LaGrange Public Library Board News

SPECIAL BOARD OF TRUSTEES MEETING

Wednesday, July 9, 2008

ABSENT:          Rose Taylor  
                       
STAFF:              Jeannie Dilger-Hill, Library Director
                                                                                                                                                                                                                                                                                                                         
PRESENTER:  Norm Eallonardo
 

VISITOR:         None

Meeting was called to order at 7:02 p.m.

Becky made an announcement reminding Trustees that all communication with Norm and BCA should go through Jeannie; those parties have also been notified as such.

Unfinished Business began with a status report from Norm (see status report dated 9JUL08).  He went over his written report, skipping the parking lot light issues.  During his report, Jane inquired about the outstanding Duelm room balance.  Norm and Jeannie said they would work with BCA to get an itemized bill for the work done on that room.

The group moved on to a discussion about the parking lot lights and bases.  Norm recommends going with a surface treatment on the cement bases.  He checked, and the bases can be stained any color.  He suggested 4 coats of treatment per light base.  Norm and Jane presented an estimate of $6, 238 to do all 14 light bases with this treatment.

Jane passed out two different light pole and fixture options for the Board to consider.  Both company’s proposals meet the Village’s light trespass requirements.  The Invu option was $1,260 per pole, plus installation and the Kim Lighting was $1,800 per pole, plus installation.  Jane and Norm explained the details on each proposal for the Board.  Jane also told the Board that the Village would salvage our existing poles (as they had said previously) at a cost of $3,800 per pole.  The Library has 14 poles currently and would also be buying 14 new ones.

Becky asked who would install the poles.  Norm recommended that since the fixtures and poles themselves will be close to the $20,000 bid limit, he could gather proposals and get us a contract for just the purchase of the poles.  He could then gather proposals for installation, which would be under $20,000.

Jane recommended that we get moving on ordering poles since it will take 12-16 weeks to receive the poles.  Norm is concerned about getting the work done during the nicer weather.

The group moved upstairs and outside to look at the sample cement treatments.  There was some discussion on what color we should choose.  Norm suggested trying to match the color of the brick and the group agreed.

The group returned to the Board Room to vote on the various outstanding issues.

MOTION:  To have the 14 pole bases covered with 4 coats of the cement treatment in a color to match the brick of the building was made by Bill and seconded by Caroline.  The vote was unanimous.

MOTION CARRIES

MOTION:  To order 14 of KIM Lighting’s pole HA035 as recommended on the proposal documents with a no step pole was made by Steve and seconded by Caroline.  The vote was unanimous.

MOTION CARRIES

MOTION:   To remove the parking blocks in front of the light pole bases was made by Caroline and seconded by Bill.  The vote was unanimous.

MOTION CARRIES

MOTION:   That upon approval of base treatment, light poles, and fixtures by the Village, Norm be given the authority to get the treatment done, order the lights, and price installation was made by Jane and seconded by Bill.  The vote was unanimous.

MOTION CARRIES

MOTION: To order the light poles in the color “black” was made by Jane and seconded by Caroline.  The vote was unanimous.

MOTION CARRIES

Becky asked Jane and Mary to begin talking to the Village.  Jane said she would begin calling tomorrow.  Steve suggested that we present our Board’s decision to them.  Becky also suggested getting their approval in writing, much like the document currently attached to out temporary Certificate of Occupancy, which lists that we have fulfilled the conditions still attached to said document.  Once the poles are ordered, Becky offered to talk to the neighbors about the new lights.

Motion to adjourn was made by Jane and seconded by Steve.  The vote was unanimous.

The meeting was adjourned at 8:08 p.m.

Respectfully Submitted,

Board President

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BOARD OF TRUSTEES REGULAR MEETING

Tuesday, June 17, 2008

ABSENT:          Steve Wolf  
                       
STAFF:              Debbie Darwine, Pat Prohl, Noel Zethmayr, Nancy Hardisty,   
                           Nancy Kerr, Linda Montelo, Bridget Bittman, Nancy Roy
                                                                                                                                                                                                                                                                                                                        
PRESENTER:  None
 

VISITOR:         Jeannie Dilger-Hill

Meeting opened by President Becky Spratford at 7:30 p.m.

MOTION: Moved by Bill Coffee and seconded by Caroline Coryell to approve all minutes that were presented by omnibus vote. Roll call vote was taken; all members approved.

MOTION CARRIES

BOARD OF TRUSTEES REORGANIZATION MEETING

Tuesday, May 20, 2008

The Reorganization meeting was opened by President, Bill Coffee at 7:00 p.m.

President – Becky Spratford

Vice President – Jane Byczek

Treasurer – Caroline Coryell

Secretary – Rose Taylor

Becky Spratford then reported on the realignment of the following committees:

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BOARD OF TRUSTEES REGULAR MEETING

Tuesday, May 20, 2008

Meeting opened by President Becky Spratford at 7:30 p.m.

MOTION: Moved by Caroline Coryell and seconded by Bill Coffee to approve the minutes of April 15, 2008.  All members approved.

MOTION:  Moved by Mary Nelson and seconded by Bill Coffee to approve warrant #230, dated May 20, 2008 and totaling $220,881.85. All members approved.

MOTION:  Moved by Caroline Coryell and seconded by Mary Nelson to approve warrant #2-40, dated May 20, 2008 and totaling $368,032.14. All members approved.

Building and Grounds—Steve Wolf noted everything was pretty much covered in Norm Eallonardo’s report.  Jane Byczek asked about the garbage pick-up and Steve Moskal replied the Village was taking care of it.  Mary Nelson noted that Norm Eallonardo mentioned the landscaping process is complete; the bushes just need to be replaced.

Finance, Personnel and Archives—The main thing is the ESC finalization.  Jane Byczek informed Roz that the main focus right now is the Director’s search.  Becky Spratford noted the ad the Director’s position was still on the website and requested it be pulled.

Legislation—No report

Planning and Policy—No report

Metropolitan Library System—No report

Friends of the Library—Jane Byczek reported the Friends of the Library met last week and elected the new officers.  They have also rewritten and approved the by-laws.  Rose Taylor asked for a copy of the by-laws.

Public Relations & Marketing—Long Range Planning—No report

Village Liaison— No report 

Duelm Memorial—New Building—No report

New Building—No report

 Sub Committee

Administration & Coordination— No report

Donations, Fundraising & Grants—No report

Relocation & Moving— No report

PUBLIC COMMENTS NOT ON AGENDA:  None

UNFINISHED BUSINESS:  Mary Nelson thanked Bill Coffee for his presidency the last three years and felt he did an excellent job and is also looking forward to Becky Spratford taking over.  Becky Spratford noted that although this is Steve Moskal’s last meeting, there are some formal things planned in June. 

NEW BUSINESS:  Steve Moskal reported on the new format and new functionality of the IPLAR report.  By this time next year you will be able to see a year-to-year comparison.  Steve Moskal asked for approval of the IPLAR report.

MOTION:  Moved by Mary Nelson and seconded by Bill Coffee to approve the IPLAR report. 

MOTION CARRIES

Discussion followed regarding televising the Board meetings.  Steve Wolf informed the Board that he will have more information at next month’s meeting.   Bill Coffee felt it was something that we should have a presentation on. 

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ABSENT:          None  
                       
STAFF:              Steve Moskal, Debbie Darwine, Pat Prohl, Noel Zethmayr, Nancy Hardisty,   
                           Nancy Kerr, Linda Montelo, Nancy Roy
                                                                                                                                                                                                                                                                                                                         
PRESENTER:  Norm Eallonardo

VISITOR:         Mary Moskal

Meeting opened by President Bill Coffee at 7:31 p.m.

MOTION: Moved by Caroline Coryell and seconded by Becky Spratford to approve all minutes by omnibus vote. Roll call vote was taken; all members approved.

MOTION:  Moved by Caroline Coryell and seconded by Mary Nelson to approve warrant #229, dated April 15, 2008 and totaling $132,463.84. All members approved.

MOTION:  Moved by Mary Nelson and seconded by Becky Spratford to approve warrant #2-39, dated April 15, 2008 and totaling $36,409.62. All members approved.

Building and Grounds—No report

Finance, Personnel and Archives—Under New Business

Legislation—No report

Planning and Policy—Becky Spratford reported she had received an e-mail from Steve Moskal regarding the procedure for a lost child and making sure that the situation is taken care of immediately.

Metropolitan Library System—No report

Friends of the Library—Jane Byczek reported the Friends met last night.  They are in the middle of a membership drive and have gotten a lot of response.  They will donate $1,000 per year to the library for the next five years for naming the lobby.  Discussion on how to report this donation followed.

Meetings took place with several department heads to get feedback on project ideas.  The ongoing book sale will continue, but the annual weekend sale is a lot of work and the time spent on that could possibly be put into a big fundraiser.  The next meeting is set for Monday, May 12^th, 2008 at 7:30 to re-elect officers and vote on new by-laws.

Public Relations & Marketing—Caroline Coryell reported she needs to set up a meeting with Bridget Bittman.  Bill Coffee asked if Bridget will be at future meetings.  Steve Moskal responded she is not a department head but may attend future meetings if necessary.

Long Range Planning—No report

Village Liaison— No report 

Duelm Memorial—Jane Byczek reported she needed to set up a meeting with Nancy and Laura.

New Building—No report

Sub Committee

Administration & Coordination— No report

Donations, Fundraising & Grants—No report

Relocation & Moving— No report

PUBLIC COMMENTS NOT ON AGENDA:  None

UNFINISHED BUSINESS:  None

NEW BUSINESS:  Presentation of 2008-2009 Operating Budget.  Jane Byczek noted Steve Moskal had highlighted the changes.  Steve Moskal reported the only income line changed was the ISL line.  There is some hope for full funding for the per capita grant.  The new per capita grant deadline has a deadline of October, 2008 and will be completed by the new director.

The Finance Committee met on Thursday, April 3, 2008 and approved Debbie Darwine’s request for an increase in Gail Morrissey’s part-time status to full-time and also Pat Prohl’s request for a full-time Assistant in Patron Services.  Both amounts have been worked into the medical insurance, IMRF, and fringe benefit lines of the Budget.

A line was added for the Library Director transition in the amount of $2,000.00 which was taken from Capital Contingencies.  Discussion followed regarding the amount being adequate.  Rose Taylor suggested increasing the amount to $4,000.00.  Steve Wolf noted that the Capital Contingency line would still be over $100,000.00.  Steve Moskal added nothing changes in Total Expense.

Steve Moskal asked for approval of the 2008-2009 Operating Budget.

MOTION:  Moved by Becky Spratford and seconded by Mary Nelson to approve the 2008-2009 Operating Budget.  All members approved.

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Present: Jane Byczek, Becky Spratford, Mary Nelson

Absent: None

Trustee: Caroline Coryell, Rose Taylor, Steve Wolf

Staff: Steve Moskal, Pat Prohl, Debbie Darwine, Linda Montelo

Visitors: None

Meeting opened by Chairman Jane Byczek at 6:03 p.m..
 
Copies of the Preliminary Operating Budget for 2008 and information concerning the requests for new hires by Debbie Darwine and Pat Prohl were given to those present.
 
Steve Moskal went through the budget, and highlighted changes, line by line.
 
He reported no income lines were changed from the March 18, 2008 document.

Line-Account                 Description                         Change from March 18,2008

01-7010                  Insurance - Medical              Reduced by $14,659.00 to $118,238.00

                                                                                  from the original $132,897.00

01-7320                   Telephone                            Increased by $200.00 to $7,000.00

01-7330                   Insurance -Liability              Increased to $30,000.00

                                  and Contents

01-7370                   Supplies-Administrative        Increased by $1,000.00 to $3,000.00

01-7530                   Consulting Services              Reduced by $16,200.00

01-7405                   Technology Equipmnet         Increased by $600.00 to $3,100.00

01-7415                   Capital Contingencies          Increased from $129,077.00 to $155,736.00

                               Capital Outlay, Interfund     Increased by $27,259.00

                                  Transfers and Debt

                                  Services

Continue reading "Finance, Presonnel and Archives Committee, Thursday, April 3, 2008" »

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Present:   Becky Spratford, Chairperson; Caroline Coryell

Absent:   Mary Nelson

Staff:       Steve Moskal, Library Director and Linda Montelo, Business Manager

Visitors:  None

The meeting was called to order by Becky at 4:08pm.

The committee went through the policy they had previously received.  The policy was written by Gerry Dempsey and included the entire COBRA law as it pertains to the Library.

Steve began the discussion by noting a typo on page 2.  The word “District” will be struck from the second paragraph under “Procedures.”

The first thing the committee did was designate a “COBRA Officer,” as mentioned on page 2.  The Business Manager position will become the Library’s COBRA Officer since that position handles all other insurance issues.

The committee then discussed the “Administrative fee” of 2% as listed in page 1.  Becky mentioned that the Board could choose to waive that fee for retiring employees or those that leave amicably.  She did not want to take it out of the policy, however, for protection in less amicable situations.  Caroline agreed.

The committee moved to page 7, “Premium Collection” where they asked Linda Montelo which of the three methods she would prefer.  She stated that option 1 is the best.  Steve suggested that he add the word “Preferred” in parentheses in order to note that.  The committee agreed.

Caroline asked for Gerry to add an example to the paragraph that begins at the bottom of page 3 and goes to the top of page 4.  It is confusing and the committee agreed to ask Gerry for an example.

The committee agreed that with these few changes they would recommend that the Board pass this COBRA policy.

Motion:  To adjourn was made by Becky and seconded by Caroline.  The vote was unanimous.  The meeting was adjourned at 4:24 pm.

Respectfully Submitted,

Becky Spratford

Chairperson

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Present: Becky Spratford, Chairperson; Caroline Coryell, Mary Nelson

Absent: None

Staff: Debbie Darwine, Head of Reference and Readers Services

Visitors: None

The meeting was called to order at 12:30

There were no public comments regarding items on the agenda

There was no unfinished business

New Business

Discussion of the Dierkes Community Room Policy and booking procedures:  Debbie passed out the current draft policy and the room booking form and explained the basic procedure to the committee.  Mary Nelson expressed concern that the room should only be used by non-profit groups and there should only be adults booking it.  Debbie confirmed that those stipulations are already in the draft policy.

The committee moved on to a discussion of the $10 fee the Library currently charges for use of the Dierkes Community room.  The committee was in agreement that this should be changed to a refundable fee, to be returned if the room is left in good order.  Caroline stated (and the group agreed) that the library was built with tax payer money already, and the users of the Dierkes Community Room must be La Grange cardholders, so we should not charge them more to use the room; it should be refundable.  Mary felt the fee should be raised to $50 so that the users will take care with the room.  However Becky and Caroline felt that the $10 fee for half of the room and $20 for the entire room, refundable, should be retained.  The committee agreed to keep the fee as before.

Becky stated that if the fee was no refundable, the Library staff must come up with a new procedure to return the money.  Debbie reported that currently a staff member from Patron Services unlocks the room for the renters and then relocks it when the meeting is over.  If it is refundable, the renters must tell someone they are done, and a procedure must be put in place to both assess the room and return the fee.  Becky expressed concern about putting a member of the staff on the spot at the moment the room was vacated.  Debbie said she would talk to Pat Prohl, Head of Patron Services about creating a procedure.  Since procedure is out of the committee’s scope, they moved on.

Caroline had a few questions about used of the hospitality center and recycling in the Dierkes Community Room.  Debbie will look into answers.  Debbie also told the committee about the types of groups who have already used the room and went over the current procedures.

Debbie agreed to work on the policy for presentation at the March 18 Board meeting.  Becky agreed to get approval of the amended policy on the agenda.

Caroline then had an addition to New Business.  She was told someone came into the library with 6 boxes of books and was told that the library could not take them because there was not anywhere to store them.  Caroline felt the Library needs a policy of what to do when larger book donations come in.  The committee decided they would talk to the FOL to see if something could be worked out.  In the meantime, Caroline was going to talk to Steve Moskal about temporary storage for the upcoming FOL book sale.

Becky then remembered that if we pass a policy on March 18 to make the fee for using the Dierkes Community Room refundable, would be have to refund everyone from March 19-May (the current last month of bookings).  That would be a logistical nightmare.  Debbie stated that if we made the effective date 7/1/08 we would be safe because that is more than 3 months after March 18, and the room cannot be booked further than 3 months in advance.

The committee decided it would recommend that the Board accept the policy as Debbie will amend it.  Debbie will get copies to all Board members for their Board packets.

Motion:  To adjourn was made by Caroline and seconded by Mary.  The vote was unanimous.

The meeting was adjourned at 1:24 pm

Respectfully Submitted,

Becky Spratford

Chairperson

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Present: Jane Byczek, Becky Spratford

Absent: Mary Nelson

Trustee: Caroline Coryell

Staff: None

Visitors: None

Meeting opened at 5:30 p.m. by Chairman Jane Byczek.

Meeting adjourned at 6:42 p.m. 

Respectfully submitted,
 
Caroline Coryell
Trustee

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Present: Becky Spratford, Chairperson; Caroline Coryell, Mary Nelson

Absent: None

Staff: Steve Moskal, Library Director

Visitors: None

The meeting was called to order at 7:34 pm.

There were no public comments regarding items on the agenda.

There was no unfinished business.

New Business:

• Discussion of Smoking Policy:  The group looked at the La Grange Village policy on smoking.  Becky suggested having a designated smoking area.  The policy states that there can be no smoking within 20 feet of any entrances, windows that can open, or fresh air intake vents.  It was discussed that this really eliminates any part of the Library property to be made into a smoking area except for the West Lot.  The committee agreed that allowing smoking in the West parking lot was not only a bad idea in terms of safety, but it was also unfair to the neighbors.

The Village requires we post a “No Smoking” sign to conform with their signs.  The group decided that Steve should hang the sign in the colonnade where it will be easily seen.

Finally, the committee decided that they will recommend at the Board meeting that language is added to the Library policy manual stating that the Library complies with all State, County, and Village smoking Ordinances.

• Discussion of library policies as downloadable PDF on Library Website:   Becky described how the policies would appear on the Website.  Caroline agreed that it was a great idea to help patrons at all hours.  Steve said he would make sure the Trustees’ e-mail addresses were removed from the current manual.  He also thought we might even be able to make the policy documents searchable.

Motion:  To recommend to the entire Board that the Library policies be placed on the website was made by Caroline and seconded by Mary.  The vote was unanimous

Motion:  To adjourn was made by Mary and seconded by Caroline.  The vote was unanimous.

The meeting was adjourned at 7:56 pm

Respectfully Submitted,

Becky Spratford

Chairperson

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