LaGrange Public Library Board News

Tuesday, August 1 - 7:30 p.m.
Meeting  Room 405 Shawmut

AGENDA
1. Call to Order

2. Public Comments regarding items on the agenda

3. Unfinished Business

 Customer Service Credo and Customer Service Feedback Procedures – draft documents
 Governance Policy and Operating Policy – edits by Library Director
 Gift brochure/policy – new document

4. New Business

 Discussion of next policy changes to review – Steve Moskal

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 708-352-0576 twenty-four hours in advance of this meeting

Posted by lagrang at 03:48 PM | Permalink

Tuesday, July 25 - 3:00 p.m.
Meeting  Room 405 Shawmut

AGENDA
1. Call to Order

2. Public Comments regarding items on the agenda

3. Unfinished Business

4. New Business

 Time Capsule contents
 Ground Breaking Ceremony

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 708-352-0576 twenty-four hours in advance of this meeting

Posted by lagrang at 03:47 PM | Permalink

LAGRANGE PUBLIC LIBRARY
Board of Trustees Meeting
Tuesday, July 18, 2006
7:30 p.m.
Meeting Room – 405 Shawmut

AGENDA

1. Call to order

2. Public Comments regarding items on the agenda

3. Minutes: 
 
        -Board Meeting, Tuesday June 20
        -Planning and Policy, Friday July 7

4. Communications

        -“Library Days and Dates” from MLS

5. Library Director’s Report

        -Circulation Services Report – Goals for 2006–2007, Pat Prohl

6. Owner’s Representative Report

7. Treasurer’s Report

8. Committee Reports

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

New Building Sub-Committees:
 Administration & Coordination – Adamczyk
        Design & Construction – Nelson, Wolf & Coryell
 Donations, Fundraising & Grants – Spratford & Nelson
        Events & Public Relations – Byczek & Coryell
 Relocation & Moving – Spratford, Wolf, & Nelson
 
9. Public Comments regarding matters not on the agenda

10. Unfinished Business

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

•Search Warrant Policy - Spratford
•Fund Raising Policy - Spratford
•Gift of Books and Library Materials Policy – Spratford
•Customer Service Credo and Feedback Procedures Drafts - Spratford

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  is scheduled to be held on August 15, 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 03:48 PM | Permalink

Planning & Policy Committee Meeting
Friday, July 7 4:00 p.m.
Administrative Conference Room
405 Shawmut Avenue

AGENDA

1. Call to Order

2. Public Comments regarding items on the agenda

3. Unfinished Business
  - Fund Raising Policy
  - Gift Policy
  - Search Warrant Policy

4. New Business
  - Policy on Memorial Gift Plaque
  - Gift Brochure
  - Review of Governance and Operating Policies
  - Draft of Customer Service Credo and Suggestion Follow Up Procedure

5. Public Comments regarding matters not on the agenda

6. Adjournment

Posted by lagrang at 03:49 PM | Permalink

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
BOARD OF TRUSTEES REGULAR MEETING
Tuesday, May 16, 2006

PRESENT:   Caroline Coryell, Becky Spratford, Steve Wolf, Rick Adamczyk, Jane
                          Byczek, Mary Nelson, Bill Coffee
STAFF:    Steve Moskal, Debbie Darwine, Linda Montelo, Peg Blasage, Pat Prohl, Noel 
                          Zethmayr, Nancy Hardisty, Patti Eaton
VISITORS: Norm Eallonardo—Independent Construction Services, Dan Lynch--Resident
PRESENTER: Norm Eallonardo

Meeting was called to order at 7:30 p.m. by President Bill Coffee

PUBLIC COMMENTS:  None

MOTION:  Moved by Mary Nelson seconded by Caroline Coryell to approve the minutes by omnibus vote.  A roll call vote was taken and all members approved.

MOTION CARRIES

COMMUNICATIONS:  Invitation to Friends of the Library event; in the second hour will be
a presentation by BCA for Friends of the Library and any public who may attend.

DIRECTOR’S REPORT:

Steve Moskal discussed at the request of Rose Taylor to offer a Non-Resident card to the Pulley household for one year at no cost.

MOTION:  Mary Nelson made a motion and it was seconded by Caroline Coryell to approve
the request for a Non-Resident card for 1 year at no cost.  All members approved.

MOTION CARRIES

Steve Moskal briefly discussed goals in written report.

A summation on In Service Day and how to focus on customer service and how the staff enjoyed the day.

All current policies will be reviewed for changes as needed for operation in the new building.

Steve Moskal asked for approval of warrants dated May 16, 2006.  Warrant Number 206 in the amount of $129,465.72, and Warrant Number 2-16 in the amount of $42,686.22.

MOTION:  Moved by Caroline Coryell and seconded by Mary Nelson to approve Warrant Number 206 and Warrant Number 2-16.  All members approved; motion passed unanimously.

MOTION CARRIES

Norm Eallonardo updated the Board on the progress of New Building.  No work can begin
until a formal contract is signed and proper bonds are in place.
 
Norm also spoke briefly about proposals received for materials testing.  This is not part of
the construction contract.

Norm had consulted with Pat Benjamin on building permits.  Building Permits are well on their way.  However, they cannot be completed until contractor is selected and all his sub-contractors are selected.  The names need to appear on Building Permit. 

A. J. Maggio has started reviewing his subcontractors; his selection will not be firmed up until a contract is executed. 

Issue log was presented to Board where items will be recorded as they come up.  There is currently an issue of code interpretation.  Plan Reviewer is using a later code not yet adopted by the village.  Plan reviewer if working with BCA to resolve this issue.  Questions asked about liability of fees for Plan Reviewer; fees are part of Building Permit fee unless an outside consultant needs to be hired.

Questions asked about demolition.  Demolition usually takes three to four weeks with permits and such.  Demolition subcontractor will get demolition permit.  Subcontractor will not be confirmed until a contract is executed.  Demolition Permit comes from the county and can take a minimum of 10 days.  Permit process has already been started, names are needed to complete.  Questions asked about the liability of site.  Once contract is executed the contractor is responsible for site.

Review of letter from BCA describing the reference checks on the contractor. 

Question asked about the experience level of the people working on New Building project.  Norm Eallonardo as our owner's representative has assured the Board things will be done to their expectations.  Norm had also brought to light how construction works; and his own experience working with A. J. Maggio.

TREASURERS REPORT:

We have ended our fiscal year with 102% of projected income and we have spent 90% of our budget.  We have transferred $201,026 to Special Building Fund to be used for the New Building.

COMMITTEE’S:

Bill Coffee submitted a new delegation of committees effective after this meeting they are as
follows:

   LaGrange Public Library
   
   Committees 2006-2007
   (First Person Listed is Chair)

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

  
New Building
   Sub-Committees:

    Administration & Coordination – Adamczyk
    Design & construction – Nelson, Wolf & Coryell
    Donations, Fundraising & Grants – Spratford & Nelson
    Events & Public Relations – Byczek & Coryell

            CURRENT COMMITTEES 

Building and Grounds— None
Finance, Personnel and Archives—None
Legislation— None
Planning and Policy— June there will be policies for approval
Metropolitan Library System—None
Friends of the Library—-Recognition reception Tuesday, May 23, 2006; brief information about bricks for fund raising
Public Relations and Marketing—Meeting soon
Long Range Planning—None
Village Liaison—None
New Building—None
  Sub Committee
  Administration & Coordination—None
Design & Construction—None
Donations, Fundraising & Grants—None
  Events & Public Relations—None
  Relocation & Moving—None

PUBLIC COMMENTS NOT ON AGENDA:  None

UNFINISHED BUSINESS:  None 

NEW BUSINESS: 

Norm Eallonardo has recommended the Board to send a letter of intent to A.J. Maggio to accept the construction bid.  Norm also recommends the Board to authorize Bill Coffee to execute the contract for the New Building.
 
MOTION:  Rick Adamczyk moved to accept contract bid and to authorize Bill Coffee to execute the contract on behalf of Board, Mary Nelson seconded the motion; approval by omnibus vote.  A roll call vote was taken and all members approved.

MOTION CARRIES

EXECUTIVE SESSION:  None

MOTION:  It was moved by Caroline Coryell and seconded by Steve Wolf to adjourn the
meeting.  Meeting adjourned at 8:18 p.m.

Respectfully submitted,

Linda L. Montelo
Administrative Assistant

Posted by lagrang at 03:51 PM | Permalink

Minutes of the LaGrange Public Library
Board of Trustees Planning and Policy Committee Meeting
Tuesday, May 16, 2006

Present: Becky Spratford, Mary Nelson, Caroline Coryell
Absent: None
Staff: Steve Moskal
Visitors: None

Meeting was opened by Chairman Becky Spratford.

She reported that she and Steve Moskal had met previously on the most important policies (comp time, search warrants, fund raising, and gifts).

Comp Time policy (Compensatory Time-off for those employees who are eligible – i.e., full time employees who report directly to the Library Director), has been re-drafted to be clear and concise. It allows Comp Time only if the time worked, over the regular work week, adds up to four or more hours, and the time off must be scheduled within 30 days of the overtime. Other requests (extended vacations or sick leave) must be Okayed by the Director. Those employees who are exempt from Comp Time will be paid time and a half instead of their regular pay, if required to work overtime. A form, to request Comp Time has been devised, which contains the policy as well as space for all pertinent information, to be filled out by the employee.

Following a short discussion Mary Nelson moved to bring the proposed policy before the full Board in June, seconded by Becky.

The Search Warrant policy proposed is based primarily on the policy adopted by the Thomas Ford Library. This procedure requires that a form be filled out, in the event of a request, and it would be the Library Director’s job [or other designated person(s)] to handle these requests. Law enforcement officer’s identification would be obtained, and information such as names, badge numbers and agency would be recorded. After review of the Court order the Library attorney (Gerry Dempsey) would be contacted. Full cooperation will be expected, though access to any records or information beyond the scope of the warrant would be denied. Any evidence or records viewed, copied or removed by law enforcement personnel would be noted by the Director.

This tentative format will be sent to Gerry and, if changed, will be reviewed again before taking it to the full Board.

Reference staff did some research, on fund-raising policies, on line. Steve and Becky had concerns over fund-raising for the new building and felt the existing policy needed to be broader in scope. It was thought that a general policy plus another policy for specific gifts would be needed; as the existing policy mainly covered books or money donated.

The proposed policy would require Board approval for fund raising projects held in the Library by the Friends of the Library, Trustees, or Staff.

"Outside organizations wishing to raise funds for Library purposes", as stated by the policy, must be reviewed by the Board. Obviously no profit can be made by an outside organization soliciting funds in the Library’s name.

The gift plaque from the old building (removed and in storage at Shawmut) was discussed. Memorials or gifts in excess of $500.00 (raised from $100.00 several years ago) had been commemorated on the plaque. Do we wish to continue this or create a whole new policy for monetary gifts?

The Book and Materials Gift Policy was also reviewed. At this time the wording of the policy appears to be clear and adequate.

Becky moved to bring the question of the Fund Raising Policy to the full Board in June, seconded by Mary.
 
Should any money or gifts just happen to be received before the adoption of the policy by the Board, the draft approved by the Committee will be in effect.

There was some discussion of possible donors or types of gift-giving and/or fund raising ideas. Monetary gifts now go into the operating fund; but it was proposed that a new line-item be added, so that gifts and fund-raising monies would go into a Gift Fund.

It was suggested that a gift brochure be made available to the public, with suggestions on how to give money or other gifts to the Library and perhaps information on gift opportunities (leaves for the "tree", rooms, chairs, etc.).

It was moved by Becky to adjourn, seconded by Caroline Coryell.
Meeting adjourned at 9:15 p.m.
Respectfully submitted,
Caroline Coryell
Secretary

Posted by lagrang at 03:50 PM | Permalink

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
NEW BUILDING COMMITTEE
Tuesday, May 09, 2006
Present: Bill Coffee, Mary Nelson, Becky Spratford, Jane Byczek, Steve Wolf, Rick Adamczyk,           Caroline Coryell
Absent: None
Staff: Steve Moskal
Visitors: Dan Lynch
Presenters: Norm Eallonardo

Meeting opened at 7:32 p.m. by Chairman Rick Adamczyk.

Rick said there had been an informal meeting last week with Steve Moskal, Mary Nelson, Bill Coffee, Mike Mackey (BCA), and himself to discuss the bids we had received.

Tonight he reviewed the bid opening on April 28, 2006 and handed out a Bid Tabulation Form.

Norm Eallonardo had prepared some notes concerning the various possible additions and deletions and BCA sent a list of descriptions and comments on them as well. These notes, and full discussion of each alternative, helped the Board to make its decisions...

The lowest bidder, A. J. Maggio, had a base price (no additions, and taking all deletions) of $7,333,100.00.

Each alternative was discussed and decided upon:
Alternate 01 - to delete slate and add faux slate was rejected,
Alternate 02 - to delete copper and add pre-finished metal was rejected,
Alternate 03 - to delete limestone and add cast stone was accepted,
Alternate 04 - to delete porcelain tile and add carpet was rejected,
Alternate 05 - to delete acoustical ceiling and add wood was rejected,
Alternate 06 - to add irrigation system was rejected,
Alternate 07 - to add a humidification system was rejected,
Alternate 08 - to add a lightening protection system was rejected,
Alternate 09 - to add sound attenuators (in the HVAC system) was accepted,
Alternate 10 - to add high performance lamp and ballast system was rejected,
Alternate 11 - to add intrusion detection system was accepted,
Alternate 12 - to add surveillance system was rejected,
Alternate 13 - to add a public address system was accepted,
Alternate 14 - to add an A/V system was accepted,
Alternate 15 - to add a digital signage system was rejected.

It was noted that Alternates 12 through 15 could be bid out separately if need be.  Also Alternate 10 (high performance lamp and ballast system) could be worked out with Com-Ed if the library were to be required to pay for electrical services in the future.

Of the low bidders, A. J. Maggio’s bid, with the above additions and deletions, was still the lowest. Their base adjusted price was $7,484,360.00 and their total construction cost was $7,783,260.00.

Norm reminded us that a "Letter of Intent" must be sent to the selected bidder after which a demolition permit can be obtained.

MOTION:  Mary moved to recommend A.J. Maggio’s bid to the full Board at the next Board meeting, and to also recommend a "Letter of Intent" be sent; seconded by Caroline Coryell. Motion passed unanimously.

MOTION CARRIES

Rick then handed out projected and actual cost budgets for the various items pertaining to the use of the Shawmut location and construction of the new facility.

With interest accrued (and to be accrued) and contingency monies from the Library budget added to the total bond, we should be able to meet all expenses, if we are careful.

It was moved by Becky Spratford, seconded by Caroline to adjourn the meeting. Meeting adjourned at 9:05 p.m.

Respectfully submitted,
Caroline Coryell

Posted by lagrang at 03:50 PM | Permalink

Planning & Policy Committee Meeting
Friday, July 7 4:00 p.m.
Administrative Conference Room 405 Shawmut

AGENDA
1. Call to Order

2. Public Comments regarding items on the agenda

3. Unfinished Business
 Fund Raising Policy
 Gift Policy
 Search Warrant Policy

4. New Business
 Policy on Memorial Gift Plaque
 Gift Brochure
 Review of Governance and Operating Policies
 Draft of Customer Service Credo and Suggestion Follow Up Procedure

5. Public Comments regarding matters not on the agenda

6. Adjournment

Posted by lagrang at 03:49 PM | Permalink