December 2017 Board Meeting Minutes

The Regular Meeting of the Eisenhower Public Library District Board of Trustees December 21, 2017
 
President Braun called the meeting to order at 7:30 P.M.
 
ROLL CALL
Present: Sticha, Magnelli, Braun, Magnuson, Ross, Ringelstein. 
Absent: Rothbart.
Also Present: Wittmann, Bacarella, Stam, Lewis, V. Bitters, M. Bitters, Sciaccotta, Clark, Blubaugh.
 
PUBLIC COMMENT
There were no comments from the public.
 
APPROVAL OF MINUTES
 
Trustee Ross, moved, seconded by Trustee Magnuson, THAT THE MINUTES OF THE PUBLIC HEARING HELD NOVEMBER 16, 2017 BE APPROVED. A voice vote was taken and the motion carried. Trustee Ross moved, seconded by Trustee Sticha, THAT THE MINUTES OF THE BUILDING AND GROUNDS COMMITTEE MEETING HELD November 16, 2017 BE APPROVED.  A voice vote was taken and the motion carried. Trustee Ross, moved, seconded by Trustee Sticha, THAT THE MINUTES OF THE REGULAR MEETING HELD NOVEMBER 16, 2017 BE APPROVED.  A voice vote was taken and the motion carried.
 
FINANCIAL REPORT—  
Director Wittmann advised that the budget looks really good and is on point. Our spending is on target.  
 
APPROVAL OF CURRENT BILLS 
Trustee Magnuson moved, seconded by Trustee Sticha, THAT REGULAR PARKWAY CHECKS 25195 THROUGH 25259 TOTALING $101,903.79 FOR THE MONTH OF DECEMBER; MANUAL PAYMENTS TOTALING $15,367.76 FOR THE MONTH OF NOVEMBER; PETTY CASH CHECK 4988 IN THE AMOUNT OF $90.81 FOR THE MONTH OF NOVEMBER; MANUAL CHECK 25194 IN THE AMOUNT OF $250.00 FOR THE MONTH OF NOVEMBER; VOID CHECK 24725 FOR THE MONTH OF NOVEMBER; VOID CHECK 25158 FOR THE MONTH OF DECEMBER; NOVEMBER NET WAGES TOTALING $95,572.02; NOVEMBER PAYROLL TAXES IN THE AMOUNT OF $41,642.80; AND NOVEMBER IMRF GOV ONE DEBIT IN THE AMOUNT OF $17,588.02. A voice vote was taken and the motion carried.
 
COMMITTEE REPORTS
 
There were no Committee Reports.
 
UNFINISHED BUSINESS
 
Appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body and pending litigation— Closed Session 
No Report.
 
Audit FY2016-2017—
Knutte and Associates filed our Taxing Districts’ Financial Statements and Disclosures with the Cook County Treasurer in compliance with the County’s Debt Disclosure Ordinance. The audit was filed with the State of Illinois Comptroller. Chapman and Cutler filed the 2017 CDU Annual Financial Information and Audit with EMMA.
 
Cleaning Service Proposals—
A motion was made by Trustee Ringelstein, seconded by Trustee Sticha, TO APPROVE THE PROPOSAL FROM RCC CLEANING FOR CLEANING SERVICES. A Roll Call Vote on the Motion was taken and the results were as follows: AYES  Braun, Magnuson, Magnelli, Sticha, Ross, Ringelstein. NAYS None.  ABSENT  Rothbart. The motion carried.
 
 
NEW BUSINESS
Appeal of Suspension of Library Privileges—
Rocky Elizalde had informed Director Wittmann that he would be attending the Board meeting to appeal his suspension of library privileges, however he did not show up. Molly Bitters explained to the Board the incident that took place at the library. In February, Mr. Elizalde was viewing inappropriate offensive material on the public computers. The patron was advised electronically to get off the site he was viewing. He refused to acknowledge or address the issue therefore breaking the library’s behavior policy. At that point he was asked to leave the library for the day, was informed why, and he left. On November 16, 2017, Mr. Elizalde asked a female staff member for help with a flash drive, and in doing so he opened a graphic image from his flash drive that was offensive. After doing so, he looked the staff member up and down and giggled. He opened several more files of a similar nature.  The staff member was very uncomfortable with this. He advised that it was an accident but to the staff member it seemed very deliberate.  He left the library after the employee left the room.  Trustee Sticha would like the patron banned for longer than one year. The Trustees all agreed. Trustee Sticha, moved, seconded by Trustee Ringelstein, TO BAN PATRON ROCKY ELIZADE FROM THE LIBRARY FOR THREE YEARS.  A Roll Call Vote on the Motion was taken and the results were as follows: AYES  Braun, Magnuson, Magnelli, Sticha, Ross, Ringelstein. NAYS None.  ABSENT  Rothbart. The motion carried.
 
Director’s Annual Evaluation—Closed Session
 
Appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body. -Closed Session 
A motion was made by Trustee Magnelli, seconded by Trustee Ross, TO CONVENE CLOSED (EXECUTIVE) SESSION 5 ILCS 120/2 (c) (1) AT 8:20 P.M. TO DISCUSS THE APPOINTMENT, EMPLOYMENT, COMPENSATION, DISCIPLINE, PERFORMANCE, OR DISMISSAL OF SPECIFIC EMPLOYEES OF THE PUBLIC BODY.  A Roll Call Vote on the Motion was taken and the results were as follows: AYES  Braun, Magnuson, Magnelli, Sticha, Ross, Ringelstein. NAYS None.  ABSENT  Rothbart. The motion carried. A motion was made by Trustee Magnuson and, seconded by Trustee Ringelstein, TO RECONVENE THE REGULAR MEETING AT 8:30 P.M.   A voice vote was taken and the motion carried.
 
 
Director’s Annual Merit Raise—
Trustee Ross moved, seconded by Trustee Sticha, THAT DIRECTOR WITTMANN’S YEARLY RATE BE INCREASED FROM $104,240.00 TO $108,410.00. A voice vote was taken and the motion carried.
 
 
Resolution 2017-4 “Resolution Adopting Policy for Non-Discrimination and Anti-Harassment.”—
On November 20, 2017, Governor Rauner signed a new law stipulating that certain local government bodies, including public libraries, pass resolutions adopting policies for non-discrimination and anti-harassment. These policies must declare prohibitions of discrimination and harassment in the workplace, provisions for reporting discrimination and harassment, prohibitions of retaliations for reporting allegations of discrimination or harassment, and consequences for violating the policy or for falsely reporting instances of discrimination or harassment. We submitted our policy to the Management Association for review and our policy did not meet all the criteria, so they provided us with one that did. The Board will have to pass a Resolution adopting the new policy in order to be in compliance with the new law. Trustee Sticha moved, seconded by Trustee Magnelli, TO ADOPT RESOLUTION 2017-4, “RESOLUTION ADOPTING POLICY FOR NON-DISCRIMINATION AND ANTI-HARASSMENT.” A roll call vote was taken and the results were as follows:  AYES  Magnelli, Braun, Magnuson, Sticha, Ross, Ringelstein.  NAYS  None.  ABSENT  Rothbart.  The motion carried.
 
FY2018 Per Capita Grant and Application—
The Per Capita Grant application is due by January 15, 2018.  FY2018 Applications will be accepted electronically. Eisenhower Library plans to use FY2018 Per Capita Grant funds to purchase materials in all formats – print, non-print and electronic, including access to databases and other electronic materials, and equipment for our new maker space – toward our mission to actively provide reference service to community residents of all ages using the Library’s entire collection and all appropriate sources. Trustee Ross moved, seconded by Trustee Sticha, TO APPLY FOR THE FY2018 PER CAPITA GRANT AND TO EXPEND THE FUNDS RECEIVED FOR THE PURPOSES OUTLINED IN THE APPLICATION, TO PROVIDE PUBLIC LIBRARY SERVICE TO OUR COMMUNITY BY SUPPLEMENTING THE LIBRARY’S REGULAR BUDGET.  THE BOARD AFFIRMS THAT WE HAVE REVIEWED “SERVING OUR PUBLIC 3.0: STANDARDS FOR ILLINOIS PUBLIC LIBRARIES” DURING THE PREVIOUS TWELVE MONTHS AND COMPLETED ALL REQUIREMENTS OF THIS APPLICATION.  THE BOARD AFFIRMS THAT TO THE BEST OF OUR KNOWLEDGE AND UNDER PENALTY OF PERJURY, THE INFORMATION CONTAINED IN THIS APPLICATION IS CORRECT.  A roll call vote was taken and the results were as follows:  AYES Sticha, Magnuson, Magnelli, Braun, Ross, Ringelstein. NAYS  None.  ABSENT Rothbart. The motion carried.
 
2018 Exempt Affidavit—
Library Property must be certified annually with the Cook County Assessor to maintain exempt status.  Trustee Braun needs to sign the affidavit. 
 
Annual Merit Raise Recommendations—
Director Wittmann presented the annual merit raise recommendations based on employee evaluations from their supervisors. Trustee Magnuson moved, seconded by Trustee Ross, TO APPROVE THE ANNUAL MERIT RAISES AS PRESENTED EFFECTIVE JANUARY 1, 2018.  A voice vote was taken and the motion carried.
 
Personnel Changes— 
Franxine Bautista was hired as a Page in Kids World. Her start date was, Monday, December 11, 2017. Shaira Rock resigned as Reference Technology Clerk on December 4, 2017. Library Services Clerk, Ken Fantaro resigned. His last day was December 20, 2017.
 
Review Minutes of Closed Sessions—
The Board reviewed the minutes of the closed sessions held November 16 (2), and December 21, 2000; January 18 (1), and March 22, 2001; February 21, 2002 (2);  February 19 (2) and (3), March 18 (2), (3) and (4), April 8, and June 17, 2004 (1); January 20 (2), May 19 (2), and October 20, 2005; October 21, 2010;  February 17, and December 15, 2011;  April 19, May 17, July 19, and December 20, 2012; September 19, 2013, October 17, 2013, November 6, 2013, November 21, 2013, December 5, 2013, December 19, 2013, February 20, 2014 (1), May 15, 2014 (1), June 19, 2014 (1), July 17, 2014 (1),  Nov. 20, 2014, Dec. 18, 2014 (1), January 15, 2015 (1), May 21, 2015, November 17, 2015, January 21, 2016, May 19, 2016,  July 21, 2016, October 20, 2016, December 15, 2016 (1), December 15, 2016 (2), March 16, 2017.  It was determined that the need for confidentiality still exists for these closed sessions pertaining to the appointment, employment, compensation, discipline, performance or dismissal and pending litigation of a specific employee. 5ILCS 120.2 (C) (1).    
 
The Board also reviewed the minutes of the closed session held April 21, 2016.  It was determined that the need for confidentiality still exists for these closed sessions pertaining to the selection of a person to fill public office.  5ILCS 120.2 (C) (3)
 
The Board also reviewed the minutes of the closed sessions held April 20, July 20, August 17 and November 16, 2006; May 10, 2007; February 19, March 19, 2009 and January 20, and August 25, 2011; and January 19, and December 20, 2012; January 17, 2013; August 8, 2013, March 29, 2015, April 16, 2015, May 21, 2015. It was determined that the need for confidentiality still exists for these closed sessions pertaining to the setting of a price for sale or lease of property owned by the Library. 5ILCS 120.2 (C) (6)
 
The Board also reviewed the minutes of closed sessions held February 20, 2014, April 17, 2014, May 15, 2014, June 19, 2014, July 17, 2014, August 14, 2014, September 18, 2014, October 16, 2014, November 20, 2014, Dec. 18, 2014, January 15, 2015, February 19, 2015. It was determined that the need for confidentiality still exists for these closed sessions pertaining to the probable or imminent litigation on behalf of the Library District.  5ILCS 120.2 (C) (11).
 
 
Trustee Sticha moved, seconded by Trustee Magnelli, THAT THE NEED FOR CONFIDENTIALITY STILL EXISTS FOR THE CLOSED SESSIONS THAT WERE PRESENTED AND THEY WILL STAY CLOSED.
A voice vote was taken and the motion carried 
 
Any Other Business—
No Report 
 
Friends of the Library Updates—
The friends discussed the next book sale. The sale will take place the first weekend in October. The Friends are paying $444 in class fees to be paid to Carolyn who will be teaching in the workshop. The camera purchase will be voted on next month.  
 
LIBRARY DIRECTOR’S REPORT  
Director Wittmann’s Librarian report was discussed as items occurred on the agenda. Director Wittmann advised that we should budget $40,000 per bathroom to remodel. We will talk about that more in the next few months. The total cost for the bathroom remodel will be $160,000. Director Wittmann advised that we have been busy working on evaluations. 
 
 
COMMUNICATIONS
Thank you card from Trustee Rothbart thanking the Library Board and Staff for the “get well” floral arrangement. She thought the arrangement was “absolutely beautiful”.
 
ANNOUNCEMENT
Merry Christmas. Happy New Year. Happy Holidays.
 
ADJOURNMENT 
Trustee Ross moved, seconded by Trustee Sticha, THAT THE MEETING BE ADJOURNED.  A voice vote was taken and the motion carried unanimously. The meeting was adjourned at 9:02 P.M.