April 2018 Board Meeting Minutes

The Regular Meeting of the Eisenhower Public Library District Board of Trustees April 19, 2018
 
CALL TO ORDER
Trustee Braun called the meeting to order at 7:34 P.M.
 
ROLL CALL
Present:  Sticha, Braun, Rothbart, Ross, Magnelli, Ringelstein.
Absent:  Magnuson.
Present: Wittmann, Bacarella, Stam, Lewis, V. Bitters, Clark.     
 
RECOGNITION OF VISITORS
No visitors were present.
 
PUBLIC COMMENT  
No comments from the public.
 
APPROINTMENT OF SECRETARY PRO TEM
Trustee Ross moved, seconded by Trustee Sticha, TO APPOINT TRUSTEE RINGELSTEIN AS SECRETARY PRO TEM IN PLACE OF TRUSTEE MAGNUSON. A voice vote was taken and the motion carried.
 
APPROVAL OF MINUTES
Trustee Ross moved, seconded by Trustee Sticha, THAT THE MINUTES OF THE REGULAR MEETING HELD MARCH 15, 2018 BE APPROVED. A voice vote was taken and the motion carried.
 
FINANCIAL REPORT—  
We are on target with our spending. Things are looking good per Director Wittmann.
 
APPROVAL OF CURRENT BILLS 
Trustee Sticha moved, seconded by Trustee Ross, THAT REGULAR PARKWAY CHECKS 25515 THROUGH 25580 TOTALING $124,387.49 FOR THE MONTH OF APRIL; CHECKS 25016, 25379, 25415, and 25467 VOID; MANUAL CHECK 25511 IN THE AMOUNT OF $3,000.00 AND MANUAL PAYMENTS TOTALING $16,764.74 FOR THE MONTH OF MARCH; MANUAL CHECKS 25512 THROUGH 25514 TOTALING $406.87 FOR THE MONTH OF APRIL; PETTY CASH CHECK 4990 IN THE AMOUNT OF $100.00 FOR THE MONTH OF MARCH; MARCH NET WAGES TOTALING $152,693.30; MARCH PAYROLL TAXES IN THE AMOUNT OF $61,913.55; AND MARCH IMRF GOV ONE DEBIT IN THE AMOUNT OF $27,429.88. A voice vote was taken and the motion carried.
 
COMMITTEE REPORTS
All the Trustees were at the committee meeting. 
 
UNFINISHED BUSINESS
Appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body and pending litigation— Closed Session 
No Report.
 
FY2018 Per Capita Grant—
The Secretary of State and State Librarian, Jesse White has awarded The Eisenhower Public Library District a FY2018 Illinois Public Library Per Capita Grant in the amount of $28,980.00. Due to the state budget impasse, payment of these funds may be significantly delayed. All expenditures must be concluded by June 30, 2019.  
 
Bylaws Review Part Two—
Director Wittmann spoke with the attorney about Trustee Rothbart’s inquiry about asking for a visitor for a copy of their public comment when at Board meetings. The attorney advised that we can’t require people to give us a copy of their comments, but we can ask them for it. If they don’t comply there is nothing we can do. Trustee Sticha moved, seconded by Trustee Magnelli, TO APPROVE THE TRUSTEE BYLAWS AS PRESENTED.   A Roll Call Vote on the Motion was taken and the results were as follows: AYES  Braun, Rothbart, Magnelli, Sticha, Ross, Ringelstein. NAYS None.  ABSENT  Magnuson. The motion carried.
 
NEW BUSINESS
Landscaping RFP—
We have submitted the Landscaping RFP to our attorney for review. We have not heard back as of yet.  Director Wittmann recommends calling a Special Board meeting within the next two weeks in order to approve the RFP. She is mainly looking for feedback on timing the dates.
 
Anne Roberts Gardens Proposal for Tree Trimming and Root Shaving—
Director Wittmann received a proposal from Anne Roberts Gardens to prune the pear tree in the courtyard on the corner of Wilson and Oketo and to pull up the pavers that are popping up and shave down the roots that are causing the pavers to pop up. They would then replace the pavers. This work is outside the scope of any proposal we received from them in the past. The raised pavers and the branches are becoming a hazard. Trustee Rothbart is concerned that shaving the roots could kill the tree and was wondering if Anne Roberts will guarantee the tree. Director Wittmann will check with Anne Roberts on guaranteeing the tree if it dies after shaving the roots. There is an installation warranty in the proposal, but Director Wittmann believes that would apply to newly planted material, not existing plants; she will clarify. Trustee Rothbart wants to know about removing the root instead of shaving the root. Director Wittmann will ask Anne Roberts for other options in lieu of shaving.
 
ILLINET/OCLC Services Renewal Agreement—
We still have not received the renewal notice. The service contract does not expire until June so the Board can vote to approve it at the May meeting. As a reminder, our participation in ILLINET/OCLC allows us to request materials from anywhere in the state or country. It also allows us to use OCLC-created cataloging data, which is an incredibly valuable resource. While you vote as an independent entity to approve the renewal, our payments to OCLC are included in our payments to SWAN.
 
Six Month Raise—Mason Good-Turney and Peter Schuster—
Trustee Sticha moved, seconded by Trustee Ringelstein, THAT THE SIX MONTH RATE FOR MASON GOOD-TURNEY BE INCREASED FROM $11.88 TO $12.12 PER HOUR AND PETER SCHUSTER BE INCREASED FROM $11.88 TO $12.12 PER HOUR  EFFECTIVE MAY 1, 2018.  A voice vote was taken and the motion carried.
 
Personnel Changes—  
Circulation Services Clerk, Sal Sparacino resigned, his last day was Friday, April 6, 2018. Peggy Tomzik hired Pamela Colovos as Circulation Services Clerk. Her start date was Tuesday, April 10, 2018. Technical Services Clerk, Marie Costuna resigned, her last day will be April 16, 2018. Circulation Services Clerk, Ilona Debosz resigned, her last day will be April 18, 2018. Kids World Page, Sabryna Roman resigned, her last day will be April 22, 2018.
 
Any Other Business— 
No Report.
 
FRIENDS OF THE LIBRARY UPDATE
Trustee Ringelstein reported that The Friends approved to spend up to $275 for the Chalk art exhibition. There are 160 sidewalk squares. The Trustees and Director Wittmann will be judging. No one has volunteered as of yet to run the October book sale. Kids World asked for a charger cabinet to charge laptops. Trustee Ringelstein thinks Kids World should get a bigger cabinet than the one presented. The Friends of the library discussed having their information on library cards. They approved $400 for Carolyn’s workshop programs. 
 
LIBRARY DIRECTOR’S REPORT  
Director Wittmann advised that we are purchasing a Carvey machine. It is a carving machine/etcher. No ventilation is required to use the machine. This was big purchase. We purchased a 3D printer but had to return it for not working properly and reorder another one. The 3D pens work really well. We now have eight sewing machines. There will be six in play at one time and will rotate them out for servicing. Same with the embroidery machines, only we have six instead of the previous four. We also purchased a Polaroid camera so we can take pictures in the workshop and put the photos up. The speed on the internet for the public computers was increased from 50MB to 250MB. 
 
COMMUNICATIONS
The Statement of Economic interest has to be filed by May 1, 2018.  We will receive a $15.00 fine per each filer who does not meet the deadline. We received our 2017 Per Capita check in the amount of $18,000.98. A FOIA request was received from Smart Procure on April 9, 2018 requesting any and all purchasing records from 2018-01-04 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. FOIA request from the Better Government Association requesting our full payroll expenditures for the year 2017, including salary and all additional payments. This request includes, but is not limited to, the following information: Last name, First name, Middle name (or initial, if available), Suffix (e.g. Jr., if available), Title, Department, Annual Base Salary, Overtime, holiday pay, bonus compensation and any other additional payments made to employees excluding costs such as insurance, pension or benefit payments, start date, and the compensation for any and all elected officials as well.
 
ANNOUNCEMENTS
No announcements.
 
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 8:08 P.M.