Agenda for October 20, 2016 Regular Meeting of the Northlake Public Library District Board of Trustees

MEETING OF THE

NORTHLAKE PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES

Regular Board Meeting, October 20, 2016

6:30 P.M.

AGENDA

  • Call to order, roll call.
  • Approval of the Agenda.
  • Approval of the Minutes of the Public Hearing of September 15, 2016.
  • Approval of the Minutes of the Regular Board Meeting of September 15, 2016.
  • Acceptance of the Library Fund Profit and Loss Report of September 30, 2016.
  • Acceptance of the Bills Paid (in the amount of $30,334.25- September-October 2016) Report /Payable (in the amount of $24,613.48) Report for October 20, 2016.
  • Acceptance of Statistical Circulation and Acquisitions Report for September 2016.
  • Librarians’ Reports for September-October 2016: Building Issues, Friends of the Library, Personnel, Safety Committee, Legal Calendar.
  • President’s Report
  • Vice President’s Report

UNFINISHED BUSINESS

  1. Review and Adopt Policy Revisions – Personnel Policy, Social Media (Action)

NEW BUSINESS

  1. Accept Financial Audit for the Fiscal Year Ending June 30, 2016 (Action)
  2. Approve Estimate amount of Property Tax Revenue that must be raised for 2016 Levy (Action)
  3. Adopt Ordinance #16-573: An Ordinance Levying and Assessing Taxes for 2016. (Action)
  4. Adopt Resolution #16-10: A Resolution to Comply with the Government Travel Expenses Control Act (Action)
  5. Review FY 2017 Per Capita Grant Requirements, including review of Chapter 6, “Access”, of Serving Our Public 3.0: Standards for Illinois Public Libraries, 2014. (Action)
  6. Authorize Director to Accept Proposed Insurance Levels for 2017. (Action)
  7. Approve Special Staff Considerations. (Action)
  8. Approve Closing the Library for Staff In-service Day, January 13, 2017. (Action)
  9. Approve Library Closing Dates for 2017. (Action)
  10. Accept Trustee Resignation as proposed. (Action)
  11. Executive Session: 5 ILCS 120/2 (c)(1): The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel, including hearing testimony on a complaint lodged against an employee or against legal counsel to determine its validity. (Action)

PUBLIC DISCUSSION

Members of the public are invited to speak to the board. Comments are to be limited to three minutes or less. Due to open meetings act restrictions, actions may not be taken on items not already on the agenda, but action may be deferred to a later board meeting.

ADJOURNMENT

The next Board meeting is scheduled for November 17, 2016.

The Northlake Public Library District is subject to the requirements of the Americans with Disabilities Act of 1990. Any individuals who plan to attend and/or participate in the meeting and who require certain accommodations are requested to phone the Director at (708) 562-2301, x 11, at least five working days prior to the meeting. Thank you.

Originally POSTED:  5:00 p.m., October 18, 2016

 

 

Posted in Agenda | Comments Off on Agenda for October 20, 2016 Regular Meeting of the Northlake Public Library District Board of Trustees

Minutes for August 18, 2016, Regular Meeting of the Northlake Public Library District Board of Trustees

 MINUTES OF THE REGULAR MEETING
OF THE
NORTHLAKE PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES
AUGUST 18, 2016

 

The regular meeting of August 18, 2016, of the Northlake Public Library District Board of Trustees was called to order at 6:31 p.m. by President Orlando Rivera. Present were Board members: Wason, Glowinski, Biddle, Rivera.  Absent Board members:  Herrera, Gutierrez, Sampson. Also present were: Sharon L. Highler, Library Director; Mary Jane Garrett, Head of Technical Services; and Christie Chaidez, Technical Services Clerk.

The Board approved the agenda on a motion by Biddle with a second by Wason.

AYES: All.

Minutes of the Board meeting of June 16, 2016, were approved on a motion by Wason with a second by Glowinski.

AYES:  All.

The Library Fund Profit and Loss Reports of June 30, 2016, and July 31, 2016; and the Bills Paid/Payable Report for August 18, 2016, were accepted on a motion by Glowinski with a second by Biddle. Roll Call Vote:

AYES:  Wason, Glowinski, Biddle, Rivera.
NAYS:  None.
ABSENT:  Gutierrez, Herrera, Sampson.

Bills paid, June to August, 2016: $83,263.20.
Bills payable, August 18, 2016: $38,902.12.

The Statistical Circulation and Acquisitions Reports for June and July of 2016 were accepted by the Board on a motion by Glowinski with a second by Wason.

AYES: All.

The Board read and discussed the librarians’ reports for June-August, 2016. Highler discussed her report in more detail with the Board. Bank updating is nearly complete and the new account will be ready for use on September 1, 2016. Building cleaning and maintenance began July 1, 2016 and so far has been working out well. As always, they are responsive and very helpful. The computer furniture for the upstairs area has finally arrived and was installed. We discovered a hornet’s nest in the tree by the book-drop and had to have it removed, which was safely completed. HVAC upgrades to the software have been completed. Once remote access is established we will have better control over the system and a savings should be realized since not everything will run 24/7. Also, the work on the roof was completed. To eliminate the growing and expensive need for crane rental to lift equipment onto the roof, we purchased a gantry. Safety related inspections were completed for the fire alarms and sprinklers. Elevators will be inspected this coming Monday.

A date has been set to begin next month for the Financial Audit.

Our Friends group held a fundraiser at Chipotle in Elmhurst and more are planned for the future.

There seem to be constant changes to laws and regulations dealing with employees. Jo Ann Green, Business Office Senior Associate, and Highler have been attending as many classes, HR meetings, webinars and workshops as possible. Some policies and procedures are being evaluated and updated. Job descriptions will need to be reviewed. An on-boarding program will be developed to work on staff training problems.

The Kids Cafe summer lunch program, through the Greater Chicago Food Depository (GCFD), was mostly a success, but we did have more delivery related issues this summer. A different company was supplying meals, and portions and quality were an obstacle. We also need a need a new refrigerator as ours is not keeping a consistent temperature.

Copies of legislative changes were given to all Board Members regarding travel reimbursement, overtime eligibility, and liquor in libraries, along with a letter from Representative Kathleen Willis.

Outreach staff will be present at the Stone Park “Back-to-School” event on August 19, 2016, and at the Stone Park annual Rodeo on September 4, 2016.

With the increase in temperature, we have experienced an increase of patron issues ranging from homeless issues (hygiene and alcohol) to excessive complaining. Most have been resolved.

Jackie Ceron began her employment in the Youth Services Department on June 28, 2016, and jumped right into the summer reading program. Resignations were received from three of our pages: Everly Ortiz, Deyaneria Garriga, and Naomi Martinez, who have all accepted jobs elsewhere. Erica has been conducting interviews and hopes to fill the positions soon. Mary Jane Garrett, Head of Technical Services, will be retiring from Northlake Public Library District this Fall. She will spend September and October on vacation with her last official day being October 31, 2016.

Copies of a letter regarding SWAN updates were made available to all Board members. The letter details the interest of 22 new libraries in being added to our consortium.

Our coin towers furnished by TBS will be replaced with ones that accept credit cards next week. There will be no additional cost to us with the extension of our contract for an additional two years. Our shortened days with CTC support seem to be mainly working. We have the option to schedule additional hours if needed.

Copies of the Legal Calendar were given to each Board member, outlining obligatory items that have been noted for the next few meeting dates.

Upcoming projects include: changing to Google for staff email and other uses; returning to camera project, adding access points and time-clock if possible; finalization of spending for 2015 Per Capita Grant; work on 2016 Per Capita Grant requirements; continued work on next year’s budget; and continued policy review and required additions.

The librarians’ reports were accepted with the appreciation of the Board.

President Rivera personally thanked Mary Jane Garrett for her years of service and for her help when he was new to the Board. She will be missed.

The Board voted to approve the Personnel Policy holiday time revisions on a motion by Wason with a second by Glowinski.

AYES: All.

Reviewing and adopting Board Regulations and the Disposal of Surplus Materials Policy were both tabled until a future meeting.

It was decided that the audit of Secretary’s Minutes would be conducted by Wason and Glowinski. This must be completed by the end of next week. Auditing may be done any time that the library is open.

The Board approved the State Annual Report (IPLAR) for FY 2015-16 on a motion by Biddle with a second by Wason.

AYES: All.

Highler summarized the Tentative Budget for the Board.

After discussion, the Board adopted the Tentative Budget and Appropriations of the Northlake Public Library District for the Fiscal Year beginning July 1, 2016, and ending June 30, 2017, on a motion by Glowinski with a second by Biddle. Roll call vote:

AYES:  Wason, Glowinski, Biddle, Rivera.
NAYS:  None.
ABSENT:  Gutierrez, Herrera, Sampson.

The Board approved setting the date for the Budget and Appropriations Public Hearing for September 15, 2016, at 6:00 p.m. on a motion by Wason with a second by Glowinski.

AYES: All.

Executive Session was not needed.

No members of the public were present.

The next regular Board meeting is scheduled for September 15, 2016.

The Board voted to adjourn the meeting at 7:35 p.m., on a motion by Biddle with a second by Wason.

AYES: All.

Elizabeth Biddle, Secretary

 

_____________________________

 

 

Posted in Minutes | Comments Off on Minutes for August 18, 2016, Regular Meeting of the Northlake Public Library District Board of Trustees

Agenda for September 15, 2016 Regular Meeting of the Northlake Public Library District Board of Trustees

MEETING OF THE

NORTHLAKE PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES

Public Hearing

Budget and Appropriation Ordinance for FY 2016/2017

 Thursday, September 15, 2016, 6:00 p.m., at 231 N. Wolf Road, Northlake, IL.

Regular Board Meeting, September 15, 2016

6:30 P.M.

AGENDA

  • Call to order, roll call.
  • Approval of the Agenda.
  • Approval of the Minutes of the Regular Board Meeting of August 18, 2016 and Acknowledgment of Public Hearing of September 15, 2016.
  • Acceptance of the Library Fund Profit and Loss Report of August 31, 2016.
  • Acceptance of the Bills Paid (in the amount of $9,816.11- September 2016) Report /Payable (in the amount of $26,947.76) Report for September 15, 2016.
  • Acceptance of Statistical Circulation and Acquisitions Report for August 2016.
  • Librarians’ Reports for August – September 2016: Bank Update, Building Issues (HVAC Upgrade, Misc.), Staff Changes, Technical Services Department Review, Legal Calendar.
  • President’s Report
  • Vice President’s Report

UNFINISHED BUSINESS

  1. Accept Audit of Secretary’s Minutes (Action)
  2. Review and Adopt Policy Revisions – Personnel Policy (Action)

NEW BUSINESS

  1. Review Renewal Contract with NHP Services (Action)
  2. Accept Estimate of Revenues for Fiscal Year beginning July 1, 2016 and ending June 30, 2017 (Action)
  3. Adopt Budget and Appropriations Ordinance #16-572 of the Northlake Public Library District for the Fiscal Year beginning July 1, 2016 and ending June 30, 2017. (Action)
  4. Executive Session: 5 ILCS 120/2 (c)(1): The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel, including hearing testimony on a complaint lodged against an employee or against legal counsel to determine its validity. (Action)

PUBLIC DISCUSSION

Members of the public are invited to speak to the board. Comments are to be limited to three minutes or less. Due to open meetings act restrictions, actions may not be taken on items not already on the agenda, but action may be deferred to a later board meeting.

ADJOURNMENT

The next Board meeting is scheduled for October 20, 2016.

The Northlake Public Library District is subject to the requirements of the Americans with Disabilities Act of 1990. Any individuals who plan to attend and/or participate in the meeting and who require certain accommodations are requested to phone the Director at (708) 562-2301, x 11, at least five working days prior to the meeting. Thank you.

Originally POSTED:6:00 p.m., September 13, 2016

 

 

Posted in Agenda | Comments Off on Agenda for September 15, 2016 Regular Meeting of the Northlake Public Library District Board of Trustees

Minutes for June 16, 2016, Regular Meeting of the Northlake Public Library District Board of Trustees

 MINUTES OF THE REGULAR MEETING
OF THE
NORTHLAKE PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES
JUNE 16, 2016

 

The regular meeting of June 16, 2016, of the Northlake Public Library District Board of Trustees was called to order at 6:30 p.m. by President Orlando Rivera. Present were Board members: Wason, Glowinski, Biddle, Rivera.  Absent Board members:  Herrera, Gutierrez, Sampson. Also present were: Sharon L. Highler, Library Director; and Mary Jane Garrett, Head of Technical Services.

The Board agreed to amend the agenda so that an Executive Session would be scheduled after Unfinished Business. The agenda was approved with the above change on a motion by Glowinski with a second by Wason.

AYES:  All.

Minutes of the Board meeting of April 21, 2016, and the statement of the cancellation of the meeting of May 19, 2016, were approved on a motion by Biddle with a second by Wason.

AYES:  All.

6:33 p.m., Gutierrez arrived.

The Library Fund Profit and Loss Reports of April 30, 2016, and May 31, 2016, were accepted on a motion by Gutierrez with a second by Biddle. Roll call vote:

AYES: Gutierrez, Wason, Glowinski, Biddle, Rivera.
NAYS: None.
ABSENT: Herrera, Sampson.

We are in the process of revising the codes used in the above reports.

The Bills Paid/Payable Report for June 16, 2016 was accepted by the Board on a motion by Biddle with a second by Glowinski. Roll call vote:

AYES:  Gutierrez, Wason, Glowinski, Biddle, Rivera.
NAYS:  None.
ABSENT:  Herrera, Sampson.

Bills paid, May to June, 2016: $138,789.19.
Bills payable, June 16, 2016: $23,872.47.

The Statistical Circulation and Acquisitions Reports for April and May of 2016 were accepted by the Board on a motion by Glowinski with a second by Wason.

AYES: All.

The Board read and discussed the librarians’ reports for April-June, 2016. Highler discussed her report in more detail with the Board. For the HVAC system, we will be replacing the unit that serves the first floor, cleaning filters because of cottonwood fluff, getting a price to upgrade the system’s computer equipment and software, and replacing other parts of the system. Our roof company will be doing a midyear inspection. Our refrigerator in the programming room kitchen is having difficulty maintaining a 40°F temperature, which is required by our summer lunch sponsor. We will need to replace it. Our main-floor men’s and boys’ restrooms were vandalized on June 10. We had previously left the men’s restroom unlocked, but have gone back to locking it. The shipment of the final replacement computer furniture (from the flood) is due soon.

The Kids Cafe summer lunch program, through the Greater Chicago Food Depository (GCFD), began on June 13. Increased marketing has resulted in more children coming to the program this year. As of June 20, we will be receiving 60 meals per day to distribute. The kickoff celebration for the Summer Reading Program was on June 4. We have found that purchasing treat machines is more cost-effective than renting them, so we now own a cotton candy machine and a snow cone machine in addition to a popcorn machine.

Our Friends group held a rummage sale on May 13 and 14. They also did a fundraising event at the Summer Reading Program kickoff.

Our IT service, CTC, has fixed the major problems and finished the major projects for our computer system. We will need them to come for fewer hours per week. Staff will be trained to do routine updates.

Human Resources, Jo Ann Green, is working on updating our personnel procedures to be in compliance with current regulations. She is also auditing current employees’ files. Youth Services has done interviews and selected the replacement for Omar Ramirez, who recently resigned.

Our SWAN catalog consortium is making final plans for a headquarters relocation. SWAN has added a few members and has been petitioned to add more. Our RAILS library system continues its revision of membership standards. If the current draft of revisions passes, we will need to revise our budget to increase the percentage that is spent on materials and content.

The librarians’ reports were accepted with the appreciation of the Board, on a motion by Glowinski with a second by Wason.

AYES: All.

The President had nothing to additional to report.

Highler reminded the Board about reviewing and revising the Board Regulations. A policy on Disposal of Surplus Materials is planned for presentation for Board approval in August.

The Board voted to go into Executive Session as per 5 ILCS 120/2 (c)(1): “The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel, including hearing testimony on a complaint lodged against an employee or against legal counsel to determine its validity,” on a motion by Glowinski with a second by Wason.

AYES: All.

The Board went out of the regular meeting at 7:06 p.m.

At 7:25 p.m., the Board voted to resume the regular meeting on a motion by Glowinski with a second by Wason.

AYES: All.

The Board voted to approve the proposals from the Executive Session, for a 1% salary increase and staffing changes, on a motion by Glowinski with a second by Wason. Roll call vote:

AYES:  Gutierrez, Wason, Glowinski, Biddle, Rivera.
NAYS:  None
ABSENT:  Herrera, Sampson.

The Board voted to approve the Board Meeting Schedule for the 2016-17 fiscal year on a motion by Biddle with a second by Glowinski.

AYES: All

Highler pointed out the importance of keeping current about the Library Legal Calendar. An updated copy was given to each Trustee. The August meeting is another one when it is important to have a quorum, to pass a number of ordinances or resolutions before their deadlines.

If a Trustee wishes to resign from the Board, they must submit a written resignation in order to make it official.

The Board discussed Ordinance #16-569, Ascertaining the Prevailing Rate of Wages for Laborers, Workers and Mechanics Employed on Public Works of the Northlake Public Library District. The 2016 rate of wages has not been published yet, so librarians were asked to use 2015 and refer to the source website when the 2016 rates were completed. Ordinance #16-569 was approved on a motion by Gutierrez with a second by Wason. Roll call vote:

AYES:  Gutierrez, Wason, Glowinski, Biddle, Rivera.
NAYS:  None.
ABSENT:  Herrera, Sampson.

Ordinance #16-570, Authorizing Public Library Non-Resident Cards, was discussed by the Board. Each Trustee was given a copy of the calculation of the non-resident fee, according to an approved state formula. Ordinance #16-570, with a non-resident fee of $319.00, was adopted by the Board on a motion by Wason with a second by Glowinski. Roll call vote:

AYES:  Gutierrez, Wason, Glowinski, Biddle, Rivera.
NAYS:  None.
ABSENT:  Herrera, Sampson.

Ordinance #16-571, An Ordinance to Levy an Additional .02% Tax for Equipping the Library and for the Maintenance and Repair of the Library Building and Equipment of the Library District, was adopted on a motion by Biddle with a second by Wason. Roll call vote:

AYES:  Gutierrez, Wason, Glowinski, Biddle, Rivera.
NAYS:  None.
ABSENT:  Herrera, Sampson.

The Board discussed whether to schedule a review of Closed Session (that is, Executive Session) Minutes. It was decided that these minutes would remain closed, on a motion by Wason with a second by Glowinski.

AYES: All.

No members of the public were present.

The next regular Board meeting is scheduled for August 18, 2016.

The Board voted to adjourn the meeting at 7:41 p.m., on a motion by Biddle with a second by Wason.

AYES: All.

Elizabeth Biddle, Secretary

 

_____________________________

 

 

Posted in Minutes | Comments Off on Minutes for June 16, 2016, Regular Meeting of the Northlake Public Library District Board of Trustees

Notice for September 15, 2016 Public Hearing of the Northlake Public Library District Board of Trustees

MEETING OF THE
NORTHLAKE PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES

Public Hearing, September 15, 2016

6:00 P.M.

A public hearing on the Budget and Appropriation Ordinance for Northlake Public Library District for FY 2016/2017 will be held at 6:00 p.m. on Thursday, September 15, 2016. The meeting will be held at the library located at 231 North Wolf Road, Northlake, IL.

This hearing will be immediately followed by the regular meeting of the Board of Trustees.

The next Board meeting is scheduled for September 15, 2016.

The Northlake Public Library District is subject to the requirements of the Americans with Disabilities Act of 1990. Any individuals who plan to attend and/or participate in the meeting and who require certain accommodations are requested to phone the Director at (708) 562-2301, x 11, at least five working days prior to the meeting. Thank you.

Originally POSTED: 5:00 p.m., August 22, 2016

 

 

Posted in Notices | Comments Off on Notice for September 15, 2016 Public Hearing of the Northlake Public Library District Board of Trustees

Agenda for August 18, 2016 Regular Meeting of the Northlake Public Library District Board of Trustees

MEETING OF THE

NORTHLAKE PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES

Regular Board Meeting, August 18, 2016

6:30 P.M.

AGENDA

  • Call to order, roll call.
  • Approval of the Agenda.
  • Approval of the Minutes of the  Regular Board Meeting of June 16, 2016.
  • Acceptance of the Library Fund Profit and Loss Report of June 30, 2016 and July 31, 2016.
  • Acceptance of the Bills Paid (in the amount of $83,263.20- June to August 2016) Report /Payable (in the amount of $38,902.12) Report for August 18, 2016.
  • Acceptance of Statistical Circulation and Acquisitions Report for June and July 2016.
  • Librarians’ Reports for June – August 2016: Bank Update, Building Issues (Cleaning Service/Handy-man, Hornets, HVAC Upgrade, Misc.), Financial Audit, HR Update, Kid’s Cafe, Legislation Changes, Outreach, Patron Issues, Staff Changes, Technology, Legal Calendar.
  • President’s Report
  • Vice President’s Report

UNFINISHED BUSINESS

  1. Review and Adopt Policy Revisions – Personnel Policy, Board Regulations, Disposal of Surplus Materials (Action)

NEW BUSINESS

  1. Schedule Audit of Secretary’s Minutes (Action)
  2. Approve State Annual Report (IPLAR), FY 2015-16 (Action)
  3. Adopt Tentative Budget and Appropriations of the Northlake Public Library District for the Fiscal Year beginning July 1, 2016 and ending June 30, 2017. (Action)
  4. Set date for Budget and Appropriations Public Hearing (Action)
  5. Executive Session: 5 ILCS 120/2 (c)(1): The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel, including hearing testimony on a complaint lodged against an employee or against legal counsel to determine its validity. (Action)

PUBLIC DISCUSSION

Members of the public are invited to speak to the board. Comments are to be limited to three minutes or less. Due to open meetings act restrictions, actions may not be taken on items not already on the agenda, but action may be deferred to a later board meeting.

ADJOURNMENT

The next Board meeting is scheduled for September 15, 2016.

The Northlake Public Library District is subject to the requirements of the Americans with Disabilities Act of 1990. Any individuals who plan to attend and/or participate in the meeting and who require certain accommodations are requested to phone the Director at (708) 562-2301, x 11, at least five working days prior to the meeting. Thank you.

Originally POSTED:6:00 p.m., August 16, 2016

 

 

Posted in Agenda | Comments Off on Agenda for August 18, 2016 Regular Meeting of the Northlake Public Library District Board of Trustees

Minutes for April 21, 2016, Meeting of the Northlake Public Library District Board of Trustees

 MINUTES OF THE REGULAR MEETING
OF THE
NORTHLAKE PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES
APRIL 21, 2016

 

The regular meeting of April 21, 2016, of the Northlake Public Library District Board of Trustees was called to order at 6:31 p.m. by President Orlando Rivera. Present were Board members: Glowinski, Wason, Biddle, Rivera.  Absent Board members:  Herrera, Gutierrez, Sampson. Also present were: Sharon L. Highler, Library Director; and Mary Jane Garrett, Head of Technical Services.

The regular Board meeting scheduled for March 17, 2016, was cancelled due to lack of a quorum.

The Board agreed to amend the agenda so that #2b, Sexual Harassment Policy, and #2d, Board Regulations, would be tabled until a future Board meeting. An Executive Session would not be needed for the present meeting. The agenda, as amended above, was approved by the Board on a motion by Wason with a second by Glowinski.

AYES:  All.

Minutes of the Board meeting of February 18, 2016, and the statement of the cancellation of the meeting of March 17, 2016, were approved on a motion by Biddle with a second by Glowinski.

AYES:  All.

The Library Fund Profit and Loss Reports of February 29 and March 31, 2016, were approved on a motion by Biddle with a second by Wason.

AYES: All

The Bills Paid Report for March 17, 2016; and the Bills Paid/Payable Report for April 21, 2016; were accepted by the Board on a motion by Glowinski with a second by Wason. Roll call vote:

AYES:  Biddle, Glowinski, Wason, Rivera.
NAYS:  None
ABSENT:  Herrera, Gutierrez, Sampson.

Bills paid, March 17, 2016: $44,291.58.
Bills paid, April 21, 2016: $24,189.14.
Bills payable, April 21, 2016: $36,732.65.

The Statistical Circulation and Acquisitions Reports for February and March of 2016 were accepted by the Board on a motion by Biddle with a second by Wason.

AYES: All.

The Board read and discussed the librarians’ reports for February through part of April of 2016. Highler spoke about her report in more detail, including an update on repairing flood damage and the hiring of Jo Ann Green as Business Office Senior Associate.

Highler reported on recently discovered misallocations to the Personal Property Replacement Tax Fund, which resulted in overpayment of funds to about 6,500 government districts, including our library district. Trustees each received a copy of an article about this from CapitolFax.com, plus a table showing the allocation error estimate for the local public library districts. Arrangements will need to be made by the district to return the overpayment.

6:47 p.m., Gutierrez arrived.

We have received a $1,000.00 memorial donation in honor of Grace and Leonard Roy.

A copy of the legal calendar and dates handout was given to each Board member. Highler reminded Trustees that it is extremely important that we have a quorum for the June Board meeting.

Each Board member received a copy of the revised “Person in Charge” (of the building) list.

Trustees each received a copy of the confirmation letter for our FY 2016 Illinois Per Capita Grant. Highler estimated that the district will receive the grant near the end of 2016.

The librarians’ reports were accepted with the appreciation of the Board.

The President and Vice President had nothing additional to report.

Highler reported on the current state of the HVAC system. Board members received copies of letters from Ed DiCristofano of National Heat & Power Corp., plus copies of the photographs illustrating current problems. Repairs are due to begin on April 22nd.

The Board read and discussed proposed revisions to the Insurance and the Tuition Reimbursement portions of the Personnel Policy, and to the Safety of the Children in the Library Policy. The library district will also be reinstating tuition reimbursement as a line in the budget. The policy revisions in the documents mentioned above were adopted by the Board on a motion by Wason with a second by Glowinski.

AYES: All.

Highler, after meeting with Kelly Zabinski, the district’s financial consultant, recommends changing banking institutions and accounts. Our current bank has been difficult to work with, especially when not making requested changes in a timely manner. Online access to the account has resulted in an increase in fees. Another banking arrangement is not being used and has recently changed to provide less access to our accounts. Ms. Zabinski recommends consolidating accounts and changing to Wintrust, which has a local branch. After discussion, the Board authorized Highler to change banking institutions and accounts according to Ms. Zabinski’s recommendations, on a motion by Biddle with a second by Gutierrez. Roll call vote:

AYES:  Biddle, Gutierrez, Glowinski, Wason, Rivera.
NAYS:  None
ABSENT:  Herrera, Sampson.

Board members were each given a copy of the table on Content and Collections of the working draft of membership standards for the RAILS library system. Highler pointed out that currently the percentage of our budget dedicated to collections and content is below that of the lowest, or Basic, level of 8%. This area of the budget also includes such things as ebooks in addition to physical formats. In order to reach the Basic level of 8%, Highler will be reapportioning the upcoming budget.

Highler gave a brief report to the Board on the Open House, held on April 16.

No members of the public were present.

The next regular Board meeting is scheduled for May 19, 2016.

Having gone through the agenda, and with no further items before the Board, President Rivera declared the meeting adjourned at 7:15 p.m.

 

Elizabeth Biddle, Secretary

 

_____________________________

 

 

Posted in Minutes | Comments Off on Minutes for April 21, 2016, Meeting of the Northlake Public Library District Board of Trustees

Regular Meeting for May 19, 2016, of the Northlake Public Library District Board of Trustees

 REGULAR MEETING
OF THE
NORTHLAKE PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES
MAY 19, 2016

 

The regular Board meeting scheduled for May 19, 2016, was cancelled due to lack of a quorum.

 

Elizabeth Biddle, Secretary

 

_____________________________

 

 

Posted in Minutes | Comments Off on Regular Meeting for May 19, 2016, of the Northlake Public Library District Board of Trustees

Agenda for June 16, 2016 Regular Meeting of the Northlake Public Library District Board of Trustees

MEETING OF THE

NORTHLAKE PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES

Regular Board Meeting, June 16, 2016

6:30 P.M.

AGENDA

  • Call to order, roll call.
  • Approval of the Agenda.
  • Approval of the Minutes of the  Regular Board Meeting of April 21 and May 19, 2016.
  • Acceptance of the Library Fund Profit and Loss Report of April 30, 2016 and May 31, 2016.
  • Acceptance of the Bills Paid (in the amount of $138,789.19- May to June 2016) Report /Payable (in the amount of $23,872.47) Report for June 16, 2016.
  • Acceptance of Statistical Circulation and Acquisitions Report for April and May 2016.
  • Librarians’ Reports for April-June 2016: Building Issues (Cleaning Service/Handy-man, HVAC, Plumbing, Roof Repairs, Misc.), Kid’s Cafe, Outreach (Street Teams, Area Parades), RAILS Update, Staff Changes, Summer Reading Program, SWAN Update, Technology, Vandalism.
  • President’s Report
  • Vice President’s Report

UNFINISHED BUSINESS

  1. Review and Adopt Policy Revisions – Board Regulations, Disposal of Surplus Materials (Informational)

NEW BUSINESS

  1. 2016-17 Staff Salaries (Action)
  2. Board Meeting Schedule for FY 2016-17 (Action)
  3. Adopt Ordinance #16-569, Ascertaining the Prevailing Rate of Wages for Laborers, Workers and Mechanics Employed on Public Works of the Northlake Public Library District. (Action)
  4. Adopt Ordinance #16-570, Authorizing FY 2016-17 Public Library Non-Resident Cards. (Action)
  5. Adopt Ordinance #16-571, An Ordinance to Levy an Additional .02% Tax for Equipping the Library and for the Maintenance and Repair of the Library Building and Equipment of the Library District. (Action)
  6. Schedule “Closed Session Minutes” Review (Action)
  7. Executive Session: 5 ILCS 120/2 (c)(1): The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel, including hearing testimony on a complaint lodged against an employee or against legal counsel to determine its validity. (Action)

PUBLIC DISCUSSION

Members of the public are invited to speak to the board. Comments are to be limited to three minutes or less. Due to open meetings act restrictions, actions may not be taken on items not already on the agenda, but action may be deferred to a later board meeting.

ADJOURNMENT

The next Board meeting is scheduled for August 18, 2016.

The Northlake Public Library District is subject to the requirements of the Americans with Disabilities Act of 1990. Any individuals who plan to attend and/or participate in the meeting and who require certain accommodations are requested to phone the Director at (708) 562-2301, x 11, at least five working days prior to the meeting. Thank you.

Originally POSTED:6:30 p.m., June 14, 2016

 

 

Posted in Agenda | Comments Off on Agenda for June 16, 2016 Regular Meeting of the Northlake Public Library District Board of Trustees

Agenda for May 19, 2016 Regular Meeting of the Northlake Public Library District Board of Trustees

MEETING OF THE

NORTHLAKE PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES

Regular Board Meeting, May 19, 2016

6:30 P.M.

CANCELLED DUE TO LACK OF QUORUM

AGENDA

  • Call to order, roll call.
  • Approval of the Agenda.
  • Approval of the Minutes of the  Regular Board Meeting of April 21, 2016.
  • Acceptance of the Library Fund Profit and Loss Report of April 30, 2016.
  • Acceptance of the Bills Paid (in the amount of $8,384.95) Report /Payable (in the amount of $111,049.48) Report for May 19, 2016.
  • Acceptance of Statistical Circulation and Acquisitions Report for April 2016.
  • Librarians’ Reports for April-May 2016: Building Issues (HVAC), HR Updates, Patron Banning, Personnel Changes, Staff Safety Program, Summer Lunch Program.
  • President’s Report
  • Vice President’s Report

UNFINISHED BUSINESS

  1. Review and Adopt Policy Revisions – Board Regulations (Action)

NEW BUSINESS

  1. 2016-17 Staff Salaries (Action)
  2. Executive Session: 5 ILCS 120/2 (c)(1): The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel, including hearing testimony on a complaint lodged against an employee or against legal counsel to determine its validity. (Action)

PUBLIC DISCUSSION

Members of the public are invited to speak to the board. Comments are to be limited to three minutes or less. Due to open meetings act restrictions, actions may not be taken on items not already on the agenda, but action may be deferred to a later board meeting.

ADJOURNMENT

The next Board meeting is scheduled for June 16, 2016.

The Northlake Public Library District is subject to the requirements of the Americans with Disabilities Act of 1990. Any individuals who plan to attend and/or participate in the meeting and who require certain accommodations are requested to phone the Director at (708) 562-2301, x 11, at least five working days prior to the meeting. Thank you.

Originally POSTED:5:30 p.m., May 17, 2016

 

 

Posted in Agenda | Comments Off on Agenda for May 19, 2016 Regular Meeting of the Northlake Public Library District Board of Trustees