PRESENT: Bill Coffee, Caroline Coryell, Mary Nelson
Steve Wolf, Jane Byczek, Becky Spratford, Rose Taylor
ABSENT:
STAFF: Steve Moskal, Debbie Darwine, Pat Prohl, Noel Zethmayr,
Nancy Hardisty, Nancy Kerr, Linda Montelo, Mary Moskal, Nancy Roy
PRESENTER: Norm Eallonardo
Meeting opened by President Bill Coffee at 7:32 p.m.
PUBLIC COMMENTS: None
MINUTES: Mary Nelson questioned the status of the fire door, lighting situation and closer tension on the bathroom doors.
MOTION: Moved by Caroline Coryell and seconded by Mary Nelson to approve the minutes of the Board of Trustees Regular Meeting, Monday, November 19, 2007. They were approved unanimously.
MOTION CARRIES
COMMUNICATIONS: Discussion regarding snow at the front entrance took place. Caroline Coryell inquired about the no-entrance sign for the Madison and La Grange Avenue exits and Steve Moskal responded that it was on order.
OWNER’S REPRESENTATIVE REPORT: Norm Eallonardo reported the punch list is now about 95% complete. Owner training is not proceeding as quickly as he would like. There are many sophisticated systems to learn such as the lighting and temperature control. Many of the systems are being self-taught as we go along. Bill Coffee asked if there was any way to speed up the training process. Norm Eallonardo responded that he and Steve Moskal have been pushing the issue with AJ Maggio. Discussion regarding the alarm system followed. Steve Moskal noted that after the 2:30 staff meeting on Wednesday, the intrusion alarm should be activated. There are still operating and maintenance manuals that need to be submitted by the contractor. Becky Spratford asked if they could possibly be submitted on disc or flash drive. Norm Eallonardo responded everything was currently on hard copy only, and would cost extra if we asked for submission in an alternate way.
Discussion regarding item #6 followed. Norm Eallonardo suggested a progress payment of $455,376 be paid to the contractor in order for him to pay his subs. After this payment is made, we will still owe the contractor $384,000 which represents 5% of the base contract amount.
MOTION: Moved by Steve Wolf and seconded by Mary Nelson to approve a payment of $455,376 to the contractor. All members approved.
MOTION CARRIES
We are still waiting on word from Pat Benjamin regarding the parking lot lighting plan, which was one of the conditional issues of the Certificate of Occupancy.
Caroline Coryell questioned the all-wood construction of the Quiet Reading Room door. Bill Coffee responded that Norm will check the architect specifications. Norm Eallonardo noted the east doors in the Vestibule are damaged and will be replaced by the contractor. Steve Wolf and Caroline Coryell noted the aluminum covers on the handicapped actuators on the entrance and Vestibule doors stand out in contrast to the wood trim. Steve Wolf suggested possibly painting the covers.
DIRECTOR’S REPORT: Steve Moskal reported that he has been appending photocopies of patron comments and suggestions as they are received. There have been a number of requests for a table by the Second Floor coin op copy machine and he is process of looking into prices for it along with two more chairs for the Gassen Study Room. Steve Wolf asked if we would be purchasing these next month. Steve Moskal noted when the quotes are received; they will be presented to the Design and Construction Committee. One suggestion/comment has been referred to Norm and Pete Meredith. Steve Moskal also commented that patrons have never been allowed to put paper in the copy machines or printers. Becky Spratford noted this was standard library procedure. Steve Moskal noted he will respond to these comments and suggestions and in the future it will be the responsibility of the new Public Relations person.
Caroline Coryell inquired as to when the Vickery print will be hung. Discussion regarding the hanging of pictures and other interior decorating followed. Mary Moskal presented the 1938 Carnegie picture framed at The Art Stop. Steve Wolf asked if there were other interesting items in the archives to display. Caroline Coryell commented on the beautiful glass pieces in the display cabinets. Mary Moskal noted they belonged to Pam Ferris. A display from the knitting group in January and a quilting display in February are planned.
Jane Byczek commented on how excited she was about the number of library cards which have been issued and also on the excellent new Youth Services programs. Becky Spratford and Jane Byczek questioned how the newsletter was going to get out with Mary Moskal leaving on Friday. Steve Moskal responded Alphagraphics will work it up from our raw copy and Mary Moskal noted it should go out the first or second week of January. Discussion regarding adult programs followed.
Steve Moskal asked for approval of the warrants.
MOTION: Moved by Becky Spratford and seconded by Mary Nelson to approve warrant #225, dated December 18, 2007 and totaling $641,673.24. All members present approved.
MOTION CARRIES
MOTION: Moved by Mary Nelson and seconded by Becky Spratford to approve warrant #2-35, dated December 18, 2007 and totaling $182,972.72. All members present approved.
MOTION CARRIES
TREASURER’S REPORT: Jane Byczek noted there was not much going on at present.
COMMITTEES:
Building and Grounds—No report
Finance, Personnel and Archives—Jane Byczek reported the Finance Committee will need to meet for final approval of the budget in April. Staff should be reviewing job descriptions in order for the committee to meet in January or February and respond to the ESC consultants.
Legislation—No report
Planning and Policy—Becky Spratford requested the committee stay afterwards to set a date for a January meeting.
Metropolitan Library System—No report
Friends of the Library—Jane Byczek reported the Friends decided to meet in January and discuss what to do next since we are in the new building.
Long Range Planning— No report
Village Liaison— No report
Duelm Memorial—Jane Byczek thanked the staff for putting together the very quick party on December 9, 2007. There were approximately 350 to 400 people thru the building in two hours. The Duelms put together a very nice handout that was distributed to everyone. Discussion regarding the remainder of funds in the Tyler Duelm Fund followed.
New Building—No report
Sub Committee
Administration & Coordination— No report
Design & Construction—No report
Donations, Fundraising & Grants—Becky Spratford noted discussion of what to do with the chairs and what our options are needs to take place in January. Jane Byczek noted the plaque for the tree was somewhat of a disappointment. Signage was discussed. Further discussion will take place at the January 15, 2008 meeting. Board members agreed that Steve Moskal should be given time to review his records.
Relocation & Moving— No report
PUBLIC COMMENTS NOT ON AGENDA: None
UNFINISHED BUSINESS: None
NEW BUSINESS: The 2008 tentative holiday schedule was presented for approval.
MOTION: Moved by Becky Spratford and seconded by Jane Byczek to approve the 2008 holiday schedule. All members approved.
MOTION: Moved by Caroline Coryell and seconded by Steve Wolf to adjourn the meeting. All members approved.
Meeting adjourned at 8:28 p.m.
Respectfully submitted,
Nancy Roy
Administrative Secretary
