AGENDA - REGULAR MONTHLY MEETING HIGHWOOD PUBLIC LIBRARY BOARD OF TRUSTEES

Monday August 30, 2021 – 7 P.M.

1. Call to order

2. Roll call

   
   

3. Public comment from the floor

4. President’s report

   1. Letter of Agreement to retain Fund, Inc.

   2. Meeting with Director and Associate Director regarding Strategic Plan goals/action items

5. Secretary’s report

   1. Motion to approve minutes from regular meeting of July 26, 2021

      
      

6. Communication

7. Treasurer Report

   1. Review of July Financials

   2. Motion to approve the August 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. Discuss updating Board Meeting calendar

    2. Motion to approve updated Board Meeting calendar

    3. Memo of Understanding (MOU) with Highland Park Library

    4. Motion to approve and enter into the MOU

    5. IL Construction Grant Agreement

    6. Motion to allow President to sign IL Construction Grant Agreement

    7. Discuss WB Olsen contract for the CDBG grant storage/garage room and hallway project

    8. Motion to sign WB Olsen contract for the CDBG grant project

    9. Review Strategic Plan Action Items for Library as Community

       
       

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

14. Adjournment

Next regular board meeting – 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, 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 July 26, 2021

Present - Trustees: Barbara Cizek, Diana Guerrero, Lucy Hospodarsky, Nora Loredo, Jason Muelver, Carmen Patlan, Director

Absent: Bertha Chavez, Janell Cleland, Catherine Regalado Ms. Hospodarsky called the meeting to order at 7:02 pm. Public Comments - None

President’s Report

• 3 committees for the friends - Ms. Hospodarsky on membership

• IMLS celebration on Monday, August 9th at 2:00 p.m. - Open to the public - Ms. Hospodarsky asked to share the library’s post advertising the event. Confirmation from the Secretary of State’s office, a rep from that office is attending and confirmation from the executive director of IMLS, he will be flying in from Washington.

• Ms. Hospodarsky on family vacation from July 31st thru August 8th

• WB Olsen contract signed.

  
  

  Secretary's Report

  Ms. Hospodarsky moved to approve the minutes from the June 28th regular meeting. Ms. Loredo seconded, and the motion carried unanimously.

  
  

  Communication: None

  
  

  Treasurer’s Report

• Ms. Patlan addressed the question regarding the two invoices from Excel Plumbing - one will be voided

• Ms. Loredo & Ms. Patlan working on tightening up process to approve invoices

• Impact Networking - bill of $1400 for printing cost- due to programming starting up again

• Tax revenue at 48%, only 2% shy - good news

• Dental and vision is 100% employee paid. FY22 budget $716 for dental & $115 for vision so those funds are available. On a monthly basis continue to see 0 on the P&L for actual expenses.

• Reimbursement form created but memo item line needs to be added - to add specific info to tag expense. Ms. Hospodarsky asked Ms. Patlan to email the updated form to the board.

  
  

  Ms. Hospodarsky moved to approve July 2021 invoices as listed on the Check Detail with the exception of check #2063. The check #2063 will be voided and reissued for

  $250 instead of $500. Mr. Muelver seconded, motion carried unanimously.

• Quickbooks issue resolved. We will not migrate to the cloud version.

  Director’s Report

• Ms. Patlan provided the board with her monthly written report.

• Staff Update

  • Starting August 2nd, the library will have four full-time staff and 3 part-time staff.

  • Laura Ramirez was hired as the Associate Director and will be at the next board meeting. Ms. Ramirez has 15 years of experience in development and management. She is bilingual, grew up in Highland Park and is familiar with the community.

  • Ms. Ramirez secured funding through the Roberti House to create the food distribution program through the Highwood library.

  • Email for Ms. Ramirez: lramirez@highwoodlibrary.org

  • A full-time offer was extended to Rachel McMullen and Diana Wence and both have accepted.

  • Ms. McMullen will continue to expand YA services and Teen Advisory Board (TAB) as well as streamline new program development and marketing communications with all departments.

  • Ms. Wence will expand the children’s program with Maria.

  • Salaries for the Associate Director and the additional hours for Rachel and Diana will be covered by donations/grants.

  • A new grant, Community Catalyst, of $100,000 was secured.. From that grant

    $50,000 will be used for Community Health Work (CHW) and the rest goes to sustainability and impact. About $10,000 will go to Ms. Ramirez salary and

    $35,000 to Ms. Wences salary. Almost the first 2 years are covered.

  • Grants from Highland Park Community Foundation will cover a portion of Ms. McMullen’s salary.

  • 100% of the Grainger grant of $65,000 will cover salary expenses.

  • In total, $465,000 was secured this month from the above grants and two private donations.

  • Ms. Ramirez will be attending library board meetings and library staff will report to her so she may begin building a rapport with them.

• Ms. Patlan is working closely with the Highland Park Public Library (HPPL) to create a process called a Memorandum of Understanding (MOU) so that both orgs can facilitate library card distributions. With this MOU, the Highwood Library will be able to give new patrons Highland Park library cards and vice versa. Ms. Patlan will send a policy update and review for this mutual understanding. This will help give District 112 kids access to all of HP resources.

• Mrs. Hospordasky proposed the idea of the Highwood Library offering to host District 112 Book Matches during the school year..

• Reminder that when seeking board members - diversity is key.

• After speaking with 3 other library directors and an HR director, it was recommended that unemployment insurance not be purchased. We will not be paying into unemployment insurance.

• Renovation Updates - Storage Room and hallway

  • For the storage room - everything submitted to the city back in June - changes have to go to the appearance review committee (ARC) due to the modifications facing the alleyway side.

  • Modification was a retractable awning and ramp. ARC is meeting on August 2nd and David Wigodner will go to represent the library. ARC needs to approve the awning and ramp.

  • Budget of $58,000 submitted for bidding - including modifying the hallway so staff will have access to the restroom - bid came back at $178,000. Currently working on revisions to stay within budget and move forward with the renovation of the storage room.

• For library renovation - 845 Design Group met with all staff and made some modifications to original design. They will meet with Ms. Patlan and Ms. Wigodner to review modifications.

• HVAC is most concerning as it is most expensive to replace

• Project bidding and permitting in August and construction work projected to begin the third week of October and going through mid-March.

• Ms. Wigodner and Ms. Patlan are looking for options to remain in the building during renovation so that we do not have to relocate the collection and do curbside pickup. Explored using city hall’s storage for some of the collection.

• $10,000 Julian Grace grant secured to hire a marketing consultant to work with the Friends to develop an ask letter and campaign materials for the campaign for sustainability and impact fundraising goals.

Committee Reports

Personnel: None

Policy: None

Technology: None

Finance: None

B&G: Ms. Cizek reported on the plumbing investigation. Received Sewer Line Replacement quote from Excel Plumbing for $14,850 to replace approximately 80 feet of sewer line with new PVC pipes.

Ms. Cizek to confirm if this is to make the pipes bigger and use 4” PVC.

Another recommendation is to change out the two women’s toilets to a faster flushing option for $765 each. Not needed in the men's bathroom because those are wall mounted.

Requested that the committee obtain a bid from Pasquesi Plumbing.

New Business

Discussion of cyber security awareness. Ms. Hospodarsky put together a slide deck and presentation for her company. Idea of having the library participate in Cyber Security Awareness Month in October and offering the information to the patrons and involving the HPPL.

Ms. Hospodarsky moved and Mr. Muelver seconded to adjourn the meeting. Motion carried unanimously.

Meeting adjourned at 7:56 p.m.

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

Director’s Report

August 30, 2021

Library Updates Library Renovation

Please see attached Project Status from 845 Design Group.

HVAC

• Currently investigating approximate cost of replacing the HVAC system as well as seeking potential grant funding to cover the expense.

  
  

  Plumbing

• Current restrooms having sewer backups. Currently seeking a second opinion on the cost of replacing existing metal piping to PVC to avoid future backups.

  
  

  Storage Room Renovation – Grainger/CDBG Grant

• See attached Project Status from 845 Design Group.

  
  

  IMLS update

• National Medal for Museum and Library Service has sent out their invitation for the virtual award celebration taking place on August 24 at 3:00p.

• A special thank you to the Congressman Brad Schneider for hosting an amazing IMLS recognition event with local dignitaries and elected officials.

  
  

  Building and Grounds

• Continues to investigate solutions for the plumbing/sewer issues.

• Continue to maintain the front garden.

  
  

  Website and Technology

• Installed and set-up computer workstation for new Associate Director.

  
  

  Communications

• No reporting this month

  
  

  Reporting Requirements/Membership Renewals

• No reporting this month

  
  

  Personnel/Professional Development

  No reporting this month.

  
  

  Grants (Development Team update)

  Grants awarded/Received: Julian Grace see below

  
  

  Grants Submitted or in process

• $50,000 State of Illinois Library - This will support digital infrastructure for workforce development and staff expansion he ongoing work of our health literacy program.

• $25,000 to Medline - Will support our health literacy efforts

• $15,000 Grace Bersted Foundation – Early Childhood Programs

  
  

  Upcoming Prospects:

• 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

• Standard Charitable Foundation - $25,000

• Kinder Morgan Foundation - $20,000

  Campaign for Impact and Sustainability

• Received $10,000 check from Julian Grace for Capacity Building (Fund Inc.)

  
  

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

  Basis Level

• There are at least 4 students that are consistently attending our Basic Level and continuously working on community engagement to grow attendance in this program.

  Intermediate/Advanced Level

• There has been low attendance on Tuesday only 1 student is consistently attending. Thursday’s class seems to

  be more effective, we have between four and six students attending.

• This class is intended to engage students in everyday conversations while enriching their vocabulary.

• Topics covered include everyday phrases, asking for and giving advice, agreeing and disagreeing and announcing and responding to bad news.

  SSL Program

• YA CLASS: This class was broken down into 3-4 different activities every week. 1) greeting, 2) review of previous lesson, 3) game, 4) reading 5) writing activity.

• YA Attendance: There are between 4 and 7 students attending this program.

• We are reading the novel “Pobre Ana”. We try to read one chapter per week. Ana is a girl who is dealing with being a teenager and materialism in high school. She has problems with her family and friends. She has an opportunity to live in Mexico for a few months. Her time in Mexico changes Ana's outlook on life for the better.

• We read Sor Juana Inés de la Cruz’ biography.

• Students created their family tree.

  Adult Basic Level

• Students have been learning about the following topics:

  • Common greetings

  • Interrogative words

  • Food

  • Formal and informal “you”

    Adult Intermediate/Advanced Level

• Students are learning the same grammatical point as the basic level ○ Students are reading the novel “Pobre Ana”Topics of discussion during class:

  • The restaurant

  • Comida Mexicana y educación

  • Traveling

    Adult Computer Classes

• English Computer classes continue to be well attended and our team is currently strategizing on developing and offering Spanish Computer classes in the coming months.

  Adult GED Classes

• GED classes continue to serve students in a virtual and in person format. The classes have seen an uptick in participation we currently have 12 students.

  Community Health Workers (CHW) – Promotores

• CHW’s continue to engage and register individuals with vaccination options. Please see above under Vaccination Update.

• CHW’s are currently providing Health Prevention Education “small talk” discussion groups every Thursday evening. This program has constantly seen an increase in participation. Participants have mentioned how much

  they enjoy the sessions and how useful the information is for them and their families. This month the topics were the effects of Diabetes and how to read food labelling, Colon Cancer and Hypertension.

• CHW team will be hosting monthly Facebook Live events on topic such as mental health, suicide prevention among others and is intended for the audience to familiarize themselves to supporting resources. This month will focus on resources available via RFU as well as all the resources available to the public via the YWCA of Lake County.

  Vaccination Update

• Our vaccination efforts have allowed us to assist over 2000 community members in partnership with Walgreens and Rosalind Franking University to access COVID 19 vaccines.

• We currently have two upcoming vaccination events scheduled for September 10th from 4-6PM in partnership with Walgreens and September 14th from 1-4PM in partnership with Rosalind Franklin University.

• Currently doing focused community engagement to recruit vaccine participation.

  Patron Services—Elementary Children (Program Updates from Maria and Diana) Children Summer Reading Program (On-going)

• 985 Book Reviews Submitted

• 60 Kids registered. A weekly raffle was held from June 1 to August 15.

• Children’s Summer Reading Program Finale Party to take place on Saturday, September 4 at 1:00 PM. Currently the event is scheduled to take place outside at Evert’s Park.

• The offices of Senator Julie Morrison and Rep. Bob Morgan will be supporting this event with pizzas, juice boxes, and raffle prizes.

  Saturdays Children’s In-Person Programming

• This is every Saturday event with alternate activities of Storytime and Arts and Craft for children 0 to 12 and their families.

1. Reading Buddies

   • Will be OFF for the summer and will be back in October

     
     

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

     
     

     Homework Help

   • This program is on summer break as aligned with the academic school year. We will relaunch this program September 1.

   • We continue working on our orientation/training program for our 2021-22 Homework Help volunteers. The orientation for these volunteers will take place in mid-August.

     Robotics

   • The summer robotics team met five times throughout the month of July. Most of the students did not have experience with the EV3s, so more time was spent providing instruction on building the robots and learning to code than was initially anticipated. The team discussed ways to scale down the maze plan in order to develop project goals they felt were attainable. This included reducing the number of maze elements to focus on creating workable code.

     Teen Advisory Board (TAB)

   • TAB met two times in June, on the 12th and the 19th. We brainstormed activity ideas for the Summer Reading Finale and discussed ways TAB could support the Highwood Celebration event. We also started thinking of ways to create leadership positions in TAB to provide additional opportunities for members to gain leadership experience. As of now, we are considering developing coordinator positions that focus on programs, meetings, membership, and social media.

   • TAB members developed and implemented both the July Craft Cafe as well as the July Book Buffet. Both programs were well-attended and TAB members reported feeling excited about creating successful programs.

     Craft Cafe

   • Our July Craft Cafe was held on Friday the 16th. 12 middle and high school students attended the program.

     Similar to last month’s Craft Cafe, this program was implemented as a hybrid program. All Craft Cafes will follow

     this same format especially as we move closer to the start of the renovation of the library building.

   • To give TAB members the ability to focus on school starting on August 18, The Art Center Highland Park will host this program. Participants will redesign the cover of a book of their choice using paint and Sharpie.

     Book Buffet

   • After restructuring the book club and marketing it as the Book Buffet, we saw a much better turnout. 10 middle and high school students attended the event. We held a lively book discussion on plot, character, and genre and all of those participants were able engage in the conversation. At the end of the program, we discussed ideas for the next event: for August, we will be reading Aiden Thomas’ Cemetery Boys with Mexican snacks. Overall, there was a lot of excitement during the program and the TAB members who helped develop and implement the program were proud to see positive results of creative program development and marketing.

     
     

     

     
     

     Board Meeting Open Items

   • None to report.

     
     

     Other updates

   • RAILS is embarking on a new strategic plan and Diedre Berman –Executive Director reached out and requested I join their steering committee/advisory committee. They expect to complete it by next spring, so it’s not a long project, and the main thing they are asking of me is to think big about the future of libraries, and RAILS and from my particular point of view how can RAILS be the best system they can be.

   • The Highwood Public Library secured a grant from Julian Grace to hire a consultant that will work closely with the Friends of the Library as well as with the library leadership to continue with the fundraising efforts and on- going sustainability.

   • RAILS is currently embarking on a new strategic plan and I would like me to join their steering committee/advisory committee. They expect to complete the strategic plan by next spring, so it’s not a long project, and the main thing they are asking of me is to think big about the future of libraries, and RAILS and from my particular point of view how to be the best system they can be. More details to come.

   • I was contacted by Jeanne Hamilton ILA President asking if I would be interested in filling an open Library Association Open position. One of the current Illinois Library Association Board Members is moving out of state and stepping down from the Board. Here is the correspondence I received:

     
     

     “As the current Illinois Library Association President, I am working to fill this board seat vacancy. I have heard excellent things about all the amazing work you are doing in Highwood and think you would be a great addition to the Board!

     
     

     This year, the board plans to meet every other month, with the next meeting happening in September. We have committed to having the rest of the 2021 meetings virtually. Once we get closer to 2022, we will look at the possibility of meeting in person again, rotating locations throughout the state (as well as providing a virtual option too).

     
     

     Each board member is also assigned 1-2 committee/forum liaison roles. We ask board members to attend the

     meetings for their liaison committees/forums as they are able and to check in with the committee/forum leaders if they aren't able to make the meetings.

     
     

     Here is a link to the full expectations of the Board members and to the strategic plan (which includes a progress report with some of our recent activities).

     
     

     If you choose to accept, your term would run through June 30, 2022.

     
     

     I am happy to answer any questions you have - feel free to email me back or to call me at 309-590-6100. Thanks for considering,

     Jeanne Hamilton

     ILA President”

     
     

     The Friends of the Highwood Public Library

     
     

   • The Friends continue to work on developing fundraising strategy for the Growth and Sustainability Campaign.

2:30 PM Highwood Public Library

08/26/21 Balance Sheet w/Prior Month Comparison

Accrual Basis As of July 31, 2021

Jul 31, 21 Jun 30, 21 $ Change % Change

ASSETS

Current Assets Checking/Savings

10000 ꞏ CASH & INVESTMENT ACCOUNTS

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2:43 PM Highwood Public Library

08/26/21 Profit & Loss YTD Budget vs. Actual

Accrual Basis May through July 2021

May - Jul 21 Budget $ Over Budget % of Budget

Ordinary Income/Expense Income

41000 ꞏ GENERAL REVENUES

2:43 PM Highwood Public Library

08/26/21 Profit & Loss YTD Budget vs. Actual

Accrual Basis May through July 2021

Page 2

2:43 PM Highwood Public Library

08/26/21 Profit & Loss YTD Budget vs. Actual

Accrual Basis May through July 2021

Page 3

2:30 PM Highwood Public Library

08/26/21 Profit & Loss w/Prior Month Comparison

Accrual Basis July 2021

Page 1

2:30 PM Highwood Public Library

08/26/21 Profit & Loss w/Prior Month Comparison

Accrual Basis July 2021

Total 54000 · GRANT EXPENSES 11,095.05 13,897.26 -2,802.21 -20.2% 55000 · GENERAL ADMINISTRATION

55100 · Library Board & Staff Expenses

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2:52 PM

08/25/21

Highwood Public Library

Check Detail

July 27 through August 30, 2021

Page 1 of 5

2:52 PM

08/25/21

Highwood Public Library

Check Detail

July 27 through August 30, 2021