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PALOS HEIGHTS PUBLIC LIBRARY
BOARD OF TRUSTEES
MINUTES OF MEETING
FEBRUARY 13, 2003
CALL TO ORDER:
President Beverly Meyer called the meeting to order at 7:00 p.m. in the Library, 12501 S. 71st Avenue, Palos Heights. Present were: Trustees Beth Barista, Cal Bouma, John Eckman, Pat Eden, Birgit LaMantia, Pat Muller and Bill Poore. Trustee Diana Roscich arrived at 7:05 p.m. Also present was Administrative Librarian Elaine Savage.
WELCOME OF GUESTS:
Newly hired youth services assistant Sharon Malito was introduced.
MINUTES:
Trustee LaMantia moved, Trustee Poore seconded, to approve the minutes of the January 9, 2003, meeting. On voice vote the motion carried unanimously.
TREASURER'S REPORT:
Trustee Barista moved, Trustee LaMantia seconded, to approve the January additional bills of $29,401.22 for a total of $43,148.29 and the February bill list of $22,940.40. On roll call vote, the motion carried unanimously. Trustee Barista moved, Trustee LaMantia seconded to approve the bond proceeds balance sheet with bills to be paid of $32,111.94. On roll call vote, the motion carried unanimously. The treasurer noted the new financial format and that the Employer and Officers Insurance renewal was considerably higher this year due to the Enron fiasco.
PRESIDENT'S REPORT:
President Meyer had no report. She will have her annual report next month.
LIBRARIAN’S REPORT:
Elaine distributed copies of her regular monthly report and her annual report.
CORRESPONDENCE:
The Board received a thank you note from the family of Ray Bryska and Palmer awardee Sheila Sosnicki.
COMMITTEE REPORTS:
Budget & Finance:
Trustee Barista reported on her investigation of options for investing our bond proceeds. She contacted three local banks and a company that specializes in investing bond money for governmental bodies. Trustee Barista moved, Trustee LaMantia seconded to invest the bond money at Palos Bank and Trust in a Money Market fund and certificate of deposits, subject to a pledged security letter. On a roll call vote, the motion carried unanimously. Per the Financial Policy, any change was deferred to September.
Policy:
No report. It was clarified that the closing policy for staff was sent to the Personnel Committee for review. Publicity: None Buildings & Grounds: None. Parking Lot & Building Expansion:
Trustee Eden summarized an update of the past month's activities. The variance for the meeting room portion of the building was granted after attending three meetings.
Personnel:
None—they will meet now as the closing policy was clarified.
Friends of the Library Liaison:
The Friends held a very successful two day book sale which netted $1542.70.
City Council Liaison:
Trustee Eden reported on the meetings attended for the zoning approval and a TIF review board meeting that she, Trustee Poore and the Administrative Librarian had attended. She noted that the Finance Committee had passed not to pay the water portion of the Westgate impact fee and the status of the 127th Street TIF.
St. Alexander’s:
Trustee Barista reported on the plans for the St. Al's school addition and the staff changes at the school. The committee is still working on the fence issue.
OLD BUSINESS:
Library Picture - Trustees Barista and Poore reported on artists they had contacted. The Board directed them to get written quotes and a decision would be made in March.
Long Range Plan - No comments.
NEW BUSINESS:
Nominations for Palmer Award - Trustee Eden moved, Trustee Bouma seconded to move this consideration to September, 2004. On voice vote, it passed unanimously. Library Name: The Library Board discussed the suggestion by Mayor Straz for a broader name for the Library. While the Board appreciated his comments, Trustee LaMantia moved, Trustee Rosich seconded to retain the current name. On voice vote, the motion passed unanimously. Voter Designation Suburban Library System: President Meyer volunteered to be the designated voter for the Library for this year's SLS Board election. City Scavenger Service: It was the Board's consensus to have the Administrative Librarian write a letter to the City to request inclusion as a city entity for free garbage removal. Shelving Purchase: By consensus, the shelving purchase was deferred to following the executive session. Architect's Contract: The contract is not ready yet.
EXECUTIVE SESSION:
Trustee LaMantia moved, Trustee Eden seconded to go into executive session at 8:15 p.m. to discuss personnel and legal matters. On voice vote, the motion passed unanimously. Elaine Savage the left the meeting and returned during the session when requested by the Board.
Return to Regular Session:
At 9:20 p.m. the Board returned to its regular session.
Administrative Librarian's Evaluation:
Following a very satisfactory evaluation, Trustee Eden moved. Trustee Rosich seconded to award the librarian a 3.7% raise retroactive to January 1, 2003 for an annual salary of $71,234 with a $1000 bonus for her referendum work to be paid at the next paycheck time. On roll call vote, the motion passed unanimously. Lease: Trustee Poore moved, Trustee Roscich seconded to give the Building Expansion Committee the power to negotiate a lease, authorize a deposit and the chair of the committee to sign a lease. On roll call vote, the motion passed unanimously. Shelving Purchase: By consensus, the Board decided that the used shelving was not suited for our needs.
ADJOURNMENT:
There being no further business, Trustee Eden moved, Trustee Bouma seconded, to adjourn. On voice vote, the motion carried unanimously, and President Meyer adjourned the meeting at 9:25 p.m.
Patricia Eden
Acting Secretary
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MINUTES OF MEETING
FEBRUARY 26, 2003
CALL TO ORDER:
President Beverly Meyer called the meeting to order at 7:02 p.m. in the Library, 12501 S. 71st Avenue, Palos Heights. In the absence of the secretary, President Meyer appointed Bill Poore as acting secretary. Present were Trustees Beth Barista, Cal Bouma, John Eckman, Pat Eden, Birgit LaMantia, Beverly Meyer, and Bill Poore. Trustee Diana Roscich arrived at 7:10 p.m. Trustee Pat Muller was absent. Also present was Administrative Librarian Elaine Savage.
WELCOME OF GUESTS:
President Meyer welcomed Joseph Huberty and Alexandra Ramsey of Engberg Anderson Design Partnership. It was agreed that subjects concerning the architects would be discussed first in order to allow their early departure.
NEW BUSINESS:
Bid Estimate - The design development estimate summary dated February 26, 2003 was passed out and reviewed. The audited design development estimate came in at $5,156,120 vs. the original schematic design estimate of $4, 985235. Key differences and major line items were discussed and the following major items noted by Engberg Anderson and the Building Committee:
A. There was an increase in the building size mainly in the meeting room. The building measures 31,000 square feet when including canopies and wall thickness. Engberg Anderson will advise total useable interior square feet. B. Millwork changes increased cost. C. The mechanical and electrical estimates could be less, as their estimator is usually 5-7% high.
D. The numbers were based on all brick below the tile and the renaissance stone would be an alternate bid.
E. $30,000 was added for media and telephones and $30,000 was deleted for live landscape plants which we would bid separately.
F. Costs of moving to a temporary location were included in the library annual budget.
G. Temporary library costs may come down because we don’t have room in the temporary facility to move everything.
H. The proposal could be let for bid in two stages with stage #1 being bid between May 15 and June 6 to include the base building. After receipt of the base building quote, we could bid the furnishings, furnishings and other equipment as a second stage after consideration of the base building quote.
I. We will eliminate the second floor fireplace interior for an estimated savings of $20-25,000.
J. We will alternate bid for a simpler fireplace for an approximate $10,000 savings, if necessary.
K. The mechanical costs could be up to $1.50 per square foot high.
L. The electrical costs could be reduced through changing the lighting fixture mix.
M. It was recommended that we limit alternate bids to a maximum of five. Trustee Eden made a Building Committee motion (no second necessary) to bid in stages and after the receipt of Stage #1 we would decide on State #2 which could be reduced, if necessary, or augmented from reserves or donations. The motion passed unanimously on a roll call vote.
OLD BUSINESS:
Architect’s Contract - Engberg Anderson will layout the interim library space for $1,000 vs. the $8,000 in the pending contract. The Board discussed the “standard of care” clause and the number and frequency of architect’s visits. Engberg Anderson recommended a liquidated damages clause for bid purposes. Elaine Savage will review the contract with our attorney and bring up for approval at the next board meeting. Joe Huberty discussed the method to pre-qualify bidders and has supplied pre-qualification criteria. He wants to limit the bidding to a maximum of five bidders. Elaine Savage will check with our attorney on other considerations.
NEW BUSINESS:
Lease Resolution - Our attorney is reviewing the lease for interim space and we should have a response by this Friday. Some details still need to be worked out. At this point, Engberg Anderson representatives left the meeting.
PRESIDENT’S REPORT:
President Meyer advised that the Annual Report was not yet available.
OLD BUSINESS:
Library Picture - Trustee Poore advised details of a written proposal from Pat Coffman Huss dated February 15. Trustee Poore moved and Trustee LaMantia seconded a motion to accept the proposal. On a voice vote, the motion passed unanimously. Trustee Poore will accept the proposal on behalf of the Board.
NEW BUSINESS:
Utility Impact Fees - Trustee Poore raised the issue of whether or not we should have our attorney review the Westgate Valley Annexation agreement in light of the Palos Heights Finance Committee’s interpretation allowing the City to cease making distribution of these fees to the library. The consensus of the Board was to not get our attorney involved and to let the District 128 School Board take the lead.
Executive Session - Trustee Bouma moved and Trustee Barista seconded a motion to go into executive session at 8:43 p.m. to discuss an employee request. On a voice vote, the motion passed unanimously.
Return to Regular Session - At 8:47 p.m., the Board returned to its regular session.
Employee Request - Further to executive session discussion, Trustee Bouma moved and Trustee Eckman seconded a motion to grant the employee request. On a voice vote, the motion passed unanimously.
Temporary Help - Elaine Savage requested temporary help to replace Administrative Assistant Pamela Schumann until a replacement could be hired. Trustee Eckman moved and Trustee Poore seconded a motion to allow a temporary replacement to be hired. On a voice vote, the motion passed unanimously.
ADJOURNMENT:
There being no further business, Trustee Poore moved and Trustee Eden seconded a motion to adjourn. On a voice vote, the motion carried unanimously and President Meyer adjourned the meeting at 8:51 p.m.
Bill Poore
Acting Secretary |
