LaGrange Public Library Board News

PRESENT: Richard Adamczyk, Bill Coffee, Caroline Coryell, Laurel Gallagher, Alan Laatz, Mary Nelson, Becky Spratford
STAFF:  Steve Moskal, Patti Eaton, Debbie Darwine, Pat Probl
VISITORS:  Jim Docherty, Mike Palmer, George Fujii, Ken Knudson (Doings)
PRESENTERS: Bill Hallett, Jack Hallett, Valerie Frany (from Hallett Movers)

Meeting was opened by Chairman Rick Adamczyk at 7:34 p.m.

Jack and Bill Hallett introduced themselves, and their associate Valerie Frany.  They talked about recent jobs, such as moving the new Seattle library and moving part of La Grange Park’s Library into 3 trailers.  They moved our library when we had the new carpet installed and have done many more libraries as they are now specialists in the field.

They laid out a proposed plan for the move.  They would meet weekly with staff involved in the move for several weeks, deciding what goes where working from blue prints of the Shawmut property.  (Because the property must be cleaned, modules removed, and painting done before we can begin to move, Hallett needs to work with the staff to build a time table and get as much input as possible).  They will, with staff, plan for placement of every desk, chair, shelf, book, etc.

The proposed cost break down is as follows:

Consultation, etc.  $4,320.00.  (This includes color-coding areas, measuring entire collection, working with staff on deciding what goes where.)

Consulting Fee  $20,680.00  (This includes room by room plans, coordinating packing, moving, etc. with staff, and working out exact time tables, numbering of all items, etc.)

Move Shelving  $27,800.00  (This includes physical packing of all shelf contents and shelving, placing shelving at Shawmut and unpacking and re-shelving books.)

Offices and Equipment  $15,800.00  (This includes packing non-personal items, securing and moving computers, etc. and placing them exactly as indicated on plans.)

Total cost of move $68,600.00 payable within 30-days of the move.

Rick asked if we should arrange to open a wall or remove windows to help with the move but Hallett’s thought the existing front doors should be sufficient.

We need to notify the Police Department that Cossitt Avenue will be used for their trucks.  Hallett’s propose to use three 40 foot trucks and 12 to 15 people during the move, which should take between 9 and 12 days.

They will supply cell phones at both locations so all personnel can be reached quickly if needed.

They will need “shelf readers” at Shawmut to make sure all books are in correct order after the move.  Reading should be done as each shelf is filled there.

After Halletts left there was general discussion about their proposal.  Becky Spratford pointed out that they had moved Oak Park (some 150,000 items) for about $75,000.  Graebel was $1,000 higher and the other two firms Oak Park had contacted were much higher.

Rick had asked for input from BCA and was told Hallett was usually low bidder.  Bill Coffee said he had heard nothing but good about them.

MOTION:  Bill then moved to accept their bid, seconded by Laurel Gallagher.  Passed unanimously.

The three elevations left for our perusal by BCA were then addressed.

Jim Docherty pointed out that two houses being built at Blackstone and Maple had similar brick colors if anyone needed to see the color scheme in actual usage.

Mr. Fujii had some questions concerning the cornice but liked the overall look

Mr. Palmer felt the new elevations were an improvement over the pre-referendum look.

Rick labeled the three elevations A, B, and C and asked us to choose various aspects to be used on the finished drawings to be presented by BCA to the Planning Commission on Jun 14.

The Board liked the elevation “A” with the red brick from “B”, preferring “A’s” entrance of all limestone and the two additional windows on the stair landings.

The brick choices were voted on and the rough, older look red “Monticello” had a majority of votes.

Voting was divided on mullion (window divisions) colors between white and greenish, but Rick said it could be decided on later.  Color for the closed mullions in the stairwell was left for later as well, although some thought dark looked good.

The warm white “Onaga” limestone was chosen for the windows surrounds, entrance and other limestone areas.

Steve Moskal said the Fire Department had asked if they could use the empty library for fire training before it was torn down.  A decision on this was tabled.

He also reminded Rick that a check for the Village needs to be cut before the June 14th meeting of the Planning Commission.

Rick handed out copies of the proposed reserves over and above the monies received from the Bond issue.  He and Steve have worked very hard on the budget in order to have money put aside for contingencies and increased costs.  We should have enough to pay a Site Manager.

Committed monies include the BCA April 21, 2005 document amount, contingency fund, BCA costs (so far), Shawmut building rental, green roof and miscellaneous for a total of $8,888,194.00.

Available monies from the Special Building Fund, 2006 and 2007 planned surpluses, the GKST proposed interest and the $9,189,910.00 in the New Building Fund, total $10,333.718.00

Rick stated that we can absorb about $1,445,524.00 without affecting the operating budget.

Alan Laatz proposed we consider some fund raisers and Jim Docherty suggested a “garage sale” of used fixtures before moving into our new building.

It was decided that the “Farewell” party be for all residents of La Grange; young and old.

MOTION:  Bill moved to adjourn, seconded by Alan.  Adjourned at 8:59 p.m.

      Respectfully submitted,

      Caroline Coryell

Posted by lagrang at 03:48 PM | Permalink

PRESENT: Laurel Gallagher, Richard Adamczyk, Caroline Coryell, Becky Spratford, Bill Coffee, Mary Nelson, Alan Laatz
STAFF:  Steve Moskal, Debbie Darwine, Nancy Hardisty, Pat Prohl, Rose Taylor
VISITORS: Jim Docherty, Steve Wolf, Sara Luneberg (Suburban Life), Ken Knudson (Doings)
PRESENTERS: Jamie Rachlin (GKST), Mike Mackey and Totie Leonardo (BCA)

President Gallagher called the meeting to order at 7:05 p.m.

MOTION:  Mary Nelson moved to waive the reading of the minutes, seconded by Alan Laatz.  Passed unanimously.

MOTION:  Rick Adamczyk moved to accept the minutes as written, seconded by Bill Coffee.  Passed unanimously.

MOTION:  Mary moved to modify the agenda to allow Jamie Rachlin to give his presentation first, seconded by Alan.  Passed unanimously.

Rick explained that the ladder of investment proposed by GKST was based on the building schedule from BCA.

Jamie (representing GKST) explained how an investment plan would allow the bond proceeds to earn interest and, by arranging investments to mature at scheduled periods, funds would be available for construction when needed, while other investments would continue to accrue interest.  He proposed investing in triple A U.S. Government securities such as FHLB and FNMA for maximum safety and continuous interest.

Jamie also felt that by so doing the money could earn approximately $50,000 more in interest than if left in Illinois Funds.

A printout of a similar investment plan was given to each trustee from First National Bank of La Grange.  It had a similar time table but a smaller interest yield.

Steve Moskal also pointed out that the alternative to these two plans was to put the money into CD’s.

The decision was tabled to be discussed later in the evening.

MOTION:  Mary moved to again modify the agenda to allow BCA to make their presentation, seconded by Caroline Coryell.  Passed unanimously.

Mike and Totie presented the modified, updated elevations for the all brick facade and brought samples of brick, stone, and patina copper for us to view.  The brick samples corresponded to the 3 elevations shown, red, brown, and burgundy.  The Board preferred the red brick samples and a pale cream stone color.  Those samples and the elevations will be left in Steve’s office for further viewing.

Totie then went over the value engineering list with the Board.  Two of the items, replacing limestone with brick and replacing the south side plaster soffit with gypsum board had either been done or were approved by the Board tonight, for a savings of $122,000.  Replacing standing seam copper roofing with prefinished metal was left as an alternate.  The Board approved replacing cast iron sanitary and storm piping with PVC, saving another $13,000.  The only other item the board wanted as an alternate was the possible replacement of aluminum light pendants and sconces with steel.  Becky Spratford asked if we could see samples of both before making a firm decision and Mike said he would arrange it.

Other proposed changes were not approved as many of them (such as substituting plastic laminate for “Corian” on counter tops) would cost more in the long run, or be less efficient.

Rick asked Steve if there was still money in our building special fund and Steve said there was $336,000 now and $80,000 would be added this month.

The meeting then proceeded according to the agenda.

Laurel read a thank you note from Nancy Bent (Reference Department), and one from Eileen Lyons (our State Representative) explaining that no specific funding had been voted on for library construction.

A bill from CRM was given to Rick.

Laurel had received a request for the Library to purchase raffle tickets for the Pet Parade and inquired whether the Library intended to have a presence in the parade.  At this time no plans have been made.

A note was received asking us to visit the Riverside Library to celebrate their 75th anniversary.

Becky received a letter from the Shamut property real estate agent thanking her for working with them.

Steve noted that the ParK District thanked us for helping with their story-time.

Also Steve passed around a certificate received form Sara Long and Alice Calabreese marking 10-years of use of Northstar Net by our Library.

MOTION:  for approval of Warrant Number 193 was made by Caroline and seconded by Becky.  Passed unanimously.

MOTION:  for approval of Warrant Number 2-3 for payment of invoices related to new building costs was made by Caroline and seconded by Bill.  After some discussion on the early payment of the Shamut building rent it passed unanimously.

Rick gave the Treasurers report which showed us on target for tax monies and actually under budget in some areas.

It was suggested that the policy manual be amended to reflect the new ruling that new Trustees be sworn in at our May organizational meeting.  Steve will draft the wording and present to Board.

Steve passed around bookmarks and folders from Sherri Bocek with a map to the Shamut building.  These will be given out in the Library.  The Post office has informed us that La Grange Park will be responsible for mail delivery (even though the property is in La Grange!).

Steve present certificates of appreciation to Alan and Laurel as they are leaving the Board.  Alan was thanked for not only serving as Trustee but also for his help with the Long Range Plan and both referenda.  Laurel was recognized for her excellent tenure as president and for the long hours of work she put in on both referenda.

Alan read the names of the proposed officers selected by the Nominating Committee.  They are:

  President  Bill Coffee
  Vice President  Mary Nelson
  Treasurer  Rick Adamczyk
  Secretary   Caroline Coryell
MOTION:  Alan then moved to accept the Nominating Committee slate which was seconded by Rick.  Passed unanimously.

Mary proposed an amendment to the Building and Grounds By-laws as we do not now need to put moving out for bids. 
MOTION:  Mary moved that Section Number 4 be modified to reflect the new law that bids only are required for amounts over $20,000.00 and that Section Number 4-E be eliminated.  Bill seconded the motions.  Carried unanimously.

There was some discussion of fund raising ideas such as grocery certificates, etc. to be discussed further at a later date.

Becky informed us that only Hallett movers came to the walk-through of the two buildings as Graebel was apparently too busy to come.  Hallett will tender their proposal at the New Building Committee meeting on April 26.  They have suggested moving room by room as being more efficient.

The per-capita grant requirements, including Long Range Plans will be discussed at a later date.

Rick has been meeting as scheduled with Steve and BCA.  He wondered if it was possible to build book sensors into the walls.  Steve said there has been a design change for the book drop and another “Self-check Out” has been added.

Laurel said that Bob Milne would be here on May 17 at 7:00 p.m. to swear in the newly elected Trustees.

The new Operating Budget was discussed for fiscal year 2005-06.  Steve pointed out the few changes from the original levy and explained how we were able to put more money into our contingency fund. 
MOTION:  to accept the amended Budget was moved by Bill, seconded by Laurel.  It passed unanimously.

There was general discussion of the GKST proposal to invest the bond money.  It was pointed out that we asked Jamie to submit a proposal, he did not solicit us.  It looks as though the GKST proposal will save us the most money, and, as Rick pointed out, we don’t want to be short money.  Mary moved to accept the GKST proposal seconded by Bill.  Passed unanimously.

A motion to adjourn was made by Caroline and seconded by Alan, and unanimously approved by the Board.  Meeting adjourned at 10:00 p.m.

Respectfully submitted,

Caroline Coryell
Secretary Pro-tem

Posted by lagrang at 03:37 PM | Permalink