LaGrange Public Library Board News

PRESENT:    Bill Coffee, Caroline Coryell, Mary Nelson, Rick Adamczyk,                              
                           Steve Wolf, Jane Byczek, Becky Spratford
ABSENT:          None
STAFF:     Steve Moskal, Debbie Darwine, Peg Blasage, Pat Prohl, Noel 
                           Zethmayr, Linda Montelo, Kim Colagrossi, Patti Eaton, Nancy Hardisty
VISITORS:  Ken Knutson, Heather Cavanaugh, and Rose Taylor

Meeting opened by President Bill Coffee at 7:37 p.m.

Bill Coffee asked for a moment of silence for Donna Raymond.

PUBLIC COMMENTS:  None

MOTION:  Moved by Mary Nelson and seconded by Becky Spratford to approve the minutes.  They were approved unanimously.

MOTION CARRIES

COMMUNICATIONS:
            
• ILA Workshop this weekend, late notice was given 

OWNER’S REPRESENTATIVE REPORT:

General contractor has made good progress and has taken advantage or our mild winter.
All lost time has not been recouped; at least there aren’t any additional delays.

The rough in is going well.  Our next goal is to secure the building with a roof so we can proceed with the drywall and taping and insulating of the interior.  The contractor feels that if he can get the roof on my March he thinks that he can get it completed by the plan date. There are 9 new issues on the issue log with 14 pending.  No complaints by neighbors at this time.  Last page of report summarizes the allowance; we have $65,522 left in the allowance account.

Rick Adamczyk brought to our attention issue log #15: we have a temporary pump with a battery back-up.  We are also asking the general contractor to provide us with a gas turbine pump.  This is our 3rd backup and we should cover the cost of this until the construction is done and then it will be removed.  Mr. Eallonardo feels we would be able to split the cost of this expenditure.  For log #13 we are looking to install a stand by generator for permanent installation.  The architect is finishing the design for this installation.
 
BCA PRESENTATION:

Jody Heifner presented the furniture which was chosen for the library; it is from the Calloway Collection.  Mary Nelson mentioned that Jody could make up smaller presentation boards to be displayed for the public viewing at a cost of about $300.00.  Mary Nelson asked for approval on the furniture selections which were presented.

The bids packets can be picked up starting February 23 and the bid opening will be March 16, at 3:30. 

MOTION:  Moved by Steve Wolf and seconded by Caroline Coryell to approve the furniture presented tonight.  All members approved unanimously.
 
MOTION CARRIES

DIRECTOR’S REPORT:

Steve Moskal introduced Nancy Kerr as our new Head of Youth Services.

Debbie Mitchell is trying to expand outreach to adults.  About 100 hours a month.  This would be targeting senior groups for outlook or book discussions.  We are hoping that outreach will bring more people into the library and not just going into the schools to help them out.

Steve Moskal asked for approval of the warrants.

MOTION:  Moved by Caroline Coryell and seconded by Mary Nelson to approve warrant #215, dated February 20, 2007 and totaling $124,043.73. All members approved. 

MOTION CARRIES

MOTION:  Moved by Mary Nelson and seconded by Becky Spratford to approve warrant #2-25 dated February 20, 2007 totaling $579,026.12.  All members approved.

MOTION CARRIES

TREASURER’S REPORT:

We have already received 100% of projected income and we are still expecting our Per Capita Grant.

Income projected for new building is 101% of our budget has been received due to the wise investing from Rick Adamczyk and Jamie Rachlin with Schwab.  We did receive our original projected investment of interest income and even a little more.
 
Rent from Acclaim Packing is 2 months late.  We still have not received January, February, and now March’s rent is due.  It was suggested that a letter should be sent from Bill Coffee.

COMMITTEES:

Building and Grounds— No report
Finance, Personnel and Archives—Need to plan a meeting on position reclassification.   
Legislation—The state legislation has proposed bill #1648 to ban “My Space” from being used in the library.  The bill has not gone for vote; we cannot do anything until it goes for a vote in the legislation.  The Village is planning on making the business district non-smoking.
Planning and Policy— Need to plan a meeting about personnel policies and also meet with Finance Committee. There are many small policies that need to be addressed and the smoking is one of them.  Meeting with Steve to address these issues first and then plan a meeting in March to discuss with committee.  One of the issues with the personnel policy are the policies are redundant and a few more policies may need to be added; once reviewed the policies will go before the Finance Committee.
Metropolitan Library System—No report
Friends of the Library— Planning an outside meeting at Palmer Place sometime in March;     the event will be planned for 7:30 p.m.  Flyers bill be sent to schools and a mailing to all FOL members to come and join us.  Heather Cavanaugh will be VP and Heather recruited 2 more people.  No president as yet but still working on finding one.  Jane Byczek spoke about leaving a legacy in Tyler Duelm’s name.  As of February 20, we have over $17,000 in the Tyler Duelm Memorial Fund.   Jane also felt this event would be a great outreach opportunity to get the whole community involved in the Tyler Duelm Memorial Fund.  The fund will continue to grow because this is the type of charity people like to contribute for birthdays, 
anniversaries, etc.  Staff should think about additional programs that we could offer: for example; a program festival for the summer reading program that is family orientated, theater groups, professional readers and story tellers, or a musician.  A volunteer Girl Scout will be coming to help organize and set up our Spring Book Sale to earn her merit badge.  There may be some Boy Scouts or other children that need community service time to also help.  The sale will be held in April or May in the Clean Storage Room east of Young Adult Services.
Public Relations and Marketing— No report
Long Range Planning— No report
Village Liaison— No report
New Building— We were approved to extend our lease through December 31, 2007, but
the extension may not be necessary.
 Sub Committee
  Administration & Coordination— No report

Design & Construction— No report

Donations, Fundraising & Grants — No report

Events & Public Relations—No report

PUBLIC COMMENTS NOT ON AGENDA:  None

UNFINISHED BUSINESS:   None

NEW BUSINESS: 

Jane Byczek had a brief review of the proposed new budget for the New Building and asked to
approve the adjusted budget as presented on January 31, 2007 and to also reflect the  adjustment in the expense portion of the budget line 07-7440 – Contingency – Other Expense.

MOTION:  Moved by Jane Byczek and seconded by Rick Adamczyk to approve the changes to the New Building Budget as proposed on January 31, 2007 and to adjust the Schwab account as noted in Jamie Rachlin’s report; and also to be reflected in the rest of the budget.  All members approved unanimously.

MOTION CARRIES

Becky Spratford received no comments on previous Gift and Donation brochure presented January 16, 2007.  Therefore, Becky presented two drafts this evening; one with tiling and one without.  Also, it was noted that we are a 501 (c) (3) through ILSDO (we have this classification if we should need it).  The money we receive is going toward the New Building itself or toward programming and services.  This would allow us to purchase things that were cut from the budget. 

MOTION:  Moved by Becky Spratford and seconded by Jane Byczek to approve the brochure without the tiling.  All members approved unanimously.

MOTION CARRIES

PUBLIC COMMENTS NOT ON THE AGENDA:

Heather Cavanaugh would loan one or two pieces of historical stained glass from Venice (8x10) to be displayed at the new library if our insurance would allow.

MOTION:  It was moved by Becky Spratford and seconded by Caroline Coryell to adjourn the meeting. Meeting adjourned at 9:15 p.m.

Respectfully submitted,

Linda L. Montelo
Administrative Assistant

Posted by lagrang at 09:56 PM | Permalink

Present: Becky Spratford
Absent:  Mary Nelson
Other Board Member:  Caroline Coryell
Staff:     Peg Blasage
Visitors: None

Meeting was opened by Chairman Becky Spratford at 7:05 p.m.

Peg Blasage explained that, she has been told, since the Library is a non-profit, tax-subsidized public entity, we do not need an IRS 170(1)(3) or 501(a)(3) tax form, because donations are already tax- deductible.

Becky briefly touched on the possibility that the Duelm family would donate money for the Youth Service Activity Room, in honor of their son Tyler. His favorite thing is lions, and she has asked Jodi Heifner (BCA) to come up with some ideas on this theme.

Becky has set up a meeting for herself, Peg, Steve Moskal and Rick Cortez to talk to the La Grange Hospital about donating the tree.

Peg had some mock-ups of the brochure with various ideas for the inside children’s photo. One idea we liked was to crop the photo (cutting out disembodied elbows and knees), as well as lightening it overall. She also had a grid pattern proposal, and Becky asked that she put together a mock-up of each one for the next meeting. Also she would like Peg to have it ready for the February Board meeting.

The "ghost trees" on the cover illustration were briefly discussed; one idea was to leave them in but darken the trunks.

Becky wants the brochure finished this Spring, to have available for target groups, [such as Kiwanis, Rotary, LGBA, and Harris Bank (who might sponsor the lion mural)]. She also wants to target individuals who have donated to community things in the past, (such as Dean Russo and Joan Smothers).

She and Peg discussed going to companies with giving foundations, Target Corporation for instance. Borders might contribute something as well; she felt it certainly would not hurt to ask.

Peg will have information on the bricks by the March meeting. Perhaps these can be presented as a donation idea for groups, (such as the Garden Club, Boy Scouts, AAUW, Lyric Guild, PTO), or other small groups and businesses who would like an inexpensive way of publicizing their organization and contributing at the same time.

It was decided to have the final mockup of the brochure for Board approval at the February meeting; and also to show Jodi a copy.

Becky would like to have a finished brochure available for the first Friends of the Library meeting.

Meeting adjourned at 7:55 p.m.

Respectfully submitted,

Caroline Coryell

Posted by lagrang at 09:55 PM | Permalink

Board of Trustees Meeting
Tuesday, March 20, 2007
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, February 20, 2007
 Donations, Fundraising and Grants Committee Meeting Tuesday, January 30, 2007

4. Communications

 Library Calendar and Appropriation/Levy Timetable
 Thank you note from Margaret Sebastian
 Thank you note from St. Cletus School

5. Owner’s Representative Report

6. Library Director’s Report

 Operating & New Building Warrants
 Public Enhancements List for New Building

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
Duelm Memorial Fund - Byczek
New Building – Adamczyk

New Building Sub-Committees:
  Administration & Coordination – Adamczyk
                                Design & Construction – Nelson, Wolf & Coryell
                                   ---BCA Recommendation for FF&E Bid Acceptance
  Donations, Fundraising & Grants – Spratford & Nelson
                                Events & Public Relations – Byczek & Coryell
  Relocation & Moving – Spratford, Wolf, & Nelson
 

9. Unfinished Business

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

 Review Remote Attendance Policy draft – Planning and Policy Committee
 Review 2008 Birthday month day off – Planning and Policy Committee
 Review Personnel Policy – Planning and Policy Committee
 Review Library Property (10 W. Cossitt Avenue) Smoking Ban –                               Planning and Policy Committee
 Approval of Bid Recommendations from Design & Construction Committee

11. Public Comments regarding matters not on the agenda

12. Executive Session

                ---Library Director evaluation

13. Adjournment

14. The next Regular Library Board meeting  is scheduled to be held on April 17, 2007

[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 09:57 PM | Permalink

Planning & Policy Committee Meeting
Tuesday, March 20 7:00 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

a) Remote Attendance Policy draft
b) 2008 Birthday month day off
c) Personnel Policy - latest edited draft
d) Library Property (10 W. Cossitt Avenue) Smoking Ban

5. Public Comments regarding matters not on the agenda

6. Adjournment

Posted by lagrang at 09:57 PM | Permalink

MINUTES OF THE LA GRANGE PUBLIC LIBRARY
BOARD OF TRUSTEES REGULAR MEETING
Tuesday, January 16, 2007

PRESENT:    Bill Coffee, Caroline Coryell, Mary Nelson, Rick Adamczyk,                              
                           Steve Wolf, Jane Byczek, Becky Spratford
ABSENT:          None
STAFF:     Steve Moskal, Debbie Darwine, Peg Blasage, Pat Prohl, Noel 
                           Zethmayr, Linda Montelo, Patti Eaton, Nancy Hardisty
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 as amended.  It was approved unanimously.

MOTION CARRIES

COMMUNICATIONS:

• November 27, 2006 BCA Administrative Minutes
• December 13, 2006 BCA Administrative Minutes
• Thank you note from Mary Nelson for flowers sent in the passing of her mother

OWNER’S REPRESENTATIVE REPORT:

General contractor has made good progress has taken advantage of our mild winter.
All lost time has not been recouped; at least there aren’t any additional delays.

Some issues have been resolved through the $75,000 contingency which has been drawn down to $64,000.  This contingency fund could be absorbed by a water problem which has been discovered in the sub-basement with the mechanical equipment.  The water is being removed with sump pumps.  Mr. Eallonardo feels that we need is a back up power system in the event of a power failure.  We may need an exterior gas-fired pump.  We are looking at allowances of $25,000 to $45,000.  Norm explained that this is one of the many unknows that happen in construction.  This situation, for the moment, is under the control of contractor.  When we are ready to occupy the building we would need to have this system ready.

Norm recommended that we retain the budget line contingency construction budget.  Rick Adamczyk commented about the need to plan for the move and negotiation to extend our lease.  Rick met with Norm and Steve Moskal to get an approximate time line on the New Building project and he also reviewed costs for the extended rental of 405 Shawmut.

DIRECTOR’S REPORT:
Steve Moskal asked for ratification and confirmation of the December 2006 warrants.

MOTION:  Moved by Mary Nelson and seconded by Becky Spratford to approve warrants #213, dated December 20, 2006 and totaling $620,373.93 and also to approve warrant #2-23 dated December 20, 2006 totaling $721,226.58. All members approved. 

MOTION CARRIES

Steve Moskal asked for approval of January 2007 warrants.

MOTION:  Moved by Caroline Coryell and seconded by Mary Nelson to approve warrants #214, dated January 16, 2007 totaling $103,514.68 and also to approve warrant #2-24 dated January 16, 2007 totaling $383,490.00.  All members approved.

MOTION CARRIES

TREASURER’S REPORT:

Jane Byczek commented on January ’07 instead of December ’06 because the reports are cumulative through that month.  Our investment income is doing very well, we are exceeding our budget.  Jane acknowledged the hard work and foresight of Rick Adamczyk for wisely investing part of the library's building bond proceeds in the Charles Schwab account.

It was decided to defer transferring budget line 07-7520 – Contingency – Construction.

The 2006 Levy Request was presented to the Village in early December. Jane Byczek and Steve Moskal attended that meeting and the Library Levy was unanimously approved without comment or question.

Jane received a written audit report from Judy Barr Topinka. The report stated Illinois Funds has the highest rate of interest for local government investments.

Questions were asked about the discrepancy in Schwab account income.  Steve Moskal stated the funds have been reviewed by Jamie Rachlin and he shows actual earnings as $264,343.84.  A written report to the Treasurer is expected next month.

COMMITTEES:

Building and Grounds— No report
Finance, Personnel and Archives—There is a need to plan a meeting on position reclassification and the director was asked about the search for a Head of Youth Services.  The annual Staff Recognition Reception will take place at 7:00 p.m before the next meeting on February 20, 2007. 
Legislation—Caroline reported that January 01, 2007 changes were made to the Open Meetings Act.  Changes which effect our library are as follows:  No meetings can be held on a legal holiday.  For legal purposes a quorum of a 7 body board is 3 members plus a presiding officer and for a 5 member body board is 2 members plus a presiding officer.  The presiding officer only has a vote in a tie.  No action can be taken by the board unless a quorum is met.  You cannot call or poll part or all of the board.  We also need to review our closed meeting (AKA Executive Session) minutes.  Closed meeting minutes can be destroyed after 18 months.
Planning and Policy— There is a need to plan a meeting about personnel policies and also meet with finance committee.
Metropolitan Library System—No report
Friends of the Library— Becky thanked Peg Blasage for her efforts with the FOL Holiday Fair. Planning an outside meeting at Palmer Place sometime in March; Flyers to schools and a mailing to all FOL members to come and join us.  Heather Cavanaugh will be VP and Heather
has possibly found a treasurer; a secretary is needed.  A volunteer Girl Scout will be coming to help organize and set up our Spring Book Sale to earn her merit badge.  The sale will be held in April or May in the Clean Storage Room east of Young Adult Services.
Public Relations and Marketing— Park District of La Grange has offered display space for the library to show the progress of our new building or other community items.
Long Range Planning— No report
Village Liaison— No report
New Building—Rick Adamczyk is working with Norm and Steve Moskal on a revision of income and expenses for the New Building Project.  The revised budget will be presented at next meeting.
 Sub Committee
  Administration & Coordination— No report

Design & Construction—Meeting scheduled for January 19, 2007 from 6-9 p.m.  Jodi will review FF&E costs.  Members raised questions asked about window treatments; they asked if these costs would be part of the AJM Maggio bid or the FF&E budget.

Donations, Fundraising & Grants — Donations to the library are tax deductible under Internal Revenue Code section 170.  The committee will meet with Tim Cook at La Grange Hospital.  The committee has worked hard on a Gift and Donation brochure. Members were asked to review the draft and send comments via e-mail to Becky Spratford.  The committee would like to finalize the brochure at the next meeting.

Events & Public Relations—No report

PUBLIC COMMENTS NOT ON AGENDA: None

UNFINISHED BUSINESS: None

NEW BUSINESS: 
Steve Moskal opened discussion of the 405 Shawmut lease extension.  The letter requesting an extension will be prepared by Steve Moskal and sent by Bill Coffee.

MOTION:  Moved by Mary Nelson and seconded by Becky Spratford to approve Bill Coffee to send a letter to extend our lease for three additional months and also to negotiate a month to month rental thereafter.  All members approved unanimously.
 
MOTION CARRIES

MOTION:  It was moved by Mary Nelson and seconded by Caroline Coryell to adjourn the meeting. Meeting adjourned at 8:40 p.m.

Respectfully submitted,

Linda L. Montelo
Administrative Assistant

Posted by lagrang at 03:04 PM | Permalink