Mon – Thur: 9AM to 9PM | Fri – Sat: 9AM to 5PM | Sun: 1PM to 5PM
4613 N Oketo Ave, Harwood Heights, IL 60706 | 708-867-7828
Mon – Thur: 9AM to 9PM
Fri – Sat: 9AM to 5PM
Sun: 1PM to 5PM
4613 N Oketo Ave
Harwood Heights, IL 60706
708-867-7828

4613 N Oketo Ave, Harwood Heights, IL 60706 708-867-7828

Mon – Thur: 9AM to 9PM | Fri – Sat: 9AM to 5PM | Sun: 1PM to 5PM

March 2016 Board Meeting Minutes

The Regular Meeting of the Eisenhower Public Library District Board of Trustees March 17, 2016.

Trustee Braun called the meeting to order at 7:32 P.M.

ROLL CALL

Present: Magnelli, Braun, Rothbart, Magnuson, Sticha, Ross.
Absent:
Also Present: Wittmann, Bacarella, Stam, V. Bitters, Blubaugh, Lewis, Sciaccotta, B. Ringelstein, D. Pohrte, T. Nash, R. Massarro (7:34 P.M.)

PUBLIC COMMENT

Norridge resident Beth Ringelstein attended the meeting and is interested in serving on the Board. Director Wittmann introduced the Board members to Beth. Beth advised that she has been with the Friends of the Library for two years and is currently the Director. She is in control of the Friends book sale room. Beth’s father grew up in Norridge and she attended J Giles Elementary School and Ridgewood High School. She lives right next door to where she grew up. Beth advised that she volunteers as needed. She coached “Battle of the Books.” Beth advised that she is involved in the mentoring program at Ridgewood High School and she chaired the Kevin Moore benefit. She was a Sunday school superintendant and teacher. Trustee Magnelli asked Beth if she would be available each month to be at the Board meetings. Beth advised that she would be available. Trustee Magnuson asked Beth how she became involved with the Library. She advised that Dawn and Scott Parent helped her get involved with the Friends of the Library. The Board thanked Beth for coming to the meeting.

APPROVAL OF MINUTES

Trustee Ross moved, seconded by Trustee Sticha, THAT THE MINUTES OF THE REGULAR MEETING HELD FEBRUARY 18, 2016 BE APPROVED. A voice vote was taken and the motion carried.

FIANCIAL REPORT

Director Wittmann advised that we are on target with our spending and that the Newsletter budget should be fine. Director Wittmann advised that the tax money is coming in. Director Wittmann advised that since the tax money is being deposited directly into the Parkway Bank account we will need to transfer some of the money into the Illinois Funds Account.Trustee Rothbart asked if Fannie’s paid their lease for February because it was not on the Financial Report. Director Wittmann advised that Fannies pays on time each month and that it may have been coded accidentally to Meeting Room Fees. If it was coded incorrectly we will have the accountants reclassify the payment to Café Room Use.

APPROVAL OF CURRENT BILLS

Trustee Sticha moved, seconded by Trustee Ross, THAT REGULAR PARKWAY CHECKS 23470 THROUGH 23535 TOTALING $80,514.26 FOR THE MONTH OF FEBRUARY; MANUAL CHECK 23469 IN THE AMOUNT OF $280.09 FOR THE MONTH OF FEBRUARY; MANUAL PAYMENTS TOTALING $16,343.59 FOR THE MONTH OF FEBRUARY; PETTY CASH CHECK 4958 IN THE AMOUNT OF $43.05 FOR THE MONTH OF FEBRUARY; FEBRUARY NET WAGES TOTALING $95,827.82; FEBRUARY PAYROLL TAXES IN THE AMOUNT OF $39,389.47; AND FEBRUARY IMRF GOV ONE DEBIT IN THE AMOUNT OF $16,924.66. A voice vote was taken and the motion carried.

COMMITTEE REPORTS

There were no Committee Reports. Trustee Sticha advised that Director Wittmann had suggested having a Building Committee. Director Wittmann advised that she will put it on the April agenda.

UNFINISHED BUSINESS

Appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body and pending litigation— Closed Session
No Report.

Architect Plans for Proposed Teen Space—
Tiffany Nash and Dan Pohrte from Product Architecture attended the meeting and presented the estimated cost of the Teen Space project. The estimated cost right now is $505,738.00. There is a 10% contingency in case something unforeseen comes up. Trustee Rothbart advised that she was concerned about the door from the study room being too close to the new Welcome Desk. Director Wittmann advised that maybe they can install some sort of a gate. Tiffany Nash advised that the project should take about three months. Permits will be needed. The initial phase will not have the build out for the Maker Space. Product Architecture is hoping to get three bids from each trade. The construction manager will choose the lowest responsible bid. Tiffany Nash advised that any trade under $20,000 you do not have to go out for bid, you can pick whoever you want. Background checks are done on the people working on the project. A motion was made by Trustee Magnelli, seconded by Trustee Ross, TO APPROVE THE ARCHITECT PLANS FOR PROPOSED TEEN SPACE. A roll call vote was taken and the results were as follows: Ayes: Trustee Braun,Trustee Magnelli, Trustee Sticha, Trustee Magnuson, Trustee Rothbart, and Trustee Ross. Nays: None. Absent: None. The motion carried.

Fines Policy—
The policy was proposed at the February Board meeting. The new policy will eliminate fines for residents of Norridge and Harwood Heights. A motion was made by Trustee Ross, seconded by Trustee Magnuson, TO APPROVE THE FINES POLICY. A roll call vote was taken and the results were as follows: Ayes: Trustee Braun, Trustee Magnelli, Trustee Sticha, Trustee Magnuson, Trustee Rothbart, and Trustee Ross. Nays: None. Absent: None. The motion carried.

Lost or Damaged Library Materials Policy—
The policy was presented at the February Board meeting. The policy clarifies how a patron can opt to replace materials in lieu of paying the entirety of what we should charge. A motion was made by Trustee Magnuson, seconded by Trustee Ross, TO APPROVE THE LOST OR DAMAGED LIBRARY MATERIALS POLICY. A roll call vote was taken and the results were as follows: Ayes: Trustee Braun, Trustee Magnelli, Trustee Sticha, Trustee Magnuson, Trustee Rothbart, and Trustee Ross. Nays: None. Absent: None. The motion carried.

NEW BUSINESS

Proposal from (ISBS) Image Systems & Business Solutions—
Director Wittmann advised that under the proposal we would lease approximately ten printers and copiers. The monthly cost would include toner, service, and after a few years we would be able to upgrade the machines to newer models. The monthly cost should be lower than we currently spend on toner. They work with a lot of libraries. Currently John and Paul take care of our printers and this would enable them to focus on our computers. A motion was made by Trustee Sticha, seconded by Trustee Ross, TO APPROVE THE PROPOSAL FROM (ISBS) IMAGE SYSTEMS & BUSINESS SOLUTIONS. A voice vote was taken and the motion carried.

Construction Manager—
We received a proposal from Pathmann Construction Management Inc. for the proposed interior modifications to the new Study Rooms, Teen Area, Offices, and Marketing area. Pathmann Construction was highly recommended by the Director of Hinsdale Public Library. Director Wittmann advised that Justin Pathmann is detailed orientated and a good fit for the library. A motion was made by Trustee Ross, seconded by Trustee Sticha, TO APPROVE THE PROPOSAL FROM PATHMANN CONSTRUCTION MANAGEMENT AS OUR CONSTRUCTION MANAGER. A voice vote was taken and the motion carried.

Emergency Refuge Policy—
Director Wittmann advised that the policy regards offering the Library as a place of refuge to students and staff of Ridgewood High School in the event of an emergency that would cause them to seek immediate shelter. The emergencies would be if there was an active shooter or something bad happens. This is just for Ridgewood High School. This policy will be placed in our emergency manual. The Board will vote on this next month.

Six Month Raise—Megan Stewart
A motion was made by Trustee Sticha and, seconded by Trustee Magnuson, THAT MEGAN STEWART’S SIX MONTH RATE BE INCREASED FROM $20.51 TO $21.13. A voice vote was taken and the motion carried.

Personnel Changes—
Mary Stevens was hired as the new Circulation Services Assistant. Her start date was March 15, 2016.

Any Other Business—
Trustee Sticha asked about a number on the program report. Penny advised that it was an error. Trustee Sticha asked how the Oscar program was. Director Wittmann advised that it was a wonderful event and the patrons were very happy and loved it. There were multiple requests that the library have the program again next year. Director Wittmann advised that the Molly Wizenberg program was a big hit also. Book Expo America is in Chicago this year and they are featuring Poland this year. Aquila Polonica Publishing contacted Director Wittmann advising that they have a couple of authors coming to Chicago for Book Expo America in May and they thought that we might be interested in hosting one of their authors.

LIBRARY DIRECTOR’S REPORT

Director Wittmann’s Librarian report was discussed as items occurred on the agenda. Director Wittmann advised that she spoke to Ron Huspen and he is excited about the name plate and he would like it by the new book area. Trustee Braun asked about the printing of the newsletter. Chris Clark received a quote for printing the newsletter and it was a lot cheaper than Consolidated Printing, however the quote did not include the mailing list. Trustee Braun advised that RR Donnolly may be able to give the library a quote. Trustee Sticha asked “what is the point of having a security desk in the lobby”? Trustee Sticha feels the security desk should be positioned differently or it should maybe be by the main door. Director Wittmann advised that Julie Stam made a card for the Board to sign to give to Sandy Giel.

COMMUNICATIONS

We received a FOIA request from the Better Government Association requesting an electronic copy of the annual payroll records. Including the employee last and first name, middle initial, suffix, title, department, salary, and start date. They also wanted us to include any and all elected officials. They are a public interest organization, which disseminates and publishes information. We received a note from Marge O’Donnell that she had a wonderful time on the Dressing Downton Trip. She also advised that the tea at the end was a great touch.

ANNOUNCEMENTS

Happy Easter

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 8:49 P.M.

Type: Board and Minutes.

March 2016 Board Meeting Minutes

The Regular Meeting of the Eisenhower Public Library District Board of Trustees March 17, 2016.

Trustee Braun called the meeting to order at 7:32 P.M.

ROLL CALL

Present: Magnelli, Braun, Rothbart, Magnuson, Sticha, Ross.
Absent:
Also Present: Wittmann, Bacarella, Stam, V. Bitters, Blubaugh, Lewis, Sciaccotta, B. Ringelstein, D. Pohrte, T. Nash, R. Massarro (7:34 P.M.)

PUBLIC COMMENT

Norridge resident Beth Ringelstein attended the meeting and is interested in serving on the Board. Director Wittmann introduced the Board members to Beth. Beth advised that she has been with the Friends of the Library for two years and is currently the Director. She is in control of the Friends book sale room. Beth’s father grew up in Norridge and she attended J Giles Elementary School and Ridgewood High School. She lives right next door to where she grew up. Beth advised that she volunteers as needed. She coached “Battle of the Books.” Beth advised that she is involved in the mentoring program at Ridgewood High School and she chaired the Kevin Moore benefit. She was a Sunday school superintendant and teacher. Trustee Magnelli asked Beth if she would be available each month to be at the Board meetings. Beth advised that she would be available. Trustee Magnuson asked Beth how she became involved with the Library. She advised that Dawn and Scott Parent helped her get involved with the Friends of the Library. The Board thanked Beth for coming to the meeting.

APPROVAL OF MINUTES

Trustee Ross moved, seconded by Trustee Sticha, THAT THE MINUTES OF THE REGULAR MEETING HELD FEBRUARY 18, 2016 BE APPROVED. A voice vote was taken and the motion carried.

FIANCIAL REPORT

Director Wittmann advised that we are on target with our spending and that the Newsletter budget should be fine. Director Wittmann advised that the tax money is coming in. Director Wittmann advised that since the tax money is being deposited directly into the Parkway Bank account we will need to transfer some of the money into the Illinois Funds Account.Trustee Rothbart asked if Fannie’s paid their lease for February because it was not on the Financial Report. Director Wittmann advised that Fannies pays on time each month and that it may have been coded accidentally to Meeting Room Fees. If it was coded incorrectly we will have the accountants reclassify the payment to Café Room Use.

APPROVAL OF CURRENT BILLS

Trustee Sticha moved, seconded by Trustee Ross, THAT REGULAR PARKWAY CHECKS 23470 THROUGH 23535 TOTALING $80,514.26 FOR THE MONTH OF FEBRUARY; MANUAL CHECK 23469 IN THE AMOUNT OF $280.09 FOR THE MONTH OF FEBRUARY; MANUAL PAYMENTS TOTALING $16,343.59 FOR THE MONTH OF FEBRUARY; PETTY CASH CHECK 4958 IN THE AMOUNT OF $43.05 FOR THE MONTH OF FEBRUARY; FEBRUARY NET WAGES TOTALING $95,827.82; FEBRUARY PAYROLL TAXES IN THE AMOUNT OF $39,389.47; AND FEBRUARY IMRF GOV ONE DEBIT IN THE AMOUNT OF $16,924.66. A voice vote was taken and the motion carried.

COMMITTEE REPORTS

There were no Committee Reports. Trustee Sticha advised that Director Wittmann had suggested having a Building Committee. Director Wittmann advised that she will put it on the April agenda.

UNFINISHED BUSINESS

Appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body and pending litigation— Closed Session
No Report.

Architect Plans for Proposed Teen Space—
Tiffany Nash and Dan Pohrte from Product Architecture attended the meeting and presented the estimated cost of the Teen Space project. The estimated cost right now is $505,738.00. There is a 10% contingency in case something unforeseen comes up. Trustee Rothbart advised that she was concerned about the door from the study room being too close to the new Welcome Desk. Director Wittmann advised that maybe they can install some sort of a gate. Tiffany Nash advised that the project should take about three months. Permits will be needed. The initial phase will not have the build out for the Maker Space. Product Architecture is hoping to get three bids from each trade. The construction manager will choose the lowest responsible bid. Tiffany Nash advised that any trade under $20,000 you do not have to go out for bid, you can pick whoever you want. Background checks are done on the people working on the project. A motion was made by Trustee Magnelli, seconded by Trustee Ross, TO APPROVE THE ARCHITECT PLANS FOR PROPOSED TEEN SPACE. A roll call vote was taken and the results were as follows: Ayes: Trustee Braun,Trustee Magnelli, Trustee Sticha, Trustee Magnuson, Trustee Rothbart, and Trustee Ross. Nays: None. Absent: None. The motion carried.

Fines Policy—
The policy was proposed at the February Board meeting. The new policy will eliminate fines for residents of Norridge and Harwood Heights. A motion was made by Trustee Ross, seconded by Trustee Magnuson, TO APPROVE THE FINES POLICY. A roll call vote was taken and the results were as follows: Ayes: Trustee Braun, Trustee Magnelli, Trustee Sticha, Trustee Magnuson, Trustee Rothbart, and Trustee Ross. Nays: None. Absent: None. The motion carried.

Lost or Damaged Library Materials Policy—
The policy was presented at the February Board meeting. The policy clarifies how a patron can opt to replace materials in lieu of paying the entirety of what we should charge. A motion was made by Trustee Magnuson, seconded by Trustee Ross, TO APPROVE THE LOST OR DAMAGED LIBRARY MATERIALS POLICY. A roll call vote was taken and the results were as follows: Ayes: Trustee Braun, Trustee Magnelli, Trustee Sticha, Trustee Magnuson, Trustee Rothbart, and Trustee Ross. Nays: None. Absent: None. The motion carried.

NEW BUSINESS

Proposal from (ISBS) Image Systems & Business Solutions—
Director Wittmann advised that under the proposal we would lease approximately ten printers and copiers. The monthly cost would include toner, service, and after a few years we would be able to upgrade the machines to newer models. The monthly cost should be lower than we currently spend on toner. They work with a lot of libraries. Currently John and Paul take care of our printers and this would enable them to focus on our computers. A motion was made by Trustee Sticha, seconded by Trustee Ross, TO APPROVE THE PROPOSAL FROM (ISBS) IMAGE SYSTEMS & BUSINESS SOLUTIONS. A voice vote was taken and the motion carried.

Construction Manager—
We received a proposal from Pathmann Construction Management Inc. for the proposed interior modifications to the new Study Rooms, Teen Area, Offices, and Marketing area. Pathmann Construction was highly recommended by the Director of Hinsdale Public Library. Director Wittmann advised that Justin Pathmann is detailed orientated and a good fit for the library. A motion was made by Trustee Ross, seconded by Trustee Sticha, TO APPROVE THE PROPOSAL FROM PATHMANN CONSTRUCTION MANAGEMENT AS OUR CONSTRUCTION MANAGER. A voice vote was taken and the motion carried.

Emergency Refuge Policy—
Director Wittmann advised that the policy regards offering the Library as a place of refuge to students and staff of Ridgewood High School in the event of an emergency that would cause them to seek immediate shelter. The emergencies would be if there was an active shooter or something bad happens. This is just for Ridgewood High School. This policy will be placed in our emergency manual. The Board will vote on this next month.

Six Month Raise—Megan Stewart
A motion was made by Trustee Sticha and, seconded by Trustee Magnuson, THAT MEGAN STEWART’S SIX MONTH RATE BE INCREASED FROM $20.51 TO $21.13. A voice vote was taken and the motion carried.

Personnel Changes—
Mary Stevens was hired as the new Circulation Services Assistant. Her start date was March 15, 2016.

Any Other Business—
Trustee Sticha asked about a number on the program report. Penny advised that it was an error. Trustee Sticha asked how the Oscar program was. Director Wittmann advised that it was a wonderful event and the patrons were very happy and loved it. There were multiple requests that the library have the program again next year. Director Wittmann advised that the Molly Wizenberg program was a big hit also. Book Expo America is in Chicago this year and they are featuring Poland this year. Aquila Polonica Publishing contacted Director Wittmann advising that they have a couple of authors coming to Chicago for Book Expo America in May and they thought that we might be interested in hosting one of their authors.

LIBRARY DIRECTOR’S REPORT

Director Wittmann’s Librarian report was discussed as items occurred on the agenda. Director Wittmann advised that she spoke to Ron Huspen and he is excited about the name plate and he would like it by the new book area. Trustee Braun asked about the printing of the newsletter. Chris Clark received a quote for printing the newsletter and it was a lot cheaper than Consolidated Printing, however the quote did not include the mailing list. Trustee Braun advised that RR Donnolly may be able to give the library a quote. Trustee Sticha asked “what is the point of having a security desk in the lobby”? Trustee Sticha feels the security desk should be positioned differently or it should maybe be by the main door. Director Wittmann advised that Julie Stam made a card for the Board to sign to give to Sandy Giel.

COMMUNICATIONS

We received a FOIA request from the Better Government Association requesting an electronic copy of the annual payroll records. Including the employee last and first name, middle initial, suffix, title, department, salary, and start date. They also wanted us to include any and all elected officials. They are a public interest organization, which disseminates and publishes information. We received a note from Marge O’Donnell that she had a wonderful time on the Dressing Downton Trip. She also advised that the tea at the end was a great touch.

ANNOUNCEMENTS

Happy Easter

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 8:49 P.M.

Type: Board and Minutes.