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

Agenda for November 17, 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, November 17, 2016

6:30 P.M.

 

Meeting cancelled. Next Board meeting scheduled for January 19, 2017

 

Posted in Agenda | Comments Off on Agenda for November 17, 2016 Regular Meeting of the Northlake Public Library District Board of Trustees

Minutes for September 15, 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
SEPTEMBER 15, 2016

 

The regular meeting of September 15, 2016, of the Northlake Public Library District Board of Trustees was called to order at 6:30 p.m. by Secretary Elizabeth Biddle. Present were Board members: Biddle, Wason, Glowinski.  Absent Board members:  Herrera, Gutierrez, Sampson, Rivera. Also present were: Sharon L. Highler, Library Director; and Christie Chaidez, Technical Services Clerk.

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

Highler discussed several building issues. The bank updating has been going well. Many accounts have already been switched over and the rest should be completed by the end of September. Highler also stated that the people are much easier to work with at the new financial institution.
Remote access has been established for HVAC. They did need to come out once to replace some O-rings that were causing leaking. The Board questioned why they could not just replace all of the O-rings at one time, but Highler explained that there are simply too many of them all through-out the building.
Safety related inspections have been completed for the elevator.
Another Friend’s fundraiser was held, this time at Cochairos Pizza, and seemed to be a success.
Staff was present at the Stone Park annual rodeo on September 4, 2016.
The Library held a Back to School event that had a good turn-out of close to 150 people. Games were set upstairs and there was food in the program room in the basement where we made use of our purchases of the popcorn machine, cotton candy machine and sno-cone machine.
We will be having our annual Hispanic Heritage Potluck on September 24, 2016 and Highler extended an invitation to all members of the Board to attend.
Highler, along with Laura Bartnik, Head of Adult Services, has conducted a review of Technical Services and will work with the remaining staff to ensure coverage and good work flow.
Mary Jane Garrett began vacation with her last official day being October 31st, 2016. Staff held a retirement luncheon on August 31st, which was covered in the local paper.
Two new pages have been hired, Armando Amigon and Peter Jordan. One more should be hired by the end of this week.
Highler recently attended a workshop on job descriptions. The annual LIMRiCC meeting is coming up next month.
A legal alert on a new law regarding child bereavement and sick leave was provided to the Board.
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 7:10 p.m., President Rivera arrived.

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

AYES: All.

Minutes of the Board meeting of August 18, 2016, and Acknowledgment of Public Hearing of September 15, 2016 being held with no members of the public present, were approved on a motion by Rivera with a second by Wason.

AYES:  All.

The Library Fund Profit and Loss Report of August 31, 2016; and the Bills Paid/Payable Report for September 15, 2016, were accepted on a motion by Rivera with a second by Glowinski. Roll Call Vote:

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

Bills paid, August to September, 2016: $9,816.11.
Bills payable, September 15, 2016: $26,947.76.

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

AYES: All.

The Board accepted the librarians’ reports for August-September, 2016, with their thanks.

The audit of the Secretary’s Minutes was accepted with a motion by Rivera and a second by Biddle.

AYES: All.

The Policy Revision of added meal breaks needing to be noted on timesheets on a daily basis was reviewed and accepted with a motion by Glowinski and a second by Wason.

AYES: All.

The Renewal Contract with NHP Services was reviewed and accepted on a motion by Wason and a second by Glowinski. Roll call vote:

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

The Board voted to accept the Estimate of Revenues for the Fiscal Year beginning July 1, 2016 and ending June 30, 2017 on a motion by Glowinski and a second by Wason. Roll call vote:

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

After discussion, the Board adopted the 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, on a motion by Wason and a second by Glowinski. Roll call vote:

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

Executive Session was not needed.

No members of the public were present.

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

The Board voted to adjourn the meeting at 7:15 p.m., on a motion by Wason with a second by Glowinski.

AYES: All.

Elizabeth Biddle, Secretary

 

_____________________________

 

 

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

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

MINUTES OF THE PUBLIC HEARING OF THE
NORTHLAKE PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES
SEPTEMBER 15, 2016
 

The public hearing of the Northlake Public Library District Board of Trustees was called to order at 6:00 p.m. by Secretary Elizabeth Biddle. Present were Board members: Biddle, Wason, Glowinski. Absent Board members: Rivera, Herrera, Sampson, Gutierrez. Also present were Sharon L. Highler, Library Director; and Christie Chaidez, Technical Services Clerk.

The public hearing was held on Ordinance #16-572, Ordinance Providing for Budget and Appropriations of the Northlake Public Library District, Cook County, Illinois, for the Fiscal Year Beginning July 1, 2016 and Ending June 30, 2017.

No members of the public were present at the public hearing.

As the time allowed for the hearing had passed, and the Board had reviewed Budget and Appropriations Ordinance #16-572, Biddle adjourned the hearing at 6:29p.m.

 

Elizabeth Biddle, Secretary

_____________________

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

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

 

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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