Dolton Public Library District

Loading palette preview Loading

June 23, 2014 Minutes

MINUTES OF THE REGULAR MEETING

DOLTON PUBLIC LIBRARY DISTRICT

BOARD OF LIBRARY TRUSTEES

June 23, 2014

7:00 pm

Vice-President Jackson called the regular meeting of the Dolton Public Library District to order at 7:04pm.  Response to roll call was as follows:

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

            Absent:            Trustee Gray.

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

Report from Auditor O’Neill & Gaspardo:  Brett Moeller, from O’Neil & Gaspardo was happy to report that the audit has been finished for the years 2010, 2011 & 2012.  Also the state comptroller’s office is very happy with the way things are going.  The Administrative Librarian has been doing a good job of getting and finding the items we need.  It was recommended that the library needs to improve on:

1.  Internal controls should be reviewed, documented, implemented and monitored

2.  Cash receipts

3.  Financial statements not audited in a timely manner

4.  Monthly financial statements not being prepared and distributed to the Board

5.  District does not have a fraud, risk assessment and monitoring process in place

6.  Journal entries should be prepared by one staff member then reviewed by another

7.  The Board did not approve employee’s pay rate.

8.  Compensated absences (vacation and sick days) were not tracked and

9.  District’s worker’s compensation insurance policy was cancelled in June 2010 and has not been replaced.

A more detailed report will be given at the July or August board meeting and questions or concerns can be voiced at that time.  There will be fines from the State Comptroller’s Officer but until we are finished we will not know what they are and hopefully we can get them reduced.

Introduction of Visitors and Public Comments:    Ms. Vivian Williams, Dolton resident,

Keyona Belton, Dolton resident and Ron McGrath, Tria Architects

Approval of Minutes:  Vice President Jackson asked for a motion to approve the minutes of Executive sessions November 12, 2013, February 24 and March 24, 2014, Regular meeting May 27, 2014 and Special meeting June 2, 2014.

A motion was made and seconded to approve the minutes of Executive sessions November 12, 2013, February 24 and March 24, 2014, Regular meeting May 27, 2014 and Special meeting June 2, 2014.

Roll Call Vote:

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

            Absent:           Trustee Gray.

Motion Carried.

Approval of Bills and Review of Financial Statements:

 

A motion was made and seconded to approve June bill including two late bills (Village of Dolton water bill - $170.94 and Comed $3,161.87) for a new total of $45,936.60 and payrolls totaling $42,026.60 for a grand total of $87.963.20

Roll Call Vote:

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

            Absent:           Trustee Gray.

Motion Carried.

Statement of Accounts May 31, 2014:           IL Funds General Acct.                      $3,563,582.78

                                                                        IL Special Reserve                              $119,348.62

                                                                        Standard Bank General Acct.             $86,387.01

                                                                        Standard Bank Petty Cash                 $955.77

Communications, Petitions, Resolutions, Ordinances:

 

A motion was made and seconded to adopt the Prevailing Wage Rate Ordinance 623-2014.

Roll Call Vote:

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

            Absent:           Trustee Gray.

Motion Carried.

A motion was made and seconded to approve the State of Illinois Joint Purchasing Participation Resolution.

Roll Call Vote:

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

            Absent:           Trustee Gray.

Motion Carried.

Reports of Committees and Officers:          None.

Librarian’s Report:

 

Gale Virtual Reference Library – This is a digital database worth over $200,000.00 that is on special for $7,500.00.  This will update our out of date reference collection.  There are over 2,000 books in this collection.  It is accessible in the library as well as in your home through our website.  We will advertise this collection so our public knows that we have it.

A motion was made to approve the purchase for the Gale Virtual Reference Library in the amount of $7,500.00 and was seconded.

Roll Call Vote:

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

            Absent:           Trustee Gray.

Motion Carried.

Approval of Technology Maintenance:  3 Points Technology came in and assessed our network situation.  For the maintenance fee of $1,650.00 per month, they will come in for 8 hours to check everything and monitor for four hours and after those hours there is an extra charge.  Trustees asked if this maintenance could be done quarterly.  Do we have someone on staff to do this?  Could staff be trained to do this?  It was then decided to table this until more information 1s available.

Approval of Network Upgrades:        Tabled along with Technology Maintenance until more information is available.

Unfinished Business:

 

Sunday Closings:        Sunday closings were discussed and it was decided that the library would be closed Sundays June through August.

A motion was made and seconded that the library will be closed Sundays June, July and August.

Roll Call Vote:

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

            Absent:           Trustee Gray.

Motion Carried.

Approval of Architect’s Proposal for Interior Renovations:

Update on Phase I – the HVAC units will come off the roof the same time the roof is being replaced and it takes a little longer to reinstall them and that is why this will all be done at the same time.

June 3 we came out to do field work which is basically checking the building out

June 6 we were looking at existing drawing.  We will use these drawings to help us with the new drawings which will take about 51/2 weeks to complete.  This will then go out for the bidding process on July 18 where the contractors will pick up drawings.  Contractors will turn in bid by August 12 in sealed envelopes.  These will then be read aloud at a special board meeting on August 18 or at the regular August Board meeting.  According to the law you must choose the lowest bidder unless there is cause for rejecting the bid.  The Architect will recommend to the Board the contractor and the Board will approve the contractor and construction will start soon after.

The roof drains were checked out while we were on the roof and they need to be cleaned regularly by staff.  Mostly it is organic debris that is clogging them.  They should be maintained in the fall, spring and in mid-summer.

Phase II – Interior Renovations – Tria Architect suggested that the Board prioritize what they would like to accomplish on the interior renovations.  If you have a million dollars and can only do five items out of nine, what are the five most important items you want to do.  Our goal is to do as much as we can for you and not go over budget.

A motion was made and seconded to approve the Architect’s Proposal for Interior Renovations.

Roll Call Vote:

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

            Absent:           Trustee Gray.

Motion Carried.

Vice-President Jackson wanted to know if something had been done to correct the situation with the alarm system.  The Administrative Librarian informed the Trustees that Quality Alarm came out and turned it down so it wasn’t so sensitive.

New business:

 

Election of Officers – There is still a vacancy on the board and since it was not on the agenda to appoint a member of the public this will be tabled until next month’s meeting as well as the election of officers.

Vice-President Jackson had a conversation with the Administrative Librarian and she issued him the directive to work on posting the Administrative Librarian position.  He can apply for this position as well as other people.

Librarian’s Report Continued:

 

Adult Services Librarian position – The person who was recommended wants $65,000.00, no insurance and five weeks vacation to which the Trustee responded re-open the position.  The Trustees asked about the Youth Services position and the Administrative Librarian told them none of the applicants he interviewed fit the position.  The two positions will be re-opened with the salary of $52,000.00.

Attorney Angelo Vitiritti informed the Board that he had been in contact with Jack Steed, Director of Financial Crimes from the Cook County Sheriff’s Department and he said there was a detective coming to speak to the Administrative Librarian.  The Administrative Librarian informed the Board the detective did come and said it sounded like the former Administrative Librarian was incompetent but not criminal.

The Administrative Librarian also spoke to a labor lawyer and was told to pay Ms. Heard.  If at a later date you find out she did something wrong then you can go after her.  Attorney Vitiritti said to pay her through payroll so there is a record and to pay her according to policy – five vacation days, 60 days sick time, no personal time and no comp time.  The Trustees also asked for a breakdown of what was done to pay Ms. Heard at the next Board meeting.

Trustees also asked for these items to be placed on the agenda for the next meeting.

1.       Appointment of New Trustee

2.      Election of officers

3.      Appointment of Committees.

A motion was made and seconded to adjourn the meeting.

Roll Call Vote:

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

            Absent:           Trustee Gray.

Motion Carried.

Meeting adjourned at 9:22pm.

Yourtown Public Library
Board of Trustees Meeting
December 30th 2006

Minutes from the meeting go here