January 2017 Board Meeting Minutes

The Regular Meeting of the Eisenhower Public Library District Board of Trustees January 19, 2017
 
Trustee Braun called the meeting to order at 7:35 P.M.
ROLL CALL
 
Present: Braun, Rothbart, Magnuson, Magnelli, Ross, Ringelstein (7:57 P.M.).
Absent: Sticha.
Also Present: Wittmann, Bacarella, Stam, M. Bitters, V. Bitters, Clark, Lewis, McPhillips, Tomzik.
 
PUBLIC COMMENT
None
 
APPROVAL OF MINUTES
Trustee Ross moved, seconded by Trustee Rothbart, THAT THE MINUTES OF THE REGULAR MEETING HELD DECEMBER 15, 2016 BE APPROVED. A voice vote was taken and the motion carried.
 
FINANCIAL REPORT
Director Wittmann advised that we are on track with our spending. Trustee Rothbart asked where we received $500 in gifts revenue. Director Wittmann advised that a Chicago patron gifted it to the Library.
 
APPROVAL OF CURRENT BILLS.
Trustee Magnuson moved, seconded by Trustee Ross, THAT REGULAR PARKWAY CHECKS 24297 THROUGH 24383 TOTALING $122,639.30; MANUAL PAYMENTS IN THE AMOUNT OF $11,466.30 FOR THE MONTH OF DECEMBER; PETTY CASH CHECKS 4973 THROUGH 4976 TOTALING $214.43 FOR THE MONTH OF DECEMBER; DECEMBER NET WAGES TOTALING $94,872.54; DECEMBER PAYROLL TAXES IN THE AMOUNT OF $39,425.34; AND DECEMBER IMRF GOV ONE DEBIT IN THE AMOUNT OF $17,211.07. 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.
 
FY2017 Per Capita Grant and Application—
The FY2017 Per Capita Grant was sent electronically to the Illinois State Library on Friday, December 16, 2016.
 
NEW BUSINESS
IRS Mileage Rate—
The IRS has changed the approved mileage reimbursement rate to 53.5 cents per mile effective January 1, 2017. The Library continues to pay the IRS approved mileage reimbursement rate.
 
RES 2017-1— “A Resolution Authorizing the participation in NIMEC and authorizing the Director to approve a contract with the lowest cost electricity provider for a period up to 24 months”
Nimec solicit bids from Constellation, Dynergy, and MC Squared. The Board has to delegate a signing authority to Stacy Wittmann to execute the supply agreement. The bid will be held sometime between February 1st and March 31st, depending upon the market conditions. If the rates start dropping they will hold off on the bid until a market bottom is reached. They will provide four days advance notice once the bit date is set. Trustee Ross moved, seconded by Trustee Magnelli, TO ADOPT RESOLUTION 2017-1 AUTHORIZING THE PARTICIPATION IN NIMEC AND AUTHORIZING THE DIRECTOR TO APPROVE A CONTRACT WITH THE LOWEST COST ELECTRICITY PROVIDER FOR A PERIOD UP TO 24 MONTHS. A roll call vote was taken and the results were as follows: AYES: Braun, Rothbart, Magnuson, Magnelli, and Ross. NAYS: none. ABSENT: Sticha and Ringelstein.
 
Handbook Update-Compassionate Leave Policy
Director Wittmann would like the Board to consider adding a Compassionate leave option into the Employee Handbook. She advised that we have had some employees asked us to make this an option and she likes the idea for employees who have exhausted their sick and vacation time due to chronic or potentially fatal illnesses and cannot afford to take FMLA. Ellen and I are investigating non-profit organizations who have instituted policies of this nature. We hope to have something for the Board to look over either next month or the month after.
 
2017 ILA Trustee Workshop—
The ILA Trustee Workshop will take place Saturday, Feb 18, 2017 from 8:00 a.m. to 4:00 P.M. at the Chicago Marriott Oak Brook, 1401 W. 22nd Street, Oak Brook, IL 60523 Director Wittmann will be attending.
 
Call One Renewal—
Director Wittmann is asking the Board to approve the contract with Call One. This is for our POTS (plain old telephone service) lines. She advised that it is important for us to retain a few analog lines in case the digital lines go down. We had a two-year contract before, and this year’s renewal is for a single year at the same rate. The per line rate is the same as last year $28 per line. The usage only went up a little bit. A motion was made by Trustee Ross, seconded by Trustee Rothbart, TO ACCEPT THE CALL ONE POTS LINE CONTRACT. A voice vote was taken and the motion carried.
 
Friends of the Library Update—
Director Wittmann advised that she submitted a wish list to the Friends of The Library this month. She advised that the majority of the items requested would be for the Workshop, although some items would be for programming or funding for programming. The Friends will be voting on our wish list in March. Director Wittmann also advised that she is going to be attending an online demo of a web-based fundraising and management system for small non-profits called Flipcause. The software allows non-profits to manage membership lists, allow online recruitment, manage online donations, and organize online fundraising efforts. Director Wittmann advised that they approached her last week, having found the Friends of The Library group through our website, and identified them as a group that might benefit from their product.
 
Memorial for Ron Oppedisano—
Former Norridge Mayor Ronald Oppedisano passed away this month. He was an outstanding advocate for our Library District, being the only Norridge Trustee who stepped forward to work with us on our Referendum Committee. Director Wittmann would like the Board to discuss creating a plaque in his honor, as well as passing a resolution recognizing his contribution to the passing of the Library Referendum and his role as an advocate of the Eisenhower Public Library District. Director Wittmann spoke to Linda Oppedisano, Ron’s wife to find out what he was interested in. She advised that he was interested in fishing and music. Director Wittmann advised that a plaque in the media workshop where the digital music lab will be. Linda really liked that. The Board agreed to have a plaque in his honor and create a resolution. Trustee Braun would also like to have a plaque to honor Trustee Rothbart’s husband Hans. Trustee Rothbart thinks maybe something small on an end of a bookshelf. She advised that he likes History and anything with the wars. He was in both the German and U.S. wars.
 
April 4, 2017 Consolidated Election—
Five Trustee positions are open. Trustee Braun, Trustee Magnuson, Trustee Magnelli, Trustee Ross, and Trustee Ringelstein. Trustee Ross will run to fill a 4 year unexpired term, and Trustee Ringelstein will run to fill a 2 year unexpired term. All positions are unopposed. Business Manager Ellen Bacarella faxed the unofficial ballot to the County Clerk on January 6, 2017. The official ballot needs to be faxed by 5:00 P.M. January 26, 2017.
We also received a letter from Cook County Clerk David Orr with a report of street address ranges and maps that fall within our jurisdiction for the upcoming election. Trustee Magnuson needs to sign the form.
 
Landscaping Proposal—
Director Wittmann advised that we traditionally approve our landscaping contract in January. However, she advised that she still trying to suss out the development of an RFQ for Landscape Architects and am hesitant to move forward with this contract until she has more information. She advised that she has asked our attorneys for an example of a Landscape Architect RFQ and they have not found even one among any of the attorneys in the firm, not even one that they have reviewed. Director Wittmann would like to hold off on the landscaping proposal until February.
 
Personnel Changes—
Keith Greising was hired as new Circulation Services Clerk, his start date was January 9, 2017. Daria Ginka and Sabryna Roman were hired as new Pages for Kids World. They started on December 27, 2016.
 
Any other Business—
No Report.
 
LIBRARY DIRECTOR’S REPORT
Director Wittmann’s Librarian report was discussed as items occurred on the agenda.
Trustee Ringelstein asked about our programming. She wanted to know when payment is made when a program is booked.
Trustee Rothbart asked about the letter we received from the Chicago Patron who attended the Annette Isaacs presentation.
 
COMMUNICATIONS
2010-2012 1st Liberty Management, Inc. PTAB Decision from Robbins Schwartz. After the Taxing Districts filed an appraisal that supported the assessment, it was negotiated a settlement that reduced the refund to $32,916. Our District’s refund is $2,646.
FOIA request was received from Norridge resident Adam Chudzik on January 5, 2017 requesting all election petitions submitted for the April 2017 election for all Eisenhower Public Library elected officials, showing petitioner's name/address as well as the names/addresses of all those who signed the petitions. Any and all individuals who have
submitted a Declaration of Intent Form as a Write-in Candidate for Eisenhower Public Library elected office for the same election. Names and expiration of terms for all current library elected officials.
FOIA request was received from Smart Procure on January 9, 2017 requesting any and all purchasing records from 2016-07-15 to current. They requested the following information: Purchase order number. If purchase orders are not used a comparable substitute is acceptable, i.e., invoice, encumbrance, or check number, purchase date, line item details (Detailed description of the purchase), line item quantity, line item price, vendor ID number, name, address, contact person and their email address, and the beginning of our fiscal year.
Trustee Braun thanked the Board for the flowers they sent to his sister in law’s memorial.
 
ANNOUNCEMENTS
Robbins Schwartz is pleased to announce that Catharine Locallo has been named partner.
 
ADJOURNMENT
Trustee Ross moved, seconded by Trustee Magnuson, THAT THE MEETING BE ADJOURNED. A voice vote was taken and the motion carried. The meeting was adjourned at 8:20 P.M.