January 2019 Board Meeting Minutes

The Regular Meeting of the Eisenhower Public Library District Board of Trustees January 17, 2019
 
Trustee Braun called the meeting to order at 7:30 P.M.
 
ROLL CALL
Present: Braun, Magnuson, Magnelli, Sticha, Ringelstein, Parent.   
Absent: Ross.
Also Present: Wittmann, Bacarella, Stam, V. Bitters, Clark, Lewis, McPhillips, Tomzik, Sciaccotta, Clark, McPhillips 7:38 (P.M.).   
 
RECOGNITION OF VISITORS
There were no visitors present. 
 
PUBLIC COMMENT
There were no comments from the public.
 
APPROVAL OF MINUTES
Trustee Parent moved, seconded by Trustee Sticha, THAT THE MINUTES OF THE REGULAR MEETING HELD DECEMBER 20, 2018 BE APPROVED.  A voice vote was taken and the motion carried.
 
FINANCIAL REPORT
Director Wittmann advised that we are looking really good, we are a bit over on a few items but in every category we are at or where we should be.  
 
APPROVAL OF CURRENT BILLS 
Trustee Magnuson moved, seconded by Trustee Sticha, THAT REGULAR PARKWAY CHECKS 26236 THROUGH 26295 TOTALING $82,254.20 FOR THE MONTH OF JANUARY; MANUAL PAYMENTS IN THE AMOUNT OF $35,032.64 FOR THE MONTH OF DECEMBER; MANUAL CHECKS 26232 THROUGH 26235 TOTALING $7,673.42 FOR THE MONTH OF DECEMBER; PETTY CASH CHECK 5004 IN THE AMOUNT OF $305.40 FOR THE MONTH OF DECEMBER; VOIDED CHECKS 26170 FOR THE MONTH OF DECEMBER AND 26284 FOR THE MONTH OF JANUARY; DECEMBER NET WAGES TOTALING $100,903.04; DECEMBER PAYROLL TAXES IN THE AMOUNT OF $40,229.21; AND DECEMBER IMRF GOV ONE DEBIT IN THE AMOUNT OF $17,902.15.  A voice vote was taken and the motion carried.
 
COMMITTEE REPORTS
The Building and Grounds committee met tonight to discuss the parking lot issues. They also met Michael Ciszewski and his mother Irene to discuss his Eagle Scout project.
 
UNFINISHED BUSINESS
FY2019 Per Capita Grant and Application—
The FY2019 Per Capita Grant was sent electronically to the Illinois State Library on Friday, December 23, 2018.
 
2019 Exempt Affidavit—
Library Property must be certified annually with the Cook County Assessor to maintain exempt status.  Trustee Braun needs to sign the affidavit. 
 
April 2, 2019 Consolidated Election—
The unofficial and official certificate of ballot was signed by Trustee Magnuson and faxed to the Cook County Clerk’s office on January 10, 2019. 
 
NEW BUSINESS
Suspension of Library Privileges—
Two men were in the bathroom on Saturday arguing and threatening violence to one another so a third person anonymously called 911. The police came and found alcohol and a small amount of marijuana. One person was arrested and one was given a warning. The police advised they are issuing a “no trespassing” order to the men. The men are banned from the library for one year pending further investigation by the library board. Staff did not recognize the men. Director Wittmann only recommends a year suspension for both men. She advised that the board can revisit this at a later date. One of the men was homeless. The Trustees think a year ban is fine. 
 
Review Strategic Plan—
Trustee Magnuson and the management team met on Tuesday and reviewed the strategic plan. She explained that the strategic plan is a high level plan and that how we want to be and our yearly operating plan comes out of it. The strategic plan are your guidelines. We want the mission statement to be more aspirational. The management team and Trustees will get together on a Saturday in March to go over this. We can find our strengths and weaknesses, and what kind of threats and opportunities we can identify. Trustee Magnuson advised that demographics have switched, and we need to meet the needs of these people. She advised that maybe we need to meet with different groups to see what we need to do or know. We want to get more specific on our relationship with Chicago librarians and patrons. Some of the things we want to add to our plan may be passive programming, technology, e book platforms, and programs teaching life skills. Trustee Magnuson explained that the markers of success are not always measurable, therefore we need to find some ways on how to define success. Trustee Magnuson said we need to look at the values of the library. Director Wittmann advised that when the civic engagement took place the mayors were surprised how happy people were who came into the library. They were also surprised on how many people used our computers. At the February board meeting we will schedule a day in March for the managers and Trustees to discuss the strategic plan.
 
Parking Lot Sealcoating—ACSM, Inc. Proposal—
The parking lot was last sealcoated in 2014. The cost for 2019 is $4,900, up $600 from 2014. It will be done Memorial Day weekend. Trustee Magnuson moved, seconded by Trustee Sticha, TO APPROVE THE PROPOSAL FROM ACSM, INC. FOR SEALCOATING THE PARKING LOT.  A voice vote was taken and the motion carried.
 
IRS Mileage Rate—
The IRS has changed the approved mileage reimbursement rate to 58 cents per mile effective January 1, 2019. The Library continues to pay the IRS approved mileage reimbursement rate.
 
2019 ILA Trustee Workshop—
The ILA Trustee Workshop will take place Saturday, March 16, 2019 from 8:00 a.m. to 3:30 P.M. at the Chicago Marriott Oak Brook, 1401 W. 22nd Street, Oak Brook, IL 60523.
 
Personnel Changes— 
Monika Piekarz, Adult Tech Clerk, has resigned. Her last day will be January 26, 2019.
Mason Good-Turney was hired for the full time Circulation Services Clerk. His first day in that department was Monday, January 7, 2019.
 
Any other Business—
Trustee Parent mentioned that Trustee Ringelstein will give him an update on the Island within a City book. 
 
Friends of the Library Update—
Trustee Ringelstein advised that the Friends are running into an issue on getting volunteers to run the mini book sale. The book room is fine and they are happy they have coat hooks now. They are going to reimburse the library up to $500 for the Oscar party. Trustee Magnuson mentioned that maybe the library Trustees can volunteer. In order to volunteer they have to become a member of the Friends. Trustee Sticha recommends having a Trustee day  during the large book sale. 
 
LIBRARY DIRECTOR’S REPORT  
Director Wittmann’s Librarian report was discussed as items occurred on the agenda. Director Wittmann advised that the Proclamation for Natalie is approved to be read by State Representative Robert Martwick at the State of Illinois general assembly in Springfield, Il on January 29, 2019. We will let Natalie’s family know about the date. The issues with Swan have been resolved. The repair work on the planters are finished. We received the check from Allstate for the damage from the accident. The patron who was given money from the Friends emergency fund for a hotel room was very happy and used a bit of the money to buy clothes. He came in to the library and showed Dan what he purchased. The mentoring program has two new coordinators and it seems to running better. Director Wittmann went to a planning meeting in January. The highest risk students will participate in the mentoring program. Five staff members and Director Wittmann be mentors in the program. In February, all of the mentors and students from Ridgewood will come to the library and break up into groups and talk. The mentors may discuss different skills they want to instill in the students. Director Wittmann wants to take her group around the library. The students can get a snack and drink from Fannies.  
 
COMMUNICATIONS
Letter from The Salvation Army thanking us for sponsoring their Angel Tree. Letter from Robbins Schwartz advising of the Districts’ settlement of the 2013-2015 Target PTAB appeals.  The taxpayer filed 2013-2015 appeals seeking a $487,002 refund. After the taxing districts filed an appraisal the settlement was negotiated a refund of $138,542. The library’s portion of the settlement is $12,314. On December 24, 2018 we received a FOIA Request from Norridge resident, Riccardo A. Mora, requesting a copy of all the documents submitted by candidates for the April 2019 election including such as the statement of candidacy and economic interest, signed and notarized petitions and all of the required documents due when filing for candidacy. On January 3, 2019 we received a FOIA Request from Norridge resident, Riccardo A. Mora, requesting us to identify all elected officials, date they were last appointed, length of their terms, expiration of their terms and resignation letters or letters of intent to resign before the April 2019 election. Identify the number of vacancies including unexpired terms for the 2019 election and the length of those terms and the number of candidates that have filed for each of the full term vacancies and each of the unexpired terms for the 2019 election and a copy of all objections filed regarding the 2019 election. FOIA request from SmartProcure requesting for any and all purchasing records from 2018-10-18 to current, in the records they want the 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, and vendor ID number, name, address, contact person and their email address. We were cc’d on a letter from Teresa Lim, Assistant Attorney General Public Access Bureau, to former staff member Nancy Devlin regarding a request for review of a FOIA request she made in 2013. The file is still open and if they do not hear from Ms. Devlin by February 8, 2019 they will be closing the file. We received a monetary donation from Robert and Nancy Komada in memory of Natalie K. Rothbart.
 
ANNOUNCEMENTS
No report.
 
ADJOURNMENT 
Trustee Sticha moved, seconded by Trustee Ringelstein, THAT THE MEETING BE ADJOURNED.  A voice vote was taken and the motion carried. The meeting was adjourned at 8:38 P.M.