BoardBlog

MINUTES OF THE REGULAR BOARD MEETING
OF THE
NORTHLAKE PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES
MARCH 15, 2012 

The regular meeting of the Northlake Public Library District Board of Trustees was called to order at 6:30 p.m. by President Sonya Teets. Present were Board members: Blaskey, Salo, Ukleja, Teets. Absent Board members: Gutierrez, Garcia, Rivera. Also present were: Sharon L. Highler, Library Director; Mary Jane Garrett, Head of Technical Services; and Kathleen Ladell, Adult Services Outreach and Bilingual Services Librarian, and Acting Co-Head of Adult Services.

The Board agreed to amend the agenda so that Ladell could make her presentation first.

6:31 p.m., Gutierrez arrived.

6:35 p.m., Garcia arrived.

Ladell gave a presentation on our service that includes downloadable ebooks, Media On Demand, which is powered by OverDrive software. She gave copies to the Board of a graph of local circulation activity on Media On Demand. She believes that the spike in use around December was due to the availability of discounted ereaders on the market. Ladell also gave a brief introduction on how to use Media On Demand. At 6:47 p.m., Ladell was thanked for her presentation and she left.

The Board approved the agenda for the meeting. The Executive Session will be needed.

Minutes of the Board meeting of February 16, 2012, were read and approved on a motion by Blaskey with a second by Ukleja.

AYES: All.

Minutes of the Executive Session of November 17, 2011, were read and approved on a motion by Ukleja with a second by Salo.

AYES: All.

Minutes of the Executive Session of January 19, 2012, were read and approved on a motion by Salo with a second by Ukleja.

AYES: All.

The Board read and accepted the following: the Treasurer’s Report of February 29, 2012; the Bills Payable/Paid Report for February 2012; the Revenue and Expense Report for February 2012; and the Statistical Circulation and Acquisitions Reports for February 2012. Acceptance of the above reports was on a motion by Ukleja with a second by Garcia. Roll call vote:

AYES: Blaskey, Salo, Ukleja, Garcia, Gutierrz, Teets.
NAYS: None.
ABSENT: Rivera.

Grand total for March: $34,542.06.

The librarians’ reports were read and accepted with the appreciation of the Board. Garrett reported that the Technical Services Report had been submitted, but had mistakenly been left out of the Board packets.

The Board was asked if they have ever considered using a collection agency. One of our staff has run a report to find the dollar amount of our missing and billed items. The Board would like the report broken down by kind of status, e.g., Missing, Billed , etc. There was further discussion about collection services and their costs.

Marianne Ryczek of Youth Services needs to talk to President Teets about planning the Stone Park Friday program for this summer

Highler encouraged the Board to read any legal information included in their packets.

Highler reported that the RAILS system is still staffing system offices in Burr Ridge. Future status of our regional Talking Books center in Geneva (Voices of Vision) is unknown. It is funded for fiscal year 2012. No new Talking Books on cassette are being produced. New books are available only in digital format or download. Talking Books is a free library service to persons unable to read or use conventional print material due to a visual or physical disability. Our SWAN online catalog has taken on paying SWAN staff as its employees. Six libraries are forming their own online catalog consortium which will be active by July 1. This consortium will not be funded by the state. No continuing education will be coming out of RAILS. Our SWAN fees will hold until next year. The fee structure may change after that.

Highler reminded the Board members about the requirement for online trustee training on the Open Meetings Act. Please let her know if you have interest in group training, if it is possible. She will look into the requirements.

Highler reminded Board members that Economic Disclosure Statements are due by April 30, 2012. They are done online. Please print out a copy of your confirmation for Highler’s records.

Highler reported that an Ethics Ordinance has already been passed by the Board. Having an Ethics Officer was only an option, which we chose not to include in our Ethics Ordinance.

Drafts of job descriptions for Head of Youth Services, Head of Technical Services, and Head of Circulation Services were read and accepted by the Board, on a motion by Blaskey with a second by Salo.

AYES: All.

No members of the public were present.

The next regular Board meeting is scheduled for April 19, 2012.

At 7:23 p.m., the Board voted to adjourn the regular meeting and go into Executive Session, as per 5ILCS 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.” The motion was made by Ukleja with a second by Garcia.

AYES: All.

Barbara Salo, Secretary

MINUTES OF THE REGULAR BOARD MEETING
OF THE
NORTHLAKE PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES

FEBRUARY 16, 2012

The regular meeting of the Northlake Public Library District Board of Trustees was called to order at 6:31 p.m. by Vice President Orlando Rivera. Present were Board members: Gutierrez, Blaskey, Salo, Garcia, Rivera. Absent Board members: Teets, Ukleja. Also present were: Sharon L. Highler, Library Director; and Mary Jane Garrett, Head of Technical Services.

The Board approved the agenda. The Executive Session will not be needed.

Minutes of the Board meeting of January 19, 2012, were read and approved on a motion by Salo with a second by Gutierrez.

AYES: All.

The Board read and accepted the following: the Treasurer’s Report of January 31, 2012; the Bills Payable/Paid Report for January 2012; the Revenue and Expense Report for January 2012; and the Statistical Circulation and Acquisitions Reports for January 2012. Acceptance of the above reports was on a motion by Blaskey with a second by Salo. Roll call vote:

AYES: Gutierrez, Blaskey, Salo, Garcia, Rivera.
NAYS: None.
ABSENT: Teets, Ukleja.

Grand total for February: $51,362.11.

The librarians’ reports were read and accepted with the appreciation of the Board. Highler reported that a folder from the Illinois Library Association’s trustee workshop of February 4 is available for those who did not attend.

President Teets was not present to give a report.

Vice President Rivera asked if the Media On Demand statistics in the Adult Services report reflected how many people used it. Highler reported that it did, and explained how the Media On Demand consortium was organized and how Media On Demand is purchased. She will talk more about MOD next month, and encouraged trustees to send her any questions about it for the next meeting.

Highler reported on the RAILS system and the SWAN catalog. SWAN has taken over the paying of SWAN employees. A number of libraries in the Joliet area are pulling out of their former catalog consortium and forming their own. Funding questions remain for the various catalog consortia in the RAILS system.

Have any trustees completed the required online training on the Open Meetings Act? Highler said that the trustees could also take the training as a group if they prefer.

Highler, Salo and Gutierrez reported on the February 4th ILA trustee workshop. The first session, about organization and facilities, was not as good as sessions in the past. However, one good point was that, during Executive Session tapings, each person speaking should identify themselves. Salo reported that it was stated that each Board of Trustees should have an Ethics Officer. Do we have one? Highler stated that we did not have one at present, but that she will find out about it for the next meeting. Salo reported that the best presentation of the workshop was about the need to stay current about legislation. Highler stated that staying current can be the responsibility of the director or of a trustee, if one is interested. She has a list of resources in her packet for advocacy. ILA will have Library Day in Springfield in April of 2012, after not having one in 2011. There is an ILA committee, and lobbyist, for advocacy. Rivera receives the lobbyist’s email, which he can pass on to other trustees.

HVAC maintenance contracts were discussed by the Board. We have received two quotes, copies of which were given to the Board along with a comparison and additional information by Rich Stronczek, Business/Building Manager. After discussion, the Board approved the contract by UBM Mechanical Services, Inc., for HVAC maintenance on a motion by Salo with a second by Garcia. Roll call vote:

AYES: Gutierrez, Blaskey, Salo, Garcia, Rivera.
NAYS: None.
ABSENT: Teets, Ukleja.

All trustee names have been submitted to receive the required Economic Disclosure Statement notice. It will be filled out online. Please print a copy of your confirmation to give to Highler for her records. .

Board members were given copies of the first draft of the job description for the Head of Adult Services. Highler would like trustees to send her any comments or suggestions. The Board expressed approval of the first draft. Highler plans to make general wording common throughout all job descriptions.

No members of the public were present.

The next regular Board meeting is scheduled for March 15, 2012.

The meeting was adjourned at 7:22 p.m. on a motion by Salo with a second by Gutierrez.

AYES: All.

Barbara Salo, Secretary

MINUTES OF THE REGULAR BOARD MEETING
OF THE
NORTHLAKE PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES
OCTOBER 20, 2011

The regular meeting of the Northlake Public Library District Board of Trustees was called to order at 6:31 p.m. by Vice President Orlando Rivera. Present were Board members: Salo, Blaskey, Ukleja, Rivera. Also present were Sharon L. Highler, Library Director; and Mary Jane Garrett, Head of Technical Services. Absent Board members: Teets, Garcia, Gutierrez.

The Board approved the agenda for the October 20 meeting, with the exception that an Executive Session would not be needed.

Minutes of the Board meeting of September 21, 2011, were read and approved on a motion by Salo with a second by Blaskey:

AYES: All.

The Board read and accepted the following: the Treasurer’s Report of September 30, 2011; the Bills Payable/Paid Report for October 20, 2011; the Revenue and Expense Report for September of 2011; and the Statistical Circulation and Acquisitions Reports for September of 2011. Acceptance of the above reports was on a motion by Blaskey with a second by Salo. Roll call vote:

AYES: Salo, Blaskey, Ukleja, Rivera.
NAYS: None.
ABSENT: Teets, Garcia, Gutierrez.

Grand total, October: $53,034.25.

The librarians’ reports were read and accepted with the appreciation of the Board. Highler reported on attending the Illinois Library Association (ILA) Annual Conference. In addition to attending workshops, she browsed the exhibits, focusing on self-checkout upgrades and on an automated “Library Anywhere” station, a possible future idea for bringing some local library service to Stone Park.

Teets was not present to give a President’s Report.

Rivera had nothing further to report as Vice President.

The Board agreed to amend the agenda to let the auditor make his presentation first. Joseph Vlach, CPA, of McClure, Inserra and Company, distributed copies of the audit of the financial statements of the library district for the year ended June 30, 2011, to the Board. He summarized the audit and discussed important points with the Board. The management letter and significant audit findings were also presented. The Board accepted the audit on a motion by Salo with a second by Ukleja. Roll call vote:

AYES: Salo, Blaskey, Ukleja, Rivera.
NAYS: None.
ABSENT: Teets, Garcia, Gutierrez.

Audit documents were signed by the Board. 7:15 p.m., Mr. Vlach was thanked for his presentation and he left.

The completed Illinois Public Library Annual Report (IPLAR) has been submitted to the Illinois State Library. Anyone needing a copy, please see Highler.

For the current Per Capita Grant application, the Board is required to discuss chapter 2, “Governance and Administration,” from Serving Our Public 2.0: Standards for Illinois Public Libraries. A number of aspects of chapter 2 were discussed during the previous fiscal year. The Board and Highler discussed the need for reviewing and revising the library’s mission and long-range plan. For this, we need input from our service community. Some examples for gathering input would be surveys and focus groups.

Copies of the Per Capita Grant application for FY2012 were given to the Board and discussed. Highler directed the Board to give particular attention to #10, “Planned Use of FY2012 Grant Monies.” The Per Capita Grant application for FY2012 was accepted by the Board on a motion by Salo with a second by Blaskey. Roll call vote:

AYES: Salo, Blaskey, Ukleja, Rivera.
NAYS: None.
ABSENT: Teets, Garcia, Gutierrez.

Highler recommends raising our levy by only the standard 5%. The Truth In Taxation notice would still need to be printed, but without the black band required by an increase over 5%. The Board agreed to the 5% limit on a raise in the levy, on a motion by Blaskey with a second by Ukleja.

AYES: All.

Melrose Park Public Library has asked to join our SAM library consortium. SAM is the computer program we use to schedule and manage public computer usage and printing. Our library district currently houses, maintains, and upgrades the hardware and software, by Comprise Technologies, and bills the other members annually. Copies of the original SAM Participation Agreement were given to the Board. After discussion, the trustees stated that they have many questions about whether the requirements of the original agreement are being followed, if the financial arrangements are stringent enough, and whether the original agreement is legally binding enough. They requested that the members of the consortium meet to either revise or amend the agreement.

Highler distributed copies to the Board of a letter from Johnson and Colmar regarding settlement of the 2005 and 2006 tax rate objections filed against the library district. The Board authorized Johnson and Colmar to accept the settlement offer.

Board members received copies of information about the RAILS library system’s advisory group election, including a list of candidates. If Board members have any preferences about candidates, they should let Highler know before the close of voting on October 31.

Highler is proposing the next Staff In-Service Day to be Friday, January 13, 2012. The Board approved the date on a motion by Blaskey with a second by Ukleja.

AYES: All.

The Board approved the list of the Library Closing Dates for 2012 on a motion by Salo with a second by Blaskey.

AYES: All.

Board members received copies of an article by Karen Berkowitz, “Tax Rates Rise for Leyden Township Residents,” dated September 29, 2011, from the Franklin Park Herald-Journal, with news of Northlake. It explains why tax rates are up for the 2010 tax year. Copies of the Illinois State Library Budget Process Explanation were also given to the Board. A legal alert and a library law handout from Klein, Thorpe & Jenkins were also distributed. Highler reminded Board members to keep up-to-date with the legislative alerts from ILA and ALA (American Library Association).

No members of the public were present.

The next Board meeting is scheduled for November 17, 2011.

The meeting was adjourned at 8:24 p.m., on a motion by Salo with a second by Blaskey.

AYES: All.

Barbara Salo, Secretary