Agenda Cover Memorandum

Transcription

1 Agenda Cover Memorandum Meeting Date: June 25, 2018 Fiscal Year: 2019 Meeting Type: Committee of the Whole City Council Budget Workshop Item Title: Approve a budget amendment to the General Fund for Library Column Replacement Item Type: Transfer Budget Amendment Purchase Order Other Action Requested: Approval For Discussion Feedback Requested For Your Information Staff Contact: Andrea Lamberg, Finance Director Phone: (847) alamberg@parkridge.us Background: In accordance with Article 2, Chapter 9 of the City Code, staff is requesting approval to perform a budget amendment to the General Fund in the amount of $148,750. The Library Board of Trustees has requested that the City approve a budget amendment of up to $148,750 so that the Library can engage K.M. Holly Construction to install eight glass fiber reinforced concrete (GFRC) columns, per the terms of a submitted bid. This request was approved at the May 15, 2018 Library Board of Trustees meeting. Minutes from the meeting are attached. Recommendation: Approve a budget amendment to the General Fund for Library Column Replacement Budget Amendment Details: Account Number Account Description Current Budget Increase/Decrease New Budget City Buildings Building Repairs $370,000 $148,750 $518,750 Budget Implications: Does Action Require an Expenditure of Funds: Yes No If Yes, Total Cost: $148,750 If Yes, is this a Budgeted Item: Yes No Requires Budget Amendment If Budgeted, Budget Code (Fund, Department, Object Code): See budget amendment details section above Attachment(s), if any: May 15, 2018 Library Board of Trustee Meeting Minutes

2 MINUTES OF THE REGULAR MEETING OF THE BOARD OF TRUSTEES OF THE PARK RIDGE PUBLIC LIBRARY HELD IN THE CITY HALL COUNCIL CHAMBERS, 505 BUTLER PLACE, PARK RIDGE, IL TUESDAY, MAY 15, 2018 AT 7:00 P.M. CALL TO ORDER Mr. Lamb called the meeting to order at 7:05 p.m. ROLL CALL TRUSTEES PRESENT: Patrick Lamb, President; Joseph Egan, Vice-President; Michael Reardon, Treasurer; Charlene Foss-Eggemann, Secretary; Karen Burkum, Stevan Dobrilovic (remotely via phone), Gareth Kennedy, Joshua Kiem, Judith Rayborn TRUSTEES ABSENT: OTHERS PRESENT: None Heidi Smith, Library Director; Jodi Bemis Whitney, Angela Berger, Anastasia Daskalos, Gretchen Kottkamp, John Priala, Parry Rigney, Laura Scott, Library Staff; Alderman Charlie Melidosian, Library Liaison; Anne Lunde, Park Ridge Journal; Jennifer Johnson, Pioneer Press; Thomas Eksei, Liam Shipley, Maine South High School Students APPROVAL OF REMOTE ATTENDANCE Mr. Egan announced that Mr. Dobrilovic is on the phone and a motion is needed to formally approve his attendance via remote means. Mr. Dobrilovic explained that he is out of town on business. It is 5:30 am where he is Mr. Lamb commended him for his dedication and asked to have it noted in the record. Mr. Kennedy made a MOTION: to approve the attendance by Mr. Dobrilovic at this evening s meeting via electronic means. Mrs. Foss-Eggemann SECONDED the motion. Voice vote: 8 Yay: Burkum, Egan, Foss-Eggemann, Kennedy, Kiem, Lamb, Rayborn, Reardon Not voting: Dobrilovic CONSENT AGENDA Mr. Lamb noted that the items covered by the Consent Agenda are marked by an asterisk on the agenda. There being no comments, Mrs. Rayborn made a MOTION: to approve the Consent Agenda Mr. Kennedy SECONDED the motion Roll call vote. COMMENTS FROM THE GENERAL PUBLIC Mr. Lamb solicited questions from the general public on non-agenda items. 1

3 Mr. Kiem announced that there appear to be two students in the audience. Mr. Lamb invited them to the front. Thomas Eksei and Liam Shipley stated they are attending the meeting as a requirement for their civic engagement project, and they attend Maine South High School in Park Ridge. Mrs. Foss- Eggemann asked what they think of the Library. Mr. Shipley stated he likes the Library and likes that the Library is renovating the building. SECRETARY'S REPORT Mrs. Foss-Eggemann reported that there are multiple comment forms in the red folder. She read a selection of them. Due to the unusually large amount of comment forms in the information folder, Mrs. Foss-Eggemann stated she would pass the folder around for perusal: Ms. Lucas states she is outraged by having to pay to use the computers, wants to know what planet we re from, and asked if we charge to use the toilets too. There is a compliment from Ms. Francone, a patron who stated that she had dropped her keys in between her car seats and couldn t reach them. She came into the Library to ask to use the phone and staff member Matthew Hoffman went outside and was able to retrieve them for her. Ms. Francone said that Matthew is a great representative of our Library! Mr. Lamb and Mrs. Foss- Eggemann thanked Matthew for going above and beyond for our patrons. An from Dolores Pino asking the Library to cease the use of pesticides and herbicides on the grounds of the Library. She included multiple links regarding pesticides, lawn care, health impact information, and alternatives. A note from Cathy S. (illegible) commending the Tech Assistant, Tim, for being extremely patient, pleasant, and knowledgeable and easy to work with and a great employee. Three (3) s from a person wishing to remain anonymous, stating he hopes the Library will preserve the light woodwork in the Library and not change it in the renovation process. Mr. Kiem and Ms. Smith stated there are no plans in this renovation to change the woodwork. An from Ms. Diddy Blyth, wishing the Library good luck with all you are attempting to do with the renovations. An from Kim McCarten stating she feels the Library s website and logo are awful, listing her numerous observations/opinions about the website. An anonymous comment form stating how much they value the professional competence and consistent helpfulness of the staff, the thoughtfully planned out afternoon and evening programs, the Interlibrary Loan service, and the expansion of lounge areas in the building. A thank you letter from Mary Seat of Wisdom Church and copy of their donation of $250, thanking the Library for giving them furniture no longer needed by the Library. The letter states they are going to use it to furnish the new STEM Lab being created in their school. Sixteen (16) comment forms commending Matthew Hoffman for hosting, and thanking the Library for offering, his Classic Film Series, and expressing their appreciation and how much they enjoy the films presented. Mrs. Foss-Eggemann thanked all of the citizens who took time to comment, adding it s good to receive candid feedback, both positive and otherwise, and to know what people really think. Mr. Lamb stated the next item on the agenda is a motion to approve the minutes of the Closed Sessions of the February 27, March 1, March 6, and March 20, 2018 Board meetings. Mrs. Foss- Eggemann stated that she had sent them the closed minutes to all of the Trustees and she didn t receive any comments back from anyone on any of the four closed sets of minutes, so we only need to make a motion and vote on them. Mr. Reardon stated he was happy with all the minutes but he will abstain because he wasn t at one of the meetings and he can t recall which one. Mr. Lamb stated he appreciates all of the extra work done by Mrs. Foss-Eggemann and that she did an exceptional job. Mrs. Foss-Eggemann added that there are numerous sets of closed minutes that the Board should determine which can be released into the open record, so that will need to be addressed. It is time to conduct the review of the minutes of the closed sessions, to see if the reasons they were closed still exist, and if not the Board can vote to disclose them. She knows that first we have to verify that we have 2

4 all of the sealed printed minutes and thumb drives are on file at the Library prior to their being able to be released into the open record. Ms. Bemis-Whitney confirmed that she and Ms. Berger conducted a thorough inventory of the closed minutes on file in the Library and has a list of approximately 15 meeting dates where the sealed closed minutes and recording aren t on file at the Library, and it is her understanding that they cannot be made public until they are on the premises of the governing body, which is the Library. Mrs. Foss-Eggemann stated she has an electronic file of each closed meeting so she will print them out. Ms. Bemis-Whitney stated she believes that only those Trustees who were on the Board at the time of a particular closed meeting are allowed to see those minutes and vote on whether they can be made public. Mrs. Foss- Eggemann and Mr. Kennedy stated they believe that is incorrect, that any member of the Board of a public body can read them. This is just a vote on their accuracy. Mr. Lamb made a MOTION: to approve the minutes of the Closed Sessions of the February 27, March 1, March 6, and March 20, 2018 Board meetings. Mrs. Burkum SECONDED the motion. Roll call vote: MOTION PASSED 7 Yay: Burkum, Dobrilovic, Egan, Foss-Eggemann, Kennedy, Lamb, Rayborn 2 Abstain: Kiem, Reardon TREASURER S REPORT Mr. Reardon referred those in attendance to the updated financials on the Year to Date Budget Report on page 43 of the packet, reporting that with 100% of the fiscal year completed, as of April 30, 2018 the Library has expended 90% of the Year to Date Operating Budget. Mr. Reardon stated that the bulk of the savings comes in via two line items: the Salaries line item with a savings of approximately $246,000 and the Building Maintenance line item with a savings of $85,000 that wasn t spent; virtually all line items came in under budget, except for the Special Counsel line item of which everyone is aware. Mr. Kiem asked if the Building Maintenance line item was increased in anticipation of the renovation, to which Ms. Berger replied no, adding that the funds for the renovation wouldn t come from the operating budget but instead from the capital budget. Mr. Kiem commended Mr. Priala. Ms. Berger added that there will be one more budget report next month; she explained that the report on page 43 covers expenditures through Period 12; there will be a Period 13 check run to cover all invoices for items received in Period 12. Mr. Kennedy made a motion to MOTION: to approve the Year to Date Budget Report for April 2018 Mr. Kiem SECONDED the motion Roll call vote. LIBRARY DIRECTOR S REPORT Ms. Smith reviewed her written report, including her progress-to-goal. She stated it had been a fantastic four weeks, explaining that her top time commitment this month has been given to the renovation, followed building relationships with the staff, the Board and community and she has had a very enjoyable month. She toured public works and attends the weekly department head meetings. To a lesser extent she has learned about Library services and intends to devote more time to this in the future. Ms. Smith stated she wants to draw attention to the great job the staff is doing with the change over to the new catalog; staff went above and beyond to assure that they were experts before it went live. Ms. 3

5 Smith also commended the Technical Services department for going above and beyond to create best practices for the new system while still doing the intake for all new materials in the building. Her plans for next month are rather similar by necessity for finalizing renovation plans, furniture, and phasing Ms. Smith noted that Mr. Giometti has stated that the Library staff are to be commended for undertaking all of the shifting of materials internally prior to the start of the construction. They saved the Library tens of thousands of dollars by not having an outside company undertake that work. She confirmed with Ms. Kottkamp that staff accomplished this over the course of two months. She added that the staff have made sure to have adequate signage and a welcoming demeanor for the patrons who have come into the building during this hectic time, they have done everything in their power to assure that the patrons can find what they are looking for. COMMITTEE REPORTS Planning & Operations: Mr. Kiem reported that the Committee voted on the prior meeting s minutes and had a closed session. Communications & Development: Mrs. Burkum reported that she has some communications started with Friends of the Library regarding fundraisers, special naming rights, etc., but there is nothing to report at this time. She added she will have more to report in June. Library Resources: The Committee discussed the State of Illinois FY16/17 Per Capita Grant funds, as well as the FY17/18 Per Capita Grant and the use of those funds once they become available. He added that the following motion came out of Committee for the Board to consider. The Committee discussed possible various alternate items to use the funds on in the renovation. In response to Mr. Reardon s question regarding the fact that the window shades were a different cost, Ms. Smith stated that it is in the minutes from the last meeting that we heard from Mr. Giometti that he transposed the numbers. Discussion ensued regarding details outlined in the memo in regard to budgeting the funds. Ms. Smith explained that she contacted the Grant Administrator in Springfield and has been informed that the Library is authorized to spend the FY17/18 Per Capita Grant funds any time after the Library receives the letter, we don t have to wait for the check. Ms. Smith added that she had reviewed with the Grant Administrator the three options under consideration and was informed that all three are acceptable to the State, in a budget amendment request. The next grant is $46,850 and the estimate of the three items included in options B and C, is an estimated $53,500. Ms. Smith added that the Board can vote in June to authorize those funds and all the work can then be done at the same time. At this time the Board is only voting on the expenditure of the $29, then next month the Board will address the FY18 funds in June. Mrs. Foss-Eggemann called a point of order, that the Committee motion should be amended to include the option chosen for the use of the funds. Mr. Kiem made a MOTION: to amend the motion to include Option A, and approve the spending of the FY16/17 Per Capita Grant funds of $29,100.97, on motorized roller shades for all areas (Option A). Mrs. Foss-Eggemann SECONDED the motion. Roll call vote Mrs. Foss-Eggemann made a MOTION: to approve the amended motion, to spend the FY16/17 Per Capita Grant funds of $29,100.97, on Option A. 4

6 Mr. Lamb SECONDED the motion. Roll call vote Building & Grounds: Mr. Egan reported that a motion came out of the Committee meeting, to move the former Post Office Mural, Indians Cede the Land, to the new Quiet Room of the Library. Mr. Egan asked if there is any discussion on this. There was considerable discussion regarding the mural, opinions of how prominent it will appear in various locations, concerns in regard to moving the mural, damage by sunlight, comments received in regard to the mural being moved to a different location in the building, etc. It was noted that the mural has to be moved from its current location during the renovation (between phases 1 and phase 2, which is early July) in order to avoid it being damaged. Alderman Melidosian also commented that he has received comments from two citizens that a lot of resources went into the refurbishing of the mural and they are concerned it will get damaged if it is moved, or concerns in regard to the prominence of the mural wherever it is hung in the Library, or that it will get hidden away. She also noted that the fireplace proposed for the new Quiet Room is electric, not wood burning. Mr. Kiem asked Ms. Smith to have the updated rendering of the mural post-renovation that indicates the new placement of the lighting. Ms. Smith added that the new rendering can be seen online in the June COW (Committee of the Whole) packet but she will make sure the new rendering is replaced on the mural web page. There was further discussion, Mrs. Foss-Eggemann suggested that Ms. Smith contact those people who were involved in the restoration of the mural. Mr. Lamb, Mrs. Burkum, and Mrs. Rayborn expressed their opinions that the mural is more breathtaking against the white wall of the new book room. Mr. Reardon asked Alderman Melidosian to invite those people to contact Ms. Smith to discuss their concerns. Mrs. Foss-Eggemann made a MOTION: to table the motion that came out of Committee in regard to moving the mural, Indians Cede the Land, until further Mr. Kiem SECONDED the motion. Roll call vote Mr. Egan provided background on the matter of the columns at the Prospect Avenue Library entrance. Originally the columns were replacements estimated by the previous architects to cost approximately $45,000-$48,000. Now that the columns are assumed to be load-bearing, the cost increased significantly, and the Library went out to bid to replace the columns. The City doesn t have room in their budget this year for this project; it is possible the City could do a budget amendment but Alderman Melidosian is unsure whether they are willing to explore that option and whether the timeframe would be conducive with replacing the columns during Phase 3 of the current renovation. The main Prospect entrance will already have to be closed during Phase 3 and so the hope is to be able to conduct the column work at the same time and avoid having to close that entrance a second time at a later date. Mr. Egan reported that at the special IGA (Intergovernmental Agreement) meeting last night both parties discussed this. The choices are to take the matter back before the City Council and request a budget amendment for this current fiscal year (which is what it Alderman Melidosian and Mr. Giometti said last night they will do) and the City pay for it this year; the second option is to wait until next year; the third option is that the Library pay for it. There was further discussion regarding to which entity the bid is issued to, and which entity is going to pay for the work. Alderman Melidosian stated that the consensus between himself, Alderman Mazzuca, and 5

7 City Manager Gilmore was this it is a good idea to do the work now and to bring a budget amendment before the Council and try to get this passed. He added the caveat that it is not in the City s current budget and at this point in time he can t definitively assure the Board that there is enough support for it among the rest of the Council for it to pass. Mr. Kennedy, Mr. Kiem and Mrs. Foss-Eggemann agreed that this matter should be addressed at this time. Ms. Smith stated her understanding is that until the Library (1) gets the City s approval because it is a capital project valued at more than $100,000, regardless of who pays for it the Library has to get the City s approval. Then, (2) if the City agrees to fund it, they need a budget amendment; (3) if the Library pays for it, the Library needs to have a budget amendment. Either way, the Board has to decide how it wants to move forward with this, but either way the bid cannot be awarded tonight until the Library receives the City s approval to move forward with the project, regardless of who pays for it. Mr. Lamb noted that KM Holly s bid is subject to change based on the investigation into the columns regarding how many steel columns are required. Ms. Smith stated that the assessment is included in the project they bid. Mr. Reardon stated he hesitates approving the spending of money for this project until the Library receives the City s approval. Further discussion ensued regarding the correct process and wording of the motion. Ms. Smith stated that she and Ms. Berger have been consulting with the City Finance Manager on the process for this project, and suggested a motion similar to, motion to request City approval for the Library Column Replacement Project and determined funding. Mr. Kiem believes the amount and contractor need to both be specified in the motion. Mr. Reardon stated it s a matter of telling the contractor to start ordering steel, or not. Mr. Kiem stated he wishes to avoid this dragging on and on and then the price increases, therefore he suggested a formal motion stating that the Library Board is asking the City to approve a budget amendment to give the funds to the Library for the column project. In response to Mr. Reardon, Mr. Kennedy stated that the Library is asking that the City amend their budget. Alderman Melidosian stated the Council doesn t like to do budget amendments and this isn t a safety issue. Mr. Lamb stated that, however, it is a financially prudent decision based upon timing (they are here doing the construction) and therefore there has to be a cost savings to do it while they are here. Alderman Melidosian stated he doesn t think it s necessary to make the argument of a cost savings, the columns are damaged, they eventually need to be replaced, let s try do it now instead of a year from now, I think it would be a smoother process just from a construction point of view and to minimize disruption to the public, and present it to the City Council. Alderman Melidosian stated he feels confident the City Council will pass this, he just doesn t feel comfortable for the Library to commit to this financially without having the funding. He also asked what the lead time is to construct the columns, to avoid having to wait until next year because they couldn t be manufactured in time. Mr. Kennedy made a MOTION: to amend the Committee motion to state, Motion to request that Library staff seek a City of Park Ridge budget amendment of up to $148, so that the Park Ridge Public Library can engage K.M. Holly Construction, 9218 Walnut Lane, Tinley Park, IL to install eight glass fiber reinforced concrete (GFRC) columns, per the terms of the bid submitted. Mr. Kiem SECONDED the motion. Roll call vote. Mr. Lamb made a MOTION: to accept the motion (above) as amended. Mr. Egan SECONDED the motion. Roll call vote. **Mr. Dobrilovic left the meeting at 8:30 p.m. 6

8 Budget & Finance: Mr. Reardon referred to page 69 in the packet and reported that the Committee approved the purchasing policy, Policy 1A1, as revised. The terminology changes are noted on pages of the Board packet. There being no comments from the public, On behalf of the Committee, Mr. Reardon made a MOTION: to approve Library Policy IA1, Purchasing Policy, as revised. Roll call vote: 8 Yay: Burkum, Egan, Foss-Eggemann, Kennedy, Kiem, Lamb, Rayborn, Reardon 1 Absent: Dobrilovic MOTION PASSES Mr. Reardon read the motion approved at the Committee meeting. There is a significant savings by entering into this contract. On behalf of the Committee, Mr. Reardon made a MOTION: to approve the Library entering into a two year telecommunication services service agreement with First Telecommunications, 3340 W. Market Street, Akron, OH 44333, at the monthly rate of $ Roll call vote: 8 Yay: Burkum, Egan, Foss-Eggemann, Kennedy, Kiem, Lamb, Rayborn, Reardon 1 Absent: Dobrilovic MOTION PASSES Mr. Reardon stated that the next matter for discussion is the Library Technology Replacement Fund expenditures for FY19. Ms. Smith explained that it came to her attention that the Library failed to budget significant funds for the Library Technology Replacement Fund for FY19. In the current budget, the expenditures for commodities is listed as $0.00. The Library will have to go through the budget amendment process, which is being reviewed by Ms. Berger, herself, and the City of Park Ridge Finance Director. The budget amendment will go before City Council for discussion. She said that the Board is not being asked for a decision tonight, she just wanted to share this information. Ms. Smith reviewed her memo which outlined the details of the capital expenditures of technology replacement equipment (the virtual server and work stations, renewing the firewall, and consolidating two servers into one, upgrading the workstations to Windows 10, updating the Library security cameras, etc.) and her recommendations. She explained that many things have been deferred and the funds are there and were budgeted, but haven t been expended. Personnel: Mrs. Rayborn reported that there isn t much to report. The next big thing for Ms. Smith is to get goals in place within 120 days, and Ms. Smith has asked that the Board give her feedback at that time not a formal review but feedback, to which Mrs. Rayborn stated this is a very reasonable request and we are presently only at about 30 days. Discussion ensued regarding the former interim/stipend positions, and Ms. Smith informed the Board that City Policy has been consulted and henceforth the one manager who is managing two departments will have their compensation follow City Policy. Intergovernmental Agreement (IGA) Sub-Committee Mr. Egan stated he will give a brief summary of the IGA (Intergovernmental Agreement) meeting. The meeting was an hour of collaborative conversation and it is the goal of all parties to do what is best for the taxpayers; to address matters that aren t already addressed in Library Law, existing policies, or any other statute. The group agreed that the draft will go back to the version where the duplicate items will 7

9 be removed and then reviewed by the parties. The two main things discussed were the ownership of the building and responsibilities in regard to the building and what should the parameters be for the limits of responsibility. A definition as to what defines a capital improvement is what was agreed upon. Also, the City agreed that basically everything outside of the building like the grounds, parking lot, etc. is the City s responsibility. The City is going to have Ancel Glink rework the draft and get it back to all parties sometime after today. Mr. Lamb suggested that an inflation factor be included in the IGA. There was further discussion regarding funding and the wording of the benchmark for whether something will be included in the IGA. Ms. Smith asked Mr. Egan to share with the Board the conversation about shared services. Mr. Egan stated that each side read the shared services language differently. He said that the City said they didn t intend to state that the City is going to start charging for shared services, so that language will also change. Some discussion ensued regarding the items included in the 3 phases of the renovation, namely the self-checkouts and the Administration office. FRIENDS OF THE LIBRARY No report. UNFINISHED BUSINESS No report. NEW BUSINESS Alderman Melidosian reported that the City has received ten applications for the three Library Board terms that are expiring June 30. He informed the Board as to the dates of the interviews. Alderman Melidosian encouraged written comments on any of the specific candidates to the City Council, in care of Mrs. Peterson at the City. The names of the candidates will most likely be released on the city s website as part of the City s Committee packet. Mr. Kennedy asked that the drafting of a succession document for the Library Director position be placed on the June COW (Committee of the Whole) agenda. He feels this would be a good document to have in place for future Boards. Mr. Lamb informed the Board that a Nominating Committee will be appointed at the June Board meeting. ADJOURNMENT Mr. Egan MOVED to adjourn the Board meeting. Mr. Kennedy SECONDED the motion. Voice vote. MOTION CARRIED UNANIMOUSLY The meeting adjourned at 9:11 p.m. Charlene Foss-Eggemann, Secretary 8