The Regular Meeting of the Eisenhower Public Library District Board of Trustees June 16, 2022

CALL TO ORDER

President Braun called the meeting to order at 7:30 P.M.

ROLL CALL

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

COVID DECLARATION

Declaration by the Board President that a fully in-person meeting is not Practical or Prudent because of COVID.

RECOGNITION OF VISITORS

There were no visitors present.

PUBLIC COMMENT

There were no comments from the public.

APPROVAL OF MINUTES

Trustee Parent moved, seconded by Trustee Ross, THAT THE MINUTES OF THE REGULAR MEETING HELD MAY 19, 2022 BE APPROVED. A Roll Call vote on the motion was taken and the results are as follows: AYES Magnelli, Magnuson, Ringelstein, Ross, Parent, Krebs, Braun. NAYS None. ABSENT None. The motion carried.

FINANCIAL REPORT

Director Wittmann advised we are at or under spending for the majority of individual categories and we are looking at being under budget for the fiscal year. She reported that the tax receipts might be late due to the tax bills going out late and due to this, we are going to be prudent on what we spend. Trustee Parent asked if we could open a line of credit. Director Wittmann will discuss this with the financial advisor Jamie Rachlin. She advised that there is money in the special Building and Sites fund that could be used, but she will discuss this with the auditors.

APPROVAL OF CURRENT BILLS

Trustee Magnuson moved, seconded by Trustee Ross, THAT REGULAR PARKWAY CHECKS 29319 THROUGH 29378 TOTALING $111,697.87 FOR THE MONTH OF JUNE; MANUAL PAYMENTS TOTALING $12,739.73 FOR THE MONTH OF MAY; MANUAL CHECKS 29198 THROUGH 29318 TOTALING $2,173.78 FOR THE MONTH OF MAY; MAY NET WAGES TOTALING $111,846.93; MAY PAYROLL TAXES IN THE AMOUNT OF $47,382.62 AND MAY IMRF GOV ONE DEBIT IN THE AMOUNT OF $20,522.94. A Roll Call vote on the motion was taken and the results are as follows: AYES Magnelli, Magnuson, Ringelstein, Ross, Parent, Krebs, Braun. NAYS None. ABSENT None. The motion carried.

COMMITTEE REPORTS

Island Within A City Committee—
The Island Within A City committee met to discuss the book.

UNFINISHED BUSINESS

There was no report.

NEW BUSINESS

Ordinance 2022—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 0.524 per hundred dollars of assessed valuation as calculated by the tax bill method. 75 ILCS 16/30-55.60. Trustee Parent moved, seconded by Trustee Krebs, TO APPROVE ORDINANCE 2022-1 “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, Ross, Parent, Krebs, Braun. NAYS None. ABSENT None. The motion carried.

Library User Cards Policy—
The Board will look over the policy and vote on it at the July meeting.

ATA Group, LLP in Association with McClure and Inserra Engagement Letter for the Audit for the Year Ended June 30, 2022—
The Board reviewed the engagement letter for the FY22 Audit. Trustee Ross moved, seconded by Trustee Parent, TO APPROVE THE ENGAGEMENT LETTER FOR THE FY21 22 AUDIT. A roll call vote was taken and the results were as follows: AYES Magnelli, Magnuson, Ringelstein, Ross, Parent, Krebs, Braun. NAYS None. ABSENT None. The motion carried.

Melissa Lambrecht Six Month Leave of Absence—
Melissa Lambrecht, a part-time Adult Librarian, has requested a six-month leave of absence. Director Wittmann reported that Melissa has been with the library for well over 20 years and has been a dedicated, effective, and beloved employee. The leave would begin on August 1, 2022. Trustee Magnelli moved, seconded by Trustee Magnuson, TO APPROVE MELISSA LAMBRECHT’S SIX-MONTH LEAVE OF ABSENCE. A roll call vote was taken and the results were as follows: AYES Magnuson, Magnelli, Ringelstein, Ross, Parent, Krebs, Braun. NAYS None. ABSENT None. The motion carried.

Workshop Clerk Job Description—
Director Wittmann would like the Board to vote to approve the new Workshop Clerk Job Description. The position would primarily be responsible for staffing the Workshop. Trustee Ross moved, seconded by Trustee Krebs, TO APPROVE THE WORKSHOP CLERK JOB DESCRIPTION. A roll call vote was taken and the results were as follows: AYES Magnuson, Magnelli, Ringelstein, Ross, Parent, Krebs, Braun. NAYS None. ABSENT None. The motion carried.

Café Space—
Director Wittmann reported that she had received emails from a couple of different people interested in occupying the café space. A former employee of Fannie’s and a Norridge resident who owns DD Designs reached out to her that they were interested in the space. Trustee Magnelli advised that if the Board decided they wanted to rent out the space, they should open it up to the public and not limit it to the people who have reached out. Director Wittmann advised that she had some ideas on what the space should become. She would like to expand the workshop and use the west section of the café for a sound booth to accommodate recording projects and instrument practice. She would also like to have the library begin offering food-related programming and maybe use the rest of the space for multipurpose programming and meeting space. Trustee Parent discussed the Friends using that space for book sales. He said that the book room was not an adequate space for them. Director Wittmann would like to move away from having a retail space in the café. They discussed maybe putting in high-end vending machines in the space and setting up café tables in the front vestibule. Director Wittmann advised that she would create an outline with different options for the café space.

Transfer from Corporate fund to Audit fund—
Director Wittmann recommended that the Board approve a transfer of $6,000 from the corporate fund to the audit fund. Director Wittmann advised that they ended up not collecting all of the tax money for this fund that the County anticipated we should have. Trustee Ross moved, seconded by Trustee Parent, TO APPROVE A TRANSFER FROM THE CORPORATE FUND TO AUDIT FUND IN THE AMOUNT OF $6,000.00. A roll call vote was taken and the results were as follows: AYES Magnuson, Magnelli, Ringelstein, Ross, Parent, Krebs, Braun. NAYS None. ABSENT None. The motion carried.

Appoint Trustees to Audit Secretary’s Records—
Per Illinois statute, Trustee Braun, serving in his capacity as Board 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 Braun appointed himself and Trustee Ringelstein 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 21th Board meeting at 7:30 P.M. Trustee Ringelstein and Trustee Magnuson will not be able to attend, and Trustee Parent will attend virtually.

IRS Mileage Rate—
The IRS announced an increase in the optional standard mileage rate for the final six months of 2022. The standard mileage rate for business travel will be 62.5 cents per mile, up 4 cents for the rate effective in January. The new rate will be effective July 1, 2022.

Six Month Raise—Yessenia Carrillo—
Trustee Krebs moved, seconded by Trustee Parent, THAT YESSENIA CARILLO’S HOURLY RATE BE INCREASED FROM $13.20 TO $13.60 RETROACTIVE FROM APRIL 1, 2022. A roll call vote was taken and the results were as follows: AYES Magnelli, Magnuson, Ringelstein, Ross, Parent, Krebs, Braun. NAYS None. ABSENT None. The motion carried.

Personnel Changes—
Reference Services Page, Justine Heredia resigned, her last day is June 16, 2022. Building and Security Services Assistant, Michael Lipinski resigned, his last day is June 19, 2022. Children Services Page, Jennifer Loforte resigned, her last day is June 29, 2022.

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. 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 16, 2021 be opened. The Board also reviewed the minutes of the closed session held April 21, 2016, November 15, 2018, and June 20, 2019. 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 Ross moved, seconded by Trustee Magnuson, TO KEEP THE CLOSED SESSIONS CLOSED AND TO OPEN THE CLOSED SESSION 5ILCS 120.2 (C) (1) DECEMBER 16, 2021, DIRECTOR WITTMANN’S ANNUAL REVIEW. A Roll Call vote on the motion was taken and the results are as follows: AYES Magnelli, Magnuson, Ringelstein, Ross, Parent, Krebs, Braun. NAYS None. ABSENT None. The motion carried.

Any Other Business—
Trustee Magnelli asked about the roof leak. Director Wittmann advised that everything is fine and dried out. She also reported that the fish tank leaked yesterday and that it has already been fixed.

FRIENDS OF THE LIBRARY UPDATES

Julie Stam reported that they had their quarterly meeting on June 15, 2022. They changed their voting eligibility bylaws. As long as a member has attended 50 percent of the meetings, they would be eligible to vote. They agreed to replenish the emergency fund. There is currently $150 in the fund and they will replenish it back to the original balance of $300. They received nominations for President, Secretary, and Director. They formed a budget committee. They discussed their outdoor book sale. It will take place on July 30 and the rain date will be August 6. They will sell bags for $5.00 and it will come with a membership. They discussed about having a fall book sale. They may do one in conjunction with the Fall Family fest. Their next meeting will take place Wednesday, Sep 21. They will be voting for officers, the budget, and having a possible fundraiser.

LIBRARY DIRECTOR’S REPORT

Director Wittmann reported that a person from Housing forward visited the library after we reached out to them. He will come visit every Wednesday. The staff in-service day will take place Friday, June 17. We will be going over safety, AED training, and first aid training. Director Wittmann is still trying to find out the best location in the library to use as tornado shelter. We may put together emergency kits for people. Jennifer Furfori, who is a certified EMT, will conduct the AED and first aid training. Director Wittmann reported that there would be person in charge training, Code Adam training, and the Tomzik’ s therapy dog would visit the library.

COMMUNICATIONS

A FOIA request was received on May 27, 2022 from Smart Procure requesting any and all purchasing records from 02/28/22 to current.

ANNOUNCEMENTS

There were no announcements.

ADJOURNMENT

Trustee Ross moved, seconded by Trustee Parent THAT THE MEETING BE ADJOURNED. A Roll Call vote on the motion was taken and the results are as follows: AYES Magnelli, Magnuson, Ringelstein, Ross, Parent, Krebs, Braun. NAYS None. ABSENT None. The motion carried. The meeting was adjourned at 8:38 P.M.