LaGrange Public Library Board News

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
BOARD OF TRUSTEES REGULAR MEETING
Tuesday, February 21, 2006

PRESENT:   Caroline Coryell, Becky Spratford, Steve Wolf, Rick Adamczyk, Jane
                          Byczek, Bill Coffee
ABSENT:         Mary Nelson
STAFF:    Steve Moskal, Debbie Darwine, Linda Montelo, Peg Blasage, Pat Prohl, Noel 
                          Zethmayr, Rose Taylor, Nancy Hardisty
VISITORS:    Norm Eallonardo—Independent Construction Services
PRESENTER:  None

Meeting was called to order at 7:32 p.m. by President Bill Coffee

PUBLIC COMMENTS:  None

MOTION:  Move by Becky Spratford and seconded by Steve Wolf to approve the minutes by omnibus vote.  All minutes were approved with January 12, 2006 to be amended for a name correction.  A roll call vote was taken, All members present approved, absent was Mary Nelson.

MOTION CARRIES

COMMUNICATIONS:

Secretary of State—State Librarian:   We will be receiving our Per Capita Grant.

The board reviewed a thank you note from Mary Moskal.

DIRECTOR’S REPORT:

Steve Moskal commented on briefly on the many administrative meetings he attended for the New Building Project and asked for approval of warrants dated February 21, 2006.  Warrant Number 203 in the amount of $116,586.21, and Warrant Number 2-13 in the amount of $80,879.70.

MOTION:  Moved by Caroline Coryell and seconded by Becky Spratford to approve Warrant Number 203 and Warrant Number 2-13.  The motion passed unanimously.

MOTION CARRIES

TREASURER’S REPORT:

Every thing is in line.  We are looking great at 75% of the fiscal year. 

COMMITTEE’S:

Building and Grounds— None
Finance, Personnel and Archives—None; Meeting planned for March 03, 2006.
Legislation—Governor is asking for cuts to system which may affect Northstarnet.  Encourage all to contact our legislators.  Legislators listen to “Trustees”.
Planning and Policy— 9 Policy issues are being reviewed.  Compensatory time will need to used within 30 days of earning, must be pre-approved.  Draft approval form is already in place.
Metropolitan Library System—None
Friends of the Library—-None
Public Relations and Marketing—Long Range Plan; would like to start a data base of attendees to programs.  We would need a privacy policy developed to insure our patrons
Privacy, Board members names in “Book Report”, Board to use email for packets or go
online to blog for upcoming agendas, and crisis communication plan.  Who would
speak to press and Board in such a situation; telephone tree system.
Long Range Planning—None
Village Liaison—None
New Building—BCA not responsible for schematics for preliminary technology and wiring.  Rick authorized Norm Eallonardo to contact KJW to render services for schematics and estimates of roughing in.  All cabling is part of bid, systems available at additional costs.
Asbestos removal will start Wednesday, March 01, 2006 and be completed by Friday, March 03, 2006.  We will need to get a certificate from the EPA providing clearance for environmental issues before the Fire Department can start training in 10 W. Cossitt.
  Sub Committee
  Administration & Coordination—None
Design & Construction—Carpet and tile planning; March 02, and March 09, are final approval meetings.
Donations, Fundraising & Grants—None
  Events & Public Relations—None
  Relocation & Moving—None

PUBLIC COMMENTS:  None

UNFINISHED BUSINESS: 

There are two policies to be reviewed tonight; Holiday and FOIA.  There are currently two different Holiday policies; one in Operating and the other in Personnel.  It is recommended to delete all holidays from Operating Policy.  The Personnel policy is correct.
MOTION:  It was moved by Becky Spratford and seconded by Caroline Coryell to delete Holiday policy from Operating Policy and leave in Personnel Policy.  All members present
approved.  Absent:  Mary Nelson.

MOTION CARRIES
 
We currently have a “Draft” policy in place for FOIA.  The policy has been reviewed by our
attorney and also researched with other libraries.   A policy with requisition form has been
developed.  Our designated FOIA Officer is Debbie Darwine.

MOTION:  It was moved by Becky Spratford and seconded by Jane Byczek to approve
FOIA policy as reviewed by our attorney.  It was approved as amended to delete executive
from statement of Executive Director.  All members present approved unanimously.  Absent:
Mary Nelson.

MOTION CARRIES

NEW BUSINESS:  None 

EXECUTIVE SESSION:  None

MOTION:  It was moved by Caroline Coryell and seconded by Becky Spratford to adjourn the meeting. Meeting adjourned at 8:29 p.m.

Respectfully submitted,

Linda L. Montelo
Administrative Assistant

Posted by lagrang at 04:02 PM | Permalink

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
Finance, Personnel and Archives Committee Meeting
4:00 p.m., Friday, March 3, 2006
Present:  Rick Adamczyk, Chairman; Jane Byczek, and Becky Spratford
Absent:  None
Staff:     Steve Moskal
Visitors:  Mary Nelson

Meeting called to order at 4:05 p.m. by Chairman Rick Adamczyk.

Director Steve Moskal presented his proposed Operating Budget for 2006 – 2007 Fiscal year commencing May 1, 2006 and ending April 30, 2007. He detailed only those budget lines that represented significant changes in income and expense as compared to the 2005 – 2006 Operating Budget. The budget forecast for Total Income is $2,343,484. Total income less Debt Service is $1,658,135. Total Expense is $2,343,484. Total Expense less Debt Service is $1,658,135.

The committee approved the three year Salary Cycle. Following the Personnel Policy, our three year Salary Cycle would work as follows: Group 3 (consists of Range D) receives 3.3% full tax cap factor. All others include Groups 1 and 2 (Ranges A, B, C & F) receiving 2.3 %. Last year, the increases were 3% and 2%.This is the full weight of the increase in Minimum Wage and adjustments to the Salary Scale in the 2004 - 2005 Operating Budget. Moskal pointed out that excluding changes bringing the staff to full strength and factoring out the increase from 20 to 37 hours for YA Head, an increase of 20 to 25 hours for Public Relations & Marketing position and, this budget line would be $763,028, an increase of 5.3% over the current year.

Jane Byczek asked to see the job descriptions for the PR & Marketing Coordinator and Head of Young Adult Services that were created by the Director. Moskal said that those will be provided to all trustees at the March 16 board meeting.

Other notable changes included Medical Insurance at 29.3%. Moskal was asked to work with our carrier Blue Cross Blue Shield and the staff to see if this cost could be reduced. Building Maintenance was greatly reduced with our change to rented space at 405 Shawmut. Public Relations/Printing was increased to match the goals of the new Public Relations and Marketing Strategic Plan for 2006 – 2007 and recommended by that committee. Capital Contingencies (assuming all the Director’s assumptions on income and expense prove correct) will increase by $54,600 more than previously forecast in December.

Moskal concluded his comments by stating that this budget balances expenses and income and is his thirty-second balanced Operating Budget.  He asked Chairman Rick Adamczyk to take a vote signifying committee approval.

Motion: That the Finance, Personnel and Archives Committee approved the 2006 – 2007 Operating Budget as submitted by the Library Director and recommends this budget be adopted by the Library Board at its next regular meeting. Moved by Becky Spratford and seconded by Jane Byczek. The motion carried unanimously by voice vote.

It was moved by Jane Byczek and seconded by Becky Spratford to adjourn the meeting. Meeting adjourned at 4:50 p.m.

Respectfully submitted,
Steve Moskal
Recording Secretary

Posted by lagrang at 04:01 PM | Permalink

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
NEW BUILDING DESIGN AND CONSTRUCTION COMMITTEE
Tuesday, March 2, 2006
Present: Mary Nelson, Steve Wolf, Caroline Coryell
Absent: None
Other Board Members: Bill Coffee, Rick Adamczyk
Staff: Steve Moskal, Rose Taylor, Patti Eaton, Noel Zethmayr
Visitors: None
Presenters: Michael Mackey, Jodi Heifner (BCA)

Chairman Mary Nelson opened the meeting at 7:30 p.m.

Jodi Heifner said she had met earlier with Rose Taylor to talk about decor and ideas for Youth Services.

Mike Mackey said the main goal of tonight’s meeting was to decide where to place carpeting (what goes where) and basically present an overall view.

Jodi said we should focus on the "big" picture. She had ordered some custom strike-offs in green tones for the Youth Services department. Unfortunately one did not feature the alphabet letters as prominently as she had expected.

She proposed to talk about the entrances and adult areas first, then the lower level; ending up with her ideas for Youth Services (this area is her specialty, she has taught classes in Youth Services design).

She showed the light beige "porcelain" tile we had chosen for the entrance, stairs, halls and bathroom floors, along with a darker beige and soft green accent tile. We all liked the green tile.

She suggested we use the dark carpet we all liked, on the steps, and proposed a lighter, patterned carpet ("an organic look"), for the circulation desk area. She said the circulation area ceilings were only 10 feet 8 inches and so could use light carpet.

Jodi showed a circle pattern for the Teen area but Noel Zethmayr preferred a more geometric pattern in the same color way.

Jodi then proposed the "organic patterned" light carpet for the bulk of the adult area with the darker carpet along 2 sides and a half-circle of wood in the bay area (facing La Grange Road). She said with dark stacks the lighter carpet would be a good choice. She mentioned that much of the carpet we were looking at was made of 20% recycled fiber and worn carpet could be recycled.

After some discussion another, more geometric, light patter was selected by the committee to replace the "organic" pattern. The light and dark carpets were signed off on.

Jodi brought some more flooring samples for the reading room, bamboo and cork tile; as well as vinyl impregnated wood and wood which could be refinished. Although we liked some of the colors of wood no firm decision was made. After discussing the idea it was decided not to put wood flooring in the bay area.

Jodi numbered the carpet choices one, two, and three and, proposed that carpet number one (the light tones) be used for the lower level, the darker carpet would be used for the multi-purpose room and conference room.

She and Mike said we would address the walls at the next meeting (on Thursday March 9, 2006), meet again on Tuesday March 14, 2006 and present to the board on Thursday, March 16, 2006.

For the Youth Services department, Jodi had shown Rose and Patti a "tree" which could hold several children inside and reached to the ceiling. They really liked the idea and thought green carpet (which looks like a forest floor) would be ideal with it, and to put the alphabet carpet in the story room. Jodi suggested the wall into the story room be painted with a rounded area (reminiscent of a Hobbit hole) with a child-size door and painted window on it, with tack board panels and perhaps a wood lattice overhang. The tree is very expensive, in the $38.000 to $50,000 range, with a 12 week production time. It would need to be installed before the carpet.

After general discussion of the ideas presented; it was moved by Caroline Coryell to adjourn, seconded by Steve Wolf. Meeting adjourned at 9:27 p.m.

Respectfully submitted,

Caroline Coryell

Posted by lagrang at 04:01 PM | Permalink

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
NEW BUILDING DESIGN AND CONSTRUCTION COMMITTEE
Thursday, February 16, 2006
Present:  Mary Nelson, Steve Wolf, Caroline Coryell
Absent:  None
Other Board Members:  Bill Coffee (and Spencer), Rick Adamczyk
Staff:  None
Visitors:  Kate Coombs (journalism student LTHS)
Presenters:  Mike Mackey, Jodi Heifner (BCA), Norm Eallonardo

Chairman Mary Nelson opened the meeting at 7:30 p.m.
 
This meeting was in place of the meeting originally scheduled for February 9, 2006.

Mike Mackey handed out a revised agenda and Mary advised him that the committee intended to meet on February 23, 2006, as a committee only, to discuss the choices and options decided on tonight.

Meetings will be set for March 2 and March 7, 2006 to finalize colors and other choices and to allow the full Board to give final approval before bids go out.

Mike was asked to elaborate on his statement of the previous meeting, which carpet would be laid over the cement slab. Would underlayment or liquid underlayment (a leveling compound) be used? He said that the leveling compound would be used. Jodi Heifner said any carpet samples we were shown would wear well under those conditions.

Mary asked about carpet tiles. Can they be lifted and replaced if necessary, because of wear or staining? Jodi said this could be done.

Mike said that since so much depended on the choice of carpet styles and colors, tonight we should concentrate on deciding what carpet to use and where to put it. Also deciding where tile (porcelain, ceramic, or vinyl) should be used. He laid out a large set of floor plans to make it easier to see the different areas involved.

Jodi was asked about bidding on carpet or other items. She said we would be shown samples from various manufacturers and contractors would bid on specific types of carpet.

She suggested 12 x 12 or 18 x 18 porcelain tiles in the vestibule with a grid water collection system. She explained that the textured porcelain was stronger than ceramic with a long life span. She proposed the tiles be carried into the lobby and stairway area and that carpet be used at the circulation desk for sound absorption. Stairs would be carpeted.

Jodi also suggested that the same tile be used in the stair halls, both in the basement, and on the second floor. The committee thought this would be a good idea.

The porcelain tile could be carried into the bathrooms on the first and second floors, with ceramic on the walls. Jodi proposed perhaps 2 x 2 ceramic floor tiles for the basement bathroom floors. Except for storage and HVAC areas (which would be vinyl tiles or cement) the remainder of the basement would be carpet. The exception would be areas around the sink in the break-room and the proposed public-use kitchen. It was suggested the fire stair area be vinyl tile rather than carpet.

The meeting room could have a patterned or different carpet than the other carpeted basement areas (offices, tech services, etc.).

The committee asked about costs for these items. Costs for vinyl tiles runs about $1.20 to $3.20 a square foot whereas the proposed porcelain tiles are about $5.00 to $7.00 a square foot.

Jodi proposed a combination of vinyl tile and carpet for the Youth Services story rooms, but the committee felt it would be more appropriate to consult Rose Taylor (head of YS).

The Youth Services areas need to be flexible and at "kid scale". Jodi wanted to know if they would want something structural in the area and more of a whimsical feeling; it was thought that Rose should be consulted on this as well.

Wood for the "quiet reading room" was discussed; options are, finished wood, vinyl impregnated wood or wood-look vinyl. The wood-look vinyl was turned down in favor of real wood, on the floor and ceiling.

On the second floor, again the bulk of the area would be carpeted; using, perhaps, different colors and patterns to set off such things as the bays and study rooms.

The teen area could be set off with a soffit, accent colors and different carpet, Jodi said. The committee would like to see what ideas she has.

Mary suggested chair rails in some areas and/or wallpaper; however so many walls are broken up with windows or shelving that this may not be practical.

There was general discussion about the carpet colors, patterns, and types. The samples the committee preferred were all broadloom. Norm Eallonardo said all of the commercial carpets are "stainless". The carpets we were considering are in the $25.00 to $30.00 range.

A wood sample with mahogany stain was preferred over the other two possibilities shown, because it blended better with the carpet samples.

Mary asked if BCA could leave samples for the full Board to view before they have to approve them.

Mary moved to adjourn, seconded by Caroline Coryell. Meeting adjourned at 9:31 p.m.

Respectfully submitted,
 
Caroline Coryell

Posted by lagrang at 04:00 PM | Permalink

LAGRANGE PUBLIC LIBRARY
Board of Trustees Meeting
Thursday, March 16, 2006
8:00 p.m.
Meeting Room – 405 Shawmut
AGENDA

1. Call to order

2. Public Comments regarding items on the agenda

3. Minutes: 

• Regular Library Board meeting of February 21, 2006
• New Building Design and Construction Committee Meeting of February 16, 2006
• New Building Design and Construction Committee Meeting of March 02, 2006
• Finance, Personnel and Archives Committee Meeting of March 03, 2006

4. Communications

5. Library Director’s Report
• Norm Eallonardo, Owner’s Representative

6. Treasurer’s Report

7. Committee Reports
Building and Grounds – Wolf, Coryell, & Adamczyk
Finance, Personnel and Archives – Adamczyk, Byczek, & Spratford
Legislation – Byczek
Planning and Policy – Spratford, Wolf, & Nelson
Metropolitan Library System – Moskal
Friends of the Library – Coryell
Public Relations & Marketing – Byczek, Wolf, & Coryell
Long Range Planning – Spratford, Byczek, & Nelson
Village Liaison – Nelson
New Building – Adamczyk

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
 
8. Public Comments regarding matters not on the agenda

9. Unfinished Business

• LaGrange Fire Department Request to conduct firefighter training in 10 W. Cossitt building

10. New Business (Any other items not listed here are for discussion only)
• Design & Construction Sub-Committee/BCA joint presentation of selected interior finishes
• Finance, Personnel and Archives Committee presentation of 2006 -2007 Operating Budget

11. 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.

12. Adjournment

13. The next Regular Library Board meeting is scheduled to be held on April 18, 2006

[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 04:02 PM | Permalink

Design and Construction Committee Meeting
Tuesday, March 14, 2006
7:30 p.m.
Meeting Room – 405 Shawmut
AGENDA

1. Call to order

2. Minutes of previous meeting

3. Public Comments regarding items on the agenda
  
4. Unfinished Business

• Continuation of discussion with BCA on the interior finishes
  i. Youth Services and Young Adult spaces
  ii. Presentation plan for Board Meeting of March 16

5. New Business (Any other items not listed here are for discussion only)

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 04:03 PM | Permalink

Design and Construction Committee Meeting
Thursday, March 9, 2006
7:30 p.m.
Meeting Room – 405 Shawmut
AGENDA

1. Call to order

2. Minutes of previous meeting

3. Public Comments regarding items on the agenda

  
4. Unfinished Business
• Continuation of discussion with BCA on the interior finishes
i. Floor Covering: continue to refine floor finish locations , discuss porcelain tile patterns
ii. Wall finishes: Discuss types and locations
iii. Display wall: Discuss types and locations (tack surface, slat wall, picture rails)
iv. Wood: Select wood species and stain (door and window trim)
v. Millwork: Discuss built-in millwork designs and finishes
• Goals for next committee meeting
i. Start Time and date of next meeting

5. New Business (Any other items not listed here are for discussion only)

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 04:03 PM | Permalink

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
BOARD OF TRUSTEES REGULAR MEETING
Tuesday, January 17, 2006

PRESENT: Caroline Coryell, Becky Spratford, Steve Wolf, Mary Nelson, Jane Byczek, Bill Coffee

ABSENT:       Rick Adamczyk

STAFF:  Steve Moskal, Debbie Darwine, Linda Montelo, Peg Blasage, Pat Prohl, Noel Zethmayr, Nancy Hardisty, Rose Taylor

VISITORS: Ken Taylor—Acclaim Packing and Assembly

PRESENTER:  Ken Taylor—Acclaim Packing and Assembly 

Meeting was called to order at 7:31 p.m. by President Bill Coffee

PUBLIC COMMENTS:  None

MOTION:  A motion was moved by Becky Spratford and seconded by Jane Byczek to approve the minutes as amended from December 15, 2005.  The motion passed unanimously.

MOTION CARRIES

COMMUNICATIONS:

Gates Foundation is holding workshops at MLS.  Workshops are about library sustainability with automation and technology issues.  Steve Moskal will be attending on March 30, 2006.

The board reviewed thank you notes from Library Staff about Staff Recognition Ceremony.

DIRECTOR’S REPORT:

Steve Moskal responded to questions on his written report and asked for approval of warrants dated January 17, 2006.  Warrant Number 202 in the amount of $144,225.72, and Warrant Number 2-12 in the amount of $89,878.14.

MOTION:  It was moved by Caroline Coryell and seconded by Becky Spratford to approve Warrant Number 202 and Warrant Number 2-12.  The motion passed unanimously.

MOTION CARRIES

Questions were asked concerning a purchase from Library Furniture International.  Steve Moskal explained that used (display model) furniture for the planned PC Reservation system and new furniture for the single Innovative Interface Self Check work station at the Circulation Desk was purchased with an FOL donation.

TREASURER’S REPORT:

In the absence of Rick Adamczyk; Bill Coffee commented per phone call from Rick Adamczyk that there were no questions or concerns to report.

COMMITTEE’S:

Building and Grounds— None
Finance, Personnel and Archives—None
Legislation—March 1st Legislative Day at State Capital
Planning and Policy— Meeting Planned for January 31st, 7:30 pm to discuss and prioritize pending policy changes
Metropolitan Library System—None
Friends of the Library—-None
Public Relations and Marketing— Meeting Planned for January 24th, 7:30 pm
Long Range Planning—None
Village Liaison—New things happening in town; strip mall, restaurant, LaGrange Pointe (Retirement Home) has been approved, parking lot for sale
 New Building—None
 Sub Committee
  Administration & Coordination—None
Design & Construction—After final cost estimates are in, Meeting Planned every Thursday at 7:30 PM
  Donations, Fundraising & Grants—None
  Events & Public Relations—None
  Relocation & Moving—None

PUBLIC COMMENTS:  None

UNFINISHED BUSINESS:  A question was asked about the timing for the Director’s Performance Review?

NEW BUSINESS:  Acclaim Packing and Assembly—Ken Taylor.  Acclaim Packing will be subleasing our unused warehouse space.    The sublease will be month to month for $2,000 a month and will expire with our lease with First Industrial.  A sublease was sent to attorney Gerry Dempsey to review.  Mr. Dempsey and the lawyer representing Acclaim have conferred on sublease.  Bill Coffee asked for approval to accept the lease as amended by both attorneys and Steve Moskal was authorized to sign the lease.

MOTION:  A motion was made by Mary Nelson and seconded by Becky Spratford to accept the sublease to Acclaim Packing and Assembly as amended by Gerry Dempsey.  A copy of signed sublease will be provided to all Board Members when executed.    The motion passed unanimously.

MOTION CARRIES

EXECUTIVE SESSION:  None

MOTION:  It was moved by Caroline Coryell and seconded by Becky Spratford to adjourn the meeting. Meeting adjourned at 8:10 p.m.

Respectfully submitted,

Linda L. Montelo
Administrative Assistant

Posted by lagrang at 04:06 PM | Permalink

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
New Building Committee Meeting
7:00 p.m., Thursday, January 12, 2006

Present:  Bill Coffee, Jane Byczek, Rick Adamczyk, Mary Nelson, Caroline Coryell, Becky
                Spratford, Steve Wolf
     
Absent:  None

Staff:     Steve Moskal

Visitors:  Ken Knutson (Doings)

 Presenters:  Norm Eallonardo, Mike Mackey (BCA)

Meeting called to order at 7:00 p.m. by Chairman Rick Adamczyk.

Bill Coffee announced, for information only, that we have an opportunity to sub-let some of the warehouse space (as provided for in our lease). A Mr. Ken Taylor wishes to rent storage space (about 10,000 to 12,000 square feet) at $2.00 per square foot. The Board agreed we should pursue this.

Rick then handed out the latest cost estimate from Construction Resources and Management (CRM). This estimate, done January 11, 2006, is a 75% Review Cost Estimate. The estimate includes the substructure; superstructure; exterior closure (doors, etc.); roofing; interior construction; mechanical, electrical, and conveying systems; and site work, totaling $6,136,352.00. Adding in overhead, profit (10%), and contingencies the total comes to $7,167,811.00. Also included were some alternate exterior materials (such as fiber cement instead of slate roofing and cast stone rather than limestone), which, if chosen, would bring the cost down somewhat. We would hope to have 5% of our surplus available when we break ground (we have a $140,000.00 surplus at this time). Rick pointed out that this estimate is $300,000.00 higher than the one presented 2 months ago. Norm Eallonardo explained that CRM’s estimate is based on actual bricks and mortar, not on "rule of thumb" so each estimate includes more actual items and more complete numbers. But Rick reminded us that moving more money from contingency to actual may leave us short of funds.

Mike Mackey then showed the few design changes which have been made to the exterior and interior plans. The most significant is the moving of the staff door to the West side of the building for more safety and convenience (rather than having to walk through the parking and drive way areas). Also a series of louvers have been added where the mechanical shaft is. These will be of metal, finished to blend in with the brick. Space has also been allocated in the Youth Service’s area for a possible doll house and puppet theater, and a dual purpose work room space has been added.

Caroline Coryell handed out a check list for progress on a number of items, discussed previously with BCA, on which no final information or decision seems to have been recorded. Some of the items, (such as having the elevator go to the roof level), are not feasible because of cost, height, or other considerations. Others, such as round HVAC ducts, have been dropped in favor of ducts with sound absorbing materials; or options have been chosen, such as double glazed windows, rather than triple glazed (not worth the extra cost), and a combination of paint and tack board for walls rather than wallcloth (more versatile). There was discussion on the failure of BCA to provide curtain walls into the restrooms (these had been specified in Steve Moskal’s original plan). Alternatives will be looked into.

Jane Byczek asked about sight lines and staffing in the Youth Services area. Steve Moskal said at this time the staff feels it is okay.

Mike then addressed the problem of a fire pump. One reason the elevator cannot be made to access the roof is that the extra height would clearly require a fire pump. Even the accommodation of stairs to the roof (which are now called for in the design) may make a fire pump necessary. He said our pressure is border line, following a day-time pressure test. He proposed we hire a consultant who does hydraulic calculations, at a cost of $2,700.00, to make sure the pump (which costs a minimum of $50,000.00) is not needed. "Summit Consulting" has sent their proposal to the Library. Rick questioned whether their consultant’s findings would be accepted by the Village and our Fire Department. Norm said in cases such as this, where results are inconclusive, an engineering consultant is frequently used, and recommended that we do so. BCA said their consultant would make all information available to Summit, and that the brokers are extremely interested in the new building being as fire safe as possible. It was moved by Caroline and seconded by Bill to approve hiring of Summit Consulting. The motion was passed unanimously by the Board. Steve was authorized by the Board to sign a contract with them, not to exceed $2,700.00.

Mike reminded us that although designs were being finalized, after the final pre-construction CRM cost estimate is done, we would have time to make adjustments before bids are let. Steve Wolf asked when the drawings would be finished and it looks as though that will still be the end of January or beginning of February. It is hoped that bids will be returned by the first week of May, and ground broken by the beginning of June.

Jane asked if the Board could be given copies of the final floor plans and facade elevations when they are ready. Mike replied that the drawings are now very detailed and specific for things like outlets, etc.; but Caroline said we just need the type of drawings we were given before the referendum, not construction details.

Norm then addressed the asbestos removal proposals for 10 West Cossitt, which must be contracted for and finished before the Fire Department uses the building for training. He had two proposals. The first by "TEM Inc." Licensed Industrial Hygienists calls for updating the 1992 Inspection Report, testing again for asbestos and removing it, at a probable cost of $15,000.00. The second proposal is to update the 1992 report and have asbestos removed by Associated Service Cleaning, (also included is required testing and a final clearance report), at a proposed cost of $9,835.00. He pointed out this was the lowest of 5 proposals received and recommended we accept the second one. Jane moved to accept this second proposal, seconded by Bill and it was unanimously approved by the Board. Norm suggested minimum heat be continued during the cold weather, then when the heat is off, the asbestos can be removed before the building is turned over to the Fire Department.

It was moved by Bill and seconded by Becky Spratford to adjourn the meeting. Meeting adjourned at 8:52 p.m.
Respectfully submitted,

Caroline Coryell

Secretary

Posted by lagrang at 04:05 PM | Permalink

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
New Building Committee Meeting
7:00 p.m., Tuesday, January 31, 2006

Present: Rick Adamczyk, Jane Byczek, Bill Coffee, Caroline Coryell, Mary Nelson, Becky Spratford, Steve Wolf
    
Absent: None

Staff:    Steve Moskal, Nancy Hardisty, Pat Prohl, Peg Blasage

Visitors:  Ken Knutson (Doings)

 Presenters:  Norm Eallonardo

Meeting called to order at 7:00 p.m. by Chairman Rick Adamczyk.

He said that he met with Steve Moskal, Bill Coffee, Norm Eallonardo, Mike Mackey and Rick McCarthy to discuss the choices needed to be made to keep our costs as low as possible and still have what the Board wants in our proposed building. Also there are, of course, rules, regulations and restrictions we must follow.

The November 15, 2005 estimate by Steve Moskal, Norm and Rick was based on the best knowledge and contemplated interest laddering at the time. There has been an added $90,000 design charge to satisfy the requirements of the Plan Commission, and we had figured in a lesser amount for contingencies.

A list of items to be considered (either to add or delete) was handed out, along with a revised estimate and revised listing of projected cash and investments, including contemplated interest and accrued funds. One thing going for us is the increase in interest rates (about 4% as contrasted to only around 1% a year or so ago).

The DD cost and review revisions included some items which must be added. Traffic calming at the parking lot exits, a urinal in the staff men’s room, new hinge requirements for restroom entry doors, "WON" door costs (a door on the main stair required for fire protection), a glass fire door into the vestibule, an overhead fire door at the first floor level, and water-proofing under and up the sides of the slab, for a total added cost of $111,500.00.

After discussion of these items Bill moved to accept all of the "must add" additions, seconded by Becky Spratford. The motion was passed unanimously.

The next section concerned items which could be deleted, either because they were not required or revisions had been made as to type, size or other considerations. Such items as spray on fire protection (not required in our case), changing to 2 x 2 diffusers, deleting a water softener (we don’t have well water), deleting a chiller silencer, using EDPM roofing material rather than modified Bituminous, and deleting one lower level light well with window (redundant), would save a total of $95,400.00.

Becky moved to accept the deletions, seconded by Bill. Motion carried unanimously.

The third list of "possible deletions" was discussed. Proposed were a revision of lighting costs (cost are unknown at this time, but could result in savings), a change to a non-energy recovery TRANE system (#7 on list), a reduction in the number of heating and cooling zones in the building (#9 on list), a revision of the carpet allowance ($30.00 as opposed to $35.00 a square yard, installed, #20 on list), deletion of interior brick wall areas (#22 on list), and #26, deletion of stairs to the roof (to be replaced with a roof hatch and ladder).

Becky felt that numbers 7 and 9 should not be deleted and we should hold off on a discussion on #20 (carpet).

Rick mentioned that because of the higher interest rates we do have some leeway on the possible deletions.

After discussion of the change from stairs to a ladder to allow access to the roof, it was moved by Bill and seconded by Becky to delete the stairs. Motion carried with five yes and two no votes.

Becky then moved to retain numbers 7, 9, and 22, seconded by Bill.  Motion carried unanimously.

Jane Byczek moved to defer the carpet question to the Design Committee, seconded by Becky. Rick then amended the motion by proposing the carpet be put in the alternate bid column. Motion with revision was passed unanimously.

Total savings from the "possible deletion" list is $22,500.00 (this total added to the other deletions is approximately the cost of the "must add" items).

"Alternate bid" items on list can be deferred until bidding.

There was some discussion of #5 on the "possible deletion" list (lighting), Norm said any changes would be as good or better than the original proposals; more than adequate and attractive.

The schedule for the Design Committee meetings was announced. The first meeting, February 2 would be a presentation of possible colors and finishes. Once a direction was chosen, the second meeting, February 9, would offer alternates and develop the chosen theme.

The third meeting on February 23 would be a discussion of the scheme as a whole, and the fourth meeting (and the full board is urged to attend this meeting) would finalize choices for the bidding process.

It was moved by Bill and seconded by Becky to adjourn the meeting. Meeting adjourned at 7:55 p.m.

Respectfully submitted,

Caroline Coryell
Secretary

Posted by lagrang at 04:05 PM | Permalink

Minutes of the La Grange Public Library
New Building Design and Construction Committee
Tuesday, February 2, 2006

Present: Mary Nelson, Steve Wolf, Caroline Coryell

Absent: None

Other Board Members: Bill Coffee, Rick Adamczyk
   
Staff:    Steve Moskal

Visitors:  Don Steiner
 
Presenters:  Mike Mackey, Jodi Heifner (BCA)
 
Meeting was opened by Chairman Mary Nelson at 7:30 p.m.

There being no public comments, the meeting was turned over to Mike Mackey and Jodi Heifner from BCA, who presented a written agenda of the proposed meeting schedule.

Tonight several possible color schemes, finishes, etc. would be shown, to get feedback and input from the Committee.

There were two alternate dates listed for the second meeting, February 9 or February 14, but Mary said we would prefer to meet with them on February 9 and hold a Committee meeting on February 16 to discuss the design ideas.

The meeting on March 2 would be for the full Board to discuss and approve the final choices.

Mike then explained that color schemes were not the only items to be chosen. Such factors as finishes, patterns, location of tile and/or carpet, hardware; all need to be considered. We need to establish priorities and decide on the overall feeling we want. He then handed out floor plans to help us better understand where certain items (ceramic or accent walls, etc.) might go. Later specific styles and manufacturers can be discussed and chosen.

Jodi then passed out some photographs of Youth Services areas she had worked on for other libraries, and asked about the plans, which she had been told of, for a doll’s house in YA.

Mary said it was a tentative idea at this time and may be something that could be donated by the community.

Jodi proposed that interior color schemes should be in harmony with the exterior. For instance, the black window mullions could be echoed by black door trim or cove base.

She showed four tentative color families which could be used for the building interior... Because the overall look was quite dark, she was quick to explain that since walls would be white or cream and ceiling white, dark colors on flooring or chairs would be only a small part of the over-all look. Also accent colors, especially in children’s and teen areas would be used to brighten it.

After looking at the four color boards, Mary asked about the wear factor of broadloom versus carpet tiles and whether carpet would be laid over wood flooring or cement. Mike said all flooring would be laid directly over the cement slab.

Jodi discussed the pros and cons of the different carpet choices. Both have vinyl backing, but carpet tiles can be versatile in allowing solid accents or accent colors to be easily laid with an overall scheme; also they are less likely to fray. However, the seams may be very noticeable for the first six months or so. Both broadloom and carpet tile are stain resistant and long wearing (commercial carpet wears about 10 to 12 years).

Mary pointed out that colors change in natural light, and many areas of the building will have large windows, so we need to see samples under both interior lighting and by natural sun light.

Bill Coffee asked the price ranges for carpet tile and broadloom, Jodi replied broadloom ran about $28.00 a square yard while carpet tile ran $29.00 to $30.00 a square yard. Mary asked if the price was dependent on color or type of pattern and Jodi said it should stay in the range. Mary then asked if costs were based on the manufacturer, and who chooses the manufacturers? Mike said BCA makes that choice.

Steve Wolf said of all the schemes shown, he preferred the cool neutral with warm jewel-tone accents. After some discussion the majority said they preferred that look to the other three choices. Steve W. said he would like to see a lighter warmer cherry-wood tone than the very deep tone shown.

Because the floor gets the most wear, BCA proposed darker tones, which will not show soil or wear as quickly, with lighter accents in Youth Services and brighter colors in teen areas.

Jodi also showed a "multi-layer system" for wall finishes, which is available in colors and neutrals, and is scrub able. It looks rather like a spatter pattern on a solid background but just looks like a solid color when on the wall. Rick Adamczyk was asked his opinion of it and he pointed out that "touch-ups" show.

Jodi said she had found the system to be very long wearing as fingerprints and normal scuffs don’t mar it.

Mary asked if more patterns in the carpet selections could be available next time and Steve Wolf said he would like to see more choices.

Jodi said now that they had a direction to go, as far as colors are concerned, they would be able to show more choices and patterns in that color family.

Steve Moskal asked if they were familiar with flooring, similar to linoleum, called "Marmoleum". It is supposed to be long wearing and easy to clean.

It was moved by Caroline Coryell to adjourn, seconded by Steve Wolf. Meeting adjourned at 8:46 p.m.

Respectfully submitted,

Caroline Coryell
Secretary

Posted by lagrang at 04:04 PM | Permalink

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
Public Relations and Marketing Committee Meeting
Tuesday, February 7, 2006

Present: Jane Byczek, Caroline Coryell

Absent: Steve Wolf

Staff: Steve Moskal, Peg Blasage

Visitors: None

Meeting opened by Chairman Jane Byczek at 7:33 p.m..

There was a quorum of the Committee present.

Since the minutes of the previous Committee meeting had been approved at a regular Board meeting, Jane moved on to unfinished business.

Peg Blasage handed out a draft of a proposed PR and Marketing plan in response to the directive from our previous meeting. Jane asked Peg if she would summarize her ideas for the Committee.

Peg explained that she had used the Library Mission Statement as a starting point, along with the Long Range Plan, and assessed them in terms of how PR could help attain their objectives.

Her plan, which was divided into various sections, was discussed section by section.
First she enumerated the audiences we are attempting to reach:

     The public and patrons of all ages,
     The business community,
     Community organizations,
     Elected officials,
     Friends of the Library,
     The trustees,
     The Library staff.

Peg set forth various strategies for reaching the different age groups and types of patrons who use the Library.

There was general discussion of programming, what has worked, what hasn’t. Jane remarked that a fuzzy line existed between programming and marketing, and Steve Moskal agreed that although all programs were not equally successful; they do serve as a way to sell the Library and its services.

A number of ideas were suggested, such as looking for partnering possibilities (this year’s summer reading theme "Paws, Claws, Scales and Tails" could be enhanced by speakers from "PetCo", "Animal Rescue" or other animal related groups, for instance).

Peg and Jane would like a "user survey" sent (in the Book Report probably) to all households and to include questions about Library services and programming.

An "in house" marketing group could be created to collaborate on programming, marketing and PR. Steve announced that Peg would be adding Adult Programming to her duties.

Jane asked about Peg’s idea of creating a "Services Brochure" to acquaint patrons with what the Library offers, would this be now? Or for the future, in the new building? Peg said it should be done in a small way now, and Jane suggested it should include a "did you know?" area, highlighting some items which people might be unaware are available.

Jane also wanted more dialogue between the Library and schools. What are they working on? How can we tie in with their programs and assignments?

We should find ways to display school art projects here as we did at the old building.

Steve recalled a survey, done in the 1970’s, when people were asked to put push pins in an area map, to show where our patrons were concentrated.

Ideas for working with area businesses were discussed. The idea is to make them aware of our resources and create good-will.

One suggestion was to highlight the prizes, donated by area businesses for our summer reading program, in the Display Case.

Ideas for business sponsorship of programs were suggested. Steve reminded us that businesses cannot use the Library to sell customers, but programs (such as bike maintenance from the "Wheel Thing") are available. Also the LGBA can be kept informed of services offered by the Library, such as "NorthStarNet".

Networking with community organizations, (for instance the YMCA, CEP, Rotary, etc.), was discussed, with the objective, again, of creating good-will and possible partnerships for programs and events. Sending information to such groups as "Newcomers" and other social groups was suggested. Speakers from the Library could attend organization meetings to talk about Library services.

Increasing awareness and cooperation between the Library and our elected officials was also discussed.

Steve mentioned the support we have had from Christine Radogno and Eileen Lyons in the past and meetings with Mr. Favorito and Bob Biggins. Our local elected officials are frequently invited to programs and other offerings at the Library. We do need to keep the local boards informed and keep avenues of communication open with them.

Ideas for revitalizing the Friends of the Library were considered.

Jane and Steve suggested we use FOL members and teens as volunteers in the new library, to show patrons around. It was pointed out that the FOL would need structure and concrete ideas to attract "dynamic" volunteers. Perhaps Trustees could propose likely candidates for FOL; we need to appeal to more age groups to keep a viable group going.

The suggestion to have Trustee names listed in the Book Report and the idea of preparing "press packets" for our local reporters were to be added to the agenda for our next regular Board meeting.

Peg said she now regularly sends our meeting agenda to the Village and the local papers.

Jane asked if the department heads did a once a year overview report to the Trustees; if not, she thought it would be a good idea to keep dialogue going between departments and Trustees. She also thought introducing staff from each department would help new Trustees to know them better.

It was suggested to ask the policy Committee to formulate a Crisis Management policy. Who calls whom if there is a Library problem, etc. It should be in place before the Spring storm season begins.

Jane wants patrons and public informed that all Library services are available at the Shawmut building.

Steve talked about a new and consistent logo for the Library. He would like to use a drawing of the proposed colonnade and tower, as this would be something unique to our Library.

Some suggestions concerning the Book Report were made; such as putting the time and date of programs at the top of each listing.

Ideas and strategies for getting information out about the new building project were discussed.

Some ideas were:
     • Regular updates in the Book Report,
     • Information on the web site and in the temporary library building,
     • A committee of Trustees and staff to plan opening and dedication ceremonies
     • Creation of “photo-ops” (tear down and ground breaking for example).

A step-by-step plan for 2006 and 2007 was presented – to make it easier to plan to update the web site, inform the public, create budgets for activities related to communications and opening events, etc.

Peg then presented a tentative budget for marketing and PR. Although most of the monies proposed were for the Book Report ($10,530) an additional $2,450 was requested for postcard mailings, Christmas cards, signage, etc. (Another Library arrow sign is to be placed at Franklin and a larger vinyl sign on the West side of the Shawmut building). One item, program advertising, was discussed. The Committee felt that special programming would be a better use of the proposed funds than purchasing newspaper ads.

One programming idea would be to have tickets (at nominal cost) be sold for some programs. It was thought that people would be more likely to attend if a small fee had been committed (Jane said Hinsdale had success with this).

Steve Wolf will be e-mailed a copy of the draft of the plan discussed tonight.

Jane proposed we put discussion of a privacy statement on the regular meeting agenda along with the other items previously proposed (names of Trustees in the newsletter and press packets).

The time lines for new building information and budget for PR will be revisited on an on-going basis to update finances and make sure the public are being kept informed.

It was moved by Caroline Coryell to adjourn, seconded by Jane. Meeting adjourned at 9:40 p.m.

Respectfully submitted,

Caroline Coryell
Secretary

________________________________________

Posted by lagrang at 04:04 PM | Permalink

Finance, Personnel and Archives Committee Meeting
Friday, March 03, 2006
4:00 p.m.
Meeting Room – 405 Shawmut
AGENDA

1. Call to order

2. Minutes of previous meeting

3. Public Comments regarding items on the agenda

  
4. Unfinished Business

5. New Business (Any other items not listed here are for discussion only)
                Review 2006/2007 Operating Budget—Moskal

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 04:06 PM | Permalink