A Meeting of the Eisenhower Public Library District Board of Trustees Building and Grounds Committee June 16, 2016
CALL TO ORDER
Trustee Sticha, committee chair, called the meeting to order at 7:03 P.M.
Present: Sticha, Magnelli, Rothbart, Braun, Ringelstein, Magnuson, Ross.
Also Present: Wittmann and Bacarella.
Building and Grounds
Trustee Sticha would like the grounds to look better. He feels we need someone to plan and cultivate the landscaping. He thinks we should put some money aside to do professional landscaping. He thinks we need a plan for the outside of the building and he would like to take the burden off of Director Wittmann. Trustee Magnuson feels that a professional landscaper can choose the right plants to put outside especially around the flag pole. Everything seems to die in that area. Trustee Sticha would like to put it out to bid for landscaping for next year. Trustee Magnelli knows someone who can prepare a plan at a reasonable cost for the landscaping. Trustee Rothbart mentioned that Pesche’s can design and plan. She advised that they can help us plan something. Trustee Magnuson mentioned that Lurveys is a really good nursery also. We will need to find a landscape architect and a company to install and then provide maintenance. We have the Garden Club that plant around the building also. Last year Director Wittmann and Peggy Tomzik planted some flowers. Director Wittmann feels we need to take the bushes out. Trustee Ross thinks we should look for something else to melt ice because the salt kills the grass around the sidewalks. Trustee Sticha would like to reach out to landscaping companies to see what they can do and if it is over $20,000 we will have to put it out to bid. Trustee Rothbart feels we need some flowering shrubs. We can send a RFP to companies we want to get bids from and we will have to publish it. We may need a RFQ for the landscaping architects and a RFP for landscapers. Director Wittmann will reach out to her Director group and the lawyers for a sample RFQ.
A motion was made by Trustee Sticha seconded by Trustee Ross to adjourn.
The Committee Meeting was adjourned at 7:24 P.M.
The Regular Meeting of the Eisenhower Public Library District Board of Trustees June 16, 2016
Trustee Braun called the meeting to order at 7:30 P.M.
Present: Sticha, Magnelli, Magnuson, Rothbart, Braun, Ross, Ringelstein.
Also Present: Wittmann, Bacarella, Tomzik, McPhillips, Sciaccotta (7:33 P.M.), V. Bitters, Lewis, J. Pathmann, Dr. O’Malley, R. Huspen, R. Huspen, P. Brondo, S. Radisavljevic.
RECOGNITION OF VISITORS
APPROVAL OF MINUTES
Trustee Magnelli moved, seconded by Trustee Ross, THAT THE MINUTES OF THE REGULAR MEETING HELD MAY 19, 2016 BE APPROVED. A voice vote was taken and the motion carried. Trustee Sticha moved, seconded by Trustee Magnelli, THAT THE MINUTES OF THE SPECIAL MEETING HELD MAY 26, 2016 BE APPROVED. A voice vote was taken and the motion carried.
Director Wittmann reported that we have received the draft Agency Tax Rate Report for tax year 2015. Director Wittmann advised that we are on target and a little under budget.
APPROVAL OF CURRENT BILLS
Trustee Magnuson moved, seconded by Trustee Sticha, THAT REGULAR PARKWAY CHECKS 23703 THROUGH 23781 TOTALING $134,034.78 FOR THE MONTH OF JUNE; MANUAL PAYMENTS TOTALING $17,414.66 FOR THE MONTH OF MAY; CHECKS 23644, 23699, 23684 VOID; PETTY CASH CHECK 4963 IN THE AMOUNT OF $10.00 FOR THE MONTH OF MAY; MAY NET WAGES TOTALING $98,754.43; MAY PAYROLL TAXES IN THE AMOUNT OF $40,663.64; AND MAY IMRF GOV ONE DEBIT IN THE AMOUNT OF $17,261.18. A voice vote was taken and the motion carried.
The Building and Grounds Committee met tonight at 7:00 P.M. The committee discussed a landscaping plan and would like to do a RFQ for a landscape architect and RFP for landscapers.
Appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body and pending litigation—
Present Plaque to Ronald Huspen—
Trustee Braun presented a plaque to Mr. Huspen for his work on the 2003 Referendum committee.
Security and Maintenance Manager, Anthony Sciaccotta showed Mr. Huspen the plaque that was installed on the book rack.
Presentation from Dr. O’Malley Superintendent of School District 80—
Dr. O’Malley introduced himself. He said the presentation is about being sensitive to the taxpayers. Dr. O’Malley is looking for additional funding to sustain full day Kindergarten, and “signature” programs such as instrumental music and world language. He went over the master timeline and the ongoing community presentation. If you are a registered voter and have a child that attends a District 80 school a letter was sent out with the three different options. A mail survey is also going out. There will be a meeting Thursday, July 7. They are going to decide the question at that meeting. The ballot question should be chosen in August. Dr. O’Malley went over the signature program facts. There are some problems in the operating funds and something needs to be done. Currently there is no cost for Kindergarten. Full day kindergarten, special programs, extra curriculum activities, etc are being cut. He went over the potential investments for Fiscal Year 2017-2018. Signature program district finances comparison 3.4540 compared to Norridge 2.3713. He advised that they are not going for a bond referendum they are going for a lending referendum. The buildings are aging. The pipes and floors are deteriorating at J. Giles and John V. Leigh elementary school. There are some security issues. They are looking at an area where a school can be built on one site. They have not committed to any direction as of yet. They are waiting for the polls to come in. Trustee Ringelstein wants to know the feedback they are getting and the realistic negatives. So far the open forums have been extremely positive per Dr. O’Malley.
The Suspension of Library Services for a Non Resident Patron—
An individual has been making very serious prank calls to the library. The individual was arrested and is being charged with a class 4 felony. The individual is in jail and is entitled to an appeal. The police have advised that he is barred from the Library. Trustee Sticha, seconded by Trustee Ross, TO RECOMMEND A THE SUSPENION OF LIBRARY SERVICES AND BAN OF JOSEPH VINCENT FOR LIFE FROM THE EISENHOWER PUBLIC LIBRARY DISTRICT. A roll call vote was taken and the results were as Follows: AYES: Magnuson, Rothbart, Ross, Sticha, Magnelli, Ringelstein, Braun. NAYS: None. ABSENT: None.
Approval of Contractors—
On June 9th the bids for everything except the mechanical were opened for the teen space. The mechanical bids were opened on June 15. Director Wittmann would like the Board to approve the contractors recommended by our Construction Manager Justin Pathmann. The lowest bids with the Makerspace Alternate would be: Hy-Power Electric for Electrical, Mark Industries for Glass/Glazing, Leopardo Companies, Inc. for paint, demo and carpentry, Commercial Carpet Consultants for flooring, and Heartland Custom Cabinetry for cabinetry. The lowest bids without the Makerspace are the same except Lakeshore Glass was lower than Mark Industries for the glazing. The lowest for Mechanical was Martin Enterprises. Director Wittmann recommends the Board approve the Makerspace Alternate. The construction is going to start in mid July and hopefully should be finished in mid October. Director Wittmann advised that we are going to get a knitting machine for the Makerspace. Dan showed a solar house and a solar light box the kids in the PNG program kids are building. These are things that can be done in the makerspace. Trustee Sticha moved, seconded by Trustee Magnelli, TO APPROVE THE MAKERSPACE ALTERNATE RENOVATION AND ACCEPT HY-POWER ELECTRIC FOR ELECTRICAL, MARK INDUSTRIES FOR GLAZING; LEOPARDO CONSTRUCTION FOR PAINT, DEMO, AND CARPENTRY; COMMERCIAL CARPET CONSULTANTS FOR FLOORING; HEARTLAND CUSTOM CABINETRY FOR CABINETRY/MILLWORK; LIBRARY FURNITURE INTERNATIONAL FOR WORKSTATIONS AND SHELVING; AGATI FOR TABLES AND CHAIRS; KI FOR LOUNGE CHAIR; TO BE LET FOR ONLINE RUG ORDER; INTERIOR INVESTMENTS FOR STOOLS, OTTOMANS, AND GLASSBOARDS; FORWARD SPACE FOR CHAIRS; USA FIRE PROTECTION FOR FIRE PROTECTION; MARTIN ENTERPRISES FOR MECHANICAL; AND TO BE LET FOR GENERAL CONDITIONS ALLOWANCE. A roll call vote was taken and the results were as follows: AYES Rothbart, Sticha, Magnelli, Magnuson, Ross, Ringelstein, Braun. NAYS None. ABSENT None. The motion carried. Justin Pathmann left at 8:10 P.M.
Fannies’ Concession Agreement—
It is time to renew the concessionary agreement with Fannie’s. They would like to renew the agreement with the same terms for another 3 years. Director Wittmann would like the Board vote to approve the renewal. Trustee Sticha moved, seconded by Trustee Magnuson, TO APPROVE FANNIE’S CONCESSION AGREEMENT FROM JULY 16, 2016 THROUGH JULY 15, 2019. A roll call vote was taken and the results were as follows: AYES Rothbart, Sticha, Magnelli, Magnuson, Ross, Ringelstein, Braun. NAYS None. ABSENT None. The motion carried.
Resolution 2016—1, “Resolution Adopting Prevailing Wage Standards”—
Trustee Sticha moved, seconded by Trustee Ross, TO APPROVE RESOLUTION 2016-1 “RESOLUTION ADOPTING PREVAILING WAGE STANDARDS”. A roll call vote was taken and the results were as follows: AYES Rothbart, Sticha, Magnelli, Magnuson, Ross, Ringelstein, Braun. NAYS None. ABSENT None. The motion carried.
Ordinance 2016—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 .668 per hundred dollars of assessed valuation as calculated by the tax bill method. 75 ILCS 16/30-55.60. Trustee Sticha moved, seconded by Trustee Magnuson, TO APPROVE ORDINANCE 2016-1 “ANNUAL ORDINANCE AUTHORIZING PUBLIC LIBRARY NON-RESIDENT CARDS”. A roll call vote was taken and the results were as follows: AYES Rothbart, Sticha, Magnelli, Magnuson, Ross, Ringelstein, Braun. NAYS None. ABSENT None. The motion carried.
Appoint Trustees to Audit Secretary’s Records—
Trustee Magnuson and Trustee Braun 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. 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 21st Board meeting at 7:30 P.M.
In Service Day—
Director Wittmann advised that during the special Board meeting on May 26, the Board members who were in attendance expressed a desire to have an in-service day for staff that would focus on receiving training on how to identify and prevent harassment. Director Wittmann is recommending that instead of closing for an in-service day, we ask Tom Melody to do 2 identical sessions, one in the morning and one in the afternoon and have half the staff attend each. Director Wittmann has asked him for pricing and what his schedule looks like in July and August. If for some reason this is not tenable, she will ask the Board to close the Library for one day in either August or September for this training at the July Board meeting. Director Wittmann recommends having two back to back sessions and not closing the library for an in service day. It will be staff continuing education. The Board would like to attend also.
Stefan Kosanovic, Security and Maintenance Assistant resigned. His last day was June 13, 2016. Mary Stevens, Circulation Services Assistant resigned. Her last day will be Wednesday, June 29, 2016. James Mann was promoted from Page to Tech Clerk. He will be starting July 1st.
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, December 17, 2015, January 21, 2016, May 19, 2016. 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. 5ILCS 120.2 (C) (1). The Board reviewed and it was recommended that the minutes of the closed session on December 17, 2015 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). Trustee Ross moved, seconded by Trustee Magnuson, TO KEEP THE CLOSED SESSIONS CLOSED AND TO OPEN THE CLOSED SESSION 5ILCS 120.2 (C) (1) DECEMBER 17, 2015 DIRECTOR WITTMANN’S ANNUAL REVIEW. A voice vote was taken and the motion carried
Any Other Business—
Trustee Rothbart wanted to know who made up the calendar. She advised that the July Board meeting is missing from the calendar.
LIBRARY DIRECTOR’S REPORT
Head of Reference, Dan McPhillips advised that we are replacing Zinio with Flipster. Staff is testing Flipster now.
Trustee Braun was excited to see Tutor.com. It is a live online tutor service. Tiffany Lewis advised that our tutoring hours will be between 3 P.M. to 10 P.M. every day.
Trustee Rothbart commented that 103 Mysteries were pulled. Julie Stam is weeding the collection and advised that the weeded items were really old.
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 8:34 P.M.