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YORKVILLE PUBLIC LIBRARY
BOARD OF TRUSTEES
July 11,2005,7:00pm
The meeting was called to order at 7:05pm by President Jo Ann Gryder.
Roll Call
Board members present: Jo Ann Gryder, Joe Gruber, Carol LaChance (left at 8:25),
Marilyn Vorderer, Russ Walter, Marianne Wilkinson, Sandy Lindblom.
Members absent: Gail Gaebler, Beth Gambro
Also present: Library Director Michelle Pfister and Tom Lindblom.
Recognition of Visitors
No visitors.
Amendments to the Agenda
None
Minutes
There were questions regarding abstention on a bill list vote, however, the minutes were
approved after discussion. Motion and second to approve were made by Sandy Lindblom
and Joe Gruber respectively. Motion carried unanimously.
Correspondence
A library patron suggested that the new library should include more computers with
email capability and also a microfilm reader with printer.
Public Comment
None
Report of the Treasurer
Financial Statement and Payment of Bills:
A bill for"Abraham Lincoln"was questioned. Ms. Pfister explained this is the library
that provides the Kendall County Record on microfilm. Mr. Walter also noted a bill for
$2,260 from KGWW.
A motion was made by Mr. Walter and seconded by Ms. Wilkinson to approve the bill
list including payroll, for$22,522.07. Prior to a vote on this motion, a question was
raised regarding the $366,063.00 billing fee from Burnidge Cassell Associates. Mr.
Lindblom explained that this amount is a percent of the construction cost. A roll call
vote was then taken on the motion. Motion carried.
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Mr. Walter also gave a brief explanation of transfer of library funds that involved the
money market and checking accounts. Money had been deducted twice and the funds
were now being re-deposited into the appropriate account. Another item discussed,
involved money deposited into the library expansion fund that should have been
deposited into the money market account. He said these errors were detected by the
auditors and the funds were transferred appropriately to provide a paper trail to correct
the errors.
Russ Walter will speak with Traci Pleckham regarding the salary for Mr. Lindblom. This
salary will be paid from the building expansion fund.
Report of the Librarian
Statistics:
Ms. Pfister reported the following:
I. In June 7,304 items were circulated (1,021 items over last year June), this
included 663 books sent to other libraries
2. 521 books sent to Yorkville Library (due to Internet)
3. Added 118 new patrons
4. Added 422 items to collection
Ms. Pfister also said she and Rita Feltes recently attended the ALA conference in
Chicago for two days. They attended different sessions including "Radio Frequency"and
"Extreme Makeover" for libraries. They also viewed furniture designs.
Noteworthy library events/items:
1. Program: "Picnic' in the Park", included hot dogs and stories
2. Harry Potter display
3. Memorials for Roberta Peterson
4. "Take Me Out to the Ballgame" reading list by Jenna Yabsley
5. Verne Henne replaced outdoor lights
6. Carpets and blinds were cleaned
On July 281h at 9:30am,Ms. Pfister will meet with 3M regarding an automated checkout
system. She invited Board members to attend. At 2pm that day she will meet with
Technology Architect Jeffrey Jackson from KJWW. He will be studying the phone
system. Due to a lack of capacity on the City phone system,he will possibly install a T3
line to expand the internet connection. The entire phone system and all equipment is
$300,000.
City Council Liaison/Human Resources
Wanda Ohare is the City Council Liaison according to the paper.
Standing Committees
No report
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Unfinished Business
Library Addition
Speer Financial will sell bonds for the new addition, but due to the EAV, it will not be the
entire amount.
A recent meeting was held with Russ Walter, Michelle Pfister,Matt Falco and Rick
McCarthy attending. Several items were discussed:
1. Disposition of trees surrounding the present library. They will be offered to
others if they will be destroyed during construction.
2. The new flag pole will be lit and the current one will be given to the Park District
3. The number and size of dumpsters were discussed (1 for garbage and 1 for
recyclables)
4. Courtyard lighting will be installed, old lighting will be disposed of
5. Current sign will be left in its present location
6. Bike rack will be offered for free
Mr. Lindblom then spoke about the proposed schedule for the bids. There will be a pre-
bid meeting on August 18th at I0:00am. He presented a synopsis of upcoming events:
1. City Inspectors will review plans. On June 26th a set of"50%" drawings was
presented to the City.
2. A schedule was compiled by Mr. Lindblom and he asked Bill Dettmer to review
the plans
3. The next review of the plans is due July 2e and comments will be given to the
architect. Construction documents will then be put out to bid August 8th
4. When a contractor requests a set of plans,the typical cost is $100-200. Tom will
discuss that fee with Matt of BCA.
5. The unsuccessful bidders can return their plans for a refund
6. August 18th is the date for the pre-bid meeting for general and sub-contractors.
Architect will conduct the pre-bid meeting.
7. Walk site if necessary
8. Wording recommended by Tom for advertisement of bid, will "strongly urge
attendance" at meeting. The Board supported his wording recommendation.
9. Formal bid opening is August 29th at 2pm
10. Bids reviewed by architect
11. Bids will be presented at Board meeting of September 12th
The question was raised as to who should receive and open the bids. Before making a
decision on this issue, Mr. Lindblom gave an overview of the steps for a typical bid
opening. When a bid is received,the time and date is marked on the unopened envelope.
The documents are then opened and the person opening them must acknowledge the bid
and any enclosed addendums. The amount of the bid is read and any substitutions are
noted. The architect will determine the lowest responsible bidder and report back to the
Board.
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Mr. Lindblom said when the bids are available, this information will be published in the
Kendall County Record and The Beacon News. The wording for the bids will be
determined by the architect.
It was then suggested that the bids should come to the library and the bid opening should
beat the library also. Ms. Wilkinson suggested using the upstairs for the opening.
Mr. Lindblom stated that he has a meeting arranged with the School District on July 21 s`
to discuss the floor level and water retention-utilizing an area by the high school. He will
ask the School District for input.
In addition, there is a meeting with Matt from BCA on July 12`h at 9:30. Outdoor colors
for siding will be reviewed, as well as interior colors for carpet, furniture etc.
Mr. Walter said that Laura Brown also wished to have input on the landscaping on the
Beecher side of the property, since the Park District maintains the property. Ms. Brown
also pointed out that the Beecher sign is lit from power from the Library. To keep the
sign operable during construction, Tom suggested a provision be made with BCA.
The driveway was also discussed. The Police Department must continue to have access
to the road since they currently use the Library driveway. Tom suggested a possible
single entrance for City Hall,Library and Police. The engineers will study the feasibility
of this idea. Ms. Wilkinson asked about the Game Farm Road widening, however, it is
not known when this will occur. It was also noted that a 16"water main near the
driveway,will need to be moved during construction.
The opening of the bids was then discussed and Tom was asked to be the bid-opener.
Ms. LaChance asked about the process after the contract is awarded. The following will
occur:
1. Bids opened and recommendation made to Board
2. Architect prepares contract between Board and successful bidder
3. Contract is signed and contractor obtains bonds and certificates of insurance
4. Work can begin after an approximate 2-week process of above steps
5. Construction trailer brought in and area fenced off
6. Material storage site is designated
7. Surveyor stakes out building
8. Necessary demolition begins
Mr.Lindlbom expects work could begin about October Is`
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Marianne Wilkinson asked when the groundbreaking would occur. Tom said this event
could occur before or after construction actually begins and the general contractor would
erect a sign at his cost. Various suggestions were made for the groundbreaking date and
it was decided to make this decision at a later date. The Mayor will be asked to speak
and Alderman Rich Sticka will also be invited. The Board agreed that the community
would want to see actual progress once the groundbreaking is held.
Mr. Lindblom said that he sees 3 different components in his role:
1. Assist the Board in understanding construction process
2. Oversee construction progress
3. Coordinate all efforts between Library and architect/contractor
He will hold weekly progress meetings with the architect. He invited the Board to attend,
however, it was noted that only 2 members could attend or it would be considered an
official meeting that must be posted. That will be verified.
Ms. Gryder thanked Tom for being part of the construction process.
Election of Officers:
Last month the Board nominated the slate of officers. Mr. Gruber moved and Mr. Walter
seconded to close the nominations. Motion carried unanimously.
Mr. Walter then moved to elect the slate of officers as presented:
Jo Ann Gryder—President
Marianne Wilkinson—Vice President
Russ Walter—Treasurer
Sandy Lindblom—Secretary
All were in favor of this.
New Business
Michelle stated that each year the signature cards for the bank must be changed. The by-
laws will be reviewed to determine who is eligible to sign. Signers must go to Old
Second Bank with the proper I.D.
There was no further business and the meeting was adjourned at 8:40pm.
Minutes respectfully submitted by
Marlys Young,Minute Taker