AGENDA - REGULAR MONTHLY MEETING HIGHWOOD PUBLIC LIBRARY BOARD OF TRUSTEES

Monday June 28, 2021 – 7 P.M.

1. Call to order

   
   

2. Roll call

   
   

3. Public comment from the floor

   
   

4. President’s report

   
   

5. Secretary’s report

   1. Motion to approve minutes from special meeting May 24, 2021, regular meeting of May 24, 2021, executive session minutes of May 24, 2021 & the special meeting June 7, 2021.

      
      

6. Communication

   
   

7. Treasurer Report

   1. Review of May Financials

   2. Motion to approve the June 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

    1. Authority to Spend

    2. Investment of Public Funds

    3. Fund Balance Policy

    4. Material Loan Periods and Fee Policy

       
       

11. Old business

12. New business

    1. Motion to approve policies

    2. Discussion of sustainability budget

    3. Motion to approve sustainability budget

    4. Motion to approve the strategic plan 2021 to 2024

    5. Discuss to hire Design Build team WB Olsen and Design Build contract

    6. Motion to hire WB Olsen as the library’s Design Build team

       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

       

       
       

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 Special Meeting May 24, 2020

Present—Trustees: Bertha Chavez, Barbara Cizek, Janell Cleland, Diana Guerrero, Lucy Hospodarsky, Nora Loredo, Jason Muelver; Carmen Patlan, Director; David Wigodner, volunteer; representatives of WB Olsen and 845 Design Group

Absent: Patricia Lenzini, Catherine Regalado

Ms. Hospodarsky called the meeting to order at 6:30 pm. Public Comments: None

New Business

Megan Harte from 845 Design Group presented an overview of the upcoming library building renovation plan. First, they will vet the design and reconcile with the budget. There is a design challenge of unifying the materials and branding in order for buildings read as “one”. Ms. Harte reviewed the proposed site plan, demolition plan, proposed interior project scope, and then outlined seven upcoming tasks.

Ms. Regalado joined the meeting at 6:55 pm

Ms. Harte and Mr. Wigodner answered questions about

1. the current cost of materials and how that might impact the project budget

2. the timing and the number of phases

3. stakeholder and board engagement levels

4. interior design

The proposed plan will be shared at the upcoming staff meeting for staff input.

Meeting adjourned at 7:20 pm.

Draft only, not yet approved

Highwood Public Library Board of Trustees Regular Meeting May 24, 2021

Present—Trustees: Bertha Chavez, Barbara Cizek, Janell Cleland, Diana Guerrero, Lucy Hospodarsky, Nora Loredo, Jason Muelver, Catherine Regalado; Carmen Patlan, Director Absent: Patricia Lenzini

Ms. Hospodarsky called the meeting to order at 7:26 pm. Public Comments: None

President’s Report

• The Friends of the Library committee needs volunteers to serve on committees for Community Outreach, Donor Stewardship, and Social Media/Publicity.

• Ms. Lenzini will not be renewing her library trustee term due to Celebrate Highwood commitments, so there is an open Trustee position. The other 2 term renewals will be considered at June 1 City Council meeting.

• President and Director attended City Council Strategic Planning annual session last week, shared the news about the IMLS award and matching grant success, and communicated the 3 year staffing strategic plan being considered.

• June 11 will be a board and staff celebration. Board contributions will be solicited on Google doc. President requests board to check library email daily.

  
  

  Secretary’s Report

  Ms. Hospodarsky moved to approve the minutes from the April 26, 2021 regular meeting and May 6, 2021 special meeting, Mr. Muelver seconded, and the motion carried unanimously.

  
  

  Communication: IMLS has communicated that the award celebration usually held in Washington D.C. unfortunately will be virtually hosted this year because of the pandemic. US Rep. Brad Schneider’s office will host a celebration of the award locally with some government dignitaries.

  
  

  Treasurer’s Report

  Ms. Loredo presented the April financials and May invoices.

• Almost all tax levy amount has been received.

• Mr. Muelver updated on grant report changes he is working on, including reporting out per program. He needs the grant accounts on the revenue side of the P&L. Next board meeting agenda will contain a motion to create another bank account for incoming grants, excluding state grant. A separate payroll account may not be necessary. Finance Committee will meet to clarify plans, and will invite accountant.

• Finance annual report is in progress.

• USA Today subscription with 2020 bill has been extended for when library was closed. Ms. Hospodarsky moved to approve the May 2021 invoices as listed in the Check Detail, Ms. Cizek seconded, and the motion carried unanimously.

  
  

  Director’s Report

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

  Draft only, not yet approved

  
  

• The framed IMLS medal and certificate were shown to the board. These would normally be presented to the Director and Board President at the White House. There will likely be a virtual program now for the 6 national recipients. Over the past 25 years’ history of the award no more than 150 libraries nationally have been recognized. This year was even more competitive with only 3 libraries awarded. Media recognition includes Patch, Tribune, ILA Reporter, Dick Durbin’s twitter. Staff will compile a digital scrapbook of the recognition.

• 845 Design blueprints will continue to be used for storage room build. Food distribution will wind down in June because of diminishing need and construction, and clients will be referred to other distributors.

• 845 Design Group and WB Olsen will discuss construction plans at Staff meeting.

• Upcoming vaccination event for 200 will probably be the last event. LCPH will partner with library for mobile units to vaccinate as needed. In total, 1400+ people were vaccinated with library and 3000 were referred to AllVax.

• Learning Partners working with Walgreens on an employment portal for library referrals.

• IMLS award comes with $10,000 prize, but an application is needed.

• B&G worked on watering new plants. External spigot needs to be replaced. Plumbing quotes are being obtained for periodic jetting to clean out bathroom pipes. It was noted there is no cleanout valve but these are expensive to install. After discussion, a quote will be obtained for changing out piping to wider diameter.

• Heart of America Foundation has agreed to work with the library. They will raise donor awareness, leverage best pricing, provide volunteers, help pack up books, and manage contractors.

• $20,000 from LCCF for general operating costs was awarded. $10,000 from IMLS will be designated to support a grant writer as Ms. Dominguez is leaving for a Washington DC fellowship (but will stay on as a contractor for fewer hours).

• $10,000 was received from the Latino Endowment Fund for the Abriendo Puertos program; some programming will need to be reduced.

• New staff member will look to increase adult programming.

• Staff reviews were completed. Director completed her SMART goals, and staff goals will cascade from those.

• Director was interviewed by students from the School of Public Health at Harvard about what strategies worked for vaccination process.

• Wellness Fair will be held 6/12 in conjunction with the neighboring Church of the Redeemer.

• Director will be on vacation for June board meeting.

Committee Reports

Policy: annual report available. No policies for review until next month.

Technology: annual report available. Next meeting when Mr. Knutson in town in June, for technology strategic plan.

New Business

Annual Reports: The President’s annual report is in draft form and she asked for board feedback. Finance and Personnel reports are in progress. B&G committee needs a new chair or co-chairs, and the annual report. Director’s, Policy, and Technology reports were in board packet. All will be posted on the website, retaining the past four years.

Draft only, not yet approved

The president presented the nominations for the executive board slate: Lucy Hospodarsky, President; Janell Cleland, Vice-President; Nora Loredo, Treasurer; Catherine Regalado, Secretary.

Ms. Hospodarsky moved to approve the executive board slate, Mr. Muelver seconded and the motion carried unanimously.

Strategic planning session: Current strategic plan was for 2018-2021. It can be modified and readopted for 3 years. Director and Ms. Wigodner have offered edits, which will be shared with Board, who will meet for 1 hour to review and finalize. Discussions should reflect that library will also be a community center.

Plans for building renovation planning: Weeding will occur, especially from Children’s department. Weeded materials will be donated via a Walla cart. Library will share renovation progress with public. There was a Pinpoint survey taken when director first started. Director will share this with board as they weren’t involved with process. President will send City Council a draft of construction plans. Staff, who know library and service delivery best, will provide input. Director will follow up with WB Olsen and Ms. Cizek will talk to plumbers.

Ms. Patlan left the meeting.

Ms. Hospodarsky moved to go into Executive Session for 5 ILCS 120/Sec 2(c)1 for purposes of personnel discussions. Ms. Regalado seconded and the motion carried unanimously.

Executive session entered at 9:25 pm

Regular meeting was called back to order at 9:45 pm.

There was further discussion on adopting the sustainability budget at the next regular meeting. Funding should be in the bank prior to adopting the sustainability budget. The board is in agreement with the concepts in the sustainability budget and now implementation timing must be determined based on funding and its availability. However, salary increases would be retroactive.

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

Meeting adjourned at 9:54 pm.

Draft, not yet approved

Highwood Public Library Board of Trustees Special Meeting June 7, 2021

Present—Trustees: Diana Guerrero, Lucy Hospodarsky, Nora Loredo, Jason Muelver, Catherine Regalado; Carmen Patlan, Director

Absent: Bertha Chavez, Barbara Cizek, Janell Cleland

Ms. Hospodarsky called the meeting to order at 6:40 pm. Public Comments: None

New Business

The board and director had prepared for the meeting by reviewing a draft strategic plan. Interactively and collaboratively they updated the strategic plan to be for 2021-2024. The plan also explicitly uses the term Highwood Public Library and Community Center (HPLCC). Actual Highwood patron photos will be used in the document.

The vision and mission statements were also updated.

Staff will make final formatting edits and strategic plan approval will be on next board meeting agenda. Director will make minor changes to her annual goals to reflect updated plan, and provide to Personnel committee for review.

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

Meeting adjourned at 9:09 pm.

Director’s Report June 28, 2021

Library Updates Library Renovation

• 845 Design Group presented renovation design concept to the board on 5/24/21. During this presentation the Board of Trustees provide input and recommendations on the renovation project/concept.

• 845 Design Group also presented renovation design concept to the library staff on 5/29/21. During this presentation the staff provided some input but it was determined the 845 Design Group would meet or gather individualized staff input to ensure all staff members needs or recommendations are taken into consideration.

• David W. Will continue the conversation with the Heart of America (HOA) who will provide support of library renovation efforts.

• We are currently on track with presenting a construction schedule and budget to the State of Illinois Construction Act Grant.

• W.B. Olsen is currently in the process of developing the construction phasing process. Once the construction phase is identified I along with my staff will begin to craft library services model during the construction phase/renovation.

• Monies raised via the Friends of the Library will be transferred to the newly created construction bank account.

• I will be providing an update to the State Construction Act Grant on June 23rd to make sure we have met all of the Construction Act Grant requirements. This includes:

  -Bank account demonstrating we have $1,328, 487.55

  -Construction schedule/Time-line where we will be submitting voucher payment requests.

  
  

  Storage Room Renovation – Grainger/CDBG Grant

• 845 Design Group will be overseeing the renovation and are currently in the process of seeking permits and scheduling.

• Monies from CDBG and Grainger will be utilized to complete this renovation.

  
  

  Vaccination Update

• Our vaccination efforts have allowed us to assist in partnership with Walgreens over 1500 people to get vaccinated. We will continue to bridge and connect people interested in the vaccine to vaccination PODS/outlets.

  IMLS update

• National Medal for Museum and Library Service is currently in the process of establishing logistics for the virtual July award ceremony. Stay tuned for further details.

• A special thank you to the City of Highwood for the beautiful IMLS banner located at the exterior of City Hall recognizing this amazing accomplishment.

• The live virtual ceremony will take place on August 24th (Time of day has not been set).

• Staff will be planning a viewing party for all to enjoy.

  Other updates

• Janet and I met with Susie from the accounting team to further the discussion for tracking grant funding to ease tracking of expenses.

  
  

  Building and Grounds

• Barb C. continues to investigate solutions for the plumbing/sewer issues.

• Flowering plants donated and planted by the Cioni family.

• B&G has continued to maintain the front garden.

  Website and Technology

• Install exterior Wi-Fi access points.

• Began the conversation of developing a technology strategic plan.

• Set up the teen area 3-D printer and cart.

• Completed set-up of the Mac computers

• Relocated staff computers from the storage room into the staff lounge in preparation of storage room renovation.

  
  

  Communications

• No reporting this month

  
  

  Reporting Requirements/Membership Renewals

• Completed IPLAR Report.

  
  

  Personnel/Professional Development

  No reporting this month.

  
  

  Grants (Development Team update)

  Received:

• Highland Park Community Foundation $20,000 for unrestricted General Operating.

• Chicago Community Trust Latino Endowment Fund - $10,000 Camino a La Escuela program.

  
  

  Submitted:

• JGF - Organizational Effectiveness grant for $15,000.

• Highland Park Health Care Foundation - LOI Submitted.

  Waiting to hear back from:

• Walder Foundation for $143k to support adult literacy programs

• 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

  
  

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

  
  

  Computer Classes

• New computer class schedule currently being developed to address the need.

  Community Health Workers (CHW) – Promotores

• CHW’s continue to engage and register individuals with vaccination options.

• The CHW team had a great turn out at the wellness fair in partnership with Church of the Redeemer and the Infinity Foundation on June 12th at the church.

• CHW team will be hosting on going preventative health education workshops

  Adult Literacy Classes

• GED and Conversation ESL classes continue to serve students in a virtual format.

• Spanish program is at capacity and classes are scheduled to begin in June 17.

  Patron Services—Elementary Children (Program Updates from Maria and Diana) K-9 Reading Buddies

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

  Children Summer Reading Program

• The kickoff will be on June 19th at 1:30 PM.

• A series of activities for the summer reading program was prepared for children ages 0 to 12.

• A weekly raffle will be done between, June 1 to August 15.

• A soft kickoff was made possible with the “Draw Together“ event last May 8, 2021.

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

  Pom Pom Caterpillar Event

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

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

  DIY Handprint Picture Frame: A Father’s Day Gift Idea

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

• This event was created in honor of “Father’s Day”.

  
  

  Images from DIY Fingerprint Picture Frame

  

  
  

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

• Throughout the month of May, we hosted 61 Homework Help sessions that amounted to over 60 hours of academic support. We had several new requests for homework help to prep for finals and last minute assignments near the end of the school year. We were also able to add 2 additional tutors to support this last minute influx of requests.

• After connecting with other organizations that also provide Homework Help programs, we have decided to run the program through the end of June. We will take July and August to implement a new training program and intake process for tutors and restart the program September 1. We will discuss teaching techniques and best practices while also developing new methods of documentation and reporting.

  Robotics

• With a successful spring program complete, we are working on plans for a 6-week summer program for middle schoolers starting June 25. The program will include the creation of a large scale maze to build on the skills we developed in the spring program. We are also engaging a student who has experience building character puppets and has a large TikTok following. This student will work with us to design the maze.

  o Here is the flyer for the program:

  
  

  

  Teen Advisory Board

• TAB met three times in May, on the 1st, 15th, and 29th. We had an exciting month, adding 4 members to our team. We currently have 14 active members. A select group were also able to get together at the Draw Together event, so we took some group photos:

  

• Two TAB members developed and implemented the May Craft Cafe. There were some students in the library at the time of the program, so we worked under a hybrid model with students working online in Zoom and others working in the library. We will continue this model moving forward.

• Another Teen Spotlight article was published on May 19: https://highwoodlibrary.org/blog/2021/05/teen- spotlight-isa-dominguez-and-ellie-goldsmith.

  Craft Cafe

• Our May Craft Cafe was held on Friday the 21st. 15 middle and high school students attended the program. We experimented with a hybrid model and it worked well. It allowed students who had still not had the opportunity to be vaccinated to attend while others were able to complete the activity in the library.

• Our next Craft Cafe is Friday, June 18, at 5:00 pm.

  Book Club

• TAB has launched a monthly teen-led book club on the last Thursday of the month at 6:00PM. The first book club meeting will be June 24 and a TAB member selected Ella Minnow Pea by Mark Dunn.

• Here is the calendar link: https://highwoodlibrary.org/events/teen-book-club

  Other programs/partnerships/initiatives

• TAB members hosted the Draw Together event on May 8. It was a successful event, with over 75 individuals in attendance. TAB did an excellent job engaging the community and supporting the various activities that happened throughout the event.

• TAB is now collaborating with Diana and Maria to host Storytime and crafting activities for children. This will involve them using the program model template to plan age-appropriate activities and gain experience working with children.

  
  

  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 Growth and Sustainability Campaign.

3:59 PM Highwood Public Library

06/16/21 Balance Sheet w/Prior Month Comparison

Accrual Basis As of May 31, 2021

May 31, 21 Apr 30, 21 $ Change % Change

ASSETS

Current Assets Checking/Savings

10000 ꞏ CASH & INVESTMENT ACCOUNTS

Liabilities

Current Liabilities Accounts Payable

Page 1

4:02 PM Highwood Public Library

06/16/21 Profit & Loss YTD Budget vs. Actual

Accrual Basis May 2021

May 21 Budget $ Over Budget % of Budget

Ordinary Income/Expense Income

41000 ꞏ GENERAL REVENUES

4:02 PM Highwood Public Library

06/16/21 Profit & Loss YTD Budget vs. Actual

Accrual Basis May 2021

Page 2

4:02 PM Highwood Public Library

06/16/21 Profit & Loss YTD Budget vs. Actual

Accrual Basis May 2021

Page 3

4:00 PM Highwood Public Library

06/16/21 Profit & Loss w/Prior Month Comparison

Accrual Basis May 2021

May 21 Apr 21 $ Change % Change

Ordinary Income/Expense Income

41000 · GENERAL REVENUES

Total Income 569,711.03 -114,320.94 684,031.97 598.3%

Expense

51000 · PERSONNEL & BENEFITS

52400 · Periodicals

52400.1 · Periodicals - Adult 805.22 0.00 805.22 100.0%

Page 1

4:00 PM Highwood Public Library

06/16/21 Profit & Loss w/Prior Month Comparison

Accrual Basis May 2021

Page 2

4:00 PM Highwood Public Library

06/16/21 Profit & Loss w/Prior Month Comparison

Accrual Basis May 2021

Page 3

1:11 PM

06/16/21

Highwood Public Library

Check Detail

May 25 through June 22, 2021

Page 1 of 4

1:11 PM

06/16/21

Highwood Public Library

Check Detail

May 25 through June 22, 2021