October 2018 Board Meeting Minutes

The Regular Meeting of the Eisenhower Public Library District Board of Trustees October 18, 2018
 
President Braun called the meeting to order at 7:30 P.M.
 
ROLL CALL
Present: Magnuson, Sticha, Magnelli, Ross, Ringelstein, Braun.
Absent:    
Also Present: Wittmann, Bacarella, V. Bitters, Lewis, Stam, S. Parent, D. Parent.  
 
RECOGNITION OF VISITORS
Scott Parent thanked the Board for serving. 
 
PUBLIC COMMENT
There were no comments from the public.
 
APPOINTMENT OF TREASURER PRO TEM
Trustee Ross, moved, seconded by Trustee Magnuson, TO APPOINT TRUSTEE MAGNELLI AS TREASURER PRO TEM.  A roll call vote was taken and the results were as follows: AYES Magnuson, Sticha, Magnelli, Ross, Ringelstein, Braun. NAYS None. ABSENT  None.  The motion carried.
 
APPROVAL OF MINUTES
Trustee Sticha moved, seconded by Trustee Ross, THAT THE MINUTES OF THE BUILDING AND GROUNDS COMMITTEE MEETING HELD SEPTEMBER 20, 2018 BE APPROVED.  A voice vote was taken and the motion carried. Trustee Magnuson moved, seconded by Trustee Sticha, THAT THE MINUTES OF THE PUBLIC HEARING HELD SEPTEMBER 20, 2018 BE APPROVED.  A voice vote was taken and the motion carried. Trustee Sticha moved, seconded by Trustee Ross, THAT THE MINUTES OF THE REGULAR MEETING HELD SEPTEMBER 20, 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.  We are at or under what should be spent this time of the year. We should have 25% of our budget spent out and a few items are over but that is to be expected. 
 
APPROVAL OF CURRENT BILLS
There was a plumbing issue. Someone in the first floor women’s washroom stuffed the toilet seat covers in the toilet. This clogged the toilet and we needed to get a plumber out to rot the toilets. Trustee Magnuson moved, seconded by Trustee Sticha, THAT REGULAR PARKWAY CHECKS 26016 THROUGH 26092 TOTALING $109,216.20 FOR THE MONTH OF OCTOBER; MANUAL PAYMENTS TOTALING $13,595.78 FOR THE MONTH OF SEPTEMBER; MANUAL CHECKS 26014 THROUGH 26015 TOTALING $1,252.97 FOR THE MONTH OF SEPTEMBER; SEPTEMBER NET WAGES TOTALING $101,263.23, SEPTEMBER PAYROLL TAXES IN THE AMOUNT OF $40,411.62, AND SEPTEMBER IMRF GOV ONE DEBIT IN THE AMOUNT OF $18,187.24.  A voice vote was taken and the motion carried.
 
COMMITTEE REPORTS
A. Landscaping Update—
The Committee discussed the Landscaping.
 
B. HVAC Update—
The Committee discussed the HVAC. 
 
UNFINISHED BUSINESS
No Report.  
 
NEW BUSINESS
Truth in Taxation— 
Ellen will publish our Truth in Taxation notice this month, which details the amount of the levy we are requesting, and the percentage increase that represents over last year’s extension. Last year’s extension was $4,251,285.73. We are asking for $4,579,965.00. This represents an increase of 7.73129% over last year’s extension. We will publish the notice on November 8th and will hold a Truth in Taxation Public Hearing immediately prior to our November 15th Board meeting.
 
Snowplowing Proposal-Iggy’s—
There was a slight increase in the plowing rate. Trustee Sticha moved, seconded by Trustee Ringelstein, TO APPROVE IGGY’S SNOWPLOWING PROPOSAL. A voice vote was taken and the motion carried.
 
Trustee Vacancy—
Scott Parent has been in contact with at least two Trustees and has indicated his intention to run for the open seat on the board. The Board could speak with him and appoint him now if he is interested (he would still run in the April 2, 2019 election if he wants to stay on the Board). The Board could   interview interested candidates to be appointed until the next election. Director Wittmann advised that she would not recommend keeping the seat open since there is six months until the next election. Director Wittmann recommends the Board appointing someone to former Trustee Rothbart’s open position. The Board also should discuss whom they want to appoint as Treasurer. Director Wittmann recommends the Board appoint a new Trustee and a new Treasurer at the November meeting.  
 
Discussion of a Memorial for Former Trustee Natalie K. Rothbart—
Director Wittmann proposed that the Board approve a resolution to recognize Natalie K. Rothbart’s years of service to the Eisenhower Public Library District, and also that we find a visible, permanent way to honor her contribution. A resolution will be available for the Board to pass at November’s meeting. Some ideas for recognizing her contribution would be to name a portion of the new garden after her. The Board agreed that this would be perfect.  
 
Per Capita Grant FY2019— 
Just a reminder that the Per Capita Grant for FY2019 is coming up. This year the library staff must review and report on progress in meeting Chapter 8, “Public Services: Reference and Reader’s Advisory Services,” of Serving Our Public 3.0: Standards for Illinois Public Libraries, 2014.” The application is due January 15, 2019. All Trustees should review chapters 6-10 of the “Trustee Fact File Third Edition” by the November Board meeting. All Trustees and Staff need to complete free online education focusing on meeting the needs of patrons with challenges or disabilities.  A hand out was put in each Trustee’s board packet and a link to training was sent in an email to all Trustees. 
 
Yearly Raise—
Trustee Sticha moved, seconded by Trustee Ross, THAT MASON GOOD-TURNEY’S HOURLY RATE BE INCREASED FROM $12.12 TO $12.48 AND PETER SCHUSTER’S HOURLY RATE BE INCREASED FROM $12.12 TO $12.48, EFFECTIVE 11/1/18.  A voice vote was taken and the motion carried
 
Personnel Changes— 
Lauren Buckley resigned as Circulation Services Assistant, her last day was November 1, 2018. 
 
ANY OTHER 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 Sticha, Seconded by Trustee Ross, TO CONVENE CLOSED (EXECUTIVE) SESSION 5ILCS 120/2 (C) (8) AT 8:04 P.M. TO DISCUSS 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.   A roll call vote was taken and the results were as follows: AYES:  Sticha, Magnelli, Ross, Braun, Ringelstein, Magnuson (7:39 P.M.). NAYS: None.  ABSENT: None. The motion carried. A motion was made by Trustee Ross, seconded by Trustee Magnuson, TO RECONVENE THE REGULAR MEETING AT 8:27 P.M.  A voice vote was taken and the motion carried.
 
FRIENDS OF THE LIBRARY UPDATES
Trustee Ringelstein did not attend the Friends meeting this month so Julie Stam gave the updates. Julie Stam advised that they need volunteers for the November and December mini sales. Membership is at 78 right now. The annual book sale made over $1,400. The promotional committee wanted bookmarks to promote the Friends. They will budget an amount to give to Lit Works. They formed an audit committee. The Friends ok’d the purchase of a camera for marketing. They went over the Library’s wish list. They are combining the November and December meetings on December 5th. They would like the Board and the managers come to their gathering before the  December 5th meeting. They spoke about former Trustee Rothbart and her contributions to the library. 
 
LIBRARY DIRECTOR’S REPORT  
Director Wittmann’s Librarian report was discussed as items occurred on the agenda.  The author visit went well, there were just under 50 people who were in attendance. Director Wittmann advised that she is looking for a photographer to take pictures at the fireplace photo’s event. She wants to know if anyone has any ideas of a photographer. The date of the fireplace photos is November 25th. All the spots are filled up. We will do the Trustee picture in November. Tony’s office furniture is being delivered tomorrow. Molly and Julie did usability testing on the library’s catalog. Trustee Magnuson advised that it may be time to do a strategic plan. Director Wittmann has done some preliminary investigation.  It can be quite costly to do. Director Wittmann will target to budget for the strategic plan or a strategic plan update next year.  
 
COMMUNICATIONS
Thank you note from Mark and Mary Braun. A FOIA request was received from Smart Procure on October 15, 2018 requesting any and all purchasing records from 2018-06-30 to current.  They requested the following information: 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, vendor ID number, name, address, contact person and their email address.
 
ANNOUNCEMENTS
No announcements. 
 
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 8:49 P.M.