Notice: This meeting of the Lake Bluff Library Board of Trustees was held with a quorum of Trusteesphysically present. The meeting was simulcast for any members of the public who did not wish to attendthe meeting in-person at the Lake Bluff Public Library building. Guidelines and access codes werepublished before the meeting so members of the public could log in. The meeting was recorded, with therecording made available through the Library’s website. As required by law, at least one representativefrom the Library was present at the Library while participating in the meeting.

  1. Call to Order: Board Vice President Janie Jerch called the meeting to order at 7:03 pm.
  2. Roll Call: Trustees Friedeman, Jardine, Hayes and Jerch were present; Trustees Zaute, Shaul andGraziano were absent. Library Director Renee Grassi, library staff member Katie Horner andMarth O’Hara (virtual) were also present.
  3. Additions & Corrections to the Agenda: There were none.
  4. Opportunity for Public to Address the Board: There was none.
  5. Approval of Board Meeting Minutes
    1. Trustee Friedeman moved to approve the Board meeting minutes from December 12,2023, Trustee Jardine seconded; Trustees Jardine, Jerch and Friedeman voted aye;Trustee Hayes abstained.
    2. Trustee Jerch requested that the title of the Board meeting minutes from January 10,2024 be amended to read “Special Meeting of the Library Board of Trustees”, TrusteeHayes moved to approve the minutes with the aforementioned amendment, TrusteeFriedeman seconded; all voted aye.
  6. Library Director Updates:
    1. Director’s Report: Library Director Grassi provided an overview of December 2023happenings at the library. No library programs had to be canceled during December.Notary services are now reported monthly, per a new state requirement, with 27 notaryservices provided in November 2023 and 25 in December 2023. Adult Services &Technology Manager Martha O’Hara led multiple technology updates in the wake of thenewly adopted telecommuting policy.
    2. Monthly Statistics Report: Director Grassi provided a Library usage overview, with ahighlight on the Consumer Reports platform usage correlating with the launch of acommunications strategy promoting this resource. Rosetta Stone will replace the Mangolanguage learning resource.
  7. Committee Reports(Met)
    1. Building & Grounds Committee (CHAIR: Jerch. MEMBERS: Berg, Shaul): Trustee Jerchprovided an update on the meeting, which was focused on reviewing the EngbergAnderson report. The committee will reconvene in February to finish reviewing.
    2. Finance Committee (CHAIR: Hayes. MEMBERS: Shaul, Zaute): Trustee Hayes provided anupdate on the Finance Committee. They reviewed the HR Source salary benchmarkingreport and finalized a budget for proposal to the full Board. The committee discussedthe proposed PPRT IGA with the Village.
    3. Engagement Committee (CHAIR: Jardine. MEMBERS: Graziano): Trustee Jardine reportedon the Engagement Committee, of which she is the new chair. They discussed how theBoard can increase engagement in the community and refine the Trustee onboardingprocess. Trustee Jardine has reached out to local libraries to understand how otherBoards are onboarded, with the hopes that the Lake Bluff Library’s process can bestreamlined.(Did Not Meet)
    4. Human Resources Committee (CHAIR: Graziano. MEMBERS: Jerch and Shaul.)
    5. Bylaws & Policy Committee
    6. Long Range Planning Committee
    7. Technology Committee
    8. Intergovernmental Committee
    9. Intergovernmental Committee
    10. Special Topics Committee
  8. December 2023 Financial Reports:
    1. December 2023 Detailed Revenue & Expense Report: The library is nearly 100%received in property tax revenue, which will continue to generate interest, which isalready at 173.93% of anticipated interest revenue. There are some areas in which theLibrary has exceeded the anticipated expenditures and some that are underspent, perprevious Board discussions and approvals. Trustee Hayes inquired about the patron costof copying and printing. Library Director Grassi gave a general overview of copying costsand Trustee Friedeman noted that the Policy committee has noted this as a possiblechange. Trustee Hayes moved to approve the December 2023 revenue and expensereport, Trustee Jardine seconded; all voted aye.
    2. December Monthly Check Disbursement (15870-15904): The Board reviewed all checksfrom December 2023. Library Director Grassi noted that two different cleaningcompanies were paid due to the trial cleaning when selecting a new service provider.Trustee Friedeman moved to approve checks numbered 15870-15904, Trustee Hayesseconded; all voted aye.
  9. New Business:
    1. Vote to approve Intergovernmental Agreement with the Village of Lake Bluff to collecthistorical, current and future Personal Property Replacement Tax: The Board reviewedthe final version of the intergovernmental agreement with the Village of Lake Bluff tocollect historical Personal Property Replacement Tax in the amount of $84,474 andmemorialize an agreement for all current and future payments. Trustee Jardine movedto approve the intergovernmental agreement, Trustee Hayes seconded; all voted aye.
    2. Vote to approve Library’s new Pay Grade Structure and Pay Salary Scale effective May1, 2024: The Board reviewed the HR Source Salary Benchmarking Report with proposedsalary scale and pay grade structure. The report revealed that 20 of 21 employees of thelibrary are currently paid under “midpoint,” which is equivalent to market value and 7employees are paid below the minimum. The Board discussed the inclusion of salaryranges on future job postings and including the process for salary increases in thepersonnel policy. Trustee Hayes moved to approve the Pay Grade Structure and PaySalary Scale effective May 1, 2024, Trustee Jardine seconded; all voted aye.
    3. Vote to approve and adopt the draft FY 2024-2025 Budget: The Board reviewed thedraft FY 2024-2025 budget. Library Director Grassi reviewed the changes to revenuethrough various grants and the revised proposed expenditures. Trustee Hayes moved toapprove the FY 2024-2025 budget with an amendment that changes the MiscellaneousGrants Expenditures from $86,000 to $100,000 and the resulting fund balance to$17,000, Trustee Jardine seconded; all voted aye.
    4. Vote to approve Lake Bluff Public Library’s 2024 Per Capita Grant Application: LibraryDirector Grassi provided a copy of the 2024 Per Capita Grant Application. TrusteeFriedeman moved to approve the application, Trustee Hayes seconded; all voted aye.
    5. Vote to approve adding a new meeting to the 2024 Lake Bluff Public Library BoardCalendar of Meetings for purposes of Board Retreat on Saturday, Feb. 24 from 9 am–1pm: Trustee Friedeman moved to approve the addition of the Board Retreat to themeeting calendar, Trustee Jardine seconded; all voted aye.
    6. Hours Pilot: The Board discussed community engagement opportunities for engagingwith the public about the library hours pilot. The Board reviewed the recommendedhours of service for libraries from the Illinois Library Association. Currently, the Lake BluffPublic Library is staffed in the “minimum” category, but is providing 52 hours a week ofservices which is equivalent to a “minimum-growing” category (+4 hours per week morethan the recommendation). The Library continues to extend services beyond its staffinglevels, but with much greater success given the adjustment to the hours.
  10. Any and all other business which may come before the Board: There was none.
  11. Executive Session(s) if needed: There was none.
  12. Adjournment: Trustee Hayes moved to adjourn, Trustee Jardine seconded; all voted aye. Themeeting adjourned at 9:18 pm.

Respectfully submitted,

Alexandra Friedeman

Secretary