LaGrange Public Library Board News

LAGRANGE PUBLIC LIBRARY

COMBINED COMMITTEE MEETING –
 PUBLIC RELATIONS AND MARKETING
 EVENTS AND PUBLIC RELATIONS SUB-COMMITTEE
 RELOCATION AND MOVING SUB-COMMITTEE

TUESDAY, AUGUST 2, 2005
7:30 p.m.
MEETING ROOM

AGENDA

1. Call to Order
2. Public Comments regarding items on the agenda
3. Discussion of Public Relations and Planning for the September events surrounding the closing of 10 W. Cossitt and the opening of 405 Shawmut
4. Discussion of coordination of efforts of the Public Relations and Event oriented Board Committees and Sub-Committees
5. Public Comments regarding matters not on the agenda
6. Adjournment

[If special accommodations are required for a person with a disability, please notify the Library at 352-0576 twenty-four hours in advance of this meeting.]

Posted by lagrang at 12:53 PM | Permalink

LAGRANGE PUBLIC LIBRARY
RELOCATION SUB-COMMITTEE MEETING
THURSDAY, AUGUST 11, 2005
9:30 a.m.
MEETING ROOM
AGENDA (revised)

1.  Call to Order

2. Public Comments regarding items on the agenda

3. Unfinished Business
• Public Relations Update
• Moving Update
• 405 Shawmut Construction Status
 
4.   New Business
• Discussion of September 8, 2005 meeting

5.   Public Comments regarding matters not on the agenda

6.   Adjournment

[If special accommodations are required for a person with a disability, please notify the Library at 352-0576 twenty-four hours in advance of this meeting]

Posted by lagrang at 12:12 PM | Permalink

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
NEW BUILDING COMMITTEE MEETING
Tuesday, June 28, 2005

PRESENT:  Rick Adamczyk, Jane Byczek, Bill Coffee, Caroline Coryell, Mary Nelson, Becky Spratford, Steve Wolf
STAFF:  Steve Moskal, Rose Taylor, Patti Eaton, Pat Prohl, Debbie Darwine, Nancy Hardisty, Noel Zethmayr
VISITORS:  Karen and Dan Lynch, Jim Danbury, Ivonne Theiss, Heather Cavanaugh, Mary Moskal, Ken Knudson (Doings)Sara Luneberg (Suburban Life)
PRESENTERS:  Norm Eallonardo (Owner’s Rep), Rick McCarthy (BCA)

Chairperson Rick Adamczyk called the meeting to order at 7:30 p.m.

Mary Nelson had heard from the Village on a date for a workshop meeting. Caroline Coryell and Bill Coffee will attend on Wednesday, July 6, 2005, at 1:30 p.m. Steve Moskal, Rick McCarthy, Bob Philipszyn, Steve Randolph and another member of the Plan Commission will also attend, and possibly Pat Benjamin.

Norm Eallonardo went over the "Monthly Construction Report"; explaining various issues and the progress being made (or yet to be made).

Of the "Action Items" established on a walk through with First Industrial on June 15, 2005; some 40 remain incomplete.

The Fire Department inspection on June 10, 2005, showed that 15 dry chemical and 2 CO² extinguishers will be required. Fredricksen Fire Equipment can supply these at a cost of $1,897.43. Also there is a sprinkler system already in place which notifies the Fire Department if one goes off (a "Water flow Alarm " system). Four additional exit lights will be required and, Steve Moskal said an evacuation plan is being developed. The Fire Department indicated their final inspection would take place after all books, furniture, equipment, etc. have been installed.

Steve said he thought the fire extinguishers to be purchased would be enough for the new library building as well.

Low partitions and counter tops have been removed along with power poles, and voice/data cables pulled back to above the drop ceiling. However, minor patching of drywall and some painting will now be required.

The removal of drywall will necessitate carpet repair and/or replacement; First Industrial will re-carpet room "J" at their expense.

Some new door hardware will be required, to limit access to non-public areas and Norm is working on this.

Norm said they were working to reuse as much existing cable for telephones, tech requirements, etc. as possible.

Steve said we have a "temporary Use" permit good for 24 months, but Norm says it is in our best interest to obtain a "Certificate of Occupancy" so that all jurisdictional departments can sign off on the building.

Steve also said exterior lighting would be the responsibility of First Industrial.
Jane Byczek said if the names of reliable carpenters were needed she could supply some.
Norm completed his report and left at 7:53 p.m.
Rick McCarthy (BCA) showed a nifty "virtual site study" which pictured the proposed building in relationship to the buildings around it. This computer program allows the building to be seen from several different views, "bird’s eye", drive past, side views from street or parking lot, etc. to give an all-round idea of how the building would fit the lot as well as how it would interact with existing buildings. It showed, as no static drawings could, the mass and scope of the building. Rick will bring it to show at the July 6, 2005 workshop meeting.

Rick also pointed out the 15-feet set-back proposal would remove a 5’6" strip from the North-South run of the building. He will indicate to the Plan Commission what this will take out of the plan.

Rick had floor plans with furnishings, stairs, bathrooms, etc. to show the Plan Commission, as they requested.

Following some general discussion on the "virtual reality" program and others site questions, Rick left at 8:32 p.m. Then the Board discussed how best to answer the requests made by the Plan Commission.

Jane said the Park District had been given a list of things to be asked for by the Plan Commission and expressed surprise that we had not been given similar information before meeting with them.

Mary brought out the traffic study packet sent to her by Tim Flanagan (IHOP property developer).

Caroline said she spoke to Police Chief Holub about the suggestion that the entrance to the library be moved to La Grange Road. Chief Holub expressed concern over the potential for accidents and hoped the entrance would remain on Cossitt, perhaps closer to the parking lot.

Rick said he would be responsible for explaining the various steps we went through in making the decision to keep the library on its existing site.

Becky Spratford said Dan Weisman would be willing to explain the services and programs requested by the different focus groups who worked on the "Long Range Plan".
Jane and Becky were asked to say a few words concerning space requirements for various services and explain why it is expensive and inefficient to split the collections.

BCA would then show floor plans, the "virtual reality" program and as much other information and as many drawings as needed.

Last of all Steve would talk about the program – putting all of the foregoing information into perspective.

Rose Taylor said the Principal of Cossitt would supply a written report on the regulations regarding the students going to and from school.

Data on parking lot usage, staff parking, after hours parking, spaces available on average, etc. would be given.

Rick emphasized that this is a community project, not a Board or staff or Architect project; therefore, unless giving an opinion, we should avoid saying "I" or "We" and say "the public" or "the community" whenever possible.

The proposal for a higher fence would be addressed and the idea of a lift gate gone into (unnecessary, of course, with a 15-foot set back).

Steve Wolf said he had been told that a covenant exists prohibiting the Library from re-building without a set back. Steve Moskal said he had not been told of any, nor had he seen any written information on it.
Steve Wolf also reminded us of some of the finer points of the "Open Meeting Act".
As had been suggested at the last meeting, visitors were asked if they had any questions or comments.

One citizen said that the library should prioritize it’s space requirements and look at needs not just wants. Several people hoped the library would continue to work on the set-back on La Grange Road for reasons of safety as well as aesthetics. It was also suggested that we keep the public apprised of our move and Shamut progress to make sure they are "in the loop".

The Board decided a meeting on Monday, July 11, 2005 would be necessary to go over the information from the July 6, 2005 workshop and make sure all issues have been addressed. Caroline will take notes at the July 6 meeting and send them on to Steve Moskal that night; so that the Board will have them before July 11.

MOTION: Jane moved to adjourn, seconded by Bill. Meeting adjourned at 9:32 p.m.

Respectfully submitted,

Caroline Coryell

Posted by lagrang at 09:36 AM | Permalink

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
BOARD OF TRUSTEES PLANNING AND POLICY COMMITTEE MEETING
Tuesday, June 21, 2005

PRESENT:  Becky Spratford, Chair; Mary Nelson, Steve Wolf
VISITORS:  Bill Coffee, Board President; Rick Adamczyk, Trustee; Steve Moskal, Library Director

The meeting was called to order at 8:55 p.m.

Unfinished Business
Becky went over the proposed changes to the Governance Policy as drafted by Director Moskal.  This policy will now state that new Trustees will be sworn into office at the beginning of the May meeting as long as it is within 60 days of the election per Illinois law.  The changes also state that the new officers will be sworn into office every year at a special meeting immediately prior to the regular May Board meeting.  The committee agreed with the changes and will recommend that the policy be adopted as written at the July Board meeting.  Bill will add it to the agenda for July.

New Business
Becky described an e-mail from Director Moskal in which he was concerned about for-hire tutors using our study rooms in the new building.  Hinsdale has had a problem with this in the past and Director Moskal acquired a copy of their policy on the matter.  It reads as follows:  “Sale of Goods/Services Prohibited:  Library study rooms may not be used to distribute or sell goods or services of any kind, including- but not limited to- paid tutoring services.”  The committee liked the succinct Hinsdale policy but recommended changing the beginning to “Any enclosed library rooms” so as to include the meeting room in said policy.  Director Moskal agreed to draft a policy and will pass it on to the committee at a future date.

The committee moved on to a discussion about requests for fundraising and drop boxes from groups outside the library.  Currently the library has no policy on this issue and makes decisions on a case by case basis without any standards.  The question arose when a patron asked to if the library could put a change box at the circulation desk to collect money for animals in need.  Rick was most concerned that any time you collect money for one cause, those with a differing point of view will take offense.  Mary expressed concern over completely outlawing donations if that policy meant the Friends of the Library could never put out a collection cup at programs.  Steve and Director Moskal both expressed concern over clogging the new building with donation boxes for goods.  Director Moskal said he would look at the Village Hall policy for such situations and draft something similar for the committee’s review.

The committee addressed its final issue which was added to the agenda during the Board Meeting immediately prior to the committee meeting.  Steve and Mary had mentioned altering our agendas so as to allow visitor comments at the beginning of the meeting for things on the agenda and again, visitor comments at the end of the meeting for items not on the agenda, just as the Village Board does.  Director Moskal had a few questions about how it works at Village Board Meetings.  Mary and Steve answered his inquiries using their experience attending said meetings.  After completing the discussion, the committee decided to recommend changing all of the Library Board’s agendas to be more like those of the Village Board.  Director Moskal will add it to the July agenda for a Board vote.

Motion to adjourn was made by Mary and seconded by Steve.  The vote was unanimous

The meeting adjourned at 9:24pm.

Respectfully submitted,

Becky S. Spratford

Posted by lagrang at 09:33 AM | Permalink

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
BOARD OF TRUSTEES REGULAR MEETING
Tuesday, June 21, 2005

PRESENT: Jane Byczek, Rick Adamczyk, Caroline Coryell, Mary Nelson, Becky Spratford, Steve Wolf, Bill Coffee (at 8:10 p.m.)
STAFF:  Steve Moskal, Patti Eaton, Debbie Darwine, Nancy Hardisty, Pat Prohl, Rose Taylor
VISITORS: Jim Docherty, Heather Cavanaugh, Karen and Dan Lynch, Mike Horvath, Jim Danbury, Kay Rasmussen , Sara Luneberg (Suburban Life)

Mary Nelson opened the meeting at 7:30 p.m. in Bill Coffee’s absence.

Visitor comments were requested and one citizen remarked that the successful referendum meant it was too late to simply scuttle five years of work. Speed bumps and sight lines were revisited and some felt we were planning for too many public computers. We were asked if we still intended to plan for a "green roof" and Becky Spratford replied that we hope to get a grant.

MOTION:  It was moved by Caroline Coryell and seconded by Becky to accept the minutes in an omnibus vote. Therefore the minutes from May 12, 2005 Relocation Committee, May 17, 2005 Special Board meeting, May 17, 2005 Regular Board meeting, May 19, 2005 Design Committee, May 24, 2005 New Building meeting, and May 24, 2005 Special Board meeting were voted on by roll call. Passed unanimously.

Mary reported that she had asked Pat Benjamin if an informal meeting with 2 Plan Commission members, as suggested previously, could be arranged. She is waiting for them to choose a date.

She contacted Tim Flanagan (IHOP property) to ask if we could use information from their traffic study and he said he would try to put a packet together for us.

Steve Moskal reported that he was working with Norm Eallonardo on 405 Shamut.

MOTION:  It was moved by Caroline and seconded by Mary to approve Warrant Number 195 in the amount of $103,319.30. Passed unanimously.

MOTION:  It was then moved by Becky and seconded by Mary to approve Warrant Number 2-5 in the amount of $128,934.17. Passed unanimously.

Steve introduced Peg Blasage, our new part-time Public Relations person, who has done work for libraries previously.

Steve also had the schedule for the Staff In-Service Day to be held on June 29, 2005.

He then updated the Board on the progress made on the move to the Shamut property. He showed a floor plan indicating the proposed reception area and office areas on the first and second floors.

Patti Eaton has been working with Hallett Movers to fit the Youth Services collection, and other areas such as the story-time room, into the central area of the Shamut building.

Debbie Darwine has done the same for the adult collection in the area marked "G".

Becky asked where new books would be displayed and was told that tentative plans are to put them on carts for easy access.

Steve pointed out a possible conference/Board room on the main floor as well as offices, break-room, and another conference room on the second floor. He said since we were having some problems with our existing water coolers, he proposed arranging for bottled water.

He also said they were looking into temporary fencing along the train tracks, and posting signage in the parking lot to indicate it is not a right-of-way for trucks, which had been using it as such.

Bill arrived at 8:10 p.m., and proceeded to conduct the rest of the meeting; calling on Rick Adamczyk for his Treasurer report. Rick said at one month into the new fiscal year we were about on target; however the Public Relations budget for the "Book Report" has been exceeded and will have to be scaled back.

The Charles Schwab laddering account sheets were attached to the Treasurer’s report; interest income will not be reported until sometime in June.

There were few committee reports. Becky reminded the Planning & Policy committee that there would be a meeting tonight after the Board meeting. We also need to plan for the "Closing Party" on September 24 since time is growing short.

Mary gave Bill an update on her previous conversation with Pat Benjamin. Parking lot usage was also discussed.

Rick will go over BCA’s overall view and ask for Board input at the New Building Committee meeting June 28, 2005 so we will be more prepared for the Plan Commission meeting on July 12, 2005.

Steve said the latest revisions to the Policy Manual (on CD-ROM) was included in the Trustee packets.

The Per-Capita Grant requirements are also appended to the trustee packets and he reminded us that we are responsible for reviewing these requirements before the September meeting; trustees must also review the "Trustee Fact File". The grant has an October filing deadline.

Mary reminded the trustees that internal documents and "works in progress" were for our information only, until, and/or unless, they are adopted or voted on.

Steve reported that he has sent information on our move, opening and closing dates, etc. to area libraries. Information will also be given to the Village Manager for inclusion in the "Spokesman".

Steve Wolf suggested we allow time at the end of our regular meetings for citizen comments. The suggestion will be considered during the Planning & Policy Committee meeting following this meeting.

MOTION:  It was moved by Caroline and seconded by Mary to adjourn the meeting. Meeting adjourned at 8:42 p.m.

Respectfully submitted,

Caroline Coryell
Secretary

Posted by lagrang at 09:32 AM | Permalink

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
BOARD OF TRUSTEES SPECIAL MEETING
Thursday, June 16, 2005

Present:  Richard Adamczyk, Jane Byczek, Caroline Coryell, Mary Nelson, Becky Spratford, Steve Wolf
Absent:  Bill Coffee
Staff:   Steve Moskal, Rose Taylor
Visitors:  Kathy Deane, Karen Lynch, Jim Palermo, Julie Serrano, Tim Trompeter,Robert Wessel, Ken Knudson (Doings)
Presenters:  Rick McCarthy (BCA), Mike Mackey (BCA)
Meeting was opened by Vice President Mary Nelson (in Bill Coffee’s absence) at 8:34 p.m.
Mary asked for any audience comments before starting the meeting.
Audience comments concerned the La Grange Road zero lot line as well as the size and scope of the project. Also there was concern about construction traffic and attendant dirt and noise. We were asked if a "site manager" (as designated by the village) and an "owner’s rep" were the same, and Mary explained it was just a question of semantics; that their responsibilities were similar.
Mary then asked the Board for their thoughts and suggestions about the Plan Commission meeting on June 14.
There was general discussion with most members saying they felt the Board was not prepared to answer many of the Commission’s questions. Some questions came as a surprise to members, who had not expected to be asked about parking or traffic since the new building is proposed for the same site; or about pedestrian counts. There were some questions about zoning rules and Commission regulations, but Board members agreed "we need all our ducks in a row" before the next hearing.
Rick McCarthy then handed around a tentative foot-print plan to reconfigure the site of the proposed building. It is so far only a suggestion as much work needs to be completed on answering the questions and information requests from the Plan Commission.
BCA pointed out that requests for meetings with the Plan Commission were held off (at the Commission’s request) until after the referendum passed and bonds were sold.
The questions posed by the Commission will be answered as quickly and fully as possible. BCA would work with Steve Moskal on the floor plans and would provide the foot-print and site elevations requested. BCA will also attend our June 28th meeting.
Traffic counts, etc. would be taken by members and Mary would contact Tim Flanagan (IHOP property) to use their traffic study if possible. Rose Taylor contacted the Cossitt School Principal for pedestrian information and was told that the Principal would be available to testify before the Plan Commission, if necessary.
It was agreed that adding 2-feet of lattice to the top of the 6-foot fencing would not be a problem for us, and costs (and ADA requirements) for a lift gate would be explored.
Though some members questioned the need for reporting on alternate site data, files and minutes would be gone through for factual information about this. (Our lawyer would be consulted on how to handle Executive meeting minutes).
The suggestion by the Commission to move the front facade to La Grange Road, with the entrance there as well, needs to be researched; as the Board felt this was a dangerous situation and a Cossitt entrance (perhaps closer to the parking lot) would be better. The traffic study may help here.
Mary suggested she ask for a workshop meeting with BCA, two Board members, Steve, and two Commission members. The Board agreed. Also we need the BCA extra cost information.
Caroline Coryell moved to adjourn, seconded by Becky Spratford . Meeting adjourned at 10:28 p.m.
Respectfully submitted,
 
Caroline Coryell
Board Secretary

Posted by lagrang at 09:30 AM | Permalink

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
BOARD OF TRUSTEES RELOCATION SUBCOMMITTEE MEETING
Thursday, June 9, 2005

Committee Members Present:  Becky Spratford, Chair; Mary Nelson, Trustee; Steve Moskal, Library Director; Debbie Darwine, Head of Reference, Nancy Hardisty, Head of Technical Services

The meeting was called to order at 9:35 a.m.

The meeting began with a moving update by Steve Moskal.  Norm toured 405 Monday, 6/6 and found a few possible problems.  He requested another walk through with Village officials before we take possession.  One will be set up.

Steve has the staff making a sheet for what each room needs to have and how it will function; it is like a reverse building plan.  Norm wanted a legend of all spaces.

Steve, Debbie, and Nancy went over the floor plan for the committee.  Rough floor plans will be presented at the June Board Meeting.  Becky will tell Bill Coffee to add it to the agenda.

Valerie from Hallett confirmed that the collection will fit the way the staff have placed it.  The second floor still needs to be detailed out.

First Industrial sent us a Welcome Tenant package.  We will receive the keys after a walk through with the owners on 6/15.  Norm is already working on the demo of the low partitions.  We will also work with the demo team for 10 W. Cossit to save everything we can.

Diane Grossi has worked with the Village to get the Library Board meeting space in Village Hall for the two August meetings.

Finally, Steve went over the agenda for the June 29, 2005 in service day which will include Valerie from Hallett to go over the move, a full tour of 405 for the entire staff, and a presentation by BCA.

The committee moved on to Public Relations update.  Steve reported that he is currently interviewing candidates for the open position and will have a new PR person hired by next week.  The July newsletter will be devoted almost solely to relocation.

Debbie reported that other area libraries are hearing from our patrons that we will be closed for 2 years.  There is a problem because this comes up frequently, even though the newspaper has written about our relocation property.  Becky offered to call the press and discuss the problem with them.

Mary asked if we should consider publishing moving updates in the paper much like the Village of Western Springs has for their new train station construction.

To help with all of the questions, Steve said he would put a FAQ page for the construction project on the website.

Printed directions are being developed for our member libraries and patrons.  Mary will ask for the next Village Spokesman to include information about the library’s relocation.  Steve will also ask the cable channel to run a crawl in August.

Steve said he would prepare the two large library banners to be hung on the LG Rd side and the parking lot side of the building.  These banners will list the closing date for the move and the re-opening date for 405.

Next the meeting moved onto 405 Construction Status.  Steve reported that First Industrial is doing their work now including cleaning, painting, parking lot resealing etc…  We can begin our work on June 15th.  We are ready to set up phone and data lines and are looking if we need to change any electrical.

The meeting adjourned at 10:35 am.

Respectfully Submitted,

Becky S. Spratford

Posted by lagrang at 09:29 AM | Permalink

7:30 p.m.
MEETING ROOM (10 W. Cossitt)
AGENDA

1. Call to order

2. Visitor's Comments (including indications of Agenda items which they may wish to speak)

3. Minutes of the June 9, 2005 Relocation Sub-Committee Meeting
* Minutes of the June 16, 2005 Special Board Meeting
* Minutes of the June 21, 2005 Regular Board Meeting
* Minutes of the June 21, 2005 Planning & Policy Committee Meeting
* Minutes of the June 28, 2005 New Building Committee Meeting

4. Communications

5. Library Director's Report
* Approval of Warrant Nos. 196 and 2-6 dated July 19, 2005 covering payment of operating invoices and payroll and payment of invoices related to new building, respectively

6. Treasurer's Report

7. Committee Reports
Building and Grounds –Steve Wolf
Finance, Personnel and Archives –Rick Adamczyk
Legislation –Jane Byczek
Planning and Policy –Becky Spratford
Metropolitan Library System –Steve Moskal
Friends of the Library –Caroline Coryell
Public Relations & Marketing –Jane Byczek
Long Range Planning –Becky Spratford
Village Liaison –Mary Nelson
New Building – Rick Adamczyk: Progress report from BCA Architects
       New Building
 Sub-Committees:
  Administration & Coordination –Rick Adamczyk
  Design & Construction –Mary Nelson
  Donations, Fundraising & Grants –Mary Nelson
  Events & Public Relations –Jane Byczek
  Relocation & Moving –Becky Spratford
 
8. Unfinished Business
* Review of Trustee Facts File (requirement for ISL Per Capita Grant)

9. New Business (Any other items not listed here are for discussion only)
* Post move/pre-demolition status of 10 W. Cossitt - Becky Spratford
* Planning and Policy Committee Changes to the Governance Policy as drafted by Director Moskal - Trustee Spratford
* Planning and Policy Committee recommendations to revise format of meeting agendas - Trustee Spratford

10. Executive Session
The Board of Trustees may decide, by a roll call vote, to convene in executive session if there are matters to discuss confidentially, in accordance with the Open Meetings Act.

11. Adjournment

12. The next Regular Library Board meeting will be held Tuesday, August 16, 2005

[If special accommodations are required for a person with a disability, please notify the Library at 352-0576 twenty-four hours in advance of this meeting]

Posted by lagrang at 02:16 PM | Permalink