The Regular Meeting of the Eisenhower Public Library District Board of Trustees September 19, 2019
CALL TO ORDER
Vice President Magnelli called the meeting to order at 7:45 P.M.
ROLL CALL
Present: Magnelli, Magnuson, Ross, Parent, Adams.
Absent: Ringelstein, Braun.
Also Present: Wittmann, Bacarella, McPhillips, Lewis, V. Bitters, Sciaccotta.
RECOGNITION OF VISITORS
There were no visitors.
PUBLIC COMMENT
There were no comments from the public.
APPOINTMENT OF TREASURER PRO TEM
Trustee Ross moved, seconded by Trustee Parent, TO APPOINT TRUSTEE MAGNUSON AS TREASURER PRO TEM IN TRUSTEE RINGELSTEIN’S ABSENCE. A voice vote was taken and the motion carried.
APPOINTMENT OF SECRETARY PRO TEM
Trustee Parent moved, seconded by Trustee Magnuson, TO APPOINT TRUSTEE ROSS AS SECRETARY PRO TEM. A voice vote was taken and the motion carried.
APPROVAL OF MINUTES
Trustee Magnuson moved, seconded by Trustee Parent, THAT THE MINUTES OF THE ISLAND WITHIN A CITY COMMITTEE MEETING HELD AUGUST 15, 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 AUGUST 15, 2019 BE APPROVED WITH AMENDMENT. A voice vote was taken and the motion carried.
FINANCIAL REPORT
We are on target with spending. Our financials are looking good.
APPROVAL OF CURRENT BILLS
Trustee Parent moved, seconded by Trustee Ross, THAT REGULAR PARKWAY CHECKS 26849 THROUGH 26933 TOTALING $118,272.14 FOR THE MONTH OF SEPTEMBER; MANUAL PAYMENTS TOTALING $23,918.37 FOR THE MONTH OF AUGUST; MANUAL CHECKS 26845 THROUGH 26848 TOTALING $4,133.92 FOR THE MONTH OF AUGUST; CHECKS 26721, 26778, 26817, 26836 VOID; AUGUST NET WAGES TOTALING $156,058.01, AUGUST PAYROLL TAXES IN THE AMOUNT OF $62,318.04, AND AUGUST IMRF GOV ONE DEBIT IN THE AMOUNT OF $25,939.31. A voice vote was taken and the motion carried.
COMMITTEE REPORTS
Sprinkler System for the Grounds—
We have met with a few companies and have received one proposal. We do not have to go out for bid because the cost will be under $25,000.
Sundial at the Southeast Sitting Area 3. Outdoor furniture (SW Corner/Newly Paved area Maybe Tables?)—
The committee discussed different sundials and outdoor furniture. They will reach out to Winzeler Gear and Anne Roberts and see what options they may have for the sundial. The committee discussed purchasing an outdoor chess table.
Pavers/Stone Path on the South Side of Building Leading to the East Sitting Area—
A proposal was received from 3D Brick Paving and they will receive a few more from different companies.
Signage/Plaque to designate the Planting area dedicated to Natalie at the Entrance Rotunda—
Director Wittmann will look into the cost of engraving the rock and/or installing a plaque on the rock in memory of former Trustee Natalie Rothbart.
UNFINISHED BUSINESS
Illinois Public Library Annual Report—
Illinois Public Library Annual Report—We filed the Annual Report for the 2018–2019 fiscal year electronically on LibPass on August 15, 2019. Public Libraries are required to file an annual report (75 ILCS 16/30-65) and having an annual report on file is a qualification for receiving a Per Capita Grant.
NEW BUSINESS
Ordinance 2019-3, “Ordinance Providing for Budget and Appropriations of Eisenhower Public Library District, Cook County, Illinois for the Fiscal Year Beginning July 1, 2019 and Ending June 30, 2020”—
Trustee Ross moved, seconded by Trustee Parent, TO ADOPT ORDINANCE 2019-3, “ORDINANCE PROVIDING FOR BUDGET AND APPROPRIATIONS 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 Magnuson, Magnelli, Ross, Parent, Adams. NAYS. None. ABSENT Ringelstein, Braun. The motion carried.
Certified Estimate of Revenues—
The estimated revenues are incorporated into the Budget and Appropriation Ordinance. Trustee Magnuson moved, seconded by Trustee Ross, TO APPROVE THE EISENHOWER PUBLIC LIBRARY DISTRICT, COOK COUNTY, ILLINOIS, ESTIMATE OF REVENUES 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 Magnuson, Magnelli, Ross, Parent, Adams. NAYS. None. ABSENT Ringelstein, Braun. The motion carried.
FY 2018-2019 Annual Audit—
The audit fieldwork will take place on Monday, September 23, 2019.
Anne Roberts Gardens, Inc 2019 Fall Cleanup Proposal—
Trustee Ross moved, seconded by Trustee Parent, TO APPROVE THE PROPOSAL FROM ANNE ROBERTS GARDENS, INC. 2019 FALL CLEANUP.
A voice vote was taken and the motion carried.
Anne Roberts Gardens, Inc. Monthly Maintenance Proposal—
Director Wittmann advised that she has not received a proposal from Anne Roberts as of yet.
Trustee Magnelli thinks they did a nice job on the planting; however, he thinks there are many plants.
Director Wittmann advised that an article is being written on the garden.
Annual Raise—
Ivy Ramos. Trustee Parent moved, seconded by Trustee Ross, THAT IVY RAMOS’ HOURLY RATE BE INCREASED FROM $11.00 TO $11.19 EFFECTIVE 10/1/19. A voice vote was taken and the motion carried
Personnel Changes—
There were no personnel changes.
Any Other Business—
Director Wittmann asked if the Trustees use the calendar or contact feature in their library emails.
FRIENDS OF THE LIBRARY UPDATE
Trustee Parent reported this month. There have been two Friends meetings since their Officer elections took place. Dawn remains President. Vice President is Bob Nega, Ruth Igoe is Director, Bob Garcia is Director, Carol is Treasurer, and Kaylee Ann is the Secretary. Trustee Parent gave a copy of the Friends budget to the Board and explained it to them. The membership drive took place in September. Bags were given away as an incentive. The bags can be used at the last day blow out sale to stuff books and haul off for free. There will be periodic bag book sales in the book room. A few members who signed up attended the meeting last night. Trustee Magnelli recommended that the Friends reach out to local businesses for additional revenue.
LIBRARY DIRECTOR’S REPORT
Director Wittmann’s Librarian report was discussed as items occurred on the agenda. Trustee Magnuson met with Stephanie Palmer to help them with their strategic plan. Director Wittmann advised that they have been meeting with carpet vendors and we have to go out to bid for installation. She reached out to Justin Pathmann with Pathmann Construction. He was the project manager who worked on the Teen Space remodel with the Library. He will submit a proposal. Having the carpets cleaned once a month is too much, but we have to do it now due to the stain removal properties in the carpet degrading. The community leader’s meeting went really well. Trustee Parent is impressed with the work Trustee Magnuson doing by volunteering and he thinks the bike lock circulation is great.
COMMUNICATIONS
The Statement of Cash Receipts will be submitted to Cook County with the Treasurer’s Certificate. It no longer needs to be published as long as we publish that we have the Audit on hand and available for inspection after it is done. A FOIA request was received from Harwood Heights resident Nereida Guadalupe requesting a copy of a video from an incident that took place in the Library on August 22, 2019 between 8:00 p.m. to 9:00 p.m. A FOIA request was received from Smart Procure on September 18, 2019 requesting any and all purchasing records from 2019-5-17 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.
ANNOUNCEMENTS
No announcements were made.
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 8:32 P.M.
