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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