w w w. B a t a v i a P u b l i c L i b r a r y. o r g MINUTES Special Meeting in Joint Session Tuesday 6 August 2013

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1 Agenda Item # 4 w w w. B a t a v i a P u b l i c L i b r a r y. o r g MINUTES Standing Committee on Facilities Board of Trustees Batavia Public Library District and Standing Committee on Finance Board of Trustees Batavia Public Library District 1. Call to Order Special Meeting in Joint Session Tuesday 6 August 2013 a. Standing Committee on Facilities (Trustee Deitchman) Trustee Deitchman called the meeting of the Standing Committee on Facilities to order at 6:34 p.m. b. Standing Committee on Finance (Trustee Von Lunen) Trustee Von Lunen called the meeting of the Standing Committee on Services to order at 6:34 p.m. The special meetings of the Standing Committee on Facilities and the Standing Committee on Finance continued in joint session. Trustee Deitchman was in the chair. 2. Call the Roll Committee Members Present: For the Standing Committee on Facilities: Andrew R. Deitchman, Francine C. McGuire-Popeck, and J. Thomas Von Lunen For the Standing Committee on Finance: Andrew R. Deitchman, Douglas S. Sullivan, and J. Thomas Von Lunen Committee Members Absent: For the Standing Committee on Finance: None For the Standing Committee on Services: None Other Trustees Present: None Staff Members Present: Director George H. Scheetz and Joy K. Ganster Visitors Present: None 10 South Batavia Avenue Batavia, IL (630) FAX (630)

2 3. Approve the Agenda Trustee Deitchman asked whether there were any changes to the agenda. Trustee Deitchman declared the agenda approved, as presented. 4. Approve the Minutes Pursuant to advice from Attorney Roger A. Ritzman, each Committee voted on its own minutes. a. Standing Committee on Facilities: Special Meeting, Tuesday, 4 June 2013 Trustee Deitchman asked whether there were any changes to the minutes, copies of which were included in the Committee packet. Motion by Trustee McGuire-Popeck to approve the minutes of the special meeting, as presented. Seconded by Trustee Von Lunen. All: Aye. The motion carried. b. Standing Committee on Finance: Special Meeting, Tuesday, 4 June 2013 Trustee Von Lunen asked whether there were any changes to the minutes, copies of which were included in the Committee packet. Motion by Trustee Sullivan to approve the minutes of the special meeting, as presented. Seconded by Trustee Deitchman. All: Aye. The motion carried. 5. Microfilm Scanner / Digital Reader-Printer Bequest Director Scheetz reported that, in 2011, the Library received a bequest in the amount of $13, from the estate of Lois M. Lockhart ( ) of Batavia, for capital improvements and equipment purchases. Microfilm Scanner / Digital Reader-Printer Trustee Deitchman stated that the purpose of this agenda item was to present a proposal to purchase a microfilm scanner / digital reader-printer for approval by the Board of Library Trustees. He then presented an overview of the project. At its meeting on Tuesday, 7 June 2011, the Standing Committee on Facilities discussed the use of these funds. The consensus of the Committee (at that time) supported the idea of identifying a well-defined project for which the donor could be acknowledged, but ultimately tabled the matter. Now that two years have passed, Director Scheetz stated that he believed it was appropriate to bring forward such a well-defined [and useful] project for which the donor could be acknowledged. Given the purpose of the bequest, Director Scheetz proposed the following equipment purchase: A microfilm scanner / digital reader-printer to view, scan, print, , or save images from all types of microforms, including but not limited to microfiche cards and roll microfilm, for use in the Local History Room The Library s collection of newspapers on roll microfilm receives steady use by visitors interested in researching house-histories, genealogy, and local history in general. In addition, patrons occasionally bring in personal records on microfiche cards (or other such media). MINUTES (STANDING COMMITTEE ON FACILITIES / FINANCE) 6 AUGUST 2013 PAGE 2 OF 8

3 The current reader-printer, which was equipped with scanning technology, is near the end of its useful life. A task force composed of Stacey L. Peterson, the Library s Adult Services Manager, James J. Klyczek, the Library s Electronic Services Manager, and Director Scheetz invited vendors to demonstrate their microfilm scanners / digital reader-printers, and two proposals were received, as follows: ScanPro 3000 (eimage Data): $12, ViewScan II (ST Imaging): $11, Director Scheetz distributed a side-by-side cost comparison for the Committee s review. Both models offer similar digital-age features, including optical character recognition (OCR), editing functions (such as digital image adjustments and cropping), and sharing via or saving to a Google Drive account. However, for reasons of price, quality of performance, and service, the task force recommended purchasing a ViewScan II from RMC Imaging Inc., an authorized ST Imaging dealer. Discussion followed. The consensus of the Committee supported the recommendation of the task force to use the bequest from the estate of Lois M. Lockhart to purchase the ViewScan II. Extended Warranty / Service Plan In response to a question from Trustee McGuire-Popeck, discussion followed on maintenance. Joy K. Ganster, the Library s Finance Manager, suggested that the unexpended balance of the bequest could be used to purchase an extended warranty / service plan. Discussion followed. The consensus of the Committee was to use the unexpended balance of the bequest to purchase an extended warranty / service plan. The Committee requested Director Scheetz to solicit a quotation for this purpose from RMC Imaging Inc. Recognition Director Scheetz noted that a plaque adjacent to the microfilm scanner would state, Funded by a bequest from the estate of Lois M. Lockhart, or words to that effect. Discussion followed. The consensus of the Committee supported the idea of a recognition plaque. In addition, Director Scheetz was requested to identify surviving family members for the purpose of reporting the use of the bequest in further acknowledgment of Lockhart s generosity to the Library. Motion Motion by Trustee Von Lunen to recommend that the Board of Library Trustees (1) approve a proposal to purchase a ViewScan II microfilm scanner / digital reader-printer from RMC Imaging Inc., of Rockford, Illinois, in the amount of $11,385.00, as presented; and (2) authorize the Library Director to use the bequest from the Estate of Lois M. Lockhart as the source of funds for this project, including the purchase of an extended warranty / service plan, personal computer, and recognition plaque. Seconded by Trustee Deitchman. All: Aye. The motion carried. The Committee requested Director Scheetz to include this item on the Consent Agenda. MINUTES (STANDING COMMITTEE ON FACILITIES / FINANCE) 6 AUGUST 2013 PAGE 3 OF 8

4 6. Exterior Masonry: Sitework Components (Building Technology Consultants PC): Master Plan: Phase 1 A (in part) and Phase 3 A, and Strategic Plan ( ): Objective / Project 8 Trustee Deitchman stated that the purpose of this agenda item was to consider whether to: (1) accept a report from Building Technology Consultants PC, of Arlington Heights, Illinois, in relation to Schematic Design and Cost Estimate for the repair of Sitework Components; (2) proceed with the Repair Design Phase of the Sitework Components project; and (3) address an optional component, the Walls and Stairs at West Wilson Street and South Water Street. Trustee Deitchman stated that the primary task of the Committee was to review the repair options for each of the seven components and recommend repair options to the Board of Library Trustees, along with a funding plan (see Source of Funds, below). A description of each component was provided by Building Technology Consultants (BTC) in its report, Sitework Component Repair: Schematic Design and Cost Estimate, along with a Good Repair Option, a Better Repair Option, a Best Repair Option, and a BTC Recommended Repair Option, which, in some cases, was a combination of the other options. Trustee Von Lunen expressed his appreciation to BTC for its detailed report and the thoughtful evaluation of the issues presented by each component found therein. The Committee reviewed each component in the order presented by BTC in its report: Column Covers Repair Option (Best Repair Option) at an estimated cost of $42,000. Cast Stone Wall Cladding Repair Option (combination of Good and Better Repair Option), at an estimated initial cost of $60,000 (plus ongoing maintenance costs every five years). Cast Stone Coping Caps Repair Option (Better Repair Option), at an estimated cost of $75,000. The Committee requested Director Scheetz to inquire whether it may be necessary to replace some of the Cast Stone Coping Caps. Railings Repair Option (Best Repair Option), at an estimated cost of $55,000. In response to a question from Trustee McGuire-Popeck, discussion followed on the ornamental panels, which were not mentioned in the report. The Committee requested Director Scheetz to inquire whether the ornamental panels will be reproduced in aluminum, along with the railings and pipes. MINUTES (STANDING COMMITTEE ON FACILITIES / FINANCE) 6 AUGUST 2013 PAGE 4 OF 8

5 Stairs Repair Option (Better Repair Option), at an estimated cost of $3,000. Sidewalks Repair Option (Better Repair Option, plus complete replacement of the sidewalk sections in the east courtyard), at an estimated cost of $105,000. The Committee requested Director Scheetz to inquire whether the Library should involve its landscape consultant in tree selection for the east and west courtyards, or whether BTC plan to work with a subcontractor for this purpose. Book Deposit Area Repair Option (Best Repair Option), at an estimated cost of $16,000. The Committee expressed an interest in exploring changes to the existing plaza at the bottom of the stairs, such as shaving off part of the plaza to flow into the new, extended concrete curb. The Committee requested Director Scheetz to inquire whether changes to the plaza would improve traffic flow, how such changes would affect the bicycle rack, and the added cost of such changes. Repair Design Phase In response to an observation by Director Scheetz, discussion followed on whether to proceed to the Repair Design Phase. The cost of professional services for the Repair Design Phase was reported as $22,000 (lump sum). The consensus of the Committee supported proceeding to the Repair Design Phase. Source of Funds In response to a question from Trustee Von Lunen, discussion followed on the source of funds for the exterior masonry project. Ganster reported that the Special Reserve Fund was the best source of funds for this purpose. In addition, she presented an overview of fund balances for the Committee s consideration: Special Reserve Fund (Fund 22) $912,363 fund balance Building, Equipment & Maintenance Fund (Fund 16) $159,000 fund balance Library Fund (Fund 10) $735,000 fund balance Motion 1 (Schematic Design and Repair Design) Motion by Trustee Sullivan to recommend that the Board of Library Trustees (1) accept the BTC Recommended Options presented by Building Technology Consultants PC, of Arlington Heights, Illinois, in its report, Sitework Component Repair: Schematic Design and Cost Estimates (8 July 2013), as presented; and MINUTES (STANDING COMMITTEE ON FACILITIES / FINANCE) 6 AUGUST 2013 PAGE 5 OF 8

6 (2) authorize the Director Scheetz to execute the following proposal from Building Technology Consultants: Proposal No. 13 P401: Sitework Component Consulting Services Task 3 (Repair Design), excluding the optional elements, in the amount of $22,000 (lump sum) Seconded by Trustee Von Lunen. All: Aye. The motion carried. Stairway at Wilson Street and Water Street Director Scheetz reported that William R. McGrath, city administrator, reported (on 1 August 2013) that the proposal to expand the stairway at Wilson Street and Water Street in lieu of adding a second stairway along Water Street was moving to the Plan Commission and the City Council for approval. (This project requires a change in the original Conditional Use agreement that authorized the Library s construction.) The Board previously decided to wait for approval from the City Council before authorizing Building Technology Consultants to add this component to the Schematic Design Phase. Director Scheetz proposed that the Committee add this component to the project, on two conditions: (1) subject to approval by the City Council of the proposal to expand the stairway at Wilson Street and Water Street in lieu of adding a second stairway along Water Street, and (2) subject to the consultant s ability to incorporate this component into the flow of work in progress (for the Sitework Components). After discussion, the consensus of the Committee supported the recommendation, as presented. Motion 2 (Stairway at Wilson Street and Water Street) Motion by Trustee Sullivan to recommend that the Board of Library Trustees (1) authorize the Standing Committee on Facilities approve, at its discretion subject to the approval of a revised Conditional Use Agreement by the City Council, of the City of Batavia, Illinois, in relation to Water Street the following proposals from Building Technology Consultants: Proposal No. 13 P401: Sitework Component Consulting Services Task 2 (Schematic Design and Cost Estimate for Walls and Stairs at West Wilson Street and South Water Street), in the amount of $ (lump sum) Task 3 (Repair Design for Walls and Stairs at West Wilson Street and South Water Street), in the amount of $2,000 (estimated) Seconded by Trustee McGuire-Popeck. All: Aye. The motion carried. The Committee requested Director Scheetz to include this item on the Regular Agenda. Next Steps Looking ahead, Director Scheetz reported that the next scheduled decision point for the Board is approval of the plans and specifications, which will be produced as part of the Repair Design Phase, and authorization to bid the project, either as individual components or as a whole. MINUTES (STANDING COMMITTEE ON FACILITIES / FINANCE) 6 AUGUST 2013 PAGE 6 OF 8

7 7. Future Agenda Items Audio-Visual Improvements to Meeting Rooms (Studio GC Inc.): Master Plan: Phase 3 B (in part), and Strategic Plan ( ): Objective / Project 7 (September 2013) Public Restrooms: Counters & Fixtures (Studio GC Inc.) (September 2013) Exterior Masonry: Master Plan: Phase 1 A (in part) and Phase 3 A, and Strategic Plan ( ): Objective / Project 8 (Building Technology Consultants PC) Sitework Components: Repair Design Phase Façade: Schematic Design Phase Master Plan Review / Capital Maintenance Projects (Studio GC Inc.): Strategic Plan ( ): Objective / Project 5 Landscape Issues Stack Units: Shelves and Book Supports 8. Comments from the Committee There were no additional comments from the Committee. 9. Next Meetings or Events a. Board of Library Trustees (Regular Meeting), Tuesday, 20 August 2013, 7:00 p.m., Elizabeth L. Hall Conference Room, Batavia Public Library b. Staff Development Day (4th Friday in August), Friday, 23 August 2013, Library Closed c. Library Card Sign-Up Month, September 2013 launched in 1987 as a national campaign: every child should obtain a library card d. Sunday before Labor Day, Sunday, 1 September 2013, Library Closed e. Labor Day (1st Monday in September), Monday, 2 September 2013, Library Closed f. Standing Committee on Facilities, Tuesday, 3 September 2013, 6:30 p.m., Elizabeth L. Hall Conference Room, Batavia Public Library g. Standing Committee on Finance, Tuesday, 3 September 2013, 7:00 p.m. (or immediately following the Standing Committee on Facilities), Elizabeth L. Hall Conference Room, Batavia Public Library h. Regular Library Hours on Sunday Begin (12:00 noon 5:00 p.m.), Sunday, 8 September 2013 i. Board of Library Trustees (Regular Meeting), Tuesday, 17 September 2013, 7:00 p.m., Elizabeth L. Hall Conference Room, Batavia Public Library j. Banned Books Week Celebrating the Freedom to Read (since 1982) Sunday Saturday, September 2013 k. Standing Committee on Facilities, Tuesday, 1 October 2013, 6:30 p.m., Elizabeth L. Hall Conference Room, Batavia Public Library l. Teen Read Week (3rd week in October), Sunday Saturday, October 2013 launched in 1998 to encourage young adults to read for sheer pleasure as well as learning MINUTES (STANDING COMMITTEE ON FACILITIES / FINANCE) 6 AUGUST 2013 PAGE 7 OF 8

8 Annual Theme: Read for the Fun of It 2013 Sub-Theme: Seek the your library m. Columbus Day (Observed) (2nd Monday in October), Monday, 14 October 2013, Library Open 10. Adjournment Motion by Trustee Sullivan to adjourn the meeting. Seconded by Trustee Von Lunen. All: Aye. The motion carried. Trustee Deitchman declared the meeting adjourned at 8:09 p.m. Respectfully submitted, George H. Scheetz Director MINUTES (STANDING COMMITTEE ON FACILITIES / FINANCE) 6 AUGUST 2013 PAGE 8 OF 8