112 10 3234 https://archives.deerfieldlibrary.org/files/original/879df8f4d2d264f5c81046844b630bd1.pdf d8f183cb00c69b98271b20722bf1e968 PDF Text Text Deerfield Public Library Board of Trustees 920 Waukegan Road, Deerfield, IL 60015 Regular Meeting Agenda 7 p.m., November 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 October 21, 2015, October 28, 2015 Policy Committee b. Financials: Balance sheet, Revenues and Expenses, Variance Report, Investments Report, and Quarterly Investments Report 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 8. OLD BUSINESS a. Holiday Party Plans Update 9. NEW BUSINESS a. Policy Committee Report b. Per Capita Requirements 10. ADJOURNMENT Upcoming Board meetings: REGULAR: December 16, January 20. 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 November 18, 2015 1. ROLL CALL AND CALL TO ORDER The meeting was called to order at 7:02 p.m., in the Library Boardroom, 920 Waukegan Road, Deerfield, IL. Present Board members: Seth Schriftman-Treasurer, Michael Goldberg, Howard Handler, Jean Reuther, and Maureen Wener Absent: Ron Simon - President, Ken Abosch - Secretary Also present was Village Liaison Bill Geieten ond Ms. Barb Reich from the Friends of the Deerfield Public Library Staff: Library Director Amy Falasz-Peterson, Business Manager Trisha Steele, and, until 7:30- Madeline Dahlman, Adult Services Librarian Mr. Seth Schriftman presided over the meeting. 2. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE BOARD, and CORRESPONDENCE No request to address the Board. Ms. Amy Falasz-Peterson pointed out that a recent FOIA request was included in the correspondence For Board Review file. 3. CONSENT AGENDA The following items were taken off of the consent agenda: a. Minutes: Regular Meeting October 21, 2015, October 28, 2015 Policy Committee b. Financials: Balance sheet, Revenues and Expenses, Variance Report, Investments Report MOTION: Mr. Schriftman made a motion to approve the Regular Meeting minutes of October 21, 2015, seconded by Ms. Maureen Wener Vote: 5 yes - Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, and Maureen Wener The motion was approved. Mr. Howard Handler raised questions about the October 28, 2015 Policy Committee minutes. Mr. Goldberg made two changes to the committee minutes, and they were accepted as corrected. MOTION: Ms. Wener made a motion to approve the financial reports, and Ms. Jean Reuther provided a second. Vote: Vote: 5 yes - Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, and Maureen Wener The motion was approved. Item 8a - Holiday Party Plans Update This item was moved up to this point in the agenda. Ms. Madeline Dahlman provided the update regarding the Holiday Party Committee's plans. The Library will hold its annual holiday celebration at the Deerfield Golf Club on January 22nd, 2016. There will be a Bar-B-que dinner, and seating will be casual due to space restrictions. Dress attire will also be casual. About 140 participants will be invited and the festivities will begin at 6:15, after the Library closes. The dinner and venue will be provided at a cost of per person, plus gratuity. Invitations will be sent out via email in December. Page 1 of 3 �Deerfield Public Library Board of Trustees Regular Meeting Minutes November 18, 2015 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 Electronic payments from the E-Pay Illinois Funds account 221.48 Petty cash checks 494 through 502 153.71 General Fund checks 9187 through 9257, and one ACH 92.299.95 592.675.14 The total amount presented for approval was MOTION: Ms. Reuther made a motion to approve the list of checks and payments, and Mr. Goldberg provided a second. Vote: Vote: 5 yes - Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, and Maureen Wener The motion was approved. Mr. Schriftman reported on the public hearing held at the Village, plans for future banking services with Wintrust where the Village also is transferring its Illinois Fund banking services. Ms. Trisha Steele outlined the Library's financial association with the Village and why the Library would follow the Village's choice of general payroll and check writing banking services. 5. FRIENDS LIAISON REPORT Ms. Barb Reich provided an update regarding the activities of the Friends of Deerfield Public Library. The key topics included simplifying the contribution process, future Farmers' Market participation, a mini-sale inside the Library, and a change to their board meeting dates in 2016. 6. VILLAGE LIAISON REPORT Mr. Bill Seiden was not available but provided information about Village Board activities to the Director who provided his update. 7. LIBRARY DIRECTOR REPORT a. Highlights from Director's written report The Library Director, Ms. Amy Falasz-Peterson, provided information on the status of the strategic planning process, changes to TV series material availability, technological updates including Shoutbomb an opt-in text messaging service, and the migration to google aps for work. 8. OLD BUSINESS a. Holiday Party Plans Update This topic was presented earlier in the agenda, after item 3. 9. NEW BUSINESS a. Policy Committee Report Mr. Goldberg stated that the committee's activity had been discussed earlier in the meeting. He added that the banned patron letter should be updated and reviewed, and another meeting is being planned. Page 2 of 3 �Deerfield Public Library Board of Trustees Regular Meeting Minutes November 18, 2015 b. Per capita requirements Ms. Falasz-Peterson reviewed the purpose of the grant, the application process, the criteria, and said that it is a good practice even though there is no State budget for the grants. She said that resource sharing is the main focus of the grant application this time and reviewed how the Deerfield Library cooperates with other libraries, including networking and sharing resources. The result of which is to provide better services to our own patrons. She confirmed that the application is always shared with the Board. c. Other issues Ms. Reuther raised several questions regarding the Library's security measures and Mr. Schriftman asked the Director to add this issue to the President's list of important considerations. 10. ADJOURNMENT At 7:56, 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 IZ-/6-& Page 3 of 3 �F Deerfield Public Library Board of Trustees CHAMBER OF COMMERCE EVENT - Possible Quorum Notice November 18, 2015 The Deerfield Public Library is hosting a DBR Chamber Event on Wednesday, November 18, 2015 and there may be a quorum of the Library Board members attending the meeting. Location: Deerfield Public Library Meeting Rooms Time: 5 - 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 -- November 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 11/18/2015 Contributor An entity responsible for making contributions to the resource Schriftman, Seth Goldberg, Michael 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.0002.805 Deerfield Illinois Deerfield Public Library Deerfield Public Library Board of Trustees Howard Handler Jean Reuther Maureen Wener Michael K. Goldberg Seth Schriftman https://archives.deerfieldlibrary.org/files/original/19d6da6527a05cc8d52ab0d8f38a353e.pdf e61c9b8dc8243230ee5ca7c5879dc03b PDF Text Text Deerfield Public Library Board of Trustees PUBLIC HEARING Regarding the 2015 Levy November 16, 2015 The Village of Deerfield is holding a Public Hearing at its board meeting on Monday, November 16, 2015 regarding the 2015 Levy and there may be a quorum of the Library Board attending the meeting. Location: Deerfield Village Hall 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 Notice of Public Hearing -- November 16, 2015 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 11/16/2015 Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.804 Deerfield Illinois Deerfield Public Library Deerfield Public Library Board of Trustees https://archives.deerfieldlibrary.org/files/original/5c94602130acc3a7a5fbe28ad4c9b8ff.pdf ff5db16533b05e2398b13292db0f9d43 PDF Text Text Deerfield Public Library Board of Trustees PUBLIC HEARING Regarding the 2016 BUDGET November 2, 2015 The Village of Deerfield is holding a Public Hearing at its board meeting on Monday, November 2, 2015 and there may be a quorum of the Library Board attending the meeting. Location: Deerfield Village Hall 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 Notice of Public Hearing -- November 2, 2015 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 11/02/2015 Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.803 Deerfield Illinois Deerfield Public Library Deerfield Public Library Board of Trustees https://archives.deerfieldlibrary.org/files/original/8815605ec33a87ec9ac1e21422eb8783.pdf 05be971add7d2235234ca7307e126696 PDF Text Text Deerfield Public Library Board of Trustees 920 Waukegan Road, Deerfield, IL 60015 Policy Committee Meeting Agenda 7 p.m., October 28, 2015 1. ROLL CALL AND CALL TO ORDER 2. DISCUSSION REGARDING LIBRARY POLICIES: a. Petitioning, Leafleting & Solicitation Policy b. Unattended Child Policy c. Patron Behavior Policy 3. ADJOURNMENT Upcoming Board meetings: REGULAR: November 18, December 16, 2015. 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 Policy Committee Meeting Minutes - corrected October 28, 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 Committee members: Michael Goldberg -Chair, Howard Handler, and Maureen Wener Absent: Ron Simon Other Board member present: Jean Reuther Staff: Library Director Amy Falasz-Peterson; and Trisha Steele, Business Manager 2. DISCUSSION REGARDING LIBRARY POLICIES: a. Petitioning, Leafleting & Solicitation Policy Mr. Michael Goldberg read aloud the current policy held by the Library. He explained that the purpose of the meeting is to review specific items of concern, and that there is also a routine review of Library policies, usually a meeting of a whole, where everyone is asked to read through the policies to see if there are any questions or issues to address. He then asked Mr. Handler to explain his concern with the current policy. Mr. Handler said that he believes that this policy is unconstitutional. He stated that he often provides leaflets on public property in the normal course of his work and, in his experience, he found the Library's policy outstandingly restrictive. He argued that a library is supposed to be a marketplace for ideas and discourse so this policy seems counter to the library's mission. He reviewed a 2011 court decision from Redding, California where some restrictions were overthrown, noting that the Deerfield policy is much more restrictive. He suggested that non-commercial fund raising should be a right to provide to local organizations. Members discussed how the policy has been implemented and/or violated in the past, whether people in the library should be approached, how activities in a meeting can be conducted, whether people should be able to be inside the Library but outside a meeting room to share ideas about the meeting, the legality of the policy, the function of public spaces for first amendment speech rights and the right to peace, the function of a library in a democratic society, whether a library is a marketplace of ideas and should provide opportunities for engagement, rights of opposing parties, safety issues for families and children, how to address altercation-type situations, and how staff would implement various scenarios. Mr. Goldberg asked for a review of the recent situations where this policy has become an issue and staff responded that there are none. Ms. Wener asked how other libraries handle this situation and Ms. Amy Falasz-Peterson said that other library policies are consistent with Deerfield's. Mr. Goldberg said he would rather have a policy that protects people's peace until there is a need to address it. Mr. Goldberg suggested tabling the issue to address other items on the agenda. He asked Mr. Handler to provide further research regarding other free speech policies in Deerfield. He asked if the Village, Park District, and Police have policies and what they are. He said that current appellant court decisions in Illinois would also be relevant. b. Unattended Child PolicyMs. Jean Reuther raised her concern about the number of unattended children. The committee discussed potential causes for the reported statistics, including the diligence of staff reporting, the need for additional publication, and the need for additional enforcement. Also discussed were the Page 1 of 3 �Deerfield Public Library Board of Trustees Policy Committee Meeting Minutes October 28, 2015 identification of children too young to be in the library alone, how to contact adults associated with youth, and the wording included in the policy. It was decided that the recommended script should be provided in training materials and not included in the policy. The director agreed to arrange for Youth Department staff to come to a meeting to explain the way the policy is implemented. c. Patron Behavior Policy Ms. Falasz-Peterson said that this item was included on the agenda due to the recent concern about the format of a banned patron letter. A template was distributed for review. Mr. Handler suggested several items to consider in drafting communications with a banned patron, including: The minimum time in which a person can respond; 3 days is too short and should be lengthened to 14 days. The maximum amount of time should be specified, for example "your case will be brought to discussion by X amount of time, or the next Board meeting, unless the meeting is less than 14 days away, or if patron requests an earlier time." "Suspension of privileges" is inappropriate because patrons can use services online; the purpose of the banning should be only barring the individual(s) from property. The definition of "Property" should be specified, not just entering library. The policy should mandate that the Director keep a file with all correspondence and its placement should also be specified. The removal of "paternalistic" wording and requiring "remorse." The rights of the banned patron were discussed, including access to the documents that the Board will review, addressing the Board in person, and the legal right to appeal through a court of law. Mr. Goldberg said the Library's policy and communication with banned patrons encourages an appeal process and direct communication with the Board; however, the actual legality of the rights is unknown. [correction:He asked that Mr. Handler-research the legal rights that-he is concerned about.] Safety issues were discussed, including providing names on the communications, the date(s) of board review, whether the Library's grounds should also be prohibited, how staff might implement various requirements, and when the police should be copied on communications. Ms. Wener suggested that the Board should leave the letter for the Director to handle. She also said that she would like this and the unattended children policy posted in the library. Return to Item a. - Petitioning, Leafleting & Solicitation Policy Mr. Handler raised the issue of restricting fundraising on the Library grounds. Members discussed whether checks can be collected in a meeting called for another purpose, the right to enjoy the quiet of a meeting, the public and commercial use of meeting rooms or study rooms, whether the policy applies to tutors, and whether tutors are preventing regular patrons from accessing study rooms. Mr. Goldberg noted that meetings are not monitored and questioned why the Board should take action to change something that is working. He asked Mr. Handler to research his concerns, craft wording changes for the committee's consideration, and to provide support for suggested changes. [Correction:] The Committee agreed that there was merit for further discussion on the topic. Page 2 of 3 �Deerfield Public Library Board of Trustees Policy Committee Meeting Minutes October 28, 2015 3. ADJOURNMENT At 8:26 p.m., there being no further business, Mr. Goldberg closed the meeting. Ken Abosch, Secretary Minutes, with noted corrections, accepted/approved by the Board on 11-18-2015 Page 3 of 3 � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Deerfield Public Library Board of Trustees Meetings Subject The topic of the resource Public Library Governance Description An account of the resource This collection consists of meeting minutes created around or after meetings of the Deerfield Public Library Board of Trustees as well as supporting materials such as village ordinances, salary scales and land agreements. Creator An entity primarily responsible for making the resource Deerfield Public Library Board of Trustees Source A related resource from which the described resource is derived Deerfield Public Library Board of Trustees Publisher An entity responsible for making the resource available Deerfield Public Library Date A point or period of time associated with an event in the lifecycle of the resource 1966-2013 Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002 Coverage The spatial or temporal topic of the resource, the spatial applicability of the resource, or the jurisdiction under which the resource is relevant Board meeting minutes from the Deerfield Public Library Board of Directors are held on the Deerfield Public Library Website until they are five years old, and are then moved to this collection. Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Policy Committee Meeting Minutes -- October 28, 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 10/28/2015 Contributor An entity responsible for making contributions to the resource Goldberg, Michael K. Handler, Howard Wener, Maureen Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0002.802 Deerfield Illinois Deerfield Public Library Deerfield Public Library Board of Trustees Howard Handler Maureen Wener Michael K. Goldberg https://archives.deerfieldlibrary.org/files/original/e7bcca676e8771d20f68f93e313bb52c.pdf d13e3a31c04078e4cf8fc20e5e27b46f PDF Text Text Deerfield Public Library Board of Trustees 920 Waukegan Road, Deerfield, IL 60015 Regular Meeting Agenda 7 p.m., October 21, 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 September 16, 2015, October 1, 2015 Memorials Committee, October 7, 2015 Finance Committee b. Financials: Balance sheet, Revenues and Expenses, Variance Report, Investments Report, and Quarterly Investments Report c. Strategic Planning RFP 4. TREASURER REPORT a. List of checks and payments for approval b. 2016 Budget and December 2015 Levy - ACTION ITEM 5. FRIENDS LIAISON REPORT 6. VILLAGE LIAISON REPORT 7. LIBRARY DIRECTOR REPORT a. Highlights from Director's written report 8. OLD BUSINESS a. Report from Memorials Committee 9. NEW BUSINESS a. LIMRiCC Agreement, & Resolution Providing for the Execution of an Intergovernmental Agreement with the Library Insurance Management and Risk Control Combination ("LIMRiCC")-ACTION ITEM b. Holiday Party Plans Update 10. EXECUTIVE SESSION 5 ILCS 120/2 c (1): Employment, appointment or dismissal of an employee. 11. Director Goals-ACTION ITEM 12. ADJOURNMENT Upcoming Board meetings: REGULAR: 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. �Deerfield Public Library Board of Trustees Regular Meeting Minutes October 21, 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, Michael Goldberg, Howard Handler, Jean Reuther, and Maureen Wener Absent: Ken Abosch - Secretary Also present was Village Liaison Mr. Bill Seiden and Ms. Judy Geuder from the Friends of the Deerfield Library 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. CONSENT AGENDA Mr. Howard Handler asked to remove the committee minutes from the consent agenda because he had not attended those meetings and could not approve them. The following items were included on the consent agenda. a. Minutes: Regular Meeting September 16, 2015 b. Financials: Balance sheet, Revenues and Expenses, Variance Report, Investments Report, and Quarterly Investments Report c. Strategic Planning RFP MOTION: Mr. Seth Schriftman made a motion to approve the consent agenda, seconded by Ms. Jean Reuther. Vote: 5 yes -Michael Goldberg, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. 1 abstain - Mr. Howard Handler. The motion was approved. MOTION: Mr. Schriftman made a motion to accept the October 1 Memorial Committee Minutes and the October 7 Finance Committee minutes, seconded by Ms. Maureen Wener. Vote: 5 yes -Michael Goldberg, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. 1 abstain - Mr. Howard Handler. The motion was approved. 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 221.48 Electronic payments from the E-Pay Illinois Funds account 153.71 Petty cash checks 494 through 502 General Fund checks 9187 through 9257, and one ACH transaction 92.299.95 S92.675.14 The total amount presented for approval was Mr. Handler noted that holiday or staff appreciation is fine, but spending money on a baby shower is a questionable use of tax dollars. Ms. Falasz-Peterson said she noted that the Deerfield Library has traditionally used special life-events to honor staff. Mr. Ron Simon said that the purpose of approving the check list is to understand what expenditures are for, who is being paid, and to confirm that the expenditures follow the budgeted plan provided by the Board. He said that there is a small budgetary line item for staff appreciation, and that the Board's function is to focus on big-picture items and to hire a Director. Page 1 of 4 �Deerfield Public Library Board of Trustees Regular Meeting Minutes October 21, 2015 MOTION: Mr. Schriftman made a motion to approve the list of checks and payments, seconded by Ms. Reuther Vote: 6 yes-Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. Mr. Simon said that issues for Board agendas should be sent to him and the Director, who will then determine the correct avenue for addressing the concerns. Mr. Schriftman reviewed an adjustment to the Reserve Fund investment ladder, provided an update on the financial software upgrade which will cost about $2,500, and announced that Illinois Fund banking services will change at the beginning of 2016. He said that staff is working with the Village to find new check-writing services and that 'positive pay' will be investigated for better internal controls. b. 2016 Budget and December 2015 Levy Mr. Schriftman reviewed the provided budget and levy documents, the discussion points from two Finance Committee meetings, and asked for questions or comments. There were none. MOTION: Mr. Schriftman made a motion to approve the 2016 budget and December 2015 levy, seconded by Ms. Wener. Vote: 5 yes -Michael Goldberg, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. 1 no - Howard Handler. The motion was approved. 5. FRIENDS LIAISON REPORT Ms. Judy Geuder provided an update regarding the activities of the Friends of the Deerfield Public Library, including the decision to provide $11,000 for youth display tables. She announced that the group will change their Board meetings to Monday evenings. 6. VILLAGE LIAISON REPORT Mr. Bill Seiden provided an update of Village Board activities 7. LIBRARY DIRECTOR REPORT a. Highlights from Director's written report The Library Director, Ms. Amy Falasz-Peterson, provided information regarding the recent half-day staff training session which focused on safety issues, the Deerfield Fine Arts Commission and the artwork recently provided, the ILA Conference, additional materials posted on-line, and the November 18 Chamber event that will be held at the Library between 5 p.m. and 7 p.m. 8. OLD BUSINESS a. Report from Memorials Committee Mr. Simon reviewed the proposed Naming Rights Policy, including language changes. Elements of the proposed policy were discussed, including the purposes of the different ways to honor those who serve and those who provide funding. Mr. Michael Goldberg clarified that while a company's or corporation's name would not be eligible for a room name, the Board could consider honoring an individual even if a corporation might provide the funding. Mr. Simon said that the Giving Tree would be used to honor those who serve, while naming rights would address those who provide large sums of money to the Library. He said that the committee would like to send the medium funding issue to the Finance Committee. Mr. Goldberg added that the committee wanted the Library to collaborate with the Friends when considering financial donations and how to recognize them. Page 2 of 4 �Deerfield Public Library Board of Trustees Regular Meeting Minutes October 21, 2015 MOTION: Mr. Goldberg made a motion to approve the Naming Right Policy, seconded by Ms. Wener. Vote: All ayes. The motion was approved. Mr. Simon reviewed the committee's recommendations for the Giving Tree: the nominations form and process, the criteria, the features and planned placement for the Giving Tree, and the quotes obtained. MOTION: Mr. Goldberg made a motion to approve the committee's recommendations regarding the Giving Tree, seconded by Mr. Schriftman. Vote: All ayes. The motion was approved. 9. NEW BUSINESS a. LIMRiCC Agreement, and Resolution Providing for the Execution of an Intergovernmental Agreement with the Library Insurance Management and Risk Control Combination ("LIMRiCC") Ms. Falasz-Peterson reviewed the LIMRiCC agreement, stating that LIMRiCC is used by the Library only for unemployment processes. Ms. Steele confirmed that the revisions made to the contract do not affect the Library because they only pertain to changes made for health insurance coverage, which the Library does not obtain through LIMRiCC. She explained that the changes are needed due to requirements of the Affordable Care Act, and the intergovernmental contracts need to be consistent among the consortium members. MOTION: Mr. Handler made a motion to approve the LIMRiCC Agreement and Resolution Providing for the Execution of an Intergovernmental Agreement with the Library Insurance Management and Risk Control Combination (LIMRiCC), seconded by Mr. Goldberg. Vote: 6 yes - Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. b. Holiday Party Plans Update Ms. Steele reviewed the tentative plans. Ms. Reuther suggested that small gifts for each individual would be a nice touch, whereas the door prizes are only for a few participants. Mr. Handler suggested that non-monetary items, such as a half-day off, might be offered. Mr. Simon asked staff to look into economical ways that more party participants might enjoy tokens of appreciation, rather than just a few door prizes. Mr. Simon explained that the holiday party is the main way that the Board demonstrates appreciation for the staff on a personal level. He noted that people reaching a fifth year anniversary are also specifically honored and given a small check. The Friday dates in January were discussed and Board members were asked to contact Ms. Steele with any date conflicts. Page 3 of 4 �Deerfield Public Library Board of Trustees Regular Meeting Minutes October 21, 2015 10. EXECUTIVE SESSION 5 ILCS 120/2 c (1): Employment, appointment or dismissal of an employee. MOTION: Mr. Schriftman made a motion to move to closed session for the purpose of discussing personnel employment issues, seconded by Ms. Reuther Vote: 6 yes-Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. At 8:45 p.m. the Board returned to open session. 11. Director Goals MOTION: Mr. Simon made a motion to accept the Director Goals with the modifications discussed, seconded by Mr. Goldberg. Vote: 6 ayes -Michael Goldberg, Howard Handler, Jean Reuther, Seth Schriftman, Ron Simon, and Maureen Wener. The motion was approved. 12. ADJOURNMENT At 8:46, 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. Ken7\bosch, Secretary Minutes approved by the Board on J/' / 8 ~ ^ 0/5 Page 4 of 4 �DEERFIELD PUBLIC LIBRARY 2015 Levy and 2016 Budget Fiscal Year 2016 PROPOSED 2015-LEVY & 2016 BUDGET GENERAL OPERATIONS OPERATING REVENUES Taxes Property Tax Replacement Tax Total Taxes 3,896,315 20,000 3,916,315 Charges for Services Intergovernmental Grants Contributions/Donations Investment Income Miscellaneous 70.000 10.000 11,500 5.000 1.000 TOTAL REVENUES 4,013,815 OPERATING EXPENDITURES Personnel Other Services Professional Development Contractual Services Library Facility Library Special Programs Automation Other Professional & Contractual Services T Contractual Services Commodities Library Materials Library - Minor Furnishings Supplies T Commodities TOTAL OPERATING EXPENDITURES Capital Outlay TOTAL OPERATING AND CAPITAL EXPENDITURES 2,681,040 47,500 107.000 44,000 310.000 141.000 602,000 551,000 11,275 40,000 602,275 3,932,815 81,000 4,013,815 Revenues Over/(Under) Expenditures (Continued) Page 1 of 2 J �1 DEERFIELD PUBLIC LIBRARY 2015 Levy and 2016 Budget (Continued) Fiscal Year 2016 PROPOSED 2015-LEVY & BUDGET NON OPERATING ACTIVITY Reserves Revenue Investment income Expenditures 4,280 Special Capital Project Revenue over/(Under) Expenditures 4,280 Debt Service 2011A Revenue Property Tax Expenditures Interest (May & November Payments) Principal Total Expenditures Revenue over/(Under) Expenditures 359,830 109,830 250,000 359,830 Debt Service 2013 Revenue Property Tax Expenditures Interest (May & November Payments) Principal Total Expenditures Revenue over/(Under) Expenditures 370,301 105,301 265,000 370,301 740,602 SUMMARY - ALL LIBRARY ACTIVITY 4,748,226 4,743,946 4,280 Total Revenues for All Activities Total Expenditures for All Activities Budgeted revenues over/(under) expenditures The 2016 Budget was approved by the Deerfield Public Library Board of Trustees on October 21, 2015 Ron Simon, President l Date Page 2 of 2 �Deerfield Public Library 920 Waukegan Road Deerfield, Illinois 60015 Phone 847.945.3311 Fax 847.945.3402 RESOLUTION PROVIDING FOR THE EXECUTION OF AN INTERGOVERNMENTAL AGREEMENT WITH THE LIBRARY INSURANCE MANAGEMENT AND RISK CONTROL COMBINATION (“LIMRICC”) BE IT RESOLVED by the Board of _ Deerfield Public Library (hereinafter referred to as the “Library”) as follows: I. AUTHORITY: This Resolution is adopted pursuant to the Intergovernmental Cooperation clause of the Constitution of the State of Illinois, the Intergovernmental Cooperation Act, the Library Systems Act, and the Illinois Public Library District Act (or the Illinois Local Library Act where applicable). 2. FINDINGS: A. The Library Insurance Management and Risk Control combination (LIMRiCC) has heretofore been established by Intergovernmental Agreement among existing public libraries and library systems to provide the following programs: 1. The unemployment compensation program; 2. The employee benefits insurance program; A copy of the Intergovernmental Agreement providing for these programs is attached hereto as Exhibit A. B. It is in the best interests of the Library to participate in such of the above programs as are indicated by a checkmark in the appropriate box. 3. AUTHORIZATION: That the President and Secretary of this Library are, therefore, authorized and directed to execute an Intergovernmental Agreement providing for risk management and authorizing Membership in LIMRiCC for the programs hereinabove indicated, the Intergovernmental Agreement to conform 36 �substantially to the Intergovernmental Agreement attached hereto as Exhibit A and effective on December 1, 2015. Adopted this day of 20 /J> . pursuant to a roll call vote as follows: > ScAt/fit/nan, /Zo/o/j&eirc?. T/s/Mt//'"'-; AYES: NAYS: ABSENT: o / ~ s cX Deerfield Public Library (Entep'Name of Libra Its President Attest: Its Secretary 37 � 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 -- October 21, 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 10/21/2015 Contributor An entity responsible for making contributions to the resource Simon, Ronald Schriftman, Seth Goldberg, Michael 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.0002.801 Deerfield Illinois Deerfield Public Library Deerfield Public Library Board of Trustees Howard Handler Jean Reuther Maureen Wener Michael K. Goldberg Ronald Simon Seth Schriftman 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 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/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/c9c1b97794fbbceab71b3f237155b0ed.pdf f9716bc40a8f54cad4d97b3706b232e7 PDF Text Text Deerfield Public Library Board of Trustees WELCOME RECEPTION September 12, 2015 The Board of Trustees for the Deerfield Public Library will hold a Welcome Reception for the new Library Director, Ms. Amy Falasz-Peterson. All the public is invited, and there may be a quorum of the Board at the gathering. Location: Deerfield Public Library Lobby Time: 10:30 a.m. to Noon 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 Welcome Reception -- September 12, 2015 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 09/12/2015 Language A language of the resource English Identifier An unambiguous reference to the resource within a given context DPL.0007.797 Deerfield Illinois Deerfield Public Library Deerfield Public Library Board of Trustees 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