Chicago City Wire

West Chicago Public Library District Board met June 26.

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; Diane Kelsey and David Reynolds, Members.

Staff Present: Ben Weseloh, Library Director; Joan Happel, Administrative Secretary; Amanda Ghobrial, Adult Services Manager; Dominique Mendez, Youth Services Manager; Gabe Cardenas, Circulation Services Manager; Michael Novy, Technical Services Manager.

C. Approval Of The Minutes: 1. Board Meeting - May 22, 2017: Mr. Bloom moved to approve the Minutes of the Regular Board Meeting of May 22, 2017, as amended; seconded by Ms. Weninger.

- Page 1, Item D, Recognition of the Public, add David Reynolds' name.

Motion carried by unanimous voice vote.

(Trustee Herbst entered at 7:04 p.m.)

2. Special Board Meeting of June 10, 2017: Ms. Weninger moved to approve the Special Board Meeting Minutes of June 10, 2017; seconded by Ms. Herbst.

Motion carried by unanimous voice vote.

D. Recognition Of The Public: Ted Litchen.

E. Public Comments: Ted Litchen stated he lives in Wheaton but is a "library addict." He regularly stops in at local libraries in a number of suburbs and tries to arrange to have a library card at those libraries. Mr. Litchen stated that when he uses services at the West Chicago Library, he is required to obtain a guest pass; and he suggested that the Library change its policy so that the Library can be inviting to people who come in but don't live in the district. Mr. Litchen was informed that the card members are the taxpayers of the district; but the suggestion will be brought up at the policy committee meeting.

F. Agenda - Additions/Deletions: None.

G. Treasurer's Report: 1. Approval of the Bills for June 2017: Mr. Bloom moved to approve the expenditures in the amount of $167,412.08; seconded by Ms. Herbst.

Discussion was had regarding the water bill and the fact that the Library has a credit balance in the water utility line item due to previous estimated payments. The second biannual payment is usually made around November.

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

2. Financial Statements for May 2017: The Library fiscal year elapsed is at 91.67 percent.

H. Communications: 1. Tax Abatement Proposal: Mr. Weseloh received an email from the City Administrator, Michael Guttman, regarding the negotiations with Norix Furniture to locate in the DuPage Business Center, and the company's question of possible incentives for moving to West Chicago including abatement of property taxes. Mr. Guttman has spoken with the School Districts, and they have indicated being "on board with a local government agency abatement."

Mr. Weseloh would be in favor of the abatement and felt this was something that the board needed to weigh in on. The tax abatement program is for ten years, and the abatement is 50 percent for the first five years, and 25 percent for the second five years. The Library currently receives the equivalent of only a few dollars per month because the property is vacant.

This topic is listed as an action item on the agenda as Item No. 10 under the New Business for the Board's approval or denial.

I. (No Item I listed on Agenda)

J. Reports: 1. President: President Conradt briefly discussed the board orientation which was held on June 10.

2. Director: Mr. Weseloh reported that fiscal year elapsed is 91.67 percent, and the overall percentage of expenditures is currently at 81.83 percent of budgeted expenses on a pro rata basis.

Sikich representatives were on site June 15 for the preliminary audit work. They will be returning October 11 and 12 for the final field work.

Buck Services refinished the floors in the lobby, program room, and youth services area over Memorial Day weekend. Midwest Sealcoat sealed and restriped the parking lot, filled the cracks, and repainted a couple of the curbs. The elevator passed annual inspection.

Mr. Weseloh received a quote in the amount of $17,548.00 for the replacement and upgrade of the fire panel. He be speaking with them and probably compare the cost for the work with proposals from other companies.

The door counter was received today. It had been on back order for quite some time, and the company offered a free upgrade due to the delay. Mr. Weseloh spoke with the Library's maintenance man about installing the door counter. The unit will be ceiling mounted, and it records data to a cloud-based website. Mr. Weseloh will forward the link to Mr. Fokta for further information on the unit capabilities.

The new website is in its final stage of review. Training will take place for the staff, and the new domain WCPLD.info will be activated. QuickBooks software was purchased for administrative purposes.

The LINC board of directors met at St. Charles on May 12. The updated SWAN go-live date is anticipated for May 1, 2018.

Following the recent retirement of Ursula Salvesen, Access Services Manager, Mr. Weseloh is going to divide the tasks and duties of Access Services back out between a Circulation Department and a Technical Services Department. Gabriel Cardenas has been promoted to Circulation Services Manager, and Michael Novy has been promoted to Technical Services Manager.

3. Department Managers: Written reports were included in the Board Packets. Oral reports were provided for the Adult Services, Youth Services, and Access Services departments.

Access Services information includes: 2,446 items were added for the month, 1,086 which were e-books; 886 items were withdrawn. The number of cardholders reached 13,471, which represents 45.02 percent of the West Chicago Library District population.

Discussion was had regarding how many times a DVD or CD can be resurfaced, with the answer being between 5 and 50 times, depending on the depth of the scratch.

(Staff left.)

K. Unfinished Business: None.

L. New Business: 1. Insurance Renewal Quotes: Hanover insurance is the Library's incumbent insurance agent. The current rate for the property, general liability and umbrella is $10,393.00. CNA and Cincinnati insurance companies declined to offer policy terms for this line of coverage this year. Workers' Compensation through Hanover was at $4,230.00; AmTrust Insurance quoted $5,174.00, and CNA and Cincinnati declined to offer coverage. Management liability coverage through Philadelphia quoted $4,014.00, and CNA is $2,043.00. USLI and CNA both do not offer the Internet liability and workplace violence coverage that the Library added a couple years ago and wishes to continue to have this coverage.

The property coverage rate increased by 3 percent due to the value increase following the library renovation. The broker recommends Hanover for Workers' Compensation and general liability/property; and Philadelphia for the management liability.

Discussion was had regarding the insurance coverage with respect to the need to approve the quotes today because of the policy period ending. It was noted that the Library did not have three quotes for each coverage category due to the other companies that were contacted declining to offer terms consistent with the coverage requested by the Library. In the future the Library Director will request the broker to provide three quotes with costs. The broker will be asked to attend the next policy meeting.

Ms. Weninger moved to approve Hanover Insurance for property, general liability, and umbrella liability coverage in the amount of $10,393.00 and the Workers' Compensation coverage in the amount of $4,230.00; seconded by Ms. Kelsey.

Roll Call Vote - Yes: Pat Weninger, Diane Kelsey, Richard Bloom, Frank Fokta, David Reynolds, Nancy Conradt. No: Rosario Herbst. Motion carried.

Mr. Bloom moved to approve Philadelphia Insurance for the management liability insurance coverage in the amount of $4,014.00; seconded by Mr. Reynolds.

Roll Call Vote - Yes: Richard Bloom, David Reynolds, Frank Fokta, Diane Kelsey, Pat Weninger, Nancy Conradt. No: Rosario Herbst. Motion carried.

2. Final Working Budget for FY 2017-2018: The Final Working Budget was provided to the Trustees in the Board Packets for their records.

3. Final Salary Schedule for FY 2017-2018: The Salary Schedule was provided to the Trustees in the Board Packets for their review. Mr. Weseloh will add the Technical Services Manager under Pay Grade 6, and Circulation Manager under Pay Grade 5. Access Services Manager will be removed.

Technical services provides the processing of the materials: Cataloging, additions, resurfacing, and repair. All personnel in Pay Grade 6 have an MLS degree.

West Chicago Library plans to be a cataloging library for SWAN; in the future the Library may have SWAN do cataloging because they have that available. Cataloging and technical services may be out-sourced in the future. The librarians select materials and the Technical Services Assistant is responsible for the ordering.

Mr. Weseloh will reissue a corrected version of the Salary Schedule in July.

4. Ordinance 17-01: Prevailing Wage Act: Ms. Weninger moved to approve Ordinance 17-01 of the West Chicago Public Library District, DuPage County, Illinois, Ascertaining the Prevailing Rate of Wages for Laborers, Mechanics, and Other Workers Employed on Public Works on Said District; seconded by Mr. Bloom. This ordinance covers FY 17-18.

Roll Call Vote - Yes: Pat Weninger, Richard Bloom, Frank Fokta, Rosario Herbst, Diane Kelsey, David Reynolds, Nancy Conradt. Motion carried. 5. Ordinance 17-02: Meeting Date and Time 2018: Mr. Bloom moved to approve Ordinance 17-02, Meeting Dates and Times for 2018, as amended; seconded by Ms. Weninger. The May 2018 meeting will be moved to Tuesday, May 29, due to Memorial Day.

Motion carried by unanimous voice vote.

6. Resolution 17-02: Non-Resident Library Card Participation (Public Law 92-0166): Mr. Fokta moved to approve Resolution 17-02, Non-Resident Library Card Participation, Public Law 92-0166; seconded by Ms. Weninger.

Motion carried by unanimous voice vote.

7. Resolution 16-03: Library Closing Schedule 2017 - Amendment: Ms. Herbst moved to approve Resolution 16-03, an Amendment to the Library Closing Schedule of 2017; seconded by Ms. Kelsey. A recommendation was made to close July 3, 2017 at five o'clock, due to the July 4 holiday.

Motion carried by unanimous voice vote.

8. Resolution 17-03: Library Closing Schedule 2018: Ms. Herbst moved to approve Resolution 17-03, Library Closing Schedule 2018, as amended; seconded by Ms. Weninger.

The Schedule will be changed to note that January 1 and December 31 both fall on a Monday rather than Sunday. Discussion was had regarding the possibility of the Library being closed on May 13, which is Mother's Day, and the Library being closed Sundays for summer hours beginning on Mother's Day. The consensus was to remain open on Sunday, May 13, and begin Sunday summer hours as of Memorial Day, May 27, 2018.

Motion carried by unanimous voice vote.

9. Public Hearing Date for Tentative Budget and Appropriations (50 ILCS 330/3): Mr. Bloom moved to set August 28, 2017 at 6:45 p.m. for the Public Hearing date for the Tentative Budget and Appropriations Ordinance; seconded by Ms. Kelsey.

Motion carried by unanimous voice vote.

10. Tax Abatement Proposal for Prospective Business: Mr. Bloom moved to approve the Tax Abatement Proposal for Norix Furniture; seconded by Mr. Fokta. Motion carried by unanimous voice vote.

11. My Media Mall Intergovernmental Agreement: Mr. Weseloh recommended the Board approve the My Media Mall Intergovernmental Agreement. Mr. Bloom moved to approve the My Media Mall Intergovernmental Agreement; seconded by Ms. Herbst.

The Agreement establishes a consortium called the Electronic Collection Consortium, ECC, which will replace My Media Mall. The Agreement establishes an executive board; and each of the more than 100 libraries will have one vote toward any decision put before the membership. The document was drafted by the attorney for the consortium.

Motion carried by unanimous voice vote.

12. Employee Request for Leave of Absence: An employee in Youth Services Department is requesting an unpaid leave of absence for maternity leave. The Youth Services Manager said the department can manage without this employee for the period of time of the requested leave.

While the Personnel Handbook states that the Executive Director needs Board approval to approve such leave, it is the Library's attorney's opinion the decision is an administrative function and should not require board oversight. The attorney recommends the policy be revised to reflect this change. This policy will be considered at the next Policy Committee meeting.

Mr. Bloom moved to grant the request for unpaid maternity leave; seconded by Ms. Weninger.

Motion carried by unanimous voice vote.

13. Board of Library Trustees Bylaws: Mr. Bloom moved to approve the Revised Board of Library Trustees Bylaws; seconded by Mr. Fokta. Minor changes were made under Article IX, Section 1, to remove the Building and Grounds Committee from the stated standing committees.

Motion carried by unanimous voice vote.

M. Closed Session: None held.

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

O. Adjournment: President Conradt adjourned the meeting at 8:21 p.m.

http://www.westchicago.lib.il.us/media/1766610/2017-06-26%20board%20of%20library%20trustees%20minute.pdf