The Hillside Public Library Board of Trustees met Jan. 18 to discuss the ESL program.
Here are the meeting's minutes, as provided by the board:
HILLSIDE PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
MINUTES
January 18, 2017
A. CALL TO ORDER:
Maureen Sypkens called the meeting to order at 7:04 p.m.
Public comments: Visitors are asked to identify themselves by full name and
address, at this time and present any issues they wish to discuss. Comments
shall be limited to 5 minutes and the Board President may shorten or lengthen
a person’s opportunity to speak. No more than 20 minutes shall be allowed to
each subject under discussion, except with unanimous consent of the Board.
Present: Donna Kassar, Dan Bindert, Gloria Whitaker, Mary Wajda, and Maureen
Sypkens
Absent: Bill Spain
B. APPROVAL OF MINUTES:
Maureen Sypkens made a motion to:
ACCEPT THE MINUTES OF THE NOVEMBER 16, 2016 REGULAR BOARD
MEETING FOR THE HILLSIDE PUBLIC LIBRARY
Donna Kassar seconded the motion. Carried by voice vote.
C. REPORTS OF THE OFFICERS:
1. PRESIDENT’S REPORT: None.
2. SECRETARY’S REPORT: None.
3. TREASURER’S REPORT: Director Losey presented the Treasurer’s Report
for JANUARY 18, 2016.
a) The review of the Resolution dated January 18, 2017, covering
expenses for the month of November and December, 2016, filed under
a separate cover for audit in the Hillside Public Library were
presented.
b) Motion made by Mary Wajda to:
APPROVE THE TREASURER’S REPORT AND ACCEPT THE FINANCIAL
STATEMENT AND PAY ALL BILLS PRESENTED IN THE RESOLUTION
FOR JANUARY 18, 2017.
Motion seconded by Donna Kassar.
Motion carried by roll call vote.
Gloria Whitaker- Aye, Mary Wajda-Aye, Dan Bindert- Aye, Donna Kassar –
Aye, Maureen Sypkens- Aye
The Board of Trustees finalized the monthly Treasurer’s Report by signing all checks
as listed in the JANUARY 18, 2017 Resolution and summarized below.
c) Review of Bills and Financial Accounting:
2
TREASURER'S REPORT
1. Review of Bills and Financial Accounting:
EXPENDITURES AS OF NOVEMBER 30, 2016
GENERAL EXPENSES $ 20,712.28
PAYROLL EXPENSES $ 43,741.26
TOTAL EXPENDITURES $64,453.54
RECEIPTS AS OF DECEMBER 31, 2016
FINES, FEES & MISC. INCOME $1,519.06
GIFTS $
INTEREST INCOME Interest on taxes $0.00 $533.26
Republic Bank $170.24
Illinois Funds Reinvest $3636.02
PER CAPITA GRANT $
REVENUE SHARING $
TAXES PRIOR YEARS
TAXES PRIOR 2008
TAXES CURRENT R E Gen Refunds $ 5,617.18
TAXES DEFERRED $
CORPORATE REPLACEMENT TAXES $
OTHER $
TOTAL RECEIPTS $7,669.50
2. Ratification and Confirmation of Investments:
BANK: 609005 to Expense Acct. 130133
ACTIVITY: 1) Transfer 37,561.20 to Republic Bank
2) Deposit
3) Other
BANK: 130133 to Payroll Acct. 609005
ACTIVITY: 1) Transfer $472,420.54
2) Deposit
3) Other
BANK: Republic Bank
ACTIVITY: 1) Transfer
2) Deposit
3) Other
3
D. Executive Session: To discuss personal matters as allowed by ILCS 120/2)(c)(1).
Gloria Whitaker made a motion to go into Executive Session, seconded by
Maureen Sypkens at 7:15 PM. The board discussed the situation and that
necessary changes should be made. A motion was made to exit executive session
by Maureen Sypkens and seconded by Gloria Whitaker at 8:05 PM. The session
was adjourned to the regular meeting and no action was taken.
E. ADMINISTRATIVE LIBRARIAN
SWAN
Circulation stats are lower than anticipated, and SWAN has identified the problem
in the software and created a solution. SWAN decided to delay the deletion of items until
the monthly circulation statistics have run. The annual patron purge will take place
Tuesday, January 17th. The purge will remove any patron that meets the following
criteria; no checkouts or bills (including overdue fines), expiration date of earlier than
01/01/2014 (expired 3 or more years) OR no checkouts or bills (including overdue fines),
last Activity Date earlier than 01/01/2010 (no activity in 7 or more years).
The new Fiction/Nonfiction facet for Enterprise will be deployed on January 24th
and will be available for patron use immediately. SWAN has received a number of
questions, from library staff, regarding the upcoming facet including how the data is
populated, what libraries' responsibilities are in maintaining this data, and how to identify
problems.
The LINC and MAGIC consortiums are dissolving and 19 of these libraries have
voted to join SWAN. Per SWAN’s Bylaws, a quorum of 52 libraries is needed for this
vote to be approved. The election’s results will be announced Wednesday, February 1. On
January 9th, it was announced that SWAN membership has met the quorum of 52 libraries
needed for this vote to be approved. A Fee Committee has been formed to investigate the
various scenarios for determining fees, which have included metrics for library size,
budget, and income. The committee is also looking at the issue of cataloging libraries and
if a discounted fee is warranted.
RAILS
RAILS is looking for a public library trustee to fill a vacancy on the RAILS Board
for a term ending June 30, 2018. Interested candidates should fill out the nomination form
on the RAILS website by Friday, February 10, 2017.
All RAILS libraries must complete the ILL survey and certification form by
Friday, March 31, to remain eligible for system services such as delivery, continuing
education, grant projects, and other programs/services.
The Illinois Library Association (ILA) is offering seven legislative events in
February and March to give you an opportunity to meet with your legislators to speak with
them firsthand about issues affecting your library. Library trustees, directors, and staff are
encouraged to attend. This is on February 13th at 11:30 at the Marriott Oak Brook Hotel.
STATEMENT OF ECONOMIC INTERESTS
Director Losey distributed then list of filers. He asked everyone to review their
addresses, phone number, and email address. If all information is correct, it is necessary to
confirm with the Cook Clerk’s office.
4
ESL PROGRAM
We continue our support of the English as A Second Language program offered in
partnership with Triton College. Registration for the class is February 7th at 9:00 AM. J.
Chesham will be here to help answer questions, greet returning class members, and
coordinate and potential problems. The class will be on Tuesday and Thursday mornings
from 9:00 to 11:30 am at the library. These classes have been important to us serving the
Hispanic community and has brought in many people who were unaware of the library.
LIBRARY INSURANCE
Director Losey met with Jack Cook of Cook & Kocher Insurance Group to discuss
the library’s insurance quote for 2017. The total insurance needs of the library is $11, 989
for coverage for the year. This is down from the previous year’s total of $12, 027. Also
discussed were additional options the library may want to consider. These include
earthquake coverage, molestation coverage, and various computer liability coverages.
TAX APPEALS
We have received notification from the Cook County Board of Review that
appeals to the property valuation were filed. One is from Target and the other is
commercial property on Mannheim. Using the formula provided by our attorney, neither
request is large enough to make it necessary to have them appear at the appeal hearing.
PER CAPITA GRANT
The Per Capita Grant for this year has been revised and is simpler and less time
consuming to apply for and to complete the Expenditure Report has also been made
easier. This is a requirement for the annual online certification process. The annual
certification process is required of all library system members in order to qualify for
continuing system services and grants programs from the Illinois State Library. In addition
to the Per Capita Grant, libraries are also required to complete the ILL ILLINET Traffic
Survey before completing certification. The window for certification will close Friday,
March 31st, 2017.
REMINDER OF TIME CAPSULE
January brings the requirement to mark our calendars for June 20, 2025, to host a
community celebration and open the Time Capsule buried in cement at our front entrance.
E. COMMITTEE REPORTS
1. ADMISNISTRATION- None
2. BUSSINESS/ FINANCE- None
F. UNFINISHED BUSINESS:
1. Employee Credit Card Limits- The library currently has one credit card with
several users. The bank will issue new cards with better terms and higher limits.
Director Losey will gather information on usage of the credit cars. The amount
spent on each card and the accounts numbers for all purchases.
2. Days Closed Calendar- Based on the revisions made to the employee Handbook,
the days closed schedule was revised for 2017. The revised calendar has been
distributed to employees and the schedule has been changed on the SWAN
website. This will reflect the correct due dates based on our schedule.
5
3. Comprise Smart Terminal- Director Losey explained the Smart terminal and its
capabilities. This product is made by Comprise, the company we purchased Sam
software from for the public computers.
G. NEW BUSINESS:
1. Trustee Elections and replacement- Vacancies that will be on the board were
discussed. Potential appointees were discussed and questions were asked about the
upcoming Consolidated Election and its affect on the appointment process.
Director Losey is to investigate the questions raised.
2. The budget will follow the process used in previous years. The director will
prepare a preliminary budget for the board to review. Questions will be addressed
and the budget will be modified based on board input.
H. ANNOUNCEMENTS:
I. REMINDERS: The next meeting is February 15, 2017 at 7:00 PM.
J. ADJOURNMENT
A motion to adjourn the meeting was made by Gloria Whitaker and seconded by
Donna Kassar. Motion carried by voice vote.
The meeting adjourned at 8:31 P.M.
Alerts Sign-up