August 17, 2023 Board of Trustees Meeting Minutes

The Regular Meeting of the Eisenhower Public Library District Board of Trustees August 17, 2023.

CALL TO ORDER

Vice President Magnelli called the meeting to order at 7:40 P.M.

ROLL CALL

Present: Magnelli, Magnuson, Parent, Krebs, Ringelstein, Ross, Braun.
Absent:
Also Present: Wittmann, Bacarella, McPhillips, Stam, Sciaccotta, V. Bitters.

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 Krebs, THAT THE MINUTES OF THE BUDGET COMMITTEE MEETING HELD JULY 20, 2023 BE APPROVED. A voice vote was taken and the motion carried. Trustee Ross moved, seconded by Trustee Krebs, THAT THE MINUTES OF THE REGULAR MEETING HELD JULY 20, 2023 BE APPROVED. A voice vote was taken and the motion carried.

FINANCIAL REPORT

Director Wittmann advised that we are looking good and that she is still waiting for the extension from the County. We are still waiting for the tax money. We received $17,000 un PPRT and $18,000 in interest.

APPROVAL OF CURRENT BILLS

Trustee Magnelli moved, seconded by Trustee Magnuson, THAT REGULAR PARKWAY CHECKS 30303 THROUGH 30375 TOTALING $114,858.59 FOR THE MONTH OF AUGUST; MANUAL CHECK 30302 IN THE AMOUNT OF $39.94 FOR THE MONTH OF JULY; MANUAL PAYMENTS TOTALING $11,739.89 FOR THE MONTH OF JULY; JULY NET WAGES TOTALING $112,571.43; JULY PAYROLL TAXES IN THE AMOUNT OF $47,875.75 AND JULY IMRF GOV ONE DEBIT IN THE AMOUNT OF $29,095.48. A Roll Call Vote on the Motion was taken and the results were as follows: AYES Magnelli, Ross, Ringelstein, Magnuson, Parent, Krebs, Braun. NAYS None. ABSENT None. The motion carried.

COMMITTEE REPORTS

Director Wittmann advised that she appreciated the board agreeing to put off the committee meetings until next month. The Decennial Committee meeting will take place at 6:30 P.M. followed by the Island Within a City Committee meeting at 7:00 P.M.

UNFINISHED BUSINESS

Review and Approval of Tentative Budget and Appropriations——
The Tentative Budget and Appropriations was presented to the Board. The Tentative Budget will be posted in the Library from August 18, 2023 to September 21, 2023. A Public Hearing on the Tentative Budget will be held and is scheduled for September 21, 2023 at 7:30 P.M. and the Board meeting will begin at 7:45 P.M. The agenda will be posted 48 hours before the meetings. Trustee Parent moved, seconded by Trustee Krebs, TO APPROVE THE TENTATIVE BUDGET AND APPROPRIATIONS. A Roll Call Vote on the Motion was taken and the results were as follows: AYES Magnelli, Ross, Ringelstein, Magnuson, Parent, Krebs, Braun. NAYS None. ABSENT None. The motion carried.

Revised Working Budget——
Director Wittmann advised that she added the grants to the working budget as recommended by Jamie Rachlin. She made the category “Grants” on the budget. Another change she made was for travel. She increased the amount from $3,000 to $5,000 due to some reimbursements for ALA that came in. Trustee Magnuson moved, seconded by Trustee Ross, TO APPROVE THE REVISED WORKING BUDGET. A Roll Call Vote on the Motion was taken and the results were as follows: AYES Magnelli, Ross, Ringelstein, Magnuson, Parent, Krebs, Braun. NAYS None. ABSENT None. The motion carried.

Disposal of Surplus Library Personal Property Policy——
Director Wittmann reported that the attorney advised that the policy doesn’t directly pertain to a Trustee’s family but it could be called into question. He also advised that any staff members that have any ability to advise the board should not be permitted to bid or purchase any property as well as their families. She added to the policy that the Management Team cannot bid or purchase surplus library personal property. Trustee Krebs moved, seconded by Trustee Parent, TO APPPROVE THE REVISED DISPOSAL OF SURPLUS LIBRARY PERSONAL PROPERTY POLICY. A Roll Call Vote on the Motion was taken and the results were as follows: AYES Magnelli, Ross, Ringelstein, Magnuson, Parent, Krebs, Braun. NAYS None. ABSENT None. The motion carried.

NEW BUSINESS

FY22 23 Illinois Public Library Annual Report—This Annual Report is for the 2022– 2023 fiscal year and will be filed in electronic form by the required filing deadline of September 1—
Trustee Magnelli moved, seconded by Trustee Ross, TO ACCEPT THE ILLINOIS PUBLIC LIBRARY ANNUAL REPORT FOR EISENHOWER PUBLIC LIBRARY DISTRICT, COOK COUNTY, ILLINOIS, FOR THE FISCAL YEAR BEGINNING JULY 1, 2022 AND ENDING JUNE 30, 2023; CERTIFY ITS ESSENTIAL ACCURACY AND TRANSMIT THE IPLAR TO THE ILLINOIS STATE LIBRARY IN ACCORDANCE WITH 75 ILCS 16/30-65. A Roll Call Vote on the Motion was taken and the results were as follows: AYES Magnelli, Ross, Ringelstein, Magnuson, Parent, Krebs, Braun. NAYS None. ABSENT None. The motion carried.

Close Library from 9 A.M. to 5 P.M. on Monday, August 21 for Water Shutoff Plumbing Maintenance—
Tony Sciaccotta reported that the domestic waterline that comes in from Wilson for the fire pumps is a 3-inch galvanized pipe that should have been brass. The pipe is leaking and it has to be replaced with a brass pipe before it goes. The water has to be shut off for the repair. He is optimistic that the work should be done before 5 P.M. Some staff will be working from home. Trustee Magnelli moved, seconded by Trustee Magnuson, TO APPROVE CLOSING THE LIBRARY FROM 9 A.M. TO 5 P.M. ON MONDAY, AUGUST 21 FOR WATER SHUTOFF PLUMBING MAINTENANCE. A Roll Call Vote on the Motion was taken and the results were as follows: AYES Magnelli, Ross, Ringelstein, Magnuson, Parent, Krebs, Braun. NAYS None. ABSENT None. The motion carried.

Phone System Upgrade— Framework IT, Rival 5 Communications, Heritage Technology Solutions—
Director Wittmann advised that Brandon put together a summary for the Board. She recommended Framework IT. They were the least expensive of all the proposals and they had all the things that we wanted. We can integrate safety related things with their system. We are going to fiber to support this system. Trustee Parent pointed out that Paul Haertel’s name was on as the proposal. Director Wittmann advised that it was probably on the proposal because he had worked with this company with other clients, she will have that changed to her name. Trustee Ross moved, seconded by Trustee Parent, TO APPROVE THE FRAMEWORK IT PHONE SYSTEM UPGRADE PROPOSAL. A Roll Call Vote on the Motion was taken and the results were as follows: AYES Magnelli, Ross, Ringelstein, Magnuson, Parent, Krebs, Braun. NAYS None. ABSENT None. The motion carried.

Air Cooled Chiller Coil Replacement—The Hill Group, Anchor Mechanical Incorporated—
Tony Sciaccotta advised that one of the coils on the chiller has a leak in it and it is non-repairable. They need a crane to get up on roof to fix it. The proposal does not include freon. That should cost around $2,000. The vibration possibly caused the leak. Director Wittmann and Tony recommended The Hill Group proposal which was the lowest proposal and they already service our chiller. Trustee Krebs moved, seconded by Trustee Ringelstein, TO APPROVE THE HILL GROUP CHILLER COIL REPLACMENT PROPOSAL. A Roll Call Vote on the Motion was taken and the results were as follows: AYES Magnelli, Ross, Ringelstein, Magnuson, Parent, Krebs, Braun. NAYS None. ABSENT None. The motion carried.

Revised Intergovernmental Agreement with The Library Insurance Management and Risk Control Combination (“LIMRICC”)—
Trustee Parent moved, seconded by Trustee Magnuson, TO APPROVE THE REVISED INTERGOVERNMENTAL AGREEMENT WITH THE LIBRARY INSURANCE MANAGEMENT AND RISK CONTROL COMBINATION (“LIMRICC”). A Roll Call Vote on the Motion was taken and the results were as follows: AYES Magnelli, Ross, Ringelstein, Magnuson, Parent, Krebs, Braun. NAYS None. ABSENT None. The motion carried.

RESOLUTION 2023-2 “Resolution Providing an Administrative Update to the Intergovernmental Agreement with The Library Insurance Management and Risk Control Combination (“LIMRICC”)”—
Trustee Krebs moved, seconded by Trustee Ross, TO ADOPT ORDINANCE 2023-2, “RESOLUTION PROVIDING AN ADMINISTRATIVE UPDATE TO THE INTERGOVERNMENTAL AGREEMENT WITH THE LIBRARY INSURANCE MANAGEMENT AND RISK CONTROL COMBINATION (“LIMRICC”)” A roll call vote was taken and the results were as follows: AYES Magnelli, Ross, Ringelstein, Magnuson, Parent, Krebs, Braun. NAYS None. ABSENT None. The motion carried.

RESOLUTION 2023-3 “Resolution Providing a Substantive Update to the Intergovernmental Agreement with The Library Insurance Management and Risk Control Combination (“LIMRICC”)”—
Trustee Ringelstein moved, seconded by Trustee Magnuson, TO ADOPT ORDINANCE 2023-3, “RESOLUTION PROVIDING A SUBSTANTIVE UPDATE TO THE INTERGOVERNMENTAL AGREEMENT WITH THE LIBRARY INSURANCE MANAGEMENT AND RISK CONTROL COMBINATION (“LIMRICC”)” A roll call vote was taken and the results were as follows: AYES Magnelli, Ross, Ringelstein, Magnuson, Parent, Krebs, Braun. NAYS None. ABSENT None. The motion carried.

Personnel Changes—
Megan Pecaro was hired as a part-time Circulation Services Clerk. Her first day will be August 28, 2023.

Any Other Business—
There was no report.

FRIENDS OF THE LIBRARY UPDATE

Julie Stam reported that the Friends have legally been dissolved. Carol came in and wrote the Library a check in the amount of $1,841.70. She then closed their bank account. At their last meeting they suggested we buy gold bookmarks with that money for the 50th anniversary. Their final meeting will take place Wed, Sep 20, 2023 at 6 P.M. it will be a social gathering with a potluck. All of the Trustees are invited.

LIBRARY DIRECTOR’S REPORT
Director Wittmann’s Librarian report was discussed as items occurred on the agenda. She reported that Dixie, the Social Worker intern, is going really well. She is shadowing Julie to all of her external meetings and at the Reference desk. She is going to talk to the Social Worker at Oak Park Public library. She wants to do a community assessment survey. She is going to get together with the social workers with the schools. She already helped a patron put together a resume.

Director Wittmann advised that she wrote another suspension letter for a person who stole a patron’s bicycle.

Director Wittmann reported that they received really good feedback regarding the Summer Reading program. Molly did a really great job on the pop-up shop in the Library.

Director Wittmann advised that the Norridge anniversary parade will take place on Sunday, August 26. Trustee Parent, Trustee Braun, and Trustee Krebs will attend along with Director Wittmann, Dan McPhillips, Tiffany Lewis, and Julie Stam. Stacy will bring the book bike to the parade. They should all meet at 10:15 A.M.

COMMUNICATIONS

No report.

ANNOUNCEMENTS

On July 30, 2023 we received our FY2023 Per Capita Grant funds in the amount of $35,931.00. We have until December 31, 2024 to expend the funds.

ADJOURNMENT

Trustee Ross moved, seconded by Trustee Parent, THAT THE MEETING BE ADJOURNED. A voice vote was taken and the motion carried. The meeting was adjourned at 8:34 P.M.