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Mon – Thur: 11:30 am to 7:00 pm | Fri – Sat: 9:30 am to 5:00 pm
4613 N Oketo Ave, Harwood Heights, IL 60706 | 708-867-7828
Mon – Thur: 11:30 am to 7:00 pm
Fri – Sat: 9:30 am to 5:00 pm
4613 N Oketo Ave
Harwood Heights, IL 60706
708-867-7828

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

Mon – Thur: 11:30 am to 7:00 pm | Fri – Sat: 9:30 am to 5:00 pm

November 21, 2019 Board of Trustees Minutes

The Regular Meeting of the Eisenhower Public Library District Board of Trustees November 21, 2019

 

CALL TO ORDER

President Braun called the meeting to order at 7:49 P.M.

 

ROLL CALL

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

 

RECOGNITION OF VISITORS

There were no visitors

 

PUBLIC COMMENT

There were no comments from the public.

 

APPROVAL OF MINUTES

Trustee Magnelli moved, seconded by Trustee Ross, THAT THE MINUTES OF THE BUILDING AND GROUNDS COMMITTEE MEETING HELD OCTOBER 17, 2019 BE APPROVED. A voice vote was taken and the motion carried. Trustee Ross moved, seconded by Trustee Parent, THAT THE MINUTES OF THE ISLAND WITHIN A CITY COMMITTEE MEETING HELD OCTOBER 17, 2019 BE APPROVED. A voice vote was taken and the motion carried. Trustee Ross moved, seconded by Trustee Magnuson, THAT THE MINUTES OF THE REGULAR MEETING HELD OCTOBER 17, 2019 BE APPROVED. A voice vote was taken and the motion carried.

 

FINANCIAL REPORT

Director Wittmann is pleased with our spending. We are at or under budget.

 

APPROVAL OF CURRENT BILLS

Trustee Parent moved, seconded by Trustee Magnuson, THAT REGULAR PARKWAY CHECKS 27015 THROUGH 27106 TOTALING $137,363.05 FOR THE MONTH OF NOVEMBER; MANUAL PAYMENTS TOTALING $20,691.89 FOR THE MONTH OF OCTOBER; MANUAL CHECKS 27012 THROUGH 27014 TOTALING $1,794.00 FOR THE MONTH OF OCTOBER; PETTY CASH CHECKS 5019 THROUGH 5020 TOTALING $95.27 FOR THE MONTH OF NOVEMBER; VOIDED CHECKS 26501 AND 27010; OCTOBER NET WAGES TOTALING $106,077.35; OCTOBER PAYROLL TAXES IN THE AMOUNT OF $42,399.26; OCTOBER IMRF GOV ONE DEBIT IN THE AMOUNT OF $17,631.20; AND GENERAL OBLIGATION LIMITED TAX DEBT CERTIFICATE WIRE TRANSFER IN THE AMOUNT OF $42,937.50. A voice vote was taken and the motion carried.

 

COMMITTEE REPORTS

No Report

 

UNFINISHED BUSINESS

FY 2018-2019 Annual Audit—
Due to the Actuarial report the draft audit will be available by the December 12th Board meeting.
The auditor called Director Wittmann and advised that there were no material weaknesses just some best practice recommendations.

Per Capita FY2020—
The Board reviewed Chapters 3. “Personnel,” of “Serving our Public 3.0: “Standards for Illinois Public Libraries, 2014”. The Board reviewed Chapters 11 through Appendices of the “TRUSTEE FACTS FILE THIRD EDITION”. Director Wittmann advised that it listed all the old library systems in Illinois; however, there are only three major systems right now. The Library staff and trustees familiarized themselves with services provided by the Digital Public Library of America and the Illinois Digital Archives. On November 4, 2019, Library staff and Trustees completed a webinar, “Tactics for Time Management and Organizational Skills”. The webinar was through Webjunction, presented by Marie L. Radford

Anne Roberts Gardens, Inc. Monthly Maintenance Proposal—
Director Wittmann advised that we did not receive the proposal for the month. It may be on the December agenda.

Email Migration—
The email migration went smoothly, there is just a bit of a learning curve for staff.

Sprinkler System for the Grounds—
The system was installed just in time; however, they were not able to test it in front of Director Wittmann and Tony due to the snowstorm we had, but they were able to drain the system. They waived the winterizing, the turn on charge for next spring, and winterizing at the end of 2020, and we are holding 5% of their payment.

 

NEW BUSINESS

Ordinance 2019-4 Levy—
Ordinance “Ordinance Levying and Assessing Taxes of Eisenhower Public Library District, Cook County, Illinois for the Fiscal Year Beginning July 1, 2019 and Ending June 30, 2020”. Trustee Magnelli moved, seconded by Trustee Magnuson, TO ADOPT ORDINANCE 2019-4, “ORDINANCE LEVYING AND ASSESSING TAXES OF EISENHOWER PUBLIC LIBRARY DISTRICT COOK COUNTY, ILLINOIS, FOR THE FISCAL YEAR BEGINNING JULY 1, 2019 AND ENDING JUNE 30, 2020.” A roll call vote was taken and the results were as follows: AYES Magnelli, Magnuson, Ringelstein, Ross, Braun, Parent, Adams. NAYS None. ABSENT None. The motion carried.

IT Coordinator Job Description—
Director Wittmann reported that Ellen, Tiffany, Dan, Peggy, Tony, and she met over the past month to put together the IT Coordinator job description. She also asked for input from Steven Schlewitt, SWAN’s Information Technology & System Support Manager. Director Wittmann advised that she would like to have someone in place by the end of March, 2020. The person hired will report to Dan McPhillips, Peggy Tomzik, and Ellen Bacarella. Dan McPhillips will also be getting CompTIA certification. Trustee Parent, moved, seconded by Trustee Magnelli, TO APPROVE THE IT COORDINATOR JOB DESCRIPTION. A voice vote was taken and the motion carried.

Reader’s Advisory Policy—
Dan McPhillips and Tiffany Lewis drafted the Reader’s Advisory policy for the Board to review. The Illinois Library Association recommends that public libraries have a policy of this nature in place. Director Wittmann reported that we do not have a policy that specifically addresses reader’s advisory services. She would like the Board to review this policy with an aim to approve it at the December regular Board meeting.

Annual Director Review—
Each Trustee received a clean copy of the Director’s evaluation form. Please return the evaluations to Ellen Bacarella by Thursday, December 5, 2019.

Six Month Raise—
Katherine Jacob, Jorge Perez, Teodoro Martinez. Trustee Ross moved, seconded by Trustee Parent, THAT KATHERINE JACOB’S HOURLY RATE BE INCREASED FROM $20.51 TO $21.02, THAT JORGE PEREZ’S HOURLY RATE BE INCREASED FROM $20.51 TO $21.02, AND THAT TEODORO MARTINEZ’S HOURLY RATE BE INCREASED FROM $11.00 TO $11.17 EFFECTIVE 12/1/19. A voice vote was taken and the motion carried

Personnel Changes—
Han Huie was hired as Part time Tech Services Assistant. Her first day was Thursday, October 31, 2019. Hayley Rightnowar was promoted to Assistant Head of Circulation Services.

Any Other Business—
No Report.

 

FRIENDS OF THE LIBRARY UPDATES

Julie Stam reported. She reported that the book room is taking donations. They are looking for people to work the book sale. Their Holiday party will be December 18th at 6:00 P.M. The whole Board and managers are invited. It is very hard on staff to tell people they cannot take donated books. This will be discussed at the next meeting. They discussed the funding for the Oscar party. Trustee Parent advised that there has been positive feedback on the cleanliness of the floor in the book room.

 

LIBRARY DIRECTOR’S REPORT

Director Wittmann’s Librarian report was discussed as items occurred on the agenda. Director Wittmann advised that she added her preferred pronouns to her email signature. She explained the reasoning about adding pronouns on an email signature. It will not be mandatory for staff. The staff restrooms will be non-gender specific. Director Wittmann discussed the gift-wrapping service that the Library will provide to patrons the day after Thanksgiving. They will wrap no more than four packages per person. The family photo day is booked up and they may add another day next year.

 

COMMUNICATIONS

There was no communications.

 

ANNOUNCEMENTS

Director Wittmann would like the Trustees to attend the December 12 meeting 20 minutes early to take a group picture in front of the fireplace. Happy Thanksgiving.

 

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 8:29 P.M.

Type: Board and Minutes.

November 21, 2019 Board of Trustees Minutes

The Regular Meeting of the Eisenhower Public Library District Board of Trustees November 21, 2019

 

CALL TO ORDER

President Braun called the meeting to order at 7:49 P.M.

 

ROLL CALL

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

 

RECOGNITION OF VISITORS

There were no visitors

 

PUBLIC COMMENT

There were no comments from the public.

 

APPROVAL OF MINUTES

Trustee Magnelli moved, seconded by Trustee Ross, THAT THE MINUTES OF THE BUILDING AND GROUNDS COMMITTEE MEETING HELD OCTOBER 17, 2019 BE APPROVED. A voice vote was taken and the motion carried. Trustee Ross moved, seconded by Trustee Parent, THAT THE MINUTES OF THE ISLAND WITHIN A CITY COMMITTEE MEETING HELD OCTOBER 17, 2019 BE APPROVED. A voice vote was taken and the motion carried. Trustee Ross moved, seconded by Trustee Magnuson, THAT THE MINUTES OF THE REGULAR MEETING HELD OCTOBER 17, 2019 BE APPROVED. A voice vote was taken and the motion carried.

 

FINANCIAL REPORT

Director Wittmann is pleased with our spending. We are at or under budget.

 

APPROVAL OF CURRENT BILLS

Trustee Parent moved, seconded by Trustee Magnuson, THAT REGULAR PARKWAY CHECKS 27015 THROUGH 27106 TOTALING $137,363.05 FOR THE MONTH OF NOVEMBER; MANUAL PAYMENTS TOTALING $20,691.89 FOR THE MONTH OF OCTOBER; MANUAL CHECKS 27012 THROUGH 27014 TOTALING $1,794.00 FOR THE MONTH OF OCTOBER; PETTY CASH CHECKS 5019 THROUGH 5020 TOTALING $95.27 FOR THE MONTH OF NOVEMBER; VOIDED CHECKS 26501 AND 27010; OCTOBER NET WAGES TOTALING $106,077.35; OCTOBER PAYROLL TAXES IN THE AMOUNT OF $42,399.26; OCTOBER IMRF GOV ONE DEBIT IN THE AMOUNT OF $17,631.20; AND GENERAL OBLIGATION LIMITED TAX DEBT CERTIFICATE WIRE TRANSFER IN THE AMOUNT OF $42,937.50. A voice vote was taken and the motion carried.

 

COMMITTEE REPORTS

No Report

 

UNFINISHED BUSINESS

FY 2018-2019 Annual Audit—
Due to the Actuarial report the draft audit will be available by the December 12th Board meeting.
The auditor called Director Wittmann and advised that there were no material weaknesses just some best practice recommendations.

Per Capita FY2020—
The Board reviewed Chapters 3. “Personnel,” of “Serving our Public 3.0: “Standards for Illinois Public Libraries, 2014”. The Board reviewed Chapters 11 through Appendices of the “TRUSTEE FACTS FILE THIRD EDITION”. Director Wittmann advised that it listed all the old library systems in Illinois; however, there are only three major systems right now. The Library staff and trustees familiarized themselves with services provided by the Digital Public Library of America and the Illinois Digital Archives. On November 4, 2019, Library staff and Trustees completed a webinar, “Tactics for Time Management and Organizational Skills”. The webinar was through Webjunction, presented by Marie L. Radford

Anne Roberts Gardens, Inc. Monthly Maintenance Proposal—
Director Wittmann advised that we did not receive the proposal for the month. It may be on the December agenda.

Email Migration—
The email migration went smoothly, there is just a bit of a learning curve for staff.

Sprinkler System for the Grounds—
The system was installed just in time; however, they were not able to test it in front of Director Wittmann and Tony due to the snowstorm we had, but they were able to drain the system. They waived the winterizing, the turn on charge for next spring, and winterizing at the end of 2020, and we are holding 5% of their payment.

 

NEW BUSINESS

Ordinance 2019-4 Levy—
Ordinance “Ordinance Levying and Assessing Taxes of Eisenhower Public Library District, Cook County, Illinois for the Fiscal Year Beginning July 1, 2019 and Ending June 30, 2020”. Trustee Magnelli moved, seconded by Trustee Magnuson, TO ADOPT ORDINANCE 2019-4, “ORDINANCE LEVYING AND ASSESSING TAXES OF EISENHOWER PUBLIC LIBRARY DISTRICT COOK COUNTY, ILLINOIS, FOR THE FISCAL YEAR BEGINNING JULY 1, 2019 AND ENDING JUNE 30, 2020.” A roll call vote was taken and the results were as follows: AYES Magnelli, Magnuson, Ringelstein, Ross, Braun, Parent, Adams. NAYS None. ABSENT None. The motion carried.

IT Coordinator Job Description—
Director Wittmann reported that Ellen, Tiffany, Dan, Peggy, Tony, and she met over the past month to put together the IT Coordinator job description. She also asked for input from Steven Schlewitt, SWAN’s Information Technology & System Support Manager. Director Wittmann advised that she would like to have someone in place by the end of March, 2020. The person hired will report to Dan McPhillips, Peggy Tomzik, and Ellen Bacarella. Dan McPhillips will also be getting CompTIA certification. Trustee Parent, moved, seconded by Trustee Magnelli, TO APPROVE THE IT COORDINATOR JOB DESCRIPTION. A voice vote was taken and the motion carried.

Reader’s Advisory Policy—
Dan McPhillips and Tiffany Lewis drafted the Reader’s Advisory policy for the Board to review. The Illinois Library Association recommends that public libraries have a policy of this nature in place. Director Wittmann reported that we do not have a policy that specifically addresses reader’s advisory services. She would like the Board to review this policy with an aim to approve it at the December regular Board meeting.

Annual Director Review—
Each Trustee received a clean copy of the Director’s evaluation form. Please return the evaluations to Ellen Bacarella by Thursday, December 5, 2019.

Six Month Raise—
Katherine Jacob, Jorge Perez, Teodoro Martinez. Trustee Ross moved, seconded by Trustee Parent, THAT KATHERINE JACOB’S HOURLY RATE BE INCREASED FROM $20.51 TO $21.02, THAT JORGE PEREZ’S HOURLY RATE BE INCREASED FROM $20.51 TO $21.02, AND THAT TEODORO MARTINEZ’S HOURLY RATE BE INCREASED FROM $11.00 TO $11.17 EFFECTIVE 12/1/19. A voice vote was taken and the motion carried

Personnel Changes—
Han Huie was hired as Part time Tech Services Assistant. Her first day was Thursday, October 31, 2019. Hayley Rightnowar was promoted to Assistant Head of Circulation Services.

Any Other Business—
No Report.

 

FRIENDS OF THE LIBRARY UPDATES

Julie Stam reported. She reported that the book room is taking donations. They are looking for people to work the book sale. Their Holiday party will be December 18th at 6:00 P.M. The whole Board and managers are invited. It is very hard on staff to tell people they cannot take donated books. This will be discussed at the next meeting. They discussed the funding for the Oscar party. Trustee Parent advised that there has been positive feedback on the cleanliness of the floor in the book room.

 

LIBRARY DIRECTOR’S REPORT

Director Wittmann’s Librarian report was discussed as items occurred on the agenda. Director Wittmann advised that she added her preferred pronouns to her email signature. She explained the reasoning about adding pronouns on an email signature. It will not be mandatory for staff. The staff restrooms will be non-gender specific. Director Wittmann discussed the gift-wrapping service that the Library will provide to patrons the day after Thanksgiving. They will wrap no more than four packages per person. The family photo day is booked up and they may add another day next year.

 

COMMUNICATIONS

There was no communications.

 

ANNOUNCEMENTS

Director Wittmann would like the Trustees to attend the December 12 meeting 20 minutes early to take a group picture in front of the fireplace. Happy Thanksgiving.

 

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 8:29 P.M.

Type: Board and Minutes.