REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
JULY 8, 2015
The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, July 8, 2015 at 7:00 pm at the Library. Present: President Tory Haines, Vice-President/ Secretary Kimberly Reese, Treasurer Norm Huntley, Trustees Anne Francissen, Mike Hill and Cynthia Steimle; Director Pamela Leffler, Administrative Assistant Virginia Tsipas. Absent: Trustee Karen DeVault. Library Staff present: Bryan Wood, Pam Salomone, Nick Petta, Myung Gi Sung, Denise Farrugia, Emily Conradt.
WELCOME OF GUESTS
Mrs. Haines read the Library’s Mission Statement, called the meeting to order at 7:00 pm and welcomed guests.
MINUTES: Regular Monthly Meeting, June 10, 2015
MINUTES: Executive Session Meeting, June 10, 2015
Treasurer’s Report: June 2015
Internal Budget Report: June 2015
Year-To-Date Statement: June 2015
Fund Balance: June 2015
Investment Reports: June 2015
The First State Bank and Harris Bank
Motion by Mr. Huntley, second by Mrs. Francissen, to approve the Minutes of the Regular Monthly Meeting, June 10, 2015; Minutes of the Executive Session Meeting, June 10, 2015; Treasurer’s Report: June 2015; Internal Budget Report: June 2015; Year-To-Date Statement: June 2015; Fund Balance: June 2015; Investment Reports for The First State Bank, Harris Bank and IIIT: June 2015. Carried unanimously.
BILLS: June 2015
Motion by Mr. Huntley, second by Mrs. Reese, to approve the bills for June 2015 in the amount of $543,310.23. AYES: Huntley, Francissen, Hill, Haines, Reese. NAYS: None. ABSENT: DeVault, Steimle. ABSTAIN: None.
DIRECTOR’S REPORT: June 2015
The Trustees received an email regarding a patron complaint and a copy of the email was distributed at the meeting. The Library’s new Business Administrator and HR Coordinator have been adapting very well and are making a number of changes to streamline procedures and paperwork. Within the Director’s Report there was information about percentage of cardholders within the district. Motion by Mr. Huntley, second by Mrs. Francissen, to approve the Director’s Report. Carried unanimously.
Intergovernmental Group (Michael Hill)
Next meeting will be held on July 9, 2015 at the City.
Motion by Mr. Huntley, second by Mrs. Reese, to accept the Committee Reports. Carried unanimously.
Communications and Citizen’s Comments: Following Robert’s Rules of Order, there is a 10 minute time limit per issue on testimony with a limit of two (2) issues per meeting.
1. APPROVAL OF ARCHITECT CONTRACT – PRODUCT ARCHITECTURE + DESIGN
The cost of attendance by the architects to monthly Board meetings is included in the contract unless meetings become excessive. Mrs. Francissen asked if the Library was responsible for hiring the geo technical engineer. Mr. Pohrte stated they have a civil engineer and would only need a geo engineer if the soil is bad. If a geo engineer is needed, they will bring proposals to the Board. Motion by Mr. Hill, second by Mrs. Francissen to approve the contract of Product Architecture + Design in the amount of $8,435,000. AYES: Huntley, Francissen, Hill, Haines, Reese. NAYS: None. ABSENT: DeVault, Steimle. ABSTAIN: None.
2. ADULT VOLUNTEER POLICY
David Kelsey, Outreach Services Librarian discovered we did not have a policy for Adult Volunteers in place. Mr. Kelsey recently took a course regarding adult volunteers and in researching other libraries’ policies, created a proposed policy for the Library. The policy was reviewed by the HR Coordinator, Reference and Reader Services Managers and Mrs. Leffler. Mrs. Haines said it is necessary to protect the Library and patrons and stated the policy was very well written. Motion by Mr. Huntley, second by Mrs. Reese, to approve the Adult Volunteer Policy. Carried unanimously.
3. ORDINANCE 2015/2016-1: ENACTING .02% BUILDING EQUIPMENT AND MAINTENANCE LEVY
Motion by Mrs. Francissen, second by Mr. Hill, to adopt Ordinance 2015/2016-1. AYES: Huntley, Francissen, Hill, Haines, Reese. NAYS: None. ABSENT: DeVault, Steimle. ABSTAIN: None.
4. ORDINANCE 2015-2016-2: TENTATIVE BUDGET AND APPROPRIATION, 2015/2016
Motion by Mr. Huntley, second by Mr. Hill, to adopt Ordinance 2015-2016-2. AYES: Huntley, Hill, Haines, Reese. NAYS: Francissen. ABSENT: DeVault, Steimle. ABSTAIN: None.
5. CONSTRUCTION MANAGER RFQ
The RFQ was prepared by Product Architecture + Design and reviewed by Attorney Ritzman. Once the RFQ is approved, it will be published in the Kane County Chronicle and posted on the St. Charles Public Library website. The bids will be due by July 31, 2015 and in August construction management firms will be interviewed by Mrs. Leffler and the architects and a recommendation will be brought before the Board in September. Motion by Mrs. Reese, second by Mr. Hill to approve the RFQ for Construction Manager. Carried unanimously.
6. PRODUCT ARCHITECTURE + DESIGN PRESENTATION/BOARD KICK-OFF MEETING
Pam Leffler and Architects Dan Pohrte and Tiffany Nash visited five libraries and received many good ideas of what they liked and did not like within libraries. The architects met with the staff to gather their thoughts. Mr. Pohrte presented to the Trustees three schematics showing more or less the same square footage in three different levels for the possible addition.
They collected data of the collection and furniture and the proposed 8,000 to 9,000 square foot addition would bring the size of the Library and outside grounds to approximately 54,000 square feet.
Some of the issues the architects considered in their initial schematics were:
• non-fiction collection is located in three different areas
• fiction collection is in two different areas
• there is not a specified greeter to welcome patrons to the library
• Bisbee Conference Room is sufficient
• Administration Office is too small
• there are two workrooms for Circulation
• services desks of Circulation and Reference are too large
• Reference workroom is too small
• Tech Lab is not very effective as a training lab
• Info Commons area is good
• Carnegie Business Room is a good quiet study area
• elevator on first level is further back into the Library and is hidden
• more space is needed for new books, CDs, AV and DVDs
• there is not enough seating in the Youth Services Department
• there are not enough tables for youth to study in Youth Services Department
• the Helen Gale Story Room is too small
• the Huntley Meeting Room is too small
• the staff lounge needs to be more aesthetically pleasing
• the IT work area needs more space
• the Communications and Marketing workroom needs more space
• the teen space on the mezzanine level should be defined and enclosed
• a teen maker space idea would be ideal
• there are not enough study rooms
At 7:33 pm, Dr. Steimle arrived at the meeting.
In discussing the three preliminary plans, the architects stated they would like to have a more visible presence of the Library from Main Street, increase visibility of the Library on east side of the building, have patron collections and study rooms on the main level, Administration Office and all staff spaces on mezzanine level, move the main entrance of the Library so that a staff person is visible when a patron first walks in, make all spaces more flexible so that all areas can be utilized throughout the day, add more sunlight into Youth Services Department, open up first floor, larger windows, major meeting room should have outside access, receiving area location still to be evaluated, look at traffic flow for placement of book drop, possibly close off Walnut Avenue.
Mr. Huntley asked Mrs. Leffler to inform the Foundation of changes that will be taking place with some projects the Foundation donated to the Library. Mr. Huntley would like Mrs. Leffler to begin talks with the City to close off Walnut Avenue so that it becomes part of the Library property.
Mr. Hill stated that the entrance of the Library should have a wow factor and shout out that patrons are welcomed. He likes the idea of a café for a more welcoming feeling. Mr. Hill is concerned with the HV/AC throughout the entire building and consistency of air flow. He would like for the new meeting room to have outside access, kitchen, restrooms and patio area. He would like to see outdoor usable spaces and small group areas for tutors.
Mr. Huntley wanted to know if there would be any changes in size for mechanical areas and maintenance staff. The architects said they would study these areas more thoroughly. Mr. Huntley suggested that some mechanical equipment could be removed from the roof.
Most of the Trustees liked scheme “B” for the proposed expansion. Mrs. Francissen really likes the expansion will all patron spaces being on the first floor. Mrs. Haines likes having the entrance moved to the north and located in the “L” of the new expansion. Mr. Huntley does not see how a semi could back into current loading dock area. The architects will look at the traffic flow for loading dock and also space for book drop. Mrs. Leffler likes all the public spaces on the main level. Mrs. Haines would like to see more green space in the parking lot. She would also like to see different options for the roof. Dr. Steimle likes the idea of more presence from Main Street and keeping all patrons on the main floor. The meeting room is in a good location. Mrs. Francissen wonders about the mechanical equipment location for sufficient use of HV/AC. Option “B” takes out the sky lights in Youth Services. There is a concern about natural lighting in the Youth Services Department and this will be considered further.
Mrs. Haines asked the architects to explain the features of a maker’s space. The architects explained there would be tables on casters, the area would be glass walled with mobility, and it would be a good space for groups. It can be a messy space. Lots of electrical outlets, floors easy to clean and good storage. All types of activities and classes could be planned for patrons, using laser cutters, glass cutting, and multiple interactive options.
Mr. Huntley asked about scheme “A” with the expansion to the east of the Library with the meeting room, teen area and maker area. Mr. Huntley wanted to know if it was possible to have a level below the first floor dug out. The architects said at the present time the plan does not show the area below built out, they are trying to stay within the budget. They will look into the cost of building out that space. Mr. Huntley said he would like to know what it would cost to dig out one-half or one-third of the lower level.
7. BUILDING MAINTENANCE AND REPAIR
Mrs. Leffler said a quote was received to replace the tree previously dedicated in honor of Diana Brown. There was a warranty for one year, but it has been two years. They will purchase another service berry tree and relocate it to another location.
8. CLOSED SESSION FOR DISCUSSION OF THE FOLLOWING SUBJECTS:
a. Acquisition and lease of property [5 ILCS 120/2 (c)(5) and (6)]
b. Litigation [5 ILCS 120/2(c)(11)]
c. Personnel [5 ILCS 120/2(c)(1)]
Closed Session not required.
9. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
No vote necessary.
Motion by Mr. Huntley, second by Mrs. Francissen, to adjourn at 8:03 pm. AYES: Huntley, Francissen, Hill, Haines, Reese, Steimle. NAYS: None. ABSENT: DeVault. ABSTAIN: None.
Kimberly Reese, Secretary
Board of Trustees