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Library Board Minutes 2006 10-09-06 Page 1 of 4 Yorkville Public Library Board of Trustees October 9, 2006 7:00 pm. The meeting was called to order at 7:08 pm by President Jo Ann Gryder. Roll Call Members present: Gail Gaebler, Beth Gambro, Dr. Joseph Gruber, Jo Ann Gryder, Sandy Lindblom, and Russell Walter . Members absent: Carol LaChance, Marilyn Vorderer, and Marianne Wilkinson. Library Director Michelle Pfister and Owner's Rep Tom Lindblom were present. Recognition of Visitors None. Amendments to the Agenda Under Old Business, add Computers for New Library. Under New Business, add Network Hardware and Russ Walter's announcement. Minutes There were some corrections on page 3:' Under Library addition the plywood cost was $15,000,not $50,000. The paragraph under Open House should be deleted. It should just say discussion took place concerning Open House and Ribbon Cutting. Sandy Lindblom moved to approve the minutes as corrected. Beth Gambro seconded the motion. All were in favor. The motion carried. Correspondence There were notices about property being annexed south of town. Public Comment None. Report of the Treasurer The check to Burnidge Castle will be held until all the paperwork comes in. Dock's TV &Appliance will hold the Microwave and Refrigerator until Michelle calls for delivery. There was a deposit for the furniture to Interiors for Business. There were some reimbursements for Michelle Pfister. One was for some mailings certified mail, another was for a rolling walker for the new library. It has a basket and a seat. Russ Walter moved to pay the bills and payroll including Henry Bros. And Interiors for Business in the amount of$643,445.73. Jo Ann Gryder seconded the motion. All moved to pass with a roll call vote. The motion carried. Page 2 of 4 Report of the Library Director Circulation for September was 6,925. 122 new patrons were added and 249 new items were added. There is Internet Reference training coming up in October. The programs will be winding down now until the new library is open. There are 3 High School helpers that come regularly. There was a$250 donation from the Lion's Club for some large print books and books on CD. There was a $25 donation from Kendall County Republican Women, and a$25 memorial from the American Legion for Mary Madden. The Buy a Brick program has collected $1,720. October 18 of last year was the ground breaking ceremony. The librarians are working on Opening Day bags to hand out during the ceremonies. They will have magnets, pencils, a map, and a bookmark. Some of the things included in the bag were from Fox Valley Trading Post. Michelle asked that one of the Board Members should write at least 1 paragraph for the time capsule. The journaling class wrote something for the time capsule. Amy Smith, a 15 year old student wrote something for the time capsule. December ls`is the deadline to put something in the time capsule. City Council Liaison/Human Resource None. Standing Committees Policy—None. • Personnel—None. • Community Relations"—None. • Finance—None. • Automation—None. Unfinished Business Defibrillator Phillips makes a defibrillator and libraries get a discount. Instead of$1495 it would be $1200. The wall mount would be $280, the infant and child pads would be $76 each. The pads are only used one time each. Someone must be trained to use it. There is a lady from Sugar Grove who can do the training. It would be for 4—5 hours and she can train 10 people at a time. There was discussion that it would not be purchased until the new library is finished. Also if it is installed there must be someone in the library at all times who is trained to use it. There was some discussion that there are companies or organizations that may donate one to the library for free. Page 3 of 4 Computers There is an updated bid from Victorin Business Systems. The cost of the PC went up by$10 each, but the cost of the monitors went down by $40 each. There are 60 computers needed for the new library in addition to the 10— 12 the library already has. There is $80,000 for technology in the construction budget as well as $50,000 for data and equipment. The cost for the phone system, checkpoint, and the computers is $150,000. The rest of the money for this could come from development fees. The computers have a 3 year warranty. The price includes shipping and repair. He will store the computers until the library is ready for them. The furniture for the new library is being delivered on December 11 th. The computers can be delivered on December 15th. Russ Walter believed the carryover of the development fees is $172,000. The city has just begun it's audit, so the exact figure is not available at this time. Checkpoint can come out of the Bond money and the development fees. Russ Walter has asked Rick McCarthy about the technology money, but he has not been answered yet. Russ Walter made a motion to purchase up to 60 computers from Victorin Business Systems not to exceed $42,060. Joe Gruber seconded the motion. All moved to pass with a roll call vote. The motion carried. New Business P.C. Reservation System This is a software package for public computers. The company works with the PALS system. It also works with the catalog system. With this program a 2 hour time limit can be set by the library.card. The program will give a 15 minute warning before it is shut off. If the patron does not have a Yorkville library card they can use the Internet Express which will have a 15 minute time limit. It will accept every card in the PALS system. Those not in the PALS system would just show their library card to receive a guest card. If no one is waiting to use the computer, the system will allow an extension. You can also reserve a time to use the computer. If after a certain length of time, they are not there to use the computer, someone else will be allowed to use it. Adults will use the adult computers, and kids will use the kid's computers. If the child in under 8th grade a parent must stay with them to use the computer. If they are older,the parent must sign for their use and a code will be put in. There are 228 client modules that are $74 each. The building license is $4,822. The installation cost is $700 per day. There is an $820 per year service license fee after the first year. Checkpoint had a similar system that cost more and did not work as well with some of the other components being installed. If someone were to violate the computer use policy the program would kick them off the computer. It can not keep track of who they are or where they go on the computer. The restrictions will be pulled off the adult computers. Page 4 of 4 P-Counter Print System This is a card that replaces coin and bill operation for printing. The cost is $3085 with a$700 per day installation fee. The service and license fees are $425 per year after the first year. Russ Walter will talk to the city about the budget. There is $160,000 in automation. Russ Walter made a motion to approve the proposal from Today's Business Solutions, Inc. for the PC Reservation system in the amount of $4822 and the p Count Print system for $3085. Beth Gambro seconded the motion. All moved to pass with a roll call vote. The motion carried. Russ Walter move to approve the installation of the systems not to exceed $2800. Gail Gaebler seconded the motion. All moved to pass with a roll call vote. The motion carried. Network Hardware This is power over Ethernet. The access points for the Ethernet wire would be above the ceiling tiles. To provide wireless Internet on the 1 st and 2"d floors there need to be 4 to 6 access points. The Internet works within 300-400 feet of the access point. People can bring in their own laptops and use the Internet as well. There were 2 quotes. One was from Victorin and the other from CDW. Victorin's price was $169 per access point, $399 for the Ethernet switch, and it includes shipping. CDW's price was $169 per access point, $409 for the Ethernet switch, and $12.99 for shipping. This is a one time fee and requires no maintenance. If this equipment is not purchased the only thing the library will not have is WiFi. Russ Walter moved to purchase wireless Ethernet and equipment from Victorin Business Systems up to 6 access points and 1 switch not to exceed $1360. Joe Gruber seconded the motion. All moved to pass with a roll call vote. The motion carried. Building Addition Update Tom Lindblom reported that there was supposed to be,a new parking lot entrance to the library further North of the present entrance. There was a problem with an SBC can and other lines in the way so the existing entrance will be used. The Mayor was the one who wanted it moved, but he said OK to using the existing entrance. Speed bumps can be installed if people are moving fast between the school parking lot and Game Farm Road via the library entrance. Henry Bros. will do a rough grade to the parking lot and put in curbs. Then the final grade will be finished and the stone and blacktop will be laid. The stone caps are here. The mason is installing them. The roofing company owed money to the manufacturer and this has delayed the roof. The goal is to get the building enclosed so the drywall can be hung this week. Michelle Pfister reported that the maintenance of the heating and cooling and lighting systems will be through Tri County Mechanical Services Group. There are 3 gentlemen that would be doing this work. Their fee for regular hours, Mon. - Fri. 7 am—4 pm would be $92 per hour. Saturday would be $120 per hour and Sunday would be $150 per hour. These will be the people who will get the training. The custodians will be here also. The training will be in December, right before occupancy. There is no contract or agreement right now. It would be a quarterly service they would perform. There is a 1 year warranty on the equipment. Russ Walter's announcement Russ may be resigning from the Board in December. Adiournment The meeting was adjourned at 8:36 pm. Minutes submitted by Laura Leppert.