June 2018 Board Meeting Minutes

 
The Regular Meeting of the Eisenhower Public Library District Board of Trustees June 21, 2018
 
Vice President Magnelli called the meeting to order at 7:30 P.M.
 
ROLL CALL
Present: Sticha, Magnelli, Rothbart, Ross, Ringelstein. Magnuson, Braun.
Absent: None.
Also Present: Wittmann, Bacarella, McPhillips, Stam, V. Bitters, Lewis, Sciaccotta.
 
RECOGNITION OF VISITORS
No visitors were present.
 
PUBLIC COMMENT
There were no comments from the public.
 
APPROVAL OF MINUTES
Trustee Magnelli moved, seconded by Trustee Sticha, THAT THE MINUTES OF THE SPECIAL MEETING HELD MAY 31, 2018 BE APPROVED. A voice vote was taken and the motion carried unanimously. Trustee Ross moved, seconded by Trustee Sticha, THAT THE MINUTES OF THE REGULAR MEETING HELD MAY 17, 2018 BE APPROVED. A voice vote was taken and the motion carried unanimously. Trustee Magnuson moved, seconded by Trustee Sticha, THAT THE MINUTES OF THE BUILDING AND GROUNDS COMMITTEE MEETING HELD MAY 17, 2018 BE APPROVED. A voice vote was taken and the motion carried unanimously.
 
FINANCIAL REPORT
Director Wittmann reported that we have received the draft Agency Tax Rate Report from Cook County. Director Wittmann advised that we are on target and under budget in the corporate fund. 
 
APPROVAL OF CURRENT BILLS 
Trustee Sticha moved, seconded by Trustee Ross, THAT REGULAR PARKWAY CHECKS 25689 THROUGH 25774 TOTALING $144,915.77 FOR THE MONTH OF JUNE; MANUAL PAYMENTS TOTALING $16,824.63 FOR THE MONTH OF MAY; MANUAL CHECKS 25685 THROUGH 25688 TOTALING $1,850.88 FOR THE MONTH OF MAY; VOIDED CHECKS 24970, 25000, 25196, 25323, 25592, 25611, 25638, 25681; MAY NET WAGES TOTALING $99,369.37; MAY PAYROLL TAXES IN THE AMOUNT OF $40,249.22; AND MAY IMRF GOV ONE DEBIT IN THE AMOUNT OF $17,902.02. A voice vote was taken and the motion carried unanimously.
 
COMMITTEE REPORTS
There were no committee reports. 
 
UNFINISHED BUSINESS
Reciprocal Borrowing Policy—
A motion was made by Trustee Magnuson, Seconded by Trustee Ross, TO APPROVE THE RECIPROCAL BORROWING POLICY. A roll call vote was taken and the results were as follows: AYES: Magnuson, Rothbart, Sticha, Magnelli, Ross, Ringelstein, Braun. NAYS: None. ABSENT: None. The motion carried unanimously.
 
NEW BUSINESS
Building Automation System RFP Approval of Bid—
Mark Rockwood with Elara was put on a conference call with the Board to discuss the bids. We received bids from Intell-Building Controls and Solutions LLC and Interactive Building Solutions. Intell-Building’s bid came in at $42,500 and Interactive Building Solutions came in at $18,200.00. The Board was concerned about the big difference in the bids. The lowest bidder Interactive Building Solutions, Mark advised, actually allocated a bit of time in between their engineering time, and tech time (programmer). They bid low so they could build a relationship with the library and make us a long term client. They have automated tools that will make the conversion a lot easier. Their automation control is a Johnson’s control brand and they have a software tool that ports graphics over. They install this brand day in and day out. They are expecting a streamlined installation. They install about two of these a month. Trustee Magnelli asked Mark what the life expectancy is for this type of system. Mark advised that 10-15 years is a median life expectancy. Trustee Magnelli also asked, “in 10-15 years-time will it be easy to upgrade or is a new system needed?” Mark advised that we could take a similar approach to what we are taking today. Technology changes quickly and even if you don’t have to change you may have to. Mark advised that he has worked with both companies. Trustee Magnelli moved, seconded by Trustee Sticha, TO ACCEPT THE RFP FROM INTERACTIVE BUILDING SOLUTIONS FOR THE NEW BUILDING AUTOMATION SYSTEM IN THE AMOUNT OF $18,200.00. A roll call vote was taken and the results were as follows: AYES Magnuson, Braun, Rothbart, Sticha, Magnelli, Ross, Ringelstein. NAYS None. ABSENT None. The motion carried unanimously. 
 
Resolution 2018—1, “Resolution Adopting Prevailing Wage Standards”—
Trustee Magnuson moved, seconded by Trustee Ross, TO APPROVE RESOLUTION 2018-1 “RESOLUTION ADOPTING PREVAILING WAGE STANDARDS”. A roll call vote was taken and the results were as follows: AYES Magnuson, Rothbart, Braun, Sticha, Magnelli, Ross, Ringelstein. NAYS None. ABSENT None. The motion carried unanimously. 
 
Ordinance 2018—1, “Annual Ordinance Authorizing Public Library Non-Resident Cards”—The Board agreed to continue to participate in non-resident card service and set the rate for non-resident cards at 0.575 per hundred dollars of assessed valuation as calculated by the tax bill method. 75 ILCS 16/30-55.60
Trustee Ross moved, seconded by Trustee Rothbart, TO APPROVE ORDINANCE 2018-1 “ANNUAL ORDINANCE AUTHORIZING PUBLIC LIBRARY NON-RESIDENT CARDS”. A roll call vote was taken and the results were as follows: AYES Magnuson, Rothbart, Sticha, Magnelli, Ross, Ringelstein, Braun. NAYS None. ABSENT None. The motion carried unanimously. 
 
Transfer from Corporate fund to FICA, IMRF, and Audit fund
Director Wittmann is recommending the Board approve a transfer from the corporate fund to FICA, IMRF, and the Audit fund. Director Wittmann advised that we ended up not collecting all of the tax money for these funds that the County anticipated we should have, and our expenses in the FICA and IMRF funds were higher than she anticipated. There were a couple of reasons for this. We increased some of our staffing hours to the point where we entered them into IMRF and our staffing needs over the last year meant that our FICA expenses were higher than she anticipated. We still would not go over the appropriation if we did not transfer the money for any of these funds, but she would rather not start the new fiscal year with a deficit in these funds and we have the extra money in the corporate fund to cover the deficit. Trustee Rothbart moved, seconded by Trustee Sticha, TO APPROVE A TRANSFER FROM CORPORATE FUND TO FICA IN THE AMOUNT OF $13,000, FROM CORPORATE FUND TO IMRF FUND IN THE AMOUNT OF $39,000, AND FROM CORPORATE TO AUDIT FUND IN THE AMOUNT OF $500. A roll call vote was taken and the results were as follows: AYES Magnuson, Rothbart, Sticha, Magnelli, Ross, Ringelstein, Braun. NAYS None. ABSENT None. The motion carried unanimously. 
 
Compressor Quote—
Over Memorial Day weekend the thermal relief went out on the compressor and released the freon. Director Wittmann has asked the Board to approve the quote from Hill Mechanical for the installation of a replacement compressor. Compressor #2 has to be replaced due to the damage it sustained from a suction line leak. Compressor #1 was replaced a couple of years ago, and the quote is still in keeping with what we spent at that time. The quote is from Hill Mechanical which is the company we have our maintenance contracts with, and it represents the cost of the compressor unit and the cost to install it. Trustee Sticha moved, seconded by Trustee Magnuson, TO ACCEPT THE QUOTE FROM HILL MECHANICAL FOR NEW COMPRESSOR AND INSTALLATION IN THE AMOUNT OF $17,658.00. A roll call vote was taken and the results were as follows: AYES Magnuson, Rothbart, Sticha, Magnelli, Ross, Ringelstein, Braun. NAYS None. ABSENT None. The motion carried unanimously. 
 
PNH Computer Services and Support Contract—
Director Wittmann is recommending the Board approve a two-year contract with PNH Computer Services. This is a contract with John Keehn and Paul Haertel, our IT consultants. We have worked with them since we opened the new building and feel that we should continue to do so for the next two years. Director Wittmann advised that she negotiated a couple of new features for the next two years, such as training on the email and documents servers for new employees and classroom training for all staff. The hourly rate is going down and we will be getting more hours. We also get a bit of a discount if we accept the two year contract. A motion was made by Trustee Sticha, Seconded by Trustee Ross, TO APPROVE THE PNH SERVICES AND CONTRACT FOR COMPUTER SERVICES FOR TWO YEARS. A roll call vote was taken and the results were as follows: AYES Magnuson, Rothbart, Sticha, Magnelli, Ross, Ringelstein, Braun. NAYS None. ABSENT None. The motion carried unanimously.
 
PNH Email Support Agreement—
PNH also manages our Email Support system, and that contract is also due for renewal. There are no changes to the terms of this contract, and Director Wittmann has asked that the Board vote to extend it. A motion was made by Trustee Ross, Seconded by Trustee Sticha, TO APPROVE THE PNH EMAIL SUPPORT AGREEMENT FOR TWO YEARS. A roll call vote was taken and the results were as follows: AYES Magnuson, Rothbart, Sticha, Magnelli, Ross, Ringelstein, Braun. NAYS None. ABSENT None. The motion carried unanimously.
 
Appoint Trustees to Audit Secretary’s Records— 
Trustee Sticha and Trustee Ringelstein were appointed to audit the Secretary’s Records. This must be completed for the Illinois Public Library Annual Report. 
 
Appoint Budget Committee—
Director Wittmann suggested that the budget committee meeting be held on the same evening as the regular meeting with the opportunity for the whole Board to be present, as it was last year, noting that otherwise the budget committee’s report is repeated over again at the regular meeting. She acknowledged that this was a practice suggested by Trustee Rothbart under Director Stoch and it has worked well. The Board agreed to appoint a Committee of the Whole for the Budget Committee and to hold the Budget Committee Meeting at 6:30 P.M. followed by the regular July 19th Board meeting at 7:30 P.M. 
 
Six Month Raises— 
Trustee Magnuson moved, seconded by Trustee Ringelstein, THAT FRANXINE BAUTISTA’S HOURLY RATE BE INCREASED FROM $10.00 TO $10.20 EFFECTIVE JULY 1, 2018. A voice vote was taken and the motion carried.
 
Personnel Changes— 
There were no personnel changes. 
 
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; January 20, February 17, and December 15, 2011; and January 19, 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, 2016, January 21, 2016, May 19, 2016, July 21, 2016, October 20, 2016, November 17, 2016, December 15, 2016 (1), December 15, 2016 (2), March 16, 2017, December 21, 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 of a specific employee and/or pending litigation 5ILCS 120.2 (C) (1). The Board reviewed and it was recommended that the minutes of the closed session on December 21, 2017 be opened. 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. 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 Ross moved, seconded by Trustee Sticha, TO KEEP THE CLOSED SESSIONS CLOSED AND TO OPEN THE CLOSED SESSION 5ILCS 120.2 (C) (1) DECEMBER 21, 2017, DIRECTOR WITTMANN’S ANNUAL REVIEW. A voice vote was taken and the motion carried unanimously.
 
Any Other Business—
None
 
FRIENDS OF THE LIBRARY UPDATES
Trustee Ringelstein advised they had a bag sale, they made $370.00 and it went really well. They are paying $400 for Carolyn’s maker space programs. They will not be partaking in the Island in the City festival this year. The October book sale will be co-chaired by herself and Patty Mann on Oct 4th through the 6th. They are talking about a Friends branded library card. The library cards were discussed but they want to see artwork from Chris Clark before they make any decisions. 
 
LIBRARY DIRECTOR’S REPORT 
The in service day will be July 20th not June 20th as reported. The Maker Fair went really well. The preliminary report from the county and we are getting more that last year and we are working on the budget. 
 
COMMUNICATIONS
FOIA request from Allstate Insurance Adjuster requesting a video file from parking lot camera from Jun 8, 2018, around 4 p.m., for an accident that occurred while two cars were backing up. FOIA request from Mary Nee requesting a flash drive with the video footage of the accident that happened in the parking lot on June 8, 2018. 
 
ANNOUNCEMENTS
Trustee Magnelli would like to see a change to the pie charts on the Kids World report, something more readable, and to include the number of participants at the kids programs. 
 
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.