Dolton Public Library District

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May 27, 2014 Minutes

MINUTES OF THE REGULAR MEETING

DOLTON PUBLIC LIBRARY DISTRICT

BOARD OF LIBRARY TRUSTEES

May 27, 2014

7:00 pm

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

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

            Absent:            Trustee Hearon and Gray.

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

Introduction of Visitors and Public Comments:    None.

Contract with Tria Architects:

Attorney Vitiritti has spoken with the architect firm Tria.  They submitted a percent range of 9.25% for our project.  They feel the project should be done in two phases:  1.  Roof, ADA doors and HVAC and 2.  Interior phase.  The whole project should cost around two million dollars with the roof, doors and HVAC at approximately $800,000.00.

President Hearon arrived at 7:10pm.

The Attorney said a draft copy of the agreement was sent to him which he forwarded to the Administrative Librarian asking him to give a copy to all trustees.  A Trustee asked how are we doing with the audit and the Library Administrator informed the trustees that the audit is going fine and that we have over three million dollars but he didn’t know if there would be any penalties.

Attorney Vitiritti recommended that we try for 9% and see what happens, if not accept the 9.25%.   

A motion was made and seconded to have Attorney Vitiritti negotiate a contract with Tria Architects for a 9% contract and if not to give Attorney Vitiritti the authorization to go to 9.25%.

Roll Call Vote:

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

            Abstained:      Trustee Hearon.

            Absent:           Trustee Gray.

Motion Carried.

Approval of Minutes:

 

A motion was made and seconded to approve the April 28, 2014 minutes.

Roll Call Vote:

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

            Absent:           Trustee Gray.

Motion Carried.

Approval of Bills and Review of Financial Statements:

The Administrative Librarian had to adjust one bill to Versatile as he found two other outstanding invoices from January 2014.  Owed to Versatile is now $689.00.  A summary of the otherbills were read totaling $40,618.63.  A question arose with the O’Neill & Gaspardo invoice asking if that was the total bill and trustee were informed that was for the work done in April and to remember that the years being covered is 2010 – 2013.  Trustees would like the Administrative Librarian to ask O’Neill & Gaspardo for a more detailed invoice so they know what work is being done.  Trustees were also reminded that the current year’s audit will begin soon.  Attorney Vitiritti mentioned that his retainer was not in the invoices for this month and he didn’t see an IMRF payment.  Administrative Librarian explained that he only recently got the passwords to IMRF and he forgot about the attorney’s bill since there was no invoice. 

A motion was made and seconded to approve the May 2014 bills in the amount of $70,447.53.

Roll Call Vote:

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

            Absent:           Trustee Gray.

Motion Carried.

Statement of Account April 2014:     IL Funds General Account.                            3,614,412.94

                                                            IL Funds Special Reserve                               119,347.53

                                                            Standard Bank General Account                    106,312.62

                                                            Standard Band Petty Cash                             955.77

The Administrative Librarian informed the trustees that the library’s debit card has been received and that no cash deposits have been made as he is keeping money to form daily bags to have on hand when the cash register system arrives and then all extra monies will be deposited. 

Communications, Petitions, Resolutions, Ordinances:

The Annual Ordinance Authorizing Dolton Public Library District Non-Resident Cards.

A motion was made and seconded to approve the annual Ordinance Authorizing Dolton Public Library District Non-Resident Cards.

Roll Call Vote:

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

            Absent:           Trustee Gray.

Motion Carried.

Reports of Committees and Officers:                      None 

Librarian’s Report:

Copy machines:           The black/white copier at the circulation desk is dead.  AT Business Solutions has another color copier they will sell to us at $3899.00 and they will take $1000.00 off a second machine if we want that also.  The Administrative Librarian suggests that we move the staff b/w copy machine to the circulation desk and put the color copier in the staff workroom.  The public already has a color copier to use in the Reference departmentA motion was made and seconded to approve the purchase of one color copier to be placed at the discretion of the Administrative Librarian in the amount of $3899.00.

Roll Call Vote:

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

            Absent:           Trustee Gray.

Motion Carried.

Server and infrastructure upgrades: Proposals were received from Tech Pro Logic, 3 Points and Versatile.  Prices range from $70.00 to $130.00 per hour.  Tech Pro Logic and Versatile are the only ones who work with libraries.  Yearly maintenance agreements – Tech Pro Logic $1920.00 54 hours and 3 Points yearly maintenance is $1650.00 per month.  A complete report from all three companies should be ready by the next board meeting.  All upgrades are needed so the POS system will run smoothly.

  SPLMI and ALA:       The week of June 1-7 is the Small Public Library Management Institute in Springfield.  After a discussion with the trustees it was decided the Administrative Librarian would not attend.

ALA:   American Library Association’s convention is June 22 – July 1 and the Administrative Librarian would like to attend.  After a discussion it was decided that the Administrative Librarian may attend certain days at his own expense.

A motion was made and seconded that the Administrative Librarian could go to the ALA convention June 26 – 28, 2014 without pay.

Roll Call Vote:

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

            Absent:           Trustee Gray.

Motion Carried.

Previous Commitment:           The Administrative Librarian informed the Board of a previous commitment he had the week after the Fourth of July and that he may be gone that whole week. 

After a discussion a motion was made and seconded that the Administrative Librarian would be off July 7 – 12, 2014 without pay and subject to change if he can come back earlier.

Roll Call Vote:

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

            Absent:           Trustee Gray.

Motion Carried.

Staff PC Upgrades:    The State of Illinois joint purchasing program has the best price $611 (new i7 with 8GB Ram and 250GB hard drive).

A MacBook Pro has been found and was turned in to the Attorney and the Administrative Librarian will check it out to make sure it is functional.

 President Hearon asked all Trustees to look at the circulation report at their leisure.

 New Business:

Attorney Vitiritti passed out a letter he will be sending to the former Administrative Librarian, Allison Heard, on his letter head.  She has five vacation days, 60 sick days, no personal time and no comp time.  She is entitled to her last two days of pay and five vacation days.  She also told the attorney that she is filing an EEOC complaint for the time she has worked.  The Administrative Librarian was asked by the Board to call ADP and see if a payroll history can be gotten on Ms. Heard. 

After a lengthy discussion a motion was made to pay Ms. Heard for the last two days worked as long as the MacBook Pro is in working order and then it was decided to table it until next month.

The Administrative Librarian was then instructed to contact ADP to get a salary breakdown on Allison Heard with all changes from 2004 until March 2014 and to check with IMRF for any helpful information.

 Executive Session:     No Executive session.

 Approval of Personnel:           The Administrative Librarian is still looking for a Youth Services person.  For Adult Services – a good candidate was found.  She has an MLS degree and is currently the director at Steger/South Chicago Heights Library.  She is asking for a salary of $65,000.00 as she has six years as the director there and a total of 15 years of experience.

The Administrative Librarian was asked to email credentials to all trustees.

 President’s Message:   President Hearon informed the trustees that he would not be running for his seat in April.

 Vice President Jackson informed the other trustees that she thought that this was the best conservation the Board has seen in a long time and that they are doing what they need to do to move forward.

A motion was made and seconded to adjourn the meeting at 9:14pm.

Roll Call Vote:

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

            Absent:           Trustee Gray.

Motion Carried.

Meeting adjourned.