At a recent meeting, the Aurora Public Library Board of Directors approved a contract bid from Eco Clean Maintenance to provide cleaning service at Santori Library for one year.
Below are the minutes from this meeting, as provided by the board.
REGULAR MEETING
BOARD OF LIBRARY DIRECTORS
AURORA (ILLINOIS) PUBLIC LIBRARY
April 27, 2016
CALL TO ORDER: at 6:00 p.m.
Present: Trustees Jeffry Butler, Maria Lozano, Walt Meinert, Archie Needam, John
Savage, Andrew Smith
Absent: Stewart Beach, Norma Gobert, Richard Hawks
Also present were Executive Director Daisy Porter-Reynolds, Deputy Director Michaela
Haberkern, Director of Neighborhood Services Heather Sturm, Manager of
Administration Kathleen Fennell, Director of Operations Linda Whitmill,
Communications Manager Amy Roth, Foundation Manager Laura Stoney, Foundation
Consultant Cal Stoney, Administrative Assistant Nicoletta Palmeri and Paraprofessional
Karen Pfeifer
ADDITIONS TO AGENDA: John Savage stated that an executive session will be held.
MINUTES OF THE PREVIOUS MEETING:
Walt Meinert moved, seconded by Archie Needam, to approve the minutes of the March
23, 2016, meeting as written.
All in favor.
Motion carried.
MINUTES APPROVED
PUBLIC COMMENTS: None
COMMUNICATIONS:
The April 2016 publicity “news clippings” binder collected by Amy Roth was passed
around.
COMMITTEE REPORTS
Finance
Jeffry Butler moved, seconded by Archie Needam, to approve the Aurora Public Library
monthly expenditures as listed on the Authorization Sheet for the period March 24, 2016
through April 27, 2016 in the amount of $ 1,047,786.48.
Roll call on motion:
Yes: Butler, Lozano, Meinert, Needam, Savage, Smith
No: None
Absent: Beach, Gobert, Hawks
Abstained: None
Motion carried.
PAYMENT OF BILLS
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Jeffry Butler asked about the Interlate Systems Inc. expenditure for $393.00 on 4/14/16.
This expenditure was for the Spanish Language Proficiency exam for 8 employees. The
interpreter stipend is $50.00 per pay period for designated full-time employees, and
$25.00 per pay period for designated part-time employees.
Jeffry Butler asked about the Olsson Roofing Company expenditure for $390.00 on
4/14/16. This expenditure was to repair the leak over the clock tower at Eola Road.
Jeffry Butler asked if Best Quality Cleaning submitted a response to the request for
proposal for cleaning services at Santori library. Kathleen Fennell noted that Best Quality
Cleaning did not submit a response, and not sure exactly why.
Technology
No report
Building & Grounds
No report
Policy & Personnel
No report
STAFF REPORTS
Daisy Porter-Reynolds prepared and mailed the annual report to the board members for
their review. Any questions or comments about this year’s report including ideas for next
year’s report can be emailed to Daisy for review. John Savage suggested we use higher
quality paper next year.
The Santori Library @ 101 South River Street received permanent occupancy from the
City of Aurora.
The Library was awarded the FY2016 Illinois Public Library Per Capita Grant from the
State of Illinois. However, this year’s award was reduced to $.77 per resident instead of
the traditional $1.25 in previous years, a reduction due to state budget cuts. Payment may
be significantly delayed due to the state budget impasse.
Daisy Porter-Reynolds asked the board members if they would like weekly email updates
so they are informed of meetings, events, updates, etc.
The Veterans Week Kickoff will be held at the Santori Library on Monday, May 23rd
from 5-6 p.m. noted Amy Roth. Events will include posting of the colors by the Kane
County Sheriff’s Office, awarding the Eagle scouts with torn and tattered flags and a
POW/MIA empty place table will be unveiled and explained. On Tuesday, we are
encouraging staff to wear red, white and blue and buttons in support of Vets Week. On
Friday, Sweet Reminders will perform and coffee will be served while we recognize
veterans.
Amy Roth will let the board know when Support Companies, LLC will hold their grand
opening event at 1 East Benton Street.
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Amy Roth let the board know that she will be working as an independent contractor for
the Daily Herald. The Daily Herald asked her to cover city council meetings and other
local events.
The Kiwanis Centennial Celebration Dinner will be held on June 1, 2016
at the Fisherman's Inn in Elburn. Several staff and board members will attend.
Foundation Manager Laura Stoney presented: 2016 Transforming Lives…Together,
Following the campaign…what now? The last several years have been all about the
campaign, noted Laura Stoney. Now the Foundation wants to focus on the community –
impacting people’s lives with donor investments, being held accountable, respecting and
honoring diversity and enriching partnership within the community. We are looking to
heighten funding for literacy, workforce and economic prosperity and modern
technologies in collaboration with community partners. The Foundation looks forward to
being an integral part of the library’s strategic plan. Recruiting new foundation board
members to grow and energize the group is key this year – we currently have 11 members
but Laura would like at least 18 members. The Foundation’s 2016 action
plan/compelling case for support kicks off May 30th noted Laura Stoney.
FORMER BUSINESS: None
NEW BUSINESS:
The library’s cleaning service contract with Best Quality Cleaning expires on 5/31/16 at
the Santori Library stated Kathy Fennell. A request for proposal for the Santori Library
was issued on 3/6/16. Five bids were received and three firms were selected for
interviews. Eco Clean Maintenance Inc. was the recommended bidder selected by the
Facilities Manager, Business Manager and Director of Operations. Rating criteria
included cost, company qualifications and experience (including reference checks) and
availability and capability of the company to perform the work.
Eco Clean Maintenance Inc. is privately owned; experienced in cleaning municipal
buildings and had positive references. Their proposal listed five workers @ 4 hours per
day. The annual cost for cleaning services at Santori is $84,810.00. Their one year
contract would begin June 1, 2016.
Archie Needam moved, seconded by Walt Meinert, to approve Eco Clean Maintenance,
Inc. cleaning services contract in the amount of $84,810.00 at the Santori Library
effective June 1, 2016.
Roll call on motion.
Yes: Trustees Butler, Lozano, Meinert, Needam, Savage, Smith
No: None
Absent: Beach, Gobert, Hawks,
Abstained: None
Motion carried
APPROVED ECO CLEAN MAINTENANCE, INC FACILITY CONTRACT FOR
CLEANING SERVICES AT SANTORI LIBRARY
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EXECUTIVE SESSION:
Walter Meinert moved, seconded by Archie Needam, to go into Executive Session at
6:43p.m. Board reconvened from Executive Session at 7:14p.m. During Executive
Session the board discussed personnel issues
ADJOURNMENT:
Jeffry Butler moved, seconded by Maria Lozano, to adjourn at 7:15p.m.
All in favor.
Motion carried.
ADJOURNMENT
CERTIFIED TO BE A TRUE COPY
______________________________
Secretary, Board of Directors
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