The Regular Meeting of the Eisenhower Public Library District Board of Trustees June 18, 2020
CALL TO ORDER
President Braun called the meeting to order at 7:30 P.M.
ROLL CALL
Present Electronically: Ross, Ringelstein. Magnelli, Magnuson, Braun, Parent, Adams.
Absent: None.
Also Present Electronically: Wittmann, Bacarella, Stam, Blubaugh, Tomzik (7:33 P.M.).
RECOGNITION OF VISITORS
No visitors were 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 SPECIAL BOARD MEETING HELD JUNE 4, 2020 BE APPROVED. A Roll Call vote on the motion was taken and the results are as follows: AYES Magnuson, Magnelli, Ringelstein, Ross, Parent, Adams, Braun. NAYS None. ABSENT None. The motion carried unanimously.
Trustee Parent moved, seconded by Trustee Magnuson, THAT THE MINUTES OF THE REGULAR MEETING HELD MAY 21, 2020 BE APPROVED. A Roll Call vote on the motion was taken and the results are as follows: AYES Magnuson, Magnelli, Ringelstein, Ross, Parent, Adams, Braun. NAYS None. ABSENT None. The motion carried unanimously.
FINANCIAL REPORT
Director Wittmann advised that we are on target and under budget in the corporate fund.
APPROVAL OF CURRENT BILLS
Trustee Ross moved, seconded by Trustee Magnelli, THAT REGULAR PARKWAY CHECKS 27556 THROUGH 27630 TOTALING $87,280.90 FOR THE MONTH OF JUNE; MANUAL PAYMENTS TOTALING $10,786.50 FOR THE MONTH OF MAY; MANUAL CHECKS 27549 THROUGH 27555 TOTALING $5,650.90 FOR THE MONTH OF MAY; VOIDED CHECKS 27422, 27496, 27502; MAY NET WAGES TOTALING $10,985.00; MAY PAYROLL TAXES IN THE AMOUNT OF $43,002.80; AND MAY IMRF GOV ONE DEBIT IN THE AMOUNT OF $19,961.94. A Roll Call vote on the motion was taken and the results are as follows: AYES Magnuson, Magnelli, Ringelstein, Ross, Parent, Adams, Braun. NAYS None. ABSENT None. The motion carried unanimously.
COMMITTEE REPORTS
No Reports.
UNFINISHED BUSINESS
No Reports.
NEW BUSINESS
Ordinance 2020—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 0.627 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 Ross, TO APPROVE ORDINANCE 2020-1 “ANNUAL ORDINANCE AUTHORIZING PUBLIC LIBRARY NON-RESIDENT CARDS”. A Roll Call vote on the motion was taken and the results are as follows: AYES Magnuson, Magnelli, Ringelstein, Ross, Parent, Adams, Braun. NAYS None. ABSENT None. The motion carried unanimously.
McClure and Inserra Engagement Letter for the Year Ended June 30, 2020—
The Board reviewed the engagement letter but no action was taken because they voted last year on a three-year contract with McClure and Inserra.
PNH Computer Services and Support Contract—
Director Wittmann is recommending the Board approve a one-year extension on the contract with PNH Computer Services. This is a contract with John Keehn and Paul Haertel, our IT consultants. She advised that we have worked with them since we opened the new building and feel that we should continue to do so for the next year. Trustee Parent wanted to know if the goal was to get the new IT employee up to speed with PNH. He wanted to know what the plan would be at the end of the year. Director Wittmann advised that she would write in some support hours for PNH next year just in case something extraordinary happens and if we have a large project. Director Wittmann advised that PHN is currently in the Library six hours a week A motion was made by Trustee Parent, Seconded by Trustee Ross, TO APPROVE THE PNH SERVICES AND CONTRACT FOR COMPUTER SERVICES FOR ONE YEAR. A roll call vote was taken and the results were as follows: AYES Magnuson, Magnelli, Ross, Ringelstein, Parent, Adams, Braun. NAYS None. ABSENT None. The motion carried unanimously.
Parental Responsibility Policy Revision—
The policy revision was made due to the Library allowing patrons back into the building. The age limit was seven years old and it will be changed to ten years old. A motion was made by Trustee Magnuson, Seconded by Trustee Ross, TO APPROVE THE REVISED PARENTAL RESPONSIBILITY POLICY. A roll call vote was taken and the results were as follows: AYES Magnuson, Magnelli, Ross, Ringelstein, Parent, Adams, Braun. NAYS None. ABSENT None. The motion carried unanimously.
Transfer from Corporate fund to Audit and Unemployment fund—
Director Wittmann recommended that the Board approve a transfer from the corporate fund to the Audit and Unemployment fund. Director Wittmann advised that our expenses in the Audit and Unemployment funds were higher than she anticipated. Trustee Magnelli moved, seconded by Trustee Ross, TO APPROVE A TRANSFER FROM CORPORATE FUND TO UNEMPLOYMENT IN THE AMOUNT OF $8,000, AND FROM CORPORATE FUND TO AUDIT FUND IN THE AMOUNT OF $6,000. A roll call vote was taken and the results were as follows: AYES Magnuson, Magnelli, Ross, Ringelstein, Parent, Adams, Braun. NAYS None. ABSENT None. The motion carried unanimously.
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. She acknowledged that this was a practice suggested by Trustee Rothbart under Director Stoch and it has worked well. 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 16th Board meeting at 7:30 P.M.
Six Month Raise—
Trustee Ross moved, seconded by Trustee Magnuson, THAT HAN HUIE’S SALARY BE INCREASED FROM $11.88 TO $12.06 RETRO FROM MAY 1, 2020. A roll call vote was taken and the results were as follows: AYES Magnuson, Magnelli, Ross, Ringelstein, Parent, Adams, Braun. NAYS None. ABSENT None. The motion carried unanimously.
Annual Raises—
Trustee Ross moved, seconded by Trustee Parent, THAT JENNIFER LOFORTE’S SALARY BE INCREASED FROM $11.22 TO $11.39 RETRO FROM MAY 1, 2020. KATHERINE JACOB’S SALARY BE INCREASED FROM $21.02 TO $21.55, TEODORO MARTINEZ’ SALARY BE INCREASED FROM $11.17 TO $11.34, JORGE PEREZ’ SALARY BE INCREASED FROM $21.02 TO $21.55 ALL RETRO FROM JUNE 1, 2020. ANGELICA MORENO’S SALARY BE INCREASED FROM $12.12 TO $12.36 EFFECTIVE JULY 1, 2020. A roll call vote was taken and the results were as follows: AYES Magnuson, Magnelli, Ross, Ringelstein, Parent, Adams, Braun. NAYS None. ABSENT None. The motion carried unanimously.
Personnel Changes—
Brandon Binetti was hired as our new IT Coordinator, his start date is Thursday, June 25.
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 12, 2020 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 Ringelstein moved, seconded by Trustee Parent, TO KEEP THE CLOSED SESSIONS CLOSED AND TO OPEN THE CLOSED SESSION 5ILCS 120.2 (C) (1) DECEMBER 12, 2019, DIRECTOR WITTMANN’S ANNUAL REVIEW. A Roll Call vote on the motion was taken and the results are as follows: AYES Magnuson, Magnelli, Ringelstein, Ross, Parent, Adams, Braun. NAYS None. ABSENT None. The motion carried unanimously.
Any Other Business—
We received a FOIA request on June 2, 2020 from Pat Noonan Local Carpenters Local 1185 requesting the bid results for the flooring replacement.
FRIENDS OF THE LIBRARY UPDATES
Julie Stam reported that a few weeks ago Dawn Parent convened a coronavirus response committee and the goal was to come up with a plan for the Friends of the Library operations until such time they can safely and comfortably resume business. June’s meeting was cancelled and the book room was closed. They will take nominations for president, secretary and one of the Director positions, nominations are taken from July 1 through August 31st. Sept 16 they will have a zoom meeting. Julie delivered the check book to the treasurer. They plan to extend the current memberships through September 30, 2021. They will see if they can set up Zelle so they can receive membership electronic payments. They will do quarterly meetings as opposed to monthly meetings via zoom with the help of the Library.
LIBRARY DIRECTOR’S REPORT
Director Wittmann advised that deliveries have gone very well. They ended up starting deliveries May 29 the day after the stay-at-home order was lifted. They started with keeping digital records of the hold slips via slack but after a week of doing this, they realized they really did not need the digital record. It made the process more difficult. That portion of the process was stopped. The deliveries will continue for the foreseeable future. On July 6 curbside service will begin. The five spaces in front will be used for pick up. They will have signs in front of them. People can also walk up for their items. There will be a table where there items will be placed. A stronger Wi-Fi extension was installed. There will be designated Wi-Fi spots that extend further into the parking lot. We intend to designate spots as being optimal for Wi-Fi access. The Library will safely open on July 27 in a limited capacity. Masks and gloves were purchased. Face shields are being offered to staff, they will try to limit interaction. Only Norridge and Harwood Heights residents will be able to use computers. There will be a limit number of people per square foot. We have about 20,000 square feet of space and we will limit it to 50-60 people at a time. Patrons will be required to wear a mask unless they have a physical disability and they cannot wear one, then an accommodation will be offered to them. The three-team structure will merge into a two-team structure when curbside service starts. Once we open to the public, the hours will change from 9-5 Monday-Thursday to 11-7 Monday through Thursday to accommodate people who may not be able to make it in by 5:00 p.m. Hours on Friday and Saturday will remain 9-5, and we will continue to be closed on Sunday.
Trustee Parent asked about PPE and if there was any indication from Lindsay LaPointe’s office that they can help with getting disinfectant for the Library. Any obstacle for putting Wi-Fi on the light posts. Trustee Magnelli wanted to know if there is any concern about a breach to our network due to the Wi-Fi. Director Wittmann advised that she is not concerned about this. Director Wittmann advised there might be designated Wi-Fi spots outside with furniture. Face Shields, masks, and a counter have been ordered. The biggest challenge will be turning away Chicago patrons from the computers. Justin Pathmann is confident that the carpeting will be installed by July 27. Trustee Magnuson wanted to know when Fannies would reopen. Director Wittmann advised that they would not be in until we are at full capacity. Two patrons called and were very angry that we were not open yet. Director Wittmann made it clear that items can be delivered to these patrons. The majority of people are very happy that they do not have to leave their homes to get their materials. Director Wittmann commented that we are trying to keep staff safe. Trustee Parent wanted to know if we had ever heard from the patrons who expressed dissatisfaction prior to the pandemic. Director Wittmann advised that she had never had complaints from those patrons.
COMMUNICATIONS
Letter from Chris Adelman, Circulation Clerk. Thank you from the Reference Staff. Letter from Scott L. Ginsburg at Robbins Schwartz with the 2016-2018 Norridge Gardens PTAB Decision.
ANNOUNCEMENTS
Director Wittmann advised that Trustee Ringelstein provided snacks for employees and that they were grateful and appreciative for them.
ADJOURNMENT
Trustee Ross moved, seconded by Trustee Ringelstein, THAT THE MEETING BE ADJOURNED. A Roll Call vote on the motion was taken and the results are as follows: AYES Braun, Magnuson, Magnelli, Ringelstein, Ross, Parent, Adams. NAYS None. ABSENT None. The motion carried unanimously. The meeting was adjourned at 8:25 P.M.
