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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. Page 2 of 4 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. Page 4 of 4 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: