A Meeting of the Eisenhower Public Library District Board of Trustees Building and Grounds Committee October 19, 2017
CALL TO ORDER
Trustee Sticha, committee chair, called the meeting to order 7:10 P.M.
Present: Sticha, Magnelli, Ringelstein, Ross, Rothbart.
Absent: Magnuson, Braun.
Also Present: Wittmann, Bacarella.
BUILDING AND GROUNDS
Director Wittmann advised that a portion of the landscaping can be done by Anne Roberts Gardens, Inc. at a cost up to $25,000. Director Wittmann recommends doing the most visual impact items, including birch trees, winter berry plantings, the parking lot islands, and the gravel path on the south side of the building through the pollinator garden. These can all be done before the first frost. Tree like structures will be planted in the parking lot islands. Director Wittmann recommends issuing an RFP for planting perennials in the spring.
A motion was made by Trustee Ross seconded by Trustee Rothbart to adjourn. The Committee Meeting was adjourned at 7:23 P.M.
The Regular Meeting of the Eisenhower Public Library District Board of Trustees October 19, 2017.
CALL TO ORDER
Vice President Magnelli called the meeting to order at 7:32 P.M.
Present: Sticha, Rothbart, Magnelli, Ross, Ringelstein.
Absent: Magnuson, Braun.
Also Present: Wittmann, Bacarella, V. Bitters, M. Bitters, Lewis, Stam, Blubaugh, Harwood Heights Police Officer Beam.
RECOGNITION OF VISITORS
Vice President Magnelli recognized the visitors.
There were no comments from the public.
APPOINTMENT OF SECRETARY PRO TEM
Trustee Ross moved, seconded by Trustee Ringelstein, TO APPOINT TRUSTEE STICHA AS SECRETARY PRO TEM IN PLACE OF TRUSTEE MAGNUSON. A voice vote was taken and the motion carried.
APPROVAL OF MINUTES
Trustee Sticha moved, seconded by Trustee Ross, THAT THE MINUTES OF THE BUILDING AND GROUNDS COMMITTEE MEETING HELD SEPTEMBER 21, 2017 BE APPROVED. A voice vote was taken and the motion carried. Trustee Sticha moved, seconded by Trustee Ross, THAT THE MINUTES OF THE PUBLIC HEARING HELD SEPTEMBER 21, 2017 BE APPROVED. A voice vote was taken and the motion carried. Trustee Sticha moved, seconded by Trustee Ringelstein, THAT THE MINUTES OF THE REGULAR MEETING HELD SEPTEMBER 21, 2017 BE APPROVED. A voice vote was taken and the motion carried.
Director Wittmann advised that we are on target with our spending. Director Wittmann advised that there was a miscommunication and some items were coded to the building and maintenance line item whereas they should have been coded to the building and maintenance fund. They will be recoded. Our fall collection of tax money has been collected and we received about 44%.
APPROVAL OF CURRENT BILLS
Trustee Sticha moved, seconded by Trustee Ross, THAT REGULAR PARKWAY CHECKS 25046 THROUGH 25112 TOTALING $95,806.02 FOR THE MONTH OF OCTOBER; PETTY CASH CHECK 4984 IN THE AMOUNT OF $75.00 FOR THE MONTH OF OCTOBER; MANUAL PAYMENTS TOTALLING $10,527.84 FOR THE MONTH OF SEPTEMBER; SEPTEMBER NET WAGES TOTALING $147,395.45, SEPTEMBER PAYROLL TAXES IN THE AMOUNT OF $65,075.05, AND SEPTEMBER IMRF GOV ONE DEBIT IN THE AMOUNT OF $26,230.33. A voice vote was taken and the motion carried.
The committee met this evening and discussed the landscaping.
Appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body and pending litigation— Closed Session
The audit went really well. The auditors conducted their fieldwork in October. We will have the draft audit in November.
Trustee Sticha, moved, seconded by Trustee Ringelstein, TO APPROVE THE PROPOSAL FROM ANNE ROBERTS FOR LANDSCAPING. A roll call vote was taken and the results were as follows: AYES Rothbart, Sticha, Magnelli, Ross, Ringelstein. NAYS None. ABSENT Magnuson, Braun. The motion carried.
Appeal of Suspension of Library Privileges—
Richard P. Mulica, a resident of Harwood Heights, was supposed to attend the meeting. Since Mr. Mulica did not show up to appeal his suspension of library privileges, it will be upheld for one year.
Cleaning Services RFP—
Director Wittmann would like the board to approve an RFP to go out for bid for a new cleaning service. Statute does not dictate that we must issue an RFP. However, it may be the best course of action to take in order to lay out our expectations with regard to the service we receive. Our contract with our current cleaning service is up January 23, 2018 and we need to provide them with 30 days written notice if we want to cancel the contract. Trustee Sticha, moved, seconded by Trustee Ringelstein, TO APPROVE THE CLEANING SERVICES RFP AS PRESENTED. 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 $4,027,500.82. We are asking for $4,302,875. This represents an increase of 6.83735% over last year’s extension. We will publish the notice on November 9th and will hold a Truth in Taxation Public Hearing immediately prior to our November 16th Board meeting.
Per Capita Grant FY2018—
Just a reminder that the Per Capita Grant for FY2018 is coming up. This year the library staff must review and report on progress in meeting Chapter 12, “Safety,” of Serving Our Public 3.0: Standards for Illinois Public Libraries, 2014.,” The application is due January 15, 2017. All Trustees should review chapters 1-5 of the “Trustee Fact File Third Edition” by the November Board meeting. All Trustees and Staff need to complete free online education focusing on safety in the library. A hand out was put in each Trustee’s board packet and a link to training was sent in an email to all Trustees.
Trustee Sticha moved, seconded by Trustee Ross, THAT VICTORIA LAZARSKI’S SALARY BE INCREASED FROM $40,794.00 TO $41,405.91, EFFECTIVE 11/1/17. A voice vote was taken and the motion carried
Head of Reference, Dan McPhillips has hired three new Tech clerks. Asseel Hussein will move from Kids World to Adult Reference. Peter Schuster and Mason Good-Turney were also hired. Dan McPhillips is on vacation and we will have a start date for these new employees when he returns.
Any Other Business—
Trustee Rothbart advised that the ILA Reporter magazine had an article about homeless people in libraries and she wanted to know what we do. Director Wittmann advised that we let them come to the library, but we do not give them library cards unless they have some sort of identification from an agency in Harwood Heights or Norridge. We do not limit the hours homeless people can be in the library. Our behavior policy handles all people who visit the library.
FRIENDS OF THE LIBRARY UPDATES
Trustee Ringelstein advised that the Friends raised $1,366 from the book sale. The bag sale cleared out a lot of books. The donations are good. Trustee Ringelstein spoke to the Woodshop teacher at Ridgewood High school and he advised it could be a club project to build a book drop. She is still waiting to hear from him. Elias Pera is stepping down as staff liaison and Victoria Lazarski will be stepping in. Director Wittmann would like the Friends to possibly purchase a laser cutter or the 3D printer.
LIBRARY DIRECTOR’S REPORT
Director Wittmann’s Librarian report was discussed as items occurred on the agenda. Trustee Rothbart mentioned that she noticed that circulation is down. Director Wittmann advised that Swan is collecting data differently now and other libraries are lower also. She feels it may be down slightly from last year however, they feel it is due to the way data is being collected in the system. Director Wittmann discussed Kiwanis wanting to come to the Harwood Heights community. They are very involved with children and literacy. They sponsor a lot of library programs at other libraries. They are a very service oriented group. They need only 15 people to join the group and they have it. The cost is only $100/year for the first year, then the local club will set its dues.
A FOIA request was received from Smart Procure on October 9, 2017 requesting any and all purchasing records from 2016-06-30 to current. They requested the following information: Purchase order number. If purchase orders are not used a comparable substitute is acceptable, i.e., invoice, encumbrance, or check number, purchase date, line item details (Detailed description of the purchase), line item quantity, line item price, vendor ID number, name, address, contact person and their email address.
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 8:21 P.M.