Warren-Newport Public Library District Lake County, Illinois Regular Meeting October 26, 2010

Warren-Newport Public Library District Lake County, Illinois Board of Trustees Susan K. Niemi, President Ronald J. Friedman Thomas J. Colwell, Vice-President Nancy Jackson Steven J. Weinberg, Treasurer Laurie Styrcula Nancy E. Sheldon, Secretary Regular Meeting October 26, 2010 Call to Order President Niemi called the meeting to order at 7:00 p.m. Trustees present: Friedman, Niemi, Sheldon, and Weinberg Trustees absent: Colwell, Jackson, and Styrcula Also present: Director Stephen Bero, Recording Secretary Mary Thacker, WNPL staff members Jan Marsh, Paula Pena, and Noreen Reese; Don McKay of Nagle Hartray Architects; and Jim Dyer and Anthony Rosignolo of Berglund Construction. Pledge of Allegiance President Niemi led those present in the Pledge of Allegiance. Approval of Consent Agenda for: a. Secretary’s Report: Approval of minutes as received or corrected: i. Public Hearing of September 21, 2010 ii. Regular Meeting of September 21, 2010 b. Acceptance of Financial Statements for September 2010. c. Acceptance of the Director’s Report for October 2010. d. Acceptance of the Patron Suggestions for September 2010. e. Approval of developer donation agreements (if any). As there were no developer donation agreements, Trustee Weinberg moved and Trustee Sheldon seconded a motion to approve the Consent Agenda items (a) through (d). The motion carried on a roll-call vote as follows: Ayes: Friedman, Sheldon, and Weinberg Abstain: Niemi Absent: Colwell, Jackson, and Styrcula President’s Report President Niemi reported that she attended the Personnel and Building & Grounds committee meetings, as well as the Garage Sale held on October 2, 2010. In addition, on Saturday, October 23, 2010, President Niemi and her husband, along with Trustee Styrcula and her husband, and Director Bero and his wife, attended the annual Gurnee Rotary Dinner and Auction. Reports of Other Trustees President Niemi acknowledged that Trustee Styrcula attended the annual ILA conference and we would be receiving her report next month. Trustee Weinberg mentioned an article which appeared Monday, October 25, 2010, issue of The Wall Street Journal regarding libraries, and Trustee Friedman noted that recently there was a discussion of libraries on National Public Radio. Correspondence, Communications, and public comments a. Written: i. Memoranda from attorney Roger Ritzman Reminder of dates relevant to the election of Library Trustees at the Consolidated Election scheduled for April 5, 2011. ii. Copies of the October 26, 2010, NSLS News were distributed to the Trustees. iii. The September/October 2010 photo collage of WNPL activities, as well as a collage representing the October 2, 2010, Garage Sale, was passed among the Trustees. Recognition of visitors and public comments – None Treasurer's Report Trustee Friedman moved and Trustee Weinberg seconded a motion that the bills payable for October 2010 and payroll for September 2010 be approved for payment. The motion carried on a roll-call vote as follows: Ayes: Friedman, Niemi, Sheldon, and Weinberg Absent: Colwell, Jackson, and Styrcula Reports of Standing Committees Policy – Meeting of September 27, 2010 Trustee Sheldon provided an oral update of the committee meeting report and noted the next Policy Committee Meeting would be on Monday, November 1, 2010, at 7:00 pm. Building and Grounds – Meeting of October 21, 2010 Trustee Styrcula submitted a written report of the committee meeting. Finance – No meeting Personnel – Meeting of September 27, 2010 President Niemi provided an oral update of the committee meeting, and invited all interested parties to attend the next Personnel Committee Meeting on Monday, November 2, 2010, at 6:00 pm. Trustee Development – No meeting Progress report on the long-range plan Director Bero indicated this report would be covered in the discussion of the building project under New Business. New Business a. Building project: Award of Contracts for Construction Following a presentation by Jim Dyer of Berglund Construction and discussion among the Board, Trustee Friedman moved and Trustee Weinberg seconded a motion to approve the attached Guaranteed Maximum Price (GMP) – Base Bid, Alt 1, and Alt 3 document dated October 19, 2010. The motion carried on a roll-call vote as follows: Ayes: Friedman, Niemi, and Weinberg Nays: Sheldon Absent: Colwell, Jackson, and Styrcula Upon further discussion, Trustee Friedman moved and Trustee Weinberg seconded a motion to accept the recommendation of the Building and Grounds Committee for Alternates 1 and 3. The motion carried on a roll-call vote as follows: Ayes: Friedman, Niemi, Sheldon, and Weinberg Absent: Colwell, Jackson, and Styrcula Trustee Sheldon then moved and Trustee Friedman seconded a motion to accept all three (3) Alternatives in the amount of $55,214.94. The motion carried on a roll-call vote as follows: Ayes: Friedman, Niemi, Sheldon, and Weinberg Absent: Colwell, Jackson, and Styrcula Trustee Friedman moved and Trustee Weinberg seconded a motion to approve the attached Guaranteed Maximum Price (GMP) – Base Bid, Alt 1 and Alt 3 document dated October 19, 2010, to include Berglund Construction’s cost, allowance, and bids as follows: Bid Package #1, Furniture Moving: Ace Relocation Systems; Bid Package #2, Excavation and Concrete and Sitework: Boller; Bid Package #3, General Trades: Lamp, Inc.; Bid Package #4, Structural and Misc Steel and Deck: Waukegan Steel; Bid Package #5, Roofing: Weatherguard; Bid Package #6, Trespa Panels: All American Exteriors; Bid Package #7, Glass and Glazing: Waukegan Glass; Bid Package #8, Flooring: OEC; Bid Package #9, Painting: CCI Painting and Decorating (Cosgrove); Bid Package #10, Ceilings: Airtite; Bid Package #11, Fire Protection: Optimal; Bid Package #12, Plumbing: Ernie Peterson; Bid Package #13, HVAC: Air Con; and Bid Package #14, Electrical and Technology: Ridgeview Electric. The motion carried on a roll-call vote as follows: Ayes: Friedman, Niemi, Sheldon, and Weinberg Absent: Colwell, Jackson, and Styrcula b. Amendment to approve change orders during construction Trustee Weinberg moved and Trustee Sheldon seconded a motion to authorize Director Bero to approve change orders up to $10,000. The motion carried on a roll-call vote as follows: Ayes: Friedman, Niemi, Sheldon, and Weinberg Absent: Colwell, Jackson, and Styrcula c. Policy Work: Policy 3001 Access to Materials Trustee Friedman moved and Trustee Niemi seconded that the Board renew its support for the amended ALA Bill of Rights with the inclusion of attorney Roger Ritzman’s statement. The motion failed on a roll-call vote as follows: Ayes: Friedman and Niemi Nays: Sheldon and Weinberg Absent: Colwell, Jackson, and Styrcula Trustee Friedman then moved and Trustee Niemi seconded a motion to send Policy 3001, Access to Materials, back to the Policy Committee, and to place Policy 3001 on the agenda for the Board’s regular December meeting. The motion carried on a roll-call vote as follows: Ayes: Friedman, Niemi, and Weinberg Nays: Sheldon Absent: Colwell, Jackson, and Styrcula d. Letter of Support for SD 56 referendum Roger Ritzman, Esq., advised for the WNPLD Board to issue a letter of support for the upcoming SD 56 referendum would be a violation of the Illinois Ethics Policy. Therefore, Trustee Friedman moved and Trustee Weinberg seconded a motion that the Board not write a letter of support for the upcoming Gurnee School District #56 referendum. The motion carried on a voice vote. e. Closing of the library for migration of integrated library system Trustee Sheldon moved and Trustee Friedman seconded that the Library close for business on Monday, December 6, 2010, in order to complete the migration to the new integrated library system from Innovative Interfaces, Inc. The motion carried on a roll-call vote as follows: Ayes: Friedman, Niemi, Sheldon, and Weinberg Absent: Colwell, Jackson, and Styrcula f. Resolution to Determine Estimate of Funds Needed Trustee Weinberg moved and Trustee Sheldon seconded a motion that Resolution 2010/2011-3 to determine the estimate of funds needed for Fiscal Year 2010-2011 be adopted. The motion carried on a roll-call vote as follows: Ayes: Friedman, Niemi, Sheldon, and Weinberg Absent: Colwell, Jackson, and Styrcula Public Forum Assistant Director Reese distributed drawing markers to the Trustees and invited them to sign the walls of the McCullough Room. Announcements a. By the Chair i. Communications to the public – None. ii. Upcoming Calendar 1. Truth in Taxation public hearing – Tuesday, November 16, 2010, 6:45 p.m. 2. Next regular Board meeting – Tuesday, November 16, 2010, 7:00 p.m. 3. Next committee meetings: a. Finance – Thursday, November 11, 2010, 8:00 pm b. Personnel – Monday, November 1, 2010, 6:00 p.m. c. Policy – Monday, November 1, 2010, 7:00 p.m. d. Building & Grounds – Thursday, November 11, 2010, 7:00 pm e. Trustee Development – Monday, November 8, 2010, 7:00 pm 4. Other dates . ILA Trustee Forum, Saturday, February 26, 2011, Lisle, Illinois Adjournment Trustee Weinberg moved and Trustee Sheldon seconded the motion to adjourn the regular meeting. The motion carried on a voice vote. President Niemi adjourned the meeting at 9:05 p.m. Respectfully submitted, Nancy E. Sheldon Secretary Mary Ann Thacker Recording Secretary