Meeting Minutes: Finance/Technology Committee Meeting

Date: Thu, April 18, 2024

Call to Order: Approximately 8:15pm

Roll Call: Zaute and Shaul present with Library Director Grassi. Trustee Hayes was absent.

Public Comment: None

Review and Approve 2/15/24 Finance Minutes: Shaul motioned, Zaute seconded. All voted aye.

Review and Approve 2/15/24 Technology Minutes: Shaul motioned, Zaute seconded. All voted aye.

New Business

  1. Organization Capacity, Staffing and Funding – Director Grassi provided an update on current staffing, capacity and funding.
  2. Vote to approve new positions for Lake Bluff Public Library – Director Grassi provided background for a part-time Facilities and Maintenance Specialist (FSM) and a Substitute Librarian (part-time). She explained that these positions previously existed at the Library but due to budget constraints, they were not backfilled when they became vacant approximately 2 years ago. Up to 30% of Director Grassi’s time is dedicated to building upkeep and maintenance. Based on reduced expected expenses for contracted building maintenance, snow removal, etc. a portion of the expense for this role is already the annual Operating Budget. Trustee Shaul asked Director Grassi to evaluate reducing the nightly cleaning service from 3 nights per week to two with the understanding that this role would help with cleaning. Additionally, the $40,000 General Fund spending approved by the full Board in late 2023, could support this role. Shaul moved and Zaute seconded a motion to approve a 20 hour per week FMS. All voted aye.
    For the Substitute Librarian, this part-time (20 hours), non-benefitted role would provide desk coverage as needed for employee vacation, leave, personal time, etc. Total personnel costs are expected to be less than $7,000 per year. Zaute moved and Shaul seconded a motion to approve this role. All voted aye. Discussion of an Administrative Associate position was postponed to next month.
  3. Vliet Contribution – Both the LB Village Administrator and Village Finance Director informed Director Grassi that this annual financial obligation would not be paid as the 1998 IGA has expired. Trustee Shaul reached out to Village President Regis Charlot to request full payment of the ’23-’24 Vliet Contribution estimated at approximately $9,600.
  4. Chart from Meristem Advisors – Director Grassi provided those in attendance a hard copy of the onepage summary from Meristem advisors.
  5. 3- Level Map of Indoor Security Camera Plan – postponed to next meeting.

Any and all other business – None

Adjournment – Motioned by Zaute and seconded by Shaul at 9:11pm. All voted aye.