The Schaumburg Township District Library (STDL) Board plans to meet multiple times during this month
Click upon the appropriate link below to view the notes for the specified meeting

 

STDL Library Board Meeting Notes: June 20, 2005

STDL Library Board Meeting Notes: June 27, 2005

 

 

 

SCHAUMBURG TOWNSHIP DISTRICT LIBRARY

MINUTES OF THE REGULAR MEETING OF THE LIBRARY BOARD

JUNE 20, 2005


LOCATION: Conference Room

BOARD MEMBERS PRESENT: Mr. Frankel, Mr. Hetzer, Mrs. Jonen, Mr. Lucas, Mr. Lyons, Mr. Radley, and Mrs. Scott

BOARD MEMBERS ABSENT: None

OTHERS PRESENT: Ms. Teasdale, Mr. Madden, Mr. Javorcic, Mr. Oliver, Ms. Shoffner, Mr. Garvey and Mrs. Jones

TIME MEETING BEGAN: 7:30 p.m.

Pledge of Allegiance.

Public Comments.

Minutes.
It was moved by Mr. Frankel and seconded by Mr. Hetzer that:
The minutes of May 16, 2005 be approved.
Motion passed unanimously.

Award.
Mr. Lucas announced that the Library has won an award from the National Association for Business Resources as one of Chicago’s 101 Best and Brightest companies to work for by excelling in human resources practices and setting a standard of excellence.

Hanover Park Branch Library.
Mr. Oliver reviewed the process for the receipt of bids for the construction of the Hanover Park Branch Library.  Bids are due this Friday at noon and a meeting needs to be held next week to approve the lowest responsible bidder.

Three bids were received for the technology design services for the Hanover Park Branch Library:

Company

Bid

Technical Design Services Inc.

$9,975.00

PSA Dwberry

$11,000.00

KJWW Engineering Consultants

$11,500.00


It was moved by Mr. Frankel and seconded by Mrs. Jonen that:
The low bid of $9,975 for Technical Design Services be approved.
Roll call vote:
     Mr. Hetzer     Yes
     Mrs. Jonen     Yes
     Mr. Frankel     Yes
     Mr. Radley     Yes
     Mr. Lyons     Yes
     Mrs. Scott     Yes
     Mr. Lucas     Yes

Then bids for the landscape architect were presented.

Company

Bid

Planning Resources Inc.

$7,446.50

Hitchcock Design Group

$13,300.00



There was then considerable discussion about these two bids.  There was a general feeling that both bids were fairly high and the Board asked that other ways be explored on how the landscaping could be handled.  One suggestion was that the design/landscaping could be combined.  The matter was then tabled to be reviewed at a later date.
The Board then decided that they would meet on Monday June 27th at 10:00 a.m. to review construction bids.  Mr. Madden noted that there is a good chance that all of Tradewinds Shopping Center will be demolished, including the building housing our present Hanover Park Branch Library.

Staff Reports.
The following were covered.
Tom Javorcic reviewed exhibits and exhibit policies.  Mrs. Jonen noted that the Gallery of Original Illustrations in Youth Services is wonderful.
Mrs. Jones reviewed the School Library Service report.
A report on grants that the Library had received was reviewed.  Mr. Hetzer suggested that the staff explore other grants including those supported by the President’s wife.

NSLS Representative.
Mr. Lyons covered the following:
the ongoing problems with the bridge behind the NSLS headquarters
SB847 has passed and although it appears that it will not affect our library, this bill needs to be reviewed more.  Hopefully, the Illinois Library Association will analyze this legal matter.

Treasurer’s Report.
Mr. Frankel recommended that the Board designate $1,000,000 in the Building and Equipment Reserve fund for the purpose of an RFID project.
It was moved by Mr. Frankel and seconded by Mr. Lyons that:
A reserve of $1,000,000.00 be set aside for an RFID system.
Roll call vote:
     Mr. Hetzer     Yes
     Mrs. Jonen     Yes
     Mr. Frankel     Yes
     Mr. Radley     Yes
     Mr. Lyons     Yes
     Mrs. Scott     Yes
     Mr. Lucas     Yes

Mr. Madden noted that an RFID status report will be prepared for the September Board meeting.  There are both technical and economic issues relating to RFID that need to be addressed.  Mr. Hetzer noted that standardization is very important.

Both Mr. Frankel and Mr. Lucas reported that this fiscal year will end with a substantial balance of funds.  Mr. Frankel noted that any balance needed to be transferred to the Building and Equipment Reserve Fund.

2005-2006 Budget.
The 2005-2006 budgets as approved by the Budget Committee was presented.  Mr. Hetzer distributed several sheets of budget concerns and proposed budget cuts that were not presented at the Budget Committee.  His recommendation is that the budget needs to balance.  Mr. Hetzer recommended that the staff receive a 3% rather than a 3.5% raise.  There was considerable discussion about the raise.  Mrs. Jonen felt that the 3.5% raise was reasonable especially in light of lower increases in the past several years and because of the large increases in health insurance costs.  Mr. Hetzer felt that a 3% raise was more than reasonable.  There was also a discussion about how raises are given: the Library uses a flat increase for almost all employees plus a small merit increment.  Mrs. Scott covered her experiences with a merit system and Mrs. Jonen reviewed some of the advantages of a step system.  It was also mentioned that this coming fiscal year there will be no increase in premiums for health, life and disability insurance.  It was felt by Mr. Frankel that during the year steps will be taken to ensure that cost savings are made which will aid in balancing the budget.
It was moved by Mr. Radley and seconded by Mr. Lyons that:
The 2005-2006 Budget as approved by the Budget Committee minus $37,000 budgeted for estimated increases in insurance premiums be approved.
Roll call vote:
     Mr. Hetzer     No
     Mrs. Jonen     Yes
     Mr. Frankel     Yes
     Mr. Radley     Yes
     Mr. Lyons     Yes
     Mrs. Scott     Yes
     Mr. Lucas     Yes

Retirement of Senator Wojcik.
The Board would like to pass a resolution in July honoring State Senator Kathleen Wojcik.

Visa Policy.
Mr. Hetzer explained why he felt that the Board needs to pass a Visa policy.  Mr. Lucas suggested that there are a number of policies that need to be reviewed including: 1) the bylaws, 2) the Visa issue, 3) solicitation of funds, 4) research by staff, 5) role of book sales and Friends of the Library.  His recommendation is that the new Board President appoints an ad hoc Bylaws and Policy Committee.
It was moved by Mr. Hetzer and seconded by Mr. Radley that:
The Board President appoints a Bylaws and Policy Committee.
Roll call vote:
     Mr. Hetzer     Yes
     Mrs. Jonen     Yes
     Mr. Frankel     Yes
     Mr. Radley     Yes
     Mr. Lyons     Yes
     Mrs. Scott     Yes
     Mr. Lucas     Yes

Executive Sessions/Closed Meetings.
Mr. Madden had distributed a policy sheet giving information on rules relating to closed meetings.  Mr. Hetzer stated that he had called the Attorney General’s Office and that no minutes should be kept offsite if the government unit has there own on-site storage space.  The only minutes kept offsite have been those dealing with the review of the library director and those minutes were held by the Board Secretary.  At this time, there are no minutes held offsite since Mrs. Miller has completed the February closed meeting minutes and sent them to the Library.
Mrs. Jonen suggested that closed meeting minutes should be reviewed twice a year in July and in December.  Mr. Hetzer then asked when the executive session on approving the purchase of the Hanover Park Branch Library was held [July 19, 2004].

August Board Meeting.
In order to meet legal publishing requirements, the August Board meeting needs to be later.  The Board agreed to change the meeting from the 15th to the 22nd.  Mr. Madden informed that Board that on August 15th at 7:00 p.m. there will be a reception for a local artist Martyl at the Library.

Book Sales.
Mr. Hetzer asked if the Friends of the Library had released their funds to the Library at this time.  Mr. Madden said that they had not.  Mr. Lyons asked if part of the book sale money could be donated to the Illinois Library Association’s Sylvia Murphy Williams Scholarship Fund.  Mr. Lucas asked that the Friends be contacted and that they be asked to release their remaining funds to the Library.

Officers for 2005-2006.
It was moved by Mrs. Jonen and seconded by Mr. Hetzer that:
Mr. Lyons be nominated for President - Motion passed unanimously.
There were no additional nominations and Mr. Lyons was accepted as Board President.
It was moved by Mr. Frankel and seconded by Mr. Lyons that:
Mrs. Scott be nominated for Secretary - Motion passed unanimously.
There were no additional nominations and Mrs. Scott was accepted as Board Secretary.
It was moved by Mr. Lyons and seconded by Mr. Frankel that:
Mr. Lucas be nominated for Treasurer - Motion passed unanimously.
It was moved by Mr. Radley that:
Mr. Hetzer be nominated for Treasurer.
Mr. Hetzer asked that his name be withdrawn.
There were no additional nominations and Mr. Lucas was accepted as Board Treasurer.

Continuation of Board Meeting.
It was moved by Mr. Hetzer and seconded by Mrs. Scott that:
The Board meeting continues on Monday, June 27th at 10:00 a.m.
Motion passed unanimously.

Time Meeting Ended. - 9:05p.m.
SCHAUMBURG TOWNSHIP DISTRICT LIBRARY

MINUTES OF THE CONTINUED MEETING OF THE LIBRARY BOARD

JUNE 27, 2005


LOCATION: Conference Room

BOARD MEMBERS PRESENT: Mr. Frankel, Mr. Hetzer, Mrs. Jonen, Mr. Lucas, Mr. Lyons and Mrs. Scott

BOARD MEMBERS ABSENT: Mr. Radley

OTHERS PRESENT: Mr. Oliver, Mr. Peterson and Mr. Madden

TIME MEETING BEGAN: 10:00 a.m.

Hanover Park Branch Library.

Mr. Oliver reviewed the bids received on Friday, June 24th:

 

Company

Base Bid

G-1 Alternate*

Bid With Alternate

Berglund Construction

$2,309,000

($24,000)

$2,309,000

Bulley & Andrews

$2,254,700

$23,000

$2,277,700

Henry Brothers Co.

$2,392,000

($27,000)

$2,365,000

J. M. Olson

$2,498,000

($1,000)

$2,497,000

Michuda Construction

$2,312,291

$27,000

$2,312,291



Some construction companies made Alternate G-1 a deduct while others made it an add-on.  The instructions were not clear on how this information needed to be reported.  The G-1 Alternate was for a special colored glass wall to separate the youth area from the rest of the branch library.

Mr. Oliver presented the following budget figures based upon the lowest bid received:

Item

Cost

Construction estimate

$2,148,182.00

Design contingency

$     92,394.00

Escalation to mid-point of construction

$     69,296.00

TOTAL PROJECT BUDGET

$2,309,872.00

Low Bid

$2,277,700.00

Amount Below Estimate

$     32,172.00



Mr. Oliver pointed out that there is still $40,000.00 in permit fees in the budget.  There is a request to the Village of Hanover Park to forgive these fees.  We hope that the Village will waive these fees.

Mr. Oliver reported that the references for Bulley & Andrews are very good.  They built both the Oak Park Public Library and the Mount Prospect Public Library.  Mr. Hetzer mentioned that he did discuss the contractor with a Board member of the Oak Park Public Library and that Board member praised the construction company.

It was moved by Mr. Hetzer and seconded by Mr. Lyons that:
The low bid of $2,277,700 with the firm of Bulley & Andrews be approved.

Roll call vote:
     Mr. Hetzer     Yes
     Mr. Frankel     Yes
     Mrs. Scott     Yes
     Mr. Lyons     Yes
     Mrs. Jonen     Yes
     Mr. Lucas     Yes

The Board asked Mr. Oliver to discuss a ground breaking date with the contractor.  The Board prefers either a Saturday or Sunday afternoon.

TIME OF ADJOURNMENT: 10:16 a.m.