Chicago City Wire

West Chicago Public Library District Board met May 22.

Here is the minutes provided by the Board:

A. Call To Order: The meeting was called to order at 7:01 p.m. by President Nancy Conradt.

B. Roll Call: Trustees Present: Nancy Conradt, President; Frank Fokta, Vice President; Richard Bloom, Treasurer; Pat Weninger, Secretary Pro Tem; Diane Kelsey and Rosario Herbst, Members.

Staff Present: Ben Weseloh, Library Director; Joan Happel, Administrative Secretary; Amanda Ghobrial, Adult Services Manager; Dominique Mendez, Youth Services Manager.

C. Approval Of The Minutes: 1. Board Meeting - April 24, 2017: Ms. Herbst moved to approve the Minutes of the April 24, 2017 Regular Board Meeting as amended; seconded by Mr. Bloom.

- Page 3, Item I-2, first paragraph, fiscal year elapsed is 75 percent. - Page 4, Item I-3, Access Services Department, "19 new cardholders were signed up during the World Relief Outreach event."

Motion carried by unanimous voice vote.

2. Special Board Meeting of May 9, 2017: Ms. Herbst moved to approve the Minutes of the Special Board Meeting of May 9, 2017; seconded by Mr. Bloom. Motion carried by unanimous voice.

D. Recognition Of The Public: David Reynolds, Natalie Henderson, Thaddeus Henderson, Dana Williams, Deborah Crews and Sandra Reynolds.

E. Public Comments: None.

F. Agenda - Additions/Deletions: Once the oath of office has been established, a new roll call vote should be taken to recognize the newly seated board.

Item M, No. 14, MyMediaMall Intergovernmental Agreement should be deleted because the agreement was not complete.

G. Treasurer's Report: 1. Mr. Bloom moved that the Board approve expenses in the amount of $157,942.15; Seconded by Ms. Herbst.

Roll Call Vote - Yes: Richard Bloom, Frank Fokta, Rosario Herbst, Diane Kelsey, Pat Weninger, Nancy Conradt. Motion Carried.

2. Financial Statements for March 2017: Snow removal for the season will come in $4,225.00 under budget. Additional financial statement information is referenced under the Director's Report.

H. Communications: 1. Letter from State Representative Mike Fortner: Annual Fortner- Oberweis Senior Expo at the American Legion Hall. 2. The City of West Chicago: Possible new TIF district at Roosevelt Road and Fabyan Parkway. 3. DuPage County Election Commission - Election Results: Certification of Election. 4. FOIA Request for Payroll Records: A recurring request from the Better Government Association. 5. West Chicago City Museum (Depot Signage): The Museum would like permission from the Library Board to place signage on the Depot property which is leased from the Library. The consensus of the board is to approve this request. 6. D33 Enews. (Partner Spotlight: WCPLD): The Library is the subject of the school district's Partner Spotlight in their Enews publication.. I. OATH OF TRUSTEES: Trustees Richard Bloom, Diane Kelsey, and David Reynolds were sworn in to their new terms on the West Chicago Library Board.

Roll Call: Trustees Present: Nancy Conradt, Frank Fokta, Richard Bloom, Rosario Herbst, Diane Kelsey, David Reynolds, Pat Weninger.

J. Board Members Acknowledgement: 1. Ms. Conradt welcomed Mr. Reynolds to the board and congratulated him on his election. 2. Ms. Conradt expressed appreciation for Corrine Jakacki's four years of service on the Board.

K. Reports: 1. President: Ms. Conradt appointed Frank Fokta as the Ethics Officer. Ms. Conradt appointed Richard Bloom as Parliamentarian. Ms. Conradt stated that at this time she is dissolving the Ad Hoc Committee which was appointed in May 2016 to pursue the security camera project.

2. Nominating Committee: Ms. Weninger reported that the Nominating Committee recommends Nancy Conradt for President; Frank Fokta for Vice President; Pat Weninger for Secretary, and Richard Bloom for Treasurer.

Election of Officers for FY 2017-2018: Ms. Conradt called for nominations from the floor for the office of President. No nominations from the floor were made. Nominations were closed. Motion to elect Ms. Conradt as board president was carried by unanimous voice vote.

Ms. Conradt called for nominations from the floor for the office of the Vice President. No nominations from the floor were made. Nominations were closed. Motion to elect Mr. Fokta as Vice President was carried by unanimous voice vote.

Ms. Conradt called for nominations from the floor for the office of Treasurer. No nominations from the floor were made. Nominations were closed. Motion to elect Mr. Bloom as Treasurer was carried by unanimous voice vote.

Ms. Conradt called for nominations from the floor for the office of Secretary. No nominations from the floor were made. Nominations were closed. Motion to elect Ms. Weninger as Secretary was carried by unanimous voice vote.

3. Ms. Conradt made appointments to the Finance Committee as follows: Richard Bloom, Chair; Diane Kelsey and Rosario Herbst, members.

4. Ms. Conradt made appointments to the Policy Committee as follows: Frank Fokta, Chair, Pat Weninger and David Reynolds, members.

5. Library Director: A written report was included in the Board packets.

Mr. Weseloh provided the Financial Report as follows: The fiscal year elapsed is 83.33 percent. Property tax revenue is at 99.71 percent; and overall total revenue is at 99.13 percent, the equivalent of $18,221.00 under the sought-after revenue stream with two months remaining in the fiscal year. The Per Capita Grant for $23,000 remains due.

Snow removal expenditure is under budget at 49.16 percent. Both Interior and Exterior R&M line items are under budget.

Ms. Conradt asked Frank Fokta, Richard Bloom and David Reynolds to meet to do an orientation for new Trustee David Reynolds. Mr. Fokta will cover Policy, Mr. Bloom will cover Finance, and Ms. Conradt will cover library law. The orientation will be scheduled for Saturday, June 10, at 10:00 a.m., in the technical services workroom. The agenda will be prepared and posted in advance of the meeting.

The lawn sprinkler system has been turned on and tested. Buck Services will perform floor refinishing in the lobby, program room, and the youth services area. The work will be performed during Memorial Day weekend.

Mr. Weseloh received quotes for seal coating, filling cracks and striping of the parking lot, which will be performed in June on a Sunday when the Library is closed. The quotes are in the trustees' board packets.

First Security was onsite to look at the fire panel, which needs to be replaced because components are being phased out. Smoke detectors would also need to be replaced in order to work with this particular panel upgrade. A representative from the company will be providing a quote.

ALA sent out an urgent email to write letters to Senators Durbin and Duckworth to oppose legislation cutting funding to IMLS and LSTA.

The Library is going to embark upon two new services using technology; one is a VHS-to-DVD recorder, and the other is the 3D printer.

Internet services were upgraded with Comcast from 50 megabits per second to 150 for download needs and from 10 to 20 megabits per second upload to handle increased demand the library has been experiencing. The cost is an additional $90 per month for the 3-year term.

A 3rd survey has been sent to patrons which will seek input regarding programming.

The safe deposit box rental payment was made for the next 12 months. Mr. Bloom and Mr. Fokta performed an inventory of the box. Ms. Conradt, Ms. Fokta and Mr. Bloom have access to the box.

6. Department Managers: Staff provided short oral reports in addition to their written reports from the Young Adults and Access Services Departments. April visitor count experienced 10.4 percent decrease in 2017 compared to April of 2016; Library patron cards are at 44.7 percent of the District population; and 53 percent of acquisition items are e-materials. (Staff left)

7. Finance Committee: The Finance Committee met on May 22, 2017 at 6:35 p.m. Present were Richard Bloom, Chair; Diane Kelsey and Rosario Herbst, members; Nancy Conradt, ex officio; Ben Weseloh and Maureen Bajor, staff.

The Committee reviewed the changes to the budget that the Finance Committee had recommended during the April 26 meeting, and a review of the revenue and expense sides of the budget was conducted. The salary schedule was discussed, including recommended adjustments. There was a very brief discussion on some of the changes that may be occurring to the minimum wage law. The meeting adjourned at 6:52 p.m.

8. Policy Committee: Mr. Fokta reported the policy committee met May 20, 2017 at 2:30 p.m. Present were Mr. Fokta, Chair; Pat Weninger and Corrine Jakacki, members; Nancy Conradt, ex officio; and Ben Weseloh, staff.

Discussion was had on Items 8 through 13 on the board's agenda this evening under New Business.

L. Unfinished Business: None.

M. New Business: 1. Parking Lot Quotes for Sealcoating: The three quotes received were included in the Board packets. The staff recommendation is Midwest Sealcoat.

Mr. Bloom moved to approve the bid from Midwest Sealcoat in the amount of $7,200; seconded by Mr. Fokta. Roll Call Vote - Yes: Richard Bloom, Frank Fokta, Rosario Herbst, Diane Kelsey, David Reynolds, Pat Weninger, and Nancy Conradt. Motion carried.

2. Insurance Renewal Quote: The Library's insurance broker provided a recommendation for the insurance renewal, which is to renew with Hanover. Worker's Compensation was estimated at $4175.00, and the quote came in at $4277.00. The property liability and umbrella coverage was estimated at $10,500.00, was budgeted at $10,500, and the quote came in at $10,393.00. The treasurer's bond was estimated at $1300.00, was budgeted at $1300.00, and the quote came in at $1270.00.

The broker recommends that anytime the premium rate is flat or less than the prior year, that the Library continue the relationship with the incumbent insurance company. Mr. Weseloh will provide the trustees documentation on these numbers at the next board meeting.

3. Job Title Changes for Job Descriptions: The Policy Committee discussed title changes to more accurately reflect some of the duties that the employees are performing.

a. Maintenance Assistant (Janitor): The employee in the janitor position has performed several tasks in addition to cleaning work. The grade level would stay the same on the salary schedule, but the title would change from Janitor to Maintenance Assistant. The Policy Committee recommends the title change. Motion carried by voice vote.

b. Bookkeeper (Administrative Assistant): Presently the Administrative Assistant position is part-time. Mr. Weseloh would like to add a position with the job title Bookkeeper, which is a more accurate description of the work performed in that position on a daily basis. If the Bookkeeper position is created, the job description will be created as well. The Policy Committee recommends the creation of the Bookkeeper position. Motion carried by unanimous voice vote.

c. HR Manager (HR/Facilities Manager): Mr. Weseloh has been performing the Facilities Manager responsibilities; therefore the position occupied by Ms. Bajor will be changed to be solely HR Manager. The Policy Committee recommends the name change from HR/ Facilities Manager to simply HR Manager. Motion carried by unanimous voice vote.

4. Working Budget Approval for 2017-2018 Fiscal Year: Mr. Bloom stated the Finance Committee recommends the Board approve of the working budget for fiscal year '17-'18 on the corporate side in the amount of $2,124,166.00 and a grand total expenditure, which would include IMRF, of $2,245,166.00.

The levy was slightly decreased due to a draw-down from the carry-over which will be applied to the IMRF expense. The Finance Committee recommends the 2017-2018 Working Budget.

Roll Call Vote - Yes: Richard Bloom, Frank Fokta, Rosario Herbst, Diane Kelsey, David Reynolds, Pat Weninger, Nancy Conradt. Motion carried.

5. Salary Schedule Approval for 2017-2018 Fiscal Year: The Finance Committee recommends the adoption of the new dollar values on the Salary Schedule of Minimum, Midpoint and Maximum. A 1 percent COLA increase was approved, which goes into effect July 1, 2017, for all of the employees with the exception of the director. The Committee recommends a slight increase in the maximum of the Pay Grade No. 3. The Salary Schedule doesn't distinguish between hourly versus salary positions, which will be corrected.

Mr. Bloom moved to approve the Salary Schedule as amended; seconded by Mr. Fokta.

Roll Call Vote - Yes: Richard Bloom, Frank Fokta, Rosario Herbst, Diane Kelsey, Dave Reynolds, Pat Weninger, Nancy Conradt. Motion carried.

6. Young Adult Council Overnight: The Young Adult Council Overnight is scheduled for August 10 to 11, 2017, 9:00 p.m. to 7:00 a.m. Approximately 14-20 young adults will attend. Parental permission slips will be signed to attend.

Mr. Bloom moved to approve the Young Adult Council overnight; seconded by Ms. Kelsey. Motion carried by unanimous voice vote.

7. West Chicago City Museum Depot Signage: Mr. Bloom moved to approve the West Chicago City Museum Depot Signage; seconded by Ms. Weninger. Motion carried by unanimous voice vote.

8. Internet and Electronic Information Network Policy: The policy includes the VHS-DVD converter and the 3D printer language. The Policy Committee recommends approval of this policy. Motion carried by unanimous voice vote.

9. Meeting Room Policy: The Policy Committee recommends that the Meeting Room Policy and application form be approved by the board. Motion carried by unanimous voice vote.

10. Employee Protection (Whistleblower) Policy: The Policy Committee recommends the Board approve the Employee Protection and Whistleblower Policy. Motion carried by unanimous voice vote.

11. Electronic Communications Policy: The Policy Committee recommends the Board approve the Electronic Communications Policy as presented. Motion carried by unanimous voice vote.

12. By-Laws of the Board of Trustees of the WCPLD: A change to the language regarding the Building and Grounds Committee was made as reflected on the document. The bylaws change will come back to the Board for approval at the June meeting.

13. Rubber Signature Stamp Policy: The Policy Committee recommends the Rubber Signature Stamp Policy be approved. Discussion was had regarding the use of the Rubber Signature Stamp upon written approval. Mr. Weseloh will create a formatted log to be completed each time the signature stamp is used. The policy does not apply to check signatures. Motion carried by unanimous voice vote.

14. MyMediaMall Intergovernmental Agreement: Item deleted from agenda.

N. Closed Session: None held.

O. Return To Open Session: No closed session held.

P. Adjournment: President Conradt adjourned the meeting at 8:47 p.m.

http://www.westchicago.lib.il.us/media/1768254/2017-05-22%20board%20of%20library%20trustees%20minutes.pdf