May 2018 Board Meeting Minutes

The Regular Meeting of the Eisenhower Public Library District Board of Trustees May 17, 2018
 
CALL TO ORDER
 
President Braun called the meeting to order at 7:32 P.M.
 
ROLL CALL
 
Present: Sticha, Magnelli, Braun, Rothbart, Ross, Ringelstein, Magnuson. 
Absent: None
Also Present: Wittmann, Bacarella, Sciaccotta, Stam, Clark, Tomzik, McPhillips.
 
RECOGNITION OF VISITORS
 
No visitors were present.
 
PUBLIC COMMENT
 
There was no comments from the public.
 
APPROVAL OF MINUTES
 
Trustee Ross moved, seconded by Trustee Sticha THAT THE MINUTES OF THE BUILDING AND COMMITTEE MEETING HELD APRIL 18, 2018 BE APPROVED.  A voice vote was taken and the motion carried. Trustee Magnelli moved, seconded by Trustee Sticha THAT THE MINUTES OF THE REGULAR MEETING HELD APRIL 18, 2018 BE APPROVED.  A voice vote was taken and the motion carried. Trustee Ross moved, seconded by Trustee Magnuson THAT THE MINUTES OF THE SPECIAL BOARD MEETING HELD MAY 1, 2018 BE APPROVED.  A voice vote was taken and the motion carried.
 
FINANCIAL REPORT
 
Director Wittmann advised that the budget is on target Trustee Rothbart asked about what was spent out of Library Equipment. 
 
APPROVAL OF CURRENT BILLS & GENERAL OBLIGATION LIMITED TAX DEBT CERTIFICATE PAYMENTS
 
Trustee Sticha wanted to know who Tom Bacon was, a check was written out to him in the amount of $50.00. He is having comic book day program for young adults. Trustee Rothbart wanted to know why there are multiple checks for a single vendor. A few vendors we have to write separate checks for because they are due at different times and a few are for the same vendor but for different services. Nationwide retirement solution’s checks have to be all written separately. It is an employee payroll deduction and needs to be paid to Nationwide after each payroll. Trustee Magnuson moved, seconded by Trustee Sticha, THAT REGULAR PARKWAY CHECKS  25584 THROUGH 25684 TOTALING $215,764.06 FOR THE MONTH OF MAY; MANUAL CHECKS 25581 THROUGH 25583 TOTALING $1,452.42 FOR THE MONTH OF APRIL; MANUAL PAYMENTS TOTALLING $20,407.66 FOR THE MONTH OF APRIL; PETTY CASH CHECK 4991 IN THE AMOUNT OF $114.60 FOR THE MONTH OF APRIL; 24907, 25000, 25196, 25323, 25501, 25530, AND 25588 VOID; APRIL NET WAGES TOTALING $100,523.33; APRIL PAYROLL TAXES IN THE AMOUNT OF $41,113.75; AND APRIL IMRF GOV ONE DEBIT IN THE AMOUNT OF $18,041.46;  AND GENERAL OBLIGATION LIMITED TAX DEBT CERTIFICATES – SERIES 2013 IN THE AMOUNT OF $445,250.00 AND SERIES 2007B IN THE AMOUNT OF $17,187.50, AND SERIES 2016 IN THE AMOUNT OF $126,136.00.  A voice vote was taken and the motion carried.
 
COMMITTEE REPORTS
 
Building and Grounds Committee Meeting—
The Building and Grounds Committee met at 7:00 P.M. 
 
UNFINISHED BUSINESS
 
ILLINET/OCLC Services Renewal Agreement—ILLINET/OCLC Services provides group pricing for cataloging and resource sharing for all Illinois libraries as negotiated with OCLC by the Illinois State Library.  Director Wittmann advised that this service allows the library to add our holdings to the ILLINET/OCLC database which makes them discoverable to Libraries throughout the country, to request items for Interlibrary Loan from Libraries outside of SWAN, and to draw from the information contained in the database for our own records.  This member renewal agreement is for FY2018. Trustee Ross moved, seconded by Trustee Sticha, TO AUTHORIZE DIRECTOR WITTMANN TO EXECUTE A CONTRACT WITH THE ILLINOIS STATE LIBRARY RENEWING THE ILLINET/OCLC SERVICES PROGRAM AGREEMENT FOR FY2018.  A voice vote was taken and the motion carried.
 
NEW BUSINESS
 
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—Closed Session—
A motion was made by Trustee Magnuson, Seconded by Trustee Sticha, TO CONVENE CLOSED (EXECUTIVE) SESSION 5ILCS 120/2 (C) (8) AT 7:39 P.M. TO DISCUSS THE SECUTITY 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.   A roll call vote was taken and the results were as follows: AYES:  Rothbart, Sticha, Magnelli, Ross, Braun, Magnuson, Ringelstein. NAYS: None.  ABSENT: None. The motion carried. A motion was made by Trustee Magnuson, seconded by Trustee Sticha, TO RECONVENE THE REGULAR MEETING AT 8:16 P.M.   A voice vote was taken and the motion carried.
 
Schedule of Board Meeting Dates—
The proposed schedule for 2018-2019 falls on the 3rd Thursday of each month and continues to start at 7:30 P.M. in the Board room at the Library. Trustee Sticha moved, seconded by Trustee Magnuson, TO APPROVE THE SCHEDULE OF BOARD MEETING DATES FOR THE 2018-2019 FISCAL YEAR.  A voice vote was taken and the motion carried.
 
Close Library for Maintenance of Building and Computer Server—
Director Wittmann advised that after discussing the maintenance needs of the building and technology with Tony Sciaccotta and with our IT consultants, John Keehn and Paul Haertel, they have asked to have a closed day during the week in the fall. Tony feels that there are things he would like to accomplish that are better done while patrons are not present. John and Paul also have maintenance they would like to perform on the computers that are more quickly and efficiently accomplished when they don’t have to wait for patrons to vacate computers, and during the week when they can consult with vendors. Director Wittmann would like the Board to approve to close the Library on Friday, November 30. Friday is the best day because we are only open from 9-5 and there is no story time that day. We have time to get it printed in the newsletter. Tony Sciaccotta advised that they are going to work on the chiller, paint, take wallpaper down, change ballasts, and clean vents. While the maintenance is occurring, we will hold a staff in-service day on patron confidentiality. Trustee Sticha moved, seconded by Trustee Magnuson, TO APPROVE CLOSING THE LIBRARY ON FRIDAY, NOVEMBER 30, 2018 FOR MAINTENANCE OF THE BUILDING AND COMPUTER SERVER. A voice vote was taken and the motion carried.
 
Pear Tree Proposals—
We received three proposals to remove the pear tree on Wilson and Oketo. Davis Tree Care, Gray Tree Service, and The Care of Trees, Inc. all submitted proposals. The lowest proposal was from Davis Tree Care in the amount of $400.00. The proposal includes removing the pear tree, grinding the stump and any problematic roots, and hauling away brush and debris off site to be recycled. Director Wittmann would like the Board to vote to approve the proposal from Davis Tree Care. The tree removal will not be scheduled until a decision is made regarding the brickwork, as we would have to have the bricks removed prior to the tree removal, and have the plan in place for the ground to be regraded and the bricks to be replaced shortly after the tree is removed. A motion was made by Trustee Ross, Seconded by Trustee Sticha, TO ACCEPT THE PROPOSAL FROM DAVIS TREE CARE IN THE AMOUNT OF $400.00 FOR THE REMOVAL OF THE PEAR TREE. A voice vote was taken and the motion carried.
 
Reciprocal Borrowing Policy–
Director Wittmann advised that it has come to her attention that we are not in compliance with the RAILS Reciprocal Borrower Policy by circulating our Eisenhower Exclusives collection. Because our Eisenhower Exclusives collection only circulates to residents of Norridge and Harwood Heights, it technically violates this policy. However, we can easily resolve the issue if the Board passes a policy stating that it reserves the right to impose reasonable restrictions on certain collections, since we maintain generous resource sharing policies with the rest of our collections. The Board can vote on it in June. 
 
Personnel Changes— 
Circulation Services Clerk, Pamela Colovos went full time on April 30, 2018. Peggy Tomzik hired Chris Biersdorf as Circulation Services Clerk. His start date will be Monday, May 21, 2018.   
 
Any Other Business –  
No Report. 
 
FRIENDS OF THE LIBRAY UPDATES
 
Trustee Ringelstein advised that the charging cart for Kids World was approved. It holds twelve laptops. Julie Stam advised that they will vote next month on funding Carolyn’s workshop program. Island in the City festival was discussed. The book sale will take place on Oct 4-6. They will discuss the library cards at their June meeting. 
 
LIBRARY DIRECTOR’S REPORT
 
Director Wittmann discussed the May 4th event and the patron letter that was received regarding it. Director Wittmann advised that the Management staff discussed the event. Director Wittmann commented that maybe we built up expectations for the event and did not live up to them. She advised that we will do better next year. 
 
COMMUNICATIONS
 
Thank you note from the Library Staff. The staff thanked the Library Board of Trustees for the Staff Party. Thank you note from Acacia Park Lutheran Church, thanking the Library for the Little Free Library kit.
 
ANNOUNCEMENTS
 
No Report.
 
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 8:41 P.M.