May 2017 Board Meeting Minutes

The Regular Meeting of the Eisenhower Public Library District Board of Trustees May 18, 2017
 
President Braun called the meeting to order at 7:35 P.M.
 
ROLL CALL
Present: Sticha, Magnelli, Braun, Magnuson, Ross.
Absent: Rothbart, Ringelstein.
Also Present: Wittmann, Bacarella, Stam, Tomzik, Sciaccotta, McPhillips, Clark.
 
RECOGNITION OF VISITORS
No visitors attended the meeting.
 
PUBLIC COMMENT
There were no public comments.
 
APPROVAL OF MINUTES
Trustee Ross moved, seconded by Trustee Sticha, THAT THE MINUTES OF THE REGULAR MEETING HELD APRIL 20, 2017 BE APPROVED. A voice vote was taken and the motion carried. Trustee Magnelli moved, seconded by Trustee Sticha, THAT THE MINUTES OF THE BUILDING AND GROUNDS COMMITTEE MEETING HELD APRIL 20, 2017 BE APPROVED. A voice vote was taken and the motion carried.
 
ELECTION REPORT
Consolidated Election—The Cook County Clerk canvassed and posted the Official Certificate of Results (attached) for the April 7, 2015 Consolidated Election as follows: Mark Braun 33.25% with 2,427 of the votes, Janice J. Magnuson 32.34% with 2,361 of the votes, and Peter Magnelli 34.41% with 2,512 of the votes, Gary Ross 100% with of the 2,653 votes, and Elizabeth Ringelstein 100% with 2,697 of the votes. 
  
ADJOURNMENT 
Trustee Ross moved, seconded by Trustee Sticha, THAT THE MEETING BE ADJOURNED SINE DIE. A voice vote was taken and the motion carried. The meeting was adjourned sine die at 7:37 P.M.
 
 
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The Reorganization Meeting of the Eisenhower Public Library District Board of Trustees May 18, 2017
 
 
Trustee Braun, serving as President Pro Tem, called the meeting to order at 7:38 P.M.
 
OATHS OF OFFICE
Ellen Bacarella, Business Manager and Notary administered the Oath of Office to newly reelected Trustee Magnuson, Trustee Braun, Trustee Magnelli, Trustee Ross, and Trustee Ringelstein. The Board extended their congratulations the newly reelected Trustees.
 
ROLL CALL
Present:  Sticha, Magnelli, Braun, Ross, Magnuson, Ringelstein (7:52 P.M.).
Absent:  Rothbart.
Also Present: Wittmann, Bacarella, Stam, Lewis, McPhillips, Sciaccotta, V. Bitters, Clark, Haertel. 
 
ELECTION OF OFFICERS
 
President, Vice-President, Treasurer, Secretary—
Trustee Ross moved, seconded by Trustee Sticha, TO RETAIN THE CURRENT OFFICERS; MARK BRAUN, PRESIDENT, PETER MAGNELLI, VICE PRESIDENT, NATALIE K. ROTHBART, TREASURER, AND JANICE J. MAGNUSON, SECRETARY. Trustee Ross moved, seconded by Trustee Sticha, THAT THE NOMINATED SLATE BECOME THE ELECTED SLATE. A voice vote was taken and the motion carried. Congratulations to our new officers.
 
FINANCIAL REPORT
 
With the end of the fiscal year approaching Director Wittmann advised that we will be making some purchases, we will be replacing all the projectors in the meeting rooms. They are losing pixels. Director Wittmann advised that we are getting new computers for staff members and for the workshop and for the computer lab. We are also getting an updated server. We are purchasing some new book carts, bookshelves, chairs, and a desk for Tony’s new office. Trustee Magnelli asked if we would be purchasing a 3-D printer. Director Wittmann advised that in order to have a 3-D printer we need ventilation so an exhaust system would have to be installed in the workshop. This would be costly and so it will be considered for next fiscal year.
 
APPROVAL OF CURRENT BILLS 
 
Trustee Ross moved, seconded by Trustee Sticha, THAT REGULAR PARKWAY CHECKS 24629 THROUGH 24707 TOTALING $192,875.65 FOR THE MONTH OF MAY;  MANUAL CHECKS 24623 THROUGH 24628 TOTALING $3,796.51 FOR THE MONTH OF APRIL; MANUAL PAYMENT IN THE AMOUNT OF $17,875.29 FOR THE MONTH OF APRIL; APRIL NET WAGES TOTALING $99,835.52; APRIL PAYROLL TAXES IN THE AMOUNT OF $41,595.95; AND APRIL IMRF GOV ONE DEBIT IN THE AMOUNT OF $17,544.39 AND GENERAL OBLIGATION LIMITED TAX DEBT CERTIFICATES – SERIES 2013 IN THE AMOUNT OF $499,850.00, SERIES 2007B IN THE AMOUNT OF $17,187.50, AND SERIES 2016 IN THE AMOUNT OF $81,620.00. A voice vote was taken and the motion carried.
 
 
COMMITTEE REPORTS
 
The committee reviewed Ann Roberts Gardens concept plan. Trustee Ross suggested a wishing well for the garden. 
 
UNFINISHED BUSINESS
Appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body and pending litigation— Closed Session 
 
No Report.
 
Exterior Building Repair Proposal—ACSM Inc. 
We received a proposal from ACSM, Inc. for repair work on the exterior of the building. The Board had approved this company to perform work on the building during the winter. However, ACSM put off doing the work until the weather improved and when they came out to perform the work in the spring, they indicated that over the rest of the winter additional damage had occurred due to the elements and it would cost more money to repair. They resubmitted a proposal and it has increased by $1,750.00. Trustee Sticha moved, seconded by Trustee Ringelstein, TO APPROVE ACSM, INC. EXTERIOR BUILDING REPAIR PROPOSAL. A voice vote was taken and the motion carried.
 
NEW BUSINESS
 
Schedule of Board Meeting Dates—The proposed schedule for 2017-2018 falls on the 3rd Thursday of each month and continues to start at 7:30 P.M. in the Board room at the Library. This year we can have the Board Meeting on the third Thursday in August. We have enough time to start the 30 day public inspection of the tentative budget. Trustee Sticha moved, seconded by Trustee Ross, TO APPROVE THE SCHEDULE OF BOARD MEETING DATES FOR THE 2017-2018 FISCAL YEAR. A voice vote was taken and the motion carried.
 
Telephone System Upgrade- 
Director Wittmann advised that we are in desperate need of a new telephone system. There are features we would very much like to have and do not, such as being able to retrieve voicemail from offsite and forwarding calls to other extensions or to mobile phones. In addition, several of our handsets have defective displays. We have been battling this issue for several years now as this was apparently a “known issue” with this model when we acquired it, but unfortunately we are no longer able to purchase replacements. Director Wittmann advised that they have looked at two phone systems, Cisco and ShoreTel. They have both submitted proposals. Paul Haertel and Peggy Tomzik visited Call One and saw the ShoreTel system. They were very impressed and loved the system. Tomzik and Director Wittmann also visited the Cisco showroom when they first began evaluating phone systems in 2015. While they thought the system was better than the current phone system, Director Wittmann was not convinced it was the right fit for the organization’s needs and decided to reevaluate after the completion of the Teen Space. Tomzik and Haertel had an updated demo of the Cisco system after they demoed the ShoreTel system and the second demo solidified the impression that while the Cisco system is good it is not the best fit for our needs. Unlocked android phones will also be purchased for a few staff to just run on the wireless if staff is around the library and not at their desk. The cost for the androids will be between $400-$500 each. These phones will stay in the building and will just be used as portable phones within the library. Call One interfaces with our system. ShoreTel is also part of a procurement contract with the State of Illinois. By statute this means we would not have to go out for bid in order to purchase the system. Finally, the ShoreTel bid came in lower than the Cisco bid. A motion was made by Trustee Sticha, Seconded by Trustee Magnuson, TO ACCEPT THE PROPOSAL FROM CALL ONE FOR A NEW SHORETEL TELEPHONE SYSTEM. A roll call vote was taken and the results were as follows: AYES Braun, Magnuson, Sticha, Magnelli, Ross, Ringelstein. NAYS None. ABSENT Rothbart. The motion carried.
 
Bathroom Renovation—
Director Wittmann received a proposal for a service contract for bathroom renovations from Product Architects. Product is the architectural firm we contracted with for the Teen space. They are proposing a budget of $200,000, based on a similar project they recently completed at another facility. They are also recommending that we work once again with Pathmann construction as our Construction Manager. Director Wittmann recommends we wait until at least the beginning of the FY18 (July) to make a decision. Director Wittmann advised that while she trusts that Product Architects are accurate in their assessment of the renovation budget, she advised that she still wants to do her research and she has a call out to a few libraries who have had bathroom remodel
 
ALA Annual Conference—
ALA Annual Conference will be in Chicago at McCormick Place Friday, June 22nd through Monday, June 26th. United for Libraries has a free exhibits-only pass for Trustees. The pass grants admission to exhibits from Saturday through Monday and all United for Libraries non-ticketed programs, including Nuts & Bolts for Trustees, Friends & Foundation.
 
Personnel Changes— 
 
No Report. 
 
Any Other Business – 
 
Friends of the Library Updates—
Trustee Ringelstein advised that they had a long meeting yesterday, she advised that the friends have a lot of ideas about the October book sale. The Friends are more than likely suspending donations for June and July and they will start up again in August. 
 
LIBRARY DIRECTOR’S REPORT 
 
Director Wittmann advised that the Stuart Dybek Author visit will be this Saturday at 2:00 P.M.  Litworks was last weekend and over 200 students attended. The students were excited about the authors. We have had more open hours in the Workshop and people are starting to take notice and calling to see when the Workshop is open. Jamin Giel is doing an amazing job working in the Workshop. We had May the 4th programs. The kids made light sabers out of pool noodles. The website is being updated to Wordpress. We have Square now for the Circulation desk, this is a device that takes credit card payments. Square will take place of our cash register.
 
COMMUNICATIONS
 
We received a FOIA request from the Better Government Association requesting an electronic copy of the annual payroll records. Including the employee last and first name, middle initial, suffix, title, department, salary, and start date. They also wanted us to include any and all elected officials. They are a public interest organization, which disseminates and publishes information. 
 
Thank you note from Boy Scout Troop 922 for the generous donation to their fundraiser.
 
ANNOUNCEMENTS
OMA (Open Meetings Act) training has to be done by all Trustees.
 
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 8:45 P.M.