Board of Trustees

MINUTES OF THE REGULAR MEETING OF THE BUILDING & GROUNDS COMMITTEE OF THE BOARD OF TRUSTEES OF THE PARK RIDGE PUBLIC LIBRARY HELD AUGUST 16, 2007 AT 8:01 P.M. IN THE THIRD FLOOR MEETING ROOM OF THE LIBRARY ROLL CALL: PRESENT: Patricia Lofthouse, Chair; John Benka, Arthur Davis, John Schmidt, Richard Van Metre, Library Board; Janet Van De Carr, Library Director; Linda Egebrecht, Tom Weiland, Library Staff; John Mackin, Architect, Mackin & Associates. ABSENT: None. Approval of Committee Minutes Mr. Schmidt made a MOTION : To approve the minutes for the Buildings and Grounds Meeting held May 10, 2007. Mr. Van Metre SECONDED the motion. MOTION PASSED UNANIMOUSLY. Disaster Plan The Committee discussed additions to the Library Disaster Plan (emergency procedures/ disaster preparedness/ recovery plan). Mrs. Lofthouse suggested a section be added for “people” crimes gunman, kidnapping, bomb threat, or death. Mr. Weiland advised that the procedure is for any staff member observing anything of that nature to call 911 immediately and then notify Administration. Mr. Benka suggested that the approval from the Park Ridge Fire Department be on file after the aforementioned document is complete. Mr. Davis suggested that the insurance inspectors approve the Disaster Plan before it is finalized by the Library. Discussion ensued regarding details of the Disaster Plan and how various emergency manuals could be included in the Plan. Mr. Weiland explained the policy of children left in the Library after closing (2 staff members stay with the child and the police are called if the parents don't arrive within several minutes of being called). Mrs. Lofthouse suggested that information regarding terrorist/ weather/attack procedures be included (i.e., staff wait for contact from police or emergency services via phone or weather alert radio). The Committee discussed the Good Samaritan Law in terms of CPR and defibrillator use. Mrs. Lofthouse suggested the Library purchase self-generating flashlights and radios. Mrs. Van De Carr summarized the discussion and said staff would bring a revised plan back to the Committee in September. She said she will also contact the City Attorney, Police and Fire chiefs, and the City Manager and obtain confirmations that the Library's policy complies with City policies. Pending Projects/Future Capital Projects Mr. Mackin, Architect, discussed his ideas to increase the library space and parking space. Discussion ensued concerning use of the space. Committee agreed that Mr. Mackin is welcome to present his plan to City Hall. Mrs. Van De Carr reported that future capital plans have to be submitted to the City in September. She reviewed the current capital projects, and discussed several future projects and asked for input from the Committee. All proposed capital projects will be presented to the Committee in September. Library Grounds Update Mr. Weiland brought a punch list of unfinished items to the City, including problem with the concrete slabs under the chess table and chairs on the lawn that are too low, water accumulates. The Committee is concerned that the bluestone is possibly hazardous to the horse chestnut tree in front of the building and would like staff to discuss this with the City and contractors next week. Monthly Maintenance Report Mr. Weiland reviewed the monthly maintenance report (attached) and responded to various inquiries. Other Several other projects were worked on recently: 2 closet organizer companies providing quotes; 3 quotes to build small credenza in third floor meeting room. Mrs. Van De Carr mentioned that work needs to be done to repair the first floor fire alarm system and that repairs may be costly. Work can be done in-house, but will take many hours to complete. Committee encouraged staff to hire someone and get it done. Adjournment: 10:15 p.m.