December 2018 Board Meeting Minutes

The Regular Meeting of the Eisenhower Public Library District Board of Trustees December 20, 2018
 
CALL TO ORDER
President Braun called the meeting to order at 7:30 P.M.
 
ROLL CALL
Present: Sticha, Magnelli, Magnuson, Ross, Ringelstein, Parent, Braun.
Absent: None
Also Present: Wittmann, Bacarella, Stam, Lewis, Sciaccotta, V. Bitters (7:43 P.M.), Clark (7:43 P.M.), McPhillips (7:43 P.M.).
 
RECOGNITION OF VISITORS
No visitors.
 
PUBLIC COMMENT
There were no comments from the public.
 
APPROVAL OF MINUTES
Trustee Ross, moved, seconded by Trustee Magnuson, THAT THE MINUTES OF THE PUBLIC HEARING HELD NOVEMBER 15, 2018 BE APPROVED. A voice vote was taken and the motion carried. Trustee Sticha, moved, seconded by Trustee Magnelli. THAT THE MINUTES OF THE REGULAR MEETING HELD NOVEMBER 15, 2018 BE APPROVED. A voice vote was taken and the motion carried.
 
FINANCIAL REPORT
Director Wittmann advised that the budget looks really good and is on point. Our spending is on target or slightly under.
 
APPROVAL OF CURRENT BILLS
Trustee Magnuson moved, seconded by Trustee Sticha, THAT REGULAR PARKWAY CHECKS 26161 THROUGH 26231 TOTALING $140,127.56 FOR THE MONTH OF DECEMBER; PETTY CASH CHECK 4999 IN THE AMOUNT OF $200.00 FOR THE MONTH OF NOVEMBER; PETTY CASH CHECK 5000 THROUGH 5003 TOTALING $213.00 FOR THE MONTH OF DECEMBER; VOID CHECK 25639 FOR THE MONTH OF MAY; VOID CHECK 26035 FOR THE MONTH OF OCTOBER; NOVEMBER NET WAGES TOTALING $100,580.76; NOVEMBER PAYROLL TAXES IN THE AMOUNT OF $40,376.65; AND NOVEMBER IMRF GOV ONE DEBIT IN THE AMOUNT OF $18,014.10. A voice vote was taken and the motion carried.
 
COMMITTEE REPORTS
No report.
 
UNFINISHED BUSINESS
Audit FY2017-2018—
Knutte and Associates filed our Taxing Districts’ Financial Statements and Disclosures with the Cook County Treasurer in compliance with the County’s Debt Disclosure Ordinance.
The audit was filed with the State of Illinois Comptroller. Chapman and Cutler filed the 2018 CDU Annual Financial Information and Audit with EMMA.
 
NEW BUSINESS
Director’s Annual Evaluation—Closed Session
Appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body. -Closed Session
A motion was made by Trustee Ross, seconded by Trustee Parent, TO CONVENE CLOSED (EXECUTIVE) SESSION 5 ILCS 120/2 (c) (1) AT 7:34 P.M. TO DISCUSS THE APPOINTMENT, EMPLOYMENT, COMPENSATION, DISCIPLINE, PERFORMANCE, OR DISMISSAL OF SPECIFIC EMPLOYEES OF THE PUBLIC BODY. A Roll Call Vote on the Motion was taken and the results were as follows: AYES Braun, Magnuson, Magnelli, Sticha, Ross, Ringelstein, Parent. NAYS None. ABSENT None. The motion carried. A motion was made by Trustee Magnuson and, seconded by Trustee Ringelstein, TO RECONVENE THE REGULAR MEETING AT 7:42 P.M. A voice vote was taken and the motion carried.
 
Director’s Annual Merit Raise—
Trustee Ross moved, seconded by Trustee Ringelstein, THAT DIRECTOR WITTMANN’S YEARLY RATE BE INCREASED FROM $108,410.00 TO $111,700.00. A voice vote was taken and the motion carried.
 
Natalie K. Rothbart’s Proclamation, Resolution 2018-2 to be read at the Illinois General Assembly in Springfield on January 22, 2019—
Director Wittmann will notify Natalie’s family about the proclamation being read in Springfield.
 
Calcium Chloride vs Salt—
Director Wittmann advised that we are experiencing issues with the calcium chloride. On the days when we’ve had snow or ice and have spread it in the parking lot and on the sidewalks, people have tracked it in. The issue seems to be that the spherical shape of the calcium chloride is causing people to slip in the front vestibule. We have had several people come close to falling and one staff member actually did fall. We have several mats laid out in the front vestibule to prevent people slipping on wet spots that collect on the tile, but they don’t seem to be preventing slips from the calcium chloride. Director Wittmann would like the Board to discuss this situation and potentially decide on an alternative de-icing substance. She understands that calcium chloride is better for plants and soil, but we cannot have people falling and getting injured. Trustee Sticha advised that the calcium chloride turns into an oily substance and that large clumps are being left by Iggy’s. Tom recommends getting good runners that will prevent the slipping and falls. He also recommends that we talk to Iggy’s about spreading the calcium chloride better so it doesn’t clump. He advised that Ridgewood uses the calcium chloride and that they do not have any problems with people slipping. He will email Tony the make of the rugs they use at Ridgewood. He also recommends keeping a log on every time you salt. Trustee Magnelli would not have a problem going back to the original salt. Trustee Magnuson said that we should stick with the calcium chloride for now, and purchase runners and see how that helps.
 
April 2, 2019 Consolidated Election—
Trustee Ringelstein and Trustee Parent submitted petitions for the April 2nd consolidated election. There will not be a lottery for ballot position this year. The last day for objections to be made is Monday, December 24th, however since the library is closed that day the objection deadline will be extended to Wednesday, December 26th. This will be posted on the front door of the library.
 
FY2019 Per Capita Grant and Application—The Per Capita Grant application is due by January 15, 2019. FY2019 Applications will be accepted electronically.—
Eisenhower Library plans to use FY2019 Per Capita Grant funds to purchase materials in all formats – print, non-print and electronic, including access to databases and other electronic materials, and equipment for our maker space – toward our mission to actively provide reference service to community residents of all ages using the Library’s entire collection and all appropriate sources. Trustee Parent moved, seconded by Trustee Sticha, TO APPLY FOR THE FY2019 PER CAPITA GRANT AND TO EXPEND THE FUNDS RECEIVED FOR THE PURPOSES OUTLINED IN THE APPLICATION, TO PROVIDE PUBLIC LIBRARY SERVICE TO OUR COMMUNITY BY SUPPLEMENTING THE LIBRARY’S REGULAR BUDGET. THE BOARD AFFIRMS THAT WE HAVE REVIEWED “SERVING OUR PUBLIC 3.0: STANDARDS FOR ILLINOIS PUBLIC LIBRARIES” DURING THE PREVIOUS TWELVE MONTHS AND COMPLETED ALL REQUIREMENTS OF THIS APPLICATION. THE BOARD AFFIRMS THAT TO THE BEST OF OUR KNOWLEDGE AND UNDER PENALTY OF PERJURY, THE INFORMATION CONTAINED IN THIS APPLICATION IS CORRECT. A roll call vote was taken and the results were as follows: AYES Sticha, Magnuson, Magnelli, Ross, Ringelstein, Parent, Braun. NAYS None. ABSENT None. The motion carried.
 
2019 Exempt Affidavit—
We have not receive this yet from cook county.
Library Property must be certified annually with the Cook County Assessor to maintain exempt status.
 
Annual Merit Raise Recommendations—Director Wittmann presented the annual merit raise recommendations based on employee evaluations from their supervisors.—
Trustee Sticha moved, seconded by Trustee Ross, TO APPROVE THE ANNUAL MERIT RAISES AS PRESENTED EFFECTIVE JANUARY 1, 2019. A voice vote was taken and the motion carried.
 
Personnel Changes—
Hayley Rightnomar was hired as a full time Circulation Services Clerk. Her start date was December 10, 2018. Daria Ginka, Kids World Page, resigned. Her last day will be December 29, 2018.
 
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; February 17, and December 15, 2011; 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, 2015, January 21, 2016, May 19, 2016, July 21, 2016, October 20, 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 and pending litigation of a specific employee. 5ILCS 120.2 (C) (1). The Board also reviewed the minutes of the closed session held April 21, 2016, November 15, 2018. It was determined that the need for confidentiality still exists for these closed sessions pertaining to the selection of a person to fill public office. 5ILCS 120.2 (C) (3) 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). The Board also reviewed the minutes of closed session held May 17, 2018, August 16, 2018, and October 18, 2018. It was determined that the need for confidentiality still exists for these closed sessions pertaining to the security procedures and the use of personnel and equipment to respond to an actual, a threatened, or a reasonably potential danger to the safety of employee, students, staff, the public or public property 5ILCS 120.2 (C) (8) Trustee Ringelstein moved, seconded by Trustee Magnuson, THAT THE NEED FOR CONFIDENTIALITY STILL EXISTS FOR THE CLOSED SESSIONS THAT WERE PRESENTED AND THEY WILL STAY CLOSED. A voice vote was taken and the motion carried.
 
ANY OTHER BUSINESS
Trustee Parent advised that he was curious about the Island in the City book and would like to come up to speed with the progress. Director Wittmann advised that the committee hasn’t met yet and will start after the first of the year. Trustee Parent thinks it would be good to start collecting information that gives you the history of people and businesses in the community. He advised that maybe the committee can put this on their agenda. The library is looking to write a grant to help with the cost of recording oral histories of the area and to possibly include digitizing local paper microfilm. The state owns the right to the digitization on these materials and when writing the grant they will ask for rights to that.
 
FRIENDS OF THE LIBRARY UPDATES
Trustee Ringelstein advised she wasn’t at the meeting. Julie Stam reported that the Friends are looking for someone to manage the book sale volunteers. They approved paying for the fireplace decorations. The President position is still open.
 
LIBRARY DIRECTOR’S REPORT
Director Wittmann’s Librarian report was discussed as items occurred on the agenda. The Friends of the Library emergency fund really helped a homeless patron. He appreciated the Friend’s help. Director Wittmann advised that we will look some sort of concrete barriers to prevent any more cars going into the building. Trustee Sticha asked Director Wittmann what kind of people on the spectrum were discussed by Have Dreams at the in service. Director Wittmann advised that the training was on autism. We received a grant to help pay a portion of the training by Have Dreams. Trustee Sticha wanted to know about the environmental scan for the strategic plan. Trustee Magnuson explained that the environmental scan is a snap shot of what the needs of the community are. The managers will go over the strategic plan and it will be brought to the board in January.
 
COMMUNICATIONS
Letter from Knutte & Associates announcing that they have been acquired by Sikich LLP, a leading accounting, advisory, and technology firm with locations nationwide. FOIA request from Local Labs on December 13, 2018 requesting the Election Type (2018 November General/Consolidated/Local/Municipal), Election date, Contest/Race (i.e. Governor), Candidate name, Candidate party (if applicable), Vote count, Filing Deadline for next election. FOIA request from Local Labs on December 14, 2018 requesting the names, term start date, term end date, salary, and email addresses of current Trustees.
 
ANNOUNCEMENTS
Merry Christmas. Happy New Year. Happy Holidays.
 
ADJOURNMENT
Trustee Ross moved, seconded by Trustee Sticha, THAT THE MEETING BE ADJOURNED. A voice vote was taken and the motion carried unanimously. The meeting was adjourned at 8:30 P.M.