March 2018 Board Meeting Minutes

The Regular Meeting of the Eisenhower Public Library District Board of Trustees March 15, 2018
 
Trustee Braun called the meeting to order at 7:35 P.M.
 
ROLL CALL
Present: Magnelli, Braun, Rothbart, Magnuson (7:39 P.M.), Ross, Ringelstein.
Absent: Sticha.
Also Present: Wittmann, Bacarella, Stam, Lewis, V. Bitters, Blubaugh, McPhillips, Tomzik, Sciaccotta, Clark.
 
RECOGNITIONS OF VISITORS
No visitors were present. 
 
PUBLIC COMMENT
No public comment. 
 
APPROVAL OF MINUTES
Trustee Ross moved, seconded by Trustee Rothbart, THAT THE MINUTES OF THE REGULAR MEETING HELD FEBRUARY 15, 2018 BE APPROVED. A voice vote was taken and the motion carried.
 
Financial Report—
Director Wittmann advised that we are on target with our spending and slightly under spent. The tax money is coming in. The legal fees are a little high because we had to pay Chapman for the Emma filing. The news letter varies per cycle. The amount printed is based on population. 5000 are printed for in house, and the rest for the public. About 30,000 are printed. 
 
APPROVAL OF CURRENT BILLS 
Trustee Ross moved, seconded by Trustee Rothbart, THAT REGULAR PARKWAY CHECKS 25430 THROUGH 25510 TOTALING $73,005.35 FOR THE MONTH OF MARCH; MANUAL CHECK 4990 IN THE AMOUNT OF $100.00 FOR THE MONTH OF MARCH; MANUAL PAYMENTS TOTALING $13,721.08 FOR THE MONTH OF FEBRUARY; PETTY CASH CHECK 4989 IN THE AMOUNT OF $200.00 FOR THE MONTH OF FEBRUARY; CHECKS 25376, 25029, AND 25082 VOID; FEBRUARY NET WAGES TOTALING $100,761.98; FEBRUARY PAYROLL TAXES IN THE AMOUNT OF $41,140.47; AND FEBRUARY IMRF GOV ONE DEBIT IN THE AMOUNT OF $18,701.40.  A voice vote was taken and the motion carried.
 
COMMITTEE REPORTS
There were no Committee Reports.
 
UNFINISHED BUSINESS
 
Appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body-Closed Session
No Report. 
 
A motion was made by Trustee Rothbart and, seconded by Trustee Ross, TO RECONVENE THE REGULAR MEETING AT 8:27 P.M.   A voice vote was taken and the motion carried.
 
Landscaping Proposals—Rosario Gambino & Son Landscaping, Victor F. Landscaping Inc., and McLoughlin Landscaping. 
Director Wittmann advised the Board that we have received additional landscaping proposals for regular maintenance of the Library grounds. She does not think it is necessary for the Board to approve a proposal at this time; she would like to hold off until we have issued the RFP. The RFP will be ready for review next month.
 
NEW BUSINESS
 
Bylaws Review Part 1—
Director Wittmann and Ellen Bacarella went over the current bylaws and a few recommendations were made. A few typos were fixed.  Under 2.1 Conflicts of Interest, the 31.0 Policy for Reimbursement of Travel was added. Under 2.5 Officers, the Government Crime policy was added and the bond was taken out. Under 2.6 Board Meetings there were a few small changes. The order of business was changed. The financial report was moved and the Friends of the Library updates was added. Under #10 recordings and the people who have access to the recordings was changed. Under 2.61 Electron Attendance at meetings anything with telephone was replaced with electronic and electronic conferencing. Under 2.7 Library Director, there were a few minor changes. Added was the Board shall evaluate the Director’s performance at least annually.  2.11 Unofficial Recording of Public Library board Meetings was added to the bylaws. Language regarding the Board President acting as an ex officio voting member on any committee was standardized throughout the document. Trustee Rothbart asked about people who want to address the Board with a written statement providing a copy of the statement to the Board. Director Wittmann said she would consult with the attorney to see if this was permissible according to statute. 
 
Wilson Construction Discussion—
Per the February 22nd Village of Harwood Heights meeting minutes there was to be a preconstruction meeting at IDOT on March 8 regarding the construction project.  Tony Sciaccotta is going to get in touch with George from Public Works to see if there was an update on a timeline. He received word that the construction should start around the first week of April with concrete and curb work. The Management Team and Director Wittmann have been discussing strategies for dealing with the impending construction on Wilson and Oketo. We have been brainstorming options for traffic flow in and out of the parking lot, alternate parking options, how to deal with the drive up book drop during this time, the possibility of creating a separate entrance, adding bike racks, and other considerations.  We have been told that the street should remain open throughout construction. Staff will be able to park in Carstens on the weekends and the parking lot by the theatre during the week. 
 
 
Personnel Changes— 
Michael Krueger and Greg Haertel were hired as Building and Security Services Assistants.  Greg started on February 16, 2018.  Michael started on February 19, 2018. Reference Services Librarian, Melissa Lambrecht will be retiring effective February 28, 2018; however, she will still be working a few days a week in Answers. Reference Technology Clerk, Sarah Udzielak resigned. Her last day was March 9, 2018. Children’s Technology Clerk, Ewelina Roman resigned. Her last day will be April 4, 2018.
 
 
Any Other Business— 
Trustee Rothbart had a question about the book club being on the calendar. Chris Clark advised that Reference Librarian, Melissa Lambrecht wanted it added to the calendar because she was concerned about recent lower enrollment and patrons were wondering why it wasn’t on the calendar. 
 
Friends of the Library Updates—
They voted to sponsor the Oscar Party. They will vote on purchasing a camera for the workshop. They are looking for a sponsorship for the side walk chalk art contest.
 
LIBRARY DIRECTOR’S REPORT  
Another patron was banned from the library. Director Wittmann is in the process of writing the RFP for the plantings. Director Wittmann is having a meeting with Anne Roberts on Monday to discuss the landscaping. Trustee Rothbart advised that she would like peonies planted. Trustee Rothbart pointed out that the circulation went down from last year. Director Wittmann is not concerned about the decrease in circulation. Director Wittmann stated that the library is still very busy and at times you can’t find a spot in the parking lot. The Eisenhower Exclusives fly off the shelf. She advised that we are meeting our mission and fulfilling our strategic directions.  Director Wittmann advised that she was grateful to the Board for allowing us to have an after-hours staff party. It was a very nice event and staff were very happy. Staff had pizza, played games, including ping pong and they could roam the library. 
 
COMMUNICATIONS
No report. 
 
ANNOUNCEMENTS
Former Trustee and Board President, Joseph A. Patricelli passed away on February 26, 2018. The wake was on March 1st. The library sent flowers. Reference Librarian, Elias Pera had a baby boy on March 3rd. They named him William. Happy Easter.
 
 
ADJOURNMENT 
Trustee Ross moved, seconded by Trustee Magnuson, THAT THE MEETING BE ADJOURNED. A voice vote was taken and the motion carried. The meeting was adjourned at 8:37 P.M.