November 2016 Board Meeting Minutes

The Regular Meeting of the Eisenhower Public Library District Board of Trustees November 17, 2016

President Braun called the meeting to order at 7:43 P.M.

ROLL CALL
Present: Magnelli, Braun, Rothbart, Magnuson, Sticha, Ross, Ringelstein.
Absent: None
Also Present: Wittmann, Bacarella, Stam, McPhillips, V. Bitters, Lewis, Tomzik, Blubaugh, Christine Meczynski, Lucille Meczynski, Daisy Ann Rubino, Arlene Jager, Sandra Chmielewski, Pat Carbone, M. Carbone, Joan White, Helen Schneider.

RECOGNITION OF VISITORS
President Braun recognized all of the visitors.

PUBLIC COMMENT
Harwood Heights resident, Helen Schneider wants to know why she pays more taxes to the library than to the Fire District. Head of Reference, Dan McPhillips, who is a resident advised that he pays a little more to the Fire District than to the Library District.

APPROVAL OF MINUTES
Trustee Sticha moved, seconded by Trustee Ross, THAT THE MINUTES OF THE REGULAR MEETING HELD OCTOBER 20, 2016 BE APPROVED. A voice vote was taken and the motion carried.

FINANCIAL REPORT—
Director Wittmann is pleased with our spending and advised that we are on target. We are still over of what she projected for fine collection.

APPROVAL OF CURRENT BILLS
Trustee Sticha moved, seconded by Trustee Magnuson, THAT REGULAR PARKWAY CHECKS 24125 THROUGH 24200 TOTALING $120,629.59 FOR THE MONTH OF NOVEMBER; MANUAL PAYMENTS TOTALING $17,249.80 FOR THE MONTH OF OCTOBER; PETTY CASH CHECKS 4965 THROUGH 4967 TOTALLING $253.00 FOR THE MONTH OF OCTOBER; VOIDED CHECKS 24023, 24073, 24080, 23993, 24094 FOR THE MONTH OF OCTOBER; OCTOBER NET WAGES TOTALING $93,966.81; OCTOBER PAYROLL TAXES IN THE AMOUNT OF $39,146.67; OCTOBER IMRF GOV ONE DEBIT IN THE AMOUNT OF $17,023.29; AND GENERAL OBLIGATION LIMITED TAX DEBT CERTIFICATE WIRE TRANSFER IN THE AMOUNT OF $57,037.00. A voice vote was taken and the motion carried.

COMMITTEE REPORTS
There were no Committee Reports. Trustee Sticha advised that they will have a committee meeting before the December Board meeting at 7:00 P.M.

UNFINISHED BUSINESS
Appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body and pending litigation— Closed Session A motion was made by Trustee Sticha, seconded by Trustee Ross, TO CONVENE CLOSED (EXECUTIVE) SESSION 5 ILCS 120/2 (c) (1) AT 7:56 P.M. TO DISCUSS THE APPOINTMENT, EMPLOYMENT, COMPENSATION, DICIPLINE, PERFORMANCE, OR DISMISSAL OF SPECIFIC EMPLOYEES OF THE PUBLIC BODY AND PENDING LITIGATION. A Roll Call Vote on the Motion was taken and the results were as follows: AYES Braun, Magnuson, Rothbart, Magnelli, Sticha, Ross, Ringelstein. NAYS None. ABSENT The motion carried. A motion was made by Trustee Rothbart, seconded by Trustee Ross, TO RECONVENE THE REGULAR MEETING AT 8:01 P.M. A voice vote was taken and the motion carried.

Draft Audit FY2015-2016—
Board members reviewed the draft audit including the Management’s Discussion and Analysis. There were no deficiencies this past fiscal year.
Trustee Ross, moved, seconded by Trustee Sticha, TO APPROVE THE AUDIT FOR THE 2015-2016 FISCAL YEAR AND TO AUTHORIZE THE LIBRARY DIRECTOR TO SIGN THE LIBRARY’S REPRESENTATION LETTER. A voice vote was taken and the motion carried.

Per Capita FY2017—
The Board reviewed Chapter 6, “Access”, of Serving Our Public 3.0: Standards for Illinois Public Libraries, 2014. Director Wittmann advised that we meet all the standards except number 16. “Telephone, text telephone, and fax numbers are listed in a phone book.” We only have our telephone and address listed in the Dex phone book. We will look to see if we want to be in both printed phone books that are delivered in the District and if we want to list our text and fax number. Trustee Sticha asked about having a digital sign in front of the Library. Director Wittmann advised that they have talked about the sign and possibly having the Friends donate one, however they are really expensive. Trustee Magnelli advised that maybe we can get a sponsor for a sign.

NEW BUSINESS
Ordinance 2016-5, Levy Ordinance “Ordinance Levying and Assessing Taxes of Eisenhower Public Library District, Cook County, Illinois for the Fiscal Year Beginning July 1, 2016 and Ending June 30, 2017”. Trustee Sticha moved, seconded by Trustee Magnelli, TO ADOPT ORDINANCE 2016-5, “ORDINANCE LEVYING AND ASSESSING TAXES OF EISENHOWER PUBLIC LIBRARY DISTRICT COOK COUNTY, ILLINOIS, FOR THE FISCAL YEAR BEGINNING JULY 1, 2016 AND ENDING JUNE 30, 2017.” A roll call vote was taken and the results were as follows: AYES Magnelli, Braun, Rothbart, Magnuson, Sticha, Ross, Ringelstein. NAYS None. ABSENT None. The motion carried.

Resolution 2016-3 “Resolution Adopting Amendment Number Two to the Eisenhower Public Library District Section 125 Cafeteria Plan”—
The government is imposing rules regarding opt-out payments in lieu of insurance. We offer $2600 per year if an employee opts out of our medical insurance. The proposed rules provide that conditional opt-out arrangements are excluded from the affordability calculation. In order to be a conditional opt-out arrangement, an employee’s right to receive the opt-out payment is conditioned on the employee providing reasonable evidence that the employee and the employee’s expected tax family have or will have minimum essential coverage during the plan year for the subject opt-out payment. We need to meet the conditional opt-out arrangement. We have changed the election form and incorporated an attestation form. The language in the Cafeteria plan was also updated due to the new rules. Trustee Ross moved, seconded by Trustee Sticha, TO ADOPT RESOLUTION 2016-2, “RESOLUTION ADOPTING AMENDMENT NUMBER TWO TO THE EISENHOWER PUBLIC LIBRARY DISTRICT SECTION 125 CAFETERIA PLAN.” A roll call vote was taken and the results were as follows: AYES Magnelli, Braun, Rothbart, Magnuson, Sticha, Ross, Ringelstein. NAYS None. ABSENT None. The motion carried.

Policy for Reimbursement of Travel, Meals, and lodging expenses-Public Sector—
The Illinois General Assembly recently enacted Public Act 99-0604 known as the “local Government Travel Expense Control Act”. The Act becomes effective on January 1, 2017. It is required by the Act that we provide a policy to regulate the reimbursement of all Board Members, management, and employee travel expenses. The Board will vote on this as a Resolution at the December Board meeting.

Employee Handbook Update of Health Insurance—
The cost for the HMO has increased by 20%. The monthly deductible increased from $621 to $745. The PPO High deductible plan has increased by 5%. Director Wittmann recommends the Library pay for the PPO High deductible plan and the PPO High with HSA plan. Director Wittmann recommends the employee pay the difference between the HMO and PPO high deductible plan if they enroll in the HMO plan. The cost to the employee if they enroll in the HMO plan would be $115/month. Trustee Magnelli moved, seconded by Trustee Ross, TO APPROVE THE UPDATED HEALTH INSURANCE IN THE EMPLOYEE HANDBOOK. A voice vote was taken and the motion carried.

Irrigation System Proposals—ACSM Inc. and Muellermist
Head of Maintenance and Security, Tony Sciaccotta has obtained proposals for an irrigation system for the Library property. As they are over $20,000, we will have to go out for bid on this project. Director Wittmann advised that she had already begun working on the bid documents, as well as bid documents for landscaping architects, and will send both to the attorney for review. Due to the bid requirements, she is not recommending that the Board approve either proposal.

Exterior Building Repair Proposals—ACSM Inc. and Mortenson
Head of Maintenance and Security, Tony Sciaccotta also obtained proposals to repair the exterior cornices, columns, and mortar joints, which are showing wear and in some cases creating hazards in the winter, with water dripping through the cracks and making puddles on the sidewalk that turn into ice. Director Wittmann recommends going with the proposal from ACSM, Inc. Their proposal is significantly lower than the Mortenson bid.
Trustee Sticha recommends that we be proactive and have an annual inspection of the building every year. Trustee Magnelli moved, seconded by Trustee Magnuson, TO APPROVE ACSM, INC. EXTERIOR BUILDING REPAIR PROPOSAL. A voice vote was taken and the motion carried.

Bathroom Remodel—ACSM Inc. and Mortenson
Director Wittmann advised that the proposals Tony Sciaccotta obtained do not even cover the entire scope of what she would like done, and they are both well over $20,000, so we will have to go out for bid for this project as well. Director Wittmann advised that she will start working on that as soon as possible. Therefore, at this time, Director Wittmann is not recommending that the Board vote to approve a proposal. We may even look into different urinals. A RFQ will be needed to do this.

Yearly Raise—
Trustee Sticha moved, seconded by Trustee Ross, THAT MARIE COSTUNA YEARLY ANNUAL RATE BE INCREASED FROM $12.12 TO $12.36, EFFECTIVE 9/1/16 THE RAISE WILL BE RETROACTIVE. GULSAH YILDIZ YEARLY ANNUAL RATE BE INCREASED FROM $12.00 TO $12.18. EFFECTIVE DECEMBER 1. A voice vote was taken and the motion carried

Annual Director Review—
Each Trustee received a clean copy of the Director’s evaluation form. Please return the evaluations to Ellen Bacarella before the December 15th Board meeting.

Personnel Changes—
Victoria Lazarski was hired as the new Kid’s World Librarian. Her first day was Wednesday, October 26. Marisa Bernstein was hired as the new Reference Librarian. Her start day will be December 7, 2016.

Other Business—
The Trustees will take a Photo by the fireplace before the December 15th meeting.

LIBRARY DIRECTOR’S REPORT
Director Wittmann’s Librarian report was discussed as items occurred on the agenda. Director Wittmann advised that former employee, Violet Rosier, passed away. She was a cataloger. The Library donated $75 to Paws Chicago in her memory.

COMMUNICATIONS
2010-2012 Target PTAB Decision from Robbins Schwartz. The taxpayers filed 2010-2012 appeals seeking a $550,373 refund from the Taxing Districts. After the Taxing Districts filed an appraisal that supported the assessment, it was negotiated a settlement that reduced the refund to $259,686. Our District’s refund is $23,608.

ANNOUNCEMENTS
The Election went well. Happy Thanksgiving.

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 8:59 P.M.