library9-12-05 Page 1 of 4
Yorkville Public Library
Board of Trustees
September 12, 2005
7:00 pm.
The meeting was called to order at 7:00 pm. by Vice President Marianne Wilkinson.
Roll Call
Members present: Gail Gaebler, Beth Gambro, Dr. Joseph Gruber, Carol LaChance,
Sandy Lindblom, Marilyn Vorderer, Russell Walter, and Marianne Wilkinson.
Members not present: Jo Ann Gryder.
Library Director Michelle Pfister and Mayor Art Prochaska were also present.
Recognition of Visitors
Tom Lindblom, Owner's Rep.
Amendments to the Agenda
None.
Minutes
Burridge Castle was misspelled. Sandy Lindblom would like to clarify that under the
Treasurer's Report there is no more money in the Development Fees Fund until the bond
money comes in. Marilyn Vorderer moved to approve the minutes as corrected. Carol
LaChance seconded the motion. The motion carried with all in favor.
Correspondence
None.
Public Comment
None.
Report of the Treasurer
The bill for the Construction Documents has come from BCA and the Landscape Design
was shared with the Parks Department.
On page 9 of the bill list Michelle Pfister was reimbursed for the candy bars for the
summer reading program awards. Michelle was reimbursed for a print shop update, and
the Construction Ad. The garbage bags were not garbage bags,that expense was for dry-
cleaning of the book bags.
Russ Walter made a motion to approve the bill list and payroll in the amount of
$62,694.59. Carol LaChance seconded the motion. All moved to pass with a roll call
vote. The motion carried.
There was a question about whether or not the audit had been done.
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Report of the Librarian
Circulation was at 6,858 items for August which is up 590 items from last year. There
were 107 new patrons added, and 545 new items added which includes 73 music CD's.
Michelle Pfister passed out the agenda for the staff meeting for the Board members to
read. 363 children and 42 adults completed the summer reading program and received
prizes.
A new courtesy notice will now be sent out by E-Mail to patrons 3 days before their book
is due. Patrons already receive E-Mails when their book is overdue and when a book
they had on hold is in.
As the new library is built, Michelle Pfister would like to have a Time Capsule put
together. She would like to get contributions from the different organizations that have
helped the library, such as Boy Scouts, Lion's Club, Junior Women's Club, Garden Club,
and others. Michelle Pfister asked if and of the Board Members would be willing to take
over the project. Pictures of the building will be taken as it progresses and Milly will be
taking pictures for the library website.
Starting October 12th the lunchtime Book Club will meet. The members of the book club
would bring sack lunches and the library would provide lemonade and tea.
Rita Feltes and Mayor Prochaska were part of the Midwest Literary Festival that took
place in Aurora. Mayor Prochaska read a book about Grandparent's Day and the library
provided a craft.
The model of the new library was on during Hometown Days at the City's booth.
City Council Liaison/Human Resource
The Tl line will be moving before October 1st. The City will have their own T1 line.
The Beecher Building will be connected to the City's network.
A question was raised whether or not Wanda Ohare would be the City Council Liaison.
She is not. There is no liaison at this time. Mayor Prochaska may have an answer next
month.
Standing Committees
Policy—None.
• Personnel—None
• Community Relations—None.
• Finance—None.
• Automation—None.
Page 3 of 4
Unfinished Business
Library Addition—Michelle Pfister said she would like to get the date for the
groundbreaking ceremony as soon as possible. She will be asking the Police Department
for the use of their sign to say Thank You Yorkville, Groundbreaking (and the date).
The original schedule called for the Bids to be opened on August 29t . On August 24th
the Architect put out Addendum#2 which had 120 pages. Addendum#1 and#2
combined had more than 200 pages. The architect then suggested extending the bid date.
24 contractors requested the drawings, 13 said they would bid. The bid opening was
August 29th. There were 11 bids from General Contractors. The architects are
interviewing 3 contractors. There were 5 alternates with the bid. Based on the alternates,
the lowest responsible bidder must be determined.
The architects and Tom Lindblom talked with the city about the finances. A cash flow
projection was put together. Tracy Pleckham will look at this as soon as she gets a
chance. The approximate cost to remodel the existing library is $300,000. The question
presented to the board was whether or not remodeling was a wise use of the$300,000 if
the money is available. There was some discussion about what remodeling would be
done, and what the existing library would look like. Once a certain portion of an existing
building is remodeled, it must come into conformance with the ADA requirements. The
estimated draw down schedule includes all the alternates except the remodeling, with no
contingencies. If the existing building is not remodeled,there can still be a small meeting
room, and a large meeting room with 2 bathrooms. The bond money typically had to be
spent within 3 years, and if the money is not spent, it is given back to the taxpayers.
Matching Grants can be looked into, and not just from Government Agencies. Laura
Ross is the Grant Writer for the city. Russ Walter feels that if the remodeling is added
into the figures, the library is short by $1,000,000 in contingeny funds. It is possible that
builders could pay the development fees up front, if they are willing. The tax increase
does not cover the whole cost of the bond. Tom Lindblom recommends not remodeling
the existing building at this time, but that does not mean that if the money is available
that the remodel will not be done. It just means that the remodel is not in this contract.
Gail Gaebler moved to accept the draw down schedule dated September 9th, 2005 as
presented which excludes Alternate #1. Russ Walter seconded the motion. All moved to
pass with a roll call vote. The motion carried.
The Board would like the groundbreaking ceremony to be near the actual groundbreaking
which could be near the beginning of October. The next board meeting is October 10th
There will be a special board meeting to approve the bids. There must be 48 hours notice
prior to this meeting for it to be a posted meeting. Also this meeting must have a quarum.
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Server Proposals —There was a proposal from WSCA (a purchasing program for
schools, libraries, and municipalities) for a HP server for approximately $5,000. There
was a proposal from Dell for about$5,300 through Dell's Government store. Through
the Dell small business store, the same server was $3,700. The proposal from RW
Enterprises is still the cheapest. There was a quote from CDWG for software to be
applied to the Microsoft Volume License the library purchases 2 years ago, which expires
if nothing is purchased on it. The savings for purchasing the software in this way is about
$500. Beth Gambro moved to purchase the server for$3,500, and the setup and
configuration for$1,000 from RW Enterprises. Marilyn Vorderer seconded the motion.
All moved to pass with a roll call vote. The motion carried with one abstention. Beth
Gambro moved to purchase the software from CDWG for $303.50. Russ Walter
seconded the motion. All moved to pass with a roll call vote. The motion carried.
New Business
Audio Download Grant—Michelle Pfister explained how the Audio Downloads
work This is not a free grant. The first year would cost the library $1,000, and the
second year would cost the library $3,000. Only 70 libraries in IL are able to participate.
Dr. Gruber moved to apply for the Audio Download Grant. Sandy Lindblom seconded
the motion. All moved to pass with a roll call vote. The motion carried.
Adiournment
Gail Gaebler moved to adjourn the meeting. Carol Lachance seconded the motion. The
meeting was adjourned at 8:25 pm.,.
Minutes submitted by Laura Leppert: