LaGrange Public Library Board News

PRESENT: Laurel Gallagher, Rick Adamczyk, Bill Coffee, Caroline Coryell, Mary Nelson, Becky Spratford,
STAFF:  Steve Moskal, Debbie Darwine, Pat Prohl, Rose Taylor
VISITORS: Bob Milne, Jane Byczek, Steve Wolf, Jim Docherty, Barbara Wolf
President Bill Coffee called the meeting to order at 7:04 p.m.
The President turned the floor over to Trustee Coryell.  Caroline thanked Laurel Gallagher and Alan Laatz for their service and good work. 

Bob Milne swore in returning Trustees, William Coffee, Mary Nelson, and Becky Spratford and new Trustees, Jane Byczek and Steve Wolf. 

President Coffee thanked Bob Milne.

MOTION:  to adjourn the Special Meeting was moved by Trustee Spratford and seconded by Trustee Coryell.  The motion passed unanimously.  Meeting adjourned at 7:15 p.m.

Respectfully submitted,
Diane McCarthy

Posted by lagrang at 04:17 PM | Permalink

PRESENT:  Becky Spratford, Chair; Mary Nelson, Trustee; Steve Moskal, Library Director; Debbie Darwine, Head of Reference
ABSENT:  Nancy Hardisty, Head of Technical Services
VISITORS:  Tom McAtee

The meeting was called to order by Spratford at 9:30 a.m.

Moskal began with an update on the move to 405 Shawmut (herein 405).  Hallett had met with key staff twice and Hallett now has a detailed floor plan which Valerie from Hallett has color coded.

Darwine showed the group how the adult collection will be laid out in Room “G” of 405.  She also reported on Youth Services’ planning.  As of now, 90% of the collection has been “planted.”  All present felt the complete layout would be available to the entire Board at the June meeting.

Director Moskal mentioned that when he is at the ALA conference he will be looking at vendors of Staff IDs with magnetic strips to be used for security between public and private spaces.  Would be needed in 405 and the new building.

An eagle Scout will paint the large room “G” at 405 and First Industrial will be painting the rest of the interior.

Moskal sent a draft letter to Pat Benjamin at the Village asking to make 405 a public use building from 6/15/05 through 8/03/07.  He is expecting to receive the permit by June 1.

Moskal reported that the staff would be having an in-service day on June 29 at 405.  The staff will tour the building and attend a presentation/discussion with Hallett.  Trustee Spratford recommended that Moskal also looks into a speaker to work on Communication between staff because with the move and in the new building, staff will be more spread out, making communication between staff members more difficult.

The committee decided that 405 will open for service on Sept. 11, 2005, the first Sunday hours after the summer.  The library will have a week to work the kinks out and then host a grand opening of 405 on Sept. 18th from 1-5 with light refreshments and balloons.  In light of this party, the committee felt any celebration at 10 W. Cossitt should not occur on September 17th and should be put off one week to the 24th.

August 22, 2005 is the first day the library will shut down to begin the move.  2 weeks prior to that date the staff will shelf read the entire collection to make sure it is the best order possible.  Hallett will tag all of the books 8/19-8/20.  In preparation for the move, Darwine reported that the staff are doing a heavy weeding of the collection now so that unnecessary items are not moved.

Moskal reported that the meeting room will not be booked after July 30th because the room will be used to stage the move.  Spratford brought up the 2 August Board meetings and the committee decided they will try to use Village Hall for the 8/16 and 8/23 meetings.

Next the group moved onto publicity.  Mary and Becky will prepare a letter to the editor for the local papers to run in early August.  It will announce our new location, thank First Industrial, give the dates we will be closed and reopened, and any celebrations/party dates.  Moskal reported that the next newsletter will lead with a map to 405 just like the last newsletter did.

Spratford will ask President Coffee to write a letter to the Village President praising First Industrial.

Moskal recommended we put up a sign at 10 W. Cossitt with a map, telling people we have moved.  The Village gave us the universal library symbol signs with arrows to lead people from the old building to 405.

The relocation committee will be asked to work on the RFID tagging on all of the materials while the library is at 405.

Spratford will talk to the local beat reporters about relocation and work with them to prepare articles about the move.

The meeting adjourned at 10:35a.m.

Respectfully submitted,

Becky Spratford

Posted by lagrang at 04:08 PM | Permalink

PRESENT: Jane Byczek, Rick Adamczyk, Bill Coffee, Caroline Coryell, Mary Nelson, Becky Spratford, Steve Wolf
STAFF:  Steve Moskal, Debbie Darwine, Pat Prohl, Rose Taylor
VISITORS: Jim Docherty, Ken Knutson
President Bill Coffee called the meeting to order at 7:34 p.m.
Trustee Coryell said on the April 19, 2005 Regular Board Meeting Minutes where Section 4 is mentioned it should refer to Section 4(d).  The minutes can be approved with that amended.

MOTION: to have an omnibus vote on the minutes listed on the agenda and with the April 26 New Building Committee minutes as amended, was made by Trustee Nelson and seconded by Trustee Spratford.  The roll call vote was as follows:  Nelson: aye, Coryell: aye, Adamczyk: aye, Wolf: aye, Spratford: aye, Byczek: aye, Coffee: aye.

Director’s Report: MOTION: to approve Warrant No. 194 and Warrant No. 2-4 was moved by Trustee Coryell and seconded by Trustee Spratford. 

Trustee Coffee asked about non-resident cards being down.  Pat Prohl said it’s a normal process and it’s explained further in her report.  Trustee Adamczyk asked for clarification about where the eagle scout was painting.  Steve Moskal explained the eagle scout will be painting the inside of 405, not the exterior.

Director Moskal mentioned the $1,000.00 donation from Elvira Teel to Friends of the Library.  The board wanted it noted in the minutes that they consider the donation very generous.   

Treasurers Report: Trustee Adamczyk reported everything looks fine with the end of the fiscal year.  Committee Reports: Building and Grounds: no report
Finance Personnel and Archives:  no report Legislation:  no report
Planning and Policy:  Trustee Spratford mentioned she would like to have a committee meeting. 
Metropolitan Library System:  no report 
Friends of the Library:  no report
Public Relations and Marketing:  Bill Coffee reported that Sherri is leaving at the end of May.
Long Range Planning:  no report
New Building -Sub Committees:
Administration & Coordination- Trustee Adamczyk reported he met with Steve and Rick McCarthy.  Rick McCarthy suggested holding a meeting  with local neighbors where they can discuss lighting and give them the name of the owner’s rep.  Rick McCarthy gave Rick Adamczyk the CRM cost estimate report and the color drawings that are going to the planning commission.  McCarthy explained that BCA will present the plans at the June 14 Village Planning meeting and the committee can ask questions.
Relocation & Moving- Trustee Spratford that Debbie Darwine explained to the committee how everything will fit in area ‘G’ at Shawmut.

Unfinished Business: Trustee Nelson inquired about the photo damaged by UPS.  Moskal reported it hasn’t been resolved yet. 
New Business:
MOTION:  to approve IPLAR 2005 was moved by Nelson seconded by Spratford.  The motion passed unanimously.
Steve Moskal explained the Non-Resident fee should be increased to $195.00.
MOTION:  to raise the Non-Resident fee to $195.00 was moved by Trustee Byczek and seconded by Trustee Spratford.  The motion passed unanimously.
Steve Moskal asked the board for approval for the library to close to the public for a staff in-service day on June 29. 
MOTION:  to approve library closing to the public on June 29 was moved by Trustee Coryell and seconded by Trustee Byczek.  The motion passed unanimously.

President Coffee announced the new committees for 2005-06 as follows:
Building & Grounds:  Wolf, Coryell, & Adamczyk
Finance, Personnel and Archives: Adamczyk, Byczek, & Spratford
Legislation:  Byczek
Planning & Policy:  Spratford, Wolf, & Nelson
MLS:  Moskal
Friends of the Library:  Coryell
Public Relations & Marketing:  Byczek, Wolf, & Coryell
Long Range Planning:  Spratford, Byczek, & Nelson
New Building Sub-Committees
Administration & Coordination:  Adamczyk
Design & Construction:  Nelson, Wolf, & Coryell
Donations, Fundraising, & Grants:  Nelson & Spratford
Events & Public Relations:  Byczek & Coryell
Relocation & Moving:  Spratford, Wolf, & Nelson

Trustee Nelson reported that Rick McCarthy received bids from 2 owner’s representatives and indicated one of the 2 he has worked with in the past.  The New Building Committee will meet on May 19 to discuss then will bring a recommendation to the board on May 24.

Trustee Spratford reported the Grand Opening Party will be on September 18, cake and refreshments will be served.  September 24 will be the Farewell Party for the old building.

MOTION:  an omnibus vote to move into Executive Session was made by Trustee Adamczyk and seconded by Trustee Coryell.  The roll call vote was unanimous.

The meeting moved to Executive Session at 8:34 p.m.

The regular meeting resumed at 8:42 p.m.

MOTION:  to adjourn was moved by Trustee Nelson and seconded by Trustee Spratford.  The vote was unanimous.

The meeting adjourned at 8:43 p.m.
 Respectfully Submitted,
 Diane McCarthy

Posted by lagrang at 04:04 PM | Permalink

PRESENT: Committee Chair Mary Nelson, Steve Wolf, Caroline Coryell
STAFF:  Steve Moskal
VISITORS: Bill Coffee, Rick Adamczyk
Mary Nelson opened the meeting at 7:30 p.m. then recused herself from discussions because she knows one of the candidates (Mr. Wirack). Rick Adamczyk recused himself also.
Steve Wolf reported that he called Wayne Wirack to discuss his background. He found him knowledgeable but lacking any public building experience.
Caroline Coryell reported on the phone calls she made to references given by Norm Eallonardo. Both Pam Anderson, business Manager for the New Lenox Library (a BCA project), and Randy Vlcek, Assistant Director of the Algonquin Library (also a BCA project) remarked on Norm’s tact, expertise and ability to save money during construction by suggesting ideas and/or catching problems before they became costly!
Discussion of the two candidates followed (with neither Mary nor Rick taking part) and it was decided to suggest hiring Mr. Eallonardo to the full Board.
Steve Wolf wanted to know if the person hired would be contracted to also help with work at the Shamut location.
Bill Coffee said any contract we offered should include that as well.
Steve Moskal said the candidate would be an employee of the Board and would need a chain of command for meetings, questions, problems, etc. – all bills would, of course, be submitted to the Library.
He also pointed out that all ADA and Village regulations would apply to the temporary quarters.
Mary had some questions regarding Mr. Eallonardo’s answers on the "Independent Construction Form" and asked if she could invite him to the May 24 meeting to discuss them. The committee approved the suggestion.
Rick said the 7:00 p.m. meeting on May 24 was to allow BCA to explain to the immediate neighbors about fencing, construction traffic, etc. and get their suggestions.
Rick said this committees’ responsibilities would be to meet with the Owners Rep, possibly weekly, and to review design details for the Board.
MOTION:  Steve Wolf moved to adjourn, seconded by Caroline. Meeting adjourned at 8:28 p.m.
Respectfully submitted,
 
Caroline Coryell
Secretary

Posted by lagrang at 03:55 PM | Permalink

PRESENT: Rick Adamczyk, Jane Byczek, Bill Coffee, Caroline Coryell, Mary Nelson, Becky Spratford, Steve Wolf
STAFF:  Steve Moskal, Debbie Darwine, Nancy Hardisty, Patti Eaton, Rose Taylor
VISITORS: Jim Docherty, Jim Danbury, Mr. & Mrs. Dan Lynch, Sara Luneberg (Suburban Life)
PRESENTERS:  Rick McCarthy (BCA), Norm Eallonardo (Independent Construction Services)
Meeting was opened by President Bill Coffee at 7:05 p.m. who then turned the meeting over to Rick Adamczyk.
Rick introduced Rick McCarthy from BCA and asked the neighbors attending to come to the Board table where BCA spread out papers showing lighting schematics and site plans.
BCA explained that proposed lighting would be shielded from the neighbors and the range of light be directed only toward the parking lot.
He also explained that fencing would be provided by BCA – solid on the Library side and latticed over the solid fence on the neighbor’s side. He offered to plant ivy to make the fencing more attractive on the neighbor’s side also.
He asked if the neighbors had any concerns or questions; and they asked if something to slow traffic turning out onto LaGrange Road and Madison could be devised. Rick McCarthy said curb cuts to (hopefully) prevent left turns would be put in.
The neighbors also asked that hedges be kept cut to improve sight-lines coming out of the parking lot, since many children don’t watch out for the cars.
Also, Dan Lynch asked if power lines were to be buried, as on his lot the power lines are interfering with removal of a stump. BCA suggested checking with the Electrical Engineer, and said some wiring would be underground.
Rick (BCA) also said that trees in the south-west corner of the parking lot would be retained (if possible).
Rick Adamczyk said any questions or problems that came up during the construction would be handled by the "Owner’s Rep".
MOTION:  Mary Nelson moved to adjourn, seconded by Steve Wolf. Meeting adjourned at 7:25 p.m.
Respectfully submitted,
 
Caroline Coryell
Secretary

Posted by lagrang at 03:53 PM | Permalink

PRESENT: Rick Adamczyk, Jane Byczek, Bill Coffee, Caroline Coryell, Mary Nelson, Becky Spratford, Steve Wolf
STAFF:  Steve Moskal, Debbie Darwine, Nancy Hardisty, Patti Eaton, Rose Taylor
VISITORS: Jim Docherty, Jim Danbury, Mr. & Mrs. Dan Lynch, Sara Luneberg (Suburban Life)
PRESENTERS:  Rick McCarthy (BCA), Norm Eallonardo (Independent Construction Services)
Meeting opened by President Bill Coffee at 7:30 p.m.
Becky Spratford reported that since we cannot meet in our own meeting room during August, because staging for packing-up will be done there; the Village was asked if we could meet in one of their meeting rooms at the Village Hall. She pointed out that these rooms hold only 20 to 25 people, so if more space was needed we would have to arrange to use the large meeting hall upstairs. This was acceptable to the Board.
Bill asked Mary Nelson to report on the selection of an Owner’s Rep. Mary said, as she had recused herself from discussion, she would ask Caroline Coryell to report on the May 19 meeting.
Caroline explained that she had called references given by Mr. Eallonardo, and Steve Wolf had talked to Mr. Wirack. She briefly summarized her findings pointing out that everyone she spoke to was impressed with Mr. Eallonardo’s tact, professionalism and attention to detail.
Steve Wolf reported that Mr. Wirick was knowledgeable but lacked public building experience.
Board members questioned Mr. Eallonardo about several items on his resume, such as extraordinary costs (he did not anticipate any), travel expenses (only if he was required to travel out-of-state), and conflicts between BCA and the Board (he pointed out that he works solely for the Board).
He was asked about reporting to the Director, Board and/or Rick Adamczyk, he answered that he usually met once a week with library and Board liaisons and once a month to report to the full Board. He said he had worked with BCA on 5 or 6 jobs and had been in construction all his life. He envisioned perhaps spending 15 hours a week at the site, probably every day for an hour or two when construction is busiest. He also said he rarely exceeded his time estimate by more than 10%.
After Mr. Eallonardo left (at 7:50 p.m.) there was a brief discussion and Steve Moskal said he had arranged to meet with Mr. Eallonardo on June 2 about the Shamut building.
MOTION:  Mary moved to hire Mr. Eallonardo, seconded by Caroline. Passed unanimously.
Rick (BCA) then proposed we use red mullions for the new library instead of the previously proposed green or white, and passed around a photo and sample. Most of the Board agreed. Rick then left at 8:15 p.m.
Bill asked Mary to be the liaison between the Board and the Village Board, and to meet with Steve Moskal, Rick Adamczyk, and Norm Eallonardo weekly as the committee representative.
Bill also suggested members of the Relocation Committee meet with staff and movers as needed.
Steve Moskal reported that the Village had waived our PUD fees and reminded everyone to attend the Planning Commission meeting on June 14, at 7:30 p.m.
Several members had received an e-mail from new Village Board member Mike Horvath concerning library design – there was no discussion.
MOTION:  Jane Byczek moved to adjourn the meeting, seconded by Becky. Meeting adjourned at 8:28 p.m.
Respectfully submitted,
 
Caroline Coryell
Secretary

Posted by lagrang at 03:51 PM | Permalink