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Library Board Minutes 2006 06-12-06 Page 1 of 4 Yorkville Public Library Board of Trustees June 12, 2006 7:00 pm. The meeting was called to order at 7:00 pm by President Jo Ann Gryder. Roll Call Members present: Gail Gaebler, Beth Gambro(arrived at 7:30), Jo Ann Gryder, Carol LaChance, Sandy Lindblom, Marilyn Vorderer,Russell Walter, and Marianne Wilkinson. Members absent: Dr. Joseph Gruber. Library Director Michelle Pfister and Owner's Rep Tom Lindblom were also present. Recognition of Visitors Alderman Dean Wolfer and John Borneman from the Kendall County Record. Amendments to the Agenda There is an addition of a Trustee Workshop under New Business and under the Library Addition there is an item about the Garden Club. Minutes There are two copies of the minutes, one submitted by Laura Leppert, and one submitted by Sandy Lindblom. Laura Leppert will combine the two sets of minutes and resubmit them for the next meeting. Correspondence None. Public Comment None. Report of the Treasurer There was a notice of a Lien from the Steel Supplier. He has not yet been paid by the steel erector. John Wyeth was contacted about this and he said there is a short amount of time the supplier has to get a lien. There was a question about whether this would affect the pay request. The amount is for $101,000, and there is no fear of getting stuck with it. Henry Brothers has only been paid 35% of their contract. Russ Walter moved to approve the Bill list including payroll as presented for a total of$573,224.14. Carol LaChance seconded the motion. All moved to pass with a roll call vote. All were in favor. The motion carried. Page 2 of 4 Report of the Librarian Circulation for May was 5,988 which is up 1112 from last year. 85 new patrons were added and 382 new items were added. Memorial gifts were received in the amounts of $50 and $20 and a donation of$50 was made for gardening magazines from the Garden Club. The summer reading program has begun and 300 children are already signed up. There will be an atlas table in the new library with$500 of memorial money. There will also be a display case. They will have plaques attached to them. The Irma Hardecopf music collection will be ready when the new library opens and there will be an adult DVD collection to accompany the children's DVD collection. The Jr. Women's Club is purchasing a small table and chairs for toddlers that will be put near the board books. There was a Joumaling Class flier in the packet. Libby Wheeler is running the class. The annual report was in the packet and there was information about interlibrary loan. Because of the Internet,the Yorkville Library borrowed 8,855 books from other libraries, and lent 7,069 books to other libraries. There was a change in the construction. There will now be brick paver's in the courtyard. The change order is in the amount of$2,788.75. The library will have a buy a brick program. There is a tool that can pull bricks out so they can get engraved for memorials. No Commercial establishments will have bricks. There was discussion about the cost and it was thought it would be $50 for each brick. -There will be a line item added to the budget for this. The money collected could be used to maintain the courtyard or bushes. - - There are new part time employees being hired. Michelle can show on the building plan where each person will be stationed if anyone is interested. City Council Liaison/Human Resource Russ Walter asked Alderman Wolfer if he knew if the Library expansion would be repaid on the tax bills or if the city had found another way to pay it back. Alderman Wolfer did not know. Standing Committees • Policy—Marianne Wilkinson moved to accept the Internet and Safety Policies. Marilyn Vorderer seconded the motion. All were in favor. • Personnel—None. • Community Relations—None. • Finance—None. • Automation—None. Page 3 of 4 Unfinished Business Garden Club The Garden Club would like to purchase a bronze statue for the library courtyard. They have researched the kinds and have chosen one that is 42 inches tall. If the Library will accept this donation, the Garden Club will vote on the purchase in July. There was questions about lighting it. There is lighting in the landscape plan BCA has put together. There was a question about how to secure it. Maybe a concrete base or possibly re-bar. There was also a question about where to put a sign for it stating that is was a gift from the Garden Club. Gail Gaebler moved to accept the gift contingent upon approval from the Garden Club. Marianne Wilkinson seconded the motion. All were in favor. Library Addition Tom Lindblom announced that Matt is leaving BCA. His last day is Friday. He has found a small firm that does a lot of work for churches. His goal is to have his own firm. There was a short strike that lasted 2 days. The work that was scheduled with the crane was canceled and had to rescheduled. This will not have a major affect on the job. The northern 2/3 of the 2°a floor has been decked and poured. The stone wall that runs East to West is up. It has a random pattern and is inside as well as outside. The Bid Opening for the furniture package was last Wednesday. It was a success. The low bid was $423,000. There was $600,000 budgeted. Now there is money for some of the extras. There was not much difference in cost between the low bid and the high bid. Marilyn Vorderer moved to accept the bids as presented for a total of$423,716.09. Carol LaChance seconded the motion. All moved to pass with a roll call vote. All were in favor. The motion carried. The Library will have to be closed during the switch over of electric power. It will be sometime this month,probably on a Thursday so Friday and Saturday are still available if they need longer to work on it. There was a question about a backup generator. This would not be feasible because they need to kill the power to the electric panels. The alarm system company will need to be notified. The progress meetings will now be weekly. They are 8 am on Thursdays. Matt from BCA will say on as a consultant. There have been 143 RFI's (request for information). There is one from April that still needs an answer. There are 2 meetings tomorrow about the recent construction. A representative from TYVEK will be here at 8:30, and there is a meeting with the mechanical engineer, KJWW about the curved beam. The Iron worker is concerned about the supports. KJW W says that when all the pieces are in, it will work. New Business Approve Internet and Safety Policy This was done under the Policy Standing Committee. Page 4 of 4 Nomination of Officers Gail Gaebler made a motion to nominate the current slate of officers. The current slate is JoAnn Gryder—President, Marianne Wilkinson—Vice President, Sandy Lindblom—Secretary, and Russ Walter—Treasurer. Beth Gambro seconded the motion. All were in favor. Trustee Training There is a Trustee Training Workshop at the Shorewood Public Library June 26 from 6— 8 pm. Someone has to go so the Library is eligible for the Per- Capita Grant. Computer Bid There was a bid from Victorin Business Systems with Hewlett Packard. He is able to buy from the Big Deal Contract from the State Bids. The price for the computers not including the monitor is $512 each. Russ Walter did not recommend the first choice for a monitor. He said there is minimal price difference between the other two models. There is a 3 year warranty on the computers and monitors. There is some money in the construction budget for technology, but the library needs to purchase phone systems and the Checkpoint system as well. There was a question if library can order the computers and not have them delivered until November. Russ Walter will find out. This will be voted on next month. Michelle said she is getting ready for the new library by purchasing extra office supplies. She also said there will be an ad in next week's paper for help. Adjournment The meeting was adjourned at 8:00 pm. Minutes submitted by Laura Leppert.