FOUNTAINDALE PUBLIC LIBRARY DISTRICT BOARD OF LIBRARY TRUSTEES April 18, 2019 | 7 p.m. 300 West Briarcliff Road | Bolingbrook | Board Room (2nd Floor) 1. Call to Order and Roll Call of Trustees 2. Pledge of Allegiance 3. Approval of Agenda 4. Minutes for Approval a. Board Meeting – March 21, 2019 5. Comments from the Public 6. Friends of the Library 7. New Business – Action Items a. Approval to Seek Bids for a New Bookmobile b. Approval of Revised BOS Quote for Tables and Chairs for 2nd Floor Meeting Room c. Approval of Section 6 - Benefits and Services of the Employee Handbook d. Approval of Section 7 - Leaving of the Employee Handbook e. Approval of Completely Revised Fountaindale Public Library District Employee Handbook 8. Library Projects 9. Correspondence 10. Treasurer’s Report 11. Bills for Approval a. Bills Paid Report – April, 2019 b. Bills Payable Report – April, 2019 12. Director’s Report – April, 2019 13. Unfinished Business a. Final Approval of Request to Travel for Trustees to 2019 American Library Association Annual Conference in Washington D.C. – June 20-25, 2019 14. Reports a. Building b. Finance c. Strategic d. Personnel 15. Announcements 16. Executive Session a. Personnel 5 ILCS 120/2 (c) (1) “The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity.” 17. Approval of Executive Director Compensation Adjustment 18. Adjournment For further information regarding this meeting agenda, please contact: Paul Mills, Executive Director | Fountaindale Public Library District (630) 685-4157 | [email protected] April 2019 Agenda Background Paul Mills 7. New Business – Action Items a. Approval to Seek Bids for a New Bookmobile We are ready to proceed with seeking bids for a new bookmobile. Michael Swendrowski, our consultant on this project, will discuss the proposed bookmobile design and estimated costs. Funding for the vehicle may be allocated from the General Fund Balance or the Reserve Fund. In addition to the cost of the vehicle, we estimate that we will need to do work in our parking lot to bring the appropriate level of power to the vehicle. A rough estimate for this cost would be $20,000. I would also recommend providing funds for an opening day collection for the new bookmobile – similar to what we did for our new library. I would recommend approximately $60,000 for an opening day collection. Neither of these items need to be approved at this point but I thought it was important for the Board to be aware of them. Suggested Motion: Motion to approve seeking bids for a new bookmobile. b. Approval of Revised BOS Quote for Tables and Chairs for 2nd Floor Meeting Room Haworth, the manufacturer of the tables and chairs, increased their price and our vendor, BOS, was not able to reverse that increase. BOS did work with us, however, and agreed to reduce some of their costs to help compensate. The revised quote is now $18,402.76. This represents an increase of $843.33 over the original quote. The tables match what we have in Meeting Rooms A and B. The chairs are the same style though in a different color. Suggested Motion: Motion to approve revised BOS Quote for Tables and Chairs for 2nd Floor Meeting Room. c. Approval of Section 6 – Benefits and Services of the Employee Handbook 1. Provided additional information about the services available through the Employee Assistance Program (EAP). 2. Added information regarding additional benefits available through IMRF; Converting Military Service, Disability Benefits, Voluntary Additional Contribution 3. Added information for reporting accidents/injuries that are covered by Workers’ Compensation so that it is aligned with the Accident and Emergency Policy. Our attorney has reviewed this draft. Suggested Motion: Motion to repeal the existing Section 6 – Benefits and Services Section in the Employee Handbook and to approve the revised Section 6 – Benefits and Services for the Employee Handbook. d. Approval of Section 7 – Leaving of the Employee Handbook 1. Added the request for two weeks’ notice when an employee submits his or her resignation, and additional notice beyond two weeks if the employee holds a managerial position. 2. Clarified that any vacation hours accrued and not used shall be included in an employee’s last paycheck. 3. Removed reference to the Executive Director having the authority to enter into an agreement for employment with any employee since the District is an at-will employer. 4. Added recommendation that a staff member who is retiring should contact Human Resources as soon as they are aware of their retirement date in order to discuss future benefits. 5. Added information regarding Flexible Spending accounts and the use of funds after leaving the District; employees should consult specific plan documents. 6. Final wages shall be distributed through direct deposit, or by physical paycheck as currently arranged. Physical checks shall be placed in the US Mail unless alternative arrangements have been made in advance. Our attorney has reviewed this draft. Suggested Motion: Motion to repeal the existing Section 7- Leaving and Services Section in the Employee Handbook and to approve the revised Section 7- Leaving for the Employee Handbook. e. Approval of Completely Revised Fountaindale Public Library District Employee Handbook The revised Employee Handbook consists of all policies brought to the Board for approval from December 2017 through April 2019. Our attorney has previously reviewed each policy prior to Board approval. Suggested Motion: Motion to approve the revised Fountaindale Public Library District Employee Handbook. MINUTES OF A REGULAR MEETING OF THE BOARD OF TRUSTEES OF THE FOUNTAINDALE PUBLIC LIBRARY DISTRICT WILL AND DUPAGE COUNTIES, ILLINOIS HELD MARCH 21, 2019 BOLINGBROOK, ILLINOIS A meeting of the Board of Trustees of the Fountaindale Public Library District, Will and DuPage Counties, Illinois was held at the Bolingbrook Library, 300 West Briarcliff Road, Bolingbrook, IL 60440, Thursday, March 21, 2019 at 7 p.m. CALL TO ORDER The meeting was called to order at 7 p.m. by President Margaret (Peggy) Danhof. ROLL CALL The roll was called by recorder, Juanita Lennon, and a quorum was established. PRESENT Present at roll call were Steven Prodehl, Robert Kalnicky, Kathryn Spindel, Marcelo Valencia, Celeste Bermejo and Margaret (Peggy) Danhof. ABSENT Trustee Newell Trustee Newell entered at 7:07 p.m. FOUNTAINDALE STAFF PRESENT The following staff was present: Paul Mills, Juanita Lennon and Lea Pottle. PUBLIC PRESENT The following public was present: Jody Hargett, Don McKay, Graham Harwood and Ryan Harter. Board Meeting: March 21, 2019 1 AGENDA APPROVAL Following the Pledge of Allegiance, Danhof asked for a motion to approve the agenda. A motion was made by Spindel, seconded by Kalnicky. AYES: Prodehl, Kalnicky, Spindel, Valencia, Bermejo, Danhof NAYES: None ABSENT: Newell MINUTES OF THE BOARD MEETING – February 21, 2019 The minutes of the board meeting held February 21, 2019 were presented. A motion to approve the minutes was made by Kalnicky, seconded by Spindel. Minutes were approved as read. AYES: Prodehl, Kalnicky, Spindel, Valencia, Bermejo, Danhof NAYES: None ABSENT: Newell COMMENTS FROM THE PUBLIC No comments were made. FRIENDS OF THE LIBRARY Jody Hargett presented the Board with a Friends of the Library update. The Spring Book Sale is fast approaching and the Friends are getting ready. Volunteers are needed. The current managers of the book sale will be moving to Florida this year and a current Friend member is interested in possibly taking over the event. NEW BUSINESS Approval of Brooks Café Agreement Addendum (April 2019 – March 2020) A motion to approve the Brooks Café Agreement Addendum (April 2019 – March 2020) with Ms. Jan Peterson was made by Valencia, seconded by Bermejo. AYES: Prodehl, Kalnicky, Spindel, Valencia, Bermejo, Danhof NAYES: None ABSENT: Newell Trustee Newell entered at 7:07 p.m. Board Meeting: March 21, 2019 2 Approval of Appointment of Executive Director Evaluation Liaisons A motion to approve the appointment of Marcelo Valencia and Kathryn Spindel as the 2019 Executive Director Evaluation Liaisons was made by Kalnicky, seconded by Prodehl. AYES: Prodehl, Kalnicky, Spindel, Valencia, Bermejo, Danhof NAYES: None ABSENT: None ABSTAIN: Newell Approval of Appointment of Secretary Audit Liaisons A motion to approve the appointment of Robert Kalnicky and Steven Prodehl as the 2019 Secretary Audit Liaisons was made by Valencia, seconded by Spindel. AYES: Prodehl, Kalnicky, Spindel, Newell, Valencia, Bermejo, Danhof NAYES: None ABSENT: None Approval of Seek Bids for Conversion of 2nd Floor Computer Lab to Meeting Room Don McKay from Sheehan Nagle Hartray discussed the design concepts for the conversion of the 2nd floor computer lab into a meeting room. Graham Harwood from CCS discussed cost estimates and the current construction marketplace. A motion to approve seeking bids for the conversion of the 2nd floor computer lab to meeting room was made by Prodehl, seconded by Valencia. AYES: Prodehl, Kalnicky, Spindel, Newell, Valencia, Bermejo, Danhof NAYES: None ABSENT: None Approval of ITSavvy Quote for Laptops and Laptop Cart for 2nd Floor Meeting Room A motion to approve the ITSavvy quote for laptops and a laptop cart for the 2nd floor meeting room was made by Newell, seconded by Valencia. AYES: Prodehl, Kalnicky, Spindel, Newell, Valencia, Bermejo, Danhof NAYES: None ABSENT: None Board Meeting: March 21, 2019 3 Approval of BOS Quote for Tables and Chairs for 2nd Floor Meeting Room A motion to approve the BOS quote for tables and chairs for the 2nd floor meeting room was made by Valencia, seconded by Newell. AYES: Prodehl, Kalnicky, Spindel, Newell, Valencia, Bermejo, Danhof NAYES: None ABSENT: None Approval of Pace Systems Quotation for 2nd Floor Meeting Room Audio/Visual Upgrades A motion to approve the Pace Systems quote for the 2nd floor meeting room audio/visual upgrades was made by Kalnicky, seconded by Prodehl.