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library8-8-05 Page 1 of 5 Yorkville Public Library Board of Trustees August 8,2005 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, Dr. Joseph Gruber, Jo Ann Gryder, Sandy Lindblom, Marilyn Vorderer, and Russell Walter. Members not present: Carol LaChance, and Marianne Wilkinson. Library Director Michelle Pfister was also present. Recognition of Visitors Matt Falco, Rick McCarthy, and Michelle from BCA, and Tom Lindblom, Owner's Rep. Amendments to the Agenda None Minutes Sandy Lindblom moved to approve the minutes. Marilyn Vorderer seconded the motion. The motion carried with all in favor. Correspondence None Public Comment None. Report of the Treasurer Russ Walter stated there was no more money until the Bond money comes in. The Bonds have already been sold. On page 6 of the bill list, there is a bill for an IEPA study that must be done before construction to make sure the construction of the new building is not going to impact anything adversely. June's KJWW bill comes out of the development fees. There has been a problem with the BCA bill. Michelle Pfister has been coding the bill correctly, but they have not been getting paid correctly. The library owes BCA $106,482.57. Russ Walter made a motion to approve the bill for payment out of the Bond Funds Account when it is available. Dr. Gruber seconded the motion. All moved to pass with a roll call vote. The motion carried. Russ Walter made a motion to approve the bill list in the amount of$9,097.50. Gail Gaebler seconded the motion. All moved to pass with a roll call vote. The motion carried. Page 2 of 5 The architect was asked for the project status. Matt Falco and Rick McCarthy stated the project was out to bid. 50 bids were faxed out, and 12 people are waiting for drawings. This is on track for bid opening on August 29th. August 18th there will be a general contractor's meeting. Matt Falco brought samples of the materials to be used on the outside of the building, such as bricks, stone, siding, metal samples for the standing seam roof, and shingle samples. Matt Falco also brought the finished drawings of the building. Michelle from BCA presented wall covering samples, wood samples, and carpet samples. Of the samples Michelle brought, no one like the mustard yellow color. The Board wishes to see some brighter colors for the children's area. The Board also would like to see the wishes of the decorating committee to be honored before the samples come to the Board of Trustees to be approved. Report of the Librarian Circulation was 6,398 for July. This is up 578 items from last year. 116 new patrons were added and 365 new items were added. There was a Read With Paws Activity, the dogs that were at the library were Therapy dogs. There was a memorial received for$140 in honor of Arlene Blake. Arlene started the 4th of July celebration 50 years ago, and patriotic books were purchased with the memorial money. Michelle Pfister met with 3M about their checkout system and she feels Checkpoint is a better system. Also there has been no bid from 3M yet to compare costs. Michelle Pfister put an article in the Kendall County Record about the new classic books that have been added to the library. Over 100 classic books have been added in the last few months. The library has a subscription to Books on Tape and Books on CD, and received 10 new books every month. The company who the subscription is through is discontinuing the Books on Tape and will only be offering the Books on CD. The tapes an CD's last about the same length of time. Michelle Pfister found that there was a mistake in Policy 96, Yorkville Patrons Borrowing Privileges. One sentence was eliminated about reciprocal borrowing and Michelle Pfister handed out the revised policy to be put into the Board member's books. So far there is no City Council Liaison. Michelle Pfister passed out a list of Board members with E-Mail corrections. City Council Liaison/Human Resource None. Page 3of5 Standing Committees • Polic —None. • Personnel—None • Community Relations—None. • Finance—None. • Automation—None. Unfinished Business • Library Addition—Tom Lindblom spoke on several subjects. The first item he spoke of was an allowance for change orders. In Tom Lindblom's opinion $75,000 was too light to budget for this. He suggested changing the amount to $150,000. The Board felt this was fine. Tom Lindblom also suggested that he be allowed to approve change orders up to a certain amount. It was thought anything over$5,000 would need approval from the Board. Before Tom Lindblom would approve any change orders he would call Michelle Pfister and the Building Committee. The next item Tom Lindblom brought up was a clause for liquidated damages. Usually there would be a penalty when the builder was late completing the building. Tom Lindblom felt an exact date was not critical since the library would still be open during construction. Tom Lindblom spoke about clauses for terminating the contract, and a bonding agent. Tom Lindblom said when the building had reached substantial completion, a punch list would be completed, and the builder would have 1 month to complete the project. The library must take the lowest qualified bid when the bids come in. There will be a pre-bid meeting for potential bidders on August 18`h at 10 am, and the bid opening would be August 29b at 2 pm. The bids will be given to the architect and the architect will give his recommendation at the next Board meeting. The city's sign ordinance is that the sign be no bigger than 6 square feet, but there is no permit to have a sign and the city does not enforce the ordinance. It was thought that with a 6 square foot sign, people driving by would not be able to read any of the writing. Tom Lindblom asked what the owner(the library) be willing to pay for during the construction. Since the library gets it's water for free, they would pass the savings on to the builder. Also the library would pay for all fees charged by the city. Tom Lindblom spoke about having an ongoing plan for upkeep and maintenance for the new building. Since the new building has very sophisticated equipment, there are training hours available, and the library needs to decide who will get trained,whether it would be a maintenance person or a maintenance contractor. Page 4 of 5 Tom passed out bids for on site construction testing services. The company will test the soils for compactness, and test the construction materials for stability. The cost of the testing would vary depending on how often the concrete footings would be poured, if any bad soil conditions would be found, (bad soils would have to be removed, replaced, and retested) and things like that. As a general rule of thumb the cost would be 33¢ per square foot, which would make the cost $10,000 - $15,000. The testing service would report to the library,the architect, and the contractor. Russ Walter made a motion to approve the contract with Midwest Engineering Services, Inc. for construction testing not to exceed $15,000. Marilyn Vorderer seconded the motion. All moved to pass with a roll call vote. The motion carried. Tom Lindblom also spoke about Builder's risk insurance. The library will be receiving bills for materials and labor throughout the construction of the building, and then would own the materials. The library would not need the insurance until the construction actually begins, approximately on October 15`. The contractor would also carry insurance because he would own the building until it is complete. He would also carry workers compensation insurance, and the construction site would be fenced in, but if anyone was hurt, the city could be named in a lawsuit. And if any of the construction materials were stolen or damaged,the insurance would pay for them. New Business • Standing Committees Appointments—The standing committees will be the same as they were last year with Beth Gambro filling in Kelly Murray's place. A new committee was added,the Library Expansion Committee will be Russ Walter and Dr. Gruber. • Library Web Page—Milly Worley has designed the web page and has kept it running for about 6 or 7 years now. Most patrons go through this website to place a hold on a book. She takes pictures and displays them on the web page. Michelle Pfister believes it is about time the library pay her for her work. The money to pay her could come out of contract services or out of Automation. Michelle Pfister suggested she be paid$100 per month. Sandy Lindblom moved that Milly Worley be paid $100 per month for her services. Russ Walter seconded the motion. All moved to pass with a roll call vote. The motion carried. • Server Proposal—Russ Walter passed out a proposal for purchasing a new server. Dr. Gruber made a motion to purchase the server. There was some discussion about price, and the board members want to see some competitor's quotes for the server. The motion dies for lack of a second. Russ Walter will bring back some more proposals from Dell and Compact. Page 5 of 5 Additional Business Jeff Jackson from KJW W had a conversation with City Administrator, Tony Graff about the fiber line between the city and the library. The city will not be hooking back into the library's network. The High School does not like the way Brenidge Castle has engineered the water retention. They are having the engineering redone and the changes will be made by addendum. Jo Ann Gryder attended her first PALS meeting. It ran from 10 am to 2:30 pm. There will need to be a signature card for the Bond account. Because of the debt limit the bond account only has $7,250,000. Adiournment Jo Ann Gryder adjourned the meeting at 9:25 pm. Minutes submitted by Laura Leppert.