MINUTES OF THE LA GRANGE PUBLIC LIBRARY
BOARD OF TRUSTEES REGULAR MEETING
Tuesday, November 15, 2005
PRESENT: Rick Adamczyk, Caroline Coryell, Becky Spratford, Steve Wolf, Mary Nelson, Bill Coffee
ABSENT: Jane Byczek
STAFF: Steve Moskal, Debbie Darwine, Linda Montelo, Peg Blasage, Noel Zethmayr, Rose Taylor
VISITORS: Mr. Lynch
PRESENTER: Michael Mackey (BCA), Maureen McGowan (A.J. Gallagher Insurance)
Meeting was called to order at 7:30 p.m. by President Bill Coffee
PUBLIC COMMENTS: None
COMMUNICATIONS:
Helping Hand has asked the library to issue a card at no cost for a year. Steve Moskal told Helping Hand the card would have to be issued to a person, preferably a high level administrator. The card holder cannot have an existing card in the SWAN Automated System. Helping Hand asked the holder to be Amy Jo Behl who is their Director of Adult Services. Steve Moskal also let Helping Hand know the board would have to approve a waiver of the card fee. Questions were asked by Mary and Becky as to the purpose of the card. When the Board receives more information it will take up the request.
MOTION: A proposed omnibus vote was moved by Caroline and seconded by Steve to approve the minutes as corrected from October 20, 2005 and minutes of November 01, 2005 were unanimously approved by roll call vote.
DIRECTOR’S REPORT:
Caroline asked a question about plaques at 10 W Cossitt which were given for donation. Are the plaques still at 10 W Cossitt? How can the plaques be removed from the brick wall to be saved. The plaques are still at 10 W Cossitt; and Norm will remove them prior to demolition. She asked if the plaques from Carnegie Building remain at 10 W Cossitt also, and Steve Moskal stated that they were moved to 405 Shawmut.
A question was asked by Caroline about the fiction collections. Steve Moskal responded that the staff planned this integration into one alphabet. The purpose was to cut down on looking for one author in three places. The books are being spine labeled by type – unique labels for mystery and science fiction. The adult fiction collections are being integrated to save space and minimize shifting. The change can be reevaluated when we move back to 10 W Cossitt.
Michael Mackey (BCA) has brought back the color boards of the New Building. The boards can now stay with the library.
Mr. Mackey presented a new cost estimate based on what general contractors would charge today $6,486,515 (including demolition charges). In addition to this estimate there is a 5% contingency for design and 3.8% allowance for escalation. These costs would cover anything not shown today on the current prints. Although the total cost came down due to the fact we are now building a smaller building, the cost per square foot has increased.
Now that exterior changes have been accepted by the Planning Commission we can focus on the interior of the library. We will now focus on the mechanical and structural issues of the building. This will be a state of the art library. We will need to be more specific to get design contingency cost down.
Next step is to prepare an analysis of the project budget since we now have some known cost and see
if we are on target for the overall project. A group should be assigned the task and establish a laundry
list of fees. The New Building Committee will review the cost along with an analysis of funds available for
the project.
All the drawings will have to be redone because we now have a different building to build. After the drawings
are completed the project will go out for bidding. The bidding process will take a month. The sooner we can get the new information in for the drawings the sooner we can get the bids. The longer we wait the more it will cost. When the bids come back to BCA
there will be some negotiation. Michael Mackey provided a time table to be discussed at another time. All bids are reviewed by BCA’s consulting team to make sure nothing is overlooked. The consultants will make comments to the bids for review.
It is estimated to start demolition in May of 2006 and have a completed New Building by July 2007.
BCA has asked the Fire Department Commissioner if we would need a fire pump in the New Building. It has been recommended to have a water flow test done in the day time. The Village of LaGrange was contacted and they do not perform a water flow test in the day time. If the building would need a fire pump the cost would be about $75,000 and space would need to be provided for it to be placed and maintained monthly. The space needed would be 100 square feet taken way from the program area. The fire pump is used to maintain water pressure. BCA will get some information from their mechanical engineer so Steve, Norm and Mary can ask the Village to perform the water
flow test during the day. The water flow test would have to be analyzed by an outside consultant at a fee of $1,000 to $1,500. However, this fee could save us $75,000 if the
water pump is not needed and also preserve space in the public service area.
A question was asked about elevator access to the roof. It is still being reviewed at this time. The elevator would have to be above the roof to step off. More will be known when the final structure is confirmed.
Request of the Owner’s Representative: when construction commences, the Board would like to see the construction contingency reduced from 10% to 5%.
Question asked about pursuing the cost of a fireplace in the quiet room. If the library would ask for donations, some people may contribute knowing the cost. This has not
been pursued. A fireplace can be discussed at the New Building Committee meeting.
BCA has met with the library staff have been taking place to modify floors plans. BCA
is considering removing some support columns in the Youth Services Activity Room to provide more space.
Steve Moskal introduced Maureen McGowan from Arthur J Gallagher Risk Management. She spoke to the Board in regards to property liability.
Maureen stated the first nature of business is to determine if 10 W Cossitt will remain unoccupied. Bill Coffee stated the building would be unoccupied. Maureen stated when a building remains unoccupied the building is usually deleted from the policy.
Our current insurance policy states there can not be any abandonment of the building.
For the building to be covered and not considered abandoned the library would need to hire a 24 hour security service. If the library did not hire such a service the insurance company would consider the building as abandoned. If something would arise the insurance carrier would need evidence of protection to pay a claim.
The Fire Department is asking to use 10 W. Cossitt for training. If the board would like to allow the Fire Department use of the building, it should ask the Village of LaGrange to add them on to their policy for additional insurance. Should anything unforeseen happen during this training and a claim would need to be made, the library would be responsible for the liability.
Does the library want to allow use of the parking lot? Does the library want to close off
the parking lot? What the library would want to do is avoid a claim or loss on the property.
Steve Moskal stated that the Village does not want use of the parking lot. Members decided that the parking lot will remain open for use pending a later decision.
The library will carry liability insurance on the entire property and the parking lot.
Steve Moskal asked the board for approval to write a letter to delete 10 W Cossitt building and contents
and to add 405 Shawmut building and contents to our current policy.
MOTION: It was moved by Becky and seconded by Mary to give authorization to Steve Moskal to write letter to delete 10 W Cossitt building and contents. Approval by roll call vote. All members present approved.
MOTION CARRIED
After presentation by Maureen McGowan (A.J. Gallagher Insurance), the original agenda was adhered to.
Steve asked for approval of warrants dated November 15, 2005. Warrant Number 200 in the amount of $71,605.98, and Warrant Number 2-10 in the amount of $42,327.50.
MOTION: It was moved by Caroline and seconded by Mary to approve Warrant Number 200 and Warrant Number 2-10. The motion passed unanimously.
TREASURER’S REPORT:
We are earning more interest than we had originally forecast.
Last month a comment was made about the payroll being over budget. It was realized after the fact that we are in our fifth month of operation. The payroll expense is actually well in line with the budgeted amount.
Caroline Coryell asked when we had signed a contract with Norm Eallonardo for consulting. Were there two contracts? Was there a consulting contract for 405 Shawmut and a proposal for 10 W Cossitt? Caroline does not recall ever seeing the contract or signing it. Steve Moskal will research the negotiations with Norm and report back in December.
Current cash investments on New Building were discussed. We have $9.3 Million invested from the bond issued and interest is $141,000. Current cash available is $886,900. We currently have $6.8 Million invested with Charles Schwab with interest flowing into the account. Illinois Funds is drawing 3.1%. Charles Schwab is earning higher interest based on the laddering schedule. Rick Adamczyk wants to reexamine our cash and investments and see how they compare with new estimates reported by BCA to complete the New Building.
COMMITTEE’S:
Ad Hoc Committee—Met November 1, 2005 it was decided to not reinstate an employee.
Planning & Policy—Becky Spratford will work on policy suggestions that have accumulated after first of the year and set a meeting for February or March. Voting on new policies in April or May could take effect in the new fiscal year.
Building—None
Finance—None
MLS—“Metro” news letter; pipe burst and they were able to contain the flood.
FOL—None
Public Relations and Marketing—Met November 8, 2005; will report on next month.
Long Range Planning—None
Village Liaison--None
New Building—Meeting set for November 29, 2005 at 7:30 p.m. to review how much money we have, schedule of events and budget.
UNFINISHED BUSINESS:
Steve Moskal presented the SWAN Full Participation Agreement. He made a brief statement about SWAN. It is an agreement that is signed every year for the protection of SWAN and all MLS members who participate in the cooperative.
MOTION: To approve the SWAN Full Participation Agreement by Caroline and seconded by Becky.
MOTION CARRIED
NEW BUSINESS:
Steve Moskal presented the 2006 Holiday schedule for approval.
MOTION: A proposed omnibus vote was moved by Becky and seconded by Caroline to approve the holidays as given with the exception of Tuesday, December 26, 2006.
MOTION CARRIED: With one exception.
Discussion on December 26, 2006 will take place after reviewing the policy.
2005 Levy request was presented for approval by Steve Moskal.
MOTION: A motion to approve the 2005 Levy as submitted by the Director was moved by Becky and seconded by Mary. A roll call vote was taken, all officers approved with the exception of Jane Byczek (absent).
EXECUTIVE SESSION: None
MOTION: It was moved by Caroline and seconded by Becky to adjourn the meeting. Meeting adjourned at 9:01 p.m.
Respectfully submitted,
Linda L. Montelo
Administrative Assistant
