Dolton Public Library District

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June 3, 2014 Special Meeting Minutes

MINUTES OF THE SPECIAL MEETING

DOLTON PUBLIC LIBRARY DISTRICT

BOARD OF LIBRARY TRUSTEES

June 3, 2014

7:00PM

Vice President Jackson call the special meeting of the Dolton Public library district to order .

Response to roll call was as follows:

                Aye:                       Trustees Robinson, Bendell, Johnson and Jackson.

                Absent:                                Trustees Hearon, Brown and Gray.

                Also present:     Attorney Angelo Vitiritti and Administrative Library Jay Kalman.

Unfinished Business:

Tria Architecture Contract and Proposals – A letter was sent by the Attorney to the Tria Architects to renegotiate the contract to 9% and was accepted by Tria.  The contract is in two phases.  1.  The roof is in bad shape and needs to be worked on as soon as possible, along with the HVAC system and the ADA doors.  2.  Would be everything else inside the building that can be done.  There is approximately a two million dollar working budget - $800,000 for roof, HVAC and ADA doors and $1,200,000 for everything else.  First we need to get the contract signed, find out what the priorities are and then get ready to get bids out.  We need to look for grant monies if there are any out there.   There was a concern about how the water will drain from the roof.  Tria will address this.

A motion was made and seconded to accept the Tria contract with a sliding scale of 9% as presented at tonight’s meeting.

Roll Call Vote:

                Aye:       Trustees Robinson, Bendell, Johnson and Jackson.

                Absent:                                Trustees Hearon, Brown and Gray.

Motion Carried.

Trustee Brown came in at 7:09pm.

Project 1 – Roof and outside work which includes the HVAC units and the ADA Doors is what we want to work on first.  It will take at least two weeks before the design can be ready.  The bids won’t go out before the June board meeting and it will take longer for the HVAC designs so bids should be back by the July 28, 2014 board meeting so they could be awarded to a contractor.

A motion was made and seconded to approve the proposal by the Tria Architect firm for Roof, HVAC and ADA Doors.

Roll Call Vote:

                Aye:       Trustees Robinson, Bendell, Brown, Johnson and Jackson.

                Absent:                                Trustees Hearon and Gray.

Motion Carried.

These two projects will be discussed at the June Board meeting.

Approval of Personnel – The Administrative Librarian interviewed three candidates for the position of Adult Services Librarian and is recommending a candidate who is asking for a salary of $65,000.00 and 5 the weeks of vacation that she receives her current employer.  She does not need the library to supply her with health insurance.  The Board directed the Administrative Librarian to offer her $52,500.00 and continue to look.  The Board would like to know what other area libraries are paying for this position and the open Youth Services position.  Adult Services position was tabled for further discussion at the next Board meeting.

A motion was made and seconded to go into executive session to discuss personnel at 8:07pm.

Roll Call Vote:

                Aye:       Trustees Robinson, Bendell, Brown, Johnson and Jackson.

                Absent:                                Trustees Hearon and Gray.

Motion Carried.

Trustee Brown left at 8:40pm

Special meeting resumed at 8:48pm.

Members Present:          Trustees Robinson, Bendell, Johnson and Jackson.          

                Absent:                                Trustees Heron, Brown and Gray.

New Business:

President John Hearon sent a letters stating that he has resigned from the Board.  He would also like his name removed from all bank accounts. 

A motion was made and seconded to accept John Hearon electronic letter of resignation dated June 3, 2014.

Roll Call Vote:

                Aye:       Trustees Robinson, Bendell, Johnson and Jackson.

                Absent:                                Trustees Brown and Gray.

Motion Carried.

The Administrative Librarian was instructed to gather all information former Trustee Hearon has on the former Administrative Librarian, Allison Heard, get all keys he might have, and remove his from all bank accounts, ADP and Quality Alarm Company.  We will need to appoint a new Trustee.  This Trustee will also have to run for their seat at the next election.  Vice-President Jackson said she might know of someone who would be interested. 

For the June’s agenda please include a general election of officers.

A motion was made and seconded to adjourn the meeting.

Roll Call Vote:

                Aye:       Trustees Robinson, Bendell, Johnson and Jackson.

                Absent:                                Trustee Brown and Gray.

Motion Carried.

Meeting adjourned at 8:56pm.