Mon – Thur: 9AM to 9PM | Fri – Sat: 9AM to 5PM | Sun: 1PM to 5PM
4613 N Oketo Ave, Harwood Heights, IL 60706 | 708-867-7828
Mon – Thur: 9AM to 9PM
Fri – Sat: 9AM to 5PM
Sun: 1PM to 5PM
4613 N Oketo Ave
Harwood Heights, IL 60706
708-867-7828

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

Mon – Thur: 9AM to 9PM | Fri – Sat: 9AM to 5PM | Sun: 1PM to 5PM

December 21, 2023 Board of Trustees Meeting Minutes

The Regular Meeting of the Eisenhower Public Library District Board of Trustees December 21, 2023.

CALL TO ORDER

President Braun called the meeting to order at 7:34 P.M.

ROLL CALL

Present: Magnelli, Magnuson, Ringelstein, Ross, Krebs, Braun.
Absent: Parent.
Also Present: Wittmann, Bacarella, V. Bitters, Furfori, Lewis, McPhillips.
Also Present Electronically: Clark.

RECOGNITION OF VISITORS

There were no visitors present.

PUBLIC COMMENT

There were no comments from the public.

APPROVAL OF MINUTES

Trustee Ross, moved, seconded by Trustee Krebs, THAT THE MINUTES OF THE DECENNIAL COMMITTEE MEETING HELD NOVEMBER 16, 2023 BE APPROVED. A voice vote was taken and the motion carried. Trustee Krebs, moved, seconded by Trustee Magnuson, THAT THE MINUTES OF THE PUBLIC HEARING HELD NOVEMBER 16, 2023 BE APPROVED. A voice vote was taken and the motion carried. Trustee Magnelli, moved, seconded by Trustee Ringelstein, THAT THE MINUTES OF THE REGULAR MEETING HELD NOVEMBER 16, 2023 BE APPROVED. A voice vote was taken and the motion carried.

FINANCIAL REPORT

Director Wittmann advised that the budget looks good. We started receiving tax money. We are receiving a lot of interest in the Illinois Funds account.

APPROVAL OF CURRENT BILLS

Trustee Ross moved, seconded by Trustee Magnuson, THAT REGULAR PARKWAY CHECKS 30559 THROUGH 30689 TOTALING $118,412.49 FOR THE MONTH OF DECEMBER; MANUAL PAYMENTS TOTALING $13,464.24 FOR THE MONTH OF NOVEMBER; MANUAL CHECKS 30605 THROUGH 30611 TOTALING $5,431.01 FOR THE MONTH OF NOVEMBER; VOID CHECK 30478; NOVEMBER NET WAGES TOTALING $115,420.83 NOVEMBER PAYROLL TAXES IN THE AMOUNT OF $48,617.49; AND NOVEMBER IMRF GOV ONE DEBIT IN THE AMOUNT OF $20,075.56. A voice vote was taken and the motion carried.

COMMITTEE REPORTS

The Island Within A City Committee met.

Director Wittmann advised that she will have the decennial report at the next committee meeting.

UNFINISHED BUSINESS

FY 2022-2023 Annual Audit—
Director Wittmann discussed the deficiency that was in the management letter. Trustee Krebs moved, seconded by Trustee Magnelli, TO APPROVE THE AUDIT FOR THE 2022-2023 FISCAL YEAR AND TO AUTHORIZE THE LIBRARY DIRECTOR TO SIGN THE LIBRARY’S REPRESENTATION LETTER. A Roll Call Vote on the Motion was taken and the results were as follows: AYES Magnuson, Magnelli, Ringelstein, Ross, Krebs, Braun. NAYS None. ABSENT Parent. The motion carried.

Per Capita Grant FY2024—
The Per Capita FY2024 is due on January 30, 2024. The Board read all of Serving Our Public 4.0 Standards for Illinois Public Libraries. Director Wittmann reported that aside from the usual requirement of the Per Capita Grant to review the Serving Our Public book, the State is requiring that all libraries either pass a resolution stating that the library will not remove materials due to partisan or personal disapproval, or that the library adopts a policy accepting the American Library Association’s Library Bill of Rights. Our current Collection Development policy includes a statement saying we support the ALA’s Bill of Rights, so we are covered. Trustee Magnelli moved, seconded by Trustee Magnuson, TO APPLY FOR THE FY2023 PER CAPITA GRANT AND TO EXPEND THE FUNDS RECEIVED FOR THE PURPOSES OUTLINED IN THE APPLICATION, TO PROVIDE PUBLIC LIBRARY SERVICE TO OUR COMMUNITY BY SUPPLEMENTING THE LIBRARY’S REGULAR BUDGET. THE BOARD AFFIRMS THAT WE HAVE REVIEWED “SERVING OUR PUBLIC 4.0: STANDARDS FOR ILLINOIS PUBLIC LIBRARIES” DURING THE PREVIOUS TWELVE MONTHS AND COMPLETED ALL REQUIREMENTS OF THIS APPLICATION. THE BOARD AFFIRMS THAT TO THE BEST OF OUR KNOWLEDGE AND UNDER PENALTY OF PERJURY, THE INFORMATION CONTAINED IN THIS APPLICATION IS CORRECT. A voice vote was taken and the motion carried

Security Assessment—
Director Wittmann reported that she received the security assessment report. It was a 49-page report. It is a large and detailed report, and she advised that she is slowly making her way through. Much of the report has to do with altering our camera system – adding cameras, changing the location or scope, and changing out equipment to cameras that are more suited to the library environment. Director Wittmann went over our current PIC procedures and she said the security firm had recommendations to change our procedure, and to revise our emergency procedures to be more detailed. We will have to determine which recommendations we want to implement and the timetable for that process. On January 12 the staff will have security training. Triton may have some classes for the security staff. They also sent a supplemental report that has recommendations for changing actual space configurations. She advised that this will be her first project in the new year.

NEW BUSINESS

Director’s Annual Evaluation—Closed Session—

Appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body—Closed Session—
A motion was made by Trustee Magnelli, seconded by Trustee Magnuson,
TO CONVENE CLOSED (EXECUTIVE) SESSION 5 ILCS 120/2 (c) (1) AT 7:49 P.M. TO DISCUSS THE APPOINTMENT, EMPLOYMENT, COMPENSATION, DISCIPLINE, PERFORMANCE, OR DISMISSAL OF SPECIFIC EMPLOYEES OF THE PUBLIC BODY. A Roll Call Vote on the Motion was taken and the results were as follows: AYES Magnuson, Magnelli, Ringelstein, Krebs, Ross, Braun. NAYS None. ABSENT Parent. The motion carried. A motion was made by Trustee Magnelli and, seconded by Trustee Magnuson, TO RECONVENE THE REGULAR MEETING AT 8:07 P.M. A voice vote was taken and the motion carried.

Director’s Annual Merit Raise—
Trustee Magnelli moved, seconded by Trustee Ringelstein, THAT DIRECTOR WITTMANN’S YEARLY RATE BE INCREASED FROM $125,763.00 TO $132,051.15. A Roll Call Vote on the Motion was taken and the results were as follows: AYES Magnuson, Magnelli, Ringelstein, Ross, Krebs, Braun. NAYS None. ABSENT Parent. The motion carried.

Annual Merit Raise Recommendations—
Director Wittmann presented the annual merit raise recommendations based on employee evaluations from their supervisors. She reported that the raises are a combination of merit and automatic depending on the employee’s job classification and current salary. Trustee Krebs moved, seconded by Trustee Ross, TO APPROVE THE ANNUAL MERIT RAISES AS PRESENTED EFFECTIVE JANUARY 1, 2024. A voice vote was taken and the motion carried.

Disposal of Surplus Library Personal Property—
Trustee Ringelstein moved, seconded by Trustee Magnuson, TO APPROVE THE DISPOSAL OF SURPLUS LIBRARY PERSONAL PROPERTY. A voice vote was taken and the motion carried.

Personnel Changes—
There were no personnel changes.

Review Minutes of Closed Sessions—
The Board reviewed the minutes of the closed sessions held November 16 (2), and December 21, 2000; January 18 (1), and March 22, 2001; February 21, 2002 (2); February 19 (2) and (3), March 18 (2), (3) and (4), April 8, and June 17, 2004 (1); January 20 (2), May 19 (2), and October 20, 2005; October 21, 2010; February 17, and December 15, 2011; April 19, May 17, July 19, and December 20, 2012; September 19, 2013, October 17, 2013, November 6, 2013, November 21, 2013, December 5, 2013, December 19, 2013, February 20, 2014 (1), May 15, 2014 (1), June 19, 2014 (1), July 17, 2014 (1), Nov. 20, 2014, Dec. 18, 2014 (1), January 15, 2015 (1), May 21, 2015, November 17, 2015, January 21, 2016, May 19, 2016, July 21, 2016, October 20, 2016, December 15, 2016 (1), December 15, 2016 (2)March 16, 2017, November 12, 2020. It was determined that the need for confidentiality still exists for these closed sessions pertaining to the appointment, employment, compensation, discipline, performance or dismissal and pending litigation of a specific employee. 5ILCS 120.2 (C) (1). The Board also reviewed the minutes of the closed session held April 21, 2016, November 15, 2018, June 20, 2019, July 15, 2021, August 19, 2021, August 26, 2021, September 9, 2021, and September 16, 2021. It was determined that the need for confidentiality still exists for these closed sessions pertaining to the selection of a person to fill public office. 5ILCS 120.2 (C) (3) The Board also reviewed the minutes of the closed sessions held April 20, July 20, August 17 and November 16, 2006; May 10, 2007; February 19, March 19, 2009 and January 20, and August 25, 2011; and January 19, and December 20, 2012; January 17, 2013; August 8, 2013, March 29, 2015, April 16, 2015, May 21, 2015. It was determined that the need for confidentiality still exists for these closed sessions pertaining to the setting of a price for sale or lease of property owned by the Library. 5ILCS 120.2 (C) (6) The Board also reviewed the minutes of closed sessions held February 20, 2014, April 17, 2014, May 15, 2014, June 19, 2014, July 17, 2014, August 14, 2014, September 18, 2014, October 16, 2014, November 20, 2014, Dec. 18, 2014, January 15, 2015, and February 19, 2015, November 12, 2020. It was determined that the need for confidentiality still exists for these closed sessions pertaining to the probable or imminent litigation on behalf of the Library District. 5ILCS 120.2 (C) (11). The Board also reviewed the minutes of closed session held May 17, 2018, August 16, 2018, and October 18, 2018, July 18, 2019, October 17, 2019. It was determined that the need for confidentiality still exists for these closed sessions pertaining to 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 5ILCS 120.2 (C) (8). Trustee Magnuson moved, seconded by Trustee Krebs, THAT THE NEED FOR CONFIDENTIALITY STILL EXISTS FOR THE CLOSED SESSIONS THAT WERE PRESENTED AND THEY WILL STAY CLOSED. A voice vote was taken and the motion carried.

Any Other Business—
Trustee Ringelstein advised that she would like us to put “mileage” in the memo for employee travel reimbursement. Ellen advised that moving forward it would be no problem adding that to the memo line.

LIBRARY DIRECTOR’S REPORT

Director Wittmann’s Librarian report was discussed as items occurred on the agenda. She reported about the community initiative. She said both Mayors, Police Chiefs, Park District, Superintendents, etc. attended the meeting. Each entity gave an update on things that were going on. Director Witmann reported that she spoke to Arlene before the meeting about partnering with them for mental health. She said everyone was receptive and on board with the idea of partnering with a mental health initiative. They are going to look for grant money to help build and establish mental health services here.

Director Wittmann reported that she sent out holiday cards.

Director Wittmann discussed the situation with the Swan app not working. The company who created the app shut it off on the back end and now it can no longer be used. Swan already had a new app they were looking at so they contracted with that company. It is a completely new app.

COMMUNICATIONS

A FOIA request was received from SmartProcure on November 18, 2023 requesting any and all purchasing records from 8/18/2023 to current.

A FOIA request was made from a patron requesting the most popular Kids book. After some research by Peggy and Victoria, “Diary of a Wimpy Kid” was the most circulated Kids book.

Holiday card from the Norridge Police Department.

ANNOUNCEMENTS

Merry Christmas.
Happy New Year.
Happy Holidays.

ADJOURNMENT

Trustee Ringelstein moved, seconded by Trustee Ross, THAT THE MEETING BE ADJOURNED. A voice vote was taken and the motion carried. The meeting was adjourned at 8:32 P.M.

Categories: Board Documents.

December 21, 2023 Board of Trustees Meeting Minutes

The Regular Meeting of the Eisenhower Public Library District Board of Trustees December 21, 2023.

CALL TO ORDER

President Braun called the meeting to order at 7:34 P.M.

ROLL CALL

Present: Magnelli, Magnuson, Ringelstein, Ross, Krebs, Braun.
Absent: Parent.
Also Present: Wittmann, Bacarella, V. Bitters, Furfori, Lewis, McPhillips.
Also Present Electronically: Clark.

RECOGNITION OF VISITORS

There were no visitors present.

PUBLIC COMMENT

There were no comments from the public.

APPROVAL OF MINUTES

Trustee Ross, moved, seconded by Trustee Krebs, THAT THE MINUTES OF THE DECENNIAL COMMITTEE MEETING HELD NOVEMBER 16, 2023 BE APPROVED. A voice vote was taken and the motion carried. Trustee Krebs, moved, seconded by Trustee Magnuson, THAT THE MINUTES OF THE PUBLIC HEARING HELD NOVEMBER 16, 2023 BE APPROVED. A voice vote was taken and the motion carried. Trustee Magnelli, moved, seconded by Trustee Ringelstein, THAT THE MINUTES OF THE REGULAR MEETING HELD NOVEMBER 16, 2023 BE APPROVED. A voice vote was taken and the motion carried.

FINANCIAL REPORT

Director Wittmann advised that the budget looks good. We started receiving tax money. We are receiving a lot of interest in the Illinois Funds account.

APPROVAL OF CURRENT BILLS

Trustee Ross moved, seconded by Trustee Magnuson, THAT REGULAR PARKWAY CHECKS 30559 THROUGH 30689 TOTALING $118,412.49 FOR THE MONTH OF DECEMBER; MANUAL PAYMENTS TOTALING $13,464.24 FOR THE MONTH OF NOVEMBER; MANUAL CHECKS 30605 THROUGH 30611 TOTALING $5,431.01 FOR THE MONTH OF NOVEMBER; VOID CHECK 30478; NOVEMBER NET WAGES TOTALING $115,420.83 NOVEMBER PAYROLL TAXES IN THE AMOUNT OF $48,617.49; AND NOVEMBER IMRF GOV ONE DEBIT IN THE AMOUNT OF $20,075.56. A voice vote was taken and the motion carried.

COMMITTEE REPORTS

The Island Within A City Committee met.

Director Wittmann advised that she will have the decennial report at the next committee meeting.

UNFINISHED BUSINESS

FY 2022-2023 Annual Audit—
Director Wittmann discussed the deficiency that was in the management letter. Trustee Krebs moved, seconded by Trustee Magnelli, TO APPROVE THE AUDIT FOR THE 2022-2023 FISCAL YEAR AND TO AUTHORIZE THE LIBRARY DIRECTOR TO SIGN THE LIBRARY’S REPRESENTATION LETTER. A Roll Call Vote on the Motion was taken and the results were as follows: AYES Magnuson, Magnelli, Ringelstein, Ross, Krebs, Braun. NAYS None. ABSENT Parent. The motion carried.

Per Capita Grant FY2024—
The Per Capita FY2024 is due on January 30, 2024. The Board read all of Serving Our Public 4.0 Standards for Illinois Public Libraries. Director Wittmann reported that aside from the usual requirement of the Per Capita Grant to review the Serving Our Public book, the State is requiring that all libraries either pass a resolution stating that the library will not remove materials due to partisan or personal disapproval, or that the library adopts a policy accepting the American Library Association’s Library Bill of Rights. Our current Collection Development policy includes a statement saying we support the ALA’s Bill of Rights, so we are covered. Trustee Magnelli moved, seconded by Trustee Magnuson, TO APPLY FOR THE FY2023 PER CAPITA GRANT AND TO EXPEND THE FUNDS RECEIVED FOR THE PURPOSES OUTLINED IN THE APPLICATION, TO PROVIDE PUBLIC LIBRARY SERVICE TO OUR COMMUNITY BY SUPPLEMENTING THE LIBRARY’S REGULAR BUDGET. THE BOARD AFFIRMS THAT WE HAVE REVIEWED “SERVING OUR PUBLIC 4.0: STANDARDS FOR ILLINOIS PUBLIC LIBRARIES” DURING THE PREVIOUS TWELVE MONTHS AND COMPLETED ALL REQUIREMENTS OF THIS APPLICATION. THE BOARD AFFIRMS THAT TO THE BEST OF OUR KNOWLEDGE AND UNDER PENALTY OF PERJURY, THE INFORMATION CONTAINED IN THIS APPLICATION IS CORRECT. A voice vote was taken and the motion carried

Security Assessment—
Director Wittmann reported that she received the security assessment report. It was a 49-page report. It is a large and detailed report, and she advised that she is slowly making her way through. Much of the report has to do with altering our camera system – adding cameras, changing the location or scope, and changing out equipment to cameras that are more suited to the library environment. Director Wittmann went over our current PIC procedures and she said the security firm had recommendations to change our procedure, and to revise our emergency procedures to be more detailed. We will have to determine which recommendations we want to implement and the timetable for that process. On January 12 the staff will have security training. Triton may have some classes for the security staff. They also sent a supplemental report that has recommendations for changing actual space configurations. She advised that this will be her first project in the new year.

NEW BUSINESS

Director’s Annual Evaluation—Closed Session—

Appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body—Closed Session—
A motion was made by Trustee Magnelli, seconded by Trustee Magnuson,
TO CONVENE CLOSED (EXECUTIVE) SESSION 5 ILCS 120/2 (c) (1) AT 7:49 P.M. TO DISCUSS THE APPOINTMENT, EMPLOYMENT, COMPENSATION, DISCIPLINE, PERFORMANCE, OR DISMISSAL OF SPECIFIC EMPLOYEES OF THE PUBLIC BODY. A Roll Call Vote on the Motion was taken and the results were as follows: AYES Magnuson, Magnelli, Ringelstein, Krebs, Ross, Braun. NAYS None. ABSENT Parent. The motion carried. A motion was made by Trustee Magnelli and, seconded by Trustee Magnuson, TO RECONVENE THE REGULAR MEETING AT 8:07 P.M. A voice vote was taken and the motion carried.

Director’s Annual Merit Raise—
Trustee Magnelli moved, seconded by Trustee Ringelstein, THAT DIRECTOR WITTMANN’S YEARLY RATE BE INCREASED FROM $125,763.00 TO $132,051.15. A Roll Call Vote on the Motion was taken and the results were as follows: AYES Magnuson, Magnelli, Ringelstein, Ross, Krebs, Braun. NAYS None. ABSENT Parent. The motion carried.

Annual Merit Raise Recommendations—
Director Wittmann presented the annual merit raise recommendations based on employee evaluations from their supervisors. She reported that the raises are a combination of merit and automatic depending on the employee’s job classification and current salary. Trustee Krebs moved, seconded by Trustee Ross, TO APPROVE THE ANNUAL MERIT RAISES AS PRESENTED EFFECTIVE JANUARY 1, 2024. A voice vote was taken and the motion carried.

Disposal of Surplus Library Personal Property—
Trustee Ringelstein moved, seconded by Trustee Magnuson, TO APPROVE THE DISPOSAL OF SURPLUS LIBRARY PERSONAL PROPERTY. A voice vote was taken and the motion carried.

Personnel Changes—
There were no personnel changes.

Review Minutes of Closed Sessions—
The Board reviewed the minutes of the closed sessions held November 16 (2), and December 21, 2000; January 18 (1), and March 22, 2001; February 21, 2002 (2); February 19 (2) and (3), March 18 (2), (3) and (4), April 8, and June 17, 2004 (1); January 20 (2), May 19 (2), and October 20, 2005; October 21, 2010; February 17, and December 15, 2011; April 19, May 17, July 19, and December 20, 2012; September 19, 2013, October 17, 2013, November 6, 2013, November 21, 2013, December 5, 2013, December 19, 2013, February 20, 2014 (1), May 15, 2014 (1), June 19, 2014 (1), July 17, 2014 (1), Nov. 20, 2014, Dec. 18, 2014 (1), January 15, 2015 (1), May 21, 2015, November 17, 2015, January 21, 2016, May 19, 2016, July 21, 2016, October 20, 2016, December 15, 2016 (1), December 15, 2016 (2)March 16, 2017, November 12, 2020. It was determined that the need for confidentiality still exists for these closed sessions pertaining to the appointment, employment, compensation, discipline, performance or dismissal and pending litigation of a specific employee. 5ILCS 120.2 (C) (1). The Board also reviewed the minutes of the closed session held April 21, 2016, November 15, 2018, June 20, 2019, July 15, 2021, August 19, 2021, August 26, 2021, September 9, 2021, and September 16, 2021. It was determined that the need for confidentiality still exists for these closed sessions pertaining to the selection of a person to fill public office. 5ILCS 120.2 (C) (3) The Board also reviewed the minutes of the closed sessions held April 20, July 20, August 17 and November 16, 2006; May 10, 2007; February 19, March 19, 2009 and January 20, and August 25, 2011; and January 19, and December 20, 2012; January 17, 2013; August 8, 2013, March 29, 2015, April 16, 2015, May 21, 2015. It was determined that the need for confidentiality still exists for these closed sessions pertaining to the setting of a price for sale or lease of property owned by the Library. 5ILCS 120.2 (C) (6) The Board also reviewed the minutes of closed sessions held February 20, 2014, April 17, 2014, May 15, 2014, June 19, 2014, July 17, 2014, August 14, 2014, September 18, 2014, October 16, 2014, November 20, 2014, Dec. 18, 2014, January 15, 2015, and February 19, 2015, November 12, 2020. It was determined that the need for confidentiality still exists for these closed sessions pertaining to the probable or imminent litigation on behalf of the Library District. 5ILCS 120.2 (C) (11). The Board also reviewed the minutes of closed session held May 17, 2018, August 16, 2018, and October 18, 2018, July 18, 2019, October 17, 2019. It was determined that the need for confidentiality still exists for these closed sessions pertaining to 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 5ILCS 120.2 (C) (8). Trustee Magnuson moved, seconded by Trustee Krebs, THAT THE NEED FOR CONFIDENTIALITY STILL EXISTS FOR THE CLOSED SESSIONS THAT WERE PRESENTED AND THEY WILL STAY CLOSED. A voice vote was taken and the motion carried.

Any Other Business—
Trustee Ringelstein advised that she would like us to put “mileage” in the memo for employee travel reimbursement. Ellen advised that moving forward it would be no problem adding that to the memo line.

LIBRARY DIRECTOR’S REPORT

Director Wittmann’s Librarian report was discussed as items occurred on the agenda. She reported about the community initiative. She said both Mayors, Police Chiefs, Park District, Superintendents, etc. attended the meeting. Each entity gave an update on things that were going on. Director Witmann reported that she spoke to Arlene before the meeting about partnering with them for mental health. She said everyone was receptive and on board with the idea of partnering with a mental health initiative. They are going to look for grant money to help build and establish mental health services here.

Director Wittmann reported that she sent out holiday cards.

Director Wittmann discussed the situation with the Swan app not working. The company who created the app shut it off on the back end and now it can no longer be used. Swan already had a new app they were looking at so they contracted with that company. It is a completely new app.

COMMUNICATIONS

A FOIA request was received from SmartProcure on November 18, 2023 requesting any and all purchasing records from 8/18/2023 to current.

A FOIA request was made from a patron requesting the most popular Kids book. After some research by Peggy and Victoria, “Diary of a Wimpy Kid” was the most circulated Kids book.

Holiday card from the Norridge Police Department.

ANNOUNCEMENTS

Merry Christmas.
Happy New Year.
Happy Holidays.

ADJOURNMENT

Trustee Ringelstein moved, seconded by Trustee Ross, THAT THE MEETING BE ADJOURNED. A voice vote was taken and the motion carried. The meeting was adjourned at 8:32 P.M.

Categories: Board Documents.