LaGrange Public Library Board News

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
BOARD OF TRUSTEES REGULAR MEETING
Tuesday, September 19, 2006

PRESENT:    Caroline Coryell, Becky Spratford, Mary Nelson, Rick Adamczyk,                              
                            Bill Coffee, Steve Wolf, Jane Byczek (late)

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

VISITORS:  Karen Lynch, Heather Cavanaugh

Meeting opened by President Bill Coffee at 7:30 p.m.

PUBLIC COMMENTS:  None

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

COMMUNICATIONS:

MLS Awards are due in on September 25, 2006 at 5:00 p.m.

MLS Annual meeting at Tinley Park Library on Friday, October 20, 2006 at 9:30 a.m. to  11:30 a.m.

Ground Breaking Ceremony on Saturday, September 30, 2006 at 9:30 a.m. at 10 W. Cossitt.

DIRECTOR’S REPORT:

Steve requested approval of warrant #210 in the amount of $119, 669.28 and also for warrant #2-20 in the amount of $208,765.66.

MOTION:  Moved by Mary Nelson and seconded by Caroline Coryell to approve warrant #210, dated September 19, 2006 totaling $119,669.28.  Also moved by Caroline Coryell and seconded by Becky Spratford to approve warrant #2-20 also dated September 19, 2006, totaling $208,765.66. All members approved.
 
MOTION CARRIES

Norm Eallonardo discussed his monthly report.  Current completion date at this time is
scheduled for September 26, 2007.   Earth retention is complete.  Basement excavation
almost complete and will start foundation excavation tomorrow; concrete will be poured
late this week.

Revised contractors’ schedule has been submitted.  Norm has shared a concern that the
general contractor may ask for an extension.  This will be an ongoing item to review.

Debra Darwine discussed her many goals; also sharing her ideas on customer service attempting to reach out to people while wondering in the stacks and checking with the customer if they found what they were looking for before they leave the department.  Debbie also expressed other ways the reference department is reaching out to the customer with bookmarks, bibliographies of new additions and all year long book discussions.

Debbie would also like to update the reference department presence on the libraries web site and also in the “Book Report”.

Debbie is delighted with the new addition of PC Reservation which allows her staff to work with more
customers in the library than constantly on the phone booking the internet. Debbie is also taking the time to train other staff (other than reference staff) in the library as to how it works and what they can do to help.

Last but not least Debbie is researching grants.  She is currently reviewing “Library Partnership Trust” which is a state wide program which brings libraries together to purchase expensive product as a group discount.  She is also reviewing “Gale Virtual Reference Library".  If acquired the library would own the current copies and receive upgrades for a three year period.  When the three year period is up the library would continue to own the current copies; they just would not be upgraded.

Question asked by Rick Adamczyk in regard to phone notification of items on hold and
any items that may be over due.  Pat Prohl responded if the customer has an e-mail address
attached to their library record the customer will automatically be contacted via e-mail of
their first and second over due notices.  The customer will also be contacted via e-mail for
any holds they have requested.  Another feature just added is a courtesy notice via e-mail. 
This will give the customer time to locate the item or revew the item on-line.

TREASURER’S REPORT:

Note:  A line was missing in the report stating that our legal counsel has always reminded
us that we have a legal requirement to list in the Levy our expenditures of the Special Building Fund.  Funds should be ear marked for specific capital projects.  We cannot let the funds sit and build up. 

We have more funds in the Special Building than anticipated.  Therefore, we may revisit
some of the deferred alternate items we had planned for the New Building.  The funds
would need to be spent on capital project such as New Building project.

COMMITTEE’S:

Building and Grounds— None
Finance, Personnel and Archives—Meeting planned for 1st week of October.
Legislation—None
Planning and Policy— None
Metropolitan Library System—Hired 3 consultants, 1 more to come.
Friends of the Library—-November “Book Report”
Public Relations and Marketing—None
Long Range Planning—None
Village Liaison—None
New Building—Construction schedule.  Stay on top of any issues with BCA that need to be decided by the Design & Construction team.  Jodi Heifner suggests 8 hours of planning for furniture and shelving; what and when.
 Sub Committee
  Administration & Coordination—None
Design & Construction—Meeting Tuesday, September 26, at 7:30 p.m.
Donations, Fundraising & Grants – Spratford & Nelson—None 
Events & Public Relations—Planning an agenda for ground breaking ceremony taking place on Saturday, September 30th, 2006.  Approximately 150 invitations were sent.
Relocation & Moving—None

PUBLIC COMMENTS NOT ON AGENDA: 

Karen Lynch had come to address violations of working hours with new subcontractors.  It was stated that the flagger is the contractors’ responsibility. 

Question also asked by Karen Lynch in regards to donations and grants.  Bill Coffee responded to the issues with grants.  The Board has asked each department to research grants for operating purposes.  Why are we actively seeking funds for the Library?  Becky Spratford addressed how we are trying to create a culture of giving, and with a New Building this is a perfect time to explore this opportunity.  These funds will not be used for anything which have been voted for and approved in the referendum.  This is strictly for donations and gifts.

Orlando Coryell addressed an issue in regards to cost of copies being raised for use with the internet.  It was mentioned to Mr. Coryell that we had a grant which covered the cost of such copies.  This grant has now been depleted.  Since copies in other parts of the library are $.10 a
page we felt this was a fair price to charge for such copies.  We now have an automated system controlling the copies made from the internet; an operating decision had to be made to recover some cost of this new system. 

UNFINISHED BUSINESS:  None

NEW BUSINESS: 

Becky Spratford asked the board to review the revisions made to Operating Policy and be prepared to approve the revisions in the next meeting.

Becky asked for the approval of Fund Raising list.
 
MOTION:  Moved by Becky Spratford and seconded by Jane Byczek to approve the Fund Raising list.  All members approved.
 
MOTION CARRIES

MOTION:  It was moved by Caroline Coryell and seconded by Mary Nelson to adjourn the meeting. Meeting adjourned at 9:02 p.m.

Respectfully submitted,

Linda L. Montelo
Administrative Assistant

Posted by lagrang at 03:15 PM | Permalink

Minutes of the LaGrange Public Library
Donations, Gifts, Fundraising and Grants Committee Meeting
Friday, September, 15, 2006

Present: Becky Spratford, Mary Nelson, Caroline Coryell
Absent:  None
Staff:     Steve Moskal (left early), Peg Blasage
Visitors: None

Meeting was opened by Chairman Becky Spratford at 4:05 p.m.

She mentioned she knew a muralist who might be interested in painting some- thing for Youth Services.

Peg Blasage gave out a tentative list of areas which could be used for "Naming Rights" donations, with proposed costs for each. “Naming Rights" means a room could be designated the "John Smith Study Room", not that the actual room was paid for by the donor.

Becky said the Kiwanis are still very interested in making a donation; however they may wish to spread it over two fiscal years.

On the second floor, the three study rooms, after some discussion, were set at $2,500 each. The "Quiet Reading Room" listed at $10,000 and the Young Adult room at $5,000. It was pointed out that more than one donor may wish to donate to the last two areas (or even to the study rooms).

On the first floor, proposed areas in Youth Services are, the "Tree" for $20,000, the Activity Room for $8,000, and the computers for $8,000 Again, multiple donors could be sought for these items.

The entrance Lobby has no set amount at this time, the Committee would like this area named for the Friends of the Library.

On the lower level the Board Room was proposed at $3,500, and the lower Lobby and Gallery for $5,000. The "Multi-Purpose Room" was divided into two areas, "A" and "B" for $12,000 each, or the entire room for $20,000. At this time it is thought that the Dierkes family will be donating the amount for the entire room, in memory of Kevin Dierkes. If interest is expressed, the public kitchenette has a suggested amount of $3,000.

The exterior colonnade area was proposed by Peg; but the committee felt this might raise questions about the Library not having sufficient funds for construction.

Smaller donations are available; the leaves for the "Tree" at $25 each, bricks for the covered colonnade floor (4" x 8" at $75, 8" x 8" at $150; and study chairs for $250 each. It was suggested that the various school PTA’s might wish to donate for chairs.

Other Gift Categories, which could be commemorated by a plaque or other visual display, are:

Supporters -- $99.99 and under,
Sponsors -- $100.00 to $249.99,
Donors -- $250.00 to $499.99,
Associates -- $500.00 to $999.99, (changed from "Patrons"),
Benefactors -- $1,000.00 and up

Caroline Coryell said the new library in Niagara-on-the-Lake, Ontario has a wall of simulated book spines with donor’s names on them. No amounts are shown but the various giving categories have differently colored spines (blue for Benefactors and so on). The committee liked this idea.

Becky plans to meet with the La Grange Hospital, Kiwanis, and any other interested groups after the brochure, with the proposed giving categories, is completed and approved.

BCA will be consulted about the laying of the bricks in the colonnade area. They can let us know how and when they are to be installed. Since this would be an on-going donation opportunity, bricks purchased after the initial installation could be laid every six months or so, depending on how many donations are received.

Becky said the brochure should be made available to the LGBA and community spirited people such as Dean Russo and Joan Smothers. She pointed out that personal contact and connections are very important when seeking donors.

The Garden Club might wish to donate urns with plantings, as they have done for the Post Office.

Benches for the colonnade area were discussed; perhaps after the building is finished these might be looked into.

Becky suggested that, after donations are received; (unless a donor wishes to remain anonymous), public thanks should be given.

She then asked that the giving categories and brochure idea be placed on the agenda for the next Board meeting, under New Business, so that the Board can discuss it.

Meeting adjourned at 4:43 p.m.

Respectfully submitted,

Caroline Coryell
Secretary

Posted by lagrang at 03:14 PM | Permalink

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
NEW BUILDING DESIGN AND CONSTRUCTION COMMITTEE
Tuesday, September 26, 2006

Present: Mary Nelson, Steve Wolf, Caroline Coryell
Absent: None
Other Board Members: Bill Coffee
Staff: Steve Moskal, Linda Ertler, Rose Taylor, Debbie Darwine, Pat Prohl, Noel Zethmayr
Visitors: None
Presenters: Jodi Heifner, Becky Beary, (an intern) [all from BCA]

Meeting opened at 7:30 p.m. by Chairman Mary Nelson.

A time-line schedule was passed around by Jodi Heifner concerning the FF&E package. Because of the long lead time required for the actual delivery of furniture and fixtures; the committee must begin now to make choices, especially on shelving units. They are looking out to an installation date of September 2007; therefore bids must go out by February 2007.

Mary asked how the moving of books would be handled when we move to the new building. Steve Moskal said after the shelves are positioned, the movers will fill them shelf by shelf, as they did when we moved to Shawmut. He thought it would take about 2 weeks, if all goes well. The moving job would be bid out, just as the move to Shawmut was.

Jodi said after shelving, end panels and canopy tops are chosen, the "back-of-house" furniture would be looked at. Next would be the commercial (public) furnishings, and last would be signage.

Mary asked why signage would be left for last. It was explained that, when the building was at a point where a walk-through could be done, they would have a clearer picture of how to move the public through the building. Signage not only tells a patron where things are located but should allow for logical and easy movement from one area to another.

Jodi explained what BCA looks for in the bid process. They want highly qualified vendors, who have done large projects before and are financially stable. BCA handles specs, meetings, pay-outs, etc.

Jodi said the next few meetings, which will focus on shelving for the various areas, will be long and intense. Staff and BCA, (with a committee member sitting in), will discuss all aspects of shelving – how many?, how high?, what kind?, what color?, metal?, wood?, function and durability. The first discussion meeting will be on Monday, October 2, 2006, with subsequent meetings on the following 2 or 3 Wednesdays. BCA intends to present the completed shelving package to the full committee on October 24, 2006 at 7:00 p.m.

Steve explained that there are many types of shelving available, "cantilevered", "welded", and "adder". The welded type has 36" units, the adder type has 2 uprights with horizontal shelves for a cleaner look which is easy to move and change.

End panels are also available in a variety of styles. The slat type is versatile, as books can be displayed face out; and there are several variations of these.

After shelving is chosen, the group will move on; a visit to the Merchandise Mart is tentatively set for November 9, 2006. This day long visit will start at Steelcase and work down, looking at tables, desks, chairs, etc. BCA will put together a detailed itinerary; then, after visiting the showrooms, Jodi will ask, what stood out?, what caught our eye?, what did we really like?. She pointed out that chairs fit people differently and we would probably use a number of styles. We will need task seating for staff, study chairs, meeting room chairs, computer chairs, Board room seating, office chairs, tablet chairs for the young adult area, lounge chairs for the "Quiet Reading Room" and other specialized furniture. Brochures and samples will be made available for those items the group liked or wants more information about.

BCA says they are happy with the budget allocated to this part of the project -- $703,500.00 plus contingency, which makes the amount available $738,675.00 or $22,00 a square foot, an ideal amount according to Jodi.

Bill Coffee asked if anything from the old library would be used in the new building and Steve said that, except for some book carts and a few odd pieces, nothing would be kept. Mary said the Historical Society will have a sale in the Spring and we might donate some things to sell.

It was decided that the meeting on Monday, October 2, 2006, would concentrate on Youth Services shelving.

The group then moved on to choosing colors for finishes of various items in the new building interior.

After viewing and discussing the proposed colors, the following were chosen:

1)  the accordion fire door, #77 Almond,
2)  fan coils, ventilators, other Trane equipment, Soft Dove,
3)  grills and resisters, for gypsum board areas, #49 Off White,
                 for ceiling tile areas, #44 British White,
4)  coiling door (to kitchenette), #20-8256,
5)  folding partition in meeting room, pattern Eloquence,
     color #109278-053 Tigers Eye,
6) for hinges and trim on partition, Dark Bronze.

Steve Wolf moved to recommend these choices to the Board, seconded by Caroline Coryell. Unanimously passed.

Jodi borrowed the brick sample to match to.

Caroline Coryell moved to adjourn, seconded by Steve Wolf.  Meeting adjourned at 8:53 p.m.

Respectfully submitted,

Caroline Coryell

Posted by lagrang at 03:14 PM | Permalink

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

PRESENT:    Caroline Coryell, Becky Spratford, Mary Nelson, Rick Adamczyk,                              
                            Bill Coffee, Steve Wolf, Jane Byczek (late)

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

VISITORS:  None

Meeting opened by President Bill Coffee at 7:30 p.m.

PUBLIC COMMENTS:  None

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

COMMUNICATIONS:

Letters were sent to thank Tony Peraica, Jim Durkin and Liz Asperger for attending
the ground breaking.

DIRECTOR’S REPORT:

Norm Eallonardo reports that the foundations are moving along.  Steel structure will be starting at end of October or beginning of November.  The contractor is on schedule right now.  With the approval of payment #3 the job is at 8% completion to date.
       
Two issues not finalized for the building permit.  Necessary changes need to be made
which may require the contractor to ask for time extension. 

We have begun coordination with Rick Cortez (Fish Bait Studios) on the artificial tree for
youth services area.

No neighbor issues at this time.

Steve Moskal mentioned Northstar Net (who host our website) will be no longer be providing service after June 30, 2007.  We are seeking new hosts.

Steve asked for approval of the warrants.

MOTION:  Moved by Mary Nelson and seconded by Caroline Coryell to approve warrant #211, dated October 17, 2006 and totaling $110,385.68.  Also moved by Caroline Coryell and seconded by Mary Nelson to approve warrant #2-21 also dated October 17, 2006, totaling $318,718.88. All members approved.
 
MOTION CARRIES

TREASURER’S REPORT:

Per my written report we have received 91% of projected income and we have used 32% of our projected budget.

We have made a few unanticipated equipment purchases this month which will be offset by
keeping software purchases down.

We are investigating the forecast on the Schwab investment, the investment was overstated.
Linda Montelo has been researching and has found 90 % as an bookkeeping error by her
predecessor.

Also being investigating is the break out of Debt Service collection.  We have consulted with
Lou Cipparrone and he has assured us this year could be a plus.
 
COMMITTEE’S:

Building and Grounds— None
Finance, Personnel and Archives—Meeting with department heads to review personnel changes, reclassification of positions and budgets.  Another meeting is scheduled to discuss budget other than personnel and the Levy.  The Levy will be reviewed line by line.
Legislation—None
Planning and Policy— Discussion under New Business
Metropolitan Library System—Annual Meeting in Tinley Park on October 20, 2006
Friends of the Library—Heather Cavanaugh has accepted the position as Vice President;
Planning a fund raising event with home based vendors for November 18, 2006.  Each vendor would pay $25 to host a table.  November is the push for donations in the “Book Report”.
Committee would like to plan the annual meeting in January to be held outside the library.
Public Relations and Marketing—None
Long Range Planning—None
Village Liaison—None
New Building—Ground breaking was a great success.  Rick would like to thank Mary
Nelson, and Caroline Coryell for their efforts on this project
 Sub Committee
  Administration & Coordination—None
Design & Construction—Have met for 2 full days with BCA.  We are working
by department and are working to establish growth in each area taking into
consideration we now have 10% less of a building to work with.  Y/S and YA
are just about complete.  Adult will not have growth without weeding their
collection. 
Donations, Fundraising & Grants – Spratford & Nelson—To date we have
verbal commitments of $23,000 right now.  Gift from FOL in honor of Mrs.
Baumgartner will name the kitchenette, and a commitment from Caroline and
Orlando Coryell for the big study room.   
Events & Public Relations—Caroline would like to thank Mary Nelson and Becky Spratford for their help with coffee and also Peg Blasage and Jane Byczek for their hard work on this project.
Relocation & Moving—None

PUBLIC COMMENTS NOT ON AGENDA:  None

UNFINISHED BUSINESS: 

The Planning and Policy Committee would like to recommend the Board accept the Operating Policy revisions which were reviewed at a previous meeting.  Youth Services web policy would be reviewed at another date.

MOTION:  Moved by Becky Spratford and seconded by Caroline Coryell to approve the
revisions as written without the Youth Services web policy.  All members approved.

MOTION CARRIES

NEW BUSINESS: 

Policy Committee presented the 2007 Holiday closing schedule.

MOTION:  Moved by Becky Spratford and seconded by Caroline Coryell to approve the 2007 Holiday Schedule.  All members approved.
 
MOTION CARRIES

MOTION:  It was moved by Caroline Coryell and seconded by Mary Nelson to adjourn the meeting. Meeting adjourned at 8:19 p.m.

Respectfully submitted,

Linda L. Montelo
Administrative Assistant

Posted by lagrang at 03:13 PM | Permalink

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
Planning and Policy Committee Meeting
Friday, October 13, 2006

Present: Becky Spratford, Mary Nelson, Caroline Coryell
Absent: None
Staff: Steve Moskal, Patti Eaton, Rose Taylor, Peg Blasage
Visitors: Heather Cavanaugh

Meeting was opened by Chairman Becky Spratford at 4:18 p.m.

There were two items to be discussed under Unfinished Business; Operating Policy and the Gift Brochure.

Under New Business was the proposed Youth Services Policy and, if time permitted, discussion of the next policy to be reviewed.

Becky said she has a meeting with Kathy Dierkes about the donation of "Multi-purpose" room naming rights, on October 26. She said she also had verbal commitments for the "Kitchenette" from Pat Prohl, (this is money donated to the Library by the late Mrs. Baumgartner, a former Library employee), and from Caroline Coryell for a "Study Room".

The new Youth Services policy was read and discussed; Mary Nelson moved to recommend it to the full Board, seconded by Caroline. Except for the "web" policy, the rest of the Operating Policy will be presented also.

The Gift Brochure was discussed and Heather Cavanaugh brought a mock-up of a proposed brochure. She would like to see the Friends involved in the design. Her very clever idea was a booklet which opened like doors, with the proposed "tree" on the inside and a picture of the new building on the cover. There was discussion of how much wording to put inside; information on the Library? On the giving categories? On what has already been given?

Perhaps a water-mark of the tree could be used inside, Peg will look into. (As an aside, Rick Cortez has requested an 80% down payment now, in order to purchase materials for the construction of the tree. He is working with Norm Eallonardo and the contractor on placement and timing.) A separate sheet of paper inside the brochure was suggested; however it was thought it would be
too easy for people to lose the inside sheet.

Becky had a similar brochure from the Oak Park Library which she passed around for the committee to look at.

It was decided that we want a minimum of writing in the brochure and also to let people know that they can give part of the proposed amount for a room and have naming rights along with whoever donates the rest. The Kiwanis still are interested in donating over a two (or more) year period.

It was suggested the computer areas be designated a "Computer Court"; both Youth Services and Adult areas could be named then.

Heather will call Peg to help work on the brochure.

It was suggested the LGBA might donate the cost of the brochure printing.

The next Policy Committee meeting will be November 16.

Mary moved to adjourn, seconded by Caroline.  Meeting adjourned at 5:25 p.m.

Respectfully submitted,

Caroline Coryell
Secretary
 

Posted by lagrang at 03:13 PM | Permalink

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
Planning and Policy Committee Meeting
Thursday, November 16, 2006

Present: Becky Spratford (arrived at 4:20 p.m.), Mary Nelson, Caroline Coryell
Absent: None
Staff: Steve Moskal (part of meeting), Peg Blasage
Visitors: None

Meeting opened at 4:03 p.m..

Steve Moskal handed out an E-mail from our lawyer, Gerry Dempsey, on language which can be used in our donors brochure.

Peg Blasage reported she had spoken to the Niagara-on-the-Lake Library about their donor display. This display, she was told, was made there locally, and consists of narrow wood pieces made to look like book shelves with wooden "book spines" painted in various colors to denote the level of giving. The donor’s name is put on the spine in gold. When Becky Spratford arrived, she pointed
out that this is certainly something we can have made locally as well. Peg said the Library would look into costs, etc.

Peg then showed a mock-up of the proposed donor brochure. She borrowed the information on tax deductions from Orland Park Library. It appears that the Illinois Library System administers a fund, the Fund for Illinois Libraries, which is a 501(c) (3) organization and allows for donations to be tax deductible. Information will be requested from ILS.

The brochure cover shows the north elevation of the new building and inside she proposes to put a photo of children, preferably a story-time session in the Library. Peg will check with Patti Eaton on when a program will take place. Becky reminded her that releases should be gotten from the parents for the use of a child’s picture.

Our goal is to have a finished draft by mid-December. Becky said Kathy Dierkes wishes to have the name of the Dierkes Memorial meeting room in the brochure. Caroline Coryell mentioned that Jodi Heifner (BCA) may have a source for a discrete bronze plaque for use for the naming rights.

It was suggested that Caroline work on some of the brochure wording and E-mail any ideas to Peg as soon as possible. Becky asked if she would also explain the brochure idea at the next Board meeting. Steve said we really should have a draft to show the Board as well.

It was decided to hold another Planning Committee meeting on Tuesday, December 19, 2006 at 6:30 p.m. and put the brochure on the agenda for discussion.

The Saturday Friends of the Library Christmas sale was briefly discussed. After much running around Peg was able to secure extra tables. There are 15 tables (2 for one booth) and the table cost was $25.00 each, per vendor. Caroline said she would cover the time from 11:00 a.m. to 1:00 p.m. to watch booths for vendors wishing to use the bathroom or whatever.

Peg will report on the sale at the November 28, 2006 Board meeting.

Caroline will check with Jodi on plaque vendors, and Peg will follow up on the Niagara-on-the-Lake Library donor display.

Becky mentioned that since she had been instrumental in raising a good sum of money for the La Grange Hospital, she feels confident that they will reciprocate with a donation to the Library.

Other items on the agenda were tabled for a future meeting.

Meeting adjourned at 5:00 p.m.

Respectfully submitted,

Caroline Coryell
Secretary

Posted by lagrang at 03:12 PM | Permalink

Posted by lagrang at 03:12 PM | Permalink