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Deerfield Public Library Board of Trustees
Deerfield Public Library
920 Waukegan Road, Deerfield, IL 60015
Regular Meeting Agenda
7 p.m., February 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 January 21; Special Board meetings series January 31, February 5, and February 7
b. Financials: Balance sheet, Revenues and Expenses, Variance report. Investments Report
c. Approval of report created for audit: End of Year Liability for Accrued Payroll Compensated Absences
d. Approval of Illinois Public Libraries Annual Report for 2014 (IPLAR)
4.
TREASURER REPORT
a. List of checks and payments for approval
5.
FRIENDS LIAISON REPORT
6.
VILLAGE LIAISON REPORT
7.
LIBRARY DIRECTOR REPORT
a. Highlights from Director's written report, including Preschool Fair, patron art donation offer, staff member becoming
Certified Genealogist
b. Winter Wish List for Friends meeting - Update
c. Illinois Per Capita requirements for 2016-17
d. Progress report on salary schedule revisions based on LACONI 2014 survey
e. Progress report on Policy review 2015
f.
Plans regarding art purchases made possible by Friends' donation
g. Confirmation of date for honoring outgoing Board members
h. Invitation to apply for Library Journal New Landmark Libraries Award
8.
OLD BUSINESS
a. REVISED Prototype GIVE button for donations, and related donation
i.
Report by Marla Dembitz on concerns expressed by Friends at recent meeting
b. Instructions to staff to reinstitute Library Trustee fee waiving and policy change
c. Update - Personnel Handbook revision
d. Next steps for recruiting new Library Director: Recommendation regarding recruiter and approval of contract amount
e. Information about League of Women Voters candidate event March 15
f.
Follow-up regarding automatic interior doors, survey results, quotes, and possible approval
g. Update - Replacement of main electrical switch and possible insurance claim
h. Update - Youth Services tablets for children
9.
NEW BUSINESS
a. Proposed dates for Trustees at Farmers Market
b. Proposal to combine lower level service desks and create seating area using existing furnishings
c. Recommendation to purchase disc cleaner
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: March 18, April 15, May 20.
�Deerfield Public Library Board of Trustees
Regular Meeting Minutes
February 18, 2015
1.
ROLL call and call to order
The meeting was called to order at 7:00 p.m. in the Boardroom, 920 Waukegan Road, Deerfield, IL 60015.
Present Board members: Ron Simon - President, Ken Abosch - Secretary, Marla Bark Dembitz, Luisa Ellenbogen,
Michael Goldberg, Jeff Rivlin - Treasurer, and Seth Schriftman
Absent: none
Also present was Village Liaison Bill Seiden, and Ms. Barb Reich of the Friends of the Deerfield Public Library
Staff: Library Director Mary Pergander and Business Manager Trisha Steele
Guest: Ms. Lynn Elam, the Library's consultant and recruiter for the new director search
Ms. Elam was introduced by Mr. Ron Simon. She described the meetings held with staff and managers where
the following were discussed: characteristics of a new director, the Library's culture, what is working well,
attitude, and right fit. Ms. Elam outlined the timeline and listed the steps, some of which are already
accomplished, which included establishing a compensation range. Next week the job description will be revised
and the position will be posted, with a desired application date of March 20. Interviews are expected to begin in
May, and the position should be filled in the summer. She said that there are 7-8 open director positions in the
local area, described the generational shift in the market, and stated that she is expecting 20-25 applicants for
the Library's position. The Board thanked her for her efforts on their behalf. Ms. Elam left the meeting at 7:10.
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 January 21; Special Board meetings series January 31, February 5, and February 7
b. Financials: Balance sheet, Revenues and Expenses, Variance report, Investments Report
c. Approval of report created for audit: End of Year Liability for Accrued Payroll Compensated Absences
d. Approval of Illinois Public Libraries Annual Report for 2014 (IPLAR)
Ms. Pergander noted that there is no variance report because January is the first month of the year.
Mr. Seth Schriftman asked about why some of the Board packets were delivered later than usual. Ms.
Pergander confirmed that they had been mailed on Friday as usual and said staff would ask the post office
whether there was something that caused the delay.
MOTION: Ms. Marla Dembitz made a motion to approve the consent agenda as modified, seconded by Mr. Seth
Schriftman.
Vote: 7 yes - Ken Abosch, Marla Bark Dembitz, 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
Petty cash checks 468 through 472
$241.84
207.84
Electronic payments from the E-Pay Illinois Funds account
General Fund checks 8574-8606, 8641-8706 & two ACH transactions
117,135.18
The total amount presented for approval was
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�Deerfield Public Library Board of Trustees
Regular Meeting Minutes
February 18, 2015
MOTION: Ms. Dembitz made a motion to approve the list of checks and payments, seconded by Mr. Schriftman.
Vote: 7 yes - Ken Abosch, Marla Bark Dembitz, Luisa Ellenbogen, Michael Goldberg, Jeff Rivlin, Seth Schriftman, and
Ron Simon. The motion was approved.
5.
FRIENDS LIAISON REPORT
Ms. Barb Reich addressed the Board and discussed the Library's wish list, volunteer time and energy, and fund
raising plans, noting that 97% of the money raised by the Friends comes back to the Library. She said that the
Friends' Board had voted to pledge $14,825 to the Library for items on the 2015 wish list, including Pie-day
Program, Adult programs, a BBC DVD collection, and youth discovery tables. Ms. Reich reported that the group
now has 70 members and is planning to build membership this year.
6.
VILLAGE LIAISON REPORT
Mr. Bill Seiden reviewed the activities of the Village meetings.
7.
LIBRARY DIRECTOR REPORT
The Library Director, Ms. Mary Pergander, provided the following information:
a. Highlights from Director's written report, including Preschool Fair, patron art donation offer, staff member
becoming Certified Genealogist, building issues
Our website had over 700 new visitors compared to the previous period. Tony Keaton has found a reliable,
inexpensive and permanent solution to the multiple issues of the front door locking mechanism. The solution
has been implemented and staff have expressed great appreciation that the issues are finally resolved. Two of
the three needed revisions to the Personnel Handbook have been completed and reported on elsewhere. The
development of proposed salary range changes has begun, using LACONI results. The audit preparations are
underway. We sprang a leak in the storage closet of meeting room C but caught it before damage was done.
Preventative measures were taken. (Mr. Abosch asked if anything can be installed to prevent the freezing of the
pipes. Ms. Pergander will follow-up on this.) One upper window in the Preschool pavilion mysteriously
cracked/shattered. The window was boarded up and a replacement has been ordered. Total meeting room set
ups for the month were 68. Additional assistance of about 6 hours per week is being explored. Six new groups
used the Library during the month, with 51 reservations total. The Center for Enriched Living is providing
volunteers twice a week to help dust the bookshelves. This is a vital service for us, and it is making a very
positive difference in our level of cleanliness, as well as providing valuable volunteer experience for the group.
Kary Henry coordinated our first Preschool Fair, to high acclaim by both the preschools and attendees. The
glowing reviews and a project summary were provided to the Board. Sayaka Suzuki and Judy Hoffman
represented the Library at the Lake Forest College job fair. We executed a Chamber e-blast for the small
business program, with registrations skyrocketing immediately afterward. We have contracted with a presenter
form Zingerman's to provide a half-day of customer service training for staff in late April. Support Services has
begun training staff members on serials functions, for cross-capabilities. The circulation in January was our
highest January ever recorded since we began in 2007. Similarly, there were 3,500 ebook downloads in the
month, compared to 2000 for the same month one year ago. Adult Services Librarian Anne Jamieson will be
pursuing Genealogy certification.
b.
Winter Wish List for Friends meeting - Update
A list of the Wish List items approved by the Friends was provided to the Board.
c.
Illinois Per Capita requirements for 2016-17
Ms. Pergander reviewed the 2015 Per Capita Grant requirements, with special focus on the Board's
responsibilities for the EDGE assessment discussions, since she will likely be gone before those take place.
Head of IT Tom Owen is completing the assessment, and can provide new leadership with the results, for
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�Deerfield Public Library Board of Trustees
Regular Meeting Minutes
February 18, 2015
board discussion. This must be completed prior to September at the latest, so that the Grant application
reflects the completion of the requirement. Another requirement is the evaluation and fostering of
resource sharing options. Ms. Pergander recommends that the Board request that the management team
develop discussion points on this topic for the Board to evaluate and discuss.
Mr. Rivlin asked for clarification, recalling that last year he had reviewed the EDGE assessment materials for
the Board. Ms. Pergander clarified that last year we learned about assessment, now we must do it.
d. Progress report on salary schedule revisions based on LACONI 2014 survey
Ms. Pergander will bring proposed new schedules to the Board at the March meeting as planned, and will
discuss them first with Mr. Abosch.
e. Progress report on Policy review 2015 Ms. Pergander described the process to review all policies with the Board and update the complete manual
prior to her departure in May.
f. Plans regarding art purchases made possible by Friends' donation Since art-knowledgeable board members had given the green light previously, Ms. Pergander is proceeding
with a partial purchase of previously-selected art, using the money donated by the Friends.
g. Confirmation of date for honoring outgoing Board members Outgoing Board members will be honored at the April Board meeting.
h. Invitation to apply for Library Journal New Landmark Libraries Award
Upon further consideration, the Board and Ms. Pergander agreed that this award process is not feasible at
this time.
Mr. Rivlin asked about Library Journal Star Status. Ms. Pergander summarized that these are the libraries worthy
of exceptional recognition on a national level, based on four criteria used nationwide. She especially
appreciates advances such as increasing patron usage of computer services, which has moved us up in the
standings quite a bit compared to last year. There is a two to three year lag built into our reporting.
Mr. Rivlin suggested that Library might find ways to promote downloads with 4th of July Parade celebration and
library promotion.
Mr. Simon asked Ms. Pergander to confirm her final date, which will be Friday, May 29th.
8.
OLD BUSINESS
REVISED Prototype GIVE button for donations, and related donation
Ms. Pergander reviewed the changes made as requested at the last board meeting for the GIVE button,
which now says "GIVING" and is relocated in the DRAFT to the upper right of the Homepage. No content has
yet been developed, pending further approvals.
Report by Marla Dembitz on concerns expressed by Friends at recent meeting
i.
Ms. Dembitz reviewed a discussion held at the Friends' meeting regarding the Library's intention to
do passive fund raising. She explained that the Friends are concerned about causing confusion for
patrons, competition between the Library and the Friends group, tax accountability, and whether
such fund raising by the Library is too close to the recent tax referendum. She referenced the
Highland Park Library website use of a Library-based wish list as an example of the Friends'
concerns. Ms. Reich asked about the joint fund raising committee, where the Library and the
Friends could collaborate. She said the Friends may now be willing to allow usage of or support
grant opportunities which require the need of a 501(c) 3 status, which the Friends obtained several
years ago. Ms. Pergander expressed delight that the Friends may now be able to support the
Library's grant requests in this manner.
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�Deerfield Public Library Board of Trustees
Regular Meeting Minutes
February 18, 2015
The board members discussed these points, explained that they feel the Board has a responsibility
to provide an avenue for different types of donations, such as bequests, and emphasized that no
competition is intended.
Ms. Pergander clarified that the website GIVING button would not link to specific wish list requests,
as it does for the Highland Park Library, but would lead to many avenues of engagement, including
giving to the Friends, honoring others with donations for books, making bequests, etc.
Ms. Reich state that she appreciated the clarification and that there had been a misunderstanding of
the Library's intentions.
ii.
Artwork donation
The Board members discussed the artwork recently offered to the Library by a private donor. The
discussion included size and whether the piece could be interpreted as having a religious message in
a public space. Members debated whether the artistic style fit the Library's image. After some
discussion, members advised the Director to decline the offered donation of artwork.
b.
Instructions to staff to reinstitute Library Trustee fee waiving and policy change
Ms. Pergander announced that the process has been reinstituted.
c.
Update - Personnel Handbook revision
Ms. Pergander reviewed the revisions, which included new wording about providing references, and
guidance regarding distracted driving. These are two of the three items the board asked to see revised.
MOTION: Mr. Michael Goldberg made a motion to approve the revisions, seconded by Ms. Dembitz.
Vote: 7 yes - Ken Abosch, Marla Bark Dembitz, Luisa Ellenbogen, Michael Goldberg, Jeff Rivlin, Seth Schriftman,
and Ron Simon. The motion was approved.
d.
Next steps for recruiting new Library Director: Recommendation regarding recruiter and approval of
contract amount
Mr. Abosch reviewed the activities of the Search Committee which had recommended hiring Ms. Lynn as the
recruiter, for a contract fee of $14,000 plus expenses. He reported that this recommendation was approved
in a Special Board Meeting resolution. The Search Committee requested the authority to define the criteria
to be used in the selection process, authorize the placement of ads, and the screening of candidates. He
described the planned process going forward, which would end in a final six reviewed by the committee and
two or three finalists coming before the full board. Mr. Goldberg suggested that the whole board look at
the final six candidates. Mr. Abosch said he was fine with that change of plan, or any Board member can
attend and participate in the Search Committee activities. The final decision can be made when the process
gets closer to that point. Mr. Schriftman noted that after the election there may be a shift of perspective
among board members.
e.
Information about League of Women Voters candidate event March 15
Ms. Pergander announced that Sunday, March 15th, the League will provide an opportunity for contested
non-write-in seats to engage in a public question answering session, for both the Library and the Village
Trustee candidates. She noted that the League has said write-in candidates will not be included in the
session, although they may be introduced.
f.
Follow-up regarding automatic interior doors, survey results, quotes, and possible approval
Ms. Pergander reported her findings regarding public buildings with automatic doors. The board discussed
the cost and how many doors might need the assistance of automation. Mr. Goldberg suggested the doors
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�Deerfield Public Library Board of Trustees
Regular Meeting Minutes
February 18, 2015
should be retrofitted. Mr. Abosch suggested that the Library should be professionally reviewed for this and
other ADA issues. Mr. Simon suggested that the tension on the doors might be changed. Ms. Pergander
said she would ask Dewberry about finding an ADA certified professional and determine what it costs to hire
the expert and will also call five local libraries to discover if they use any assisted-open or automatic doors
for internal spaces.
9.
g.
Update - Replacement of main electrical switch and possible insurance claim
Ms. Pergander reported that the case is being reviewed by our insurance carrier as a possible covered claim.
With seven weeks of lead time for parts, Ms. Pergander wants to move forward as soon as possible so that
the two closure dates will be in the next newsletter and the project will be completed prior to her leaving
May 29.
h.
Update - Youth Services tablets for children
As requested by the Board two months ago, Ms. Pergander provided the requested 60 day update, and
reviewed the process for checking the Nabi and iPad tablets in and out. She said that the Head of Youth
doesn't recommend any changes because parents sign them out and these tablets are not appealing to
older kids who want to also use the Internet. The Internet is not available on these tablets; they are
restricted to child-oriented materials.
NEW BUSINESS
a. Proposed dates for Trustees at Farmers Market
Ms. Pergander said that two dates are available in August: August 1 and 8. She also asked about the Board's
preference regarding the second set of choices: September or October. Mr. Schriftman said he would like to
participate and recommended September. All agreed.
b.
Proposal to combine lower level service desks and create seating area using existing furnishings
Ms. Pergander reviewed the suggested plan, which includes moving computer lines, phone lines, and she
also reviewed the benefits to patrons, including unified service location and an additional seating are to be
created where the second desk used to stand. The Board affirmed its approval of the project.
MOTION: Mr. Michael Goldberg made a motion to approve the plan to combine the lower level service desks
and provide an additional seating area, seconded by Mr. Seth Schriftman.
Vote: 7 yes - Ken Abosch, Marla Bark Dembitz, Luisa Ellenbogen, Michael Goldberg, Jeff Rivlin, Seth Schriftman,
and Ron Simon. The motion was approved.
c.
Recommendation to purchase disc cleaner
Mr. Simon noted that the purchase is included in the current budget.
MOTION: Mr. Michael Goldberg made a motion to approve purchase of the proposed disc cleaner (not to
exceed $15,000), seconded by Mr. Seth Schriftman.
Vote: 7 yes - Ken Abosch, Marla Bark Dembitz, Luisa Ellenbogen, Michael Goldberg, Jeff Rivlin, Seth Schriftman,
and Ron Simon. The motion was approved.
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
Page 5 of 6
�Deerfield Public Library Board of Trustees
Regular Meeting Minutes
February 18, 2015____________ __
Goldberg made a motion to adjourn, seconded by Ms. Dembitz.
11. ADJOURNMENT
At 9:04, there being no further business, Mr.
The meeting was adjourned.
(7
Ken Abosch, Secretary
Minutes approved by the Board on
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 -- February 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
02/18/2015
Contributor
An entity responsible for making contributions to the resource
Simon, Ronald
Dembitz, Marla Bark
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.0002.779
Americans with Disabilities Act (ADA)
Anne Jamieson
Barbara Reich
Center for Enriched Living (CEL)
Certified Genealogist
Deerfield Bannockburn Riverwoods Chamber of Commerce (DBR)
Deerfield Farmers Market
Deerfield Public Library
Deerfield Public Library Art
Deerfield Public Library Audit
Deerfield Public Library Board of Trustees
Deerfield Public Library Board of Trustees Library Director Search Committee
Deerfield Public Library Building and Property Maintenance
Deerfield Public Library Computers
Deerfield Public Library Director Search
Deerfield Public Library Donations
Deerfield Public Library Employee Handbook
Deerfield Public Library Fundraising
Deerfield Public Library Insurance
Deerfield Public Library Job Descriptions
Deerfield Public Library Meeting Rooms
Deerfield Public Library Preschool and Early Childhood Fair
Deerfield Public Library Preschool Pavilion
Deerfield Public Library Programming
Deerfield Public Library Support Services Department
Deerfield Public Library Website
Deerfield Public Library Youth Services Department
Deerfield Village Board of Trustees
Deerfield Village Liaison
Dewberry
End of Year Liability for Accrued Payroll Compensated Abscences
Executive Recruiters
Friends of the Deerfield Public Library
Friends of the Deerfield Public Library Wish List
Highland Park Public Library
Illinois Law
Illinois Per Capita Requirements
Illinois Public Libraries Annual Report
iPads
Jeffrey Rivlin
Judy Hoffman
July 4th Activities
Kary Henry
Kenan Absoch
LACONI Salary Survey
Lake Forest College
Lake Forest College Jobs Fair
League of Women Voters Candidate Forums
League of Women Voters Deerfield
Library Journal
Library Journal New Landmark Libraries Award
Library Journal Star Libraries
Luisa Ellenbogen
Lynn Elam
Marla Bark Dembitz
Mary Pergander
Michael K. Goldberg
Nabi Tablets
Per Capita Grant
Ronald Simon
Sayaka Suzuki
Seth Schriftman
Technology EDGE Assessment
Tom Owen
Tony Keaton
Trisha Steele
William Seiden
Zingerman's