LaGrange Public Library Board News

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
BOARD OF TRUSTEES RELOCATION SUBCOMMITTEE MEETING
Tuesday September 6, 2005
Present:  Becky Spratford, Chairperson; Mary Nelson, Trustee; Steve Moskal, Director; Nancy Hardisty, Head of Technical Services; Debbie Darwine, Head of Reference
Absent:  Mary Nelson, Trustee
Visitor:  Caroline Coryell, Trustee; Peg Blasage, Public Relations; Sara Luneburg

The meeting was called to order by Becky at 3:04 pm

Peg began with the PR update.  She has sent out many new releases about returning books, put up lots of signs at both buildings to keep patrons who come the buildings informed, and kept the map box filled.  Peg reported that the international library symbol sign has been put up on the corner of Cossitt and Tilden.  She asked the group if they thought more were needed.  Steve suggested that we wait a month or so before re-evaluating it.

Peg also reported that both newspapers sent photographers to cover the move.  Finally, Steve and Peg set the budget for the 9/25 event within the $1,000 limit.

Steve went next with the Moving update.  He reported that Hallett had asked for staff to be at both locations all day during the move.  This went well.  Full time staff and a few part-timers filled the job easily.  Hallett completed the move on time and has 99% of the installation completed.  Their bill was also for exactly the amount they quoted us.

Debbie and Nancy reported that the staff is happy with the move.  Debbie said that almost every single item is where they thought it should be.  Nancy stated that it was tremendously effective.  Steve agreed and gave much of the credit to his staff’s hard work doing rough lay outs of each area which allowed him to map out the entire space using Smart Draw.  This made the move easier for everyone.

The Fire Inspection was earlier in the morning.  The inspectors had 4 pages of minor things that need to be addressed before the library will receive an occupancy permit.  The only major problem appears to be the audible alarm, which we were originally told we did not need.  However, Steve and Norm feel that it can be installed by Friday when the Village inspectors will return.

Steve will also have an evacuation plan in place and will practice it will his staff on Friday, September 9.

The meeting moved on to the construction update.  Steve reported that cars and trucks are using the parking lot to turn around.  Ann Wolf from First Industrial said she would put up poles to stop this.  The tractor trailers are still going through the lot, so Steve went to the neighboring businesses and talked to those in charge, asking them to tell the drivers to stop this practice.

Becky suggested that if this diplomacy does not work we should have the police come and give out tickets.

Steve mentioned that after the September 25 event, the 10 W. Cossitt lot will become private property and the police will tow all cars parked there.  Caroline asked about the liability of keeping the 10 W. Cossitt lot open.  Steve said it is a liability whether cars or people are there and until the construction fence goes up it will remain a problem.

Steve reported that they were able to find 5 new phones on eBay which will hook up into the old phone system and are being used in 405.

The group then took a tour of 405.

The group returned to the meeting room and adjourned at 3:50 pm.

Respectfully Submitted,
Becky Spratford

Posted by lagrang at 04:47 PM | Permalink | TrackBacks (0)

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
BOARD OF TRUSTEES REGULAR MEETING
Tuesday, August 16, 2005

PRESENT: Rick Adamczyk, Bill Coffee, Jane Byczek, Caroline Coryell, Mary Nelson, Becky Spratford, Steve Wolf
STAFF:  Steve Moskal, Patti Eaton, Rose Taylor, Nancy Hardisty, Pat Prohl, Debbie Darwine, George Drai, Noel Zethmayr, Linda E, Linda S, Peg Blasage
VISITORS: Heather Cavanaugh, Karen Lynch, Jim Palermo, Terry Nash, Sara Luneberg (Suburban Life)
PRESENTERS: Janet Petsche (Klein, Thorpe); Isela Catania, Mike Erickson (BCA)
Meeting was called to order at 7:34 p.m. by President Bill Coffee.

Bill then asked if Isela Catania and Mike Erickson from BCA could show their tentative plans before the rest of the regular meeting was held. The Board agreed.

Isela and Mike showed the original footprint plan and their proposed plan with a 15-foot set back from La Grange Road. They said a regular rezoning could be sought instead of a PUD. The set-back on Cossitt would remain at the lot-line unless the Plan Commission requested a move. Another proposal was to create 90° parking spaces on the south side of the library rather than angled parking. Becky Spratford felt we should emphasize to the Commission what we were giving up to create a set-back. Jane Byczek said that we should not allow the Commission to drive our building. Bill suggested a meeting; or faxing of all information to the board, before next Tuesday's meeting with the Commission.

BCA showed the 3-D virtual plan program which featured proposed changes to the roofline of the building. Two ideas were shown,

a softened semi-mansard style roof with a tower effect on the La Grange Road-Cossitt corner, exterior gables to create nook areas inside and break up the length, and an attic area look for the third floor,

a full mansard roof to the third floor; with sky-lights and dormers, a more prominent entrance on Cossitt, and mechanicals hidden in the roof-line area.

BCA said they could show both versions and project them on the wall so everyone could view them easily. Steve Moskal said that after working with BCA the library would not lose much area; the adult and youth spaces would remain essentially the same. BCA has attempted to comply with the Commission's suggestion that the building have a more residential-looking facade; the height, however, remains the same.

Bill said he had attended the Park Board's presentation and was told by Steve Randolph that our presentation should be made mainly by our Board members.

After the representatives from BCA left, the original agenda was adhered to.

After a proposed omnibus vote was moved by Becky and seconded by Jane, the minutes from July 11, 2005, July 14, 2005, July 21, 2005, and August 2, 2005 were approved unanimously, (with corrections to the August 2, 2005 minutes), by roll call vote.

The Director's report was given by Steve. Approval was asked for warrant #197 dated August 16, 2005 for $87,832.34 and warrant #2-7 dated August 16, 2005 for $10,804.53. It was moved by Caroline Coryell to approve, seconded by Mary Nelson, passed unanimously.

Steve gave a short report on Norm Eallonardo's progress at the Shawmut Avenue building. Nearly all items on the "Action Items" list have been completed. The last 3 are:

the handrail at the platform edge (in fabrication at this time),

new sign face (completed),

parking lot striping (will start August 16).

The Fire Department will make a final inspection just before we open. Carpet repairs and door hardware are done. Fencing along the parking lot is in. Preparations for technology and phone hookups are in progress. Book Drop will be placed in the "No Parking" area near the West entrance. The Mover's Layout is underway and the Certificate of Occupation application submitted to the Village.

Because of Diane Grossi's illness there was no treasurer's report.

Steve introduced Noel Zethmayr who will be the part-time Head of Young Adult Services.

Peg Blasage gave a short report on proposed costs for the "Goodbye/Hello" party September 25, 2005. Since our budget is $1,000 and the proposed cost without newspaper ads (a suggestion from Becky) is $1,340.00 we may have to re-think some of the suggestions. Caroline will talk to Peg about it.

There were no Standing Committee reports. Rick Adamczyk reminded us that the Plan Commission open meeting on August 23, 2005 would be directed by the Commission. Although it is open to the public, because it is a "workshop" meeting, no public comment will be allowed..

Becky announced the final "Relocation Committee" meeting on September 6, 2005, at 3:00 p.m. at the Shawmut location.

There was a short break for public comments. Questions were asked concerning the "green roof" (Board does not know status at this time), police patrol of the parking lot (Steve will contact Chief Holub), agreements or covenants on the existing building (we have not located any), and whether flyers concerning the move could be sent through the schools (will investigate).

Becky moved for a revision to the Policy Manual via Resolution # 081605A, seconded by Mary. Passed unanimously. These changes to Article III section 2, Article III section 3, and Article IV section 3 will be incorporated into the Policy Manual.

After a short break, it was moved by Becky and seconded by Mary to convene in Executive Session. Passed unanimously by roll call vote. Moved into Executive Session at 8:46 p.m.

Becky moved to return to open meeting, seconded by Mary. Passed unanimously. Moved into open meeting at 9:06 p.m.

After a ten minute break; summaries of various chapters from Trustee Facts File 3rd edition, were give by several members.

"Trustee Duties, Responsibilities" and "Orientation" was reported by Caroline,

"Board Organization" by Mary

"Legal Responsibilities and Liability", and "Policy Making" by Bill,

"Intellectual Freedom" by Becky

"Planning" and "Human Resources" by Steve Wolf.

Steve Moskal reported he is working on a Terrorist Plan to augment the Disaster Plan.

He also said he would get copies of plans form BCA to send out to Board members before August 23, 2005.

It was moved by Caroline and seconded by Becky to adjourn the meeting. Meeting adjourned at 10:09 p.m.

Respectfully submitted,
Caroline Coryell, Secretary

Posted by lagrang at 04:45 PM | Permalink | TrackBacks (0)

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
BOARD OF TRUSTEES RELOCATION SUBCOMMITTEE MEETING

Thursday, August 11, 2005
Present:  Becky Spratford, Chairperson; Mary Nelson, Trustee; Steve Moskal, Director; Nancy Hardisty, Head of Technical Services; Debbie Darwine, Head of Reference
Visitor:  Peg Blasage, Public Relations; Ken Knutson

The meeting was called to order by Spratford at 9:35 am.

Peg began with the PR update.  She passed out a budget and plan for the September 25th event.  This preliminary document was discussed briefly.  Peg did ask the committee to ok her signing a contract with the trolley people because Trustee Byczek did not get back to her about getting a discount.  Trustees Nelson and Spratford gave her the go ahead to sign the contract.

At the staff department head meeting Peg discussed staffing for the event.  The department heads felt there would be plenty of people willing to work and many part timers who could use the extra hours after a decrease in their hours during the move.

Steve complimented Peg on her hard work with this important event.

Mary Nelson had a PR comment.  She noticed that checkout lengths had been extended for books during the moving period and suggested that Peg put up a sign at the circulation desk alerting patrons to this change.

Peg agreed to look into it with the appropriate staff and also said she would begin working on a press release about the September 25th event.

The committee moved on to the moving update.  Director Moskal went through the items enumerated on the relocation time line and reported on the completion of each item.

Peg also reported that she secured a display box fro Caldwell Banker for the front door of 10 W. Cossitt.  She would put maps to 405 Shawmut in this box after the move.

Steve also said that he will be at the reception desk on September 11, to greet people for the first day of service at 405.

The meeting moved on to the construction update.  Steve announced that Norm will give a full report on the state of 405 to the entire Board next week.  Steve did report that the fence went up by the RR tracks (paid for by First Industrial).  The networking person also is in the process of doing all the wiring work so that we can move the internal phone system and computers to 405.  Steve ended his construction update by saying he is confident that we will be ready to move and ready to open on schedule.

Steve also reported that he signed the occupancy permit request with the Village and that they waived the $25 fee; however, he did warn the group that an inspection is still needed before we can open.

Becky reminded the group that she will on vacation from 8/25-9/1 and that Mary will be away beginning 9/1 through the end of September.  If a Trustee is needed on 9/1, Steve was directed to contact President Coffee.

The final item on the agenda is changing the September meeting.  The new agreed upon date is 9/6 at 3pm in the 405 meeting room.

The meeting was adjourned at 10:20 am.

Respectfully Submitted,
Becky Spratford

Posted by lagrang at 04:43 PM | Permalink

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
BUILDING & GROUNDS COMMITTEE WORKSHOP
JULY 23, 2005 

Present: Steve Wolf, Caroline Coryell
Absent:  Rick Adamczyk
Staff:   Steve Moskal
Visitors: Lynch, Jim Danbury

Meeting opened by Chairman Steve Wolf at 7:30 p.m.
Since there was no agenda given out, the meeting was a short workshop.
Steve W told us the Village preferred we not raze the Library building until we were ready to build the new building, then a permit could be sought.
The need to keep certain utilities and amenities working until after the September 18 party was discussed. It was thought that lights (of course), HVAC, water (for bathrooms) and the elevator would be required.
The Park District should be contacted about loaning us tables and chairs for that date.
The Police Department wants minimal lighting left on so they can see into the building easily.
The Fire Department still is interested in using the old building for training purposes just before it is razed. We need to contact Captain Griffin.
The need for security and liability insurance was brought up but needs to be discussed with the full committee. Weed removal and other minimal grounds keeping work would continue until the building is razed.
Karen Lynch and Jim Danbury expressed concern about the skate boarders/security/parking, etc. and were asked to contact the Police Department if any problems were encountered with the parking lot at night. They were also reminded that Norm Eallonardo would keep them apprised of scheduling, etc.
Workshop meeting was adjourned at 8:20 p.m.
Respectfully submitted,
Caroline Coryell

Posted by lagrang at 04:42 PM | Permalink

LAGRANGE PUBLIC LIBRARY
Board of Trustees Meeting
Tuesday, September 20, 2005
7:30 p.m.
Meeting Room – 405 Shawmut
AGENDA

1. Call to order

2. Public Comments regarding items on the agenda

3. Minutes:

• July 23, 2005  Building & Grounds Committee Workshop
• August 11, 3005  Relocation Committee
• August 16, 2005 Board Meeting
• September 6, 2005 Relocation Committee

4. Presentation of revised floor plans by BCA Architects

5. Communications

6. Library Director’s Report

• Director’s planned vacation leave October 7 through 24
• Administrative Assistant, Linda Montelo
• Report on 405 Shawmut – Steve Moskal (for Norm Eallonardo)
• Approval of Operating and New Building warrants

7. Treasurer Report

8. 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
New Building
 Sub-Committees:
  Administration & Coordination –Rick Adamczyk
Design & Construction –Mary Nelson
  Donations, Fundraising & Grants –Mary Nelson
  Events & Public Relations –Caroline Coryell
  Relocation & Moving –Becky Spratford

 
9. Public Comments regarding matters not on the agenda

10. Unfinished Business
• ISL Per Capita Grant  reports
• Signing the original Per Capita Grant application

11. New Business (Any other items not listed here are for discussion only)
• Appointment of Ad Hoc Committee – Bill Coffee

12. 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.

13. Adjournment

14. The next Regular Library Board meeting will be held Tuesday, October 18, 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 10:11 AM | Permalink

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
BOARD OF TRUSTEES COMBINED COMMITTEE MEETING
PUBLIC RELATIONS AND MARKETING & EVENTS AND PUBLIC RELATIONS SUB-COMMITTEE
RELOCATION AND MOVING SUB-COMMITTEE
Thursday, August 2, 2005

PRESENT: Jane Byczek, Becky Spratford, Mary Nelson, Caroline Coryell, Steve Wolf; Committee members, Bill Coffee; Board President
STAFF:  Steve Moskal, Peg Blasage
VISITORS: Don Lynch, Robert Wessel, Marcia Kratochvil (Gazette). Note: Meeting was taped by Mr. Wessel
Jane Byczek opened the combined meeting at 7:36 p.m.
There were no public comments before the meeting.
Jane explained that since there was overlap of duties and interests of these three committees they needed to be coordinated before the September party.
She also reminded us that decisions on timing and budgets for next year need to be made since the budget must be presented to the Board in October.
It was suggested, because of the Bears opening game, that the party be moved to Sunday, September 25. This would also give the staff more time to get used to the new building.
Mary Nelson asked if this would interfere with the timetable of shutting down utilities etc., but Steve Moskal said it would not be a problem. Building and Grounds Committee can approve.
Suggestions for the "Opening and Closing Event" included:
1. a trolley to travel between the two buildings. $560
2. refreshments -- hors d’oeuvres and lemonade at Cossitt,
cake, cookies and coffee at Shamut
3. asking guests to write notes (on walls or paper) and
4. record memories on tape at Cossitt
5. a treasure or scavenger hunt for the kids at Shamut
6. perhaps a juggler for kids also at Shamut
7. decorations (Becky Spratford has offered to donate)
8. letters to the friends of the Library asking for volunteers to help that day (Mary has offered to donate money for the postage) (Caroline Coryell will write, print, and mail letter)
9. postcard invitations to the Village and Park Boards, former Library Trustees and former staff members
10. smashing a bottle of champagne when Cossitt doors are closed at end of party. (Becky asked if insurance or Village permission would be required and Peg Blasage suggested sparkling water instead. Caroline will check with the Village on this)
The budget calls for a $1,000 expenditure for this event.
Publicity needs to be sent to all the area newspapers and information put in the September Newsletter. Becky suggested a paid ad, but budget constraints may not make this feasible. Also the local TV and radio stations should be contacted. E-mails will be sent to area libraries.
Someone said "home made" food cannot be offered at a public meeting, it must be purchased. Steve M and Peg will check this out. They will also check if any LTHS students want to volunteer as part of their community service requirement.
The three plastic banners we already own could be utilized, perhaps with new wording, on the trolley and both buildings. Peg will look into.
The Park District needs to be contacted about tables and chairs for the Cossitt building.
Becky would like to see Trustees and Staff at both locations all day, perhaps riding the trolley back and forth. However, with a maximum of six trustees; and staff already working at Shawmut, this needs to be carefully coordinated. Steve M reminded us that since the Shawmut building is officially open and in use on September 25, staff cannot be expected to also be at Cossitt. He will ask staff about this.
Jane then addressed the continuing coordination of the Public Relations Committee and other event oriented Board committees and sub-committees during the next two years. They will work with Steve M on what goes into the Newsletter.
She said the goals should be to sell the public on the library and keep them informed about the move, the construction timetable, meetings, etc. She noted the need for both immediate and long-term goals in this area. She felt it would be best to refer Public Relation information to her and have interviews on Public Relations go through herself and/or Peg. She would give reports and up dates to keep Trustees in the loop.
The need for full discussion of these ideas at the next regular Board meeting was cited by Bill Coffee.
It was suggested that "historical" information and regular up dates be added to our web-site; and, perhaps, a bulletin board be set up at Cossitt to keep the public informed. The bulletin board could show news releases and newspaper articles about the Library.
Steve M said he, of course, would keep staff informed at his weekly Wednesday staff meetings.
Because Jane may be unavailable, Caroline will work with Peg on Public Relations and logistics on the "Opening and Closing Event".
Our next meeting, Becky reminded us, will be at the Village Hall on August 16 (because our meeting room will be unavailable). Also the August 23 meeting with the Plan Commission will be at the Village Hall.
Steve Wolf asked Steve M for some information on our insurance coverage and liabilities, Steve M will give him the contact name and phone number.
Dan Lynch asked about our liability and legal issues concerning the empty building and was told this will be looked into.
MOTION: It was moved by Caroline and seconded by Becky to adjourn the meeting. Meeting was adjourned at 8:32 p.m.
Respectfully submitted,
Caroline Coryell

Posted by lagrang at 10:08 AM | Permalink

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
BOARD OF TRUSTEES REGULAR MEETING
Thursday, July 21, 2005

PRESENT: Jane Byczek, Rick Adamczyk, Bill Coffee, Caroline Coryell, Mary Nelson, Becky Spratford, Steve Wolf
STAFF:  Steve Moskal, Debbie Darwine, Pat Prohl, Rose Taylor, George Drai, Nancy Hardisty, Peg Blasage
VISITORS: Jim Docherty, Ken Knutson, Karen Lynch, Gloria Beasley, Jim Pavlacic, Mary Moskal
PRESENTERS: Norm Eallonardo, Gerry Dempsey
President Bill Coffee called the meeting to order at 7:30 p.m.
Bill Coffee announced BCA architects would not be presenting tonight as scheduled. 
MOTION: to have an omnibus vote to approve the minutes listed on the agenda was made by Trustee Coryell 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.

Communications:
United Methodist Women donated $100 for our summer reading program.  Nelson and Coffee complimented Steve Moskal for the in-house document keeping staff up-to-date on the move.  Moskal then gave credit to Peg Blasage.  Nelson informed the board that First Industrial will pay the entire cost for the fence by the railroad.

Director’s Report: MOTION: to approve Warrant No. 196 and Warrant No. 2-6 was moved by Trustee Coryell and seconded by Trustee Spratford. 

Moskal presented Norm Eallonardo for an update on the progress at 405.  Spratford thanked Norm for suggesting the use of First Industrial’s carpet installers, it was cheaper.  Byczek asked about the fire alarms.  Norm said to notify the fire department a call has to be placed or they are automatically notified if the sprinklers are set off.
Moskal reported he is still working on floor plans for 405

Treasurers Report: Trustee Adamczyk noted that interest rates at Illinois Funds have gone up.  Committee Reports: Building and Grounds: no report
Finance Personnel and Archives:  no report Legislation:  Trustee Byczek reported that if a website is maintained then agendas and minutes need to be posted.  Steve Moskal set up a weblog and agendas and minutes are being posted.
Planning and Policy:  Trustee Spratford will report later under New Business
Metropolitan Library System:  no report 
Friends of the Library:  no report
Public Relations and Marketing:  no report
Long Range Planning:  Trustee Spratford stated they need to go over the Long Range Plan after the move
Village Liaison:  no report
New Building:  Trustee Adamczyk asked President Coffee when BCA would be ready to show something to the board.  Coffee said they would be ready in a couple of weeks.
Sub Committees:
Events & Public Relations-  Chairperson Byczek said that Caroline should be the Chairperson since she will be on maternity leave for the September events.

Unfinished Business: Review of the Trustee Facts File- President Coffee will assign topics to discuss at the next board meeting. 
New Business:
Trustee Spratford reported on the July 14 Relocation Committee meeting, Moskal wants guidance from the board regarding the status of 10 West Cossitt after the move i.e. –level of lighting, landscaping, cleaning, etc.  President Coffee thinks that decision should be passed to the Building and Grounds Committee.  The committee will meet to discuss that.

Spratford asked the board for approval on changes to bylaws as written and proposed by Moskal, as follows:
1. Article III - Members
b) Section 2   Within 60 days after their election, the trustees shall take the oath of office and meet to organize the board.  The required oath may be taken and subscribed to before the Secretary of the Secretary pro temper of the library board or the Village Clerk or any other person authorized to administer oaths.

The swearing in ceremony for the newly elected Village Library Trustees shall take place at an organizational meeting convened prior to the regular May meeting, providing this is within sixty days after their election.  If no regular meeting is scheduled within sixty days after their election, a special meeting shall be called by the President of the Board.

c) Section 3 The first action taken at the May organizational meeting immediately after the swearing-in ceremony shall be the election of a President and a Secretary and such other officers as the board may deem necessary and the board shall further provide in the bylaws of the board as to the length of the terms in office.
The organizational meeting shall take place immediately after the swearing-in ceremony.  This meeting shall be presided over by the President of the Board and consist of the remaining Trustees and the newly elected Trustees.  In the event that the President has retired, a President Pro Tempore shall be elected to preside at this meeting.  The purpose of the organization meeting is to act on the recommendations of the Nominating Committee.

2. Article IV - Officers and Duties
c) Section 3 If there shall be more than one nominee for any office, a majority of votes cast shall be necessary for election.  Election shall be held annually at the May organizational meeting, following election of Library Trustees.
 
MOTION: to approve amendments to bylaws as written and proposed by Moskal was moved by Trustee Spratford and seconded Trustee Nelson.  The vote was unanimous.

Trustee Spratford requested that our agendas have the same language as the Village’s agendas with regards to public comments at the beginning and end of each meeting.
MOTION: to amend future agendas to reflect that change was moved by Trustee Nelson and seconded by Trustee Wolf.  The vote was unanimous.

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

The meeting adjourned at 8:30 p.m.
 Respectfully Submitted,
 Diane Grossi

Posted by lagrang at 10:06 AM | Permalink

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
BOARD OF TRUSTEES SPECIAL MEETING
Monday, July 11, 2005

PRESENT:   President Bill Coffee, Richard Adamczyk, Jane Byczek, Mary Nelson, Becky Spratford, Steve Wolf
ABSENT:   Caroline Coryell
STAFF:   Steve Moskal, Rose Taylor
VISITORS:   Ken Knutson, Sara Luneburg, Gerry Dempsey, Robert Wessel (videotaping)

The meeting was called to order by President Coffee at 7:30 p.m.  There were no comments from Visitors, nor was there any unfinished business.

President Coffee opened the New Business with an explanation.  This meeting was originally set to be a dress rehearsal for our second hearing in front of the Planning Commission; however, after the administrative workshop between a few members of both Boards, Village and Library officials, and the architects, everyone involved felt that there was not enough time to be ready for the formal hearing tomorrow.  Instead, a full workshop meeting at which both full Boards will be present, has been scheduled for Tuesday, August 2 at 7:30 p.m. at Village Hall.  This will be a meeting open to the public, however, there will be no comments allow from visitors.

Trustee Byczek asked about the format of this meeting.  President Coffee answered that it would begin with a formal presentation by us and then would lead to an open discussion between the two Boards.

President Coffee said that the Planning Commission’s next scheduled hearing is on August 9, but that agenda is already filled.  However, the Planning Commission Chairperson assured us that he can call a meeting for any day we need.

Trustee Nelson asked Gerry Dempsey, the Board’s attorney, if the videotaping by resident Wessel was legal.  Mr. Dempsey responding that as long as it does not impede upon library business, it is fine.

President Coffee continued by recounting the administrative workshop he attended.  The Board received Trustee Coryell’s notes.

Trustee Byczek asked what the architects are going to do now.  They are going to work on a new plan with La Grange Road set backs was the answer.

President Coffee noted that you can have as many workshops as you want or need before going before the commission again.  The Planning Commission representatives used their many workshops with the hospital as an example.

Trustee Spratford asked President Coffee since it sounds like we are being flexible with them, did you get a sense that they were willing to work with us?  Yes, was his response.

Trustee Byczek inquired if they now agreed with us that our current site is the best site.  President Coffee answered, yes.

Trustee Adamczyk asked about their concerns with the parking.  President Coffee reported that we explained ourselves and they seemed fine with the parking now.

Trustee Spratford asked if we brought up the safety concerns we, and others like the police chief, had about moving the entrance to La Grange Road.  President Coffee said that the commissioners seemed willing to let us keep the entrance on Cossitt.  Trustee Spratford then asked if President Coffee felt it was a positive experience.  He replied, yes.

President Coffee reported that he assured the Commissioners that the letter to the editor in the local papers in favor of the library was written by that citizen alone and not with any guidance from the library.

President Coffee reminded the Board that the purpose of workshops is to make it so a building will pass at its next formal hearing.

Trustee Byczek added that it is good to see two agencies working together to accomplish this one project.

President Coffee put an end to this portion of the meeting and moved on to a request to move the regularly scheduled Board meeting from July 19 to July 21, still at 7:30p.m.  He hoped that this would give the architects some extra time to prepare new plans to present to us.  The group agreed to the change.

MOTION to adjourn was made by Trustee Byczek and seconded by Trustee Wolf.  The vote was unanimous.

The meeting was adjourned at 8:10 p.m.

Respectfully Submitted,

Becky Spratford

Posted by lagrang at 10:05 AM | Permalink

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
BOARD OF TRUSTEES RELOCATION SUBCOMMITTEE MEETING
Thursday, July 14, 2005

Committee Members Present:  Becky Spratford, Chairperson; Mary Nelson, Trustee; Steve Moskal, Director; Nancy Hardisty, Head of Technical Services
Absent:  Debbie Darwine, Head of Reference
Visitor:  Peg Blasage, Public Relations

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

The meeting began with an update on the move.  Moskal went through the Time Line and updated the subcommittee.  The staff In-Service day on June 29th went very well; Room G has been painted; Steve and Norm made executive decisions as to which rooms at 405 Shawmut needed locks.  Moskal also showed the group the final layout of Room G.  He will work on the other big room, Room I, today.

Moskal reported that he received a quote from Central Rug and Carpet to replace the carpeting where the low partitions were demolished for $4224.15.  First Industrial is already going to recarpet Room J and some offices.  Norm suggested we ask their carpeting contractor for a quote.  If that price is less than the one Spratford and Nelson had authorized, Moskal should accept the quote.

Moskal’s report continued.  Vince Kerner is checking all the computer and phone lines in 405 Shawmut.  Norm has a punch list and is constantly checking with Ann Wolf.  We found out that 1/3 of the 405 Shawmut parking lot is actually located in La Grange Park; Moskal spoke to someone on their Village staff and was told it is OK and there is nothing further required to do.

The department heads and Moskal will be meeting with Valarie Feeney August 3rd at 2:30 p.m.  Thomas Ford and LaGrange Park have agreed to help our patrons while we are closed.

Moskal brought up the question of what we should do with the current library building until it is demolished.  How much should we shut down in terms of maintenance and utilities?  Spratford will e-mail President Coffee to add this issue to the agenda for the July Board Meeting.  The committee agreed that Director Moskal should be given general guidelines by the Board.

Spratford brought up the question of where MLS should deliver our books and other materials for the three weeks we are closed.  Moskal will have the Head of Circulation, Pat Prohl look into it.

The meeting moved on to the Public Relations Update.  Peg Blasage gave her report.

Blasage will put out a bullet point newsletter for the staff from now until after we move.  This will allow the entire staff to know what is going on and will stop any rumors.

Blasage will also call the major newspapers to ask them to do a feature story on the move.  In preparation for the move, Spratford will arrange to meet with Blasage to write a letter to the Editor from Spratford and Nelson about the move.  There will also be one more Book Report which will go out to every household before the move.

Blasage came up with a wonderful idea for the 405 Shawmut Open House/10 W. Cossitt goodbye party.  Her idea is to have both parties on September 18, 2005.  People can come to the old building and leave a mark there, literally and then board a trolley (or drive) to 405 Shawmut for tours and treasure hunts.  Blasage’s idea packages the Hello and Goodbye into one event.  She will call Trustee Coryell, Chair of the Relocation Celebration event, to talk about the details and the two of them will report to the entire Board.

The meeting moved on to New Business; however, there was no report from Nelson about the fence (bordering the parking lot west of the building) since First Industrial had not gotten back to her.
 
Spratford asked if there was anything else before we adjourned.  Nelson wanted to verify of we needed extra insurance on either 10 W. Cossitt or 405 Shawmut.  Moskal said he will have his Administrative assistant look into it and he will report at the August meeting.

Spratford announced that the next meeting will be on August 11 at 9:30 a.m. and there will also be a meeting on September 8 at 9:30 a.m. at 405 Shawmut. 

The meeting adjourned at 10:36 a.m.

Respectfully Submitted,

Becky Spratford

Posted by lagrang at 10:00 AM | Permalink

MEETING ROOM (405 Shawmut)
AGENDA

1.  Call to Order

2. Public Comments regarding items on the agenda

3. Unfinished Business
• Public Relations Update – Peg Blasage
• Moving Update – Steve Moskal
• 405 Shawmut Construction Status – Steve Moskal
 
4.   New Business

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]

405 Shawmut LaGrange, Illinois 60525 Phone: 708-352-0576 Fax: 708-352-5339 Web site: www.lagrangelibrary.org

Posted by lagrang at 12:40 PM | Permalink