The Regular Meeting of the Eisenhower Public Library District Board of Trustees June 15, 2023.
CALL TO ORDER
Vice President Magnelli called the meeting to order at 7:30 P.M.
ROLL CALL
Present: Magnelli, Magnuson, Ringelstein, Krebs, Ross (8:04 P.M.).
Also Present Electronically: Braun.
Absent: Parent.
Also Present: Wittmann, Bacarella, Furfori, Stam, Lewis V., Bitters (7:31 P.M.), McPhillips (7:33 P.M.), Blubaugh (7:44 P.M.).
Also Present Electronically: Clark.
RECOGNITION OF VISITORS
There were no visitors present.
PUBLIC COMMENT
There were no public comments.
APPROVAL OF MINUTES
Trustee Krebs moved, seconded by Trustee Magnuson, THAT THE MINUTES OF THE REGULAR MEETING HELD MAY 18, 2023 BE APPROVED. A voice vote was taken and the motion carried. Trustee Ringelstein moved, seconded by Trustee Krebs, THAT THE MINUTES OF THE DECENNIAL COMMITTEE MEETING HELD MAY 18, 2023 BE APPROVED. A voice vote was taken and the motion carried.
FINANCIAL REPORT
Director Wittmann advised we are at or under spending for the major categories and under the appropriation.
APPROVAL OF CURRENT BILLS
Trustee Ringelstein asked if staff knew what is in the budget before they decided to purchase something. Director Wittmann explained the process and that they will ask her if they could have something. She also receives a wish list from the managers. Trustee Magnuson moved, seconded by Trustee Krebs, THAT REGULAR PARKWAY CHECKS 30069 THROUGH 30145 TOTALING $141,569.93 FOR THE MONTH OF JUNE; MANUAL PAYMENTS TOTALING $20,366.08 FOR THE MONTH OF MAY; MAY NET WAGES TOTALING $113,009.55; MAY PAYROLL TAXES IN THE AMOUNT OF $47,977.53 AND MAY IMRF GOV ONE DEBIT IN THE AMOUNT OF $20,140.14. A Roll Call vote on the motion was taken and the results are as follows: AYES Magnelli, Magnuson, Ringelstein, Krebs. NAYS None. ABSENT Parent, Ross. PRESENT ELECTRONICALLY, NOT VOTING: Braun. The motion carried.
COMMITTEE REPORTS
Island Within A City Committee—
The Island Within A City committee met to discuss the book.
UNFINISHED BUSINESS
Per Capita Grant FY2023—
We were awarded the FY2023 Illinois Public Library Per Capita Grant in the amount of $35,931.00. We have until December 31, 2024 to expend the funds.
NEW BUSINESS
Ordinance 2023—1, “Annual Ordinance Authorizing Public Library Non-Resident Cards”—
The Board agreed to continue to participate in non-resident card service and set the rate for non-resident cards at 0.606 per hundred dollars of assessed valuation as calculated by the tax bill method. 75 ILCS 16/30-55.60. Trustee Magnuson moved, seconded by Trustee Krebs, TO APPROVE ORDINANCE 2023-1 “ANNUAL ORDINANCE AUTHORIZING PUBLIC LIBRARY NON-RESIDENT CARDS”. A Roll Call vote on the motion was taken and the results are as follows: AYES Magnelli, Magnuson, Ringelstein, Krebs. NAYS None. ABSENT Parent, Ross. PRESENT ELECTRONICALLY, NOT VOTING: Braun. The motion carried.
Appoint Trustees to Audit Secretary’s Records—
Per Illinois statute, Trustee Magnelli, serving in his capacity as Board Vice president, will need to appoint two Trustees to audit the Secretary’s records. The audit consists of certifying the accuracy and completeness of the Secretary’s records (75 ILCS 16/30-65, subsection C). We are required to do this at the end of each fiscal year, and upon a change in Board Secretary. Trustee Magnelli appointed Trustee Braun and Trustee Krebs to audit the Secretary’s Records. This must be completed for the Illinois Public Library Annual Report.
Appoint Budget Committee—
Director Wittmann suggested that the budget committee meeting be held on the same evening as the regular meeting with the opportunity for the whole Board to be present, as it was last year, noting that otherwise the budget committee’s report is repeated over again at the regular meeting. The Board agreed to appoint a Committee of the Whole for the Budget Committee and to hold the Budget Committee Meeting at 6:30 P.M. followed by the regular July 20th Board meeting at 7:30 P.M.
Lauterbach & Amen LLP Three Year Engagement Letter—
Trustee Magnuson moved, seconded by Trustee Ringelstein, TO APPROVE LAUTERBACH & AMEN LLP THREE YEAR ENGAGMENT LETTER FOR ACCOUNTING SERVICES. A roll call vote was taken and the results were as follows: AYES Magnelli, Magnuson, Ringelstein, Krebs. NAYS None. ABSENT Parent, Ross. PRESENT ELECTRONICALLY, NOT VOTING: Braun. The motion carried.
Personnel Changes—
Dixie Williams was hired as the Social Worker Intern. Her start date is pending. We are waiting for her background check report.
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 20, 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 reviewed and it was recommended that the minutes of the closed session on December 15, 2022 be opened.
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, 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. 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 Krebs moved, seconded by Trustee Magnelli, TO KEEP THE CLOSED SESSIONS CLOSED AND TO OPEN THE CLOSED SESSION 5ILCS 120.2 (C) (1) DECEMBER 15, 2022, DIRECTOR WITTMANN’S ANNUAL REVIEW. A Roll Call vote on the motion was taken and the results are as follows: AYES Magnelli, Magnuson, Ringelstein, Krebs. NAYS None. ABSENT Parent, Ross. PRESENT ELECTRONICALLY, NOT VOTING: Braun. The motion carried.
Any Other Business—
FRIENDS OF THE LIBRARY UPDATES
Julie Stam reported that the next meeting will be June 21, 2023. She read a letter from the President of the Friends, Bob Nega informing people that the members arrived at the consensus that a vote would be called at the June 21, 2023 meeting to dissolve the organization. He advised in the letter that the Covid pandemic had taken a toll on them and that they don’t have enough volunteers available to help the organization. Julie reported that a member of the Friends came in and spoke to staff in the Answer’s department that she would like to attend the meeting and try to get them to stop the dissolution of the Friends.
LIBRARY DIRECTOR’S REPORT
Director Wittmann reported that she was not happy that she had to ban five people. She said they were all justifiable bans. She advised that the scooter was deployed and is being used by patrons. People really like it. The summer reading event was a huge success. 503 ice creams went out and people were happy. The 50th anniversary festival events are in the process of being booked. The Elvis impersonator was booked and there will be a DJ. There will be a tent and stage set up, photo booth, makerspace tent, crafting tent, gourd racing, games from the 70’s, bubble machine, ping pong table, fooseball table, refreshment tent, pumpkin painting, duck pond, a gaming truck, donuts, slinky, costume parade, etc. Organizations in the villages will be invited. Director Wittmann is still trying to figure out the parking for the event. She is waiting to hear from the Mayor of Harwood Heights to see if we could have handicap parking on Oketo. Staff will park at Carsten’s. She is going to contact the Police Chief about getting the vintage cop car. Trustee Ringelstein recommend that we have a slide projector showing pictures at the festival. Director Wittmann also reported that the staff in service day went well. The vending machines were delivered today in the staff lounge. The carpeting installation is finished.
COMMUNICATIONS
We received a FOIA request on June 7, 2023 from the Better Government Association requesting our full 2021 payroll expenditures by individual. We received a FOIA request on June 14, 2023 from Core Numbers, an Illinois-based energy data company requesting our most recent electric utility and natural gas invoices and our current electricity and natural gas contracts.
ANNOUNCEMENTS
There were no announcements.
ADJOURNMENT
Trustee Parent moved, seconded by Trustee Krebs, THAT THE MEETING BE ADJOURNED. A voice vote was taken and the motion carried. The meeting was adjourned at 8:21 P.M.
