Dolton Public Library District

Loading palette preview Loading

April 28, 2014 Minutes

MINUTES OF THE REGULAR MEETING

DOLTON PUBLIC LIBRARY DISTRICT

BOARD OF LIBRARY TRUSTEES

April 28, 2014

President Hearon called the regular meeting of the Dolton Public Library District to order.  Response to roll call was as follows:

            Aye:                Trustees Bendell, Gray, Jackson, Brown and Robinson.

            Absent:            Trustee Johnson

Also present:   Attorney Angelo Vitiritti and Administrative Librarian Jay Kalman.

Approval of Minutes:

President Hearon asked for a motion to approve March 24, 2014 minutes. 

Motion made and seconded to approve the March 24, 2014 minutes as amended.

Roll Call Vote:

Aye:                Trustees Hearon, Bendell, Gray, Jackson, Brown and Robinson.

            Absent:           Trustee Johnson.

Motion Carried.

Executive session minutes tabled until the next meeting.

A motion was made and seconded to approve the emergency meeting minutes on April 3, 2014.

Roll Call Vote:

Aye:                Trustees Hearon, Bendell, Gray, Jackson, Brown and Robinson.

            Absent:           Trustee Johnson.

Motion Carried.

Introduction of Visitors:

 

Dan Graham of Versatile Computer Services.

Approval of Bills and Review of Financial Statements:

 

After a discussion concerning the bills and a question on the amount of the O’Neill & Gaspardo invoice a motion was made and seconded to approve the April 2014 bills in the amount of $49,435.21.

Roll Call Vote:

Aye:                Trustees Hearon, Bendell, Gray, Jackson, Brown and Robinson.

            Absent:           Trustee Johnson.

Motion Carried.

Statement of Accounts March 2014:  IL Funds General Acct.                      3,592,153.99

                                                            IL Funds  Special Reserve                  119,346.16

                                                            Standard Bank General Acct.             143,724.70

                                                            Standard Bank Petty Cash                 1,005.77

                                                                                    Total                            3,856,230.62

Communications, Petitions, Resolutions, Ordinances:

A letter was received from Brett Moeller, of O’Neill & Gaspardo, informing us that the audit is on course and by the end of May the 2010, 2011 & 2012 audits will hopefully be finished.  The 2013 audit should be finished by the end of June.  Trustees reminded the Administrative Librarian to make copies of all correspondence so that each Trustee will have a personal copy.

Reports of Committees and Officers:

The Building and Grounds committee hasn’t met yet but they have talked and Trustee Jackson informed the Board that she has talked to a couple of contractors.  If we are not happy with Dewberry we should be move on to the next company.  It was felt the 6% of the building renovation fees was an honest amount.  The Attorney was in agreement and now there is not trust with the Dewberry Company.

Librarian’s Report:

As of this report the auditors have everything they have asked for. 

We are still missing a MacPro laptop.  The Attorney will contact Ms. Heard to see if she has it and if she does that is when her last paycheck will be released to her.

There is nothing in the policy manual that states the library is closed on Sundays from May through September.  This is a policy that need to be examined and will be put on the agenda as new business at the June meeting.

We will be eliminating the computer/internet release form as this is out of date and no other area library does this anymore.

A reminder that policy states that if a Board meeting falls on a holiday is will move to Tuesday.  So May’s Board meeting will be Tuesday, May 27, 2014.

AT Business Solutions was contacted and the copy machine they have for us is a good machine for $3,800.00. It is the same machine that we already have so staff and the public will be familiar with it.

Our internet service dates back to the 90’s so I am contacting Comcast to see if we can get a better connection.

Dan Graham, of Versatile Computer Services, came in to talk about his company and how they work with the Dolton Library.  His company has been in business since 1985 and primarily works with libraries.  He has worked with the Dolton Library on a break/fix situation.  When a computer breaks down Versatile is called to come in and fix it.  He has been working with Dolton for approximately five years or so.  The Board wanted to know exactly what Versatile has done for the library and they were told the history of maintenance activity could be supplied.  Dan was asked for a price list, he also told the Board he submitted a proposal in September 2013 and the Board had no knowledge of this.  The Trustees also asked about email addresses and the former Librarian’s.  Jay informed them that Allison’s email has been forwarded to his and he has received nothing on it yet.  The Board thanked Dan or coming in.

Issues with our network situation – there is no back-up to anything.  Versatile has submitted a proposal to decommission our 2003 server, to move information to the 2008 server and for a new switch and new wireless system in the building.  The cost would be $1,100.00 for a backup system, $375.00 to decommission the server, $4,750.00 for a new server and $3,100.00 to replace the switch and new wireless system totaling $9,325.00.

We are at least 10 years out of date and we need to get upgrades.  The Board wants quotes to be conducted on all material over $1,000.00 and they would like to see copies of the quotes.

POS system – (Point of Sale) Cash system.  We have no money handling procedures in this building and we need to get this locked down.  TBS (Total Business Solutions), they currently supply our copy & print system, has a system that includes a cash register, receipt printer and the software to run the computer for $2,739.00.  Our money boxes and coin boxes will talk to each other. 

Our current ILS system is Innovative and a change will occur sometime next year and the new system will by Dynix.  The POS system will integrate with the new Dynix system

The Computers that are out for the public are pretty current and the staff computers are at least seven years old.  Electronic recyclers will be out here next month and we can get rid of most of our old broken electronics.  Some of our monitors are still good and they will remain here.

We have received Quick Books, but it can’t be installed on the computer because the system is old and there is not enough memory.  We can install extra memory on some staff machines but others need to be replaced.  The Board asked Jay how many new computers would we need and they were told six.  One for the Director, one for the business office, and four for the supervisors Youth Services, Adult Services, Technical Services and Circulation.

A motion was made and seconded on the money handling POS system for coin boxes and cash register, with bids from other companies to prove what was done, in the amount of $2,739.00.

Roll Call Vote:

Aye:                Trustees Hearon, Bendell, Gray, Jackson, Brown and Robinson.

            Absent:           Trustee Johnson.

Motion Carried.

A motion was made and seconded to purchase six new computers and the most memory that can be gotten and with bids to prove what was done.

Roll Call Vote:

Aye:                Trustees Hearon, Bendell, Gray, Jackson, Brown and Robinson.

            Absent:           Trustee Johnson.

Motion Carried.

A motion was made and seconded to approve the purchase of a print management system with TBS with three new coin boxes, software, installation and maintenance for $4,837.00 a year for five years and then $2,435.00 a year for maintenance after the first five years.

Roll Call Vote:

Aye:                Trustees Hearon, Bendell, Gray, Jackson, Brown and Robinson.

            Absent:           Trustee Johnson.

Motion Carried.

Unfinished Business:

Library Renovation Project – last month Dewberry came in and spoke to us and as a result do we still want to use them or go with the second bid from Tria.  It was decided that the Director will have Tria come out at the next board meeting to present their findings to the Board.

A motion was made and seconded to stop negotiations with Dewberry and start the process with Tria.

Roll Call Vote:

Aye:                Trustees Hearon, Bendell, Gray, Jackson, Brown and Robinson.

            Absent:           Trustee Johnson.

Motion Carried.

Attorney Vitiritti is to contact Dewberry by correspondence and contract Tria with the Library Director’s information.

A letter was received from Allison Heard concerning her last paycheck, vacation time and sick day pay.  Attorney Vitiritti informed the Board that per policy with 10 years of employment one gets 20 days and working only the first quarter she is entitled to 5 days of vacation time.  And as a reminder, per policy, you can not roll any over – use it or lose it.

Concerning sick time you only receive a maximum of 60 days.  That is 1 sick day per month times 5 years.  How do we as a Board know how many sick days she actually has?  Can she prove this to us before we pay her for them?  Trustee Jackson wanted to know if she was salaried or hourly.  It was decided that Attorney Vitiritti would draft a letter to Allison Heard to inquire if she has the MacPro laptop and also to show documentation of sick time taken and accrued.

A motion was made and seconded to adjourn the meeting.

Roll Call Vote:

Aye:                Trustees Hearon, Bendell, Gray, Jackson, Brown and Robinson.

            Absent:           Trustee Johnson.

Motion Carried.

Meeting adjourned.