Monday, September 24, 2007

7:30 p.m.

Program Room – 405 Shawmut

AGENDA

Call to order

Public Comments regarding items on the agenda

Unfinished Business

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

Approve signage

Public Comments regarding matters not on the agenda

Adjournment

[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]

 

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Agenda

Thursday, September 20 2007

7:00 p.m.

Meeting Room, 405 Shawmut

1. Call to order
2. Public Comments regarding items not on the agenda
3. Unfinished Business
4. New Business
1. Discussion of Special Programs for "Opening of New Building Week"
5. Public Comments regarding items on the agenda
6. Adjournment

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LAGRANGE PUBLIC LIBRARY
Board of Trustees Meeting
Tuesday, September 18, 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, August 21, 2007
         Building and Grounds Meeting, Monday, August 20, 2007
         Building & Grounds and Design and Construction Meeting, Tuesday, September 11, 2007
         Planning and Policy Meeting, Tuesday, August 21, 2007
         Planning and Policy Meeting, Tuesday, September 04, 2007
         Design and Construction Meeting, Wednesday, August 29, 2007
         Donations, Fundraising and Grants Meeting, Tuesday, September 04, 2007
         Tyler Duelm Activity Room Meeting, Monday September 10, 2007
 
4.         Communications - None
5.         Owner’s Representative Report
         Progress report
6.         Architect Progress Report – BCA Representative
7.         Library Director’s Report
         Operating & New Building Warrants – request for board approval
         Introduction of Debbie Mitchell, Young Adult Assistant – Noel Zethmayr
         Introduction of Kenneth Vesperman, Facilities Manager – Steve Moskal
         Introduction of Diane Josd – Nancy Hardisty
         Introduction of Nancy Roy – Linda Montelo
8.         Treasurer’s Report

 

9.         Committee Reports
o          Building and Grounds – Wolf, Coryell & Taylor
o          Finance, Personnel and Archives – Byczek, Spratford & Nelson
o          Legislation – Taylor
o          Planning and Policy – Spratford, Coryell & Nelson
o          Metropolitan Library System – Coffee
o          Friends of the Library – Byczek
o          Public Relations & Marketing – Coryell, Wolf & Taylor
o          Long Range Planning –Spratford, Byczek & Wolf
o          Village Liaison – Nelson
o          Duelm Family Liaison – Byczek
o          New Building – Nelson
New Building Sub-Committees:
o          Administration & Coordination – Nelson
o          Design & Construction – Coryell, Wolf & Taylor
o          Donations, Fundraising & Grants –Spratford, Nelson & Byczek
o          Moving and Relocation - Spratford
           
10.       Unfinished Business
11.       New Business (Any other items not listed here are for discussion only)
         ISL Per Capita Grant Application – Steve Moskal Director
         ESC Final Report – Jane Byczek Chairperson Finance, Personnel and Archives
         Request from The Friends of the Library – Jane Byczek Chairperson Friends of the Library
         Approval of Expenditure Large Dumpster – Caroline Coryell Chairperson Design and Construction
12.       Public Comments regarding matters not on the agenda

 

13.       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.

 

14.       Adjournment

 

15.       The next Regular Library Board meeting  is scheduled to be held on October 23, 2007 – Location to be announced tonight

 

[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]

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 Design and Construction Committee & Building and Grounds Committee
Joint Session

Tuesday, Septemer 11, 2007
7:00 p.m.
Meeting Room – 405 Shawmut

Call to order

Public Comments regarding items on the agenda

Unfinished Business

Discussion of pricing of used Furnishings, Fixtures & Equipment from 405 Shawmut
Discussion of sale date

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

Dedication Plaque Price from Poblocki & Sons

Public Comments regarding matters not on the agenda

Adjournment

[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]

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MINUTES OF THE LA GRANGE PUBLIC LIBRARY

BOARD OF TRUSTEES REGULAR MEETING

Tuesday, July 17, 2007

 

PRESENT:         Bill Coffee, Caroline Coryell, Jane Byczek, Becky Spratford,                               
                            Rose Taylor
ABSENT:           Mary Nelson, Steve Wolf
STAFF:               Steve Moskal, Debbie Darwine, Pat Prohl, Noel Zethmayr,
                            Nancy Hardisty, Nancy Kerr, Peg Blasage, Linda Montelo
PRESENTER:   Norm Eallonardo
VISITORS:          Ken Knutson--Doings
Meeting called to order by Bill Coffee at 7:32 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 as amended:

                        Regular Board Meeting, June 19, 2007

                        Relocation Committee Meeting, June 12, 2007

Roll call vote taken; all members present approved.  Absent:  Mary Nelson and Steve Wolf.

MOTION CARRIES
COMMUNICATIONS: 

Thank you note from Ms. Pulley

OWNER’S REPRESENTATIVE REPORT:
Update on the progress of the new building; building is starting to shape up.  On the outside the prepatinated copper panels are being installed; in the interior ceramic tile is being set in the restrooms and downstairs entry way, ceiling grid is being installed and lighting will be dropped in, mill work has begun and doors are being installed.
General contractor is still upholding the substantial completion date as September 15^th.  Therefore, we are starting to prepare for final site work activity in the next month.  This month will be more pins and needles.  Parking lot will be started soon; general contractor is starting to clear the grounds for preparation.
Norm made the following recommendations for the Board review. These covered the following alternates since we are saving money on the parking lot reconstruction.  The irrigation system can be a green system by using the spring water that is under our building; approximate cost is $30,000.  Digital signage package would cost approximately $58,000.  Close circuit surveillance and software to cost approximately $40,000.  Items will be discussed further under New Business.   
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 #220, dated July 17, 2007 and totaling $117,691.89. All members approved except for Steve Wolf and Mary Nelson who were not present.

MOTION CARRIES

MOTION: Moved by Becky Spratford and seconded by Caroline Coryell to approve warrant #2-30 dated July 17, 2007 totaling $725,350.50. All members approved except for Steve Wolf and Mary Nelson who were not present.

MOTION CARRIES
Steve Moskal commented that he would be holding weekly meetings and closing the library for hourly sessions in the mornings so the majority of the staff can be informed of the progress of our move back to 10 West Cossitt.  Steve also commented on a FF & E schedule received from BCA in regards to the range of dates for installation.  Scott Fairbanks is meeting with Steve and the managers on July 18^th to explain how the shelving will be installed.  Also security will be discussed.  
Caroline Coryell commented on an upcoming fixed signage meeting for July 25, 2007.
DEPARTMENTAL GOAL PRESENTATIONS:
Pat Prohl goal is to provide excellent customer service and will want to continue the same level of customer service in our new location.
It was a goal to have self-check in place in our new location.  We were going to have Check Point system and had it installed.  However, the system was not truly ready.  We had worked with Check Point for 6 months to iron out the issues; we could not get the software to function to our satisfaction.  Therefore, we have now returned the system and are looking for another.  I am currently evaluating systems keeping in mind that it must be compatible with our security system.    
Looking forward to our new environment trying to foresee any possible obstacles and plan for what changes will need to take place to avoid them.  Then we will train for the necessary changes.  There will be time to work out those changes in the interim of the two buildings.
Page position will be different in our new location and I am currently working with all the departments to make sure the needs are met for every area.  Patron services will be doing all the check in and out of all library materials and also shelving all library materials.
Continue to search for grant opportunities.
Nancy Hardisty has presented the current timeline to the Board and let them know this will be updated weekly; it will be e-mailed.  It is constantly being updated as things come up.
We are continuing to work on the massive weeding project in all areas of the library.  The weeding will stop at the end of August due to the move.
Retrofitting for AV cases is going very well; DVD’s are done, CD’s are next.  I am confident we will have this all accomplished in time for our move.
We are starting something new right now.  Any books that are coming in new will have a new sticker LGAN and are placed on the spine along with the month the new material arrived.  This way we will be able to keep track of the newer items easier and make shelving easier.
We are also creating a new browsing collection for paperbacks.  There will be no spinners for our paper backs.  We will be purchasing as a mass collection and it will be driven by what the patrons are reading.  Details still need to be worked out. 
A new collection in reference area will take place after we move.  This collection will be labeled Reference Desk and will be in the catalog as “ask staff”.  This collection will be the items our reference desk use more often in assisting the patrons.  Again, the collection will have specific stickers for ease of shelving.
Steve Moskal commented on the position of Facilities Manager; he wanted the Board to be aware that he will start looking for a person immediately.
Jane Byczek (chair of Finance and Personnel) recommended that Steve start interviewing and the Board also agreed.  This will be a 25 hour position.  Jane also commented briefly on the ESC project and she anticipates a preliminary evaluation will be presented at the next Board meeting.
TREASURER’S REPORT:
Good news, we have more money in our contingency fund because we have money that we will not have to pay out for our parking lot.  We have $449,000 left in our contingency fund.
Steve has presented a new revised budget for the New Building.  Our interest income has grown even more than the anticipated numbers which were presented back in February.  We are also receiving substantial donations to the Gift Fund ($32,389) for naming rights, bricks, etc.  We also have approximately $26,000 in the Tyler Duelm Fund; these funds will be used to pay for the mural, and the train tracks in the flooring (approximately $13,547) the balance will be used for programs.
MOTION:  It was moved by Jane Byczek and seconded by Becky Spratford to approve the proposed revised New Building Budget as presented.  All members present approved; absent were Steve Wolf and Mary Nelson.
MOTION CARRIES
COMMITTEES:

Building and Grounds— The committee will have a sale on FF&E and will set a committee meeting date.

Finance, Personnel and Archives—Committee met with ESC for the reorganization project.  Staff met with ESC on June 27, 2007.  This month the staff’s questionnaires will be reviewed. 

Legislation—Bill #186, House #2782; Management of library working cash funds. Legislators are looking for support of the bills.

Planning and Policy— They can start working on updates.  Need to work with Village on parking arrangements for the staff when we relocate back to 10 West Cossitt.

Metropolitan Library System—Wanted to make sure everyone is getting the Newsletter.  Note: there are new officers.

Friends of the Library—Saturday, September 15^th there will be a Get Bricked Party; looking for a commitment from the community.  Event will be held at Caroline Dillon’s house; cost will be $125 a couple and $75 will be for a brick.  The FOL would like this event to cross all age groups.

Public Relations and Marketing— No report

Long Range Planning— No report

Village Liaison— No report

Duelm Memorial—A muralist (Penumbra Studios) has been selected for the room; pencil sketches were forwarded by BCA and they will be available on our Website starting July 18, 2007. 

New Building—Bill Coffee spoke on behalf of Mary Nelson.  Ideas were shown for the dedication plaque.  Design and Construction committee will be meeting on July 25^th and would like to have a recommendation by the next Board meeting.

Sub Committee Reports

Administration & Coordination— No report

Design & Construction—It was recommended by Jodi Heifner to change the two-toned lion chairs to a solid honey color.  The suggestion was made because of all the additional color that will be taking place with the mural in the Duelm activity room.  We have also changed the height slightly to 18 inches.  These changes were made with no additional charges to the library.

Donations, Fundraising & Grants —Study room naming rights are all sold; there is Gallery space and the computer courts are available.    Donation forms are now available at all public desks.  A hypothetical question was asked.  How do we feel about someone wanting to attach a foundation or name the building after someone?  The general consensus is that this is the “Peoples” library and it belongs to the community.

UNFINISHED BUSINESS:  None

NEW BUSINESS:

Becky Spratford reported on moving RFP and presented the bids.  We received three bids for our moving project.  Joyce Brothers quoted $46,000, Midway quoted $48,230 and Hallett quoted $44,780.  It was recommended to accept Hallett as our official movers because we have already researched their credentials, we have used them before and they were the lowest bidder.

MOTION:  It was moved by Becky Spratford and seconded by Jane Byczek to accept Hallett as our official mover.  All members present approved; absent were Steve Wolf and Mary Nelson.

MOTION CARRIES

Bill Coffee presented the issues discussed earlier in Norm Eallonardo’s report.  Norm made the following suggestions: Steve Moskal should be authorized to sign Change Orders for not-to-exceed amounts respectively - Irrigation System $30,000; Digital Signage $58,000.  Close Circuit Surveillance $40,000.

MOTION:  It was moved by Becky Spratford and seconded by Caroline Coryell to authorize Steve Moskal to write a change order not to exceed $30,000 for the Green Irrigation System.  All present approved; Steve Wolf and Mary Nelson were not present.   
MOTION CARRIES
MOTION:  It was moved by Becky Spratford and seconded by Caroline Coryell to authorize Steve Moskal to write a change order not to exceed $40,000 for the Closed Circuit Surveillance system.  All present approved; Steve Wolf and Mary Nelson were not present.   
MOTION CARRIES
MOTION:  It was moved by Becky Spratford and seconded by Caroline Coryell to authorize Steve Moskal to write a change order not to exceed $58,000 for the closed Digital Signage system.  All present approved; Steve Wolf and Mary Nelson were not present.   
MOTION CARRIES

PUBLIC COMMENTS NOT ON AGENDA:  None

MOTION:  It was moved by Caroline Coryell and seconded by Rose Taylor to adjourn the meeting.  All present approved; Steve Wolf and Mary Nelson were not present.

Meeting adjourned at 9:15 p.m.

Respectfully submitted,

 

Linda L. Montelo
Administrative Assistant

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MINUTES OF THE LA GRANGE PUBLIC LIBRARY
Finance, Personnel and Archives Committee Meeting
Thursday, August 16, 2007

Present: Jane Byczek, Becky Spratford, Mary Nelson

Absent: None

Trustee: Caroline Coryell

Staff: Steve Moskal

Visitors: Roz Bonar and Susan Scholten (ESC)

Meeting opened at 9:43 a.m. by Chairman Jane Byczek.

Roz Bonar of ESC had drafts of their July report. She reported that they had 34 questionnaires filled out by Library personal; and the staff had worked hard answering the questions posed by ESC. She said she also felt the Board should have an update on what progress has been made.

Steve Moskal had given ESC copies of our job descriptions and they had several examples of job descriptions available for the committee. Roz felt that, after interviewing staff members, the Library has a knowledgeable and truly committed staff who really want to make the move and new library work.

ESC is pleased with the progress they have made, she and Susan have also consulted with Dick (ESC) to discuss various aspects of the job.

Steve said he has interviewed four people so far (of a potential ten) for the job of "Facilities Manager" which the board voted to hire at the July meeting. He said the plan would be to have the person work 25 hours to start. He hoped to find someone who lives close enough to the Library to be on call in an emergency.

Roz recommends hiring three other people whose jobs were proposed and budgeted for in May. These would be an Administrative secretary (the existing Administrative secretary would be given the title of "Business Manager"), an Assistant in Young Adult Services and a Clerk for Technical Services.

Mary Nelson asked if they found that the staff generally felt they had enough time to complete their assigned tasks and Roz said some felt many things cannot be accomplished within the 37 hours worked.

It was asked if the evaluations showed the potential for promoting from within, for some of the new jobs to be filled, as we had asked when this evaluation began. Roz said no one seemed interested in doing more at this time. However, she said Justin Mottier (a page) is currently working on getting an education so he can go into Library Science.

Becky Spratford reminded us that having hired ESC we should listen to what they have to tell us.

Roz said tasks may need to be re-visited in six months time and perhaps some staff may need to move from part-time to full-time.

The staff also understands they may have new and/or different duties in the new building. Becky pointed out that the staff has been planning, as far as is possible, to make their move as easy as they can. One change already made is to have Steve once again in charge of Disaster Planning.

Roz and Susan said they would be happy to attend the August 21, 2007 meeting to make a report to the full Board.

It was moved by Becky, seconded by Mary, to recommend to the full Board, to fill the open positions as recommended by ESC. Motion carried.

Becky announced a Planning and Policy Committee meeting at 7:00 p.m. on August 21, 2007.

Becky moved to adjourn, seconded by Mary.

Meeting adjourned at 11:06 a.m.

Respectfully submitted,

Caroline Coryell

Trustee

 

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MINUTES OF THE LA GRANGE PUBLIC LIBRARY BUILDING AND GROUNDS and DESIGN AND CONSTRUCTION COMMITTEE

Combined Meeting
 
Tuesday, August 07, 2007

Present: Steve Wolf, Rose Taylor, Caroline Coryell

Remote Attendance:  Mary Nelson

Absent:  None

Other Board Members: None

Staff: Steve Moskal, Peg Blasage

Visitors: None

Presenters: None

Meeting opened at 7:30 p.m. by Steve Wolf, Chairman of Building & Grounds.

After roll was taken a vote was requested to allow Mary Nelson to attend the meeting by remote hookup, vote was unanimous to allow her to so attend.

Steve Wolf reported that after contacting several jobbers, no one really wishes to buy our old furnishings. They might, if given it for free, remove the metal shelving for scrap.

Several staff and Board members had offered to purchase various pieces of furniture if the cost was not too high. Steve Moskal pointed out that the majority of the furniture is close to 20 years old, the newest items are the wooden patron and youth chairs which are about 10 years old, and the patron tables date from 1968.

Desk and shelving must be taken apart (Hallett would do this on a "time and materials" basis, if wanted.)

It was suggested we offer items first to staff and Board, then, through MLS, to area libraries, and lastly, to the public. Steve Wolf said items should be paid for and removed on the sale dates as we cannot be responsible for items not picked up.

It was decided to have a walk through on August 20, 2007, to see what was available and price everything. The Committee would meet that evening at 7:30 p.m.

The proposed Dedication Plaque was discussed. Bill Coffee had asked Peg Blasage to photograph some of the plaques in area libraries (Hinsdale and Western Spring) and these photos were passed around to the committee members.

The proposed plaque drawn by BCA was also passed around; however the committee was not happy with BCA’s suggested idea.

Caroline Coryell had done a quick pencil drawing of an idea, incorporating those items necessary for the plaque, such as Library name, founding date, the names of past and present Board members who had worked on the two Library referenda, etc., and the committee, after making a few changes, approved it.

It was suggested that the idea be shown to the full Board and to BCA so that a proof could be made.

Steve Moskal said Michael Mackey (BCA) wants to meet with the Design Committee as soon as he returns from his vacation.

Peg discussed the ideas the committee had for the opening of the new building. It was suggested that the Friends of the Library party for donors be held on Friday, November 2, 2007, the ribbon-cutting ceremony on Saturday, November 3, 2007, and the public party on Sunday, November 4, 2007. Although agreeing in principal Steve Moskal cautioned that we not set these dates in stone, there may be delays and problems we can’t foresee between now and November. Fall back dates could be November 9, 10, 11, 2007. We would like Bill Coffee, as Board President, and Steve Moskal as Library Director to say a few words at the openings.

Steve Wolf moved to adjourn, seconded by Mary.

Meeting adjourned at 8:20 p.m.

Respectfully submitted,

 Caroline Coryell

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