The Aurora Public Library Board of Directors met Oct. 26 to review staff reports.
Here are the meeting's minutes, as provided by the board:
REGULAR MEETING
BOARD OF LIBRARY DIRECTORS
AURORA (ILLINOIS) PUBLIC LIBRARY
OCTOBER 26, 2016
CALL TO ORDER: at 6:00 p.m.
Present: Trustees Stewart Beach, Jeffry Butler, Maria Lozano, Archie Needam, Dr. Eva
Serrano, Andrew Smith
Absent: Trustees Walt Meinert, John Savage, Anthony Stanford
Also present: Executive Director Daisy Porter-Reynolds, Deputy Director Michaela
Haberkern, Director of Neighborhood Services Manager Heather Sturm, Foundation
Manager Laura Stoney, Administration Manager Kathleen Fennell and Administrative
Assistant Nicoletta Palmeri
AFSCME Local 2283 union representative and Aurora Public Library staff
ADDITIONS/CHANGES TO THE AGENDA:
Aurora Public Library board members Norma Gobert and Richard Hawks terms expired
October 25, 2016.
Resolution 16-00993 was passed by the City Council on October, 25, 2016, to appoint
Anthony Stanford and Dr. Eva Serrano and reappoint Jeffry Butler and Maria Lozano to
the Aurora Public Library Board.
Jeffry Butler will hold the secretary position until a board vote for officers occurs.
MINUTES OF THE PREVIOUS MEETING:
Andrew Smith moved, seconded by Jeffry Butler, to approve the minutes of the September
28, 2016, meeting as written.
All in favor.
Motion carried.
MINUTES APPROVED
MINUTES OF THE STRATEGIC PLANNING MEETING:
Jeffry Butler moved, seconded by Stewart Beach, to approve the minutes of the September
30, 2016, meeting as written.
All in favor.
Motion carried.
MINUTES APPROVED
MINUTES OF THE FINANCE COMMITTEE MEETING
Stewart Beach, Jeffry Butler, Archie Needam and Eva Serrano abstained from approving
the Finance Committee meeting minutes on August 31, 2016 because they were not in
attendance. The minutes will be held for approval until the next board meeting on
November 16, 2016.
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MINUTES NOT APPROVED
PUBLIC COMMENTS: None
COMMUNICATIONS: The October 2016 publicity “news clippings” binder collected
by Amy Roth was not available.
COMMITTEE REPORTS:
Finance
Stewart Beach moved, seconded by Archie Needam, to approve the Aurora Public Library
monthly expenditures as listed on the Authorization Sheet for the period September 29,
2016 through October 26, 2016 in the amount of $ 711,991.33.
Roll call on motion:
Yes: Beach, Butler, Lozano, Needam, Serrano, Smith
No: None
Absent: Meinert, Savage, Stanford
Abstained: None
Motion carried.
PAYMENT OF BILLS
Technology
No report
Building & Grounds
No report.
Kathleen Fennell noted that the bid date for the Santori Public Library – 3
rd floor shell
space build out will be held on Thursday, October 27, 2016, at 2:00 p.m. with R.C.
Wegman for the following services:
BPI -01 – Gypsum Board Assemblies & Acoustical Ceilings
BPI -02 – Flooring
BPI -03 – Painting
BPI --04 – Electrical
Policy & Personnel
No report
STAFF REPORTS
Daisy Porter-Reynolds, Executive Director - Circulation is up at all locations for
September, however our visitors are down. On October 8th, Santori had their first “Make It
Fair” which had over 350 participants of all ages.
Laura Stoney, Foundation Manager – The “Sweet 16” Gala was held on Saturday, October
15, 2016 at the Richard and Gina Santori Public Library of Aurora. The event grossed a
little over $30,000, noted Laura Stoney. Laura Stoney asked the board to email her with
suggestions and or comments to let her know what went well this year. The Foundation
board will be discussing the gala event at their November 14th meeting. There are two new
board members Lauri McCarthy and Will Wong, and two board members who retired Lane
Allen and David Lewis.
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FORMER BUSINESS: None
NEW BUSINESS:
Eola Road Branch Carpet/Flooring Replacement Bids
The library issued a Request for Proposal (RFP) for carpet/flooring replacement at the Eola
Road Branch. Three companies submitted complete responses to the RFP: Tiles in Style,
LLC, Roger’s Flooring and Douglas Flooring. After reviewing the RFP responses, Heather
Sturm submitted a recommendation to the board asking them to move forward and approve
Douglas Flooring as the vendor to replace the carpet/flooring on the ground floor of the
library, including the computer lab and meeting room. The second floor carpet will not be
replaced due to cost. Selection considerations included cost, company qualifications and
experience, and availability and capacity of the company to perform the work. The library
budgeted $120,000 for the carpet/flooring replacement. Douglas Flooring’s bid was
$105,185 which was the lowest submitted and well within the 2016 budgeted amount.
Andrew Smith moved, seconded by Dr. Eva Serrano, to approve Douglas Flooring as the
vendor to replace the carpet/flooring at Eola Road Branch. The cost will not exceed
$106,000.
Roll call on motion:
Yes: Beach, Butler, Lozano, Needam, Serrano, Smith
No: None
Absent: Meinert, Savage, Stanford
Abstained: None
Motion carried
APPROVED DOUGLAS FLOORING TO REPLACE CARPET/FLOORING AT
THE EOLA ROAD BRANCH FOR THE AMOUNT OF $105,185.
Strategic Planning Discussion
Daisy Porter-Reynolds provided the board with a rough draft of the Strategic Plan for their
review. It was put together with input from the board, senior staff and the strategic planning
working team, which included Jeffry Butler and Andrew Smith. This is the time for
comments, changes and fine tuning before the plan is executed noted Daisy PorterReynolds.
Comments can be sent to Daisy Porter-Reynolds or Michaela Haberkern. The
rough draft of the strategic plan will also be shared with Alderman Mervine.
Maria Lozano noted that the parents of the focus groups were grateful to be part of the
strategic planning process. A few of the plan’s goals is to help the community obtain the
skills to successfully pass the U.S. citizenship exam; have greater access to exam prep
materials for the citizenship exam, the GED exam and ESL/ELL courses and for the
community to discover that the library is a place where we partner with schools, educators
and businesses to prepare their children for academic and personal success in the
community. We are committed to prepare internal competencies and report evaluations
every six months to see how we are doing. The next strategic planning working team
meeting is scheduled Tuesday, November 7, 2016.
FY2017 Library Budget
The 2017 Library Budget, approved by the City of Aurora, will be included in the
November board packet. Daisy Porter-Reynolds noted that the City of Aurora expects
revenues to increase and the library projects a balance budget next year. There are still
expenditures that we have not accounted for but the projections are optimistic based on the
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City’s expectations.
EXECUTIVE SESSION: None
ADJOURNMENT:
Maria Lozano moved, seconded by Andrew Smith, to adjourn at 6:30 p.m.
All in favor.
Motion carried.
ADJOURNMENT
CERTIFIED TO BE A TRUE COPY
______________________________
Secretary, Board of Directors
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