MINUTES OF THE REGULAR MEETING
OF THE
NORTHLAKE PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES
AUGUST 21, 2014
The regular meeting of August 21, 2014, 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: Salo, Efta, Wright, Rivera. Absent Board member: Gutierrez. Also present were Maureen Sydor, to be appointed Trustee; John Piemonte of Robert W. Baird & Co.; Sharon L. Highler, Library Director; and Mary Jane Garrett, Head of Technical Services.
The Board approved the agenda with the following changes: #1 and #2 of Unfinished Business will be moved to the beginning of the meeting, and the Executive Session will not be needed. Approval was on a motion by Efta with a second by Salo.
AYES: All.
Maureen Sydor was appointed to fill a Trustee Vacancy, and was sworn in. Sydor was given Trustee orientation information, and was notified of the required online training on the Open Meetings Act (also called FOIA/OMA Training).
Highler gave Trustees an updated Trustee contact sheet. If there are any changes needed, please see Highler.
A memo from Amel Glink was also distributed to the Board. It stated that a public body cannot hold a meeting on a legal holiday, even if it is usually open to the public on that day, unless it is its regularly scheduled meeting day. Legal holidays are defined by the Promissory Note and Bank Holiday Act, 205 ILCS 630/17, and/or the State Commemorative Dates Act, 5 ILCS 490/60.
John Piemonte, Vice President of Public Finance of Robert W. Baird & Co., gave a presentation to the Board to propose to provide underwriting or financial advice services. Board members were given a handout of, and Mr. Piemonte spoke on, an analysis of the library district as a candidate for refunding, an introduction to Robert W. Baird & Co., the company’s underwriting and local experience, and detailed data on refunding the library bonds. The data provided is based on the assumption that the district has an “A+” rating.
7:18 p.m., Mr. Piemonte was thanked for his presentation and he left. After discussion, the Board asked Highler to request that Robert W. Baird & Co. rerun the data, assuming an “A” rating for the district.
The Board read and approved the minutes of the regular meeting of June 19 and the special meeting of June 24, 2014, on a motion by Salo with a second by Efta.
AYES: All.
The Board read and accepted the following: the Treasurer’s Report of June 30-July 31, 2014; the Bills Payable/Paid Report for August 21, 2014; the Revenue and Expense Reports for June and July 2014; and the Statistical Circulation and Acquisitions Reports for June and July 2014. Acceptance of the above reports was on a motion by Wright with a second by Salo. Roll call vote:
AYES: Salo, Sydor, Efta, Wright, Rivera.
NAYS: None.
ABSENT: Gutierrez.
Total bills payable: $68,212.04.
Total bills paid: July: $95,555.08, August: $16,251.42.
The librarians’ reports were read and accepted with the appreciation of the Board. Highler reported to the Board in more detail about the Fund Development Committee and organizing events for Friends of the Library, the Northlake Days booth and the upcoming Stone Park Rodeo, receipt of the first grant check and planning for the “Digital Divide” program, and the success of the summer lunch program. During Board discussion, the library staff were complimented on their good use of the parking lot for programs.
Highler also commented on other items that have been or will be scheduled, including the financial audit, a SEDAC energy assessment, carpet cleaning, the insurance group’s on-site visit, Staff In-Service Day in December, and the SWAN catalog’s migration to a new computer platform in the spring of 2015. Progress of IT with updating and replacing computer equipment and programs was discussed by Highler and the Board.
There were no additional President’s or Vice President’s reports.
There was discussion about whether or not to fill the remaining Trustee vacancy and restructure the officers of the Board. For the remaining vacancy, the application process can be done, but an appointment can also be made without going through a search process. It was tentatively agreed to leave these decisions until after the April 2015 election.
The Director’s evaluation was tabled until an Executive Session at the regular September meeting.
Wright reported on the results for her receipt of revision suggestions for Trustee by-laws. She will send a revised version of the by-laws to the Board members, to be voted on at the regular September meeting. Wright will also send a copy of the revisions to Highler.
The requirements for the FY 2015 Per Capita Grant were discussed. At least one Board member and one staff member have completed viewing the Edge overview webinar. Even though the minimum has been completed, Highler would like more Board members and at least all staff department heads to view the webinar. The link to the webinar has been given to Board and staff members. The other major requirement is a review of Chapter 7, “Collection Management and Resource Sharing,” of the Illinois standards for public libraries. Board members received a copy of Chapter 7, plus highlighted portions of Core Standards that would apply.
Two trustees need to be appointed to audit the Secretary’s minutes for FY 2013-14, for the state annual report. This audit needs to be done by August 26. Efta and Wright volunteered and were appointed.
The state annual report (IPLAR) for FY 2013-14 is near completion. Copies were given to the Board. The Board approved the IPLAR for FY 2013-14 on a motion by Salo with a second by Efta.
AYES: All.
Ordinance #14-558, providing for Tentative Budget and Appropriations for the fiscal year beginning July 1, 2014 and ending June 30, 2015, was adopted by the Board on a motion by Wright with a second by Salo. Roll call vote:
AYES: Salo, Sydor, Efta, Wright, Rivera.
NAYS: None.
ABSENT: Gutierrez.
The date for the public hearing on the Budget and Appropriations was set as September 18, 2014, at 6:00p.m., on a motion by Efta with a second by Salo.
AYES: All.
At least one Board member needs to be present at the public hearing.
The Board approved the job description for Business Office Senior Associate, Level 4, on a motion by Salo with a second by Sydor.
AYES: All.
No members of the public were present.
The next regular Board meeting is scheduled for September 18, 2014.
Having moved through the agenda, President Rivera adjourned the meeting at 8:37 p.m..
Barbara Salo, Secretary