AGENDA - REGULAR MONTHLY MEETING HIGHWOOD PUBLIC LIBRARY BOARD OF TRUSTEES

Monday April 26, 2021 – 7 P.M.

1. Call to order

2. Roll call

   
   

3. Public comment from the floor

   
   

4. President’s report

   1. Reminder committee annual reports due at the May meeting.

      
      

5. Secretary’s report

   1. Motion to approve minutes from regular meeting of March 22, 2021.

      
      

6. Communication

   
   

7. Treasurer Report

   1. Review of March Financials

   2. Motion to approve the April 2021 Invoices

      
      

8. Director’s report

   1. Public comment received via email and suggestion box

      
      

9. Committee reports

   • Building and Grounds

   • Finance

   • Personnel

   • Policy

   • Technology

   
   

10. Review Policies

11. Old business

12. New business

    1. Review of the FY22 Board meeting calendar

    2. Motion to approve the FY22 Board meeting calendar

    3. Discussion of updates to the FY22 budget

    4. Motion to approve the FY22 budget

    5. Discussion of succession planning

    6. Capital Campaign updates and Q&A

       
       

13. Executive Session 5 ILCS 120/Sec 2(c) 1

14. Adjournment

Next regular board meeting – please refer to the website for future meeting dates.

Board of Trustees

Lucy Hospodarsky, President • Janell Cleland, Vice President • Catherine Regalado, Secretary • Nora Loredo, Treasurer Trustees: Bertha Chavez, Barbara Cizek, Diana Guererro, Patricia Lenzini, Jason Muelver

Carmen Patlan, Executive Director director@highwoodlibrary.org

102 Highwood Ave., Highwood, IL 60040 • www.highwoodlibrary.org • 847-432-5404

Draft only, not yet approved

Highwood Public Library Board of Trustees Regular Meeting March 22, 2021

The meeting was held by Zoom teleconference due to the Covid-19 pandemic. Present—Trustees: Bertha Chavez, Barbara Cizek, Janell Cleland, Diana Guerrero, Lucy Hospodarsky, Patricia Lenzini, Nora Loredo, Catherine Regalado; Carmen Patlan, Director; Absent: Jason Muelver

Ms. Hospodarsky called the meeting to order at 7:11 pm. Public Comments: None

President’s Report

Ms. Hospodarsky updated board on capital campaign. The committee is planning to host a Zoom fundraising event for certain donors. The public phase of campaign launch date is TBD. Board participation statistics are important, in advance of public campaign. $200+ donations will receive a tax write-off letter.

Secretary’s Report

Ms. Hospodarsky moved to approve the minutes from the February 22, 2021 regular meeting, Ms. Cleland seconded, and the motion carried unanimously by roll call.

Communication: A complimentary letter was received from the Vernon Area Public Library.

Treasurer’s Report

Ms. Loredo presented the February financials and March invoices.

• Treasurer will inquire about PPRT with City, and will also investigate duplicate NYT bill.

• Staff is pushing to spend more of materials budget by end of FY, but may not use all of it. Technology hardware and marketing expenses will also be coming. Accounting budget might not be fully spent.

• City auditor emailed a reply to inquiry of including Friends as a component of Library, which is in turn a component of City. Mr. Muelver and Ms. Hospodarsky concluded this clarified the matter. However, City/Library should not have this added expense in future audits, as the Friends will provide a Form 990 and undergo own audit if raised funds pass a threshold.

  
  

  Ms. Hospodarsky moved to pay the city audit invoice #1957 of $2200, Ms. Cleland seconded, and the motion carried unanimously by roll call.

  
  

  Ms. Hospodarsky moved to approve the March 2021 invoices as listed in the Check Detail, Ms. Regalado seconded, and the motion carried unanimously by roll call.

  
  

  Director’s Report

  Ms. Patlan highlighted some items from her monthly written report.

• Building and Grounds committee is investigating plumbers for routine rodding, with info to be shared with director for next year’s budget.

• Technology: Website upgrade is desired to improve event registration. The $565 initial fee will be covered by North Shore Gas grant, but annual fee must be budgeted. Blogging

  Draft only, not yet approved

  
  

  software will be purchased. Exterior antennas may be installed in June and will be covered by IL Internet Access Grant.

• ILL survey and annual registration are completed.

• Director provided grant updates: CDBG for $47,000 for vestibule upgrades may be extended because of capital campaign. Emergency CARES funds for food distribution storage room upgrades, funded by voucher reimbursement, will be seeded by Grainger grant. Library plans to resubmit an updated application for the state construction grant, due April 15, in case we can’t meet June deadline for raising matching funds on previously awarded grant.

  $20,000 application submitted to Lake County Community Foundation; site visit in April.

• Statistics report shows programs are well attended.

• Two staff members presented about the library at a national small libraries virtual conference in February and trustees were impressed by the presentation.

• ILMS named the Highwood Public Library one of top 15 library finalists in the nation for the 2021 National Medal for Museum and Library Service. 3 libraries and 3 museums will win the award, with announcements in mid-May. A reporter has visited the library for a story and director has appeared on a radio show to discuss the recognition. Board congratulated director and staff for this great honor. On April 7 Highwood Public Library will be featured nationally by ILMS all day. State Rep. Bob Morgan recommended Gov. Pritzker be informed about library successes including ILMS award and vaccination site.

• Director is presenting at a local synagogue and partnering with the church across the street.

• Recent Covid vaccination event hosted by library vaccinated 413 people. This was in partnership with Bob Morgan and Walgreens, which complimented library on event organization. Another vaccination event this Saturday will continue Walgreens’ effort to reach disproportionally impacted populations with the J&J vaccine.

• April board meeting will be in-person at the library.

Committee Reports

Finance: Committee met March 3. President showed board sources of revenue shortfall, mostly the 2% of property taxes not collected, and also areas of income surpluses. At next board meeting FY22 budget will be finalized. A new grant report format for better tracking is being developed with Mr. Muelver, Ms. Patlan, and Ms. Wigodner.

New Business

The board conducted their biannual review of the closed-session meeting minutes. Ms. Regalado moved that there be no change to minutes’ status, Ms. Hospodarsky seconded, and the motion carried unanimously by roll call.

The director reminded committees to be thinking about annual reports. Updates to the FY22 budget will be discussed in Finance committee meeting.

Ms. Regalado moved and Ms. Hospodarsky seconded to adjourn the meeting. The motion carried unanimously.

Meeting adjourned at 8:37 pm.

Director’s Report April 26, 2021

Library Updates

North Suburban Synagogue Beth- El update

• Dulce Dominguez and I participate on an in-person presentation at North Suburban Synagogue Beth-El at their Shabbat/Sabbath service on Saturday morning April 17th and 18th. This presentation will give the library an opportunity to expand and grow partnership opportunities with congregants of Beth El.

  Vaccination Update

• Held our fourth successful vaccination clinic in partnership with Walgreens. 467 community members received their first dose of the Pfizer vaccine and are scheduled for the second dose on May 11th. We will continue to work on this effort in the hopes of bringing more vaccines into our community. To date over 1200 of our community members have been vaccinated via these vaccination clinics here at the library.

• Participated in a Town Hall meeting in partnership with the Lake County Board as well as with the Lake County Health Department to discuss the progress of our efforts in getting the most vulnerable access to vaccination PODS/Clinics.

  IMLS update

• IMLS - National Medal for Museum and Library Service featured Highwood Public Library on 4/17 highlighting all of the amazing work of this library on a national level.

  Other updates

• Janet and I worked with Jason to review grant fund accounting and make recommendations for FY22 P&L tracking. Worked to tie-out grant detail report with current Balance Sheet and P&L, questions remain. Implementation for any changes for FY 22 questions remain.

• The Winter Reading Fun program concluded in March, and this month's children's book circulation was the highest in the last two years--and perhaps ever. The program, championed by Diana and supported by books and toys donated by Toys for Tots via our partner Susan VanBoening, provided prizes each time children and teens checked out books. Several of the participants were new library users, and Diana assisted many families and Homework Help elementary students select books weekly, helping to develop reading-for-fun habits.

  
  

• Young adult book circulation also experienced a substantial increase in March--at least tripling last year's monthly average and rivaling FY19 total YA circulation. This increase is largely due to Rachel's development of a young adult graphic novel collection, enjoyed by patrons in middle-grades through adult and merchandised on a new display.

  
  

• Facebook total reach is at 19,639! This is the highest it has ever been!

  
  

  Building and Grounds

• Becks Heating and cooling performed annual maintenance of our HVAC system.

  
  

  Website and Technology

• Submitted quarterly report and expense voucher for the State of Illinois Internet Access Grant for reimbursement of Comcast bill.

• Purchased an additional five computers, this includes a Gateway Laptop. Three of these computers will be installed in the adult services area and the others will be installed in the Director’s office.

• Four lap tops will be purchased using grant funding from Highland Park Community Foundation. These laptops will be designated for the Community Health Ambassadors.

  Upcoming projects

• Install exterior Wi-Fi antenna.

• Develop a technology strategic plan.

  
  

  Communications‌

• No reporting this month

  Reporting Requirements/Membership Renewals

• ILA/ALA membership renewed

  
  

  Personnel/Professional Development

  No reporting this month

  
  

  Grants (Development Team update)

• Dulce and Michelle our Schuler Scholar intern continue to research prospective funders, prioritizing capital campaign applications, but keeping a running list of program funds as well. Some of the items they have been able to accomplish are:

  Pending:

• LCCF - $20,000 General Operating

• Chicago Community Trust - $20,000 Early Childhood Literacy Program

  Submitted:

• Julian Grace – $10,000 Learning partners

  Waiting to hear back from:

• Sheridan Road Charitable Foundation - Capital Campaign - this is a “refer a nonprofit” but did not give option to ask for an amount

• Change Happens Foundation - $150,000 - Capital campaign

• Gladys Brooks

• Leo Goodwin Foundation - Capital Campaign - does not allow space for indicating a request amount

• Standard Charitable Foundation - $25,000

• Kinder Morgan Foundation - $20,000

  
  

  Patron Services—Adults Program (Updates from Janet, Dulce and Yuliya)

  
  

  Community Health Literacy

• Rearranged the adult Spanish Collection to better merchandise GED/ESL books, new fiction, and new nonfiction.

• Research streaming service options, selected Hoopla, discussed questions and budget issues, completed forms to contract with Hoopla and plan for installation.

• Purchased some new furniture items for the Children’s department as well as the study pods, using remaining funds from the existing Julian Grace grant.

• Submitted updated Illinois State Library Construction Act Grant application, to provide additional fundraising time.

• Utilized existing budget to stock up on library supplies, replace worn items, purchase needed items, and purchase supplies to better merchandise the collections.

• Worked with Fabio and Rachel to assist with data for community vaccination events. Consolidating lists into one master list added about 400 names for grant reporting purposes.

• This month we reached absolute max in our computer classes with 20 participants.

  Other

• Developed guidelines to simplify and standardize our processing and cataloging procedures for the collection.

• Discussed goals for the children's, young adult and adult collections as a first step in developing a library-wide plan for the collection.

• Developed recommendations and suggestions for a revised approach to grant fund accounting.

  Patron Services—Elementary Children (Program Updates from Maria and Diana) Easter Eggstravaganza

• We had a successful Easter Eggstravaganza event last March 20, 2021.

• Sixty participants (this includes the kids and the parents/ caregiver) attended this event.

• Kids were able to participate in egg decorating, DIY Easter backdrop, and virtual egg hunting.

• Ten kids won a $5.00-dollar gift card.

• Snacks and Easter treats were provided to each kid.

1. Reading Buddies

   • 15 kids participated in this reading program for March.

     DIY Painted Flower Pots

   • This event is one in a series of our Kids Spring Arts and Crafts

     Children Summer Reading Program (In-Planning Stage)

   • June 1 to August 15

   • Early Registration begins Tuesday, May 25, and continues through Tuesday, July 27, 2021

     Weeding: Juvenile Fiction (In-Progress)

   • 501 volumes of Picture Books were weeded from the children’s collection for this month.

     
     

     Images from Easter Eggstravaganza

     

     
     

     Patron Services—Teen (Program Updates from Rachel and Diana)

     
     

     Homework Help

     Program Updates:

     • Throughout the month of March, we hosted 48 Homework Help sessions that amounted to over 47 hours of academic support. We are sustaining our momentum with 10 students in the program, though we received 5 new student requests for support at the end of the month. These students will be added, along with new tutors, in the month of April.

     • We are continuing to work with Catchafire volunteers to develop our volunteer manual and a formal training for Homework Help volunteers. We hope to have both of these completed by mid-May.

     • We held our first volunteer orientation for Homework Help tutors on March 23. 11 people registered for and attended the event. We distributed a survey after the event and received responses from 7 of the 11 attendees (64 percent). Of the 7 that responded, all 7 said that the orientation met their expectations. 3 rated the orientation a 4/5 while the remaining 4 rated the orientation 5/5. Here is the presentation we used to host the orientation:

       https://www.canva.com/design/DAEZhLYay8g/qsuglLHuvggGaPVMK 1hg/view?utm_content=DAEZhLYay8 g&utm_campaign=designshare&utm_medium=link&utm_source=publishsharelink

       Robotics

   • Our robotics team met 4 times throughout the month of March. We completed our virtual programming on March 15 and planned to meet at the library on March 29 to work on our culminating project. Here is a photo from the project:

     

   • We have been invited to participate in the 4-H Showcase through the Lake County Maker Faire. We will create a project on Make:Projects and present our project virtually. The team is excited about the event and is doing their best to write code to get their robots through a color-coded maze.

     Teen Advisory Board

   • TAB met twice in March, on the 3rd and the 20th. They continue working on projects and thinking about how they can support the library’s efforts. Three new applications for TAB members were submitted throughout the month, and two of those students have started attending meetings.

   • We also shifted our meetings from Wednesday to Saturday based on the results of a Doodle poll for availability. We’re hoping this shift will be good to fit in

   • 2 TAB members developed and implemented the March Craft Cafe. This month, a middle school student and a high school were strategically partnered together as an expression of the Learning Partners Program. This turned out to be an effective model and will be replicated for other programs.

     Craft Cafe

   • Our March Craft Cafe was held on Friday the 19th. Similar to last month, we had 14 participants, including the two TAB members who hosted.

   • Our next Craft Cafe is Friday, April 16, at 5:00 pm. Two TAB members (a middle and a high school student) are taking on this program. This is the program model they created: https://docs.google.com/document/d/12vRo7H60vvIe6GQLqSQk56ZWsJFMAA2t5KSdJoXmeQM/edit?usp=shari ng

     Other programs/partnerships/initiatives

   • We partnered with The Art Center of Highland Park to be able to host a Teen Art Workshop on the art of graffiti. We had 14 students who attended and received an overwhelmingly positive response. Here is a picture of their final project:

     

   • We will also partner with The Art Center to host the Draw Together event at the beginning of May. TAB members will support this effort and help with the distribution of kits and being present at the event.

     Board Meeting Open Items

   • None to report

     
     

     The Friends of the Highwood Public Library

     
     

   • The Friends continue to work on developing fundraising strategy for the capital campaign.

11:21 AM Highwood Public Library‌

04/21/21 Balance Sheet w/Prior Month Comparison

Cash Basis As of March 31, 2021

Mar 31, 21 Feb 28, 21 $ Change % Change

ASSETS

Current Assets Checking/Savings

10000 · CASH & INVESTMENT ACCOUNTS

Liabilities

Current Liabilities

Other Current Liabilities 22000 · Payroll Liabilities

Page 1

11:22 AM Highwood Public Library

04/21/21 Profit & Loss YTD Budget vs. Actual

Cash Basis May 2020 through March 2021

May '20 - Mar 21 Budget $ Over Budget % of Budget

Ordinary Income/Expense Income

41000 · GENERAL REVENUES

Page 1

11:22 AM Highwood Public Library

04/21/21 Profit & Loss YTD Budget vs. Actual

Cash Basis May 2020 through March 2021

Page 2

11:22 AM Highwood Public Library

04/21/21 Profit & Loss YTD Budget vs. Actual

Cash Basis May 2020 through March 2021

Page 3

11:22 AM Highwood Public Library

04/21/21 Profit & Loss w/Prior Month Comparison

Cash Basis March 2021

Mar 21 Feb 21 $ Change % Change

Ordinary Income/Expense Income

41000 · GENERAL REVENUES

Page 1

11:22 AM Highwood Public Library

04/21/21 Profit & Loss w/Prior Month Comparison

Cash Basis March 2021

Page 2

11:24 AM

04/21/21

Highwood Public Library

Check Detail

March 23 through April 20, 2021

11:24 AM

04/21/21

Highwood Public Library

Check Detail

March 23 through April 20, 2021