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Deerfield Public Library Board of Trustees
920 Waukegan Road, Deerfield, IL 60015
Regular Meeting Agenda
7 p.m., March 18, 2015
1.
ROLL CALL AND CALL TO ORDER
2.
OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE
3.
CONSENT AGENDA
a. Minutes: Regular meeting February 18; Search Committee February 18, Policy Committee February 19, Joint
Policy/Board relations committees February 24, Finance Committee March 9
b. Financials: Balance sheet, Revenues and Expenses, Variance report, Investments Report
c. Recommendation to approve Policies previously reviewed by and recommended for Board approval by the Policy
Committee, related to Library operations and finance functions, as listed in committee minutes
d. Recommended language for social media portion of Employee Handbook (final section for revision)
e. CORRECTION - to Payroll and Compensated Absences Liability, resulting in 6% increase
f.
Modification to current ICN agreement, as budget
4.
TREASURER REPORT
a. List of checks and payments for approval
b. Report from the Finance meeting about Reserve Fund investments
c. Recommendation to transfer $991,000 from the General Fund to the Reserve Fund
5.
FRIENDS LIAISON REPORT
6.
VILLAGE LIAISON REPORT
7.
LIBRARY DIRECTOR REPORT
a. Highlights from Director's written report
b. Director's Annual Report
c. Progress report on Policy Review 2015
d. Recommendation to create Pre-school Coordinator position in Youth services, within existing FTEs
e. Recommendation to reclassify most Library Page positions as Library Aides, due to evolving and expanded duties
f.
Update regarding art purchases made possible by Friends' donation
g. Update: Combination of lower level service desks and create seating area using existing furnishings
h. Plans to honor outgoing board members on April 15
i.
Reminder of orientation on April 26 and May 20 swearing in of new Board members
8.
OLD BUSINESS
a. Update - GIVING button for donations, and related donation information
b. Update - Recruitment of new Library Director
c. Follow-up regarding automatic interior doors, survey results, quotes, and possible approval
d. Update - Replacement of main electrical switch and possible insurance claim
e. Reconsideration of policy approval cycle and possible revision
9.
NEW BUSINESS
a. Recommendation to approve new salary schedule revisions based on LACONI 2014 survey
b. (If 8.e. above is approved) Recommendation to approve policies reviewed by Finance Committee and recommended
for Board approval at its March 9 meeting, related to finance functions, as listed in the committee minutes
c. Reminder to submit letters of interest in Board officer positions prior to April meeting for May selection
10. EXECUTIVE SESSION - The Board may go into Executive Session (closed to the public) to discuss personnel, legal, real estate
and other matters as allowed by Illinois law.
a. Closed session minutes review and recommendation
11. ADJOURNMENT
Upcoming Board meetings:
REGULAR: April 15, May 20.
�Deerfield Public Library Board of Trustees
Regular Meeting Minutes
March 18, 2015
1.
ROLL CALL AND CALL TO ORDER
The meeting was called to order at 7:04 p.m., in the Deerfield Public Library Boardroom, 920 Waukegan Road,
Deerfield, IL 60015.
Present Board members: Ron Simon - President, Ken Abosch - Secretary, Luisa Ellenbogen, Michael Goldberg,
Jeff Rivlin - Treasurer, and Seth Schriftman
Absent: Marla Bark Dembitz
Also present was Village Liaison Bill Seiden
Staff: Library Director Mary Pergander, and Business Manager Trisha Steele
Guest: Ms. Joann Carbine from the Friends of the Deerfield Public Library
2.
OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE
No request to address the Board.
3.
CONSENT AGENDA
The following items were included on the consent agenda:
a. Minutes: Regular meeting February 18; Search Committee February 18, Policy Committee February 19, Joint
Policy/Board relations committees February 24, Finance Committee March 9
b. Financials: Balance sheet, Revenues and Expenses, Variance report, Investments Report
c. Recommendation to approve Policies previously reviewed by and recommended for Board approval by the
Policy Committee, related to Library operations and finance functions, as listed in committee minutes
d. Recommended language for social media portion of Employee Handbook (final section for revision)
e. CORRECTION - to Payroll and Compensated Absences Liability, resulting in 6% increase
f. Modification to current ICN agreement, as budget
MOTION: Mr. Seth Schriftman made a motion to approve the consent agenda, seconded by Mr. Jeff Rivlin.
Vote: 6 yes - Ken Abosch, Luisa Ellenbogen, Michael Goldberg, Jeff Rivlin, Seth Schriftman, and Ron Simon.
The motion was approved.
4.
TREASURER REPORT
a. List of checks and payments for approval
Mr. Rivlin presented the outstanding list of checks to be approved for payment, which included
i.
Petty cash checks 473 through 474
135.95
181.45
ii.
Electronic payments from the E-Pay Illinois Funds account
iii.
General Fund checks 8707 through 8755, and one ACH transaction
87,995.43
S88.312.83
The total amount presented for approval was
MOTION: Mr. Schriftman made a motion to approve the list of checks and payments, seconded by Ms. Luisa
Ellenbogen
Vote: 6 yes - Ken Abosch, Luisa Ellenbogen, Michael Goldberg, Jeff Rivlin, Seth Schriftman, and Ron Simon. The
motion was approved.
b.
Report from the Finance meeting about Reserve Fund investments
Mr. Rivlin reviewed the issues addressed by the Finance Committee. He outlined the background and
purpose of the annual transfer of unused General Fund Balance to the Reserve Fund. He said that the
process had been postponed in the prior year due to the pending building renovation issues, but the goal
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�Deerfield Public Library Board of Trustees
Regular Meeting Minutes
March 18, 2015
was to rebuild the Reserves to about $2 million, in anticipation of future and ongoing capital improvement
needs. Mr. Rivlin also reviewed the ladder investment plan for the Reserve Fund monies at PMA.
Mr. Rivlin explained the suggested modifications to the Investment Policy. The Committee recommends
that the Board modify the policy language to better reflect the Library's investment practices, which are
more conservative than what the current policy allows.
He reviewed the Committee's discussion about
collateral. He explained that if a collateral holding drops below A quality, it must be replaced and clarified
that the A range includes A- as well as A+.
[Item 9-b was discussed here.] Mr. Simon reviewed the approval process for Board policies, noting that the
Finance Committee had already reviewed and recommends the modified wording for the Investment Policy.
c.
Recommendation to transfer $991,000 from the General Fund to the Reserve Fund
Mr. Rivlin said that the Finance Committee recommends a transfer of $991,000 from the General Fund to
the Reserve Fund.
a.
Also at this point the Board discussed reconsideration of policy approval cycle and possible revision (Agenda
item 8.f.)
Ms. Pergander reviewed the current process.
After some discussion, it was decided that when there is a special committee related to the policy topic,
such as the Finance Committee and the Investment Policy, then that committee should review the policy
first. Some policies do not relate to another particular Board Committee and those should go directly to the
Policy Committee.
MOTION: Mr. Schriftman made a motion to approve the Finance Committee recommendations, which are to:
Approve the proposed change to routing of policies.
Adopt the proposed modifications to the Investment Policy which will result in a more conservative
investment policy, and
Transfer $991,000 from the General Fund to the Reserve Fund for the purpose of rebuilding the Reserve
Fund.
Seconded by Jeff Rivlin.
Vote: 6 yes - Ken Abosch, Luisa Ellenbogen, Michael Goldberg, Jeff Rivlin, Seth Schriftman, and Ron Simon. The
motion was approved.
5.
FRIENDS LIAISON REPORT
Ms. Joann Carbine provided an update regarding the activities of the Friends of the Deerfield Public Library. Two
major fundraiser activities are the proceeds from the book donations, and a planned 5% cash-back day at a local
market. Ms. Carbine said that the Friends have $12,000 in reserves at this time, pledged to the Library. The
variety of books in the Friends' book area was discussed.
Mr. Ken Abosch announced that he will not be able to attend the next Friends' meeting; Mr. Mike Goldberg will
plan to attend.
6.
VILLAGE LIAISON REPORT
Mr. Bill Seiden provided an update of Village Board activities.
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�Deerfield Public Library Board of Trustees
Regular Meeting Minutes
March 18, 2015
7.
LIBRARY DIRECTOR REPORT
The Library Director, Ms. Mary Pergander, provided the following information:
a. Highlights from Director's written report
At the Library Board's request, in lieu of Goals 2015, Ms. Pergander created a list of recommended Next
Steps for the Board and new Director to consider for future efforts. Hoopla was successfully launched and
has been so popular that we will need to limit patron downloads. We are discussing implementing
NovelistSelect at the check-out stations, to further enhance the patron experience. Ms. Pergander recently
served as one of the editors for the Illinois State Library's new edition of Administrative Ready Reference, a
handy resource for Library staff and Boards. Eleven personalized collection letters were mailed in February,
and as a result $866 of materials were returned to the Library. Ms. Pergander reviewed the list of Current
Building and Furnishings Projects. Many of the projects are very low cost or covered by insurance. Two
others could cost $5 to $10 thousand dollars. There are over 18,000 uses of library cards by patrons every
month! The 2015 Blind Date with a book was a big hit with patrons. Over 90 books were selected, and 64%
of patrons liked their blind date book.
b. Director's Annual Report At the Board's request, instead of the complete annual summary often created at this time, a condensed
version featuring the highlights of the Library's accomplishments was shared with Board members.
c. Progress report on Policy Review 2015
The management team has a goal of having all Library policies reviewed and approved prior to the arrival of
the new Director. Even those without recommended changes or revised last year are being updated as
Policies 2015 for clarity and completeness. The process is proceeding smoothly, especially with the
suggested change to the Board-level review process.
d. Recommendation to create Pre-school Coordinator position in Youth services, within existing FTEs
The Board received an excellent report reviewing Preschool Outreach, created by Youth Associate Kary
Henry. Preschool Outreach, like School Liaison, and Teen Librarian, is a specific and highly active focus of
our Youth Department, and an expectation of our community. To better provide the focus needed,
management recommends the creation of Preschool Coordinator position, within existing FTEs. (There is an
FTE cap in place from pre-referendum.) This position would be parallel to and the same job-class as the
Adult Programming Coordinator, the Outreach Coordinator, and other Coordinator-type non-Librarian
positions. In addition, we would post this as Internal Recruitment Only, since it is NOT an addition to
employee count (FTE). Our Youth staff have been serving this need as well as possible - it is time to
formalize the role within the organization. (See Board motion below, in this section.)
e. Recommendation to reclassify most Library Page positions as Library Aides, due to evolving and expanded
duties
We have been using the 2014 LACONI Salary Survey for comparative purposes in evaluating and
recommending market-based changes to our salary ranges. In addition, Patron Services manager and
assistant manager have been conducting comparative studies of the types of responsibilities and tasks
performed by Pages and Clerks in other libraries. As a result, they have successfully demonstrated that the
work being performed routinely by persons classified as Pages at the Deerfield Public Library is more
consistent with work classified as Aide or Clerk in comparative libraries in the nearby area. Therefore, the
Page positions are recommended to be re-classified as Aide positions, and the wages of the persons
performing the tasks should be raised to the new salary level of the Aide job class. Their titles will also be
changed. Temporary position Pages, such as those who only perform shelving duties during the summer
months, and NOT the higher level routine tasks done by other Pages (now Aides), will continue to be paid at
the Page job class level and retain the Page title. All of this is consistent with the recommendation made for
the salary ranges and was reviewed by Mr. Abosch in advance. (See 9.a. for motion)
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�Deerfield Public Library Board of Trustees
Regular Meeting Minutes
March 18, 2015
f.
g.
h.
i.
Update regarding art purchases made possible by Friends' donation
The "robot" prints for the Youth area have been ordered. Other art purchases have been postponed.
Update: Combination of lower level service desks and create seating area using existing furnishings
Plans to combine the two lower level service desks are proceeding. The move/combination is expected to
take place on April 20. Afterward, a seating area will be created where the Adult Service desk formerly
stood, allowing us to utilize excess furnishings from the Quiet Room, and resulting also in a rearrangement
of the Quiet Room spaces and furnishings.
Plans to honor outgoing board members on April 15
Outgoing board members will be honored with some special features at the April Board meeting. Since Ms.
Dembitz is unable to attend in April, we will plan to honor her at the May meeting if she can be available to
attend.
Reminder of orientation on April 26 and May 20 swearing in of new Board members
The planned orientation is scheduled for Saturday April 25th - correction from previous date. We will begin
at 9:15 am. The meeting should be over by noon.
May 20th is the first Board meeting for newly-elected Board members. Kent Street will be present to swear
them in.
Although the orientation will provide a financial overview, at the Board's suggestion additional Finance
Training will be scheduled at a later date
MOTION: Mr. Rivlin made a motion to approve the Preschool Coordinator position, seconded by Mr. Schriftman
Vote: All ayes. The motion was approved.
8.
OLD BUSINESS
b. Update - GIVING button for donations, and related donation information
No further changes have been made.
c.
Update - Recruitment of new Library Director
Mr. Abosch said that the recruiter, Ms. Lynn Elam, had provided the following information: She is excited
about three candidates so far; two from the Chicago area and the third is from central Illinois. All have been
in high-level leadership roles. Also two other highly qualified candidates are considering the position. He
said that the total number of inquiries was not available.
Mr. Abosch said that the next step is to prepare sample writing documents and create dossiers. He
discussed the background check process and how any possible conflicts of interest should be openly
addressed. He announced that Ms. Miriam Pollack will assist with research and other background activities.
Potential meeting dates were discussed. It was suggested that the committee review candidates on April
20th, 6 p.m. to 9 p.m. May 5 was discussed for conducting interviews, and May 12th as a fall-back date,
although not all board members will be available.
d.
Follow-up regarding automatic interior doors, survey results, quotes, and possible approval
Mr. Simon reviewed the information collected by Ms. Pergander in a survey of other area libraries and
governmental buildings regarding interior assistance opening doors. He said that no local libraries provide
this option.
Mr. Abosch asked if any door besides those to the Quiet Room were being considered and it was confirmed
that those are the only doors under consideration at this time.
Page 4 of 6
�Deerfield Public Library Board of Trustees
Regular Meeting Minutes
March 18, 2015
Ms. Pergander reported that the tension on the doors had been loosened, and it reduced the pressure by
about half. The members discussed ADA compliance, cost per door, other room doors, and possible
processes for obtaining assistance, if needed. It was decided that the Board has a responsibility to contact
the individual who brought the issue to their attention to see if the change made is adequate. Ms.
Pergander said she would follow-up.
e.
Update - Replacement of main electrical switch and possible insurance claim
Ms. Pergander said that the Library's insurance carrier had been contacted and will approve the claim.
There is a $1,000 deductible. It will involve closing the Library for two days to do the replacement. The
switch seems to be working at the moment. However, if the work is not scheduled, and the switch goes out,
then the Library could be closed for an extended time. There is a seven-week lead time for the necessary
parts.
MOTION: Mr. Schriftman made a motion to approve the replacement of the main electrical switch, seconded by Ms.
Luisa Ellenbogen
Vote: 6 yes - Ken Abosch, Luisa Ellenbogen, Michael Goldberg, Jeff Rivlin, Seth Schriftman, and Ron Simon. The
motion was approved.
f.
9.
Reconsideration of policy approval cycle and possible revision
This topic was discussed earlier. See 4.c. above.
NEW BUSINESS
a. Recommendation to approve new salary schedule revisions based on LACONI 2014 survey
Ms. Pergander explained the process of developing the new salary ranges. She said that she and Mr.
Abosch, a compensation professional, had then reviewed them together.
The Board members discussed the impact of the pending changes to minimum wage. It was noted that the
Page position can go up to $10 without being too compressed with Clerk/Aide range.
Mr. Abosch provided information regarding twenty-seven other states that have already adopted revised
minimum wages and said that it is still under consideration in Illinois.
MOTION: Mr. Goldberg made a motion to approve the revised salary range schedule, seconded by Ms. Luisa
Ellenbogen
Vote: 6 yes - Ken Abosch, Luisa Ellenbogen, Michael Goldberg, Jeff Rivlin, Seth Schriftman, and Ron Simon. The
motion was approved.
b.
Recommendation to approve policies reviewed by Finance Committee and recommended for Board
approval at its March 9 meeting, related to finance functions, as listed in the committee minutes
This item was discussed during the Treasurer's Report, in item 4-b.
c.
Reminder to submit letters of interest in Board officer positions prior to April meeting for May selection
Mr. Simon reviewed the process for nominating and electing Board officers. He reviewed past practices and
said that the Bylaws provide one-year terms for officers, and some officers can serve for more than one oneyear term if desired. However, the Bylaws state that the President cannot serve for more than two
consecutive one-year terms. Ms. Pergander reminded the Board members that officers will be elected in
May, after the new Board members are sworn in. At that time any of the Trustees can be nominated or
self-nominate for any office.
Page 5 of 6
�Deerfield Public Library Board of Trustees
Regular Meeting Minutes
March 18, 2015
10. EXECUTIVE SESSION - The Board may go into Executive Session (closed to the public) to discuss personnel, legal,
real estate and other matters as allowed by Illinois law.
a. Closed session minutes review and recommendation
No executive session held.
11. ADJOURNMENT
At 8:25, there being no further business, Mr. Goldberg made a motion to adjourn, seconded by Mr. Schriftman.
The motion was approved and the meeting was adjourned.
Ken Abosch, Secretary
Minutes approved by the Board on
April is ZQ/s
Page 6 of 6
�
Dublin Core
The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/.
Title
A name given to the resource
Deerfield Public Library Board of Trustees Meetings
Subject
The topic of the resource
Public Library Governance
Description
An account of the resource
This collection consists of meeting minutes created around or after meetings of the Deerfield Public Library Board of Trustees as well as supporting materials such as village ordinances, salary scales and land agreements.
Creator
An entity primarily responsible for making the resource
Deerfield Public Library Board of Trustees
Source
A related resource from which the described resource is derived
Deerfield Public Library Board of Trustees
Publisher
An entity responsible for making the resource available
Deerfield Public Library
Date
A point or period of time associated with an event in the lifecycle of the resource
1966-2013
Language
A language of the resource
English
Identifier
An unambiguous reference to the resource within a given context
DPL.0002
Coverage
The spatial or temporal topic of the resource, the spatial applicability of the resource, or the jurisdiction under which the resource is relevant
Board meeting minutes from the Deerfield Public Library Board of Directors are held on the Deerfield Public Library Website until they are five years old, and are then moved to this collection.
Text
A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text.
Dublin Core
The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/.
Title
A name given to the resource
Board Meeting Minutes -- March 18, 2015
Creator
An entity primarily responsible for making the resource
Abosch, Kenan
Source
A related resource from which the described resource is derived
Deerfield Public Library Board of Trustees
Publisher
An entity responsible for making the resource available
Deerfield Public Library
Date
A point or period of time associated with an event in the lifecycle of the resource
03/18/2015
Contributor
An entity responsible for making contributions to the resource
Simon, Ronald
Ellenbogen, Luisa
Goldberg, Michael K.
Rivlin, Jeffrey
Schriftman, Seth
Language
A language of the resource
English
Identifier
An unambiguous reference to the resource within a given context
DPL.0002.783
Administrative Ready Reference
Americans with Disabilities Act (ADA)
Background Checks
Blind Date with a Book
Chicago Illinois
Conflicts of Interest
Deerfield Public Library
Deerfield Public Library Adult Programming Coordinator
Deerfield Public Library Adult Services Department
Deerfield Public Library Aides
Deerfield Public Library Art
Deerfield Public Library Board of Trustees
Deerfield Public Library Board of Trustees Bylaws
Deerfield Public Library Board of Trustees Finance Committee
Deerfield Public Library Board of Trustees Finance Training
Deerfield Public Library Board of Trustees Officers
Deerfield Public Library Board of Trustees Orientation
Deerfield Public Library Board of Trustees Policy Committee
Deerfield Public Library Building and Property Maintenance
Deerfield Public Library Employee Handbook
Deerfield Public Library Fundraising
Deerfield Public Library General Fund
Deerfield Public Library Investment Policy
Deerfield Public Library Library Director
Deerfield Public Library Outreach Coordinator
Deerfield Public Library Patron Services Department
Deerfield Public Library Policy Review
Deerfield Public Library Preschool Coordinator
Deerfield Public Library Preschool Outreach
Deerfield Public Library Reserve Fund
Deerfield Public Library Salaries
Deerfield Public Library School Liaison
Deerfield Public Library Self Checkout Stations
Deerfield Public Library Teen Librarian
Deerfield Public Library Youth Services Department
Deerfield Village Board of Trustees
Friends of the Deerfield Public Library
Hoopla
Illinois
Illinois State Library
Jeffrey Rivlin
Joann Carbine
Kary Henry
Kenan Abosch
Kent Street
LACONI Salary Survey
Luisa Ellenbogen
Lynn Elam
Marla Bark Dembitz
Mary Pergander
Michael K. Goldberg
Miriam Pollack
NoveListSelect
PMA Financial Network Inc.
Ronald Simon
Seth Schriftman
Trisha Steele
William Seiden