in the Deerfield Public Library Boardroom, 920 Waukegan Road, Deerfield, IL 60015. Present Board members: Ron Simon - President, Ken Abosch - Secretary, Seth Schriftman-Treasurer, Michael Goldberg, Howard Handler, Jean Reuther, and Maureen Wener Absent: none Also present: Exiting Board Member Marla Bark Dembitz, Village Manager Kent Street, and Village Liaison Bill Seiden Staff: Library Director Mary Pergander, Meg Anthony - upcoming Interim Director, Business Manager Trisha Steele, and Judy Hoffman - Outreach Coordinator Mr. Ron Simon welcomed the new board members and everyone present. Mr. Simon introduced the Village Manager, Mr. Kent Street, and the staff in attendance: Ms. Judy Hoffman - Outreach Coordinator, Ms. Meg Anthony - Interim Director and Head of Youth Services, and Trisha Steele, Business Manager. He also introduced Mr. Bill Seiden, who is a Village Trustee and the Village Liaison for the Library. a. b. Swearing in of newly elected Board members Signing of Oaths of Office Mr. Kent Street, Village Manager, conducted the swearing in of the newly elected board members: Seth Schriftman-who had previously served as an appointed member, Howard Handler, Jean Reuther, and Maureen Wener. Each then signed an Oath of Office. Photographs of the new Board members were taken by Ms. Judy Hoffman. Item 2: HONORING OUTGOING BOARD MEMBER - this item was moved to this point in the meeting. Mr. Simon said the Board would honor Ms. Marla Bark Dembitz, outgoing board member, who was not able to attend at the prior meeting. Mr. Simon reviewed her accomplishments and thanked her for her many contributions to the Library. Mr. Ken Abosch re-read the Resolution honoring Ms. Dembitz, adopted at the April Board meeting, and presented a memento of appreciation to Ms. Dembitz. Ms. Dembitz expressed her appreciation for her experience on the Board and emphasized that three words best represent this Board: collaborative, productive, and respectful. c. Election of new officers Mr. Simon reviewed the protocol for taking nominations and voting for the Board's officers. He explained that he had nominated himself for President for the second year, and noted that there is a two-year limit. He asked if anyone else wanted to submit his or her name for President, and there was no request to do so. Mr. Simon asked if all are in favor of his nomination as President. Vote: All answered 'aye'. Mr. Simon then explained that Mr. Abosch had submitted his name for nomination as Secretary, and asked if anyone else wanted to submit his or her name for the position of Secretary. There was no request to do so. Mr. Simon asked if all are in favor of Ken Abosch as Secretary. Vote: All answered 'aye'. Page 1 of 8 �Deerfield Public Library Board of Trustees Regular Meeting Minutes May 20, 2015 Mr. Simon then stated that Mr. Seth Schriftman had submitted his name for nomination as Treasurer, and asked if anyone else wanted to submit his or her name for the position of Treasurer. There was no request to do so. Mr. Simon asked if all are in favor of Seth Schriftman as Treasurer. Vote: All answered 'aye'. d. Appointments to Board Committees for 2015 The members discussed the list of committees, which committees would need additional members, and all were encouraged to serve on the committees that best met their interests. Ms. Mary Pergander noted that the President of the Board and the Library Director are Ex-officio members of all committees. The members then discussed membership for the committees as follows:______________________ Other Committee Members Chair Committee Maureen Wener Ron Simon Howard Handler Mike Goldberg Policy Maureen Wener Mike Goldberg Board Relations Seth Schriftman Jean Reuter Howard Handler Mike Goldberg Building Ron Simon Ken Abosch Seth Schriftman Finance Service Area Human Relations Memorial Mike Goldberg Ken Abosch Ron Simon Ken Abosch Jean Reuther Mike Goldberg Howard Handler Ron Simon Long Range Ron Simon Committee of the Whole Maureen Wener 2. HONORING OUTGOING BOARD MEMBER This item was addressed at the beginning of the meeting. 3. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE No request to address the Board. 4. CONSENT AGENDA Items 4-a Minutes, and 4-c Revised Gift/Donation Policy, were removed from the consent agenda. The minutes were reviewed individually and the whether certain members should/should not approve the minutes was discussed. Ms. Pergander noted that the minutes are not yet available for the Special Board Meeting on May 12th and, therefore, those minutes should be struck from the list to be approved. Mr. Simon then called for a vote on each of the other minutes, individually. MOTION: Mr. Schriftman made a motion to approve the minutes for the Regular Meeting on April 15, 2015, seconded by Mr. Michael Goldberg [corrected to show board members' names] Vote: 4 ayes: Ken Abosch, Michael Goldberg, Seth Schriftman, and Ron Simon; 3 abstained: Howard Handler, Jean Reuther, and Maureen Wener. The motion was approved. MOTION: Mr. Schriftman made a motion to approve the minutes for the Special Board Meeting May 4 and 5, 2015, seconded by Mr. Goldberg [corrected to show board members' names] Vote: 4 ayes: Ken Abosch, Michael Goldberg, Seth Schriftman, and Ron Simon; 3 abstained: Howard Handler, Jean Reuther, and Maureen Wener. The motion was approved. Page 2 of 8 �Deerfield Public Library Board of Trustees Regular Meeting Minutes May 20, 2015 MOTION: Mr. Goldberg made a motion to approve the minutes for the Board Orientation on May 7, 2015, [corrected to show board members' names] seconded by Mr. Simon Vote: 4 ayes: Ken Abosch, Michael Goldberg, Seth Schriftman, and Ron Simon; 3 abstained: Howard Handler, Jean Reuther, and Maureen Wener. The motion was approved. The following items were included on the consent agenda: a,—Minutes: Regular meeting April 15, Special Board meeting May 4 and 5, Board Orientation May 7, Special Board meeting May 12^ b. Financials: Balance sheet, Revenues and Expenses, Variance report, Investments Report &—Recommendation to approve revised Gif-t/DonatiorvPoliey MOTION: Mr. Goldberg made a motion to approve Item 4-b Financials, as listed on the consent agenda, seconded by Mr. Simon Vote: 7 yes - Ken Abosch, Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. 5. TREASURER REPORT Mr. Schriftman outlined his review of the financial information presented, and explained the list of checks for approval, noting that some are prepared as off-cycle checks while the majority are held for distribution until the day after the Board meeting, a. List of checks and payments for approval Mr. Schriftman presented the outstanding list of checks and payments to be approved, which included 315.40 Petty cash checks 480 through 487 183.29 Electronic payments from the E-Pay Illinois Funds account General Fund checks 8834 through 8901, and one ACH transaction, for 143,013.40 the purpose of paying for general operations 111,415.63 General Fund ACH (to be reimbursed from Debt Service) The total amount presented for approval was S254.927.72 MOTION: Mr. Goldberg made a motion to approve the list of checks and payments, seconded by Mr. Schriftman Vote: 7 yes - Ken Abosch, Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. b. Approval of several Resolutions establishing signers for banking and financial accounts Mr. Simon explained the resolutions needed by Bank Financial which are needed to authorize Mr. Ron Simon, Mr. Ken Abosch and Mr. Seth Schriftman, the Board's officers, to conduct banking business on behalf of the Library. MOTION: Ms. Wener made a motion to approve the Bank Financial resolutions authorizing Mr. Ron Simon, Mr. Ken Abosch, and Mr. Seth Schriftman, to conduct banking business on behalf of the Library, seconded by Ms. Reuther Vote: 7 yes - Ken Abosch, Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. Page 3 of 8 �Deerfield Public Library Board of Trustees Regular Meeting Minutes May 20, 2015 6. FRIENDS LIAISON REPORT Mr. Simon said that Ms. Elaine Haney had sent her apologies that she could not attend this evening. No report was available. Ms. Maureen Wener asked if a process was available to pay donations online to the Friends. Ms. Pergander explained that a system is not currently available to accept credit card payments for payments to the Friends, but suggested that the process may need to be re-examined. Mr. Goldberg explained that some Board members act as the Board's liaisons to the Friends group. He invited Ms. Wener to consider acting as one of the Board liaisons. Mr. Abosch explained that the Friends of Deerfield Public Library is a separate legal entity and a 501-3C non­ profit. The revenues for the Friends and the Library cannot be comingled. 7. VILLAGE LIAISON REPORT Mr. Bill Seiden provided an update on Village Board activities, including an anticipated change of the July 4th parade route next year that may affect the Library. He also explained how the Village was responding to a reduction in State sales tax revenues for the Village. Ms. Wener asked if the Village could reduce the Library's funding since the State was reducing the Village's revenues. Mr. Seiden explained that the Library's revenue source, the property tax levy, is a separate source that is not affected by Village actions. 8. LIBRARY DIRECTOR REPORT a. Highlights from Director's written report Ms. Pergander shared the following highlights: This is my last monthly report for the Board. I have greatly appreciated the opportunity to serve this community, and I appreciate all the support I have received from the Board. All the staff members appreciated the treats provided by the board for National Library Week. The chairs in Youth Services were replaced by the manufacturer due to fabric flaws resulting in premature wear and splitting. Claire Steiner, Ellen Kaiser, along with other managers and staff members, successfully combined the lower level service desks, and also created a new seating area using furnishings already in the building. Tony Keaton and Meg Anthony are prepared for the two day electrical work, and Judy Hoffman and others are creating an information campaign to alert the public. We have contracted for two large flower pots for the outer front entrance, which the landscapers will fill three times seasonally per year. Members of the management team are pitching in to support Meg as Interim, with certain redundancies of training helping assure a smooth transition and adequate coverage of key responsibilities. Trisha Steele helped arrange for free chair massages for staff members to celebrate National Library Week. The Park District, Village, and Library are continuing talks to improve coordination of health care plans. There are only minor changes in charges at this time, pending more information late fall. The audit is nearing completion. There were 59 reservations for the large meeting rooms last month. Ellen Kaiser of Patron services received $355 of materials returned after she sent personal reminder letters last month. Six Assistants are attending Reaching Forward. Sayaka Suzuki staffed a recruiting table at the jobs fair at Trinity University. All current Pages were promoted to Library Aide. The Support Services department is cleaning about 30 discs per day. Pam Skittino also oversaw the addition of Picture Books, Adult Nonfiction, and Adult Fiction as new catalog options. We had our highest circulation ever in 2014 at 485,518. Also, Youth programming attendance has increased from 4,761 to 13,500 in two years, while Adult similarly increased from 808 to 3201 in the same period. b. Thank You from staff for the wonderful staff appreciation treats See above. c. Loss of DVDs and Blu-rays, and action taken In addition to the addition of the security camera mentioned above, we are reporting the losses to police, and are taking other steps to secure the collection. Page 4 of 8 �Deerfield Public Library Board of Trustees Regular Meeting Minutes May 20, 2015 d. Server room HVAC issues We have had very serious humidity issues in the Library and the server room, with humidity reaching over 80%. The Engineer who designed the system has been contacted and is checking the entire system design e. f. g- for areas needing attention. Social media and staff Intranet update There is significantly increased activity on our social media reach and engagement in just the past few weeks after the arrival of our new Digital Media Coordinator. We are adding one security camera to the Media area while evaluating other future additions. Tom Owen conducted a staff survey about proposed Intranet improvements, and he is targeting the top requests by staff for the first rounds of improvements. Update - Zingerman's customer service training half-day for staff Ms. Pergander reviewed the nine-month history of the move to incorporate Zingerman's principles, initially introduced by Ellen Kaiser. In April, the Library staff attended a half day session led by a Zingerman's trainer. It was very well received by staff. Update - GIVING button for donations, and related donation information The proposed GIVING button has been implemented, and the button leads to a page offering the opportunity to donate to the Friends or the Library. Mr. Abosch asked about the uses of surveillance cameras in the Library where thefts have occurred, how they will help when patrons can move materials anywhere in the Library, and whether there would be signage. Ms. Pergander confirmed that signage is already posted. There was some discussion regarding other actions the Library might take to address the loss of materials, including checking Amazon for the sale of similar items but with missing cases, moving the collections, and increasing supervision in the areas of theft. 9. OLD BUSINESS a. Approval of Library Director lump sum performance-based salary adjustment Mr. Simon said that the Board had discussed the suggested lump sum performance-based salary adjustment previously in a closed session. He explained the timing of the annual salary adjustments and the purpose of the proposed payment. MOTION: Mr. Schriftman made a motion to approve the lump sum performance-based salary adjustment of $800 to the Library Director, seconded by Mr. Abosch Vote: 7 yes - Ken Abosch, Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. b. Recommendation to not release to the public closed minutes reviewed at the April 15 closed meeting session The process for releasing closed minutes was discussed. Mr. Abosch noted that a review and reconsideration of all closed minutes is required every six months and that action must be taken only in open session. Ms. Pergander said that the closed minutes are retained on tape, as well as in written form. Mr. Howard Handler asked how old the closed minutes are. It was explained that some are from the mid2000's. Those that have to do with particularly sensitive personnel or lawsuit issues have been kept closed. Mr. Simon reviewed the advice given by legal counsel, and noted that closed minutes can be opened in the future if the Board members choose to take that action. MOTION: Mr. Goldberg made a motion to not release to the public the closed minutes reviewed at the April 15 closed meeting session, seconded by Mr. Schriftman Vote: 5 yes - Ken Abosch, Michael Goldberg, Jean Reuther, Seth Schriftman, and Ron Simon. 2 abstained - Howard Handler, and Maureen Wener. The motion was approved. Page 5 of 8 �Deerfield Public Library Board of Trustees Regular Meeting Minutes May 20, 2015 c. d. Update - Replacement of main electrical switch and Library closure on June 2 and 3 This item was covered under the Director's Report. Farmer's Market dates (Aug. 1, Sept. 26) and assignments for Board members Mr. Simon reviewed what usually occurs at the Village of Deerfield Farmers' Market. He said that the primary purpose is to see the public, answer questions, and to collect input and suggestions. He explained that staff set up the table and materials, and Board members usually man the booth between 9:00 a.m. to noon. There are typically two Board members for each date, although more members are welcomed. Ms. Pergander noted that staff covers two other Farmers' Market dates and representatives from the Friends group are present on other dates too. Ms. Reuther & Mr. Abosch volunteered to man the booth on August 1st. Ms. Wener said that she is available for both dates. Mr. Handler and Mr. Schriftman volunteered to cover the booth on September 26th. 10. NEW BUSINESS a. Recommendation to hire new Library Director Mr. Simon explained the director search process and thanked Mr. Abosch for his leadership on the search committee. Mr. Abosch reviewed the offer letter provided and said that it had been accepted. He then reviewed some of the experience that Ms. Amy Falasz-Peterson has as a Director, including a referendum and a collaborative building project. Ms. Wener asked why Ms. Falasz-Peterson is changing jobs. Mr. Abosch explained that, although she really enjoys her current position, she is originally from this area; also there is a higher usage of the library in Deerfield and there are other challenges and opportunities here. Mr. Simon added that Ms. FalaszPeterson was not looking for a new position when the consultant contacted her. Mr. Abosch reviewed the basic structure of offer, including the annual salary and wage per pay period, establishing goals, the performance-based bonus target and maximum, the Board's performance review, and a signing bonus that can be used to assist with relocation expenses and previously established vacation plans. He stated that other aspects of the offer are all in accordance with the Library's established employment practices and personnel policies. MOTION: Mr. Goldberg made a motion to approve hiring Ms. Amy Falasz-Peterson, in accordance with the package as presented by Mr. Abosch, seconded by Mr. Schriftman Vote: 7 yes - Ken Abosch, Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. Mr. Handler asked about the process for giving notice to the public regarding the new director. Mr. Simon outlined the planned press releases and described the other notifications to peers. b. Discussion of and possible change to vacation accrual schedule/policy It was decided that this topic does not need to be modified; it was not discussed. Page 6 of 8 �Deerfield Public Library Board of Trustees Regular Meeting Minutes May 20, 2015 c. Appointment of Meg Anthony as Interim Director, and defining of her authority Mr. Simon described the process for choosing an Interim Director and the responsibilities that person will handle. He recommended that Ms. Meg Anthony, the current Head of Youth Services, be approved as the Interim Director. MOTION: Mr. Goldberg made a motion to approve hiring Ms. Meg Anthony as the Interim Director, seconded by Ms. Jean Reuther. Vote: 7 yes - Ken Abosch, Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. d. Recommendation for upgrade of 3M self-check stations for a price not to exceed $12,000 Ms. Pergander explained the purpose of the upgrade and the costs. MOTION: Ms. Wener made a motion to approve the upgrade of the 3M self-check stations for a price not to exceed $12,000, seconded by Mr. Goldberg. Vote: 7 yes - Ken Abosch, Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. e. Scheduling of Board Orientation Session - Financials Mr. Schriftman discussed the financial review processes and board responsibilities. He encouraged all Board members to attend. He said the session is typically a Saturday morning, between 9:30 and 11:30 a.m. Ms. Trisha Steele, Business Manager, will coordinate the date and time of the upcoming session. f. Banned patron review and recommendation regarding privileges Mr. Simon reviewed the process used for banning a patron, and he also reviewed the communication provided for a particular case. There was discussion about particular behavior that involved children, which came to light after the original communications were made, and whether the banning process needed to be renewed. Ms. Reuther asked Ms. Anthony, Head of Youth Services, for her input. Ms. Anthony discussed the rise in unattended children, which makes the described behavior more troubling. Mr. Goldberg pointed out that a ban communicates how seriously the Board takes certain behavior. He noted that the Board needs to recognize that the patron in this case provided an immediate response, with an apology and recognition of his actions. Mr. Goldberg asked the Board members what other specific thing would need to happen to make a difference at a later time. Safety concerns and the difficulty of the decision process were discussed, including how to weigh the rights of patrons, staff, and children. Also discussed were the length of a ban, past legal advice, the reviewing process, and the availability of information from other sources, such as the local police. The current transition at the library and its impact on the situation was discussed. Various alternatives were aired. MOTION: Mr. Simon made a motion to establish a three-month ban, to be lifted on September 1st, based on the inappropriate behavior in the Quiet Room; and, that the patron be notified of the other incidents reported; the motion was seconded by Ms. Wener. Vote: 6 yes - Ken Abosch, Michael Goldberg, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. 1 no - Howard Handler. The motion was approved. Page 7 of 8 �Deerfield Public Library Board of Trustees Regular Meeting Minutes May 20, 2015 g. Recommendation to approve furnishings quote for Youth Services workstations, and discuss plans for Support Services Ms. Anthony reviewed the proposed changes to the Youth work area. She explained the department's staffing plan, described the process for sharing desks, and the consequences to productivity. MOTION: Mr. Goldberg made a motion to approve the recommended furnishing changes to the Youth Department, at a cost not to exceed $4,000. Mr. Schriftman provided a second to the motion. Vote: 7 yes - Ken Abosch, Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. h. Update from Memorials Committee Mr. Simon asked that this item be added to the next Board meeting's agenda. He reviewed the mission of committee, and the need for an improved and formal policy, noting that a case-by-case basis is not sufficient. Processes were discussed, including how research is conducted, the involvement of staff, and the Board's engagement. Mr. Simon said he would like to have a committee meeting scheduled with all Board members invited. i. REMINDER - Art Festival Preview Party, May 29, 6 to 8 pm, Village Hall Ms. Pergander reviewed the Art Festival Preview Party, explaining that it is an opportunity to network with the other Village movers and shakers. Mr. Abosch noted that spouses can be included but that attendance does require an RSVP. 11. OTHER DISCUSSION ITEMS a. Mr. Schriftman asked about the protocol for Board member email addresses, noting that one member has an email address at deerfieldlibrary.org. Mr. Handler said that using this email address will help to avoid FOIA request complications, but Ms. Pergander explained that a FOIA request could be placed for all Board member emails regardless of the email address. Ms. Wener said providing board email addresses @deerfieldlibrary.org seems like a good idea and it was suggested that the idea be placed on next meeting's agenda. b. Mr. Abosch inquired how closed session minutes can be approved without releasing them. Ms. Pergander said that the minute dates can be placed on the next agenda. 12. EXECUTIVE SESSION No executive session held. 13. ADJOURNMENT At 10:36, 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 -Jvue ^7, Page 8 of 8 � 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 -- May 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 05/20/2015 Contributor An entity responsible for making contributions to the resource Simon, Ronald Schriftman, Seth Goldberg, Michael K. Handler, Howard Reuther, Jean Wener, Maureen Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.790 3M Amazon Amy Falasz-Peterson Art Festival Preview Party Bank Financial Claire Steiner Deerfield Farmers Market Deerfield Park District Deerfield Public Library Deerfield Public Library Adult Services Department Deerfield Public Library Audit Deerfield Public Library Board of Trustees Deerfield Public Library Board of Trustees Board Relations Committee Deerfield Public Library Board of Trustees Building and Grounds Committee Deerfield Public Library Board of Trustees Finance Committee Deerfield Public Library Board of Trustees Human Relations Committee Deerfield Public Library Board of Trustees Long Range Planning Committee Deerfield Public Library Board of Trustees Memorials Committee Deerfield Public Library Board of Trustees Orientation Deerfield Public Library Board of Trustees Policy Committee Deerfield Public Library Board of Trustees Service Area Committee Deerfield Public Library Building and Property Maintenance Deerfield Public Library Collections and Usage Deerfield Public Library Gift Policy Deerfield Public Library Health Insurance Deerfield Public Library Library Director Deerfield Public Library Meeting Rooms Deerfield Public Library Patron Banning Deerfield Public Library Patron Services Department Deerfield Public Library Programming Deerfield Public Library Self Checkout Stations Deerfield Public Library Social Media Deerfield Public Library Staff Intranet Deerfield Public Library Support Services Department Deerfield Public Library Youth Services Department Deerfield Village Board of Trustees Deerfield Village Hall Deerfield Village Manager Elaine Haney Ellen Kaiser Freedom of Information Act (FOIA) Friends of the Deerfield Public Library Howard Handler Illinois Sales Tax Revenue Jean Reuther Judy Hoffman July 4th Activities Kenan Absoch Kent Street Marla Bark Dembitz Mary Pergander Maureen Wener Meg Anthony Michael K. Goldberg National Library Week Pam Skittino Property Taxes Reaching Forward Conference Ronald Simon Sayaka Suzuki Seth Schriftman Tom Owen Tony Keaton Trinity University Trisha Steele William Seiden Zingerman's https://archives.deerfieldlibrary.org/files/original/6f4e28e78eb84a1e2b58cfde721c8718.pdf af36ba080f27fe485181f1683b269ab6 PDF Text Text Deerfield Public Library Board of Trustees 920 Waukegan Road, Deerfield, IL 60015 Regular Meeting Agenda 7 p.m., June 17, 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 May 20 b. Financials: Balance sheet, Revenues and Expenses, Variance report, Investments Report 4. TREASURER REPORT a. List of checks and payments for approval b. Update: Cash management procedures c. Resolution to establish plan coordinator for ICMA retirement program 5. FRIENDS LIAISON REPORT 6. VILLAGE LIAISON REPORT 7. LIBRARY DIRECTOR REPORT a. Highlights from Director's written report b. Update - Replacement of main electrical switch and Library closure on June 2 c. Update - Upgrade of 3M self-check stations d. Update - Loss of DVDs and Blu-rays, and action taken 8. OLD BUSINESS a. Approval of April 20 closed session minutes. b. Approval of May 12 Special Board Meeting Minutes. 9. NEW BUSINESS a. Scheduling of Board Orientation session - Tours of Library b. Announcement: Financial Reporting 101 Session will be held on Saturday, 7/18; 9:30 to 11:30 c. Email addresses for board members @deerfieldlibrary.org and instructions for accessing email remotely d. Discussion of thefts from The Friends of the Deerfield Public Library Book Sale and response to letter from the Friends' Board e. Discussion of plan to develop Strategic Plan f. Update from Memorials Committee i. Schedule next Committee Meeting g. Discussion of Sunday hours 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. Review of closed session minutes from May 12 11. ADJOURNMENT Upcoming Board meetings: REGULAR: July 15, August 19, September 16. The Deerfield Public Library is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding accessibility of the meeting or the facilities, are requested to contact the Library Director at 847-945-3311 to allow the Library to make reasonable accommodations. �Deerfield Public Library Board of Trustees Regular Meeting Minutes June 17, 2015 1. ROLL CALL AND CALL TO ORDER 7pm The meeting was called to order at 7:00 p.m., in the Library Boardroom, 920 Waukegan Road, Deerfield, IL. Present Board members: Ron Simon - President, Ken Abosch - Secretary, Seth Schriftman-Treasurer, Howard Handler, Jean Reuther, and Maureen Wener Absent: Michael Goldberg Also present was Village Liaison Bill Seiden, Ms. Susan Karp - President of the Friends of the Deerfield Public Library, and Ms. Sue Gottlieb, representing the Friends of the Deerfield Public Library Staff: Meg Anthony, Interim Library Director and Head of Youth Services, and Business Manager Trisha Steele 2. 3. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE No request to address the Board. CONSENT AGENDA Mr. Ron Simon asked to pull the monthly financial reports, the variance report, and the minutes from the Consent Agenda for further discussion, a. Minutes: Regular meeting May 20 Mr. Howard Handler noted that in the May 20th minutes, the votes did not specify who abstained and who voted 'aye'. He pointed out that the three new board members, Jean Reuther, Maureen Wener and he, were not present for those meetings and therefore chose to abstain from the vote to approve the minutes. MOTION: Mr. Ken Abosch made a motion to approve the minutes of May 20th with corrections showing who abstained and who voted for the minutes presented at that meeting, seconded by Mr. Schriftman Vote: 6 yes - Ken Abosch, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. b. Financials: Balance Sheet, Revenues and Expenses, Variance report, Investments Report Mr. Seth Schriftman pointed out that an entry on the Revenue and Expense Report, under the prior year, had been entered in the wrong cell. Noting that this is a problem with creating financial reports in Excel, he said that the Finance Committee will be considering how to address financial software issues. MOTION: Mr. Schriftman made a motion to approve the monthly financial reports, seconded by Ms. Jean Reuther Vote: 6 yes - Ken Abosch, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. Mr. Simon noted that the Variance Report said that the total revenue received year-to-date is substantially less than the expenditures made. He asked Ms. Trisha Steele to explain the disparity. Ms. Steele outlined the Library's annual cash flow, which primarily consists of two months of cash inflows, June and September real estate tax receipts, but fairly consistent expenditures made every month. This cash flow pattern requires planning sufficient funds available to cover numerous months each year. MOTION: Mr. Schriftman made a motion to approve the Variance Report, seconded by Ms. Maureen Wener Vote: 6 yes - Ken Abosch, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. Page 1 of 5 �Deerfield Public Library Board of Trustees Regular Meeting Minutes June 17, 2015 4. TREASURER REPORT a. List of checks and payments for approval Mr. Schriftman presented the list of checks to be approved for payment, which included Electronic payments from the E-Pay Illinois Funds account 230.06 Petty cash checks 488 through 491 170.40 General Fund checks 8902 through 8975 85.556.70 The total amount presented for approval was $85.957.16 Ms. Maureen Wener asked for information about a purchase of pens in excess of $700. Ms. Anthony explained that these are the pens provided throughout the Library as promotional as well as functional items and they are purchased in a large bulk. MOTION: Mr. Abosch made a motion to approve the list of checks and payments, seconded by Ms. Jean Reuther. Vote: 6 yes - Ken Abosch, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. b. Update: Cash management procedures Mr. Schriftman reviewed the process for replenishing the petty cash fund account, noting that an early resolution authorizes the Business Manager to perform this activity. He also raised a question about whether the Board needs to give specific authority to the Director to move funds between accounts. After some discussion, it was determined that cash management is a basic responsibility of the Director. Mr. Schriftman noted that budget discussions will need to begin only a few weeks after the new Director has arrived. He asked members to consider broad-stroke goals for the next year so that staff can be given preliminary guidance for the preparation of a budget proposal. Mr. Simon noted that Ms. Pergander, the previous Director, had left a list of suggestions that need to be considered. Ms. Anthony said she would consult with the Management Team regarding current needs. Mr. Schriftman noted that the Board was interested, for example, in purchasing another memorial, such as leaves on a tree for donors. This will need to be included in the budgeting process and members should consider if there are other such items. c. Resolution to establish plan coordinator for ICMA retirement program Ms. Steele explained that the ICMA voluntary retirement savings plan was established by the Board in 1993. At that time, the Treasurer was identified as the Library's account administrator. She outlined how the management and laws governing IRS 457 plans have changed over the years and pointed out that the Village Finance Director has, in fact, acted as the account administrator, processing enrollees and changes in participation. She recommended changing the position responsible for account administration to the Village Finance Director, who has agreed to continue performing this function. MOTION: Mr. Schriftman made a motion to approve a resolution to change the account administrator for the ICMA 457 Retirement Savings Plan from the Library's Board Treasurer to the Village Finance Director, seconded by Ms. Wener. Vote: 6 yes - Ken Abosch, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. Mr. Schriftman pointed out that each Board member had received a copy of the final draft of the 2014 Audited financial reports and Auditor's Letter to the Board. Page 2 of 5 �Deerfield Public Library Board of Trustees Regular Meeting Minutes June 17, 2015 5. FRIENDS LIAISON REPORT Ms. Susan Karp, President of the Friends of Deerfield Library Board, introduced Ms. Sue Gottlieb as another member of the Friends' Board. Ms. Gottlieb provided an update regarding the recent activities and plans of the Friends. Her discussion included Farmers' Market plans, July 18 Cookbook & Children's Book Sale and the upcoming Zucchini Day. Library Board members were encouraged to join. Ms. Karp reviewed the group's financial goals and accomplishments. She also noted that the Friends Board is looking to fill additional board positions. There was a request to a contact former Library Board member and Ms. Steele said she would follow-up on that request. Item 9 d. - Discussion of thefts from The Friends of the Deerfield Public Library Book area and response to letter from the Friends' Board Mr. Simon asked to move this item up on the agenda to accommodate the representatives of the Friends. There was no dissent. He outlined the problem regarding a patron that has been stealing books from the Friends area. The intention of providing the books was discussed, noting that it is not meant as the provision of free materials or as a sale of merchandise, but to encourage donations in support of the Library. Ms. Anthony reviewed information she found regarding past incidents and legal advice. Alternative solutions were discussed, including changing the sign, the process for collecting donations, and the security system. Mr. Simon noted that communication between the Library and the Friends will improve. MOTION: Mr. Abosch made a motion to direct the Interim Director to try to locate the person responsible for the thefts, send a letter regarding the purpose of the Friends books, and to advise him that any future actions could result in further action by the Board. The motion was seconded by Ms. Reuther. Vote: 6 yes - Ken Abosch, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. 6. VILLAGE LIAISON REPORT Mr. Bill Seiden introduced himself to the new Board members and provided a brief outline of his experience with libraries and in Deerfield. He reviewed items relating to the Village that could impact the Library, included the placement of a marijuana distribution site in Deerfield, and the water meter replacement program. 7. LIBRARY DIRECTOR REPORT At the meeting, Ms. Anthony first addressed items b, c and d before returning to item a - highlights of her written report. a. Highlights from Director's written report Ms. Anthony reviewed the success of the Summer Reading Program kickoff. Marketing and public access to the program was discussed. The availability of new resources was discussed, including new l-macs for patrons, help desk software for staff, and an extension of outreach efforts. Changes in staffing occurred in May, when nine Pages were promoted to Library Aides, in recognition of additional responsibilities performed by the staff. A police incident that occurred on June 8th was reviewed. b. Update - Replacement of main electrical switch and Library closure on June 2 Ms. Anthony reviewed how the main panel had been damaged in June 2014 by rainwater. She explained the process for the repair work performed by Carey Electric and noted that an additional leak site was discovered and also repaired. The building was reopened to the public on June 3rd, earlier than anticipated. Carey Electric will return to install a meter when the part becomes available. Page 3 of 5 �Deerfield Public Library Board of Trustees Regular Meeting Minutes June 17,2015 c. d. 8. Update - Upgrade of 3M self-check stations Ms. Anthony announced that the upcoming upgrade to the 3M self-check stations will include 19" wide monitors which will be used to promote Library programs and resources. Update - Loss of DVDs and Blu-rays, and action taken Ms. Anthony reported that the Library had experienced a number of losses of DVDs and Blu-rays in the last four to six months and that the loss had been reported to the Police on May 20th. She reviewed changes in processes to address the issue, including the installation of an additional security camera. Mr. Abosch said that input from other libraries shows that there is a cost-benefit consideration in implementing theft-prevention measures. OLD BUSINESS a. Approval of April 20 closed session minutes. Mr. Abosch noted that agenda should be corrected because there were two closed session meetings. The minutes for May 12th should also be included. MOTION: Mr. Simon made a motion to approve the closed session minutes, seconded by Mr. Schriftman. Vote: 3 yes - Ken Abosch, Seth Schriftman, and Ron Simon 3 abstained - Howard Handler, Jean Reuther, and Maureen Wener. The motion was not approved. b. Approval of May 12 Special Board Meeting Minutes. Mr. Abosch explained that the only purpose of, and action at, the May 12th meeting was to go into closed session and asked that the minutes be approved. MOTION: Mr. Schriftman a motion to approve the minutes of May 12th, seconded by Mr. Simon. Vote: 3 yes - Ken Abosch, Seth Schriftman, and Ron Simon 3 abstained - Howard Handler, Jean Reuther, and Maureen Wener. The motion was not approved. 9. NEW BUSINESS a. Scheduling of Board Orientation session - Tours of Library Ms. Anthony reviewed the planned tours for Board members, which will occur on June 24th and 25th at 7 p.m. Mr. Handler and Ms. Reuther expressed interest in attending on the 25th. b. Announcement: Financial Reporting 101 Session will be held on Saturday, 7/18, 9:30 to 11:30 a.m. The time for the session was established as 10:00 a.m. to 12 noon. c. Email addresses for board members @deerfieldlibrary.org and instructions for accessing email remotely Ms. Anthony reviewed the option for this email address and asked Board members to email Mr. Tom Owen, Head of IT, if it is desired. Mr. Handler described the advantage of having the Library conserve the emails for FOIA purposes, where the burden will be on the Library to provide them, should they be requested. Mr. Abosch asked Mr. Seiden how the Village Board members handle their board-related email. Mr. Seiden said that each Village Board member uses his/her own personal email address. d. Discussion of thefts from The Friends of the Deerfield Public Library Book Sale and response to letter from the Friends' Board This item was moved to an earlier point on the agenda, following Item 5 - FRIENDS LIAISON REPORT e. Discussion of plan to develop Strategic Plan This item will be postponed until after the arrival of the new Director. Page 4 of 5 �Deerfield Public Library Board of Trustees Regular Meeting Minutes June 17, 2015 f. Update from Memorials Committee Mr. Simon, the Chair of the Memorials Committee, reviewed his research regarding how other Libraries have honored people, named rooms, processed gift giving, etc. He explained that the Library's current gifting policies are weak. The Committee's goal is to establish clear guidance for the Board to use when taking action. Also, it will be helpful for future boards to maintain the reason a room is named for someone. He reviewed some of the ideas under consideration, including mounting a tree whose leaves include names of donors at the top of the stairway, and the use of nameplates stating "Donated by...''. Mr. Simon invited all members to participate in the Committee's discussions. Ms. Wener asked to join the Committee. g. Schedule next Committee Meeting Mr. Simon announced that he would send out information regarding the next committee meeting options, blind-copying each Board member, noting that no group conversation can occur outside of a public meeting. The agenda and date will be provided to the office in sufficient time to post the meeting. Other-The Board members reviewed the July Fourth activity plans. h. Discussion of Sunday hours Mr. Schriftman reviewed the current scheduling and compensation for Sundays and stated that he had been asked about extending the hours. There was discussion regarding the impact of a change in Sunday hours and how those issues could be addressed. Mr. Simon stated that the Strategic Planning process is the place to consider this, along with the many other issues raised, such as adding staff, changing compensation practices, and whether new objectives will justify changing the current staffing levels. There was some discussion regarding the process of strategic planning and members discussed various options for addressing the processes and how other public entities have handled the process. Other-The Board members discussed changing Board meeting times to accommodate lengthy Board discussions and how the public might have access to the meeting should they wish to join it after 9:00 p.m. when the front doors are locked. Resolutions considered included: a doorbell, a sign on the door, keeping a staff member at the front door, sending the issue back to committee, and holding the meeting at the Village Hall. Mr. Handler suggested that an off-duty officer could be employed in case someone might want to enter the building. Mr. Abosch noted that, in the last ten years, there has not been a single time when anyone came to attend a meeting mid-way, much less at the end. 10. EXECUTIVE SESSION No executive session held. 11. ADJOURNMENT There being no further business, Mr. Schriftman made a motion to adjourn, seconded by Ms. Reuther. The motion was approved and the meeting was adjourned. Ken Abosch, Secretary Minutes approved by the Board on My 15, 7Q/S' Page 5 of 5 �Deerfield Public Library 920 Waukegan Road Deerfield, Illinois 60015 Phone 847.945.3311 Fax 847.945.3402 www.deerfieldlibrary.org DEERFIELD PUBLIC LIBRARY June 17, 2015 RESOLUTION TO AMEND THE ICMA DEFERRED COMPENSATION PLAN WHEREAS, on October 20, 1993, the Deerfield Public Library established the ICMA Deferred Compensation Plan, #303947, for the purpose of providing a voluntary retirement saving plan under the IRS Code 457, for the benefit of the Library’s employees, and WHEREAS, the Village Finance Director does, in fact, oversee and administer all ICMA plan processes on behalf of the Library, BE IT RESOLVED that the Deerfield Village Finance Director shall be the coordinator for the Library Plan; shall receive reports, notices, etc., from ICMA Retirement Corporation or VantageTrust; shall cast, on behalf of the Library as the Employer, any required votes under VantageTrust; may delegate any administrative duties relating to the Plan to appropriate staff; and BE IT FURTHER RESOLVED that the Deerfield Public Library hereby authorizes the Deerfield Village Finance Director, in regard to the administration of the Plan, to execute all necessary agreements with ICMA Retirement Corporation incidental to such administration, providing copies of such correspondence to the Library Director; and BE IT FURTHER RESOLVED that the effective date of this resolution shall be June 17, 2015 and it shall be in force and effect immediately upon passage. I, Ken Abosch, 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 meeting held on June 17,2015, 7:00 p.m. Board Secretary Mr. Ken Abosch Witnessed by: Board President Mr. RarkSimon Board Treasurer Mr. Seth Schriftman � 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 -- June 17, 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 06/17/2015 Contributor An entity responsible for making contributions to the resource Simon, Ronald Schriftman, Seth Handler, Howard Reuther, Jean Wener, Maureen Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.791 3M Apple Computer Carey Electric Deerfield Farmers Market Deerfield Marijuana Distribution Site Deerfield Public Library Deerfield Public Library Board of Trustees Deerfield Public Library Board of Trustees Email Addresses Deerfield Public Library Board of Trustees Finance Committee Deerfield Public Library Board of Trustees Memorials Committee Deerfield Public Library Board of Trustees Orientation Deerfield Public Library Building and Property Maintenance Deerfield Public Library Gift Policy Deerfield Public Library IT Department Deerfield Public Library Library Director Deerfield Public Library Self Checkout Stations Deerfield Public Library Strategic Plan Deerfield Public Library Summer Reading Programs Deerfield Village Board of Trustees Deerfield Village Finance Director Deerfield Village Hall Deerfield Water Meter Replacement Program Excel Financial Reporting 101 Friends of the Deerfield Public Library Friends of the Deerfield Public Library Cookbook and Children's Book Sale Friends of the Deerfield Public Library Zucchini Day Howard Handler ICMA Retirement Corporation Jean Reuther July 4th Activities Kenan Abosch Maureen Wener Meg Anthony Michael K. Goldberg Ronald Simon Seth Schriftman Sue Gottlieb Susan Karp Tom Owen Trisha Steele William Seiden https://archives.deerfieldlibrary.org/files/original/c0e89524650ecb05f3f066a01dfd404f.pdf e0bd52b2f1b39794f89654cba990e9a6 PDF Text Text Deerfield Public Library Board of Trustees 920 Waukegan Road, Deerfield, IL 60015 Regular Meeting Agenda 7 p.m., July 15, 2015 1. ROLL CALL AND CALL TO ORDER 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE 3. CONSENT AGENDA a. Minutes: Regular meeting June 17, 2015 b. Financials: Balance sheet, Revenues and Expenses, Variance Report, Investments Report 4. TREASURER REPORT a. List of checks and payments for approval b. Bank Signature Cards 5. FRIENDS LIAISON REPORT 6. VILLAGE LIAISON REPORT 7. LIBRARY DIRECTOR REPORT a. Highlights from Director's written report 8. OLD BUSINESS a. Board Tours b. May 12, 2015 Special Board Meeting Minutes Approval—ACTION ITEM 9. NEW BUSINESS a. Banned patron review and recommendation regarding privileges- ACTION ITEM b. Library Property & Liability Insurance Coverage-ACTION ITEM c. Health Insurance Information 10. EXECUTIVE SESSION - The Board may go into Executive Session (closed to the public) to discuss personnel, legal, real estate, and other matters as allowed by Illinois law. 11. ADJOURNMENT Upcoming Board meetings: REGULAR: August 19, September 16, October 21. The Deerfield Public Library is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding accessibility of the meeting or the facilities, are requested to contact the Library Director at 847-945-3311 to allow the Library to make reasonable accommodations. �Deerfield Public Library Board of Trustees Regular Meeting Minutes July 15, 2015 1. ROLL CALL AND CALL TO ORDER The meeting was called to order at 7:00 p.m., in the Library Boardroom, 920 Waukegan Road, Deerfield, IL. Present Board members: Ron Simon - President, Ken Abosch - Secretary, Seth Schriftman-Treasurer, Michael Goldberg, Howard Handler, Jean Reuther, and Maureen Wener Absent: none Also present was Village Liaison Bill Seiden and Ms. Diane Mazur from the Friends of the Deerfield Public Library Staff: Library Director Amy Falasz-Peterson, Meg Anthony - Acting Director and Head of Youth Services, and Business Manager Trisha Steele Mr. Ron Simon welcomed Ms. Amy Falasz-Peterson, the Library's new Director, and expressed the Board's pleasure in having her join the Library. He also thanked Ms. Meg Anthony, who has performed as Interim Director and has assisted with the transition. 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE No request to address the Board. 3. CONSENT AGENDA The following items were included on the consent agenda: a. Minutes: Regular meeting June 17, 2015 b. Financials: Balance sheet, Revenues and Expenses, Variance Report, Investments Report MOTION: Mr. Ken Abosch made a motion to approve the consent agenda, seconded by Mr. Seth Schriftman Vote: 7 yes - Ken Abosch, Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. 4. TREASURER REPORT a. List of checks and payments for approval Mr. Schriftman presented the list of checks to be approved for payment, which included Electronic payments from the E-Pay Illinois Funds account General Fund checks x through x, and two ACH transactions The total amount presented for approval was 210.24 79.695.80 $79.906.04 He also announced that the Library wanted to issue a payment which is over $10,000 and not on the list of payments because the invoice was received after the list of checks was prepared. The amount of $11,349.00 would be distributed for the purpose of paying for approved upgrades to the self-check system. Mr. Simon noted that the Board had previously authorized the expenditure and asked if there were any objections. No objections were voiced. The check was to be signed as an off-cycle payment and included on the Board's August list of payments. The identity of certain purchases from State Industrial Products were discussed and resolved; and, Mr. Howard Handler suggested that staff look at a credit card merchant that would provide cash back. MOTION: Mr. Schriftman made a motion to approve the list of checks and payments, seconded by Mr. Michael Goldberg Vote: 7 yes - Ken Abosch, Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. Page 1 of 4 �Deerfield Public Library Board of Trustees Regular Meeting Minutes July 15, 2015 b. Banking Resolution and Signature Cards Mr. Schriftman explained that one of the Library's banking institutions, BankFinancial, requires a formal resolution to add the new Director as a signer. He referenced the copy of the BankFinancial resolution provided to each of the Board members. MOTION: Mr. Schriftman then made a motion to approve a resolution to continue with BankFinancial as an authorized depository, to authorize Ms. Amy Falasz-Peterson, along with previously authorized Board Officers Ron Simon, Ken Abosch, and Seth Schriftman, to conduct banking business on behalf of the Library, and to abide by the business protocol as outlined in the BankFinancial resolution. Mr. Goldberg seconded the motion. Vote: 7 yes - Ken Abosch, Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. c. Other announcements Audit - Mr. Schriftman announced that the audit has been finalized and a printed copy is available, if desired. Ms. Maureen Wener asked about two items noted in the Auditor's letter on internal controls, the issues regarding payroll liabilities and capital asset classifications, and Ms. Steele explained how the issues arose and the planned corrections which will help to avoid the recording problems going forward. Comptroller Annual Financial Report - Mr. Schriftman noted that the Library submitted its first. Illinois Funds - Mr. Schriftman said the Library had been recently notified that the Illinois funds will discontinue providing some banking services which the Library currently uses but that it is contracting with US Bank to provide these services for Illinois local governments. Staff will continue to keep the Board informed as additional information is provided. Board Training - The Financial Reporting 101 session will be on Saturday, 10 a.m. to 12 noon Reserve Fund Investments - Mr. Schriftman described the investment ladder plan for Reserve Funds and noted that an upcoming maturity would be reinvested to April 2017. He said that the Board should be aware of the three-month process so that it can make adjustments should it decide upon a major building improvement expenditure. It was confirmed that the Reserve Fund now holds about $2.5 million. 5. FRIENDS LIAISON REPORT Ms. Diane Mazur represented the Friends and presented information about the group's planned activities at upcoming Farmers' Markets and reviewed other fund raising activity. Mr. Simon reviewed the Library's actions regarding the patron who had taken an excessive amount of books from the Friends' area without making any contribution. 6. VILLAGE LIAISON REPORT Mr. Bill Seiden provided information regarding the Village, including its plan to contribute $1.3 million from sales tax receipts to help Jewel relocate and expand at the Deerbrook Shopping Center. 7. LIBRARY DIRECTOR REPORT a. Highlights from Director's written report Ms. Amy Falasz-Peterson reviewed highlights of the Library's circulation statistics. She outlined her initial upcoming activities at the Library, including attending a Friends meeting and a Deerfield Art Commission meeting, developing a proposed budget for 2016, and working with the board on the strategic planning process. She questioned the Board members to determine preferences regarding the delivery of board packets, types of information desired, and action items. Page 2 of 4 �Deerfield Public Library Board of Trustees Regular Meeting Minutes July 15, 2015 Mr. Simon recognized the assistance and contributions provided by Ms. Meg Anthony, the acting interim director and Head of Youth Services, who made the transition work so well. 8. OLD BUSINESS a. Board Tours - Ms. Falasz-Peterson announced all Board members are invited to attend an upcoming tour of the building. b. May 12, 2015 Special Board Meeting Minutes Approval—ACTION ITEM MOTION: Mr. Abosch made a motion to approve the Special Board Meeting minutes. Mr. Schriftman seconded the motion. Vote: 4 yes - Ken Abosch, Michael Goldberg, Ron Simon, and Seth Schriftman 3 abstain - Howard Handler, Jean Reuther, and Maureen Wener. The motion was approved. MOTION: Mr. Abosch made a motion to approve the Closed Session Meeting minutes of May 12, 2015 held to accept a final offer; noting that they had been reviewed at the prior meeting. Mr. Schriftman seconded the motion. Vote: 4 yes - Ken Abosch, Michael Goldberg, Ron Simon, and Seth Schriftman 3 abstain - Jean Reuther, and Maureen Wener 1 no - Howard Handler. The motion was approved. There was discussion regarding the format of presenting closed meeting minutes for approval. Mr. Abosch noted that usually the Board has reviewed closed meeting minutes and voted on their approval without specifying specific dates. He recommended that the Board continue with that process. Mr. Howard Handler said he would prefer to see the specific dates listed in the agenda packet as it would provide a historic record. Mr. Simon asked the Director to look into what is required and to provide information at the next meeting. Mr. Goldberg noted that the May 5th closed session minutes were not included on the Agenda and Mr. Schriftman responded that they had been discussed at the prior meeting and therefore carried over. Mr. Abosch noted that the closed session meeting minutes that were circulated at the prior meeting also included the May 5th meeting which was held for the purpose of formulating the initial offer. MOTION: Mr. Schriftman made a motion to take action on the Closed Session Meeting minutes of May 5, 2015, held to formulate an offer of employment, and to hold a vote on whether to accept them. Mr. Abosch seconded the motion. Vote: 5 yes - Ken Abosch, Michael Goldberg, Jean Reuther, Ron Simon, and Seth Schriftman 2 no - Howard Handler and Maureen Wener. The motion was approved. MOTION: Mr. Abosch made a motion to approve the Closed Session Meeting minutes of May 5, 2015. Mr. Schriftman seconded the motion. Vote: 4 yes - Ken Abosch, Michael Goldberg, Ron Simon, and Seth Schriftman 3 abstain - Howard Handler, Jean Reuther, and Maureen Wener The motion was approved. 9. a. NEW BUSINESS Banned patron review and recommendation regarding privileges- ACTION ITEM Mr. Simon led the discussion. Past practices were discussed, including before and when a ban is placed, the purpose and time periods of bans, verbal warnings, the severity of bans when children are involved, and communication with a patron banned, or being considered for a ban. Page 3 of 4 �Deerfield Public Library Board of Trustees Regular Meeting Minutes July 15, 2015 The nature of the activity performed by a specific patron was discussed, including the frequency and variety of activity, the contact with children, and the occurrence of other similar incidents where a 3-month ban had been merited. MOTION: Mr. Goldberg made a motion to establish a ban for the specified patron for a period of 1 year. Ms. Reuther seconded the motion. Vote: 7 yes - Ken Abosch, Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. Mr. Handler asked to be provided a template copy of the letter issued to banned patrons, not specific to any particular individual. The Director was asked to remind staff to handle the issue with confidentiality. Any questions from the community should be directed to the Director. b. Library Property & Liability Insurance Coverage-ACTION ITEM MOTION: Mr. Schriftman made a motion to approve the quote for liability insurance, in the amount of Mr. Simon seconded the motion. Vote: 7 yes - Ken Abosch, Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. Mr. Seiden reviewed the process taken to obtain the current insurance broker and praised the service that the Library has received. After some discussion about the process for obtaining quotes, the Director was asked to review the insurance purchasing process and obtain comparative quotes from other sources before the next term end. c. Health Insurance Information Ms. Falasz-Peterson discussed proposed changes to the Library's health insurance plan, noting that some minor changes will help to align the Village, Library and Park District plans. Ms. Steele provided some information regarding possible Cadillac Tax consequences in the future and said that the Village, Park District and Library administrators were evaluating whether changes might be needed to avoid this consequence. Mr. Abosch noted that the Library's plan is generous. Other: The Board discussed the July 4th Parade activity, providing identifying clothing for all Library participants; marketing souvenirs and their use at the parade and other public events such as the Farmers' Market; weighting the bottom of the banner; and, a future change in the route. 10. EXECUTIVE SESSION No executive session held. 11. ADJOURNMENT At 8:32, there being no further business, Mr. Goldberg made a motion to adjourn, seconded by Mr. Schriftman. The motion was approved and the meeting was adjourned. Ken Abosch, Secretary Minutes approved by the Board on % ((S' Page 4 of 4 � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Deerfield Public Library Board of Trustees Meetings Subject The topic of the resource Public Library Governance Description An account of the resource This collection consists of meeting minutes created around or after meetings of the Deerfield Public Library Board of Trustees as well as supporting materials such as village ordinances, salary scales and land agreements. Creator An entity primarily responsible for making the resource Deerfield Public Library Board of Trustees Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 1966-2013 Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002 Coverage The spatial or temporal topic of the resource, the spatial applicability of the resource, or the jurisdiction under which the resource is relevant Board meeting minutes from the Deerfield Public Library Board of Directors are held on the Deerfield Public Library Website until they are five years old, and are then moved to this collection. Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Board Meeting Minutes -- July 15, 2015 Creator An entity primarily responsible for making the resource Abosch, Kenan Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 07/15/2015 Contributor An entity responsible for making contributions to the resource Simon, Ronald Schriftman, Seth Goldberg, Michael K. Handler, Howard Reuther, Jean Wener, Maureen Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.792 Deerfield Illinois Deerfield Public Library Deerfield Public Library Board of Trustees Howard Handler Jean Reuther Kenan Abosch Maureen Wener Michael K. Goldberg Ronald Simon Seth Schriftman https://archives.deerfieldlibrary.org/files/original/f72f0c91bc577faf2c1a3f374609adc0.pdf 6bb2a88274da80b746236d96e9927408 PDF Text Text MEMORIALS COMMITTEE AGENDA Deerfield Public Library Board of Trustees Deerfield Public Library 920 Waukegan Road, Deerfield, IL 60015 Meeting Room A 6 pm, July 15, 2015 1. ROLL CALL AND CALL TO ORDER 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE 3. OLD BUSINESS 4. NEW BUSINESS a. Discussion of ways to honor present and future contributors to the Library 5. EXECUTIVE SESSION 6. ADJOURNMENT The Deerfield Public Library is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding accessibility of the meeting or the facilities, are requested to contact the Library Director at 847-9453311 to allow the Library to make reasonable accommodations. �Deerfield Public Library Board of Trustees MEMORIALS COMMITTEE Minutes July 15, 2015 1. ROLL CALL AND CALL TO ORDER The meeting was called to order at 6:00 p.m., in meeting room A, 920 Waukegan Road, Deerfield, IL. Present Board committee members: Ron Simon - President and Committee Chair, Michael Goldberg, and Maureen Wener Absent: none Staff: Library Director Amy Falasz-Peterson 2. 3. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE No request to address the Board. 4. OLD BUSINESS None. 5. NEW BUSINESS a. Discussion of ways to honor present and future contributors to the Library Mr. Simon reminded the committee of previous conversations about the topic. The idea of "leaves on a tree" originated because the board wanted to come up with a way to honor people in the Deerfield community that had dedicated service or time to the success of the Deerfield Public Library. Mr. Simon indicated that the tree could be placed on the wall at the top of the stairs. Mr. Goldberg asked the group if we have a responsibility to the community to fundraise, even though the library has a healthy budget. Ms. Wener stated she thought it was important for the board to look at other revenue streams. Mr. Goldberg felt a recognition tree could have different color leaves that represent different types of service, employee, board member, community member, or financial donor. Mr. Simon shared the Mt. Prospect Founders Nomination form and encouraged the committee to think about the nomination process. Mr. Goldberg stated that the criteria to get a leaf on the tree needed to be defined. Ms. Wener wanted to know who would sit on the nominating committee. Mr. Goldberg felt it should be Deerfield Public Library Board Members at least at the start. Ms. Wener asked Ms. Falasz-Peterson if there would be funds available to make such a purchase. Ms. Falasz-Peterson will investigate the cost. Mr. Simon directed the conversation into the financial aspect of the Memorials Committee. He shared the Highland Park Public Library's Gifts and Donations Policy. The conversation continued into the topic of naming rights of rooms in the library. Mr. Goldberg stated that he didn't feel that the library should have rooms named for corporations. Ms. Wener stated that she liked how the Highland Park policy included the phrase "at the discretion of the board". Mr. Simon indicated that right now, it can be the policy of the board that the Deerfield Public Library does not accept money for naming rights. The committee discussed "In Memory Of" donations. Currently, this information can be found on the library's website. People who wish to make a donation to the library in honor of someone are able to donate money to the library and the library will purchase a book in that person's honor. A bookplate is placed in the book. If there was to be a tree to recognize these donations, it would be a separate tree from the previously discussed tree. Mr. Simon felt that the committee could report on two things at the July board meeting. First, the committee is very interested in moving forward on the "leaves on a tree" idea to honor people. Second, the committee will continue to work towards crafting a Naming policy. Page 1 of 2 �Deerfield Public Library Board of Trustees MEMORIALS COMMITTEE Minutes July 15, 2015 6. EXECUTIVE SESSION None. 7. ADJOURNMENT At 6:54 p.m., there being no further business, Mr. Simon adjourned the meeting. Ken Abosch, Secretary Minutes approved by the Board on Page 2 of 2 � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Deerfield Public Library Board of Trustees Meetings Subject The topic of the resource Public Library Governance Description An account of the resource This collection consists of meeting minutes created around or after meetings of the Deerfield Public Library Board of Trustees as well as supporting materials such as village ordinances, salary scales and land agreements. Creator An entity primarily responsible for making the resource Deerfield Public Library Board of Trustees Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 1966-2013 Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002 Coverage The spatial or temporal topic of the resource, the spatial applicability of the resource, or the jurisdiction under which the resource is relevant Board meeting minutes from the Deerfield Public Library Board of Directors are held on the Deerfield Public Library Website until they are five years old, and are then moved to this collection. Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Memorials Committee Meeting Minutes -- July 15, 2015 Creator An entity primarily responsible for making the resource Abosch, Kenan Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 07/15/2015 Contributor An entity responsible for making contributions to the resource Simon, Ronald Goldberg, Michael K. Wener, Maureen Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.793 Deerfield Illinois Deerfield Public Library Deerfield Public Library Board of Trustees Maureen Wener Michael K. Goldberg Ronald Simon https://archives.deerfieldlibrary.org/files/original/4e3239ffb0fee4416f6619c69ca64500.pdf dd622ca863a56c5487c7280ceb3fe4b7 PDF Text Text Deerfield Public Library Board of Trustees SPECIAL MEETING Deerfield Public Library 920 Waukegan Road, Deerfield, IL 60015 10:00 A.M., July 18, 2015 1. ROLL CALL AND CALL TO ORDER 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE 3. OLD BUSINESS 4. NEW BUSINESS a. Review of Library Financial Reporting Processes - Board Member Training 5. EXECUTIVE SESSION 6. ADJOURNMENT The Deerfield Public Library is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding accessibility of the meeting or the facilities, are requested to contact the Library Director at 847-9453311 to allow the Library to make reasonable accommodations. �Deerfield Public Library Board of Trustees SPECIAL MEETING Minutes July 18, 2015 1. ROLL CALL AND CALL TO ORDER The meeting was called to order at 10:02 a.m. by Mr. Seth Schriftman, in the Library Boardroom, 920 Waukegan Road, Deerfield. Present Board members: Seth Schriftman-Treasurer, Howard Handler, Jean Reuther, and Maureen Wener Staff: Business Manager Trisha Steele 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE No request to address the Board. 3. OLD BUSINESS None. 4. NEW BUSINESS a. Review of Library Financial Reporting Processes - Board Member Training Ms. Trisha Steele explained that the purpose of the session was to help Board members to become more familiar with the different financial reports provided for the Board's oversight. She reviewed the materials in a training packet that included sample financial reports for a) monthly disbursement review and approval, b) investments, c) mandated annual reporting, and d) monthly financial condition and activity. She described the Library's investment, budgeting, and levy processes. The Library's long-term debt was discussed. Copies of the Board's current financial policies were provided and briefly discussed. 5. EXECUTIVE SESSION None. 6. ADJOURNMENT At noon, there being no further business, Mr. Schriftman made a motion to adjourn, seconded by Mr. Howard Handler. The motion was approved and the meeting was adjourned. Ken Abosch, Secretary Minutes approved by the Board on � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Deerfield Public Library Board of Trustees Meetings Subject The topic of the resource Public Library Governance Description An account of the resource This collection consists of meeting minutes created around or after meetings of the Deerfield Public Library Board of Trustees as well as supporting materials such as village ordinances, salary scales and land agreements. Creator An entity primarily responsible for making the resource Deerfield Public Library Board of Trustees Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 1966-2013 Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002 Coverage The spatial or temporal topic of the resource, the spatial applicability of the resource, or the jurisdiction under which the resource is relevant Board meeting minutes from the Deerfield Public Library Board of Directors are held on the Deerfield Public Library Website until they are five years old, and are then moved to this collection. Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Special Board Meeting Minutes -- July 18, 2015 Creator An entity primarily responsible for making the resource Abosch, Kenan Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 07/18/2015 Contributor An entity responsible for making contributions to the resource Schriftman, Seth Handler, Howard Reuther, Jean Wener, Maureen Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0007.794 Deerfield Illinois Deerfield Public Library Deerfield Public Library Board of Trustees Howard Handler Jean Reuther Maureen Wener Seth Schriftman https://archives.deerfieldlibrary.org/files/original/f6b83990ac6480fe06d51eab89a036fc.pdf 49b1e6353f2651724d28d6af230fa168 PDF Text Text Deerfield Public Library Board of Trustees Regular Meeting Minutes August 19, 2015 1. ROLL CALL AND CALL TO ORDER The meeting was called to order at 7:00 p.m., in the Library Boardroom, 920 Waukegan Road, Deerfield, IL. Present Board members: Ron Simon - President, Ken Abosch - Secretary, Seth Schriftman-Treasurer, Michael Goldberg, Howard Handler, and Jean Reuther Absent: Maureen Wener, and Village Liaison Bill Seiden Also present was Ms. Barb Reich from the Friends of the Deerfield Public Library Staff: Library Director Amy Falasz-Peterson, and Business Manager Trisha Steele 2. 3. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE No request to address the Board. CONSENT AGENDA The following items were included on the revised consent agenda: a. Minutes: July 15, 2015 Regular Meeting, and July 18, 2015 Special Meeting b. Financials: Balance sheet, Revenues and Expenses, Variance Report, Investments Report Mr. Ron Simon noted that the amount of the insurance, $46,946, needed to be added to the minutes and confirmed that the final copy included that amount. Mr. Howard Handler asked whether Board minutes should 'adopted' by those who are not at the meetings, suggesting that they could be 'accepted' instead. Mr. Michael Goldberg said that this issue should be addressed by the Policy Committee. Mr. Ken Abosch said that regular board meeting minutes should be adopted, but committee meetings could be accepted. Mr. Simon pulled the July 15, 2015 Memorials Committee minutes from the consent agenda. MOTION: Mr. Seth Schriftman made a motion to approve the revised consent agenda. The motion was seconded by Mr. Handler. Vote: 6 yes - Ken Abosch, Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, and Ron Simon. The motion was approved. MOTION: Mr. Goldman made a motion to accept the July 15 2015 Memorials Committee minutes, seconded by Mr. Ken Abosch. Vote: 5 yes - Ken Abosch, Michael Goldberg, Jean Reuther, Seth Schriftman, and Ron Simon. Abstain: 1 - Howard Handler. The motion was approved. 4. TREASURER REPORT a. List of checks and payments for approval Mr. Schriftman presented the list of checks to be approved for payment, which included Petty cash check 492 48.00 Electronic payments from the E-Pay Illinois Funds account 303.14 General Payroll account, Illinois Funds - one ACH 6,166.60 General Fund checks 9043 through 9117, and one ACH transaction 103,470.61 SlQ9.988.35 The total amount presented for approval was Mr. Handler noted that the current cleaning services are provided by Best Quality Cleaners and asked when the cleaning services were last bid out. Ms. Falasz-Peterson reviewed the security issues involved and they were discussed. Page 1 of 4 �Deerfield Public Library Board of Trustees Regular Meeting Minutes August 19, 2015 _______ Mr. Handler asked if the Library has a professional association membership policy. Ms. Trisha Steele said that the Library's Personnel Policy includes a statement that librarians and Board members can have memberships to the ILA (Illinois Library Association). She explained that the department managers, with final approval of the Library Director, have final say regarding other professional memberships and development. Mr. Simon said that the Board's past experience relied on the discretion of the Director and added that if a change is to be considered, he would want Board input. Ms. Falasz-Peterson said she will bring the Library's policy to next month's meeting. MOTION: Mr. Schriftman made a motion to approve the list of checks and payments, seconded by Mr. Abosch. Vote: 6 yes - Ken Abosch, Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, and Ron Simon. The motion was approved. Mr. Schriftman announced that a Finance Committee was being planned to address the budget and, noting that all are invited to attend, he asked about potential meeting times. It was determined that the committee meeting would be held on Wednesday, September 26th at 6:30. Ms. Falasz-Peterson said she would confirm the room availability and post the notice. Mr. Schriftman also noted that Farmers' Market Day, shared with Ms. Jean Reuther, went well and was very informative. 5. FRIENDS LIAISON REPORT Ms. Barb Reich provided an update regarding the activities of the Friends of Deerfield Public Library (Friends). The key topics included fund raising goals and activities, including the Farmers' Market and Zucchini Day. She announced that the Friends now have 74 members and is looking for new ways to encourage membership. She also announced that the next Friends Board meeting will be on Sept 30th. Mr. Goldberg said he would like to attend. 6. VILLAGE LIAISON REPORT Mr. Bill Seiden was not present but had provided an update which was shared by Ms. Falasz-Peterson. Topics included how the Village is encouraging public art, and information about commercial developments in Deerfield. 7. LIBRARY DIRECTOR REPORT a. Highlights from Director's written report Ms. Falasz-Peterson provided information about several issues including a neighboring Library's decision to forego library fines, meeting new people in the community, a change in the due date for the Per Capita Grant application, and her investigations into the strategic planning process. She asked for input on the delivery of Board packets. It was determined that three extra copies would be made available at the front desk, and also only an electronic copy would be sent to certain members. Ms. Falasz-Peterson announced that newly acquired art prints, funded by the Friends, are now hung in the Library. She discussed her recent experience with the Fine Arts Commission and announced that the public unveiling of new public art selections will be held on September 17th, from 6:00 p.m. to 8 p.m. Ms. Reuther expressed concern about patrons inadvertently violating our policies and said she would like to see an article addressing the issue in Browsing. She said more publicity may be needed to ensure the public is aware of the Library's policies. She also suggested that the wording might be better phrased. Mr. Simon said that the Policy Committee should look at how the Library's policies are communicated. He would also like staff to look at how the Library could better educate the public. Mr. Handler asked that all Board members be individually notified when any committee meeting is planned. Page 2 of 4 �Deerfield Public Library Board of Trustees Regular Meeting Minutes August 19, 2015 8. OLD BUSINESS a. Memorial Committee Report - Memorial Wall and Nominations i. Discussion of DPL Naming Rights Policy ii. Discussion of DPL "Leaf on a Tree" Nomination Form iii. Discussion of DPL "Leaf on a Tree" Design Mr. Simon reviewed the committee concerns discussed, completed, and still outstanding. He then invited the Board to review and edit the rough drafts of a list of qualities, the nomination form, and the Naming Rights Policy, looking for board member reactions and guidance. He discussed the 'Leaf on a Tree' memorial and the price quotes obtained from two vendors. Mr. Abosch said that the protection of the Library's reputation and interests should be addressed. Mr. Handler said that he would not mind corporate money and questioned how 'corporate' would be defined. Mr. Goldberg said that the committee was not comfortable with confusing public and private space. Mr. Simon stated the objective of the Library's naming rights process is for 'honoring'. Mr. Handler suggested that naming could be restricted to those who function within the Library's area. Mr. Abosch questioned whether this aspect needs to be considered, given the small likelihood of a corporate naming opportunity. Also discussed were the wording on the Leaf nomination form, the colors used to differentiate the types of contributions, and possibly using a different recognition process, such as naming bricks instead of leaves, for financial contributions. b. Annual Review of Patron Previously Banned for Behavior Issues - ACTION ITEM Mr. Goldberg stated that the names of patrons discussed should be stricken from the packet and minutes because no decision has been made. Mr. Simon reviewed the past incidents for a specific patron. He shared his concerns, noting that there has been no communication from the patron. Mr. Goldberg asked to confirm that the patron had been informed that he needs to provide his interest in returning to the Library in writing. Mr. Simon said that a letter was mailed to the last known address and Ms. Falasz-Peterson confirmed that the instructions were clear about the written response needed. Mr. Goldberg suggested that the same letter be sent with the ban continued for an additional year. Mr. Abosch noted that the prior year decision was made with the recommendation of a law enforcement officer. Mr. Goldberg said that a banned person should take some responsibility by taking an affirmative step by contacting the Library and expressing an interest in returning. Mr. Abosch asked if the Board wants to establish a practice of continuing a ban if the person does not contact the Library; and this possibility was discussed. Mr. Goldberg asked how the Board could justify lifting the ban based on no new information and the serious nature of the behavior. MOTION: Mr. Goldberg made a motion to continue the ban for an additional year, seconded by Mr. Abosch. Vote: 6 yes - Ken Abosch, Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, and Ron Simon. The motion was approved. 9. NEW BUSINESS a. Review of Weapons Policy - ACTION ITEM Mr. Handler asked to clarify the reference to the statute and noted that the name should be "720 ILCS". Mr. Goldberg said that the statute is referenced for the definition of 'weapon'. There was a question about whether a posting was needed at the driveway and parking lot and the Director was asked to follow­ up. Page 3 of 4 �Deerfield Public Library Board of Trustees Regular Meeting Minutes August 19, 2015 10. EXECUTIVE SESSION No executive session held. 11. Topics for Discussion for Future Meetings Mr. Simon asked Board members to consider 2016 budgeting issues, such as how much should be budgeted for 'warming-up' the facility. Mr. Handler suggested that the addition of passport processing could be added as a revenue-generating activity, noting that the service is not available at the Township on the weekend. Mr. Simon said that changes of services like this should be included in the strategic planning process. Ms. Reich asked if the Board and Friends will work together on how to approach corporations for contributions or whether the Friends group should go forward on its own. Mr. Goldberg suggested that a joint meeting with the Friends should be held to make sure actions are coordinated. Mr. Abosch noted that the Board had reviewed materials and come to some decisions about a year ago. Mr. Simon said he would like to have that information shared with all new Board members. Mr. Abosch raised the issue of the open house to announce the arrival of Ms. Falasz-Peterson as the new Library Director. She said that September 12th has been chosen as the date. Mr. Simon said he would ask the Library's Outreach Coordinator, Ms. Judy Hoffman, to review the plan with him. Ms. Reuther left the meeting at 8:58. 12. ADJOURNMENT At 9:00 p.m., there being no further business, Mr. Goldberg made a motion to adjourn, seconded by Mr. Schriftman. The motion was approved and the meeting was adjourned. Ken Abosch, Secretary Minutes approved by the Board on Page 4 of 4 � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Deerfield Public Library Board of Trustees Meetings Subject The topic of the resource Public Library Governance Description An account of the resource This collection consists of meeting minutes created around or after meetings of the Deerfield Public Library Board of Trustees as well as supporting materials such as village ordinances, salary scales and land agreements. Creator An entity primarily responsible for making the resource Deerfield Public Library Board of Trustees Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 1966-2013 Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002 Coverage The spatial or temporal topic of the resource, the spatial applicability of the resource, or the jurisdiction under which the resource is relevant Board meeting minutes from the Deerfield Public Library Board of Directors are held on the Deerfield Public Library Website until they are five years old, and are then moved to this collection. Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Board Meeting Minutes -- August 19, 2015 Creator An entity primarily responsible for making the resource Abosch, Kenan Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 08/19/2015 Contributor An entity responsible for making contributions to the resource Simon, Ronald Schriftman, Seth Goldberg, Michael Handler, Howard Reuther, Jean Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.795 Deerfield Illinois Deerfield Public Library Deerfield Public Library Board of Trustees Howard Handler Jean Reuther Kenan Abosch Michael K. Goldberg Ronald Simon Seth Schriftman https://archives.deerfieldlibrary.org/files/original/b111796e2e52a30ba834262f6af100ea.pdf b1420e6828f53b7a510a366af0299037 PDF Text Text t Deerfield Public Library Board of Trustees 920 Waukegan Road, Deerfield, IL 60015 Finance Committee Meeting Agenda 6:30 p.m., August 26, 2015 1. ROLL CALL AND CALL TO ORDER 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE 3. DISCUSSION OF FY16 DRAFT BUDGET 4. ADJOURNMENT Upcoming Board meetings: REGULAR: September 16, October 21, November 18. The Deerfield Public Library is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding accessibility of the meeting or the facilities, are requested to contact the Library Director at 847-945-3311 to allow the Library to make reasonable accommodations. �Deerfield Public Library Board of Trustees FINANCE COMMITTEE MEETING Minutes Wednesday, August 26, 2015 l. ROLL CALL AND CALL TO ORDER The meeting was called to order at 6:30 p.m. in the Deerfield Library Board Room, 920 Waukegan Road, Deerfield, IL 60015. Present Board members: Seth Schriftman - Finance Committee Chair, Ken Abosch - Finance Committee member, and Howard Handler as an observer. Staff: Amy Falasz-Peterson 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE No requests to address the Board. 3. OLD BUSINESS None 4. NEW BUSINESS a) Discuss 2016 draft budget Seth Schriftman and Amy Falasz-Peterson walked the Committee through the first draft of the 2016 budget. The Committee reviewed each line of the budget and had the chance to ask questions, ask for additional research or clarification, and to make suggestions on changes. After completing the review of the budget the Committee identified the following sequence of activities to complete the budgeting process: • First reading of the 2016 budget will take place at the September Board meeting • Finance Committee will review feedback from the Board meeting in October prior to the October Board meeting and be prepared to recommend the budget to the Board • Second reading of the 2016 budget will occur at the October Board meeting • The budget hearing for the Village will take place in November. 5. EXECUTIVE SESSION No executive session was held. 6. ADJOURNMENT At 7:42 p.m., there being no further business Seth Schriftman made a motion to adjourn, seconded by Ken Abosch. Ken Abosch, Secretary Minutes approved by the Board on__Q_ <?//6/xo/S' Page 1 of 1 � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Deerfield Public Library Board of Trustees Meetings Subject The topic of the resource Public Library Governance Description An account of the resource This collection consists of meeting minutes created around or after meetings of the Deerfield Public Library Board of Trustees as well as supporting materials such as village ordinances, salary scales and land agreements. Creator An entity primarily responsible for making the resource Deerfield Public Library Board of Trustees Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 1966-2013 Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002 Coverage The spatial or temporal topic of the resource, the spatial applicability of the resource, or the jurisdiction under which the resource is relevant Board meeting minutes from the Deerfield Public Library Board of Directors are held on the Deerfield Public Library Website until they are five years old, and are then moved to this collection. Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Finance Committee Meeting Minutes -- August 26, 2015 Creator An entity primarily responsible for making the resource Abosch, Kenan Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 08/26/2015 Contributor An entity responsible for making contributions to the resource Schriftman, Seth Handler, Howard Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.796 Deerfield Illinois Deerfield Public Library Deerfield Public Library Board of Trustees Howard Handler Kenan Abosch Seth Schriftman https://archives.deerfieldlibrary.org/files/original/d2b897178ac9f85be9ada00ca2ff7304.pdf 4478783f6e7fccd76bcab8cf121ea752 PDF Text Text Deerfield Public Library Board of Trustees 920 Waukegan Road, Deerfield, IL 60015 Regular Meeting Agenda 7 p.m., September 16, 2015 1. ROLL CALL AND CALL TO ORDER 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE 3. CONSENT AGENDA a. Minutes: Regular Meeting August 19, 2015, August 26, 2015 Finance Committee b. Financials: Balance sheet, Revenues and Expenses, Variance Report, Investments Report c. Review of Weapons Policy 4. TREASURER REPORT a. List of checks and payments for approval b. Proposed Budget 2016, and 2015 Levy Request 5. FRIENDS LIAISON REPORT 6. VILLAGE LIAISON REPORT 7. LIBRARY DIRECTOR REPORT a. Highlights from Director's written report 8. OLD BUSINESS 9. NEW BUSINESS a. Temporary Liquor License for DBR Chamber Event-ACTION ITEM b. 2016 Calendars of Board Meetings and Library Closures - ACTION ITEM c. Strategic Planning Information 10. EXECUTIVE SESSION - The Board may go into Executive Session (closed to the public) to discuss personnel, legal, real estate, and other matters as allowed by Illinois law. 11. Topics for Discussion for Future Meetings 12. ADJOURNMENT Upcoming Board meetings: REGULAR: October 21, November 18, December 16. The Deerfield Public Library is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order ^Qto allow them to observe and/or participate in this meeting, or who have questions regarding accessibility of the meeting or the facilities, are requested to contact the Library Director at 847-945-3311 to allow the Library to make reasonable accommodations. �Deerfield Public Library Board of Trustees Regular Meeting Minutes September 16, 2015 1. ROLL CALL AND CALL TO ORDER The meeting was called to order at 7:00 p.m. in the Library Boardroom, 920 Waukegan Road, Deerfield, IL. Present Board members: Ron Simon - President, Seth Schriftman-Treasurer, Howard Handler, and Maureen Wener Absent: Ken Abosch - Secretary, Michael Goldberg, and Jean Reuther Also present was Village Liaison Bill Seiden, and Ms. Joann Carbine from the Friends of Deerfield Public Library Staff: Library Director Amy Falasz-Peterson, and Business Manager Trisha Steele 2. 3. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE No request to address the Board. CONSENT AGENDA The following items were included on the consent agenda: a. Minutes: Regular Meeting August 19, 2015, August 26, 2015 Finance Committee b. Financials: Balance sheet, Revenues and Expenses, Variance Report, Investments Report c. Review of Weapons Policy MOTION: Mr. Seth Schriftman made a motion to approve the consent agenda, seconded by Mr. Howard Handler Vote: 3 yes -Howard Handler, Seth Schriftman, Ron Simon, and The motion was approved. Abstain - Maureen Wener. 4. TREASURER REPORT a. List of checks and payments for approval Mr. Schriftman presented the outstanding list of checks to be approved for payment, which included 52.14 Petty cash check 493 210.81 Electronic payments from the E-Pay Illinois Funds account 134,576.79 General Fund checks 9118 through 9186, and an ACH transaction Sl34.839.74 The total amount presented for approval was MOTION: Mr. Schriftman made a motion to approve the list of checks and payments, seconded by Ms. Wener Vote: 4 yes -Howard Handler, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. b. Proposed Budget 2016, and 2015 Levy Request Mr. Schriftman reviewed the Finance Committee's discussion and timeline, noting that a final draft will be approved at the October meeting. Ms. Falasz-Peterson discussed the budget details, the projected expenditures at yearend, and fund balances. Ms. Steele explained the method used to derive the estimates. Mr. Schriftman pointed out that the budget has funding for the memorials display, developing a media lab, and warming-up the Library, which can be addressed at the strategic planning session. Ms. Wener expressed a concern about the budget for "warming-up" the new Library. Mr. Simon noted that an interior decorator had been authorized, but that it was tabled to allow the new director to have full input. He stated that the budget needs to provide funding to address this major concern raised by the public. Ms. Wener said she could accept a planned budget for 'warming up' as long as the Board can approve a vision, or project proposals, before large amounts of money is spent. The media lab and other capital outlay were discussed. Mr. Simon said that he likes the idea of a Maker Space and wants to make sure adequate funding would be available in 2016, should the Board decide to provide one. Page 1 of 4 �Deerfield Public Library Board of Trustees Regular Meeting Minutes September 16, 2015 _______ Ms. Wener asked where the July 4th Parade community promotions are budgeted and Ms. Steele said that the Outreach budget is used for that purpose. Ms. Wener suggested that the budget include an amount for T-shirts for all who participate in the parade so that those representing the Library look like a cohesive group. Mr. Handler asked about the purpose of the Reserve Fund. Mr. Simon explained that it is used to address major building improvements and is also set aside so the Library can provide service even if a catastrophic event occurred. Mr. Handler noted that there is $2.5 million in the Reserve Fund and over $2 million in the General Fund. He said he would prefer to have the minimum amount possible in the General Fund needed to maintain the Library and suggested that the General Fund balance could be used to cover 2016 operational expenditures. Ms. Falasz-Peterson reviewed her budget development process, included the review of prior year budgets and notes. She pointed out that the draft is consistent with prior year practices while establishing the funding to build on the ideas discussed in her interview and upcoming strategic planning possibilities. She outlined the core purpose of a library and how that purpose relates to both materials and staffing needs. Mr. Schriftman said that he is comfortable with a 4.9% tax increase and noted that the Board has not yet provided a Strategic Plan which could be used to provide details in the budget. Mr. Simon stated that the budget provides an even-keel approach and that he is also comfortable with the increase. He said that the Board has put a lot of thought into the Library's development and asked if staff could provide a history of rate increases over several years. Mr. Simon stated that the Finance Committee will meet again to review all suggestions. Mr. Schriftman reminded the board members that a final budget will be approved in October and all concerns should be brought to the next Finance Committee meeting. Ms. Falasz-Peterson said that all members would be notified of the date of the Finance Committee meeting. Staffing costs were discussed. Mr. Simon explained that staffing costs were reduced during the 2012 Library Improvement Project by not replacing separating staff and reducing corresponding services. Mr. Handler questioned the increase for a detail item, Software and Licenses. He suggested that the Library might have over-budgeted where current year allocations are not used, such as in Automation and Professional Development. Mr. Simon said that during the interview process, one of the priorities that the Board outlined was Professional Development and the objective of keeping staff and cross-training. Projects were put on hold when the prior director announced her retirement so the new director could have full input. An appropriate fund balance was discussed. Staff was asked to provide additional information about the General Fund for the Finance Committee discussion, including an updated forecast of fund balance, and the amount needed to fund operations from December to June. 5. FRIENDS LIAISON REPORT Ms. Joann Carbine provided an update regarding the activities of the Friends of Deerfield Public Library, including the Whole Foods fund raiser that earned $2,700, and the $500 earned through the Farmer's Market book sale. She announced that another book sale would be held next Saturday, and the Friend's Board meeting will be on September 30th at the Library. 6. VILLAGE LIAISON REPORT Mr. Bill Seiden provided an update of recent Village Board decisions. Page 2 of 4 �Deerfield Public Library Board of Trustees Regular Meeting Minutes September 16, 2015 _______ 7. LIBRARY DIRECTOR REPORT a. Highlights from Director's written report The Library Director, Ms. Amy Falasz-Peterson, announced that the Library received a Yelp approval sticker, a social review system; and, the Deerfield Library Arts Commission Open House will be tomorrow evening in the Library. She discussed the adjustments needed at the next Farmer's Market due to staff unavailability, and those that planned to attend agreed. She reviewed changes to the Health Insurance Program, and described the Library's social media roundup. 8. OLD BUSINESS Mr. Simon pointed out that historical materials pertaining to memorials and fund raising were provided in the packet. Ms. Wener asked if staff could see what other Libraries do with the memorial funding received, and how they budget for it. 9. NEW BUSINESS a. Temporary Liquor License for DBR Chamber Event Ms. Falasz-Peterson reviewed the upcoming Chamber of Commerce event that will include about seventyfive attendees. She explained that a liquor license will be needed to host the event. MOTION: Ms. Wener made a motion to approve the acquisition of a liquor license, seconded by Mr. Schriftman. Vote: 4 yes-Howard Handler, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. b. 2016 Calendars of Board Meetings and Library Closures Mr. Handler suggested that the Library close at 4:00 on the days preceding certain holidays, including New Year's Day and Thanksgiving. Members also discussed closing at 3:00 on the prior day. Mr. Simon said that the Board can approve giving the Director the flexibility and authorization to make the final decision. Other holidays were discussed. Ms. Falasz-Peterson said she will find out what holidays other libraries are observing for next year. MOTION: Ms. Wener made a motion to approve the list of closures for 2016, with authorization for the Director to close as early as 3:00 on the day before holidays. Mr. Schriftman provided a second. All agreed and the motion was passed. MOTION: Mr. Simon made a motion to approve the list of 2016 Board meetings as presented, and Mr. Schriftman seconded. All agreed and the motion was passed. c. Strategic Planning Information Mr. Simon discussed the RFP draft. Ms. Falasz-Peterson said that a formal action item will be presented to the Board at the October meeting, and board input on the draft was requested. Polling was suggested as a method to garner community input. Mr. Simon reviewed the random phone interview process that was successful in getting input from nonusers in the last community survey. It was estimated that the last community survey was done in 2004 or 2005. Mr. Handler suggested that an enticement, such as a gift card, might encourage nonusers to participate in a focus group. Wording was discussed. Mr. Simon asked Ms. Falasz-Peterson to see if she could find information from the last strategic planning process, including what professional was used. Mr. Simon said department report formats may be revised. Sunday hours and premium pay, and transparency were suggested as issues to address during strategic planning. Mr. Simon said circulation Page 3 of 4 �Deerfield Public Library Board of Trustees Regular Meeting Minutes September 16, 2015 modifications, such as how long a movie can be checked out, could be brought to the Board's attention without first having to go to Policy Committee. 10. EXECUTIVE SESSION No executive session held. 11. Topics for Discussion for Future Meetings Mr. Simon asked if there were topics suggestions for future meetings. Mr. Handler suggested that the Policy Committee address the Library's leafletting policy because it may be unconstitutional to not allow any leafletting on Library property. Mr. Simon recalled that the issue was vetted thoroughly at a previous meeting, but he did not recall the details of the legal advice. He said that the Policy Committee will need to set its policy reviewing priorities. Ms. Falasz-Peterson said that revisions to the contract with LIMRiCC would be brought to the October meeting. 12. ADJOURNMENT At 8:58 p.m., there being no further business, Mr. Schriftman made a motion to adjourn, seconded by Ms. Wener. The motion was approved and the meeting was adjourned. Ken Abosch, Secretary Minutes approved by the Board on / 0/2. y/ Page 4 of 4 �Deerfield Public Library Board of Trustees FRIENDS OF DEERFIELD PUBLIC LIBRARY BOARD MEETING September 30, 2015 7 p.m. The Friends of the Deerfield Public Library will hold its board meeting on September 30, 2015 and there may be a quorum of the Library Board attending the Friends' meeting. Location: Deerfield Public Library Board Room Time: 7 p.m. The Deerfield Public Library is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding accessibility of the meeting or the facilities, are requested to contact the Library Director at 847-9453311 to allow the Library to make reasonable accommodations. � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Deerfield Public Library Board of Trustees Meetings Subject The topic of the resource Public Library Governance Description An account of the resource This collection consists of meeting minutes created around or after meetings of the Deerfield Public Library Board of Trustees as well as supporting materials such as village ordinances, salary scales and land agreements. Creator An entity primarily responsible for making the resource Deerfield Public Library Board of Trustees Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 1966-2013 Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002 Coverage The spatial or temporal topic of the resource, the spatial applicability of the resource, or the jurisdiction under which the resource is relevant Board meeting minutes from the Deerfield Public Library Board of Directors are held on the Deerfield Public Library Website until they are five years old, and are then moved to this collection. Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Board Meeting Minutes -- September 16, 2015 Creator An entity primarily responsible for making the resource Abosch, Kenan Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 09/16/2015 Contributor An entity responsible for making contributions to the resource Simon, Ronald Schriftman, Seth Handler, Howard Wener, Maureen Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.798 Deerfield Illinois Deerfield Public Library Deerfield Public Library Board of Trustees Howard Handler Maureen Wener Ronald Simon Seth Schriftman https://archives.deerfieldlibrary.org/files/original/5b9ebc32ebc3d0c1cd31a97f1d436594.pdf 6183d5f99deae7b2094994d0ef5a22cf PDF Text Text Deerfield Public Library Board of Trustees 920 Waukegan Road, Deerfield, IL 60015 Memorials Committee Meeting Agenda 7 p.m., October 1, 2015 1. ROLL CALL AND CALL TO ORDER 2. CONTINUED DISCUSSION REGARDING HONORING PAST & FUTURE SIGNIFICANT CONTRIBUTORS TO THE LIBRARY 3. ADJOURNMENT The Deerfield Public Library is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding accessibility of the meeting or the facilities, are requested to contact the Library Director at 847-945-3311 to allow the Library to make reasonable accommodations. �Deerfield Public Library Board of Trustees MEMORIALS COMMITTEE Minutes October 1, 2015 1. ROLL CALL AND CALL TO ORDER The meeting was called to order at 7:00 p.m., in the Board Room, 920 Waukegan Road, Deerfield, IL. Present Board committee members: Ron Simon - President and Committee Chair, Michael Goldberg, and Maureen Wener Absent: none Staff: Library Director Amy Falasz-Peterson 2. 3. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE No request to address the Board. 4. OLD BUSINESS a. Discussion of ways to honor present and future contributors to the Library The Committee discussed the "Naming Rights" policy draft. The Committee felt it was important to have something in place even though the board is not actively seeking donations of this type. Mr. Goldberg will work on language to update the "Naming Rights" Policy and will share that with the Committee. The discussion moved to the "Leaf on a Tree" concept. The Committee felt that this would be the perfect way of honoring exceptional service to the Deerfield Public Library. The Committee decided to remove the fundraising piece all together from the Nomination Form. Upon discussion, the Committee felt that there probably needs to be a joint conversation with the Friends of the Deerfield Public Library regarding fundraising. The Committee would like to allocate this task to the Finance Committee to examine in the future. The Committee discussed using the name "The Giving Tree" to name the "Leaf on a Tree" idea. There will be a plaque next to it explaining what it is and who it honors. The Committee decided that twice a year they will meet to examine the nominees and present a recommendation to the entire board. 5. NEW BUSINESS 6. EXECUTIVE SESSION None. 7. ADJOURNMENT At 8:00 p.m., there being no further business, Mr. Simon adjourned the meeting. Ken Abosch, Secretary Minutes accepted by the Board on / O /i/ho/si Page 1 of 1 � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Deerfield Public Library Board of Trustees Meetings Subject The topic of the resource Public Library Governance Description An account of the resource This collection consists of meeting minutes created around or after meetings of the Deerfield Public Library Board of Trustees as well as supporting materials such as village ordinances, salary scales and land agreements. Creator An entity primarily responsible for making the resource Deerfield Public Library Board of Trustees Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 1966-2013 Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002 Coverage The spatial or temporal topic of the resource, the spatial applicability of the resource, or the jurisdiction under which the resource is relevant Board meeting minutes from the Deerfield Public Library Board of Directors are held on the Deerfield Public Library Website until they are five years old, and are then moved to this collection. Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Memorials Committee Meeting Minutes -- October 1, 2015 Creator An entity primarily responsible for making the resource Abosch, Kenan Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 10/01/2015 Contributor An entity responsible for making contributions to the resource Simon, Ronald Goldberg, Michael Wener, Maureen Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.799 Deerfield Illinois Deerfield Public Library Deerfield Public Library Board of Trustees Maureen Wener Michael K. Goldberg Ronald Simon https://archives.deerfieldlibrary.org/files/original/60802855ac0fb8f7986478097a950c3d.pdf 474d5d7a84a86c5521dfe3e727bc8136 PDF Text Text Deerfield Public Library Board of Trustees 920 Waukegan Road, Deerfield, IL 60015 Finance Committee Meeting Agenda 6:30 p.m., October 7, 2015 1. ROLL CALL AND CALL TO ORDER 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE 3. OLD BUSINESS A. Discussion of FY 2016 Budget Draft and 2015 Levy Request 4. NEW BUSINESS A. Discussion of current year budget adjustments 5. ADJOURNMENT Upcoming Board meetings: REGULAR: October 21, November 18, December 16. The Deerfield Public Library is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding accessibility of the meeting or the facilities, are requested to contact the Library Director at 847-945-3311 to allow the Library to make reasonable accommodations. s:\admin docs\board meeting preparalions_2015\brdngenda 2015 10-07 finance committee.docx �Deerfield Public Library Board of Trustees Finance Committee Meeting Minutes October 7, 2015 1. ROLL CALL AND CALL TO ORDER The meeting was called to order at 6:30 p.m., in the Library Boardroom, 920 Waukegan Road, Deerfield, IL. Present Committee members: Seth Schriftman-Treasurer and Committee Chair, Ron Simon-Board President Absent Committee member: Ken Abosch Staff: Library Director Amy Falasz-Peterson, and Business Manager Trisha Steele 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE No request to address the Board. 3. OLD BUSINESS A. Discussion of FY 2016 Budget Draft and Levy Request Mr. Seth Schriftman led the discussion which included the quality and quantity of library materials, additional costs and building efficiencies for the new facility, the potential for a Maker Space, other Automation new projects, strategic planning, the memorials tree, and 'warming-up' possibilities. Mr. Simon questioned whether the proposed 3% increase in wages is realistic considering the Library's potential strategic needs. It was determined that some Capital Outlay could be postponed, and that about $10,000 in funding should be shifted to the budget for personnel. It was agreed that staff development is a high priority in the 2016 budget. The proposed reduction in revenues was discussed, including property taxes and the elimination of the Per Capita Grant. The committee discussed the likelihood of receiving the State's Per Capita Grant whether the Library should plan on receiving it in 2016. An application will be submitted. The revised levy request was discussed and it was determined to be appropriate. Ms. Amy Falasz-Peterson introduced the reports used for the levy request. She explained that the allocation of costs in the Working Budget, an in-house management tool, is slightly different than the official budget format that is delivered to the Village, presented to the public, and used for the levy request. Ms. Trisha Steele reviewed the budget format differences, which include breaking out commodity-type expenses from contractual expenses in Automation and Facilities, and budgeting according to GAAP. The Library uses funds internally to better manage resources, but is presented as a single fund. Fund balance projections were discussed. Ms. Steele introduced a new projection worksheet that can assist in tracking the sufficiency of reserves in the General Fund. She noted that the Library's General Fund reserves will be very low in June 2016. She pointed out that should property taxes not be received as anticipated in June, the Library will have funding for about two months of operations. The General Fund may also need resources to loan money for the debt service payments due at the beginning of June. The Reserve Fund balance was also discussed. It was noted that the public meetings will be held at the Village Hall: the Budget Public Hearing on November 2nd and the Tax Levy Hearing on November 16th. Mr. Schriftman proposed that the Proposed 2016 Budget and 2015 Levy, as amended, be presented to the Board for adoption. Mr. Simon agreed. Page 1 of 2 �Deerfield Public Library Board of Trustees Finance Committee Meeting Minutes October 7, 2015 4. NEW BUSINESS A. Discussion of current year budget adjustments Ms. Steele reviewed the process for reallocating budgeted costs at year end. Potential adjustments were discussed and Ms. Steele said that they would be brought to the Board probably in December. Mr. Simon noted that small adjustments, fewer than 1%, were a sign of very successful budgeting and management. Mr. Simon noted that the Memorials Committee will be asking that the Finance Committee address how to handle "medium" donors -smaller than those eligible for room naming and larger than the donations handled by the Friends group; for example, a bequest. 5. ADJOURNMENT At 7:38, there being no further business, Mr. Schriftman made a motion to adjourn, seconded by Mr. Simon. The motion was approved and the meeting was adjourned. Ken Abosch, Secretary Minutes accepted by the Board on /o/xz/xoi^ Page 2 of 2 � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Deerfield Public Library Board of Trustees Meetings Subject The topic of the resource Public Library Governance Description An account of the resource This collection consists of meeting minutes created around or after meetings of the Deerfield Public Library Board of Trustees as well as supporting materials such as village ordinances, salary scales and land agreements. Creator An entity primarily responsible for making the resource Deerfield Public Library Board of Trustees Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 1966-2013 Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002 Coverage The spatial or temporal topic of the resource, the spatial applicability of the resource, or the jurisdiction under which the resource is relevant Board meeting minutes from the Deerfield Public Library Board of Directors are held on the Deerfield Public Library Website until they are five years old, and are then moved to this collection. Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Finance Committee Meeting Minutes -- October 7, 2015 Creator An entity primarily responsible for making the resource Abosch, Kenan Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 10/07/2015 Contributor An entity responsible for making contributions to the resource Schriftman, Seth Simon, Ronald Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.800 Deerfield Illinois Deerfield Public Library Deerfield Public Library Board of Trustees Ronald Simon Seth Schriftman