MINUTES OF THE SPECIAL MEETING
OF THE
NORTHLAKE PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES
JUNE 24, 2014
The special meeting of June 24, 2014, of the Northlake Public Library District Board of Trustees, was called to order at 6:17 p.m. by President Orlando Rivera. Present were Board members: Gutierrez, Salo, Efta, and Rivera. Absent Board members: Mukite, Wright. Also present were: Sharon L. Highler, Library Director; and Mary Jane Garrett, Head of Technical Services.
This special meeting was held in order to take official action on business originally scheduled for June 19, 2014. There was no quorum present on June 19, so no official action could be taken on the scheduled date.
The Board read and approved the meeting agenda and the minutes of the Board meeting of May 15, 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 May 31, 2014; the Bills Payable/Paid Report for June 19, 2014; the Revenue and Expense Report for May 2014; and the Statistical Circulation and Acquisitions Report for May 2014. Acceptance of the above reports was on a motion by Efta with a second by Salo. Roll call vote:
AYES: Gutierrez, Salo, Efta, Rivera.
NAYS: None.
ABSENT: Mukite, Wright.
Total bills payable: $31,001.03
Total bills paid: $172,134.21.
The librarians’ reports were read and accepted with the appreciation of the Board. Highler reported that staff will not be participating in the Northlake Days parade, but that they will be having a booth at Northlake Days from 1:00 p.m. to 5:00 p.m. on both Saturday, June 28, and Sunday, June 29. The main purpose of the booth will be to increase interest in Friends membership. Staff are planning a “meet-and-greet” cookout for those interested in the Friends for July 17; Trustees are invited to attend.
The Summer Reading Program is very busy; Youth Services has even added extra times for some programs.
The library has received notice that it will receive an “Eliminate the Digital Divide” grant from the Illinois Department of Commerce and Economic Opportunity. Board members received copies of the notice. The library received less than what it applied for, but it will modify the program to fit the funding. Staff are considering applying for grants assisting with energy, lighting, and HVAC.
The library has received a FOIA information request for a large amount of information, due within five business days. Any volunteer help from Board members will be appreciated. Copies of the original request were given to the Board.
The President had nothing additional to report.
There was no report from the Vice President.
The Board decided that an Executive Session, as per 5 ILCS 120/2(c)(3), was not necessary.
The President appoints a person to fill a vacancy on the Board, but he can hear the recommendation of the search committee. The committee recommended Maureen Sydor for Trustee. President Rivera will contact Sydor to accept her application for Trustee. Highler will contact the other candidate about the decision.
6:32 p.m., Wright arrived.
The Trustees each received a copy of the email sent by Tom Mukite tending his resignation from the Board. The Board members and Highler discussed the upcoming April 2015 election. Most Trustees up for election stated their intention to run. Changes in the by-laws regarding length of Trustees’ terms were discussed. If the Board wishes to change the length of the terms, Highler recommends making the change to the by-laws well before getting signatures for the election petitions begins. Trustees may choose which term they wish to run for; it does not have to be the term they’re just completing.
The Board accepted Tom Mukite’s resignation and wished him well, on a motion by Salo with a second by Efta.
AYES: All.
The Director’s Evaluation was tabled until a future Board meeting.
For revising the Board of Trustees By-Laws (i.e., Regulations), all Trustees have received a copy of the present document, but Wright will resend the document to Trustees. They should go over all the By-Laws, including Highler’s proposed changes to Article XI. Feedback should be sent to Wright by July, so that she can summarize the change proposals before the regular meeting on August 21.
For the FY 2015 Per Capita Grant application, “At least one member of the library staff and at least one board member must attend an informational webinar or in-person session about The Edge Initiative (http://www.libraryedge.org).” Highler would like all Trustees to view the introductory webinar (http://www.libraryedge.org/Getting_Started/index.htm) before the August 21 regular meeting. All staff who are department heads will be required to watch the introductory webinar.
Budget planning for the 2014-15 fiscal year was discussed. Highler reported on her search for an indoor maintenance company. She currently has three company proposals for the contract, including one from the current temporary company. The Board gave Highler authority to make the final decision about an indoor maintenance company, on a motion by Salo with a second by Gutierrez. Roll call vote:
AYES: Gutierrez, Salo, Wright, Efta, Rivera.
NAYS: None.
ABSENT: None.
Highler reported that she is still researching candidates for duties that are not officially included under indoor maintenance: “handyman” repairing duties, and lighting duties.
Highler and the Board discussed the performance of CTC (Current Technologies Corporation) and their proposed Agreement for Onsite IT Support for the 2014-15 fiscal year. Based on CTC’s meeting with Highler and the department heads on June 23, Highler recommended approval of the agreement. The Board approved Current Technologies Corporation’s Agreement for Onsite IT Support on a motion by Efta with a second by Wright. Roll call vote:
AYES: Gutierrez, Salo, Wright, Efta, Rivera.
NAYS: None.
ABSENT: None.
Highler reported on the Greater Chicago Food Depository Summer Food Service Program. For its first summer, NPLD is serving lunches for up to seventy-five children per day. Staff of the library formed a team for the GCFD’s Hunger Walk fundraiser on June 21.
Ordinance #14-555, Authorizing Public Library Non-Resident Cards, the yearly fee of $310.38 calculated from the General Mathematical Formula (23 Ad. Code 3050.60(a)), was adopted on a motion by Gutierrez with a second by Salo. Roll call vote:
AYES: Gutierrez, Salo, Wright, Efta, Rivera.
NAYS: None.
ABSENT: None.
Ordinance #14-556, To Levy an Additional .02% Tax for Equipping the Library and for the Maintenance and Repair of the Library Building and Equipment of the Library District, was adopted on a motion by Salo with a second by Efta. Roll call vote:
AYES: Gutierrez, Salo, Wright, Efta, Rivera.
NAYS: None.
ABSENT: None.
Ordinance # 14-557, Ascertaining the Prevailing Rate of Wages for Laborers, Workers, and Mechanics Employed on Public Works, was adopted on a motion by Efta with a second by Gutierrez. Roll call vote:
AYES: Gutierrez, Salo, Wright, Efta, Rivera.
NAYS: None.
ABSENT: None.
The Schedule of Regular Board Meetings was discussed. Salo and Efta reminded the other Trustees that documents for the regular meetings are sent to them ahead of time. If they go over the documents before the meeting, only questions need to be discussed at the actual meeting, thus saving time. The Board decided to let the meeting time remain at 6:30 p.m. The meeting schedule for the 2014-15 fiscal year was approved on a motion by Efta with a second by Gutierrez.
AYES: All.
The Board decided to keep the “Closed Session Minutes” closed, on a motion by Salo with a second by Efta.
AYES: All.
Check signers are needed for June 30, 2014. Barb Salo volunteered.
The library district’s Standard & Poor’s rating has gone from “A+” to “A”. This is largely due to our economic environment and the reduced amount of actual money coming into the library district. Board members received copies of the relevant documents.
The Board approved having R.W. Baird & Co. come to the August 21 meeting to speak about reviewing the General Obligation Building Bonds, Series 2005.
Approval of job descriptions was tabled until a future meeting.
No members of the public were present.
The next regular Board meeting is scheduled for August 21, 2014.
Having moved through the agenda, President Rivera adjourned the meeting at 7:25 p.m.
Barbara Salo, Secretary