MINUTES OF THE LA GRANGE PUBLIC LIBRARY
BOARD OF TRUSTEES REGULAR MEETING
Tuesday, November 28, 2006
PRESENT: Bill Coffee, Caroline Coryell, Mary Nelson, Rick Adamczyk,
Steve Wolf, Jane Byczek
ABSENT: Becky Spratford
STAFF: Steve Moskal, Debbie Darwine, Peg Blasage, Pat Prohl, Noel
Zethmayr, Linda Montelo
VISITORS: Mr. Wessel, Mary Moskal
Meeting opened by President Bill Coffee at 7:30 p.m.
PUBLIC COMMENTS: None
MOTION: Moved by Mary Nelson and seconded by Caroline Coryell to approve the minutes by omnibus vote. A roll call vote was taken and all members present approved. Absent was Becky Spratford.
MOTION CARRIES
COMMUNICATIONS:
• We received a Certificate of appreciation from CEP.
• Thank you note from Rose Taylor acknowledging her many years of service with the Library.
• MLS sent an advisory notice that there will no longer be a printed hard copy of newsletter, it will be sent via email in electronic (PDF) format. It will also be archived at the MLS Web Site at MLS News http://www.mls.lib.il.us/news/
OWNER’S REPRESENTATIVE REPORT:
The steel structure began November 14th; it was delayed 10 to 12 days due to fabrication.
Decking materials, foundation walls and water proofing are now completed. The contractor is getting ready to pour the basement slab. There will be approximately 2 more weeks needed to complete the steel structure. Currently, the project is 24 days short of meeting the original completion date of September 26, 2007. Norm Eallonardo also reviewed his Issues Log. He believes the general contractor may not need to ask for a time extension at this time.
DIRECTOR’S REPORT:
After reviewing his written report, Steve had some additional comments.
Steve wanted to make the Board aware of a new slide show depicting the progress
on the New Building Project. Vince Kerner worked with Steve to utilize an obsolete laptop computer and a flat panel monitor. Each photo that Steve takes is used in a chronological presentation of the project. The New Building Room is located to the right of Patron Services Desk. Patron Services reported many patrons are very interested in this presentation.
Steve asked for approval of the current warrants.
MOTION: Moved by Caroline Coryell and seconded by Mary Nelson to approve warrants #212, dated November 28, 2006 and totaling $152,408.61 and also to approve warrant #2-22 dated November 28, 2006, totaling $344,521.84. All members present approved. Absent, Becky Spratford.
MOTION CARRIES
Nancy Hardisty reported on Technical Services Department goals for the 2006-2007 Fiscal Year.
“Our goal is to acquire, catalog and process all materials as quickly as possible. My vision of the collections in the new building should be looking good and up to date. To accomplish this goal we are currently withdrawing from the collections which will also make room to grow with our current collections. I recently consulted with 15 libraries to see how they processed their paper back books. Only 3 libraries were covering their paper back books. We have decided to stop covering our paper back books and re-evaluate in 6 months. This evaluation has also helped me to try to plan the work flow for another person in our department in the new building. Not knowing for sure how things will be at the new building does make it hard to plan. One thing that is known for sure is that this person will have to learn all three positions. Right now there is not a backup when people are on vacation. This immediately creates a problem.”
Nancy briefly discussed what jobs each employee performs in her department.
The Board had asked all departments to look into possibility of a grant. Nancy stated she didn’t think there would be much applicable to her area but will look into the possibilities. She also commented that she will review how to streamline the production of spine labels which are currently typed on a typewriter which is becoming obsolete. Nancy plans to investigate how Innovative Interface is working with toward a label solution with its Millennium product.
TREASURER’S REPORT:
Jane Byczek reported the financial picture from the Director’s reports noting that 97% of projected income has been received and our investments are over 100% of the budgeted projection. Turning to the New Building Budget report, she commented that it may be time to consider combining the construction contingency line by adding it into total construction cost. The Board has decided to table this discussion until the next meeting scheduled for December 19, 2006.
The Treasurer noted that there would be a Review of the 2006 Levy Request under New Business.
COMMITTEE’S:
Building and Grounds— No report
Finance, Personnel and Archives—2006 Levy Presentation later under New Business
Legislation— No report
Planning and Policy— No report
Metropolitan Library System—Steve Moskal reported briefly on the MLS Annual Meeting held at Tinley Park Public Library. He and Peg Blasage both attended and toured the new library.
Friends of the Library— Peg Blasage reported that the Holiday Fair raised $356, we had 15 vendors participate and 325 people came through the door for four hours (10-2). Caroline Coryell thanked Peg Blasage for all her planning efforts and the set up in the library.
Public Relations and Marketing—The Committee met in combination with the New Building Events and Public Relations to approve the budget for New Building events, public relations and marketing for the 2007-2008 Fiscal Year. These two committees have decided to avoid duplicate efforts by combining as one committee until the New Building opens. The main reason given was too much overlapping in planning events.
Long Range Planning— No report
Village Liaison— No report
New Building—Rick Adamczyk noted that he had been reminded by Steve Moskal that the new construction time line required the board to begin negotiating with First Industrial for an extension of the lease at 405 Shawmut. Steve Moskal reminded the board that a letter of intent to exercise the three month extension had to be mailed in January 2007. It is clear that there may need to be another extension beyond the 3 month clause written into the lease agreement.
Sub Committee
Administration & Coordination— No report
Design & Construction—Mary Nelson reported that they had with Jodi Heifner of BCA on November 27 to review November 9 tour of the Merchandise Mart. Samples of furniture are displayed in the Meeting Room for try out and to help the committee and staff make decisions on the furniture. It had been suggested by the committee to use refurbished furniture for back of the house. The next committee meetings are scheduled for December 06, and December 13 in order to finalize the specifications for shelving. A meeting is also scheduled for January 9th, 2007 at 6:00 p.m.
Donations, Fundraising & Grants –Caroline Coryell spoke about Becky Sprat ford’s concept of donations and naming rights. Peg Blasage is working on the brochure that will explain how the naming rights are granted and the donation levels needed for several areas in the New Library. Three areas/items are already taken and will be publicized in the brochure. The next committee meeting is scheduled for December 19th, 6:30 p.m. When the brochure is finished and approved by the board committee members will start to solicit donations.
Events & Public Relations— After reviewing various ideas with Peg Blasage; the Committee members proposed a dedication and grand opening budget of $8,850. Should the board members want to scale back the scope of the dedication and opening celebrations, other budget lines could be adjusted.
UNFINISHED BUSINESS: None
NEW BUSINESS:
Steve Moskal presented the 2006 Levy line by line by projecting an Excel spread sheet on the screen. Rick Adamczyk asked a question asked about the percentage rate of the Levy.
Rick Adamczyk asked about the Consulting line which contains an amount budgeted for IT Consulting. Adamczyk asked Steve Moskal to see if other libraries in the area would consider sharing an employee salary and benefits for IT Consulting.
Steve Moskal mentioned that the evaluations of job functions and descriptions will take place in the 2007-2008 fiscal year.
Steve Moskal asked for approval of the 2006 Levy Request as detailed in Resolution No. R-11-A-2006e.
MOTION: Moved by Jane Byczek and seconded by Mary Nelson to accept the 2006 Levy Resolution No. R-11-A-2006e by roll call vote. All members present approved. Absent, Becky Spratford.
MOTION CARRIES
PUBLIC COMMENTS NOT ON AGENDA:
Mr. Wessel asked how the current levy request compares to prior years 2003, 2004, and 2005. Mr. Wessel declared that he had videotape of the Library Director stating that he could operate the new library with the same staff as in the original 10 W. Cossitt building. Wessel asked why the board had not reduced the cost of medical insurance by passing that cost to the employees.
MOTION: It was moved by Mary Nelson and seconded by Jane Byczek to adjourn the meeting. Meeting adjourned at 9:50 p.m.
Respectfully submitted,
Linda L. Montelo
Administrative Assistant
