Minutes for April 20, 2017, 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
APRIL 20, 2017

 

The regular meeting of April 20, 2017, of the Northlake Public Library District Board of Trustees was called to order at 6:38 p.m. by President Wason. Present were Board members: Wason, Glowinski, Biddle, Gutierrez.  Absent Board members:  Herrera,  Sampson. Also present were: Sharon L. Highler, Library Director; Christie Chaidez, Technical Services Clerk; and newly elected Trustee Diane Werba, who was there to observe the meeting.

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

AYES: All.

Minutes of the Regular Board Meeting of March 16, 2017 were approved on a motion by Biddle with a second by Gutierrez.

AYES:  All.

The Library Fund Profit and Loss Report of March 31, 2017, was accepted on a motion by Glowinski with a second by Gutierrez. Roll Call Vote:

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

The Bills Paid/Payable Reports for March – April, 2017, were accepted on a motion by Glowinski with a second by Biddle. Roll call vote:

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

Bills paid, March – April, 2017: $23,794.05.
Bills payable, April 20, 2017: $28,351.49.

Highler reported that Laura Bartnik and her husband welcomed their son to the world on March 25th, about a week earlier than expected.
All the HVAC units shut down early last week and a brownout was suspected as the cause. They were fixed that day and the newly installed software was able to point out what the problem was.
A lot of lights have been burning out, some due to bad ballasts, and are being replaced. The electrician has been called to do the annual parking lot light replacement. He will need to replace the ballasts. Higher also discussed the problem of disposing of all of the old bulbs. Biddle suggested that Home Depot may take them. Highler will look into this.
The fraudulent credit card charges have been removed from our account, but we still have no idea who was responsible and most likely never will.
The Friends of the Library are doing another fundraiser for the library, this time at Portillos on May 11th.
During National Library Week, 30 patrons made use of our free library card replacement.
We are still waiting for final clearance for passport acceptance.
Our Per Capita Grant is about $7,000.00 less this year than it was last year.
We have hired our last page. The person selected has been a much valued volunteer and knows much about the library already. Her name is Valeria Rodriguez.
We have a patron who says he keeps forgetting to return one of our iPads. We are at the point where we will need to get the police involved.
This year the local schools will not be offering summer reading, so the library will be filling in for the normal programs offered there as well. This is a potential 1000% increase in the number of students we normally see. That is potentially 5,000 kids. To off-set costs, the Youth Department is soliciting donations from within the community. Our first check came from Leyden Credit Union. Following phone calls to insure letters were received, several more promises of funding were given. Highler asked if each Board member could make a donation as well. She will be making a matching donation.
We will again be doing our Summer Kid’s Café Program. We feed lunch to any child that comes to the library during that set hour until we run out of lunches. Last year, we were short several times. It all depends on the supplier we get.
RAILS is offering free exhibitor passes to member libraries for the annual ALA conference. Highler is encouraging everyone to take advantage of the opportunity. ALA is in Chicago at McCormick place this year, June 22-27. Please see Highler if you would like to attend.
Work will continue on the spending for the FY2016/17 budget so that we can get a head-start on the next budget year.

The Board accepted the librarians’ reports for March – April 2017, with their thanks.

For the President’s report, Wason reported that she had booked a study room for the Boy Scouts and one of the men from the group came in early and didn’t know where to go or what he was supposed to do. She said whoever was working as front desk staff that night was extremely helpful to him.

After review, the Board adopted the Personnel Policy Salary Schedule on a motion by Glowinski with a second by Gutierrez.  Roll Call Vote:

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

Highler provided the Board with copies of the 2017 Board Election Results.

After consideration, the Board approved going forward with the Flex Spending Dependent Care on a motion by Biddle with a second by Gutierrez. Roll Call Vote:

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

Highler let the Board know that SEI Submissions must be turned in ASAP. April 30,2017 is the deadline.

FY2017-18 Budget Items:Salaries. Highler presented a proposal of a 5% increase for employees’ salaries to compensate for the raise to the Cook County minimum wage rate. Little or no increase will be needed over the present budgeted amount. After consideration, the Board accepted the 5% increase on a motion by Glowinski with a second by Biddle. Roll Call Vote:

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

Executive Session was not needed.

The next regular Board meeting is scheduled for May 18, 2017.

Having moved through the agenda, the meeting was adjourned at 7:39 p.m., by President Wason.

Elizabeth Biddle, Secretary

 

_____________________________

 

 

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Agenda for May 18, 2017 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 18, 2017

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 20, 2017.
  • Acceptance of the Library Fund Profit and Loss Report of April 30, 2017.
  • Acceptance of the Bills Paid (in the amount of $14,642.12, April- May 2017) Report /Payable (in the amount of $91,749.67) Report for May 18, 2017.
  • Librarians’ Reports for April-May 2017: Building  problems, Outreach, Personnel, Problem Patrons, Summer Learning Program, Summer Kid’s Cafe Lunch Program
  • President’s Report
  • Vice President’s Report

UNFINISHED BUSINESS

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

NEW BUSINESS

  1. Swearing in of Trustees (Action)
  2. Former Trustee Recognition (Action)
  3. Board Reorganization – Election of Board Officers (Action)
  4. Introduction of Departmental Staff (Informational)
  5. Update Trustee Information (Informational)
  6. Required State FOIA Trustee Training (Informational)
  7. Approve Board Meeting Schedule for FY 2017-18 (Action)
    1. Library Legal Calendar (Informational)
  8. Appoint FY 2017-19 Check Signers (Action)
  9. 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 15, 2017.

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 16, 2017

 

 

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Minutes for March 16, 2017, 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
MARCH 16, 2017

 

The regular meeting of March 16, 2017, of the Northlake Public Library District Board of Trustees was called to order at 6:35 p.m. by President Wason. Present were Board members: Wason, Glowinski, Biddle, Gutierrez.  Absent Board members:  Herrera,  Sampson. Also present were: Sharon L. Highler, Library Director; Christie Chaidez, Technical Services Clerk; and NIU student Adriana Balvaneda, who was there as part of the public to observe for a school assignment.

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

AYES: All.

Minutes of the Regular Board Meeting of February 16, 2017 were approved on a motion by Glowinski with a second by Biddle.

AYES:  All.

The Library Fund Profit and Loss Report of February 28, 2017, was accepted on a motion by Glowinski with a second by Gutierrez. Roll Call Vote:

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

The Bills Paid/Payable Reports for February – March, 2017, were accepted on a motion by Glowinski with a second by Biddle. Roll call vote:

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

Bills paid, February – March, 2017: $19,028.52.
Bills payable, March 16, 2017: $12,630.13.

Highler reported that fire alarm inspections have been completed by three different companies. We want to find one company that will do everything…alarms, extinguishers, etc. Our contract only covers inspections but not replacements or temporary equipment, so Highler is shopping around for a better place to use.
We had an instance of credit card fraud with our US Bank account and Amazon. Two small purchases were made, both under $40.00, before it was caught and the account was closed. They were using a library account tied to our Head of Adult Services name and having the items billed here but shipped to a different location. Fraud paperwork was filled out and the cards are closed.
We received our new refrigerator from the Friends of the Library. We need people to join the Friends. Their rummage sale is coming up soon.
National Library Week is approaching and aside from bookmarks to hand out, we will offer an amnesty week where replacement cards will be free of charge instead of $1.00 each.
We have had some more issues with a problem patron who claims to work here and treats us like her employees. She has even made herself a badge. She was also “fixing” the public printer by removing the paper and Highler instructed staff that she is not to touch the equipment and must be asked to leave if she does not comply. This raises safety issues.
At the SWAN Quarterly the budget was accepted so there will be one more year of reduced payment. There are about 20 more libraries joining the consortium.
We should be approved as a Passport Acceptance Agency within the next 2 months.

The Board accepted the librarians’ reports for February – March 2017, with their thanks.

There were no reports from the President or Vice-President.

The new special Leave Requests part of the Personnel Policy was adopted on a motion by Biddle with a second by Gutierrez.

AYES: All.

The new Confidentiality policy  was adopted as a Policy Revision to the Personnel Policy: on a motion by Glowinski with a second by Biddle.

AYES: All.

The NIMEC pricing contract for electricity has been signed. It went up slightly, but is locked in for the next three years.

Flex Spending Dependent Care Information was tabled until a future meeting.

Highler provided the Board members with copies of a statement from the Institute of Museum and Library Services regarding the President’s proposed FY 18 budget.

Executive Session was not needed.

The next regular Board meeting is scheduled for April 20, 2017.

Having moved through the agenda, the meeting was adjourned at 7:29 p.m., by President Wason.

Elizabeth Biddle, Secretary

 

_____________________________

 

 

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Agenda for April 20, 2017 Regular Meeting of the Northlake Public Library District Board of Trustees

MEETING OF THE

NORTHLAKE PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES

Regular Board Meeting, April 20, 2017

6:30 P.M.

AGENDA

  • Call to order, roll call.
  • Approval of the Agenda.
  • Approval of the Minutes of the Regular Board Meeting of March 16, 2017.
  • Acceptance of the Library Fund Profit and Loss Report of March 31, 2017.
  • Acceptance of the Bills Paid (in the amount of $23,794.05, March – April 2017) Report /Payable (in the amount of $28,351.49) Report for April 20, 2017.
  • Librarians’ Reports for March – April 2017: Baby on Board!, HVAC problem, PCG Award Letter, Personnel, Problem Patrons: Long Overdue Devices, Summer Learning Program Donations, Summer Kid’s Cafe Lunch Program
  • President’s Report
  • Vice President’s Report

UNFINISHED BUSINESS

  1. Review and Adopt Policy Revisions – Personnel Policy: Salary Schedule (Action)
  2. 2017 Board Election Results (Informational)
  3. Flex Spending Dependent Care (Action)

NEW BUSINESS

  1. 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 May 18, 2017.

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., April 18, 2017

 

 

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Minutes for February 16, 2017, 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
FEBRUARY 16, 2017

 

The regular meeting of February 16, 2017, of the Northlake Public Library District Board of Trustees was called to order at 6:35 p.m. by Secretary Elizabeth Biddle. Present were Board members: Gutierrez, Glowinski, Wason, Biddle.  Absent Board members:  Herrera,  Sampson. Also present were: Sharon L. Highler, Library Director; and Christie Chaidez, Technical Services Clerk.

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

AYES: All.

Minutes of the Regular Board Meeting of January 19, 2016 were approved on a motion by Glowinski with a second by Wason.

AYES:  All.

The Library Fund Profit and Loss Report of January 31, 2017, was accepted on a motion by Wason with a second by Gutierrez. Roll Call Vote:

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

The Bills Paid/Payable Reports for February 16, 2017, were accepted on a motion by Glowinski with a second by Gutierrez. Roll call vote:

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

Bills paid, January – February 2017: $12,895.94.
Bills payable, February 16, 2017: $22,861.41.

 

Highler reported that we had two instances with the HVAC. An upgrade to the 2nd floor unit was needed to allow for proper timing related to outside air in-take. This will help with more efficient temperature control on the second floor. We also had a blade on one of the motors for the second floor unit break due to the age of the unit. It will have to be replaced.
We had one of our annual inspections done for the fire alarms and are having another inspection on the 27th.
Juan will be asked to make a list of all of the ballasts that need to be replaced in the building. When the electrician comes to replace the parking lot lights and the lights in the front sign, we will ask him work on the ballasts as well.
We did receive a FOIA request from LocalLabs Media Services: Cook County District Consolidated Elections Candidate Filings requesting information regarding the upcoming election and our financials.
Highler attended the legislative luncheon with Laura Bartnik, Head of Adult Services, where state and federal issues affecting libraries were discussed. Highler and Bartnik were able to sit at the table for Representative Kathleen Willis and got to chat with her and other library directors.
Beginning this month, HR will start supplying a separate report which will be included with the departmental reports.
We have a request from an employee asking us to offer Flex Spending Dependent Care. This benefit allows staff to set aside “pre-tax” dollars to pay for eligible day care expenses, such as costs for babysitter, day camps or child care centers, for dependents under the age of 13 or tax dependents who are mentally or physically incapable of caring for themselves. Their annual contribution must be between $25 and $5,000. Highler will provide more information at the next Board meeting.
We were finally able to have Laura Bartnik’s baby shower and it was a success. She is due at the end of March.

The Board accepted the librarians’ reports for January – February 2017, with their thanks.

There were no reports from the President or Vice-President.

The sick leave portion of the personnel policy is being revised to make a change to the maximum hours that can be accrued in sick time for IMRF. After review, the Board agreed to adopt the Policy Revision to the Personnel Policy: Sick Time on a motion by Glowinski with a second by Gutierrez.

AYES: All.

The NIMEC pricing contract for electricity has not yet been bid on and pricing should be available by the next Board meeting.

With the resignation of Orlando Rivera, it was necessary to discuss Board reorganization.

Wason was chosen to preside as the Board President on a motion by Glowinski and a second by Gutierrez.

AYES: All.

Glowinski was chosen to preside as the Board Vice-President on a motion by Wason with a second by Gutierrez.

AYES: All.

Executive Session was not needed.

No members of the public were present.

The next regular Board meeting is scheduled for March 16, 2017.

Having moved through the agenda, the meeting was adjourned at 7:10 p.m., by Secretary Biddle.

Elizabeth Biddle, Secretary

 

_____________________________

 

 

Posted in Minutes | Comments Off on Minutes for February 16, 2017, Regular Meeting of the Northlake Public Library District Board of Trustees

Agenda for March 16, 2017 Regular Meeting of the Northlake Public Library District Board of Trustees

MEETING OF THE

NORTHLAKE PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES

Regular Board Meeting, March 16, 2017

6:30 P.M.

AGENDA

  • Call to order, roll call.
  • Approval of the Agenda.
  • Approval of the Minutes of the Regular Board Meeting of February 16, 2017.
  • Acceptance of the Library Fund Profit and Loss Report of February 28, 2017.
  • Acceptance of the Bills Paid (in the amount of $19,028.52, February – March 2017) Report /Payable (in the amount of $12,630.13) Report for March 16, 2017.
  • Librarians’ Reports for February – March 2017: Credit Card Fraud; Friends; National Library Week; Problem Patrons; SWAN Quarterly Report
  • President’s Report
  • Vice President’s Report

UNFINISHED BUSINESS

  1. Review and Adopt Policy Revisions – Personnel Policy: Leave Requests, Confidentiality (Action)
  2. Progress of annual NIMEC Contract to provide electricity pricing (Informational)
  3. Flex Spending Dependent Care (Informational)

NEW BUSINESS

  1. 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 April 20, 2017.

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., March 14, 2017

 

 

Posted in Agenda | Comments Off on Agenda for March 16, 2017 Regular Meeting of the Northlake Public Library District Board of Trustees

Minutes for January 19, 2017, 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
JANUARY 19, 2017

 

The regular meeting of January 19, 2017, of the Northlake Public Library District Board of Trustees was called to order at 6:39 p.m. by Secretary Elizabeth Biddle. Present were Board members: Biddle, Wason, Gutierrez.  Absent Board members:  Herrera, Glowinski, Sampson, Rivera. Also present were: Sharon L. Highler, Library Director; and Christie Chaidez, Technical Services Clerk.

The Board agreed to review the agenda items until the arrival of President Rivera, when they would enter their motions.

Highler reviewed a question from the Board on the Bills Paid report. The $500,000 amount in question was actually a transfer from one bank to another, and not a bill, but had to been shown on the report. The amount is not reflected in the actual bills paid amount.

Highler reported that work has begun on the next newsletter and programs are being set up for the Spring.
Our annual holiday cookie bar for patrons was a huge success.
Our HVAC system has been performing better, but there are still problems being worked out. Temperatures were becoming overly warm in the library and they found that one of the expansion tanks on one of the domestic water heaters was bad and needed to be replaced.
General maintenance has been going very well. Low hanging branches along the sidewalk were trimmed in late fall. Stripes were painted in the loading area but will need a touch-up due to snow removal. Juan has been able to change several faucets and is working on the lower level water fountain. Bulbs are changed as needed but our broken ballasts may require an electrical company. It has been three years since any of the ballasts have been changed.
Roof maintenance has been completed with the discovery of no major problems. We probably have 4 1/2 – 5 years of life left on the roof before replacement will be an issue. We have the same amount or slightly less time before major parking lot repairs will be needed.
The annual LIMRiCC meeting was held. All eligible staff were able to choose insurance options that worked for them in December.
The LIRA semi-annual meeting was attended by Gigi. Work was completed on our “Crime Policy” application, which covers internal staff situations.
All staff was officially notified of their current personal time off at our staff in-service.
Mary Jane Garrett’s vacation came to an end, which made her an official retiree as of November 2, 2016.
Miguel Salgado, Page, was released from his position on 11/21/2016.
Ann Santori, Adult Services Associate, resigned her position in December for a job with more hours. We all wish her well.
Tomas Uriostegui was hired to replace Ann and began working on 1/17/2017.
The safety committee attended a workshop in preparation for our staff in-service day. The speaker talked about homelessness. In fact, he was so good that it was decided to have him do his presentation for our entire staff. Everyone who attended came away with many valuable lessons.
A tax rate objection was received and is being handled by the attorney. We average one to three per year. These have the impact of decreasing the amount of tax revenue that the library is able to collect. Amounts that are successfully contested are repaid to the County by coming off the top of any payment we are due.
Highler provided a copy of the legal calendar to all members of the Board and reminded them that obligatory items for the next few meeting dates have been noted.

At 7:20 p.m., President Rivera arrived. Secretary Biddle continued running the meeting on the request of President Rivera.

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

AYES: All.

Minutes of the Board meeting of October 20, 2016 were approved on a motion by Wason with a second by Rivera.

AYES:  All.

The Library Fund Profit and Loss Report of October 31, 2016, November 30, 2016 and December 31, 2016 were accepted on a motion by Wason with a second by Gutierrez. Roll Call Vote:

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

The Bills Paid/Payable Reports for January 19, 2017, were accepted on a motion by Wason with a second by Gutierrez. Roll call vote:

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

Bills paid, November, 2016 to January, 2017, 2016: $752,922.79.
Bills payable, January 19, 2017: $24,667.26.

The Board accepted the librarians’ reports for October, 2016 – January, 2017, with their thanks.

President Rivera addressed the Board at what will be his last meeting, as he has resigned his position and is moving. He wanted to express what a great experience serving on the Board has been for him, that he loves our library and the staff and will miss them and that it was also an honor to work with his fellow Trustees. He said he was proud of the time he spent on the Board and was emotional about leaving. Biddle, Wason and Gutierrez all expressed their thanks to him and told him he would be missed greatly. Highler thanked him on behalf of the staff for his hard work and for always standing behind the staff. Biddle presented him with a plaque of recognition for his service.

Highler reported on Staff In-Service day, January 13, 2017. The speaker from the safety committee’s presentation about the homeless came in to address all of the staff. A scavenger hunt was done to find all of the fire boxes and extinguishers in the building and in-service was concluded with a game of “Whose Job Is It Anyway?”. Since we were unable to include any first-aid training for in-service, it was decided to hold additional trainings in the spring, possibly including use of fire extinguishers, basic first-aid, blood-borne pathogens and AED training.

Reviewing and adopting of the personnel and social media policies has been tabled for a future meeting.

The Per Capita Grant Application-2017 was discussed. Highler explained that the grant would be used for materials, software and hardware. The Board accepted the Per Capita Grant Application-2017 on a motion by Rivera with a second by Wason.

AYES: All.

The Financial Audit for the Fiscal Year Ending June 30, 2016 was discussed and accepted with a motion by Rivera and a second by Wason.

AYES: All.

Highler provided a copy of the Annual Library Certification for FY 2017 to the Board for review.

Highler discussed NIMEC, an organization that seeks electric pricing for groups of organizations. We have always been a member and receive better electricity pricing. However, there is a one-day turn around on the bids the day they come out, so Highler asked the Board to provide her with the authority to accept the contract when it comes through. The Board authorized the Director to accept the annual NIMEC contract to provide electricity pricing on a motion by Wason with a second by Gutierrez.

AYES: All.

Highler briefly discussed the upcoming Trustee elections. Four candidates will be running for the Board, three will be elected. The earliest they can be seated would be May 15, 2017, so they would be sworn in at the May 18th Board meeting. They must be sworn in by June 17, 2017.

Executive Session was not needed.

No members of the public were present.

The next regular Board meeting is scheduled for February 16, 2017.

The Board voted to adjourn the meeting at 7:45 p.m., on a motion by Wason with a second by Gutierrez.

AYES: All.

Elizabeth Biddle, Secretary

 

_____________________________

 

 

Posted in Minutes | Comments Off on Minutes for January 19, 2017, Regular Meeting of the Northlake Public Library District Board of Trustees

Agenda for February 16, 2017 Regular Meeting of the Northlake Public Library District Board of Trustees

MEETING OF THE

NORTHLAKE PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES

Regular Board Meeting, February 16, 2017

6:30 P.M.

AGENDA

  • Call to order, roll call.
  • Approval of the Agenda.
  • Approval of the Minutes of the Regular Board Meeting of January 19, 2017.
  • Acceptance of the Library Fund Profit and Loss Report of January 31, 2017.
  • Acceptance of the Bills Paid (in the amount of $12,895.94 ,January -February 2017) Report /Payable (in the amount of $22,861.41) Report for February 16, 2017.
  • Librarians’ Reports for January – February 2017: Building Issues; FOIA Request; Legislative Luncheon
  • President’s Report
  • Vice President’s Report

UNFINISHED BUSINESS

  1. Review and Adopt Policy Revisions – Personnel Policy: Sick Leave (Action)
  2. Progress of annual NIMEC Contract to provide electricity pricing (Action)

NEW BUSINESS

  1. Board Reorganization (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 February 16, 2017.

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:  2:00 p.m., February 14, 2017

 

 

Posted in Agenda | Comments Off on Agenda for February 16, 2017 Regular Meeting of the Northlake Public Library District Board of Trustees

Minutes for October 20, 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
OCTOBER 20, 2016

 

The regular meeting of October 20, 2016, of the Northlake Public Library District Board of Trustees was called to order at 6:31 p.m. by Secretary Elizabeth Biddle. Present were Board members: Wason, Glowinski, Biddle, Gutierrez.  Absent Board members:  Herrera,  Sampson, Rivera. Also present were: Sharon L. Highler, Library Director; and Christie Chaidez, Technical Services Clerk.

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

AYES: All.

Minutes of the Board meeting of September 15, 2016, were approved on a motion by Gutierrez with a second by Glowinski.

AYES:  All.

The Library Fund Profit and Loss Reports of September 30, 2016, was accepted on a motion by Glowinski with a second by Gutierrez. Roll Call Vote:

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

The Bills Paid report for September – October, 2016 and the Payable Report for October 20, 2016, were accepted on a motion by Gutierrez with a second by Glowinski. Roll call vote:

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

Bills paid, June to August, 2016: $30,334.25.
Bills payable, August 18, 2016: $24,613.48.

The Statistical Circulation and Acquisitions Report for September 2016 was accepted by the Board on a motion by Wason with a second by Glowinski.

AYES: All.

The Board read and discussed the librarians’ reports for September-October, 2016. Highler discussed her report in more detail with the Board. For general building maintenance, several items have been cleared for the “To Do” list. Broken furniture has been disposed of. Light bulbs have been changed as needed and proper fixtures have been purchased. Several ballasts will need to be replaced around the building. Gutters and downspouts were cleaned to stop water from collecting on the roof. Once the leaves have all fallen, this will be repeated. Several over-grown trees were removed but some low hanging branches along the sidewalk still need to be trimmed.

No new issues reported from the HVAC system. Room temperatures seem to be evening out.

As suggested by our annual insurance inspector, we have also re-posted emergency exit maps, replaced an outside outlet cover, had the turn-in to the parking lot painted yellow, painted the handicap cutouts on the sidewalk yellow, striped the loading space by the employee entrance to keep the space free, rehung a light fixture and replaced the insulation, and painted the raised areas in the mechanical room yellow.

The Friends of the Library held a bake sale and raised $149.00. The goods were all donated so it was pure profit.

Highler discussed what an asset JoAnne Green has been since she was hired as there have been so many HR changes and policy updates this year. Department heads have met with Highler and Green to discuss the library’s on-boarding process. All staff members were given a library polo shirt. Each person was allowed to choose one of four colors and could also purchase additional shirts. Highler recently attended two workshops on legal aspects of social media. The annual LIMRiCC meeting is coming up next week. The LIRA semi-annual meeting is next month. Highler met with the library’s LIRA representative on September 26th, 2016 for the annual liability review. Much time has been spent learning about current legislation changes that affect staff policies and procedures. There have been quite a few this year!

Highler provided the Board with copies of Legislative Changes on Illinois Mandated Sick Leave as well as a new Person in Charge sheet and a copy of the Legal Calendar.

For outreach, Northlake Public Library District hosted the Director’s section of LACONI on October 7, 2016. There were about 25 directors from other libraries in attendance. Many had never visited us before and were very impressed with the building. The speaker was from the ALA’s office for Library Advocacy, Marcia Merola.
We also held our annual Hispanic Heritage Pot-Luck luncheon and piñata breaking. Not as good of a turn-out as in the past, but still a great time had by all.

Most of the preparation work for on our application and report for the 2017 Per Capita Grant has been completed.

The next staff in-service meeting will focus on safety issues and will be prepared by our Safety Committee. The committee will be attending a safety workshop in preparation for this event.

Our final page has been hired. Lizeth Ortiz started working on September 26, 2016. Laura Bartnik is expecting her first child in the late Spring and her staff is prepping to fill-in during her absence.
Our library email server migration has been completed with success and has allowed everyone to utilize an online scheduling format so everyone has access to the work schedule.

Highler reminded the Board that they were given a copy of the Legal Calendar and asked that they keep it handy as obligatory items have been noted for the next few meeting dates.

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

Secretary Biddle said that she had a tablet training session with Erica Szkudlarek and that is was fantastic. Erica was very patient and informative.

The Board agreed to table review of the Personnel Policy Revision and the Social Media Policy Revision until next month.

The Board also agreed to table acceptance of the Financial Audit for the Fiscal Year Ending June 30, 2016. until a later date.

After discussion, the Board agreed to approve the amount of Property Tax Revenue that must be raised for the 2016 Levy on a motion by Glowinski with a second by Wason. Roll call vote:

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

The Board adopted Ordinance #16-573: An Ordinance Levying and Assessing Taxes for 2016, on a motion by Gutierrez with a second by Wason.

AYES: All

The Board adopted resolution #16-10: A Resolution to Comply with the Government Travel Expenses Control Act, giving Highler approval to add $5.00 to each food item so that the Board will not have to approve overages, on a motion by Glowinski with a second by Gutierrez. Roll call vote:

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

The Board reviewed and discussed the FY 2017 Per Capita Grant Requirements, including review of Chapter 6, “Access”, of Serving Our Public 3.0: Standards for Illinois Public Libraries, 2014.

After review, the Board agreed to authorize the Director to accept the Proposed Insurance Levels for 2017 on a motion by Glowinski with a second by Wason. Roll call vote:

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

Highler proposed special staff considerations to the Board. She would like to continue to allot a 1/2 of a personal day for each five year increment of service for employees. She would like to allot 1/2 of a personal day to all employees for their holiday bonus, to be given in January and be used by June 30, 2017. After further discussion, the Board approved the special staff considerations on a motion by Wason with a second by Glowinski.

AYES: All

The Board approved closing the library for Staff In-Service Day on January 13. 2017, on a motion by Glowinski with a second by Wason.

AYES: All

After review, the Board approved the Library Closing Dates for 2017 on a motion by Glowinski with a second by Wason.

AYES: All

Highler shared a letter from President Orlando Rivera, explaining his need to resign his position as trustee due to personal family reasons. After consideration and expressing how sorry they will be to see him go, the Board reluctantly accepted the proposed trustee resignation on a motion by Gutierrez 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 November 17, 2017.

Having moved through the Agenda and having no further business, Secretary Biddle adjourned the meeting at 7:32 p.m.

 

Elizabeth Biddle, Secretary

 

_____________________________

 

 

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

Agenda for January 19, 2017 Regular Meeting of the Northlake Public Library District Board of Trustees

MEETING OF THE

NORTHLAKE PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES

Regular Board Meeting, January 19, 2017

6:30 P.M.

AGENDA

  • Call to order, roll call.
  • Approval of the Agenda.
  • Approval of the Minutes of the Regular Board Meeting of October 20, 2016.
  • Acceptance of the Library Fund Profit and Loss Report of October 31, 2016, November 30, 2016, December 31, 2016.
  • Acceptance of the Bills Paid (in the amount of $725,922.79-November 2016 – January 2017) Report /Payable (in the amount of $24,667.26) Report for January 19, 2017.
  • Librarians’ Reports for October 2016 – January 2017: Building Issues, Personnel, Safety Committee, Tax Rate Objection, Legal Calendar.
  • President’s Report
  • Vice President’s Report

UNFINISHED BUSINESS

  1. Report on Staff In-Service Day, Jan. 13, 2017 (Informational)
  2. Review and Adopt Policy Revisions – Personnel Policy, Social Media (Action)
  3. Accept Per Capita Grant Application- 2017 and Financial Report – 2015 (Action)
  4. Accept Financial Audit for the Fiscal Year Ending June 30, 2016 (Action)

NEW BUSINESS

  1. Annual Library Certification for FY 2017 (Informational)
  2. Authorize Director to Accept annual NIMEC Contract to provide electricity pricing (Action)
  3. Board Election 2017 (Informational)
  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 February 16, 2017.

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., January 17, 2017

 

 

Posted in Agenda | Comments Off on Agenda for January 19, 2017 Regular Meeting of the Northlake Public Library District Board of Trustees