The Regular Meeting of the Eisenhower Public Library District Board of Trustees October 17, 2019
CALL TO ORDER
President Braun called the meeting to order at 7:41 P.M.
Present: Magnuson, Magnelli, Ross, Ringelstein, Adams, Parent, Braun.
Also Present: Wittmann, Bacarella, V. Bitters, Lewis, Stam, S. Parent, D. Parent.
RECOGNITION OF VISITORS
There were no visitors present.
There were no comments from the public.
APPROVAL OF MINUTES
Trustee Ross moved, seconded by Trustee Parent, THAT THE MINUTES OF THE BUILDING AND GROUNDS COMMITTEE MEETING HELD SEPTEMBER 19, 2019 BE APPROVED. A voice vote was taken and the motion carried. Trustee Magnuson moved, seconded by Trustee Ross, THAT THE MINUTES OF THE PUBLIC HEARING HELD SEPTEMBER 19, 2019 BE APPROVED. A voice vote was taken and the motion carried. Trustee Parent moved, seconded by Trustee Ross, THAT THE MINUTES OF THE REGULAR MEETING HELD SEPTEMBER 19, 2019 BE APPROVED. A voice vote was taken and the motion carried. Trustee Parent moved, seconded by Trustee Ross, THAT THE MINUTES OF THE ISLAND WITHIN A CITY MEETING HELD SEPTEMBER 26, 2019 BE APPROVED. A voice vote was taken and the motion carried.
Director Wittmann advised that we are on target with our spending and looking good. We collected all of our tax money.
APPROVAL OF CURRENT BILLS
Trustee Magnuson moved, seconded by Trustee Ross, THAT REGULAR PARKWAY CHECKS 26937 THROUGH 27010 TOTALING $92,625.19 FOR THE MONTH OF OCTOBER; MANUAL PAYMENTS TOTALING $10,294.39 FOR THE MONTH OF SEPTEMBER; MANUAL CHECKS 26935 THROUGH 26936 TOTALING $1,214.02 FOR THE MONTH OF SEPTEMBER; CHECKS 26796, 26875, 26880, 26915, AND 26919 VOID; SEPTEMBER NET WAGES TOTALING $103,948.23, SEPTEMBER PAYROLL TAXES IN THE AMOUNT OF $41,100.91, AND SEPTEMBER IMRF GOV ONE DEBIT IN THE AMOUNT OF $17,276.06. A voice vote was taken and the motion carried.
Building and Grounds Committee
Sprinkler System for the Grounds Proposals—
The committee reviewed the three proposals.
Director Wittmann obtained some suggestions from Anne Roberts for sundial options. Penny and Director Wittmann met with John Winzeler, owner of Winzeler Gear, to see if we could work with them to incorporate a gear into a sundial. She hopes to have more information for the committee in November.
The committee discussed the installation of bollards.
Island Within A City Committee
Editor Proposal Discussion—
Penny and Dan reached out to a number of potential editors and they have received a couple of proposals so far. Director Wittmann thinks they should get a few more before they make a decision.
Feedback from Laura Enright—
The committee discussed the feedback they received from Laura Enright.
Next Meeting Date—
The next scheduled Island Within A City Committee meeting with Laura will be on Thursday, December 5 at 7:00 P.M.
FY 2018-2019 Annual Audit. The fieldwork took three days. We are hoping to have the draft audit by the November 21 Board meeting, but no later than the December meeting.
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 Parent, Seconded by Trustee Magnuson TO CONVENE CLOSED (EXECUTIVE) SESSION 5 ILCS 120/2 (C) (8) AT 7:49 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: Magnelli, Ross, Braun, Ringelstein, Magnuson, Parent, Adams. NAYS: None. ABSENT: None. The motion carried. A motion was made by Trustee Magnuson, seconded by Trustee Ross, TO RECONVENE THE REGULAR MEETING AT 7:59 P.M. A voice vote was taken and the motion carried.
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 $4,404,379.49. We are asking for $4,742,343.00. This represents an increase of 7.67335% over last year’s extension. We will publish the notice on November 7 and will hold a Truth in Taxation Public Hearing immediately prior to our November 21h Board meeting.
There was a slight increase in the cost for salt; however, it is still costs less than calcium chloride. Trustee Parent moved, seconded by Trustee Ross, TO APPROVE IGGY’S SNOWPLOWING PROPOSAL. A voice vote was taken and the motion carried.
Director Wittmann asked the Board to approve the migration to Gsuite and away from an in-house Microsoft server. She reported that she assessed the pros and cons of going with both Gsuite and Microsoft 365 and she feels that Gsuite is the best option. The monthly cost is $6.00 per user. We will retain the in-house server with the archive of our emails. Moving to the Gsuite does represent a cost increase, but Director Wittmann advised that she budgeted for this. Once the Board approves, we would move forward with the migration as soon as possible. Trustee Ross moved, seconded by Trustee Parent, TO APPROVE THE MIGRATION TO GSUITE. A voice vote was taken and the motion carried.
Sprinkler System Proposals—
American National Sprinkler, Des Plaines Automatic Sprinklers Inc., and ACSM Inc. After meeting with four irrigation companies, we have obtained three proposals. One company opted to not submit a proposal. Director Wittmann and Tony recommended that the Board vote to approve the proposal from American National Sprinkler. Not only is their proposal the lowest cost, they also have been the most flexible with options and the most responsive to our questions and concerns. They have a 4.5 star rating on Yelp, 4.9 star rating on Google, and a 5 star rating on Angie’s List. They said they could put the system in very quickly and before the ground freezes. She also had a correction to their cost for winterizing and turning on the system. It is $250 for each not $2500 as what was reported last month. Trustee Ross moved, seconded by Trustee Magnuson, TO APPROVE THE SPRINKLER SYSTEM PROPOSAL FROM AMERICAN NATIONAL SPRINKLER. A roll call vote was taken and the results were as follows: AYES Magnuson, Magnelli, Ross, Ringelstein, Parent, Adams, and Braun. NAYS. None. ABSENT None. The motion carried.
Director Wittmann advised that in the recent past, they had discussed the option of adding bollards (pillars that are positioned in front of parking spaces) in order to try to prevent people from driving up onto the sidewalk and hitting people or the building. Director Wittmann advised that her and Tony found some options they think are appropriate and would like the Board’s approval in order to move forward with purchasing and installing them before winter. Trustee Ross moved, seconded by Trustee Magnelli, TO APPROVE THE PURCHASE OF BOLLARDS. A voice vote was taken and the motion carried.
Per Capita Grant FY2020—
Just a reminder that the Per Capita Grant for FY2020 is coming up. This year the library staff must review and report on Chapter 3, “Personnel,” of Serving Our Public 3.0: Standards for Illinois Public Libraries, 2014.” The application is due January 15, 2020. All Trustees should review chapter’s 11-Appendices of the “Trustee Fact File Third Edition” by the November Board meeting. They need to complete at least one free online education opportunity focusing on organizational management. Staff and trustees must familiarize themselves with services provided by Digital Public Library of America.
Trustee Ross moved, seconded by Trustee Parent, THAT BROOK CUSMANO’S HOURLY RATE BE INCREASED FROM $20.51 TO $21.02 AND JENNIFER LOFORTE’S HOURLY RATE BE INCREASED FROM $11.00 TO $11.22, EFFECTIVE 11/1/19 AND MASON GOOD-TURNEY’S HOURLY RATE BE INCREASE FROM $14.00 TO $14.28 RETROACTIVE 8/1/19. A voice vote was taken and the motion carried
Delores DesRoches Tech Service Assistant has resigned. Her last day was Friday, October 4, 2019.
Any Other Business—
Trustee Ringelstein advised that she loves Tiffany’s report she would like a comparison of the numbers from last year to this year. Tiffany advised that she could do that.
FRIENDS OF THE LIBRARY UPDATES
Trustee Parent advised that the Friends purchased two free library kits for the library. He gave the new tote bags to the Trustees. The green ones given out last month were not good quality and not designed to be used to carry much. Tiffany had bags left over from summer reading and they were able to get them printed with the Friends logo by the supplier who supplied the defective bags. The Friends reimbursed the Library for the full cost of the bags. They will have a holiday party before the December 18 meeting from 6-6:30 P.M., the Board and managers are all invited. They will take a group picture that night. Trustee Parent wanted to know if the cleaning service could sweep up the Friends book room the Monday after the public book sale. Director Wittmann advised that it is more cost effective for Tony’s staff do this. Trustee Parent asked if it would be a conflict of interest with him serving on the Friends audit committee. Director Wittmann is going to ask the lawyer.
LIBRARY DIRECTOR’S REPORT
Director Wittmann’s Librarian report was discussed as items occurred on the agenda.
We are working on the mission statement. Director Wittmann is still working on cleaning up and sorting through the books at J Giles Elementary School Library. They have been going through the collection. They are getting rid of damaged or outdated books. She is also cleaning the shelves as she goes. They are making progress.
There were no announcements.
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 8:22 P.M.