MINUTES OF THE REGULAR MEETING
OF THE
NORTHLAKE PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES
AUGUST 15, 2013
The regular meeting of the Northlake Public Library District Board of Trustees was called to order at 6:32 p.m. by President Orlando Rivera. Present were Board members: Mukite, Salo, Blaskey, Rivera. Absent Board members: Garcia, Gutierrez. Also present were Amanda Efta, recommended as Trustee; Renee Wright, recommended as Trustee; Sharon L. Highler, Library Director; and Mary Jane Garrett, Head of Technical Services.
Agenda for the meeting was approved, with the exceptions of moving “Board Vacancy Appointment and Swearing in of Trustees” to the top of the agenda, and of not needing the Executive Session, on a motion by Salo with a second by Mukite.
AYES: All.
Amanda Efta and Renee Wright were appointed as Trustees by the Board, were sworn in by Salo, and signed the required forms.
At 6:37 p.m., outgoing Trustee Gerry Blaskey was thanked for twenty-four years of service to the Board and she left.
Minutes of the regular Board Meeting of June 20, 2013, and the minutes of the Special Committee for trustee selection for August 1 and August 6 of 2013, were read and approved on a motion by Mukite with a second by Salo.
AYES: All.
The Board read and accepted the following: the Treasurer’s Reports of June 30 and July 31, 2013; the Bills Payable/Paid Report for August 15, 2013; the Revenue and Expense Reports for June and July of 2013; and the Statistical Circulation and Acquistions Reports for June and July of 2013. Acceptance of the above reports was on a motion by Salo with a second by Efta. Roll call vote:
AYES: Mukite, Salo, Wright, Efta, Rivera.
NAYS: None.
ABSENT: Garcia, Gutierrez.
Total bills payable: $32,579.35.
Total bills paid: $87,075.07.
The librarians’ reports for June-July 2013 were read and accepted with the appreciation of the Board. Highler summarized some aspects of her report for the Board, and mentioned some additional Hulk project fundraising. The Hulk unveiling celebration will take place on Thursday, September 12, at 6:00-7:00 p.m., with the actual unveiling to take place at 6:15 p.m. Highler reported to the Board about some negotiations with Fastmore Logistics where commitments were made regarding Hulk transportation and storage, and publicity for Fastmore, that were not officially agreed to by the Board. On advice of our attorney, we need to have any official library commitments done through the Director, the entire Board, or an appointed designee. Highler would like permission to write a letter to Fastmore Logistics regarding commitments related to the Hulk project. Approval was given on a motion by Salo with a second by Efta.
AYES: All.
Highler reported that the RAILS library system has moved forward with a project to outsource its materials delivery system. She briefly reported on her attendance at the American Library Association’s Annual Conference in Chicago.
A new trustee contact list was distributed to the Board. Please send Highler any corrections. Board members also received copies of the schedule of regular Board meetings for the fiscal year 2013-2014 and the legal calendar and dates for 2013. Copies of the “Ancel Glink Question of the Month” for August 2013, on withdrawing a vote, were distributed.
President Rivera reported on his time at the exhibits at the ALA Annual Conference in Chicago.
Vice President Mukite reported on taking the Hulk to the Wizard World Comic Con. The Hulk was originally located at the back of the exhibit hall, but was moved to the front of the hall by request. Fundraising flyers were distributed at the gathering. Salo reminded Mukite to let Trustees know ahead of time about fundraising events.
7:09 p.m., Wright needed to leave the meeting unexpectedly.
Salo asked Highler about how a Friends group usually relates to its library. Highler replied that the Friends group is usually a fundraising group separate from the actual library. The money raised by the Friends is given to the library as a donation, to be spent on something that is approved by the library. After discussion about the Friends group’s role in relation to the library, the Board stated that the Friends group needs to set up and formalize its organization, by-laws, and financial account. This needs to be done for the legal protection of both the Friends group and the library district. The next Friends meeting is scheduled for Saturday, August 31, at 2:00 p.m.
The Board received the summary of their SWOT (Strengths, Weaknesses, Opportunities, Threats) exercise, the analysis of which is required for the 2014 Per Capita Grant. If trustees have any additions to make to the list, please email Highler. Highler will send the updated list to trustees.
The next part of the analysis will be a public forum. Board members were asked to contribute names of people to be in the public discussion. Interviewees from the last few trustee searches will be invited to participate. In addition to residents, other stakeholders, such as local school principals, may attend. We will also publicize the forum when we have the dates confirmed.
Two Board members are needed to audit the Board meeting minutes from the 2012-2013 fiscal year, for our annual report to the state. Efta and Rivera volunteered.
The state annual report (IPLAR) is in progress, and Highler plans to complete it during the week following this meeting. She would like to table full Board approval, but to have the Board approve having the President and Secretary make the final decision to approve and sign IPLAR when it is completed. After discussion, the Board approved having the President and the Secretary make the final decision to approve and sign the IPLAR when it is completed, on a motion by Mukite with a second by Efta.
AYES: All.
Ordinance #13-551, an ordinance providing for the tentative budget and appropriations for the library district for the fiscal year 2013-2014, was read and discussed by the Board. About $87,000.00 was taken from our tax funds last fiscal year because of tax objections’ being allowed up to ten years back instead of the previous five-year limit. The Board adopted Ordinance #13-551 on a motion by Salo with a second by Mukite. Roll call vote:
AYES: Mukite, Salo, Efta, Rivera.
NAYS: None.
ABSENT: Garcia, Gutierrez, Wright.
The Board asked about how the district’s collection agency was performing. Highler reported that the agency was still profitable. The money and materials being recovered are still worth more than the fees paid to the agency.
The Treasurer’s Statement of Receipts and Disbursements for the fiscal year 2012-2013, pre-audit, was read and discussed by the Board. The Treasurer’s Statement of Receipts and Disbursements, pre-audit, was accepted by the Board on a motion by Mukite with a second by Salo.
AYES: All.
The Board discussed what date and time should be set for the required public hearing on the library district’s Budget and Appropriations. The public hearing was set for September 19, 2013, at 6:00 p.m. (just before the regular Board meeting), on a motion by Salo with a second by Efta.
AYES: All.
One of the library’s projects is to review and adopt policy revisions, then post them on the library’s website. The revised policy being reviewed at this meeting is Selection Policy for Library Materials. This document includes sections on weeding, donations, and patron requests for reconsideration of materials. The Selection Policy for Library Materials was adopted on a motion by Mukite with a second by Efta.
AYES: All.
Check signers were appointed by the Board. Persons authorized to sign checks of the library district are Orlando Rivera, Aracely Gutierrez, Barbara Salo, and Sharon Highler. Appointees were approved on a motion by Salo with a second by Mukite.
AYES: All.
Trustee Orientation has been requested for all trustees by the Illinois State Library. The Board decided on a tentative date of Saturday, September 14, 2013, with a starting time of 9:00 a.m. The orientation date and time were approved on a motion by Efta with a second by Salo.
AYES: All.
Wright and Efta, as the new trustees, are required to take the online Open Meetings Act training. They were given information sheets about the training. Please show Highler the certification that you receive after completion so that she knows you have finished the training.
Plans for recognition of former trustees who have recently resigned were discussed by the Board. Plans included having the recognition at the beginning of the October 17 regular Board meeting at 6:30 p.m., with refreshments. Friends and family of the former trustees could be invited, and each former trustee would receive a copy of the resolution honoring them. If a former trustee could not attend, at least they would receive the resolution through the mail. The Board accepted the plans on a motion by Salo with a second by Mukite.
AYES: All.
An Executive (Closed) Session needs to be scheduled by the Board. This closed session needs to be held for the purpose of 5 ILCS 120/2 (c)(3), “The selection of a person to fill a public office, as defined in this Act, including a vacancy in a public office, when the public body is given power to appoint under law or ordinance, or the discipline, performance or removal of the occupant of a public office, when the public body is given power to remove the occupant under law or ordinance.” The closed session was scheduled for Saturday, September 14, 2013 at 1:00 p.m., after the Trustee Orientation. A quorum will be needed to go into closed session.
No members of the public were present.
The next regular Board meeting is scheduled for September 19, 2013.
The meeting was adjourned at 8:10 p.m. on a motion by Salo with a second by Mukite.
AYES: All.
Barbara Salo, Secretary