MINUTES OF THE REGULAR MEETING
OF THE
NORTHLAKE PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES
SEPTEMBER 20, 2012
The regular meeting of the Northlake Public Library District Board of Trustees was called to order at 6:31 p.m. by President Sonya Teets. Present were Board members: Salo, Garcia, Gutierrez, Rivera, Teets. Absent Board member: Blaskey. Also present were: Sharon L. Highler, Library Director; Mary Jane Garrett, Head of Technical Services; and Stephanie Carlile, Head of Circulation Services.
The meeting agenda was approved; the Executive Session will not be needed. Laura Bartnik of Adult Services made her presentation about the Hulk project fundraiser during the Public Hearing held just before this regular meeting. Agenda approval was on a motion by Salo with a second by Rivera.
AYES: All.
Minutes of the Board meeting of August 16, 2012, were read and approved on a motion by Rivera with a second by Gutierrez.
AYES: All.
The Board read and accepted the following: the Treasurer’s Report of August 31, 2012; the Bills Payable/Paid Report for September 20, 2012; the Revenue and Expense Report for August 2012; and the Statistical Circulation and Acquisitions Report for August 2012. Acceptance of the above reports was on a motion by Rivera with a second by Garcia. Roll call vote:
AYES: Salo, Garcia, Gutierrez, Rivera, Teets.
NAYS: None.
ABSENT: Blaskey.
Total checks, September: $65,783.07.
The librarians’ reports were read and accepted with the appreciation of the Board. Highler reported that Current Technologies Corporation is progressing with the computer sever upgrade, but has found that it is requiring additional work because of the age of the components.
Highler reminded any Board members who have not completed the required online training on the Open Meetings Act to finish it.
Gutierrez and Rivera have completed the annual audit of the Secretary’s minutes.
Board members received copies of the draft of the Illinois Public Library Annual Report (IPLAR), completed each year for the state. The Board approved the IPLAR on a motion by Rivera with a second by Garcia.
AYES: All.
The Board continued the discussion begun during the Public Hearing, on appointing someone to fill the Trustee position vacated by Michele Ukleja. Members of the Board discussed and agreed on what questions would be asked during the interviews. Highler will contact the candidates to be interviewed. As agreed upon in the previous discussions, the special meeting, depending on candidates’ schedules, will be at 7:00 p.m. on Monday, October 1, or on Wednesday, October 2, as a secondary choice.
Minutes of the Trustee Search Committee meeting on September 17, 2012, were approved on a motion by Rivera with a second by Gutierrez.
AYES: All.
The Board read and discussed Ordinance #12-545, “Ordinance for Budget and Appropriations of the Northlake Public Library District, Cook County, Illinois, for the Fiscal Year Beginning July 1, 2012 and Ending June 30, 2013.” Approval was on a motion by Salo with a second by Garcia. Roll call vote:
AYES: Salo, Garcia, Gutierrez, Rivera, Teets.
NAYS: None.
ABSENT: Blaskey.
Trustees received copies of a Summary Status Report of results obtained during the district’s 90-day free trial with Unique Management Services (UMS), a material recovery service. Stephanie Carlile, Head of Circulation Services, reported to the Board that the service has produced positive results. Circulation has received very good support from UMS and from SWAN, our circulation and catalog network. She would like to continue using UMS beyond the free trial period. The Board approved continuing using Unique Management Services beyond the free trial period, on a motion by Salo with a second by Rivera. Roll call vote:
AYES: Salo, Garcia, Gutierrez, Rivera, Teets.
NAYS: None.
ABSENT: Blaskey.
Highler and Carlile reported on proposed revisions to the district’s Circulation Policy, which include the expanded AV checkouts temporarily used during the summer of 2012. For the change in library card requirements, a survey of area libraries’ ID requirements was done. Carlile summarized the major changes in the policy for the Board. In addition, she is moving the ID requirements, item limits and loan periods, and fines and fees sections to separate appendices in the policy, to make changes in these areas easier. Rivera asked about what the district gives as a “welcome” to a new cardholder, for example, an email message or brochure. Carlile replied that, although patrons’ email is directly connected to SWAN for its use, the library district is revamping its introductory brochure. The Board approved the proposed changes in the Circulation Policy on a motion by Rivera with a second by Salo.
AYES: All.
7:30 p.m., Carlile was thanked for coming and she left.
The Board then discussed proposed changes to the insurance section of the Personnel Policy. Although the district will still pay 80%, and the employee 20%, of the health insurance premium, recent changes in the law require that stating this figure as a dollar amount would be better for the district. There will be different tiers of insurance coverage, depending on whether an employee is full-time or part-time. New hires from this point on who qualify for insurance coverage will be limited to the HMO option, but will be allowed to pay the additional costs if they want the PPO option. Present staff will be grandfathered-in, but will be encouraged to change to the HMO option, if possible, at the beginning of the next enrollment cycle (July 2013). After discussion, the Board approved the proposed insurance changes on a motion by Garcia with a second by Salo. Roll call vote:
AYES: Salo, Garcia, Gutierrez, Rivera, Teets.
NAYS: None.
ABSENT: Blaskey.
Highler and the Board discussed a proposed contract to replace/repair parts of the HVAC system. Rich Stronczek, Business/Building Manager, has received quotes from three companies, and has submitted a summary to the Board of repairs needed and his analysis of the companies’ quotes, plus copies of the three companies’ proposals. After discussion, the Board approved the proposal from Voris Mechanical, Inc., total $15,816.00, on a motion by Salo with a second by Rivera. Roll call vote:
AYES: Salo, Garcia, Gutierrez, Rivera, Teets.
NAYS: None.
ABSENT: Blaskey.
Highler would like to hold a Staff In-Service Day on December 7, 2012. The library will be closed to the public, but staff will attend meetings and education at the library. The Board approved that the library will be closed to the public on December 7, 2012, for a Staff In-Service Day, on a motion by Rivera with a second by Gutierrez.
AYES: All.
Adult Services and Youth Services would like to do repurposing projects in their departments, which will involve moving materials, shelving, and other furniture. For this to be affordable, library staff will need to do the moving themselves. Board members received copies of the departments’ proposed projects. Highler proposed closing on January 6-13, 2013, for the projects, as no programs are planned for then and circulation is usually lower in January. All staff will be helping with the projects on a day-shift schedule. After discussion, the Board approved being closed to the public January 6-13, 2013, for the repurposing projects on a motion by Garcia with a second by Salo.
AYES: All.
The Per Capita Grant application is in progress but is not completed yet. Highler would like to table acceptance until the special meeting in early October. The Board agreed to table acceptance of the FY2013 Per Capita Grant application until the special meeting in early October on a motion by Rivera with a second by Gutierrez.
AYES: All.
Highler invited Board members to the Mural Reception on September 23 at 1:00-5:00 p.m., and to the Hispanic Heritage Pot Luck on September 29 at 1:00-3:00 p.m.
Board members received copies of “Library Law e-News” from Klein, Thorpe & Jenkins, Ltd.
No members of the public were present.
The next regular Board meeting is scheduled for October 18, 2012.
The meeting was adjourned at 7:55 p.m. on a motion by Salo with a second by Rivera.
AYES: All.
Barbara Salo, Secretary