A Meeting of the Eisenhower Public Library District Board of Trustees Building and Grounds Committee October 18, 2018
CALL TO ORDER
Trustee Sticha, committee chair, called the meeting to order 7:00 P.M.
Present: Sticha, Magnelli, Ringelstein, Ross, Magnuson, Braun.
Also Present: Wittmann, Bacarella, S. Parent (7:13 P.M.), D. Parent (7:13 P.M.), Sciaccotta (7:14 P.M.)
BUILDING AND GROUNDS
The landscaping is close to being done. They are adjusting the planting schedule for the area outside the adult office area. They are going to plant items that withstand the sun. They need to repair the path on Wilson. Anne Roberts noted that we are a pleasure to work with. Director Wittmann showed other options for donations as opposed to the memorial bricks. Director Wittmann reached out to Carmine with the sign company that has installed signs in the library and he advised that they have giving trees he can show us. The Board discussed different areas where the giving tree can be installed. The Board is very happy with the landscaping, they think it looks great. People were even seen taking selfies in front of the new landscaping. Trustee Sticha thinks the planters near the entrance look really beautiful. Trustee Sticha asked if we ever considered digital informational signs installed outside the library. These signs are quite expensive.
Tony Sciaccotta advised that after the rain on Labor Day the two boilers were down. He was able to reset the low water switches. Then we had more problems and Hill Mechanical came out and the seals on the pump were starting to leak. On another boiler the high limit switch had a problem. The computer system for the HVAC is somewhat set up, Tony advised that he can currently control the VAV boxes, then they will set up the boiler. ISB’s design is awesome and working great.
A motion was made by Trustee Ross seconded by Trustee Braun to adjourn. The Committee Meeting was adjourned at 7:21 P.M.
The Regular Meeting of the Eisenhower Public Library District Board of Trustees October 18, 2018
CALL TO ORDER
President Braun called the meeting to order at 7:30 P.M.
Present: Magnuson, Sticha, Magnelli, Ross, Ringelstein, Braun.
Also Present: Wittmann, Bacarella, V. Bitters, Lewis, Stam, S. Parent, D. Parent.
RECOGNITION OF VISITORS
Scott Parent thanked the Board for serving.
There were no comments from the public.
APPOINTMENT OF TREASURER PRO TEM
Trustee Ross, moved, seconded by Trustee Magnuson, TO APPOINT TRUSTEE MAGNELLI AS TREASURER PRO TEM. A roll call vote was taken and the results were as follows: AYES Magnuson, Sticha, Magnelli, Ross, Ringelstein, Braun. NAYS None. ABSENT None. 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 20, 2018 BE APPROVED. A voice vote was taken and the motion carried. Trustee Magnuson moved, seconded by Trustee Sticha, THAT THE MINUTES OF THE PUBLIC HEARING HELD SEPTEMBER 20, 2018 BE APPROVED. A voice vote was taken and the motion carried. Trustee Sticha moved, seconded by Trustee Ross, THAT THE MINUTES OF THE REGULAR MEETING HELD SEPTEMBER 20, 2018 BE APPROVED. A voice vote was taken and the motion carried.
Director Wittmann advised that we are on target with our spending. We are at or under what should be spent this time of the year. We should have 25% of our budget spent out and a few items are over but that is to be expected.
APPROVAL OF CURRENT BILLS
There was a plumbing issue. Someone in the first floor women’s washroom stuffed the toilet seat covers in the toilet. This clogged the toilet and we needed to get a plumber out to rot the toilets. Trustee Magnuson moved, seconded by Trustee Sticha, THAT REGULAR PARKWAY CHECKS 26016 THROUGH 26092 TOTALING $109,216.20 FOR THE MONTH OF OCTOBER; MANUAL PAYMENTS TOTALING $13,595.78 FOR THE MONTH OF SEPTEMBER; MANUAL CHECKS 26014 THROUGH 26015 TOTALING $1,252.97 FOR THE MONTH OF SEPTEMBER; SEPTEMBER NET WAGES TOTALING $101,263.23, SEPTEMBER PAYROLL TAXES IN THE AMOUNT OF $40,411.62, AND SEPTEMBER IMRF GOV ONE DEBIT IN THE AMOUNT OF $18,187.24. A voice vote was taken and the motion carried.
A. Landscaping Update—
The Committee discussed the Landscaping.
B. HVAC Update—
The Committee discussed the HVAC.
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 $4,251,285.73. We are asking for $4,579,965.00. This represents an increase of 7.73129% over last year’s extension. We will publish the notice on November 8th and will hold a Truth in Taxation Public Hearing immediately prior to our November 15th Board meeting.
There was a slight increase in the plowing rate. Trustee Sticha moved, seconded by Trustee Ringelstein, TO APPROVE IGGY’S SNOWPLOWING PROPOSAL. A voice vote was taken and the motion carried.
Scott Parent has been in contact with at least two Trustees and has indicated his intention to run for the open seat on the board. The Board could speak with him and appoint him now if he is interested (he would still run in the April 2, 2019 election if he wants to stay on the Board). The Board could interview interested candidates to be appointed until the next election. Director Wittmann advised that she would not recommend keeping the seat open since there is six months until the next election. Director Wittmann recommends the Board appointing someone to former Trustee Rothbart’s open position. The Board also should discuss whom they want to appoint as Treasurer. Director Wittmann recommends the Board appoint a new Trustee and a new Treasurer at the November meeting.
Discussion of a Memorial for Former Trustee Natalie K. Rothbart—
Director Wittmann proposed that the Board approve a resolution to recognize Natalie K. Rothbart’s years of service to the Eisenhower Public Library District, and also that we find a visible, permanent way to honor her contribution. A resolution will be available for the Board to pass at November’s meeting. Some ideas for recognizing her contribution would be to name a portion of the new garden after her. The Board agreed that this would be perfect.
Per Capita Grant FY2019—
Just a reminder that the Per Capita Grant for FY2019 is coming up. This year the library staff must review and report on progress in meeting Chapter 8, “Public Services: Reference and Reader’s Advisory Services,” of Serving Our Public 3.0: Standards for Illinois Public Libraries, 2014.” The application is due January 15, 2019. All Trustees should review chapters 6-10 of the “Trustee Fact File Third Edition” by the November Board meeting. All Trustees and Staff need to complete free online education focusing on meeting the needs of patrons with challenges or disabilities. 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 MASON GOOD-TURNEY’S HOURLY RATE BE INCREASED FROM $12.12 TO $12.48 AND PETER SCHUSTER’S HOURLY RATE BE INCREASED FROM $12.12 TO $12.48, EFFECTIVE 11/1/18. A voice vote was taken and the motion carried
Lauren Buckley resigned as Circulation Services Assistant, her last day was November 1, 2018.
ANY OTHER BUSINESS
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 Sticha, Seconded by Trustee Ross, TO CONVENE CLOSED (EXECUTIVE) SESSION 5ILCS 120/2 (C) (8) AT 8:04 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: Sticha, Magnelli, Ross, Braun, Ringelstein, Magnuson (7:39 P.M.). NAYS: None. ABSENT: None. The motion carried. A motion was made by Trustee Ross, seconded by Trustee Magnuson, TO RECONVENE THE REGULAR MEETING AT 8:27 P.M. A voice vote was taken and the motion carried.
FRIENDS OF THE LIBRARY UPDATES
Trustee Ringelstein did not attend the Friends meeting this month so Julie Stam gave the updates. Julie Stam advised that they need volunteers for the November and December mini sales. Membership is at 78 right now. The annual book sale made over $1,400. The promotional committee wanted bookmarks to promote the Friends. They will budget an amount to give to Lit Works. They formed an audit committee. The Friends ok’d the purchase of a camera for marketing. They went over the Library’s wish list. They are combining the November and December meetings on December 5th. They would like the Board and the managers come to their gathering before the December 5th meeting. They spoke about former Trustee Rothbart and her contributions to the library.
LIBRARY DIRECTOR’S REPORT
Director Wittmann’s Librarian report was discussed as items occurred on the agenda. The author visit went well, there were just under 50 people who were in attendance. Director Wittmann advised that she is looking for a photographer to take pictures at the fireplace photo’s event. She wants to know if anyone has any ideas of a photographer. The date of the fireplace photos is November 25th. All the spots are filled up. We will do the Trustee picture in November. Tony’s office furniture is being delivered tomorrow. Molly and Julie did usability testing on the library’s catalog. Trustee Magnuson advised that it may be time to do a strategic plan. Director Wittmann has done some preliminary investigation. It can be quite costly to do. Director Wittmann will target to budget for the strategic plan or a strategic plan update next year.
Thank you note from Mark and Mary Braun. A FOIA request was received from Smart Procure on October 15, 2018 requesting any and all purchasing records from 2018-06-30 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.
There were no announcements.
Trustee Ross, moved, seconded by Trustee Magnuson, THAT THE MEETING BE ADJOURNED. A voice vote was taken and the motion carried. The meeting was adjourned at 8:49 P.M.