August 2017 Board Meeting Minutes

The Regular Meeting of the Eisenhower Public Library District Board of Trustees August 17, 2017
 
President Braun called the meeting to order at 7:41 P.M.
 
ROLL CALL
 
Present: Magnelli, Sticha, Magnuson, Ringelstein, Ross, Braun, Rothbart.
Absent: None 
Also Present: Wittmann, McPhillips, Bacarella, Sciaccotta, V. Bitters, Lewis, A. Roberts, A. Sky. 
 
PUBLIC COMMENT
 
There were no comments from the public.
 
APPROVAL OF MINUTES
 
Trustee Magnelli moved, seconded by Trustee Sticha, THAT THE MINUTES OF THE BUILDING AND GROUNDS COMMITTEE MEETING HELD JULY 20, 2017 BE APPROVED. A voice vote was taken and the motion carried. Trustee Ross moved, seconded by Trustee Sticha, THAT THE MINUTES OF THE BUDGET COMMITTEE MEETING HELD JULY 20, 2017 BE APPROVED. A voice vote was taken and the motion carried. Trustee Sticha moved, seconded by Trustee Magnuson, THAT THE MINUTES OF THE REGULAR MEETING HELD JULY 20, 2017 BE APPROVED. A voice vote was taken and the motion carried.
 
FINANCIAL REPORT
 
Director Wittmann advised that we are doing just fine. 
 
APPROVAL OF CURRENT BILLS AND INTERNAL WIRE TRANSFER
 
Trustee Magnuson moved, seconded by Trustee Sticha, THAT REGULAR PARKWAY CHECKS 24886 THROUGH 24957 TOTALLING $98,972.96 FOR THE MONTH OF AUGUST; AND MANUAL PAYMENTS TOTALLING $1,255.08 FOR THE MONTH OF JULY; CHECK 24885 VOID; JULY NET WAGES TOTALING $100,169.10, JULY PAYROLL TAXES IN THE AMOUNT OF $42,897.52 AND JULY IMRF GOV ONE DEBIT IN THE AMOUNT OF $17,810.77; WIRE TRANSFER $1,500,000 FROM PARKWAY BANK TO ILLINOIS FUND MONEY MARKET ACCOUNT. A voice vote was taken and the motion carried.
 
COMMITTEE REPORTS
 
Anne Roberts and her associate Ariana Sky presented their designs for the landscape project to the committee. 
 
UNFINISHED BUSINESS 
 
Appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body and pending litigation— Closed Session 
No Report.
 
Tentative Budget and Appropriations—
The Tentative Budget and Appropriations was presented to the Board. The Tentative Budget will be posted in the Library from August 18, 2017 to September 21, 2017. A Public Hearing on the Tentative Budget is scheduled for September 21, 2017 at 7:30 P.M. in the Library and the Board meeting will begin at 7:45 P.M. Trustee Ross moved, seconded by Trustee Sticha, TO APPROVE THE TENTATIVE BUDGET AND APPROPRIATIONS. A voice vote was taken and the motion carried. A roll call vote was taken and the results were as follows: AYES Sticha, Magnelli, Magnuson, Ross, Ringelstein, Braun, Rothbart. NAYS None. ABSENT None. The motion carried. Trustee Magnuson wanted to know how many years were left to pay off the bonds? Director Wittmann will send the spreadsheet to the Board with the schedule.
 
NEW BUSINESS
 
Lauterbach and Amen, LLP Engagement Letter—
There was a slight increase from last year. The increase was $20 per month. The Audit prep went up by $20 and the treasurer’s report went up by $10, these are one-time fees. We have been satisfied with their services as our accounting firm and would like to continue using them. Trustee Sticha moved, seconded by Trustee Ross, TO ACCEPT THE ENGAGEMENT LETTER FROM LAUTERBACH AND AMEN, LLP FOR ACCOUNTING SERVICES FOR JULY 1, 2017 THROUGH JUNE 30, 2020. A roll call vote was taken and the results were as follows: AYES Sticha, Magnelli, Magnuson, Ross, Ringelstein, Braun, Rothbart. NAYS None. ABSENT None. The motion carried.
 
Anne Roberts Landscape Proposal—
This will be tabled until next month. 
 
Elara Building Automation System Upgrade Proposal—
The system will control our HVAC. We are in need of a new one, as the system we currently have is woefully outdated. Our current system is not supported any longer. Elara would act as our consultant through the process and prepare all our bid documents. A motion was made by Trustee Ross and, seconded by Trustee Magnsuon, TO APPROVE THE ELARA BUILDING AUTOMATION SYSTEM UPGRADE PROPOSAL. A voice vote was taken and the motion carried.
 
Elara Mechanical Ten Year Capital Plan—
Elara will walk the library through everything we need in order to plan for the next decade of upgrades to all of the systems the building will require. This covers everything and they will give us a plan and how we can save money and be more efficient. A motion was made by Trustee Sticha and, seconded by Trustee Ringelstein, TO APPROVE THE ELARA MECHANICAL TEN YEAR CAPITAL PLAN. A voice vote was taken and the motion carried.
 
Illinois Public Library Annual Report—
This Annual Report is for the 2016 – 2017 fiscal year and will be filed in electronic form by the required filing deadline of September 1st.Trustee Magnuson moved, seconded by Trustee Sticha, TO ACCEPT THE ILLINOIS PUBLIC LIBRARY ANNUAL REPORT FOR EISENHOWER PUBLIC LIBRARY DISTRICT, COOK COUNTY, ILLINOIS, AS AMENDED FOR THE FISCAL YEAR BEGINNING JULY 1, 2016 AND ENDING JUNE 30, 2017; CERTIFY ITS ESSENTIAL ACCURACY AND TRANSMIT THE IPLAR TO THE ILLINOIS STATE LIBRARY IN ACCORDANCE WITH 75 ILCS 16/30-65. A voice vote was taken and the motion carried.
 
Personnel Changes— 
Veronica Prokop, Reference Technology Clerk, has resigned. Monika Piekarz, was hired as a Technology Clerk, effective August 9, 2017. She was a Kids World Page. 
 
Any Other Business— 
No Report.
 
FRIENDS OF THE LIBRARY UPDATES
The Friends resumed taking donations. The last book sale made almost $300. They are getting ready for the October sale. They are trying to get the pricing together for the DVD sets. The Friends received a donated book-shelf for Fannies. They voted to purchase the acoustic guitar for the library also. 
 
LIBRARY DIRECTOR’S REPORT 
Director Wittmann’s Librarian report was discussed as items occurred on the agenda. The solar eclipse glasses took up a lot of time. Initially we purchased 200 but then we purchased another 500. They were limited for residents only and two per library card. We called the attorney regarding the liability of handing out the glasses and they supplied a waiver. Anyone who received glasses had to sign a waiver. We ran out of glasses this morning. There will be an eclipse live stream viewing party from 11-3 P.M. in the meeting room. 
 
COMMUNICATIONS
No Report. 
 
ANNOUNCEMENTS
There will be a deluxe marvels edition by Chip Kidd per Trustee Braun. Trustee Braun would like to try to get him to come to the library.  
 
ADJOURNMENT 
Trustee Ross moved, seconded by Trustee Sticha, THAT THE MEETING BE ADJOURNED. A voice vote was taken and the motion carried.
 
The meeting was adjourned at 8:11 P.M.