harriet m. schlesinger board room presiding: carol …rainy day fund to the operating fund. to...

HAMMOND PUBLIC LIBRARY

MINUTES OF THE MEETING HELD ON JANUARY 31, 2017

HARRIET M. SCHLESINGER BOARD ROOM

PRESIDING: Carol Odom - President

BOARD MEMBERS PRESENT:

Albertine Dent

Anne Herbert

Caryn Janiga

Louis Karubas

Allan Zlatarich

BOARD MEMBERS ABSENT:

Paul Taylor

OTHER PERSONS PRESENT:

René L. Greenleaf, Executive Director

Whitney Chapman, Administrative Services Manager

Cornell White, Administrative Services

David Rodriguez, Hammond resident

Martin Gobor, Hammond resident

The meeting was called to order at 5:30 p.m.

NOTICE OF THE MEETING

The Secretary, Anne Herbert, certified:

THAT notice of the meeting was given by mailing on January 24, 2017 and posting of

the agenda in the Circulation Department and outside the Harriet M. Schlesinger Board Room

from January 24 – 31, 2017.

BOARD OF FINANCE

Ms. Odom called the Board of Finance to order.

Ms. Janiga then made the motion:

THAT Albertine Dent serve as President of the Hammond Public Library Board of

Finance for 2017.

Seconded by: Mr. Zlatarich Action: Unanimously carried

Ms. Dent then made the motion:

THAT Caryn Janiga serve as Secretary of the Hammond Public Library Board of

Finance.

Seconded by: Ms. Herbert Action: Unanimously carried

Ms. Dent presided over the Board of Finance Meeting.

Mrs. Greenleaf reviewed the investment policy with the Board. There were no 2017

investments for the Operating Fund at this time.

Mrs. Greenleaf recommended the Board designate The Times and Post-Tribune

newspapers for publication of notices.


THAT the Board designate The Times and Post-Tribune newspapers for publication of

notices.

Seconded by: Ms. Dent Action: Unanimously carried


THAT the Board of Finance adjourn and reconvene as the Hammond Public Library

Board of Trustees.

Seconded by: Ms. Janiga Acton: Unanimously carried

PUBLIC EXPRESSION


THAT the floor be opened for public expression.


There was no one present who wished to speak.


THAT public expression be closed.


APPROVAL OF MINUTES

The Minutes of the December 13, 2016 Regular Board Meeting were considered.

There were no corrections or additions.


THAT the Minutes of the December 13, 2016 Regular Board Meeting be approved as

circulated.


FINANCIAL REPORT

Ms. Janiga recommended claims #928 through #992 and #1 through #55 be approved for

payment.


THAT claims #928 through #992 and #1 through #55 be approved for payment.


Mrs. Greenleaf recommended the Library seek an advance on taxes payable December

2017.


THAT the Library request a Tax Advance.


OTHER FINANCIAL MATTERS

Mrs. Greenleaf recommended approval of the Resolution to Transfer 2016 Funds

Between Major Budget Classifications in the Operating Fund.


THAT the Board approve the Resolution to Transfer 2016 Funds Between Major Budget

Classifications in the Operating Fund.


Mrs. Greenleaf recommended the approval of the Resolution to Transfer 2016 Funds

Within Major Budget Classifications in the Operating Fund.


THAT the Board approve the Resolution to Transfer 2016 Funds Within Major Budget

Classifications in the Operating Fund.


Mrs. Greenleaf presented a Resolution to Cancel Outstanding Checks that are at least 2

years old.


THAT the Board approve the Resolution to Cancel Outstanding Checks.


SBOA AUDIT EXAMINATION RESULTS

The auditors discovered an unpaid balance of $26,250 from a temporary loan from the

Rainy Day Fund to the Operating Fund. To resolve the issue a transfer in the same amount must

be repaid to the Rainy Day Fund.


THAT the Board approve a transfer of $26,250 from the Operating Fund to the Rainy

Day Fund.


PUBLIC EXPRESSION

Ms. Herbert then made the motion:







CALENDAR

February 28, 2017, Executive Session, Harriet M. Schlesinger Board Room, 5:00 p.m.

February 28, 2017, Regular Board Meeting, Harriet M. Schlesinger Board Room, 5:30

p.m.

ADJOURNMENT


THAT the meeting adjourn.


The meeting adjourned at 6:00 p.m.

______________________________

President

______________________________

Secretary


MINUTES OF THE MEETING HELD ON FEBRUARY 28, 2017




Albertine Dent

Anne Herbert

Caryn Janiga

Louis Karubas

Paul Taylor

Allan Zlatarich




Carol Williams, Head of Technical Services


Jason Scott, Technical Services

Nick Baran, Technical Services

. Megan Crisp, Youth Services

Deborah Trader, Circulation Services

Scott LaCrosse, MB Financial Bank



The Secretary, Anne Herbert certified:

THAT notice of the meeting was mailed on February 22, 2017 and the agenda was posted

in the Circulation Department and outside the Harriet M. Schlesinger Board Room from

February 22 – 28, 2017.

PUBLIC EXPRESSION

Ms. Dent made the motion:






Seconded by: Mr. Taylor Action: Unanimously carried

APPROVAL OF MINUTES

The Minutes of the January 31, 2017 Regular Board Meeting and Executive Session were

considered.


THAT the minutes of the January 31, 2017 Regular Board Meeting and Executive

Session be approved as circulated.


FINANCIAL REPORT

Ms. Janiga recommended approval of claims #56 through #139.


THAT claims #56 through #139 be approved for payment.



2017.

Mr. Zlatarich then made the motion:


Seconded by: Ms. Janiga Action: Unanimously carried

Mr. Taylor recommended that the board suspend the rules to approve the Executive

Director’s salary increase.

Ms. Odom then made the motion:

THAT the rules be suspended to approve a salary increase for the Executive Director.


EXECUTIVE DIRECTOR’S SALARY INCREASE

Ms. Odom recommended the Executive Director’s Salary be increased by 7.5% bringing

her annual salary to $96,720 with a retroactive date of February 1st.


THAT the Executive Director’s salary be increased to $96,720 with a retroactive date of

February 1st.

Seconded by: Ms. Dent Action: Aye- Odom

Zlatarich

Janiga

Dent

Herbert

Taylor

Nay- Karubas

Motion carried


TO resume the agenda.


MB FINANCIAL BANK

Scott LaCrosse presented an overview and discussed the benefits MB Financial Bank had

to offer which included higher interest rates, waiving of all fines and fees, and involvement

through volunteering and donations.

Mrs. Greenleaf would like to schedule a meeting with the Board of Finance and Mr.

LaCrosse to discuss his proposal in depth.

INTEGRATED LIBRARY SYSTEM (ILS) RECOMMENDATION

Mrs. Williams gave an overview of the proposals received for a new ILS System. A few

of the key factors considered were OPAC compatibility, customer service, system maintenance

and price. Technical Services’ recommendation was Library Solution by TLC because of its

features, price, and easy-to-use interfaces.

There was a brief discussion amongst the board whether a special meeting was needed to

approve a new ILS System.

Ms. Janiga the made the motion:

THAT the board suspend the rules to approve TLC’s proposal.


Mr. Taylor recommended waiving the first reading and accepting TLC’s proposal.


THAT the board waive the first reading and accept TLC’s proposal as presented.


Mr. Taylor then made the motion:

TO resume the agenda.


NEW BUSINESS/PERSONNEL UPDATES

Mrs. Greenleaf reported on the following personnel updates:

Resignation

Yesinia Zamora, 1-2, Info Services Page, effective 2/9/17.

Eric Hill, 1-1, Info Services Page, effective 2/18/17.

PUBLIC EXPRESSION

Mr. Taylor made the motion:



Ms. Dent commended staff for the excellent Black History Month programs. Both

programs were well received and well done.




CALENDAR

March 28, 2017, Regular Board Meeting, Harriet M. Schlesinger Board Room, 5:30 p.m.

ADJOURNMENT





______________________________

President

______________________________

Secretary


MINUTES OF THE MEETING HELD ON MARCH 28, 2017




Anne Herbert

Caryn Janiga

Louis Karubas

Paul Taylor

Allan Zlatarich


Albertine Dent






Megan Crisp, AFSCME President

Deborah Trader, Circulation Services

Liz Samaniego, Youth Services

Rick Toth, Business Systems Integrators




THAT notice of the meeting was mailed on March 21, 2017 and the agenda was posted in

the Circulation Department and outside the Harriet M. Schlesinger Board Room from

March 22 – 28, 2017.

PUBLIC EXPRESSION








APPROVAL OF MINUTES

The Minutes of the February 28, 2017 Regular Board Meeting and Executive Session

were considered.


THAT the minutes of the February 28, 2017 Regular Board Meeting and Executive



FINANCIAL REPORT






2017.




Mrs. Greenleaf recommended a Resolution to transfer remaining funds to the Rainy Day

Fund.


THAT the Board approve the Resolution to transfer $300,000 to the Rainy Day Fund.


BOARD RESIGNATION

Mrs. Greenleaf regretfully requested the Board accept Ms. Odom’s resignation effective

April 1st.

According to Robert’s Rules of Order, the Vice President will move into the President’s

seat.


THAT the Board accept Ms. Odom’s resignation effective April 1, 2017.


TECHNOLOGY UPGRADES

Mrs. Williams, Technical Services, and Mr. Toth, Business Systems Integrators, briefly

discussed technology upgrades needed such as server and operating system upgrades.

A timeline of technology upgrades will be presented to the Board at their next meeting.

BOILER SYSTEM UPDATE

Mrs. Greenleaf reported that all three boilers were installed and operational. The new

chiller and water tower are on site and are currently being piped in. The estimated completion

date for the project is May 8th.

The library can expect to receive a rebate from NIPSCO upon completion of the project.

2017 LSTA TECHNOLOGY GRANT

Mrs. Greenleaf reported on the LSTA Grant submitted to the State. If awarded, the grant

will be used to purchase laptops, Wi-Fi hotspots, portable projectors and screens. If awarded the

grant, staff would have the capability of issuing library cards outside of the library.

NATIONAL LIBRARY WEEK

Liz Samaniego, Youth Services, invited the Board to participate in all the exciting events

happening the week of April 10th for National Library Week.



Resignation

Paul Greene, 5-7, Janitor, Maintenance Services, effective 2/21/17.

New Hire

James Wright, 1-1, Info Services Page, effective 3/2/17.

PUBLIC EXPRESSION




Ms. Crisp, Union President, thanked Ms. Odom for her services.




CALENDAR

April 10 – 15, 2017, National Library Week

April 25, 2017, Executive Session, Immediately Following Regular Board Meeting

ADJOURNMENT





______________________________

President

______________________________

Secretary


MINUTES OF THE MEETING HELD ON APRIL 25, 2017


PRESIDING: Allan Zlatarich - President


Caryn Janiga

Albertine Dent

Louis Karubas


Anne Herbert

Paul Taylor

Warren Ellis






Amanda Aguilera, Information Services



The Secretary Pro Tem, Albertine Dent certified:

THAT notice of the meeting was mailed on April 17, 2017 and the agenda was posted in

the Circulation Department and outside the Harriet M. Schlesinger Board Room from April 17 –

25, 2017.

PUBLIC EXPRESSION




Local History Room librarian, Amanda Aguilera, described how she and Linda Swisher

used library resources to assist a patron who was looking for an adopted sibling. While our staff

could not locate the sibling, they did locate an obituary for the patron's father. This obit named

two half siblings of which the patron was unaware. Ms. Aguilera and Ms. Swisher helped the

patron connect with her half-sister, who had been looking for her for 50 years.




APPROVAL OF MINUTES

The minutes of the March 28, 2017 Regular Board Meeting were considered.


THAT the minutes of the March 28, 2017 Regular Board Meeting be approved as

circulated.


FINANCIAL REPORT






2017.




ELECTION OF VICE PRESIDENT

There was a brief discussion on nominations.

Ms. Janiga then made the motion

THAT Albertine Dent serve as Vice President of the Board.

Seconded by: Mr. Karubas Action: Unanimously carried

FOUNDATION APPOINTMENT

According to the Foundation By-laws, there needs to be one Board Trustee appointed to

the Foundation Board.

Ms. Janiga suggested this item be tabled until all board members are present.


THAT the Foundation appointment be tabled.


2017 TECHNOLOGY SYSTEMS MAINTENANCE TIMELINE

Mrs. Greenleaf presented a technology timeline from BSI. The timeline serves as a guide

on what needs to be purchased in the current year for smooth operations of the library. Not

everything in the timeline is purchased and only those recommendations that are absolutely

necessary are given consideration.

“WE WANT YOU BACK” CAMPAIGN

The Library would like to clear all patron records of fines and fees that are less than $100

in preparation for the new TLC, ILS System. Those individuals’ records would be cleared and

they could begin utilizing the library again.

During the implementation process the Library would be closed for two consecutive days

in August. The proposed is just a consideration, but more details will be presented to the Board

at a later date.

FRIENDS APPRECIATION LUNCHEON

Mrs. Greenleaf invited the Board to the annual Friends Appreciation Luncheon at

Johnel’s.



New Hire

Kaleb Dent, 1-1, Info Services Page, effective 4/3/17.

PUBLIC EXPRESSION








CALENDAR

May 9, 2017, Friends Appreciation Luncheon, Johnel’s Restaurant, 11:00 a.m.

May 30, 2017, Regular Board Meeting, Harriet M. Schlesinger Board Room

May 30, 2017, Executive Session, Immediately Following Regular Board Meeting

ADJOURNMENT





______________________________

President

______________________________

Secretary


MINUTES OF THE MEETING HELD ON MAY 30, 2017




Anne Herbert

Caryn Janiga

Albertine Dent

Louis Karubas

Paul Taylor

Warren Ellis









THAT notice of the meeting was mailed on May 23, 2017 and the agenda was posted in

the Circulation Department and outside the Harriet M. Schlesinger Board Room from May 23 –

30, 2017.

PUBLIC EXPRESSION

Ms. Herbert made the motion:






Seconded by: Mr. Ellis Action: Unanimously carried

APPROVAL OF MINUTES

The minutes of the April 25, 2017 Regular Board Meeting and Executive Session were

considered.


THAT the minutes of the April 25, 2017 Regular Board Meeting and Executive Session

be approved as circulated.


FINANCIAL REPORT






2017.




FOUNDATION APPOINTMENT



The Board proposed the Foundation By-laws be amended to allow the Executive Director

to serve on the board.


THAT the Executive Director serve on the Foundation Board pending an amendment to

the Foundation By-laws.




Promotion

Carol Williams. 10-1, Assistant Director, effective 5/30/17.

New Hire

Domingo Rodriguez, 3-1, Janitor, effective 5/15/17.

PUBLIC EXPRESSION








CALENDAR

June 27, 2017, Regular Board Meeting, Harriet M. Schlesinger Board Room

ADJOURNMENT





______________________________

President

______________________________

Secretary


MINUTES OF THE MEETING HELD ON JUNE 27, 2017




Anne Herbert

Caryn Janiga

Albertine Dent

Louis Karubas

Paul Taylor

Warren Ellis



Carol Williams, Assistant Director






THAT notice of the meeting was mailed on June 21, 2017 and the agenda was posted in

the Circulation Department and outside the Harriet M. Schlesinger Board Room from June 21 –

27, 2017.

PUBLIC EXPRESSION

Ms. Janiga made the motion:







APPROVAL OF MINUTES

The minutes of the May 30, 2017 Regular Board Meeting and Executive Session were

considered.


THAT the minutes of the May 30, 2017 Regular Board Meeting and Executive Session



FINANCIAL REPORT






2017.




LIBRARY CLOSURES

Mrs. Greenleaf requested the library close to the public on the following dates:

Saturday, August 26th

Monday, August 28th

Tuesday, August 29th

The closures will be for the implementation of the new ILS system. On Saturday, the

library will close to the public and staff with the exception of certain Technical Services

and the Maintenance Department staff. The library will be closed to the public on the

28th and 29th for staff training.


THAT the library close to the public on August 26th, 28th, and 29th for the implementation

and training on the new ILS system.


HPL FOUNDATION APPOINTMENT



Mr. Ellis agreed to resign as the Friends appointee and serve as the Trustee representative

on the Foundation Board.


THAT the Warren Ellis serve as the Trustee representative on the Foundation Board.


AMENDMENT TO COLLECTIVE BARGAINING AGREEMENT

Mrs. Greenleaf presented the Second Amendment to the Collective Bargaining

Agreement between the Board of Trustees and the Hammond Public Library Employees’ Union

for approval. The Second Amendment includes a section on mandatory Committee participation

and a salary increase of 3% for Bargaining Members.


THAT the Board approve the Second Amendment to the Collective Bargaining

Agreement.


SALARY ADJUSTMENT

Mrs. Greenleaf recommended that all staff who are not represented by the Union, with

the exception of the Executive Director, receive the same 3% salary adjustment on the Salary

Schedule effective July 1, 2017.


THAT staff who are not represented by the Union receive a 3% salary adjustment with

the exception of the Executive Director.


STEP INCREASE

Mrs. Greenleaf recommended all staff who have been at the same grade and step level for

twelve consecutive months, between July 1, 2017 to June 30, 2018, and who have not stepped

out advance to the next step on the Salary Schedule.


THAT all staff who have been at the same grade and step level for twelve consecutive

months, between July 1, 2017 to June 30, 2018, and who have not stepped out, be advanced to

the next step on the Salary Schedule.


BP 4101 SALARY SCHEDULE

Mrs. Greenleaf recommended waiving the first reading and accepting BP 4101 Salary

Schedule as presented effective July 1, 2017. The Salary Schedule reflects a 3% salary increase.


THAT the Board waive the first reading and accept BP 4101 Salary Schedule as

presented.


INDIANA PUBLIC LIBRARY STANARDS

Mrs. Greenleaf reported the library successfully met the state requirements for 2016 and

is operating in compliance with the requirements for a class A library.

LSTA GRANT

The library was approved for a $10,000 grant from the Library Services and Technology

Act Grant Program to purchase laptops, wi-fi hotspots and portable projectors and screens.



Promotion

Jenny Bean. 9-1, Head of Technical Services, effective 6/19/17.

PUBLIC EXPRESSION




Ms. Dent invited everyone to attend the Naturalization Ceremony at Wolf Lake on July

4th at 5:00 p.m.

Mr. Ellis then made the motion:



CALENDAR

August 22, 2017, Regular Board Meeting, Harriet M. Schlesinger Board Room

ADJOURNMENT





______________________________

President

______________________________

Secretary


MINUTES OF THE MEETING HELD ON JULY 25, 2017




Anne Herbert

Caryn Janiga

Albertine Dent

Louis Karubas

Paul Taylor

Warren Ellis









THAT notice of the meeting was mailed on June 21, 2017 and the agenda was posted in

the Circulation Department and outside the Harriet M. Schlesinger Board Room from June 21 –

27, 2017.

PUBLIC EXPRESSION








APPROVAL OF MINUTES

The minutes of the May 30, 2017 Regular Board Meeting and Executive Session were

considered.


THAT the minutes of the May 30, 2017 Regular Board Meeting and Executive Session



FINANCIAL REPORT






2017.




LIBRARY CLOSURES

Mrs. Greenleaf requested the library close to the public on the following dates:

Saturday, August 26th

Monday, August 28th

Tuesday, August 29th

The closures will be for the implementation of the new ILS system. On Saturday, the

library will close to the public and staff with the exception of certain Technical Services

and the Maintenance Department staff. The library will be closed to the public on the

28th and 29th for staff training.


THAT the library close to the public on August 26th, 28th, and 29th for the implementation

and training on the new ILS system.


HPL FOUNDATION APPOINTMENT



Mr. Ellis agreed to resign as the Friends appointee and serve as the Trustee representative

on the Foundation Board.


THAT the Warren Ellis serve as the Trustee representative on the Foundation Board.


AMENDMENT TO COLLECTIVE BARGAINING AGREEMENT

Mrs. Greenleaf presented the Second Amendment to the Collective Bargaining

Agreement between the Board of Trustees and the Hammond Public Library Employees’ Union

for approval. The Second Amendment includes a section on mandatory Committee participation

and a salary increase of 3% for Bargaining Members.


THAT the Board approve the Second Amendment to the Collective Bargaining

Agreement.


SALARY ADJUSTMENT

Mrs. Greenleaf recommended that all staff who are not represented by the Union, with

the exception of the Executive Director, receive the same 3% salary adjustment on the Salary

Schedule effective July 1, 2017.


THAT staff who are not represented by the Union receive a 3% salary adjustment with

the exception of the Executive Director.


STEP INCREASE

Mrs. Greenleaf recommended all staff who have been at the same grade and step level for

twelve consecutive months, between July 1, 2017 to June 30, 2018, and who have not stepped

out advance to the next step on the Salary Schedule.


THAT all staff who have been at the same grade and step level for twelve consecutive

months, between July 1, 2017 to June 30, 2018, and who have not stepped out, be advanced to

the next step on the Salary Schedule.


BP 4101 SALARY SCHEDULE

Mrs. Greenleaf recommended waiving the first reading and accepting BP 4101 Salary

Schedule as presented effective July 1, 2017. The Salary Schedule reflects a 3% salary increase.


THAT the Board waive the first reading and accept BP 4101 Salary Schedule as

presented.


INDIANA PUBLIC LIBRARY STANARDS

Mrs. Greenleaf reported the library successfully met the state requirements for 2016 and

is operating in compliance with the requirements for a class A library.

LSTA GRANT

The library was approved for a $10,000 grant from the Library Services and Technology

Act Grant Program to purchase laptops, wi-fi hotspots and portable projectors and screens.



Promotion

Jenny Bean. 9-1, Head of Technical Services, effective 6/19/17.

PUBLIC EXPRESSION




Ms. Dent invited everyone to attend the Naturalization Ceremony at Wolf Lake on July

4th at 5:00 p.m.




CALENDAR

August 22, 2017, Regular Board Meeting, Harriet M. Schlesinger Board Room

ADJOURNMENT





______________________________

President

______________________________

Secretary


MINUTES OF THE MEETING HELD ON AUGUST 22, 2017




Caryn Janiga

Albertine Dent

Warren Ellis

Paul Taylor

Louis Karubas

Anne Herbert (arrived at 5:40 p.m.)





Jenny Bean, Head of Technical Services



Mr. Zlatarich recommended the Board nominate a Secretary Pro Tem.


THAT Paul Taylor serve as Secretary Pro Tem.



The Secretary Pro Tem, Paul Taylor certified:

THAT notice of the meeting was mailed on August 15, 2017 and the agenda was posted


August 15 – 22, 2017.

PUBLIC EXPRESSION


THAT the floor open for public expression.




THAT public expression close.


APPROVAL OF MINUTES

The minutes of the July 25, 2017 Regular Board Meeting were considered.


THAT the minutes of the July 25, 2017 Regular Board Meeting be approved as

circulated.


FINANCIAL REPORT






2017.




APPROVAL OF 2018 BUDGET FOR PUBLICATION

Mrs. Greenleaf recommended the 2018 Operating Budget of $3,479,206; the 2018 Lease

Rental Budget of $1,102,000; and the 2018 Rainy Day Budget of $100,000 for advertisement on

Gateway.

Mr. Janiga then made the motion:

THAT the Board approve the advertisement of the 2018 Operating Budget of $3,479,206;

the 2018 Lease Rental Budget of $1,102,000; and the 2018 Rainy Day Budget of $100,000 as

presented.


LIBRARY CLOSURE NOTICE TO PUBLIC

Mrs. Greenleaf presented the notice of closure which explains the reasoning for the

upcoming closures. The notices are located at the Circulation Desk.

LOWER LEVEL REMEDIATION UPDATE

The carpet in the Lower Level was removed. Our Maintenance Manager is meeting with

Perma Seal and has requested quotes.

SECURITY CAMERAS

There’s a need for additional security cameras on the west side of the building. Quotes

for the installation and setup will be presented at a later date.


The Library is terminating the contract with Business Systems Integrators effective

immediately. McShane’s will handle all of the library‘s technical support needs as well as our

printing services.


New Hire

Amanda Horton, 6-1, Info Services Librarian, effective 8/14/17.

PUBLIC EXPRESSION

Mr. Ellis made the motion:







CALENDAR

September 26, 2017, Regular Board Meeting, Harriet M. Schlesinger Board Room

ADJOURNMENT





______________________________

President

______________________________

Secretary


MINUTES OF THE MEETING HELD ON SEPTEMBER 26, 2017




Caryn Janiga

Albertine Dent

Paul Taylor

Louis Karubas


Anne Herbert

Warren Ellis








Mr. Zlatarich recommended the Board nominate a Secretary Pro Tem.






THAT notice of the meeting was mailed on September 19, 2017 and the agenda was

posted in the Circulation Department and outside the Harriet M. Schlesinger Board Room from

September 19 – 26, 2017.

PUBLIC EXPRESSION








APPROVAL OF MINUTES

The minutes of the August 22, 2017 Regular Board Meeting were considered.


THAT the minutes of the August 22, 2017 Regular Board Meeting be approved as

circulated.


FINANCIAL REPORT






2017.




PUBLIC HEARING ON PROPOSED 2018 BUDGETS

Mrs. Greenleaf presented the following 2018 budgets for public hearing:

Operating Fund Budget $3,479,206

Lease Rental Fund $1,102,000

Rainy Day Budget $ 100,000




There was no one who wished to speak on the 2018 budgets.


THAT the floor close for public expression.


Mrs. Greenleaf requested a motion to suspend the rules to discuss the following

Discussion Items Evanced Software Quote and Change Machine.


TO suspend the rules and add two Discussion Items.


EVANCED SOFTWARE QUOTE

Mrs. Greenleaf presented a quote from Demco for software that will manage and allow

patrons to reserve meeting and study rooms from home or a kiosk. The software is intuitive and

allows staff to easier track attendance and usage for programs and statistics. Technical support is

included with the software.

CHANGE MACHINE

A change machine will be installed in the near future. Currently, the machine is on

backorder, but will be leased through McShane’s. Currently, there is a no change policy at the

Library and this machine will help enforce this policy without disappointing our patrons.

A Resolution will be presented at an upcoming meeting increasing our Change Fund

balance as well as an accompanying Board Policy.

Mr. Taylor then made a motion:

TO suspend the rules and resume the regular agenda.

Seconded by Ms. Janiga Action: Unanimously carried


Resignation

James Wright, 1-1, Info Services Page, effective 9/5/17.

PUBLIC EXPRESSION




The following topics were discussed:

Friends’ White Castle Fundraiser on September 27th

Build a Better Future Career Fair on September 30th

Friends Book Sale on September 30th

School Referendum vote on November 7th




CALENDAR

October 31, 2017, Regular Board Meeting, Harriet M. Schlesinger Board Room

ADJOURNMENT





______________________________

President

______________________________

Secretary


MINUTES OF THE MEETING HELD ON OCTOBER 31, 2017




Albertine Dent

Caryn Janiga

Anne Herbert

Paul Taylor

Louis Karubas


Warren Ellis







Alexius Barber, Peoples Bank

Becky Bach, Peoples Bank

Julie Bonnema, Peoples Bank




THAT notice of the meeting was mailed on October 24, 2017 and the agenda was posted


October 24 – 31, 2017.

PUBLIC EXPRESSION








APPROVAL OF MINUTES

The minutes of the September 26, 2017 Regular Board Meeting were considered.


THAT the minutes of the September 26, 2017 Regular Board Meeting be approved as

presented.


FINANCIAL REPORT

Ms. Janiga recommended claims #705 through #808 for approval.





2017.




2018 BUDGET ADOPTION

Mrs. Greenleaf presented a resolution for the 2018 Operating Budget of $3,479,206; the

2018 Lease Rental Budget of $1,102,000; and the 2018 Rainy Day Budget of $100,000.


THAT the Board approve the resolution for the 2018 Budget of $3,479,206; the 2018

Lease Rental Budget of $1,102,000; and the 2018 Rainy Day Budget of $100,000.


2018 Staff Meeting Dates

Mrs. Greenleaf recommended the Board approve in-service training for March 13, 2018

and October 9, 2018. The Library would be closed on these dates.


THAT the Library close on March 13, 2018 and October 9, 2018 for in-service training.


PEOPLES BANK

Representatives from Peoples Bank presented their banking services proposal.

LSTA GRANT UPDATE

Mrs. Williams presented an update on Librarians Around Town. Staff have been on 19

visits and registered over 300 residents for library cards. Initiative is very successful and our

name and faces are being recognized. Visits are being requested more than ever.


New Hire

Samantha Landeros, 1-1, Info Services Page, effective 10/3/17.

Delilah Witsmeer, Info Services Page, effective 10/23/17.

PUBLIC EXPRESSION








CALENDAR

November 28, 2017, Regular Board Meeting, Harriet M. Schlesinger Board Room

ADJOURNMENT





______________________________

President

______________________________

Secretary


MINUTES OF THE MEETING HELD ON NOVEMBER 28, 2017




Albertine Dent

Caryn Janiga

Anne Herbert

Paul Taylor

Warren Ellis


Louis Karubas






Art Russell, Centier Bank

Rich Day, Centier Bank

LaToya Goodwin, Centier Bank




THAT notice of the meeting was mailed on November 22, 2017 and the agenda was

posted in the Circulation Department and outside the Harriet M. Schlesinger Board Room from

November 22 – 28, 2017.

PUBLIC EXPRESSION








APPROVAL OF MINUTES

The minutes of the October 31, 2017 Regular Board Meeting and Executive Session were

considered.


THAT the minutes of the October 31, 2017 Regular Board Meeting and Executive

Session be approved as presented.


FINANCIAL REPORT

Ms. Janiga recommended claims #809 through #877 for approval.





2017.




PERSONNEL MATTER

Mrs. Greenleaf recommended the Board approve Option B as discussed in the October

Executive Session.


THAT the Board approve Option B as presented and discussed in the October Executive

Session.


LOWER LEVEL REMEDIATION

Mrs. Greenleaf will provide a quote from Perma Seal at the December meeting for the

lower level remediation.

CENTIER BANK

Representatives from Centier Bank presented their banking services proposal for the

Board’s consideration.

BP 5307 PUBLIC AND STAFF COMPUTING RESOURCES USE

Mrs. Greenleaf presented BP 5307 for review. The Board will approve the policy at their

December meeting.


Mr. Taylor requested that the bond pay off be added to the December agenda as a

Discussion Item.

PUBLIC EXPRESSION








CALENDAR

December 12, 2017, Board of Finance, Harriet M. Schlesinger Board Room, 11:30 a.m.

December 19, 2017, Regular Board Meeting, Harriet M. Schlesinger Board Room,

5:30 p.m.

ADJOURNMENT





______________________________

President

______________________________

Secretary


MINUTES OF THE MEETING HELD ON TUESDAY, DECEMBER 19, 2017


PRESIDING: Allan Zlatarich – President


Albertine Dent

Paul Taylor

Caryn Janiga

Warren Ellis


Anne Herbert

Louis Karubas






John Ferguson, Perma-Seal


Mr. Zlatarich recommended the board nominate a Secretary Pro Tem.






THAT notice of the meeting was given by mailing on December 12, 2017 and posting of

the agenda in the Circulation Department and outside the Harriet M. Schlesinger Board Room

from December 12 – 19, 2017.

PUBLIC EXPRESSION








APPROVAL OF MINUTES

The minutes of the November 28, 2017 Regular Board Meeting and Executive Session

were presented.


THAT the minutes of the November 28, 2017 Regular Board Meeting and Executive



FINANCIAL REPORT

Ms. Janiga recommended claims #878 through #919 be approved for payment.




Mrs. Greenleaf recommended the board approve the 2018 Personal Services Budget.


THAT the board approve the 2018 Personal Services Budget.


DESIGNATION OF BANKS

Mrs. Greenleaf recommended the library switch financial institutions and move the

library’s funds to Centier Bank.


THAT the board establish accounts with Centier Bank.


BP 5307 PUBLIC AND STAFF COMPUTING RESOURCES USE

Mrs. Greenleaf presented BP 5307 Public and Staff Computing Resources Use for a

second reading and approval.


THAT the board approve BP 5307 Public and Staff Computing Resources Use as

presented.


CHANGE FUND RESOLUTION

Mrs. Greenleaf presented a Resolution to increase the Change Fund by $500. The

requested funds will serve as a bank for the change machine. The change machine will be

installed in the Circulation area on a later date.


THAT the board approve the Resolution to increase the Change Fund by $500.


ELECTION OF OFFICERS FOR 2018

Mrs. Greenleaf recommended the board elect officers for the 2018 year.

There was a brief discussion on nominations.


THAT Paul Taylor be nominated for President of the Hammond Public Library Board of

Trustees for 2018.

There were no other nominations.



THAT Allan Zlatarich be nominated for Vice President of the Hammond Public Library

Board of Trustees for 2018.




THAT Albertine Dent be nominated for Secretary of the Hammond Public Library Board

of Trustees for 2018.




THAT Caryn Janiga be nominated for Treasurer of the Hammond Public Library Board

of Trustees for 2018.


LOWER LEVEL REMEDIATION UPDATE

Mr. Ferguson, Perma-Seal, presented an overview of the Lower Level demolition work needed.

The work is scheduled to begin February 19th and end on the 26th. Perma-Seal can’t give

warranties on this type of work, but will come back and repair anything that needs to be fixed.

GOLDBLATT’S CLOCK

The Goldblatt’s clock was repaired and is working properly. The library received the clock from

the Hammond Preservation Committee on an indefinite loan. The library is financially

responsible for all maintenance and must notify the commission before any making any repairs.

BOND MATURITY DATE

The library’s bond maturity date is 12/30/19. Mr. White is uncertain if taxes will decrease for

Hammond residents because there are other entities levying funds. However, the library’s tax

rate will go down once the bond is paid off.

FINANCIAL REPORTS

Mr. White gave a detailed presentation on the library’s financial reports that are presented to the

board each month.

BUSINESS PERSONAL PROPERTY EXEMPTION DISTRIBUTION

Mrs. Greenleaf reported on the Business Property Exemption Distribution of $1,089. The fee is

imposed on taxpayers whose business personal property is exempt from personal property

taxation. The money was collected from taxpayers in our unit and may be used for any lawful

purpose.

PUBLIC EXPRESSION








CALENDAR

January 30, 2018, Regular Board Meeting, Harriet M. Schlesinger Board Room, 5:30

p.m.

January 30, 2018, Executive Director’s Evaluation, Executive Session, Harriet M.

Schlesinger Board Room, immediately following regular board meeting.

ADJOURNMENT





______________________________

President

______________________________

Secretary

harriet m. schlesinger board room presiding: carol …rainy day fund to the operating fund. to...

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