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River Valley District Library
Board Minutes
April 16, 2012
I. Call to Order 5:32 pm by President Barb Brandt. Those in attendance included: Trustee Lawrence Bay,
Trustee Robert Simmons, Trustee Linda Warren, and Director Shelli Fehr. Guests in attendance were George
Lawson and Anthony Oliver.
II. March 2012 Minutes—none were presented.
III. Public Comments—Anthony Oliver introduced himself as architect for the firm Cordogan Clark and
Associates.
IV. Financial Reports—Bob moved to accept the March 2012 Financial Reports. Recommendation was
seconded and adopted.
V. Director’s Report—Shelli discussed the State’s Public Library Construction Grant Program which is
funded with $50 million this year. She explained that the River Valley District Library qualifies for 49% of its total
construction costs at this time but that funding for the grant is not guaranteed. Schematic drawings must be
submitted for this grant and the library then has one year to raise the rest of the money. The elevator is in need
of a repair but Shelli will check on possible TIF funding before starting this. The Library reorganization was
mostly done with just some final tweaking needed. Shelli visited with 10 architecture firms and will send a list of
those firms to the board. TIF money may be available to help pay for the furnaces. Larry moved to accept the
Director’s Report as presented. Recommendation was seconded and adopted.
VI. Committee Reports
A. Bylaws Committee—will meet on Tuesday, May 15 at 10:00a. This committee consists of Larry, Barb, and
Linda with Shelli serving in an advisory capacity.
Old Business
VII. Furnaces—all three have been installed.
VIII. New Trustee—Barb administered the Oath of Office to Linda Warren and thanked her for her interest in
serving.
IX. Building Program Architect Selection—Library Building Consultant George Lawson presented each board
member with their copies of the 14 architect firm submittals and rating sheets and reviewed the selection
process. Board members should read the submittals, making notes as necessary, and rating the firms so that
when the board next meets, the number of firms to interview may be narrowed down to three. The meeting for
this discussion will be the next board meeting on Monday, May 21, 2012. George also informed the Board that
Illinois has a quality-based selection law for governments. This means that the Board will select their number
one, number two, and number three candidates and then begin contract negotiations with number one. If an
agreement is not reached, then an offer is made to the number two firm, etc. It is not a matter of choosing the
firm that costs the least.
New Business
X. Strategic Planning Meeting—The meeting scheduled for Saturday, April 28 has been postponed in light of
being in the middle of architect selection. The meeting will be rescheduled for later this summer
XI. Adjournment—meeting was adjourned at 6:15pm.
Sarah Watson
Secretary
Board Minutes
April 16, 2012
I. Call to Order 5:32 pm by President Barb Brandt. Those in attendance included: Trustee Lawrence Bay,
Trustee Robert Simmons, Trustee Linda Warren, and Director Shelli Fehr. Guests in attendance were George
Lawson and Anthony Oliver.
II. March 2012 Minutes—none were presented.
III. Public Comments—Anthony Oliver introduced himself as architect for the firm Cordogan Clark and
Associates.
IV. Financial Reports—Bob moved to accept the March 2012 Financial Reports. Recommendation was
seconded and adopted.
V. Director’s Report—Shelli discussed the State’s Public Library Construction Grant Program which is
funded with $50 million this year. She explained that the River Valley District Library qualifies for 49% of its total
construction costs at this time but that funding for the grant is not guaranteed. Schematic drawings must be
submitted for this grant and the library then has one year to raise the rest of the money. The elevator is in need
of a repair but Shelli will check on possible TIF funding before starting this. The Library reorganization was
mostly done with just some final tweaking needed. Shelli visited with 10 architecture firms and will send a list of
those firms to the board. TIF money may be available to help pay for the furnaces. Larry moved to accept the
Director’s Report as presented. Recommendation was seconded and adopted.
VI. Committee Reports
A. Bylaws Committee—will meet on Tuesday, May 15 at 10:00a. This committee consists of Larry, Barb, and
Linda with Shelli serving in an advisory capacity.
Old Business
VII. Furnaces—all three have been installed.
VIII. New Trustee—Barb administered the Oath of Office to Linda Warren and thanked her for her interest in
serving.
IX. Building Program Architect Selection—Library Building Consultant George Lawson presented each board
member with their copies of the 14 architect firm submittals and rating sheets and reviewed the selection
process. Board members should read the submittals, making notes as necessary, and rating the firms so that
when the board next meets, the number of firms to interview may be narrowed down to three. The meeting for
this discussion will be the next board meeting on Monday, May 21, 2012. George also informed the Board that
Illinois has a quality-based selection law for governments. This means that the Board will select their number
one, number two, and number three candidates and then begin contract negotiations with number one. If an
agreement is not reached, then an offer is made to the number two firm, etc. It is not a matter of choosing the
firm that costs the least.
New Business
X. Strategic Planning Meeting—The meeting scheduled for Saturday, April 28 has been postponed in light of
being in the middle of architect selection. The meeting will be rescheduled for later this summer
XI. Adjournment—meeting was adjourned at 6:15pm.
Sarah Watson
Secretary
River Valley District Library
Board Minutes
March 19, 2012
I. Call to Order 5:30 pm by Vice President Michele Lewis. Those in attendance included: Trustee Lawrence
Bay, Trustee Matt Mueller, Trustee Sarah Watson, and Director Shelli Fehr, and guests Linda Warren and Jeff &
Judy Lockwood. Vice President Michele Lewis appointed Sarah Watson to record the meeting minutes. Agenda
was amended to delete XIII. Architect RFQ since it was covered under Old Business IX.
II. January 2012 Minutes—Amended minutes to change II. to “October 17, 2011. February minutes were
amended to change XIIIa. To “non-resident” renters. Larry moved to accept the January and February minutes
as amended. Recommendation was seconded and adopted.
III. Public Comments—Judy Lockwood stated that it was incorrectly reported in the January 2012 Director’s
report that she has been receiving workman’s comp. The Director will print a correction in the next Director’s
report and will call the insurance company to verify this.
IV. Financial Reports—Larry moved to accept the February 2012 Financial Reports. Recommendation was
seconded and adopted.
V. Director’s Report—Shelli reported that Janna Batey is now on medical leave and will not be back until after
her baby is born. A weekly Programs Pow Wow has been instigated to keep staff up to speed on the next week’s
programs. eSequels is a new database that the library purchased for only $30/year. The Library will be closed
on April 3 for reorganization of shelving and the collections. National Library Week is April 8-14, 2012 and the
library will be offering Amnesty for fines during this time as well as free movie checkouts. One hundred fifty-two
new Overdrive patrons were registered in February. Larry moved to accept the Director’s Report as presented.
Recommendation was seconded and adopted.
VI. Committee Reports
A. Bylaws Committee did not meet.
Old Business
VII. Furnaces—one has been installed to date. The other two will be installed once they are delivered.
VIII. Building Expansion Project Funds—the funds are available for the architect selection phase.
IX. Building Program Phase III Architect Selection: Request for Qualifications—Larry moved to hire George
Lawson to begin Phase III of the building program. Recommendation was seconded and adopted.
X. The ICMA-RC Resolution was presented to the Board. Larry moved to accept the resolution.
Recommendation was seconded and adopted.
New Business
XI. Trustee Appointment—Guest Linda Warren introduced herself and discussed her qualifications. A roll
call vote was taken to approve her appointment. Lewis-yes, Moeller-yes, Watson-yes, and Bay-yes. Appointment
was adopted.
XII. Board Secretary Election—Matt moved to elect Sarah Watson as board secretary. Recommendation was
seconded and adopted. Sarah will be added to the accounts as signor.
XIII. Linda Warren was added to the Bylaws Revision Committee.
XIV. Adjournment—meeting was adjourned at 6:00pm.
Sarah Watson
Secretary
Board Minutes
March 19, 2012
I. Call to Order 5:30 pm by Vice President Michele Lewis. Those in attendance included: Trustee Lawrence
Bay, Trustee Matt Mueller, Trustee Sarah Watson, and Director Shelli Fehr, and guests Linda Warren and Jeff &
Judy Lockwood. Vice President Michele Lewis appointed Sarah Watson to record the meeting minutes. Agenda
was amended to delete XIII. Architect RFQ since it was covered under Old Business IX.
II. January 2012 Minutes—Amended minutes to change II. to “October 17, 2011. February minutes were
amended to change XIIIa. To “non-resident” renters. Larry moved to accept the January and February minutes
as amended. Recommendation was seconded and adopted.
III. Public Comments—Judy Lockwood stated that it was incorrectly reported in the January 2012 Director’s
report that she has been receiving workman’s comp. The Director will print a correction in the next Director’s
report and will call the insurance company to verify this.
IV. Financial Reports—Larry moved to accept the February 2012 Financial Reports. Recommendation was
seconded and adopted.
V. Director’s Report—Shelli reported that Janna Batey is now on medical leave and will not be back until after
her baby is born. A weekly Programs Pow Wow has been instigated to keep staff up to speed on the next week’s
programs. eSequels is a new database that the library purchased for only $30/year. The Library will be closed
on April 3 for reorganization of shelving and the collections. National Library Week is April 8-14, 2012 and the
library will be offering Amnesty for fines during this time as well as free movie checkouts. One hundred fifty-two
new Overdrive patrons were registered in February. Larry moved to accept the Director’s Report as presented.
Recommendation was seconded and adopted.
VI. Committee Reports
A. Bylaws Committee did not meet.
Old Business
VII. Furnaces—one has been installed to date. The other two will be installed once they are delivered.
VIII. Building Expansion Project Funds—the funds are available for the architect selection phase.
IX. Building Program Phase III Architect Selection: Request for Qualifications—Larry moved to hire George
Lawson to begin Phase III of the building program. Recommendation was seconded and adopted.
X. The ICMA-RC Resolution was presented to the Board. Larry moved to accept the resolution.
Recommendation was seconded and adopted.
New Business
XI. Trustee Appointment—Guest Linda Warren introduced herself and discussed her qualifications. A roll
call vote was taken to approve her appointment. Lewis-yes, Moeller-yes, Watson-yes, and Bay-yes. Appointment
was adopted.
XII. Board Secretary Election—Matt moved to elect Sarah Watson as board secretary. Recommendation was
seconded and adopted. Sarah will be added to the accounts as signor.
XIII. Linda Warren was added to the Bylaws Revision Committee.
XIV. Adjournment—meeting was adjourned at 6:00pm.
Sarah Watson
Secretary