MINUTES OF THE LA GRANGE PUBLIC LIBRARY
BOARD OF TRUSTEES REGULAR MEETING
Tuesday, April 17, 2007
PRESENT: Bill Coffee, Caroline Coryell, Mary Nelson, Rick Adamczyk,
Steve Wolf, Jane Byczek, Becky Spratford
ABSENT: None
STAFF: Steve Moskal, Debbie Darwine, Pat Prohl, Noel Zethmayr,
Kim Colagrossi, Nancy Hardisty, Nancy Kerr
PRESENTER: Norm Eallonardo
VISITORS: Heather Cavanaugh
Meeting opened by President Bill Coffee at 7:31 p.m.
PUBLIC COMMENTS: None
MOTION: Moved by Caroline Coryell and seconded by Mary Nelson to approve the minutes of the Board of Trustees Regular Meeting Tuesday, March 20, 2007. They were approved unanimously.
MOTION CARRIES
COMMUNICATIONS:
A memorandum from Ann Craig, of Illinois State Library, stated the requirements needed to be followed for the Per Capita Grant for next year.
OWNER’S REPRESENTATIVE REPORT:
Everything is progressing routinely. The contractor is working on getting the building dry so the crew can start working on water sensitive items, such as the drywall. The flat roof is in place. Framing is done on the lower level, 1st floor, and almost done on the 2nd floor. The mechanical and electrical rough in is going well. In the mechanical room the boilers, pumps, and the piping of the duck work is almost complete. ComEd’s primary service is in.
The general contractor is projecting a date of September 15, 2007, to be substantially complete, (meaning we can install our FF&E in the library). They are anticipating the move-in date to be November 1, 2007.
It was recommended that the board take a tour of the building now that the stairways are in.
Due to the complexity and size of the boiler room, electrical room, and the computer room a Building Manager should be considered. Also, security cameras, which were a rejected alternate should be installed.
DIRECTOR’S REPORT:
Steve Moskal asked for approval of the warrants.
MOTION: Moved by Caroline Coryell and seconded by Rick Adamczyk to approve warrant #217, dated April 17, 2007 and totaling $114,485.23. All members approved.
MOTION CARRIES
MOTION: Moved by Becky Spratford and seconded by Caroline Coryell to approve warrant #2-27 dated April 17, 2007 totaling $778,566.09. All members approved
.
MOTION CARRIES
TREASURER’S REPORT:
We are in good shape financially. We have already received 100.63% of our projected income at the end of the year. We received 92.7% of our New Building Fund and at the end of next month we will have $1,020,000 in our Special Building Fund.
We received April’s rent from Acclaim Packing.
COMMITTEES:
Building and Grounds— No report
Finance, Personnel and Archives—A meeting was held Thursday, April 12, 2007, discussing the 2007-2008 budget and discussing the Position Reclassification Project. They suggested that each department should set their own vision and goals. Then each department head would develop a way for these goals to be achieved. A human resources consultant will rewrite job descriptions and then compare employee work to their pay. Then they would compare our pay scale to other libraries of our size in our system. We have received two bids for this project. A meeting will be held on Tuesday, May 1, 2007 with Eric Van Cleven of Management Association of Illinois and Dick Watson of Executive Service Corporation of Chicago.
The Finance Personnel and Archives Minutes came late, so they cannot be approved until next month.
Legislation— Steve will be meeting with Representative James Durkin and will be talking to him about the Filtering Bill and will ask for support for the New Building.
Planning and Policy— No report
Metropolitan Library System—No report
Friends of the Library— A book sale is planned for May 18, 19 & 20, 2007. At that time you will be able to join Friends of the Library. The Girls Scouts are helping out, so the only volunteers needed are to collect money from sales and to help rearrange and reorganize the tables. Advertising is being done through a news letter being sent to all the libraries, notices throughout town, and a flyer to be handed out at the Berwyn Book Sale.
Public Relations and Marketing— No report
Long Range Planning— No report
Village Liaison— No report. The I Hop’s parking lot is now closed.
Duelm Memorial—There has been little progress since the last meeting because Jodi Heifner and the Duelm’s have been out of town. Youth Services did receive permission to use artwork from the book “Down by the Station”. We are still working on finalizing the backs of the lion chairs. Jodi will be working on getting bids for the train track that will be on the floor and she will also be guiding the progress of the mural artist.
New Building— Per Rick Adamczyk there are two areas he recommends funding.
1st involves Norm Eallonardo – Irrigation system for the landscaping, surveillance equipment, and digital signage at a cost of $113,000.
2nd does not involve Norm – The Youth Services Tree, Tyler Duelm Children’s Activity Room, restoration of a 1921 grandfather clock donated to the library by the La Grange Women’s Club at a cost of $1,300, upgrades to the public and staff computers at a cost of $1,800, the bronze, and a couple of programs at minimal cost.
Bill asked for these items to be reviewed and voted on at the next board meeting.
Rick announced that there is a $500,000 discrepancy in the New Building Fund. It could be that there is check in transit or that the contractor did not post a payment. Linda is looking into it. Regardless of the $500,000 outcome, Rick feels that our financial situation is still good enough to go forward with items listed above.
Sub Committee
Administration & Coordination— No report
Design & Construction— No report
Donations, Fundraising & Grants — Becky met with Tim Cook, the CEO of La Grange Memorial Hospital, and he would like to contribute a substantial amount to the library. He wants to establish an on-going program service with the library. A few examples that came up were, name one of the smaller study rooms, help & wellness, or possible scholarship programs. Solicitation was sent out to Donna Raymond’s son and they would like to name the board room after Donna.
Events & Public Relations— The committee needs to start planning events surrounding the opening and dedication.
Relocation & Moving— Solicitation of bids for the move will be discussed after the Library Director delegates the preparation of the Relocation & Moving Request for Proposal.
PUBLIC COMMENTS NOT ON AGENDA: None
UNFINISHED BUSINESS: None
NEW BUSINESS:
Rick Adamczyk and Becky Spratford comprise the 2007 Nominating Committee appointed by Bill Coffee.
Rick Adamczyk read the committee’s nominations as follows:
Bill Coffee, President
Becky Spratford,Vice President
Jane Byczek, Treasurer
Mary Nelson, Secretary.
They will be voted on at the Reorganization Meeting to be held prior to the next, regular board meeting in April.
The Finance, Personal, and Archives Committee met with Steve and reviewed his Proposed Operating Budget May 1, 2007 – April 30, 2008. They approved the changes that were discussed at that meeting.
MOTION: Moved by Becky Spratford and seconded by Jane Byczek that we pass the Proposed Budget for May 1, 2007 – April 30, 2008.
In discussion: Jane Byczek point out that savings had been made in personnel (medical, salary, and IMRF ). Investment Income is projected to $73,000 and this is higher than originally stated. Rick Adamczyk feels that $73,000 is significantly too high. Steve Moskal reminded board members that Finance, Personal, and Archives Committee can make a mid-course adjustment in November if this figure does not prove correct. By that time, we will know what our cash flow will be. This money was being allocated for additions to book collection and data base lines to meet the states 12% benchmark. By November all of that money would not have been spent. Insurance Unemployment was increased to $4,273. If the money is not used it will go back into Capital Contingencies. Also an increase of $3,000 was added to furniture for miscellanies items such as waste cans, kick stools, or book carts. If we do not have the money by November, we do not purchase them (it’s a contingency). If for some reason it looks like we will be over budget in November, the staff would review the items that they defer.
MOTION: It was moved to pass the Operating Budget of 2007-2008 by a roll call vote. Rick Adamczyk, Mary Nelson, Steve Wolf, and Caroline Coryell all abstained from voting. Jane Byczek, Becky Spratford, and Bill Coffee all voted Yes.
Discussion for abstinence:
Mary felt uncomfortable with the increase in salaries and the increase in staff. Until the consultants can evaluate each position couldn’t one person fill in to do more than one job?
Steve Wolf feels uncomfortable with an increase in the staff. He feels that we have plenty of staff and that is may be misused. Before we hire more employees the consultant should tell us if a job is necessary.
Steve Moskal commented that were that the 2006 Levy and the Operating Budget was an open process and everything was reviewed so these figures should not have been a surprise. The Head of Technical Services needs the part time position she requested, so she can more process materials with an increased budget. The Head of Young Adult Services cannot cover all the hours of library opening on her 37 hour schedule.
Caroline Coryell feels that some of these jobs can be done by people that are already on staff. We can move people from one area to another or they can take on additional duties from what they currently have.
Rick Adamczyk feels that no matter how much or how little is spent; the library can justify its spending. He has talked to others and we have more staff than any library of our size. If costs keeping going up in 2 or 3 years from now we have to ask for another referendum. We need to be slow it down a little bit. I know that that the tax increment financing district is ending, so instead of spending it, why can’t we reduce the taxes by that amount.
Jane Byczek finds it disturbing to be at this point because her committee just had a finance meeting and not a word was said. At the meeting it was said that these positions would not be hired until the consulting process was complete. At that point any changes made will be re-evaluated. One of these positions is a custodian and if the budget is not pass what happens? She understood that this was a position they felt was important. The new library is much bigger in size and we are planning on more people using the facilities so we have to cover the space.
Bill Coffee stated that this is not a purchase order (iron clad contract) it’s a budget and you need an operating budget in order to run the building.
Becky Spratford stated that we can take each employee position and re-evaluate it. For example, you cannot start a new Young Adult Department and expect Noel to run it by herself. She’s hoping that the consultants can streamline this area. She wants it placed in the budget to show that we are making a commitment to the staff that we really want them to do a good job and to the community that we can provide a really good service. She felt that perhaps we will not have to hire new, additional staff but just shift people around.
Jane Byczek gave the Board copies of a list of goals she had prepared titled “Board of Trustees Goals Personnel Reorganization Project”. She feels that what is going on in the new building is pushed forward by the staff. The patrons want more dynamic services such as outreach, community agencies, and working with the hospital that tie in with care services. Traditionally librarians help people evaluate information via print resources. Now their new job will be helping people via technology. Patrons expect a new building with new services.
Caroline stated that the board would need to define what the services are going to be before we define the person who’s going to provide them. Jane replied that the first step is to have the department heads and trustees articulate the visions for services they would like to see in the new library. Then, we would develop positions based on that vision.
Caroline stated that we should table the budget until the next meeting. In the meantime she feels that there should be another, separate meeting of the board so we can discuss what these services should be.
After further discussion, Bill Coffee asked Steve Moskal what would happen to operations if the Operating Budget was not approved. Steve responded that, without authorization to spend funds he would start to shut the library service down. Mary Nelson changed her vote to Yes stating that the budget should be re-evaluated in November; with special focus on positions and salaries.
MOTION CARRIES
MOTION: It was moved by Becky Spratford and seconded by Caroline Coryell to adjourn the meeting and go into executive session for personnel matters after a roll call vote. Caroline Coryell - yes, Jane Byczek - yes, Becky Spratford - yes, Mary Nelson - yes, Steve Wolf - yes, and Rick Adamczyk - yes.
Respectfully submitted,
Kim Colagrossi
Administrative Secretary
