Northlake Public Libray District

SPECIAL BOARD MEETING – DIRECTOR INTERVIEW COMMITTEE
MINUTES OF EXECUTIVE SESSION
NORTHLAKE PUBLIC LIBRARY DISTRICT

DATE: November 3, 2009

TIME: 4:08 p.m.

Place of Meeting: Program Room

Members Present: Blaskey, Salo, Salutric

Members Absent: Gutierrez

Vote/on Closing:

Members Aye: All
Members Nay: None

Non-members in Attendance: Kepner, Hampson, Marek

Applicable Statutory Section: 5ILCS 120/2 (c)(1) T he 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.

Subject Matter Discussed: Interview schedule was provided. Interview questions were discussed and selected. Discussed a date (s) for presentation of candidates to the Board. Item to be placed on November Board Meeting agenda.

Record of any vote taken: None taken.

Meeting was adjourned at 4:35 p.m.

Barbara Salo, Secretary

SPECIAL BOARD MEETING – DIRECTOR INTERVIEW COMMITTEE
MINUTES OF EXECUTIVE SESSION
NORTHLAKE PUBLIC LIBRARY DISTRICT

DATE: October 29, 2009

TIME: 7:09 p.m.

Place of Meeting: Program Room

Members Present: Blaskey, Salo, Gutierrez, Salutric

Members Absent: None

Vote/on Closing:

Members Aye: All
Members Nay: None

Non-members in Attendance: Kepner, Hampson

Applicable Statutory Section: 5ILCS 120/2 (c)(1) T he 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.

Subject Matter Discussed: Director candidates were discussed and the pool was narrowed. Candidates will be contacted and interviews set up. Potential dates for interviews were discussed. Next meeting of committee will be Tuesday, November 3, 2009 at 4:00 p.m.

Record of any vote taken: None taken.

Meeting was adjourned at 7:54 p.m.

Barbara Salo, Secretary

MINUTES OF EXECUTIVE SESSION
NORTHLAKE PUBLIC LIBRARY DISTRICT

DATE: October 15, 2009

TIME: 7:46 p.m.

Place of Meeting: Program Room

Members Present: Blaskey, Rivera, Teets, Salo, Gutierrez, Salutric

Members Absent: O’Cull

Vote/on Closing:

Members Aye: All
Members Nay: None

Non-members in Attendance: Kepner, Hampson

Applicable Statutory Section: 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.

Subject Matter Discussed: A committee was formed for the Director Search. Dates were chosen for subsequent meetings.

Record of any vote taken: None taken.

At 8:29 p.m., a motion to adjourn was made by Salo, second by Salutric. Ayes: All.

Barbara Salo, Secretary

MONTHLY MEETING OF THE
NORTHLAKE PUBLIC LIBRARY DISTRICT
NOVEMBER 19, 2009
7:10 P.M.

AGENDA

Call to order, roll call.

• Approval of the Minutes of the Regular Board Meeting of October 15, 2009.
• Approval of the Executive Session Minutes of October 15, 2009.
• Approval of the Minutes of the Special Board Meeting of October 29 and November 3 – Executive Sessions
• Acceptance of the Treasurer's Report of October 31, 2009.
• Acceptance of the Bills Payable Report for November 19, 2009.
• Acceptance of Revenue and Expense Report for October, 2009.
• Acceptance of Statistical Circulation and Acquisitions Report for October, 2009
• Librarians’ Reports.

None

NEW BUSINESS

1. Adopt Ordinance #09-520, Ordinance Levying and Assessing Taxes of the Northlake Public Library District, Cook County, Illinois For the Fiscal Year Beginning July 1, 2009 and Ending June 30, 2010.
2. Adopt Ordinance #09-521, Ordinance Directing Against Proportional Reduction in the Aggregate Extension of the 2009 Tax Levy of the Northlake Public Library District.
3. Ordinance #09-522, Approving Intergovernmental Agreement with the Metropolitan Library System for Reciprocal Borrowing Services.
4. Approve the Financial Audit for the Fiscal Year Ending June 30, 2009 as prepared by McClure, Inserra & Company.
5. Motion to approve the transfer of all remaining money from the Construction Fund and transfer it into the Corporate Fund.
6. Approve the annual Treasurer’s Statement of Receipts and Disbursements for Fiscal Year Ending June 30, 2009.
7. Appoint two Board Officers to sign checks on December 21, 2009.
8. Letter from George Arca concerning fines for overdue DVDs.
9. Approve the hiring of Thomas Wall as part time Discipline Monitor / Security Monitor effective November 9, 2009.
10. Signing of FY 2009-2010, Annual Public Library Membership Certification.
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.
1. Holiday bonuses for staff.
2. Decide on dates for final interview sessions for Library Director candidates.
12. Public Discussion.
13. Adjournment

Items not listed on this agenda are for announcement, deliberation and/or discussion only; no official action will be taken.

The next Board meeting is scheduled for January 21, 2010.

Originally POSTED: 3:00 p.m. November 17, 2009

PUBLIC HEARING
FOR
TRUTH IN TAXATION
2009 LEVY
THURSDAY, NOVEMBER 19, 2009
7:00 P.M.

PROGRAM ROOM - LOWER LEVEL

AGENDA

1) Call to order, roll call.

2) Public Hearing for 2009 Levy.

3) Adjournment.

Originally POSTED: 3:00 p.m. Tuesday, November 17, 2009

PUBLIC NOTICE
NOTICE OF PROPOSED PROPERTY TAX
INCREASE FOR THE
NORTHLAKE PUBLIC LIBRARY DISTRICT

1. A public hearing to approve a proposed property tax levy increase for Northlake Public Library District for 2009 will be held on November 19, 2009, 7:00 p.m. at the Northlake Public Library, 231 N. Wolf Road, Northlake, IL 60164.
   
   Any person desiring to appear at the public hearing and present testimony to the taxing district may contact Jan Schmudde, Library Director, Northlake Public Library, Northlake, IL (708) 562-2301.
   
2. The corporate and special purpose property taxes extended for 2008 were $1,375,568.00.
   
   The proposed corporate and special purpose property taxes to be levied for 2009 are $1,488,365.00. This represents an 8.2% increase over the previous year.
   
3. Property taxes extended for debt service and public building commission leases for 2008 were $643,219.00.
   
   The estimated property taxes to be levied for debt service and public building commission leases for 2009 are $656,519.00. This represents a 2.1% increase over the previous year.
    
4. The estimated total property taxes to be levied for 2009 are $2,144,884.00. This represents a 6.25% increase from the previous year.

BY ORDER OF THE CORPORATE AUTHORITIES OF THE NORTHLAKE PUBLIC LIBRARY DISTRICT.

Barbara Salo
Secretary
Board of Library Trustees
Northlake Public Library District

MINUTES OF THE REGULAR MEETING
OF THE
NORTHLAKE PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES
OCTOBER 15, 2009

The regular meeting of the Northlake Public Library District Board of Trustees was called to order at 6:30 p.m. by Vice-President Sonya Teets. Present were Board members: Blaskey, Teets, Rivera, Salo, and Gutierrez. Also present were Karen Salutric, newly-appointed by the Board as trustee; Jan Schmudde, library director; and Mary Jane Garrett, assistant library director. Absent Board member: O’Cull.

The Board agreed to rearrange the agenda in order to swear in Karen Salutric as trustee. Salutric was sworn in and welcomed to the Board.

The minutes of the regular Board meeting of September 17, 2009; minutes of the Public Hearing for Ordinance #09-517; and the appropriations of FY 2009-10 as of September 17, 2009 were read and approved on a motion by Gutierrez with a second by Rivera. Ayes: All.

The Executive (i.e., Closed) Session minutes were approved on a motion by Salo and a second by Rivera. Ayes: All.

The Board read and accepted the following: the Treasurer’s Report of September 30, 2009; the Bills Payable Report for October 15, 2009; the Revenue and Expense Report for September 2009; and the Statistical Circulation and Acquisitions Report for September 2009. Acceptance of the above reports was on a motion by Rivera with a second by Salo. Roll call vote:

AYES: Blaskey, Gutierrez, Rivera, Salutric, Salo, Teets.
NAYS: None
ABSENT: O’Cull.

Grand total of all payables listed: $44,898.32

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

Schmudde gave Board members copies of the page of the PSA-Dewberry document which covers the special warranty for carpet installed during the library expansion.

6:44 p.m., Barbara Branston, citizen, arrived.

The Board voted to install replacement carpeting in the Youth Services Department. If the original carpeting is still covered by warranty, the district is to use the warranty settlement to pay for the replacement. If the warranty is not valid, the Board agreed to authorize payment for the replacement carpeting. Estimated cost without warranty is $6,580.00. Roll call vote:

AYES: Blaskey, Gutierrez, Rivera, Salutric, Salo, Teets
NAYS: None
ABSENT: O’Cull

The Board agreed to interrupt the agenda so that Ms. Branston could make her presentation. Ms. Branston is concerned that a number of migrating birds are colliding with the library’s large front windows. She brought with her a dead bird she said she found in front of the library that day. Her proposal consisted of the main reasons why birds collide with windows, preventive measures, the Cook County bird-safe ordinance, and data on bird collisions before and after preventive measures were instituted. She has already spoken to Schmudde and other staff members about these issues. The Board will discuss the problem, but cannot act on it at this meeting, as Ms. Branston was not on the agenda. She will be notified about this either in October or November.

7:05 p.m., Ms. Branston was thanked for her time and she left.

7:06 p.m., three students from the Graduate School of Library and Information Science at Dominican University arrived to observe the Board meeting.

Schmudde presented the Board with explanations of their questions about the untaxed property proposal sent by Klein, Thorpe and Jenkins and discussed at the September meeting. During further discussion, Schmudde was asked if she thought intergovernmental participation in such a proposal would be useful. Schmudde said she thought having several governmental bodies, each with different boundaries, would just confuse things. This was just a proposal from Klein, Thorpe and Jenkins, and the Board does not have to decide anything immediately. Rivera asked whether, in Schmudde’s opinion, this was a good risk. She said she thought it was. Blaskey asked if the Board members thought there were really that many nonpaying properties. Teets mentioned that she has experienced differences in opinion about where specific properties belonged in relation to boundaries between Melrose Park and Stone Park. The Board did not make a decision about whether to research nonpaying properties at this time.

The Board and Schmudde discussed the new director’s financial responsibility and authority. At present, Schmudde decides on transfers from investment accounts to the district’s bank account to pay bills between tax receipts. She also decides how to roll over CD’s. For the beginning of the new director’s employment, the director, business manager and treasurer must meet to discuss transfers, and two of the three must approve a transfer. The director would also report any transfers to the rest of the Board. A policy will be written about what reporting will be done by the director. For major purchases over $3,000.00, the director would discuss them with the Board. For checks for daily expenses, they should not require a dollar limit as they all require two signers. No name stamp exists anymore. Schmudde also initials invoices. For certificates of deposit through Illinois Institute Investors Trust, two people are needed to approve CD moves/rollovers.

Changes in policy for the circulation of DVD’s were discussed. The Board agreed that, for items without a grace period, the definition of returning items “on-time” will be changed to returning an item before opening on the day following the due date. No changes were made to fines charged for DVD’s. The change was approved on a motion by Salo with a second by Salutric. Ayes: All.

Russ Woods’ hiring was approved by the Board, effective October 12, 2009, as part time Youth Services Associate to replace Violet Lach, who has retired. Approval was on a motion by Salo with a second by Salutric. Ayes: All.

Board members received copies of a letter from Northlake mayor Jeffrey T. Sherwin, concerning end dates for several TIF districts and an update on Wolf Road construction.

Ordinance #09-518, Approving the Proposed Amendments to the LIMRiCC By-laws and Intergovernmental Agreements, was adopted on a motion by Rivera with a second by Salo.

Ayes: All.

Ordinance #09-519, Providing for the Execution of an Intergovernmental Agreement with the Library Insurance Management and Risk Control Combination (LIMRiCC), was adopted on a motion by Rivera with a second by Salo. Ayes: All.

The Board discussed Rivera’s proposal to get a bus to run between Stone Park and the library for the summer, to transport children during the summer reading program. Teets mentioned that she has tried to do this before, but has not been able to get cooperation from the bus companies and government bodies and has had problems with no organization wanting to be responsible for the liability involved. Rivera then asked about the library going out into the Stone Park area to do a program. Discussion continued about the options.

Gutierrez and Rivera need to schedule a Board orientation session for late October or early November.

Board members received copies of the completed application for the Illinois Per Capita Grant for FY2010.

Mary Jane Kepner and Sarah Hampson of Kepner + Associates discussed the Library Director search process with the Board.

At 7:45 p.m., the Board went into Executive (i.e. Closed) Session, as per Statutory Section 5ILCS 120/2(c)(1), for “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.” Approval was on a motion by Rivera with a second by Gutierrez. Ayes: All.

The regular Board meeting resumed at 8:30 p.m.

No action was taken related to the Executive Session.

There was no further public discussion.

The next regular Board meeting is scheduled for November 19, 2009.

The meeting was adjourned at 8:31 p.m.

Barbara Salo, Secretary