Dolton Public Library District

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October 27, 2014 Minutes

MINUTES OF THE REGULAR MEETING

DOLTON PUBLIC LIBRARY DISTRICT

BOARD OF LIBRARY TRUSTEES

October 27, 2014

7:00 pm

President Jackson called the regular meeting of the Dolton Public Library District to order at 7:06pm.  Response to roll call was as follows:

Present:           Trustees Robinson, Bendell, Jackson, and Williams.

Absent:            Trustees Brown, Gray and Johnson.  (Johnson moved as of September 30, 2014.)

Also present:   Attorney Angelo Vitiritti, Administrative Librarian Jay Kalman and  Tria Architect Ron McGrath and Design Consultant Christine Gould.

Introduction of Visitors:       None.

Tria Architects:           Ron McGrath of Tria Architects informed Trustees that the roof is done.  The Punch list will be worked on this Thursday and no major issues have been found.  HVAC is running ahead of schedule.  We are actually on budget.  The roof has a 30 year warranty and everything else has its own warranty and the first year installation coverage as well.  This all will be spelled out in the closing documents the library will receive when this project is finished.  There will also be training for staff on how to work all units and then the library must have some yearly maintenance program in line to continue the equipment working in good order.  The Board wants to see warranties on the equipment that has been put in before any payment is made and therefore decided to table the contractors pay application.

Asbestos consultants – no one wants to take on another company’s testing results and therefore they don’t want to bid on the project.  If you want another company to do the asbestos abatement project, the library will have to pay for another test and then whatever the project costs.  The estimated abatement cost could be $45,000 to $65,000.00 for the complete project.  This project could close the library from a few weeks to a few months.

Bad news on grants – Since the former Director did not do any per capita grants in the last three years the library is not eligible for any state grants.  The DCEO is the only one we can apply for and that is after the project is done.  We need to see if the library’s state representatives can do anything for us. 

Trustee Williams made the motion to hire Midwest Environmental Consulting Services pursuant to their proposal dated August 30, 2014 and was seconded by Trustee Robinson.

Roll Call Vote:

Ayes:               Trustees Robinson, Bendell, Jackson, and Williams.

Absent:           Trustees Brown, Gray and Johnson.

Motion Carried.

Report on Interior Design – Christine Gould – The Trustees where shown a revision diagram and discussed some new ideas.  The topics of carpeting, ceiling tiles, the train depot, quiet rooms etc were included in her discussion.  Color was touched upon also.  Next month she will present on the topic of furniture.

Approval of Minutes:           A motion was made to approve the September 22, 2014 minutes and was seconded.

Roll Call Vote:

Ayes:               Trustees Robinson, Bendell, Jackson, and Williams.

Absent:           Trustees Brown, Gray and Johnson.

Motion Carried.

Approval of Bills and Review of Financial Statements:

Trustees would like to see all invoices concerning the purchasing of books.  They would also like to see a suggestion box for patrons to put suggestions in – Let’s find out what the public really wants or needs.  A question was brought up on MB Financial and the Director informed them this was for the safety deposit box.  Another question was on the invoice from Orland Park Public Library and they were informed that a patron lost that library’s books and we must pay for them and then the library would collect monies owed from that patron.  Unique Management is our collection agency and the Trustees would like a monthly report on what they are doing for us.

A motion was made to approve the bills totaling $69,691.50 this is minus the three (3) contractor’s invoices and was seconded.

Roll Call Vote:

Ayes:               Trustees Robinson, Bendell, Jackson, and Williams.

Absent:           Trustees Brown, Gray and Johnson.

Motion Carried.

Statement of Accounts September, 2014:      IL Funds General Acct.                      $3,285,278.16

                                                                        IL Special Reserve                              $119,353.93                                                                            Standard Bank General Acct.             $175,856.84

                                                                        Standard Bank Petty Cash                 $3,733.25

Communications, Petitions, Resolutions, Ordinances:       None.

Next month we will have the Tax Levy Ordinance to be approved.  We need to have a quorum present.

Report of Committees and Officers:          

We need to begin to interview for an Administrative Librarian as Jay’s contract is up and he has applied for the position.  Schedule these meetings for Thursday or Friday of next week.

Jay is to send a letter or an email to former Trustee Johnson asking her to formally resign.

We have four trustees who will be on the ballot in April.  You must pick up a nominating packet and have 50 legal names on the nominating papers.  You can go to the internet and find what you need (Candidacy Guide 2015) or see the Librarian.  Nominating papers are due in beginning December 15.

Librarian’s Report:

The Per Capita Report has been sent to Springfield.  The card catalog has been retired and we will see if we can sell it.  The paperback spinners are gone from the fiction room clearing up space.  A question arose with a group that uses the library’s auditorium.  Their application says their group has informational meetings on varying topics and a patron complained that this meeting was all about the election and candidates.  The Director is to write a letter to this group explaining no political meeting of any king can be held in the library.

Unfinished Business:  Post a meeting for next Thursday so we can interview the Administrative Librarian applicants and to pay the three invoices from the contractors.

New Business:                        Since electricity is being deregulated is it possible that the library can have a workshop to inform the public about this?  Check with the Director to make sure the date is clear and no other programs are scheduled for the room or the date.

Executive Session:     None

President’s Message:             It is time to go home.

Adjournment:  A motion was made and seconded to adjourn at 9:15pm. 

Roll Call Vote:

Ayes:               Trustees Robinson, Bendell, Jackson, and Williams.

Absent:           Trustees Brown, Gray and Johnson.

Motion Carried.

Meeting adjourned.