WINNETKA-NORTHFIELD PUBLIC LIBRARY DISTRICT MINUTES OF A REGULAR MEETING OF THE BOARD OF TRUSTEES. September 18, 2017

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1 WINNETKA-NORTHFIELD PUBLIC LIBRARY DISTRICT MINUTES OF A REGULAR MEETING OF THE BOARD OF TRUSTEES September 18, 2017 I. Call to Order The meeting was held at the Winnetka Library, 768 Oak Street, Winnetka, Illinois. President Johnson called the meeting to order at 7:12 p.m. A quorum was present. II. Roll Call Present: President Brian Johnson, and Trustees Kathleen Reichert, Jean-Paul Ruiz-Funes, Keta McCarthy, Lois Neustadt and Suzie Shoup; and Library Director Rebecca Wolf. Absent: Trustee Raheela Gill Anwar Present were library employees; Katie Cangelosi (Administrative Assistant), Stephanie Girardi (Acquisitions and Technical Services Clerk), Donna Morales (Head of Circulation Services), and Sarah Quish (Head of Communications and Marketing). III. IV. Public Comments No public comments. Vote to Approve Minutes of August 21, 2017 Regular Meeting* Trustee McCarthy stated that where the microfilm reader was approved the minutes incorrectly state it was a vote for the printers and copiers. Director Wolf stated that it was a copy and paste error that will be adjusted. A MOTION was made by Trustee Reichert to approve the Minutes of the August 21, 2017 Regular Board Meeting given the approved changes, and seconded by Trustee Ruiz- Funes. V. Financial Report Approve July 2017 Financial Statements* Approve August 2017 Financial Statements* President Johnson questioned what the Village of Winnetka check was for. Director Wolf responded that the check was for health insurance. President Johnson asked which funds the Chubb and Son insurance check came out from. Director Wolf stated that Chubb and Son is an insurance expenditure for the building.

2 Trustee Ruiz-Funes questioned the special tax fund expenditure. Director Wolf explained the expenditure and that certain expenditures such as for the audit, insurance, building equipment are taken from specials funds and not from the general library fund. The Board requested to see the all fund type reports in the future. A MOTION was made by Trustee Shoup to approve the July 2017 Financial Statements, and seconded by Trustee Reichert. A MOTION was made by President Johnson to approve the August 2017 Financial Statements, and seconded by Trustee Shoup. VI. Library Report BOARD PRESIDENT S REPORT: President Johnson thanked Trustee Neustadt for her photos taken of the Eclipse on August 21, The photos were displayed in the Winnetka Library alongside pictures of staff and patrons viewing the eclipse. President Johnson was also pleased to state that One Book Two Villages (OBTV) was very well received and a success for the library. LIBRARY DIRECTOR S REPORT: Director Wolf introduced Sarah Quish, Head of Communications and Marketing. Trustee Ruiz-Funes stated that it would be nice for the Board to see a Marketing Plan at some point in the near future. Director Wolf stated that staff have been meeting with the architects to continue to develop further the renovation projects. Director Wolf is waiting on a concrete date for construction of a brick path and moving of the sculpture at Northfield Library. Director Wolf stated that the staff is still working hard for a smooth migration to our new integrated library system (ILS) - Polaris, the new ILS will be replacing current system in Spring of VII. Liaisons to Other Organizations Reports Director Wolf stated that RAILS has nothing to report. Trustee Anwar was absent and did not report on the Village of Winnetka. Trustee McCarthy presented on the Winnetka Plan Commission. Consideration of Proposed Gutnayer Custom Homes resubdivision of 1236 & 1240 Asbury Avenue has passed with a recommendation to use the village forester. Trustee Neustadt presented on the Village of Northfield. The new Sunset Ridge elementary school opened the previous week. The Village received over $400,000 in

3 grants from Cook County to replace sidewalks and apply multitown bike paths. A meeting for the proposed houses on Willow is set for October 2 nd. A stoplight is being put into the intersection of Winnekta and Happ Roads. Cook county raised minimum wage and made changes to sick time, and Northfield Village is looking at how this affects employees. VIII. Unfinished Business Discussion and Vote to Approve the Renovation Project Reading Room Ceiling* President Johnson clarified that the Board is to choose between the white ceiling or the wood ceiling taking into account the cost difference. Trustee Neustadt questioned what the difference between the.07 and.09 soundproofing numbers were. Director Wolf responded that the rating for the white ceiling was a.09 soundproofing and the rating for the wood ceiling is.07, currently ceiling has zero soundproofing. Director Wolf showed the Board samples of the wood ceiling, the white ceiling, the carpet tiles, and color samples for the walls in the Quiet Room. The Board decided that they would like to see more samples of carpet tile. Discussion followed concerning wall color in the Reading Room. The Board decided that they would like to see a different color scheme from the architects. Director Wolf showed the Board a slideshow of images for the different ceiling and lighting options. Trustee McCarthy asked if the District could afford the more expensive ceiling within the budget. Director Wolf stated that the wood ceiling which is about $100,000 more is still within the budget for the renovation project. Trustee Ruiz-Funes questioned the sound absorption quality between the wood and white ceiling. Director Wolf reported that the architects say that the choice should be mostly based on aesthetics due to the nominal difference of.02 sound absorption. Trustee Reichert recalled that the architects explained the difference in soundproofing to be nominal. Director Wolf stated that while we are addressing the sound concerns, if user input points to a need for more sound control, then there is the option to put in a wall between the Lobby and the Adult Reading Room similar to the one installed currently. Director Wolf stated that the closure for abatement of the ceiling will take place through February. A MOTION was made by Trustee Reichert to approve The Renovation Project Reading Room Ceiling, and seconded by Trustee Neustadt. AYES: Trustees Johnson, Reichert, McCarthy, Ruiz-Funes, Neustadt and Shoup

4 NAYS: ABSENT: None Trustee Anwar Discussion and Vote to Approve RFID Project* President Johnson introduced the options before the Board including self-checks options at Winnetka and Northfield, AMH (three or five bin sorter) at Winnetka, and security gates. The Board discussed the options and agreed to wait on implementation of selfcheck in Northfield until work is complete on a circulation desk update next year, and to wait on security gates until a need for them is proven. Trustee Shoup asked if Director Wolf is confident that the workroom has the space for the AMH (three bin sorter). Director Wolf responded that she is confident there is room for the AMH (three or five bin sorter). President Johnson stated that the addition of an AMH (three bin sorter) will improve the turnaround time, time between a book being returned to being made available to the public again, for high demand items. Trustee Neustadt stated that she has not seen a large turnaround time issue at Northfield and does not see a need for the AMH (three or five bin sorter), nor for RFID. Trustee Ruiz-Funes questioned whether additional bins could later be added to the AMH if we did a three-bin sorter. Director Wolf stated that any number of bins could be added as the District finds a need. The Board decided to approve 8 shielded staff pads, tags, 1 Digital Library Assistant (handheld inventory wand), two self-checks, two in the lobby at Winnetka and one selfcheck in youth at Winnetka, and an AMH (three bin sorter) at Winnetka. A MOTION was made by President Johnson to approve RFID Project in the amount not to exceed $104,000 and seconded by Trustee Reichert. AYES: Trustees Johnson, Reichert, McCarthy, Ruiz-Funes, and Shoup NAYS: Trustee Neustadt ABSENT: Trustee Anwar IX. New Business Discussion and Vote on Ordinance Transferring Funds to the Special Reserve Fund*

5 President Johnson stated that the Ordinance is to transfer $500,000 to the Special Reserve Fund, and from there most of it will be spent on the upcoming renovation. A MOTION was made by Trustee McCarthy to Approve Ordinance Transferring Funds to the Special Reserve Fund, seconded by Trustee Ruiz-Funes. AYES: NAYS: ABSENT: Trustees Johnson, Reichert, McCarthy, Neustadt, Ruiz-Funes, and Shoup None Trustee Anwar X. Communications Director Wolf announced the following: The Historical Society event has been canceled. XI. XII. Public Comments No public comments. Adjournment There being no further business to come before the Board, a MOTION to adjourn was made by Trustee Neustadt and seconded by Trustee Reichert. The MOTION passed on a voice vote and President Johnson adjourned the meeting at 9:07 p.m. Respectfully submitted, Katie Cangelosi Recording Secretary Brian Johnson, President Suzanne Shoup, Secretary