MINUTES OF THE LA GRANGE PUBLIC LIBRARY
BOARD OF TRUSTEES REGULAR MEETING
Tuesday, June 19, 2007
PRESENT: Bill Coffee, Caroline Coryell, Jane Byczek, Becky Spratford
Becky Spratford, Rose Taylor
ABSENT: Mary Nelson, Steve Wolf
STAFF: Steve Moskal, Debbie Darwine, Pat Prohl, Noel Zethmayr,
Nancy Hardisty, Peg Blasage, Linda Montelo
PRESENTER: Norm Eallonardo
VISITORS: None
Meeting called to order by Bill Coffee at 7:31 P.M.
PUBLIC COMMENTS: None
MOTION: It was moved by Caroline Coryell to approve the minutes by omnibus vote and it was seconded by Becky Spratford to approve the following minutes:
Board Reorganization Meeting, May 15, 2007
Regular Board Meeting, May 15, 2007
Special Board Meeting, May 22, 2007
Tyler Duelm Room Meeting, May 30, 2007
Tyler Duelm Room Meeting, June 06, 2007
Roll call vote taken; all members present approved. Absent: Mary Nelson and Steve Wolf.
MOTION CARRIES
COMMUNICATIONS:
OWNER’S REPRESENTATIVE REPORT:
Norm started his report with how well the outside of the building is shaping up. He then reported on the interior of the building. The elevator and dumb waiter will be installed soon, the subcontractor will start primer painting in the lower lever and then lights can start to be dropped in. Drywall is being completed on the second level and all the windows are in.
Norm commented on the issue log and updated the board on the allowance figures. Norm Commented on Two issues on the log #11 and #30 pertain to fire proofing. The stair wells have been overlooked for fire proofing by
the architect. Norm has been consulting with Village Fire Department officials. They told him we need to encase the stairwells with one hour rated fire proof materials. The cost is estimated to be $25,000; our allowance was $12,000.
The Time capsule will be constructed in early July.
We are currently reviewing three alternates which the board had decided to defer on the base bid. The items we are reviewing for pricing are #6 an irrigation system, #12 security cameras and #15 digital signage. Pricing has increased from the original bid date. Norm will have up to date pricing confirmed and available for the next board meeting. However, Norm had pointed out that the infrastructure for security cameras and digital signage are already in place. Therefore, we could add these items later if cost is still an issue. Norm also noted that we could choose our own sub-contractor for these jobs. If we chose our own sub-contractor we would have to make the proper arrangements for the work; Maggio would not co-ordinate this portion of the job.
There were just a few neighbor complaints about the sub-contractors starting early, and dust. Jane Byczek also commented on the sub-contractors parking at the school drop off.
DIRECTOR’S REPORT:
After review of his written report, Steve Moskal asked for approval of the warrants.
MOTION: Moved by Caroline Coryell and seconded by Becky Spratford to approve warrant #219, dated June 19, 2007 and totaling $333,229.36. All members approved except for Steve Wolf and Mary Nelson who were not present.
MOTION CARRIES
MOTION: Moved by Caroline Coryell and seconded by Jane Byczek to approve warrant #2-29 dated June 19, 2007 totaling $676,162.88. All members approved except for Steve Wolf and Mary Nelson who were not present.
MOTION CARRIES
DEPARTMENTAL GOAL PRESENTATIONS:
Nancy Kerr gave a brief summation of her experience with libraries; this is her fourth library. Nancy has very aggressive goals and decided to break them down by specific areas. Nancy key development areas are collection management, staff development, programs, reading promotion and the big move.
Nancy is reviewing, weeding and replacing the collection as needed. She wants to review the whole children’s collection and make sure we have everything we need. Nancy also plans on working on the collection development policy and updating it as needed.
Nancy would also like to make sure all her staff is comfortable with all the computer programs we have. She is more than willing to train her staff so that every patron can have the same experience no matter who is at the desk. Nancy would also like to put together a procedure manual for their area; should a major catastrophe happen there will be a resource for the staff to refer to.
Nancy would like to create a form for staff and patrons to evaluate our programs. She would also like to plan and outline her tentative program budget. These two key points will help her decide what type of programs and to book them early.
Nancy is looking forward to creating and publishing bibliographies/reading lists for all grades and reading levels. She would also like to update our new website with information on new books.
Last but not least the big move. Since Nancy has experienced a large move as the one we will be experiencing this fall; her expertise will be quite welcoming.
Bill Coffee informed her that the board would like all the department heads to research potential grant opportunities.
Debbie Darwine gave a brief summation of her years of service here at our library. She has been employed here for 18 years and 8 years of that time as a department head.
Debbie’s goal is make the transition to our new location appear to be seamless to the patrons. Our staff needs to understand the large and small changes that will take place in our daily work lives. The staff will need to help our patrons acclimate to our new location by showing them new features and benefits and at the same time making everyone feel welcomed and comfortable. Debbie would like to ensure service to patrons comes first and that they continue to receive the same level of friendliness and assistance.
Several changes will take place in our area to fit all the collections in such as; much of the Reference Collection will be kept behind the Reference desk and placing stickers appropriately. This will help the pages return books to their proper area. The patrons will need more assistance in this area too. Large selection of paperbacks will available and they will be shelved instead of the spinner racks.
Debbie is also working on many new additions to her area planning for the anticipation of the patron. Just to mention a few additions; new databases, a dual purpose microform machine, Group Study Rooms, updating her area on our website and making databases available 24/7.
Debbie will also continue to seek viable grant opportunities and group purchases based on patron needs which become evident in our new building.
TREASURER’S REPORT:
COMMITTEES:
Building and Grounds— No report
Finance, Personnel and Archives—Staff meeting set up with ESC for June 27, 2007. Jane will contact Eric Van Cleven from MAI thanking them for their time.
Legislation—Filtering Bill did not pass the rules commission; will be reviewed in next session.
Planning and Policy— No report
Metropolitan Library System—No report
Friends of the Library—Committee would like to have a formal fundraiser. Katherine Dierkes would like to be approached for future sponsoring. Committee would also like to work with Library staff.
Public Relations and Marketing— No report
Long Range Planning— No report
Village Liaison— No report
Duelm Memorial—June 06, 2007 was spent with potential muralists and Jodi Heifner. Five groups were present. Information needed to get back to the committee by June 22, 2007. A “lion back” chair will be designed by the manufacturer.
New Building—No report
Sub Committee
Administration & Coordination— No report
Design & Construction—No Report
Donations, Fundraising & Grants —Meeting schedule w/Lions Club on June 20, 2007 at 11:00 a.m. and meeting scheduled for June 26, 2007 at 7:30 p.m. Comments were made about thank you notes not getting out. Steve Moskal commented that we will review the process of thank you responses and acknowledgements for donations. A form still needs to be designed for the bricks and leaves and other items from the Gift Brochure.
Relocation & Moving—Meeting scheduled for June 27, 2007 to finalize the RFP. Pre-bid walkthrough is scheduled for July 9th and proposals are due by July 13th. Will review proposals and possibly vote on the movers at the next board meeting; July 17, 2007. Becky commented that Building and Grounds will have to set up a garage sale to sell merchandise and this could also be another fundraising event.
PUBLIC COMMENTS NOT ON AGENDA: None
UNFINISHED BUSINESS: None
NEW BUSINESS:
MOTION: It was moved by Jane Byczek and seconded by Becky Spratford to sell non-resident cards this year. All members present approved, Steve Wolf and Mary Nelson were not present.
MOTION CARRIES
MOTION: It was moved by Jane Byczek to sell non-resident cards for $309 (full cost) per household and the motion was seconded by Rose Taylor. A discussion took place in regards to prorating the cost. Caroline Coryell felt we should do the same as last year; prorate according to the bond. It was mentioned that the bond payment will continue for the next 20 years. Do we want to keep evaluating every year? Bill Coffee commented he felt the patrons should pay the same as a tax payer in our community. Becky Spratford felt we should not charge more than $300.
Role call vote was taken: Jane Byczek--AYE, Caroline Coryell--NAY, Becky Spratford--NAY, Rose Taylor--AYE. Tie vote. Therefore, President Bill Coffee voted--AYE. ABSENT: Mary Nelson and Steve Wolf.
MOTION CARRIES
MOTION: It was moved by Rose Taylor and seconded by Caroline Coryell to waive the cost of Non-Resident card for Miss Pulley and Family for another year. Rose spoke on behalf of the family as our previous Head of Youth Services she personally new the family. All members present approved, Steve Wolf and Mary Nelson were not present.
MOTION CARRIES
MOTION: It was moved by Becky Spratford and seconded by Rose Taylor to adjourn the meeting. All present approved, Steve Wolf and Mary Nelson were not present.
Meeting adjourned at 9:20 p.m.
Respectfully submitted,
Linda L. Montelo
Administrative Assistant
