June 2017 Board Meeting Minutes

The Regular Meeting of the Eisenhower Public Library District Board of Trustees June 15, 2017
 
Vice President Magnelli called the meeting to order at 7:30 P.M.
 
ROLL CALL
Present:  Sticha, Magnelli, Rothbart, Ross, Ringelstein.
Absent:  Magnuson, Braun.
Also Present:  Wittmann, Bacarella, Tomzik, McPhillips, Stam, Clark, V. Bitters, Lewis, Sciaccotta (7:35 P.M.).
 
RECOGNITION OF VISITORS
No visitors are present.
 
PUBLIC COMMENT
No Comment.
 
APPROINTMENT OF SECRETARY PRO TEM
Trustee Ross moved, seconded by Trustee Ringelstein, TO APPOINT TRUSTEE STICHA AS SECRETARY PRO TEM IN PLACE OF TRUSTEE MAGNUSON. A voice vote was taken and the motion carried.
 
APPROVAL OF MINUTES
The date on the reorganization meeting minutes was incorrect and will be amended. The committee meeting minutes were amended to clarify the front of the building as the entrance of the building, Trustee Ringelstein moved, seconded by Trustee Sticha, THAT THE MINUTES OF THE REGULAR AND REORGANIZATION MEETING HELD MAY 18, 2017 BE APPROVED AS AMENDED. A voice vote was taken and the motion carried. Trustee Sticha moved, seconded by Trustee Ross, THAT THE MINUTES OF THE BUILDING AND GROUNDS COMMITTEE MEETING HELD MAY 18, 2017 BE APPROVED AS AMENDED.  A voice vote was taken and the motion carried.
 
FINANCIAL REPORT
Director Wittmann reported that we have received the draft Agency Tax Rate Report from Cook County.   Director Wittmann advised that we are on target and a little under budget.   Due to the property reassessment, our EAV went up by nearly $100,000,000.  
 
APPROVAL OF CURRENT BILLS 
Trustee Ross moved, seconded by Trustee Sticha, THAT REGULAR PARKWAY CHECKS 24713 THROUGH 24794 TOTALING $141,734.51 FOR THE MONTH OF JUNE; MANUAL PAYMENTS TOTALING $5,514.92  FOR THE MONTH OF MAY; MANUAL CHECKS 24708 THROUGH 24712 TOTALING $2,525.66 FOR THE MONTH OF MAY; PETTY CASH CHECK 4980 IN THE AMOUNT OF   $100.00 FOR THE MONTH OF JUNE; MAY NET WAGES TOTALING $99,747.42; MAY PAYROLL TAXES IN THE AMOUNT OF $41,507.28; AND MAY IMRF GOV ONE DEBIT IN THE AMOUNT OF $17,721.46. A voice vote was taken and the motion carried.
 
COMMITTEE REPORTS
Due to not having a quorum there was not a Building and Grounds Committee Meeting. However, Director Wittmann received landscape prints from Ann Roberts Gardens Inc. and presented them to the Board for informal review.
 
UNFINISHED BUSINESS
Appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body and pending litigation—
No Report.
 
 
NEW BUSINESS
Resolution 2017—3, “Resolution Adopting Prevailing Wage Standards”—
Trustee Sticha moved, seconded by Trustee Ross, TO APPROVE RESOLUTION 2017-3 “RESOLUTION ADOPTING PREVAILING WAGE STANDARDS”. A roll call vote was taken and the results were as follows:  AYES: Rothbart, Sticha, Magnelli, Ross, Ringelstein.  NAYS: None. ABSENT: Magnuson and Braun. The motion carried. 
 
 
Ordinance 2017—1, “Annual Ordinance Authorizing Public Library Non-Resident Cards”—
The Board agreed to continue to participate in non-resident card service and set the rate for non-resident cards at .671 per hundred dollars of assessed valuation as calculated by the tax bill method. 75 ILCS 16/30-55.60. Trustee Sticha moved, seconded by Trustee Ross, TO APPROVE ORDINANCE 2017-1 “ANNUAL ORDINANCE AUTHORIZING PUBLIC LIBRARY NON-RESIDENT CARDS”. A roll call vote was taken and the results were as follows: AYES: Rothbart, Sticha, Magnelli, Ross, Ringelstein.  NAYS: None.  ABSENT: Magnuson and Braun. The motion carried. 
 
Business Owners and Non-Profits Within the Library District Policy—
Director Wittmann advised that since we are increasing our efforts to visit businesses in the district, we should have a solid policy in our manual. The Board should review the policy and vote on it in July. 
 
Study Room Policy—
Director Wittmann advised that our old policy has outdated information in it and since we added the study rooms, the policy needed to be revised. The Board should review the policy and vote on it in July.
 
Sound Dampening Panels—
RG Construction Services, Inc. has given us a quote for sound dampening panels, however we are still waiting for a quote for one other area of the library.  We are looking to install them in the Teen Space, Study Rooms, and Kids World. It will be presented to the Board at the July Board meeting.
 
Appoint Trustees to Audit Secretary’s Records— 
Trustee Sticha and Trustee Ringelstein were appointed to audit the Secretary’s Records. This must be completed for the Illinois Public Library Annual Report. 
 
Appoint Budget Committee—
Director Wittmann suggested that the budget committee meeting be held on the same evening as the regular meeting with the opportunity for the whole Board to be present, as it was last year, noting that otherwise the budget committee’s report is repeated over again at the regular meeting. She acknowledged that this was a practice suggested by Trustee Rothbart under Director Stoch and it has worked well. The Board agreed to appoint a Committee of the Whole for the Budget Committee and to hold the Budget Committee Meeting at 6:30 P.M. followed by the regular July 20th  Board meeting at 7:30 P.M.  
 
Closing of Library (Telephone Install and Employee In Service)—
The building will need to be closed to install the new telephone system. Director Wittmann would like to have an employee in service day and telephone install on Tuesday, September 5, 2017, the  day after Labor day. We will be closed Sunday, Monday, and Tuesday. The dates will be printed in the newsletter. 
 
Trustee Sticha moved, seconded by Trustee Ross, TO APPROVE THE CLOSING OF THE LIBRARY ON TUESDAY, SEPTEMBER 5, 2017 FOR THE TELEPHONE INSTALL AND EMPLOYEE IN SERVICE DAY.  A voice vote was taken and the motion carried.
 
Six Month Raises—Daria Ginka, Sabryna Roman, and Marisa Bernstein—
Trustee Sticha moved, seconded by Trustee Ross, THAT DARIA GINKA’S HOURLY RATE BE INCREASED FROM $10.00 TO $10.20 AND THAT SABRYNA ROMAN’S HOURLY RATE BE INCREASED FROM $10.00 TO $10.20 AND THAT MARISA BERNSTEIN’S HOURLY RATE BE INCREASED FROM $20.51 TO $21.13 EFFECTIVE JULY 1, 2017. A voice vote was taken and the motion carried.
 
Annual Raise—Walaa Hazameh and James Mann—
Trustee Ross moved, seconded by Trustee Sticha, THAT WALLA HAZAMEH’S HOURLY RATE BE INCREASED FROM $10.25 TO $10.56 AND JAMES MANN’S HOURLY RATE BE INCREASED FROM $12.06 TO $12.30 EFFECTIVE JULY 1, 2017. A voice vote was taken and the motion carried.
 
Personnel Changes— 
Darius Lipinski, Building and Security Services Clerk, resigned. His last day was May 18, 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; January 20,  February 17, and December 15, 2011; and January 19, 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, 2016,  January 21, 2016, May 19, 2016, July 21, 2016, October 20, 2016, November 17, 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 of a specific employee and/or pending litigation 5ILCS 120.2 (C) (1).  The Board reviewed and it was recommended that the minutes of the closed session on December 15, 2016 (2) be opened.
 
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 Ross, TO KEEP THE CLOSED SESSIONS CLOSED AND TO OPEN THE CLOSED SESSION 5ILCS 120.2 (C) (1) DECEMBER 15, 2016 DIRECTOR WITTMANN’S ANNUAL REVIEW. A voice vote was taken and the motion carried 
 
Any Other Business—
Trustee Rothbart had a question about the calendar.  She wanted to know if only Norridge and Harwood Heights can register for programs on May 1st.  Director Wittmann advised that May 1st was only for Norridge and Harwood Heights patrons. Trustee Rothbart advised that on the calendar it states that all other patrons outside of Norridge and Harwood Heights can register for programs on February 8th, however that date should be May 8th.  Chris Clark will correct the calendar so it reflects the correct date. Trustee Ross wanted to know about the “take apart lab” program. Dan McPhillips, Head of Reference, advised that it is a program that tries to encourage people to take things apart. He advised that they took apart sport’s equipment, keyboards, and computer terminals.  
 
FRIENDS OF THE LIBRARY UPDATES
Trustee Ringelstein advised that The Friends did not have a meeting yesterday however she advised that The Friends have suspended donations. They would also like to have a giveaway to the teachers to get rid of some of their books to make space. The staff will help arrange the book sale and move all the books up to the meeting room. The Friends are looking for a small bookshelf to put some books in Fannies. Tom Sticha recommends that the Friends put out a table in the front vestibule with free books.  
 
LIBRARY DIRECTOR’S REPORT  
Director Wittmann advised that the corporate and library funds have increased from last year. Trustee Magnelli asked about the lift that the library purchased. The Building and Security Services Manager Tony Sciaccotta advised that the lift is a one man lift that will be used to change the lights in the parking lot and the can lights in the ceiling. Currently we have to hire an electrician to do the work for us. This will save the Library money because Tony will be able to change the lights now by himself.  
 
COMMUNICATIONS
FOIA request from LocalLabs Media requesting electronic copies (preferably non-PDF such as CSV, Excel, Txt, CDs, digital files, etc.) for the following vendor and supplier information pertaining to fiscal years 2015 and 2016.  A list of all vendor and supplier expense information and reports, which includes names and addresses of the aforementioned vendors and suppliers. Dates of purchases and total amount of payments made to each individual aforementioned vendor and supplier by your organization. Services rendered by each aforementioned vendor and supplier for your organization. Furthermore, we would like to obtain this information in terms of dollar amounts in order to understand the entire tax liability to taxpayers. The purpose of this request is to access and disseminate information regarding the health, safety and welfare or the legal rights of the general public and, because it is on behalf of a not-for-profit organization, is not for the principal purpose of personal or commercial benefit.  
 
ANNOUNCEMENTS
Trustee Ringelstein made a pixie door in the craft program. She thinks the library is doing a great job with the craft program. Trustee Rothbart asked about the circulation being down from last year. Director Wittmann thinks it has to do how the data is gathered in the database. She stated that this is not an indicator of our success. Trustee Ross wanted to know what the program “Shine in the job market” is. Dan Mcphillips advised that it a program that help people with job interviewing. 
 
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 8:32 P.M.