Regular Board Meeting, May 17, 2012
6:30 P.M.

AGENDA

• Call to order, roll call.
• Approval of the Agenda.
• Approval of the Minutes of the Board Meeting of April 19, 2012.
• Approval of the Minutes of the Executive Session of April 19, 2012.
• Acceptance of the Treasurer’s Report of April 30, 2012.
• Acceptance of the Bills Payable/Paid Report for April 2012.
• Acceptance of Revenue and Expense Report for April 2012.
• Acceptance of Statistical Circulation and Acquisitions Report for April 2012.
• Librarians’ Reports for April 2012.
• President’s Report
• Vice President’s Report

UNFINISHED BUSINESS

1. Required Trustee Training – OMA (Informational)

NEW BUSINESS

1. New E-Reader Services (Action)
2. Internet Policy Revision (Action)
3. Property Purchase Question (Informational)
4. Technology Service Provider (Action)
5. Additional Special Reserve Fund Uses (Action)
6. Person-in-charge List Revision (Informational)
7. Personnel Policy- “Reduction in Force and Staff Reorganization” (Action)
8. Personnel Policy- Donation of Time to Co-workers (Action)
9. Staff Salary Review for FY 2012-13 (Action)
10. Riders in Area Parade – Stone Park, May 28 (Informational)
11. Riders in Area Parade – Northlake Days, June 24 
12. 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.

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 21, 2012.

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 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

Regular Board Meeting, April 19, 2012
6:30 P.M.

AGENDA

• Call to order, roll call.
• Approval of the Agenda.
• Approval of the Minutes of the Board Meeting of March 15, 2012.
• Approval of the Minutes of the Executive Session of March 15, 2012.
• Acceptance of the Treasurer’s Report of March 31, 2012.
• Acceptance of the Bills Payable/Paid Report for March 2012.
• Acceptance of Revenue and Expense Report for March 2012.
• Acceptance of Statistical Circulation and Acquisitions Report for March 2012.
• Librarians’ Reports for March 2012.
• President’s Report
• Vice President’s Report

UNFINISHED BUSINESS

1. Required Trustee Training – OMA (Informational)
2. Economic Disclosure Statements, Deadline April 30, 2012 (Informational)

NEW BUSINESS

1. Collection Agency Info and Trial (Action)
2. Special Reserve Fund Uses (Action)
3. Payroll Service (Action)
4. Vendor List & Spending Limit (Action)
5. Additional Insurance Coverage (Action)
6. Maturing CD (Action)
7. “Thank You” from Brain Hurricane (Informational)
8. Person-in-charge List Revision (Informational)
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.

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 17, 2012.

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., April 17, 2012

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

Regular Meeting, March 15, 2012
6:30 P.M.

AGENDA

• Call to order, roll call.
• Approval of the Agenda
• Approval of the Minutes of the Board Meeting of February 16, 2012.
• Approval of the Minutes of the Executive Session of November 17, 2011.
• Approval of the Minutes of the Executive Session of January 19, 2012.
• Acceptance of the Treasurer’s Report of February 29, 2012.
• Acceptance of the Bills Payable/Paid Report for February 2012.
• Acceptance of Revenue and Expense Report for February 2012.
• Acceptance of Statistical Circulation and Acquisitions Report for February 2012.
• Librarians’ Reports for February 2012.
• President’s Report
• Vice President’s Report

UNFINISHED BUSINESS

1. RAILS/SWAN (Informational)
2. Required Trustee Training –OMA (Informational)
3. Economic Disclosure Statements, Deadline April 30, 2012 (Informational)

NEW BUSINESS      

1. Media on Demand Presentation (Informational)
2. Ethics Ordinance (Ethics Officer) (Informational)
3. Job Description

• Head of Youth Services- Draft (Action)
• Head of Technical Services – Draft (Action)
• Head of Circulation Services – Draft (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.

PUBLIC DISCUSSION

Members of the public are invited to speak to the board. Comments are 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 19, 2012.

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., March 13, 2012

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

JANUARY 19, 2012

The regular meeting of the Northlake Public Library District Board of Trustees was called to order at 6:32 p.m. by President Sonya Teets. Present were Board members: Rivera, Salo, Blaskey, Ukleja, Gutierrez, Teets. Absent Board member: Garcia. Also present were: Kathy O’Cull, citizen and former Board member; Sharon L. Highler, Library Director; and Mary Jane Garrett, Head of Technical Services.

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

Minutes of the Board meeting of November 17, 2011, were read and approved on a motion by Salo with a second by Rivera.

AYES: All.

Minutes of the Executive Session of November 17, 2011, will be presented at the regular Board meeting in February.

The Board read and accepted the following: the Treasurer’s Reports of November 30 and December 31, 2011; the Bills Payable/Paid Reports for December 26, 2011 and January 19, 2012; the Revenue and Expense Reports for November and December of 2011; and the Statistical Circulation and Acquisitions Reports for November and December of 2011. Acceptance of the above reports was on a motion by Rivera with a second by Ukleja. Roll call vote:

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

Grand total for December and January: $89,465.85

The grand total was found to be in error. The corrected grand total is $89,464.85. The Bills Payable/Paid Report was approved to be amended to show the corrected grand total of $89,464.85 on a motion by Salo with a second by Rivera. Roll call vote:

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

The librarians’ reports were read and accepted with the appreciation of the Board. Highler reported that the spring newsletter layout was done entirely in-house by Isela Herrera, the district’s new PR staff member. The Board commented that the newsletter looked good. Staff were pleased with the turnaround time. During the staff in-service day on January 13th, Highler introduced a succession planning project. Departments will break down staff tasks into steps, designate who the primary person is for each task, and train backup people to do the tasks when the primary persons are absent.

President Teets asked if Kindles and similar devices are having an effect on circulation. She has been asked by citizens why a library of books is needed if people have Kindles. The Board discussed this viewpoint. The library district will continue to keep up with new formats as they are introduced, but a significant number of people still read in the book format. The district not only supplies reading materials formats, but also provides services such as educational and recreational programming.

Vice President Rivera asked why the number of so many Gale database searches in December 2011 shows as eleven. Is this an error? Highler will check.

Highler reported on how the organization of the new RAILS library system is progressing. Though we have become used to the added services and continuing education opportunities provided by the MLS library system, with RAILS we can expect support only for delivery services and a Local Library System Automation Program (LLSAP), according to the state. Our current automated catalog is still SWAN.

The IMRF resolution to include compensation paid under an Internal Revenue Code Section 125 Plan as IMRF earnings was read and discussed by the Board. It was approved, contingent upon dates being confirmed and typos fixed, on a motion by Blaskey with a second by Salo. Roll call vote:

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

The Treasurer’s Statement of Receipts and Disbursements, July 1, 2011 Thru December 31, 2011, was read and approved on a motion by Rivera with a second by Salo. Roll call vote:

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

The NIMEC proposed contract for purchasing electricity was discussed by the Board. The Board approved the signing of the final contract when it is received, on a motion by Ukleja with a second by Gutierrez. Roll call vote:

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

Action on the HVAC maintenance contract was tabled until the next regular meeting.

Highler will be bringing information on all property tax appeals and exemptions to Board meetings from now on. The law firm of Johnson and Colmar handles larger property tax appeals and exemptions. The smaller ones are allowed to go through.

Information on required trustee training on the Open Meetings Act was given to the Board. The training is given online. When trustees have completed the training, they should give their certifications to Highler before the deadline.

The Illinois Library Association Trustee Forum workshops for 2012 will be held on February 4th in Oak Brook. Any interested Board members should fill out a registration form and give it to Highler.

Board members were given copies of the Board contact information list. If any corrections are needed, please let Highler know. The final list will be sent to Board members.

The revised Northlake Public Library District Organizational Chart and the revised Person-in-Charge List were accepted by the Board.

Kathy O’Cull gave a brief greeting to the Board.

No other members of the public were present.

The next regular Board meeting is scheduled for February 16, 2012.

At 7:18 p.m., the Board voted to adjourn the regular meeting and 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.” The motion was made by Rivera with a second by Ukleja.

AYES: All.

Barbara Salo, Secretary

MEETING OF THE
NORTHLAKE PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES

Regular Meeting, February 16, 2012
6:30 P.M.

AGENDA

• Call to order, roll call.
• Approval of the Agenda
• Approval of the Minutes of the Board Meeting of January 19, 2012.
• Acceptance of the Treasurer’s Report of January 31, 2012.
• Acceptance of the Bills Payable/Paid Report for January 2012.
• Acceptance of Revenue and Expense Report for January 2012.
• Acceptance of Statistical Circulation and Acquisitions Report for January 2012.
• Librarians’ Reports for January 2012.
• President’s Report
• Vice President’s Report

UNFINISHED BUSINESS

1. RAILS/SWAN (Informational)
2. Required Trustee Training –OMA (Informational)
3. ILA Trustee Workshop, Saturday, Feb. 4, 2012 (Informational)
4. HVAC Contract (Action)

NEW BUSINESS

1. Economic Disclosure Statements (Informational)
2. Job Description
   • Head of Adult Services – Draft (Action)
3. 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.

PUBLIC DISCUSION

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 March 15, 2012.

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., February 14, 2012

MINUTES OF THE REGULAR BOARD MEETING
OF THE
NORTHLAKE PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES
NOVEMBER 17, 2011

The regular meeting of the Northlake Public Library District Board of Trustees was called to order at 6:32 p.m. by President Sonya Teets. Present were Board members: Gutierrez, Salo, Blaskey, Ukleja, Rivera, Teets. Absent Board member: Garcia. Also present were: Sharon L. Highler, Library Director; Mary Jane Garrett, Head of Technical Services; Marianne Ryczek, Head of Youth Services; Rich Stronczek, Business/Building Manager; and Tyler Works, Adult/Teen Services Librarian.

The Board agreed to amend the agenda to allow Tyler Works to give a presentation on his participation in an ILEAD U (Illinois Libraries Explore, Apply and Discover) grant project with other local public and school librarians. The team’s mission was to identify a problem in the local community and plan how to solve it through technology. This would involve multiple literacies, e.g., print, digital, etc. Works described the programs that were developed, including virtually connecting local students with each other and with authors, doing skits and stories using technology, geocaching, and anime/manga creation. The programs were done through partnering with student clubs and other local organizations. Some of the programs were covered by a reporter and photographer from the Franklin Park Herald-Journal, with News of Northlake. Through developing programs with other local librarians, connections have been made that will make future collaborations possible. Part of the grant funding may be used to purchase some technology for the library district. At 7:05 p.m., Works was thanked by the Board for his presentation and he left.

The Board approved the remaining agenda. The Executive Session will be needed.

Minutes of the Board meeting of October 20, 2011, were read and approved on a motion by Rivera with a second by Ukleja.

AYES: All.

The Board read and accepted the following: the Treasurer’s Report of October 31, 2011; the Bills Payable/Paid Report for November 17, 2011; the Revenue and Expense Report of October 2011; and the Statistical Circulation and Acquisitions Reports for October 2011. Acceptance of the above reports was on a motion by Rivera with a second by Gutierrez. Roll call vote:

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

Grand total, November: $568,720.91.

The librarians’ reports were read and accepted with the appreciation of the Board. Highler spoke briefly on plumbing, elevator, and other repairs. She has met with the department heads of Circulation and Technical Services regarding the reorganization of duties. Heidi Patruno will be transferred from Circulation to Technical Services, and Circulation will hire a part-time clerk to continue her previous circulation duties. Highler reported on concerns about how the State Library will handle payment to automated catalog consortia (ours is SWAN), and whether the consortia will eventually become independent of the State Library. Another problem will be how the salaries of people working for the systems will be handled.

Teets asked about the process for getting price information on different payroll services. Stronczek described the search process. Another example mentioned would be looking into a cheaper option for library cards. Teets asked if the district does any joint purchasing with the State. Highler reported that the district does, one example being database purchases. Stronczek mentioned that there was also some joint purchasing of office supplies. Rivera asked about the meeting for the SAM consortium members. Highler reported that the meeting is being organized, to be held in January if possible.

Teets had nothing further to add for the President’s Report.

Rivera, for the Vice President’s Report, noted that he was pleased that Media On Demand has now become compatible with Kindle e-readers. Rivera asked about the Word Wall in the Youth Services Department, and Ryczek described the Word Wonders program, which stressed vocabulary. Rivera asked Ukleja to describe the Edible Books Contest, held in November by the Harper College Library. Ukleja reported that students, community members, and employees may participate in the creation of something edible related to a book title. Prizes are given for best adult’s book, best children’s book, most popular, and best representation of the title used in the One Book, One Harper program. Anyone interested in more details may ask her about it.

Ordinance #11-538, levying and assessing taxes of the library district for the fiscal year 2011-12, was approved on a motion by Salo with a second by Rivera. Roll call vote:

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

Ordinance #11-539, directing against proportional reduction in the aggregate extension of the 2011 tax levy of the library district, was discussed by the Board. Stronczek reported that, due to a wording change in the ordinance in 2009, there has been an increasing deficit in funds for the IMRF retirement fund and for Social Security. To date, the deficits have been made up out of the Corporate Fund. He recommends changing back to the previous wording of the ordinance. The recommended version is the one that has page 2, section 3, as “The County Clerk is directed not to reduce the 2011 tax levy of the I.M.R.F., and Social Security Funds.”

The Board approved the changed wording of Ordinance #11-539, on a motion by Salo with a second by Rivera. Roll call vote:

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

The Board approved Ordinance #11-539, on a motion by Blaskey with a second by Ukleja. Roll call vote:

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

The annual Treasurer’s Statement of Receipts and Disbursements was read and approved on a motion by Salo with a second by Blaskey. Roll call vote:

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

The auditors for the library district have recommended that the purposes for the use of the Special Reserve Funds be identified. The spending plan can be changed, but it needs to be established. Stronczek submitted a short list of suggestions to the Board. During discussion it was stated that the original plan for use had been the purchase of property, but no written statement has been found. Did the Board still wish funds to be saved to purchase nearby property for parking expansion? The Board needs to compile a list of possible uses and begin discussion of the list. Stronczek will try to get something in writing from the auditor about this, and what procedures are necessary to transfer funds from overfunded items, by the regular January meeting.

8:02 p.m., Ryczek and Stronczek left.

At 8:03 p.m., the Board voted to adjourn and 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.” The motion was by Rivera with a second by Blaskey.

AYES: All.

Barbara Salo, Secretary

Regular Board Meeting, January 19, 2012
6:30 P.M.

AGENDA

• Call to order, roll call.
• Approval of the Agenda.
• Approval of the Minutes of the Board Meeting of November 17, 2011.
• Acceptance of the Treasurer’s Report of November 30, December 31, 2011.
• Acceptance of the Bills Payable/Paid Report for November, December 2011.
• Acceptance of Revenue and Expense Report for November, December 2011.
• Acceptance of Statistical Circulation and Acquisitions Report for Nov-Dec 2011.
• Librarians’ Reports for November-December 2011.
• President’s Report
• Vice President’s Report

UNFINISHED BUSINESS

1. RAILS (Informational)

NEW BUSINESS

1. IMRF Resolution for Section 125 Plan (Action)
2. Treasurer’s Statement of Receipts & Disbursements, July 1, 2011 through December 31, 2011
3. NIMEC Contract (Action)
4. HVAC Contract (Action)
5. Property Tax Appeals and Exemptions (Informational)
6. Required Trustee Training – OMA (Informational)
7. ILA Trustee Workshop, Saturday, Feb. 4, 2012
8. Board Contact Information Verification (Information)
9. Personnel Policy Revisions
10. Northlake Public Library District Organizational Chart Revision (Action)
11. Person-in-charge List Revision (Action)
12. 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.

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, 2012.

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, 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: 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