the Evanston Public Library

EVANSTON PUBLIC LIBRARY BOARD OF TRUSTEES Wednesday, July 15, 2015

6:30 P.M. Evanston Public Library, 1703 Orrington Avenue, Library Board Room

AGENDA

1. CALL TO ORDER / DECLARATION OF QUORUM 2. OATH OF OFFICE – Socorro Clarke 3. CITIZEN COMMENT Not to exceed 15 minutes 4. CONSENT AGENDA

A. Approval of Minutes of June 17, 2015 Regular Meeting B. Approval of Bills and Payroll

5. INFORMATION/COMMUNICATIONS

A. Presentation on Community Survey (Jill Schacter & Mary Wilkins Jordan) 6. LIBRARY DIRECTOR’S REPORT 7. STAFF REPORTS

A. Administrative Services Report (Paul Gottschalk) 8. BOARD REPORTS

A. Facilities Committee (Benjamin Schapiro) • Approval of Main Library HVAC Renovations (Benjamin Schapiro)

9. BOARD DEVELOPMENT

A. RAILS/United for Libraries “Succession Planning and New Board Orientation” Video

10. NEW BUSINESS

A. North Branch August Schedule (Karen Danczak Lyons) B. Board Committee Assignments (Michael Tannen) C. Appointment of Liaison to Evanston Nursery and Pre-K Schools (Michal Tannen) D. Closed Session – 1) Review and Approval of Closed Session Minutes and 2)

Personnel (Michael Tannen)

11. ADJOURNMENT Next Special Budget Meeting: August 5, 2015 at 6:30 pm The City of Evanston and the Evanston Public Library are committed to ensuring accessibility for all citizens. If an accommodation is needed to participate in this meeting, please contact the Library at 847-448-8650 48 hours in advance of the meeting so that arrangements can be made for the accommodation if possible.

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Members Present: Diane Allen, Tori Foreman, Shawn Iles, Margaret Lurie, Vaishali Patel, Benjamin Schapiro, Michael Tannen Members Absent: Leora Siegel, Sandra Smith Staff: Karen Danczak Lyons, Connie Heneghan, Paul Gottschalk, Jessica Ticus Presiding Member: Michael Tannen, President CALL TO ORDER/DECLARATION OF QUORUM - A quorum was present and President Tannen called the meeting to order at 6:34 pm. CITIZEN COMMENT – none CONSENT AGENDA – Vaishali Patel moved, and Diane Allen seconded, a motion to approve the consent agenda consisting of the minutes of the May 20th regular meeting, the bills list and payroll. INFORMATION AND COMMUNICATIONS – President Tannen reflected on librarian Brian Wilson’s selection to the prestigious Caldecott Award Selection Committee. This is a great honor and reflects well on EPL. LIBRARY DIRECTOR’S REPORT – Director Danczak Lyons reviewed highlights of her monthly report (see report attached):

• She will be attending the dedication of the Gibbs- Morrison Cultural Center at 1823 Church Street on June 20. EPL will provide books for lending and work with the staff on programming.

• City Council approved the appointment of Socorro Clarke as a new Library Trustee. They also selected the consulting firm CCS to conduct a fundraising feasibility study regarding the construction or renovation of the Robert Crown Center. They will conduct 50-75 interviews with potential donors over the next 90 days.

• The summer reading program is off to a great start with enroll expected to top 3000 by the end of the week.

MEETING MINUTES EVANSTON PUBLIC LIBRARY BOARD OF TRUSTEES Wednesday, June 17, 2015 6:30 PM

Evanston Public Library, 1703 Orrington Avenue, Board Room

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Draft STAFF REPORTS

A. Neighborhood Services Presentation – Connie Heneghan, the Neighborhood Services Manager, gave an overview of activities at the North Branch and CAMS. The North Branch has recently been painted and the bathrooms updated. Both branches are participating in the summer reading program and various programs to meet community needs such as the Tail Wagging Tutors, Book Groups and story time in Spanish. Ms. Heneghan’s presentation is attached.

B. Administrative Services Report – Paul Gottschalk reported that the building’s

weather-proofing project is nearly complete. The City Council approved the engineering and design for the parking garage, to be funded by the City’s Parking Fund.

BOARD REPORTS

A. Development Committee – Margaret Lurie discussed the feasibility study for the Robert Crown Center project and asked members for recommendations of potential people to be interviewed by CCS consultants. Jessica Ticus reviewed a tentative timeline for the Fund for Excellence annual appeal.

B. Facilities Committee: Benjamin Schapiro reported the heating and air-

conditioning bids were discussed and a proposal will be brought to the Board for approval in July.

C. District 65 Board Liaison: Vaishali Patel commented that the video about the

summer reading program was well received by schools. NEW BUSINESS

A. Election of Library Board Officers: Benjamin Schapiro motioned to approve the 2015-16 slate for Board officers: Michael Tannen, President; Sandra Smith, Vice President; Benjamin Schapiro, Treasurer; Margaret Lurie, Secretary. Tori Foreman seconded the motion and all voted in favor of the slate.

B. Recognition of Retiring Trustee Diane Allen: Michael Tannen read a proclamation of thanks and tribute to Diane Allen and thanked her for her years of service. The proclamation is attached to these minutes.

C. Closed Session – review and approval of the Closed Session Minutes was

tabled until the July 15 meeting. ADJOURNMENT Benjamin Schapiro moved, second by Diane Allen– adjournment of the meeting. The motion passed on a voice vote. Adjourned at 7:23 pm. Respectfully Submitted, Margaret Lurie, Secretary

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Library Director’s Report

June 17, 2015

Updates:

• Our Summer Reading Program Read to the Rhythm is off to a great start: participation is trending ahead of last year and the addition of the “read to me” option which encourages parents and older siblings to read to the preschoolers is a very popular addition. Please refer to the patron comments section at the end of the report for some early feedback from participants. If our pilot at the Parks camps is successful this year, we hope to expand the program to the camps throughout the City in 2016. The Summer Reading Program and children’s crafts and activities will be brought on a regularly scheduled basis to: Robert Crown Community Center, James Park, Fleetwood Jordain and Mason Park. Teen services librarians will bring activities for teens grades 6 through 12 to Mason and James Parks on a regularly scheduled basis.

In addition, books can be checked out at the Book Bike in conjunction with Summer Food Services Programs at: Fleetwood Jourdain, Mason and James Parks and Robert Crown in conjunction with the Summer Food Services Programs. Jill reported that yesterday she checked out 13 books and created two library cards while at Mason Park.

Snapshot of the program provided by Jan Bojda:

As of this moment we have a total of 2,830 readers of all ages registered. 21,233 points have been earned by all.

Children’s participants: 1,791

Teens: 351

Adults 668

My most recent anecdote, second hand, involves a visit from one the YMCA camps. Phoebe Metz and Jasmine Abron were prepared with a simple craft and Chromebooks to register the kids for summer reading. As Phoebe was beginning to explain how to join one little boy raised his hand to say he had seen the “commercial” and new how to join. He proceeded to recite the entire script from Laura and Kim’s summer reading film and Phoebe and Jasmine how much he liked it. He had watched it multiple times.

The numbers above to not include summer camp numbers for the camps at Fleetwood and Robert Crown that are playing the specially designed group version. I am still hoping the kids program individual registration will break 2000 before the end of June. The weather isn’t doing us many favors in this regard.

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Draft Also want to add that we (children’s staff) have, I would estimate, registered more than half of the adult participants and probably a quarter of the teen participants. Thanks to you, Paul and the library board for finding the way to fund our extra summer help.

• Evanston Public Library has received a $15,000 grant to host The Big Read, a program of the National Endowment for the Arts. We are one of 75 nonprofit organizations nationwide to receive a grant to host the community reading program between this September and May 2016.

The Big Read in Evanston will focus on "Into the Beautiful North" by Luis Alberto Urrea. The novel is set in the highly charged world of the U.S.--Mexico border which Urrea, the son of an American mother and Mexican father, considers as a place of connection as well as divide.

Evanston Public Library will host a Big Read kick-off event in September to introduce the program, give away books and celebrate with a cultural performance. Several book discussions throughout the community, lectures from Northwestern professors, a film series, Mexican crafts and story-times for children, and multi-media projects for teens will be included in The Big Read.

Partnerships with school districts 65 and 202, as well as with the City of Evanston and local senior facilities will encourage all of Evanston to participate in The Big Read.

The Big Read provides communities nationwide with the opportunity to read, discuss, and celebrate one of 37 selections from U.S. and world literature. It is designed to restore reading to the center of American culture.

• The Evanston Public Library has been selected to receive a $3,000 programming grant for Latino Americans: 500 Years of History. The National Endowment for the Humanities (NEH) has generously provided support for 203 libraries, museums, historical societies, cultural and community organizations and other nonprofits nationwide to participate in this program. Latino Americans: 500 Years of History, produced by NEH and the American Library Association (ALA), is part of an NEH initiative, The Common Good: Humanities in the Public Square. The project will feature the PBS documentary series LATINO AMERICANS, a production of WETA Washington, DC; Bosch and Co., Inc.; and Latino Public Broadcasting (LPB), as a public programming cornerstone.

• The Book Sale Volunteers added a 4th sale to the schedule this year. The June book sale raised $13,946. All funds raised through the sale are used to purchase new materials for our libraries.

• My thanks to Jill Skwerski for creating this program: On Saturday, June 6th the Library hosted a Veterans Resource Fair. All told, we had 15 service providers, including representatives from the Evanston Vets Center, Upward Bound, American Legion Post 42, Army Once Source, Midwest Palliative and Hospice Care Center, Northeastern IL University, Project Welcome Home Troops, and Volunteers of America. Additionally, the Mobile Vet Center was present for the duration of the event in the surface lot. An estimated 35 participants attended the fair, all of whom had heard of the event through promotion or invitation and came seeking specific

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services or information about services. Overall, participants were very pleased with the event and felt the number of attendees was terrific for the first Vets event held at the Library. Evanston Vet Center Outreach Specialist James Harkins then visited the Library for what is now his regular monthly visit, where he staffs a table in the lobby area. He conveyed that he had 25 visitors in the 3 hours he was in the lobby and had scheduled 7 follow up visits. This is his 4th visit to the Library and he feels he is now established to the point where people are seeking him out and scheduling appointments.

• Robert Crown update: At the June 15th City Council meeting, the City Council authorized the City Manager to execute a consulting services agreement for fundraising at the Robert Crown Community Center with Community Counselling Services Co., LLC for a total cost of $477,500. The first phase of the project – a feasibility study that should be concluded in approximately 90 days will require the consultant to interview between 50 and 75 interviews with individual potential donors.

• On June 3rd we banded our 4 peregrine falcon chicks. Over 150 falcon enthusiasts attended the event.

Two of the chicks were named through our annual contest: Roycemore School third-graders Macy O'Donnell and Maddie Farbman were responsible for the naming of one of the birds: Shomigomy. The name goes with an imaginary mythical feature the two thought up several years ago. Xemxija (pronounced Shem-she-ya) was selected by Christopher Whittington. The name of a town in Malta famous for its peregrine falcons, it stands for "sunny and bright.”

The third chick was named in honor of our retiring Trustee Dee Dee Allen. The chick named for Dee Dee was particularly active and fierce during the banding ceremony.

The final chick was named after our beloved Gigi. Her parents, husband, sister and son were in attendance. The family was pleased with the ceremony and this tribute to Gigi’s memory.

• 3D printing workshop for adults – Ben Remsen with support from Ashley Hamernik produced two 3D printing workshops for adults. 29 enthusiastic participants enjoyed learning about the capabilities of 3D printers and look forward to the day that the Evanston Public Library regularly allows adults to access 3D printing here. As a reminder, through the generosity of a local 3D printing company, a 3D printer was donated to our teen space, The Loft.

• We hosted the Sheila von Weiss Mack piano dedication and concert on Saturday, June 13th. The baby grand piano was donated to the library by her friend, violinist David Yonan. Working with Sheila’s family and friends, David organized a concert which followed the dedication of the piano. The piano is housed in the large community room at the main library.

Assessments, metrics and initiative results:

Foot traffic: May, 2015 April, 2015

Main: 43,054 44,306

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Draft North: 3,896 3,879

CAMS: 4,291 4,148

Total: 51,241 52,333

Website visits in April: 47,426 May: 45,343

Overall Computer/Internet Use – all locations: April: 6,638 May: 6,679

Wi-Fi usage – all three locations for April: 12,686 May: 16,228

Please see below for summary of daily connections to EPL wireless network.

Services and collaborations:

• Special thanks to Barb Levie and Connie Heneghan for continuing our collaboration on the Senior Spelling Bee. Out of a field of 16 entrants, Gary Wisby won the regional Senior Spelling Bee competition held in Park Ridge. Gary had come in second at the local Evanston bee held last month at the Levy Center. The winning word was CERULEAN*. Gary will go on to compete in the state bee held at the state fair in Springfield on Seniors' Day, Aug. 17th.

Children’s Services highlights include:

• Our Chinese Dragon Boat Festival/Chinese book collection was a success. 106 children and parents attended. We collected around 80 donated books in Chinese. Jessica Iverson assisted Martha Meyer and learned some songs in Chinese and was an extra set of hands the day of the event.

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• TWI 2nd Grade Literacy Celebration: Laura Antolin was contacted and asked to come to the TWI 2nd Grade Literacy Celebration at Willard on May 14 to talk about the Summer Reading Program. She brought Jose along with her and asked him to translate and to book talk a couple of high interest Spanish-language books. Laura thought this could be a good way for Jose to start to connect with some families. The event was well attended with lots of families. We promoted summer reading and Jose talked about 2 folk tales. Several parents asked questions about Summer Reading and our collection at Main and I brought Summer Reading flyers to this event.

Attendance = 77

• May ½ Day STEAM Program at YMCA Learning Center: We decided to make ArtBots for this STEAM program. Laura worked with 4 different groups – Kindergarten, 1st graders, 2nd graders, and 3rd graders. Christina Earle purchased materials and Laura brought extras. We set up in a classroom and the groups came to us for a ½ hour each – Laura gave instructions and then the kids worked with the help of their teachers. Some of the toothbrushes were difficult to take apart and it was somewhat chaotic but everyone was interested and excited and every kid went home with a finished product.

Attendance = 92 7

Draft Teen Services highlights include:

• The D65 middle school librarians are planning a Teen Lit Festival for 2016 in partnership with EPL and the Bookstall. EPL will host this event at the main library in January, 2016. More details will be provided in the coming months.

• Chute 6th Grade Orientation • Kayla staffed a table at the Chute 6th grade orientation and was able to touch base with

over 100 incoming 6th graders and their parents. She shared information about summer programming and summer reading.

• Haven: Renee presented 22 book talks/Summer Reading Program presentations to Haven 7 and 8 graders; book talks and presentation was well received.

Upcoming events of note:

• Evanston Public Library is pleased to feature a selection of programs to honor the 50th Anniversary of the North Shore Summer Project, a community effort organized to call attention to segregated housing practices on Chicago’s North Shore and to influence realtors to show homes to a diverse array of people.

The project culminated in a visit by Dr. Martin Luther King, Jr. to Winnetka in July of 1965 where he spoke on the Village Green to thousands of people on discriminatory housing practices, civil rights, and race. Said King at that rally,

“Every white person does great injury to his child if he allows that child to grow up in a world that is 2/3 colored and yet live in conditions where that child does not come into person-to-person contact with colored people.”

The Library will host a panel discussion on Evanston’s history of fair and affordable housing in partnership with Open Communities, an organization whose roots can be traced to the North Shore Summer Project.

Thursday, June 25, 7:00 pm, Becoming A Welcoming Community 50 Years Later. Speakers will be Gail Schechter from Open Communities, John Fuller of the Evanston NAACP, Lin Ewing of North Shore-Barrington Association of Realtors, and Sarah Flax, Evanston Housing and Grants Administrator

There will also be three summer book discussions addressing civil rights, discrimination, and segregation.

Tuesday, June 16, 7:00 pm, African American Literature Discussion: Stokely. A groundbreaking biography of Stokely Carmichael, non-violent activist turned Black Power revolutionary.

Wednesday, June 17, 7:00 pm, History Book Discussion: Devil in the Grove. A gripping account of Thurgood Marshall’s legal defense of four young black men falsely accused of rape.

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Draft Wednesday, July 15, 7:00 pm, History Book Discussion: Family Properties. Historian Beryl Satter tells the story of how Chicago became the most segregated city in the north.

The Library will also feature, from mid-June through July, a visual display of African American history on the North Shore presented by Shorefront.

• Act Out: Performance workshops for teens: Every Thursday, starting June 18, 3-4:30 pm, Seminar Room, Main Library

This summer, learn to perform comedy, poetry or theatre with your friends! These drop-in workshops will feature a different performance style each week for you jump in, get messy, and try something new! At the end of the summer, all participants will be invited to showcase their new skills at a Teen Variety Show. Great for novices and experts alike.

• Please plan to join the Evanston Public Library as we march and ride in the July 4th parade.

Excerpts from Patron feedback:

• One of our donors made a point to come to my office and compliment the service she received from David Schousboe in Circulation. While checking out a book he noticed that another item has on hold awaiting pick up for her at the North Branch. As she wants to pick up her materials at main, he called the branch, made arrangements for the book to be transferred to main and adjusted the waiting period so the patron has time to retrieve her book. She was impressed with the extra attention and care that David demonstrated.

• From Connie Heneghan regarding the 2015 Summer Reading Program: I wanted to share two positive experiences that I have personally had regarding this summer reading program.

First, new Jose came to a story time at CAMS, and I was trying to connect him to various patrons. I was trying to communicate with one family where the son was the translator. Jose reminded me about the log in Mandarin Chinese. When I handed it to the patron a light clearly went on. So glad we have these materials in Chinese (thank you Martha) and Spanish.

Then at North I was registering a family and for once had a little time to spend with them. The daughter was looking through the list hoping to accumulate quickly as many points as possible. As a result, I was able to explain about eBooks, playaways, and Mango. This led to a discussion about foreign languages, and the mother said she wished we had films in Hindi. Because of our floating collection, I was able to hand her 3 films in Hindi and explain how we could obtain more. She was very pleased.

• Another comment about the Summer Reading Program shared by Martha Meyers: I had a mom come by and tell me how grateful she was that her older child, motivated by our wonderful new point system, was telling short stories to his younger sister for the last week! I am sure we all have similar stories.

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• Comment from Kaleena Escallier, Senior Director of Youth Development, School Age McGaw YMCA Children’s Center:

Laura,

It was a CRAZY day here as we prepare to transition into summer. Overall a great one, and I must tell you that the kids were BEGGING to bring their critters out of their lockers most of the afternoon, especially the Kinders. So, the staff let them and they were HOOKED all day. Also, I loved the hair that some of the older kids placed on their guys using pipe cleaners. I'm not sure if you saw that but wow. So creative…

Hope you're well and THANK YOU again. Your activities have been the highlight of the last two half-days :)

Kal

• From Robin Sindelar: Tuesday the 26th reminded me of the small things we do that make a difference. A patron I see regularly had a small crisis. This patron usually comes in with her twelve year old son and her daughter who is a bit older and has developmental delays. While she was looking after her daughter, her son went to the loft without telling her. When she realized he was gone she became distraught. Between Justin, Leigh, McKenna, and I he was quickly found and the mother was calmed. This woman is originally from another country and wears a headscarf. When her child was found she kept saying, “as long as he is alive!” This was a dramatic reaction, which made me wonder what had happened to her in the past. I think she feels safe here and comfortable with her children, and was happy to accept our help when she had trouble. Some days, it’s not just about the books!

• From Martha Meyer: A patron, Mackenzie’s mom, went to her 1 year well baby visit and the doctor shared with her how many words her child should have mastered by that point. Mackenzie’s mom realized that the reason her daughter met this goal were the many words Mackenzie learned as a result of The Young and the Restless! (She asked her doctor if animal noises counted and he said yes as long as they are used in context.)

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Neighborhood Services North Branch CAMS Branch

Outreach

Construction

Fountains and Bathrooms

Barbara Blades

Tech Bar

North Branch Opens 1952

Underwater

Cherry Preschool

CAMS

What’s Happening at the Branches!

Tutoring and Latino Outreach

Tutoring Beneficiary

Teens at CAMS

DIY at CAMS

Banned Books

Story Time at CAMS

Story Time

Story Time

Dino Week

Science Saturdays

Parraffin Hands

Giant Bubbles

Goop!

Planting Milkweed

Learning about Chicks

Touching a Chick

Holding a Chick

Holding a Chick 2

Holding a Chick 3

Marilyn Price

Summer Reading & MSYEP

Summer Reading Chimes

Castle for Summer Reading

Haunted Castle

Halloween

Halloween Refreshments

Halloween Staff

Halloween Story Time

Halloween Violinists

Vampires

Happy Noon Year

Comic Book Characters

Free Comic Book Day

Knitting

Where have we gone?

Lincoln Third Grade Visit

Thank You from Chute ESL

Foster Senior Group

Foster Senior Group

Foster Senior Group

Senior Spelling Bee 2015

Spelling Bee Winners 2014

Fourth of July Parade

Fourth of July Parade

What have we tried?

Book Groups

Tech Tips

Jessica Jolly

Tail Waggin’ Tutors

Tail Waggin’ Tutors

Tail Waggin’Tutors

Winter Words Craft

Winter Words Craft

Winter Words 2015

Latino Outreach

PROCLAMATION

WHEREAS, Diane “Dee Dee” Allen has served on the Evanston Public Library Board of Trustees from 2009 through 2015,

WHEREAS, during her term, the Evanston Public Library underwent a transition to a new form of governance, the Library Fund,

WHEREAS, Dee Dee was a member of the Transition Committee, formed at the request of the City of Evanston, which worked with the City Manager, members of City Council and the Library Director to bring the operations of the Evanston Public Library into compliance with Illinois Library Law,

WHEREAS, Dee Dee has held offices on the Executive Committee including both Secretary and Treasurer,

WHEREAS, Dee Dee’s commitment to the mission of the Evanston Public Library, and attention to detail helped the Board through this critical period,

WHEREAS, Dee Dee was a tireless advocate for library service throughout the City of Evanston, and for all of our residents and Library patrons,

WHEREAS, Dee Dee plans to travel and explore her many interests now that she has concluded her service to the Evanston Public Library,

NOW THEREFORE, The Board of the Evanston Public Library encourages all of the residents of the City of Evanston to join the staff of the Evanston Public Library as we thank Dee Dee Allen for her years of dedicated service to our residents and attest to the significant and continuing impact that her work and leadership will have upon the City of Evanston for many years to come. We wish Dee Dee many years of health, happiness, beautiful destinations to visit and great books to read.

____________________________ ____________________________

Michael Tannen, President Margaret Lurie, Secretary

Agenda Item 4.B

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To: Evanston Public Library Board of Trustees From: Finance Committee

Karen Danczak Lyons, Library Director Paul Gottschalk, Assistant Director Subject: Library Fund Payroll and Bills Date: July 2, 2015

Recommended Action Staff and the Finance Committee recommend Library Board approval of the Library Fund payroll, bills lists and purchasing card activity. Summary Library Payroll May 18 through May 31, 2015 $ 129,631.96 June 1 through June 14, 2015 $ 131,922.33 Library Fund Bills List June 23, 2015 $ 41,850.77 Library Internal Checks Lists January 1 through May 20, 2015 $ 9,329.19 May 21 through June 23, 2015 $ 508.04 The internal checks are a new part of the Library Board expense approval process. These checks are issued by the Library’s Bookkeeper, not the City’s Accounts Payable Coordinator, and are primarily for reimbursements or one-time payments to vendors. Attachment: Bills Lists, Internal Check Lists

Memorandum

CITY OF EVANSTON

LIBRARY BILLS LIST

PERIOD ENDING 06.23.2015

185 LIBRARY FUND

4805 LIBRARY YOUTH SERVICES

62341 MIDWEST TAPE JUV AV 14.99

65630 BAKER & TAYLOR JUV PRINT 4,760.93

65630 GUMDROP BOOKS JUV PRINT 518.80


65641 RECORDED BOOKS INC. YA AV 67.75

65641 PENGUIN RANDOM HOUSE LLC JUV AV 84.00

4805 LIBRARY YOUTH SERVICES Total 5,888.45

4806 LIBRARY ADULT SERVICES

62340 GALE RESEARCH INC. ADULT REF ONLINE 987.24

62340 OVER DRIVE, INC. ADULT E-BOOKS 39.54

62341 PROQUEST INFO & LEARNING COMPANY STATISTICAL ABSTRACT 806.00

65100 FLEETWOOD-JOURDAIN THEATRE AUGUST WILSON FESTIVAL FUND 900.00

65630 BAKER & TAYLOR ADULT PRINT 150.73

65630 BAKER & TAYLOR ADULT PRINT 11,382.44

65630 BERNAN ASSOCIATES ADULT PRINT 147.66

65630 CENTER POINT INC ADULT PRINT 125.22

65630 HAINES & COMPANY INC ADULT REF PRINT 415.50

65630 INFORMATION TODAY INC ADULT PRINT 404.05

65630 REGENT BOOK COMPANY INC ADULT PRINT 15.01

65630 GALE RESEARCH INC. ADULT PRINT 542.03

65641 BAKER & TAYLOR ADULT AV 14.24

65641 MIDWEST TAPE ADULT AV 1,116.52


65641 RECORDED BOOKS INC. ADULT AV 435.30

65641 PENGUIN RANDOM HOUSE LLC ADULT AV 166.50

4806 LIBRARY ADULT SERVICES Total 17,664.97

4820 LIBRARY CIRCULATION

52610 UNIQUE MANAGEMENT SERVICES COLLECTION CHARGES 152.15

4820 LIBRARY CIRCULATION Total 152.15

4825 LIBRARY NEIGHBORHOOD SERVICES

62375 ESSKAY DEVELOPMENT LLC CAMS JULY 2015 RENT 3,451.88



65630 BAKER & TAYLOR JUV PRINT 156.62

4825 LIBRARY NEIGHBORHOOD SERVICES Total 4,245.16

4835 LIBRARY TECHNICAL SERVICES

62341 COOPERATIVE COMPUTER SERVICES INTERNET SOLUTION PROVIDER 1,059.89

65100 BRODART COMPANY LIBRARY SUPPLIES 21.84

4835 LIBRARY TECHNICAL SERVICES Total 1,081.73

4840 LIBRARY MAINTENANCE

61626 VERIZON WIRELESS WIRELESS INTERNET AND CELLPHONES 124.62

62225 ANDERSON LOCK CO. LTD DOOR REPAIR 1,236.25

62225 TOTAL BUILDING SERVICES JANITORIAL SERVICES 7,160.00

62225 CINTAS CORPORATION #769 CREDIT (129.81)

62225 CINTAS CORPORATION #770 MAT SERVICE 266.71

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CITY OF EVANSTON

LIBRARY BILLS LIST


62225 CONQUEST PEST SOLUTIONS PEST SOLUTION 210.00

64015 NICOR UTILITIES 449.29

65040 LAPORT INC JANITORIAL SUPPLIES 741.00

4840 LIBRARY MAINTENANCE Total 10,058.06

4845 LIBRARY ADMINISTRATION

64540 VERIZON WIRELESS WIRELESS INTERNET AND CELLPHONES 114.09

65095 GLOBAL EQUIPMENT CO. LAPTOP STORAGE FOR OUTREACH 507.61

65095 ILLINOIS PAPER COMPANY COPY PAPER 1,404.00

65095 OFFICE DEPOT OFFICE SUPPLIES 40.99

4845 LIBRARY ADMINISTRATION Total 2,066.69

4850 LIBRARY GRANTS65100 BAKER & TAYLOR SUMMER READING PROGRAM BOOKS 9.54

65100 OFFICE DEPOT ABC BOOSTERS PROGRAM SUPPLIES 584.74

65100 ULINE BOOK SALE BAGS 99.28

4850 LIBRARY GRANTS Total 693.56

185 LIBRARY FUND Total 41,850.77

Grand Total 41,850.77

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CITY OF EVANSTON

LIBRARY BILLS LIST


ACCOUNT NUMBER SUPPLIER NAME DESCRIPTION AMOUNT

SUPPLEMENTAL BILLS LIST ATTACHMENT

0.00

GRAND TOTAL 41,850.77

Prepared by Date

Accounts Payable Coordinator

Approved by Date

Library Administrative Services Manager

Approved by Date

Library Director

Approved by Date

Library Board Treasurer

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Evanston Public Library

Library Internal Checks January 1, 2015 through May 20, 2015

Type Date Num Name Memo Clr Business Account Number Amount

Check 01/09/2015 1228 Alden's Piano Co. PIANO TRANSPORT x 185.48.4840.62225 -475.00

Check 01/09/2015 1229 Martha Meyer PROGRAM MATERIALS 185.48.4825.65100 -25.17

Check 01/27/2015 1230 Jacqueline Williams AUGUST WILSON SERIES x 185.48.4806.65630 -100.00

Check 01/27/2015 1231 Renee Neumeier TEEN DIY SUPPLIES x 185.48.4805.65100 -94.11

Check 01/27/2015 1232 Fremont Public Library INTERLIBRARY LOAN x 185.48.4820.57515 -29.00

Check 01/27/2015 1233 Illinois Library Association ILA TRUSTEE MEMBERSHIP x 185.48.4845.62295 -75.00

Check 01/27/2015 1234 Joan Fiona Ross VOLUNTEER LUNCHEON x 185.48.4845.65095 -129.14

Check 01/27/2015 1235 Ashley Hamernik MOVIE GIFTCARDS PRIZES FOR LOFT x 185.48.4805.65100 -90.00

Check 01/27/2015 1236 Young, Stephen 01/27/2015 PIANO TUNE x 185.48.4845.65095 -130.00

Check 01/27/2015 1237 Pioneer Press NEWSPAPER SUBSCRIPTION x 185.48.4825.65635 -30.00

Check 01/30/2015 1238 McKenna Zerfas YOUNG ADULT SUPPLIES REIMB R 185.48.4805.65100 -78.15

Check 01/30/2015 1238 McKenna Zerfas YOUNG ADULT SUPPLIES REIMB 185.48.4805.65100 -78.15

Check 02/12/2015 1239 John Devaney PARKING REIMB FOR ALA MIDWINTER x 185.48.4805.65100 -14.00

Check 02/12/2015 1240 Tim Longo ALA CONFERENCE REIMB x 185.48.4845.65095 -27.00

Check 02/12/2015 1241 Laura Antolin PARKING ALA CONFERENCE x 185.48.4845.62295 -45.00

Check 02/12/2015 1242 Nicholia Q. Aguirre PERFORMANCE 11 MONTHS CELEBRATION x 185.48.4806.65100 -50.00

Check 02/12/2015 1243 Laura Antolin PROGRAM SUPPLIES REIMB x 185.48.4805.65100 -53.17

Check 02/13/2015 1244 Affordable alternatives, Inc. LABELS x 185.48.4835.65100 -72.14

Check 02/20/2015 1245 Martha Meyer PROGRAM MATERIALS x 185.48.4825.65100 -49.46

Check 02/20/2015 1246 Anne d'Aquino JUGANDO CON LA CIENCIA MATERIALS x 185.48.4850.62341 -39.01

Check 02/20/2015 1247 Leidamarie Tirado-Lee JUGANDO CON LA CIENCIA MATERIALS x 185.48.4850.62341 -60.94

Check 02/20/2015 1248 Kathleen Lanigan TRAVEL EXPENSE AVID MEETING x 185.48.4845.62295 -41.40

Check 02/20/2015 1249 Virginia Jusko REIMBURSEMENT SUPPLIES x 185.48.4825.65100 -56.10

Check 02/25/2015 1250 Paul Rodriguez Schroeder Presentation on Puerto Rican Poetry x 185.48.4806.65100 -100.00

Check 03/13/2015 1251 McKenna Zerfas YOUNG ADULT SUPPLIES REIMB 185.48.4805.65100 -110.69

Check 04/01/2015 1252 Jose Maldonado REIMBURSEMENT FOR SMALL LOCKING CABINETx 185.48.4820.65100 -30.00

Check 04/01/2015 1253 Tim Longo MILEAGE REIMBURSEMENT CCS 3/17/2015 x 185.48.4845.65095 -44.80

Check 04/01/2015 1256 McKenna Zerfas MARCH TAB PIZZA 185.48.4805.65100 -33.72

Check 04/01/2015 1257 Ashley Hamernik REIMBURSEMENT FOR SNACKS MOVIE PARTY x 185.48.4805.65100 -16.25

Check 04/01/2015 1258 Tim Rhoze VOID: 2015 PROGRAM FEE THE PIANO LESSONv 185.48.4850.65100 0.00

Check 04/01/2015 1259 Aaron Todd Douglas 2015 PROGRAM FEE THE PIANO LESSON x 185.48.4806.65100 -250.00

Check 04/01/2015 1260 Ron Conner 2015 PROGRAM FEE THE PIANO LESSON x 185.48.4850.65100 -150.00

Check 04/01/2015 1261 Kevin Roston Jr. VOID: 2015 PROGRAM FEE THE PIANO LESSONv 185.48.4850.65100 0.00

Page 1 of 3



Check 04/01/2015 1262 Phillip Van Lear 2015 PROGRAM FEE THE PIANO LESSON x 185.48.4850.65100 -150.00

Check 04/01/2015 1263 Patrese McClain 2015 PROGRAM FEE THE PIANO LESSON x 185.48.4850.65100 -150.00

Check 04/01/2015 1264 Chloe Smith 2015 PROGRAM FEE THE PIANO LESSON x 185.48.4850.65100 -150.00

Check 04/01/2015 1265 Kenn E. Head 2015 PROGRAM FEE THE PIANO LESSON x 185.48.4850.65100 -150.00

Check 04/01/2015 1254 Andre Teamer 2015 PROGRAM FEE THE PIANO LESSON x 185.48.4850.65100 -150.00

Check 04/01/2015 1255 Caren Blackmore 2015 PROGRAM FEE THE PIANO LESSON x 185.48.4850.65100 -150.00

Check 04/01/2015 1266 Carla Stillwell 2015 PROGRAM FEE THE PIANO LESSON x 185.48.4850.65100 -150.00

Check 04/01/2015 1267 Nicholia Q. Aguirre VOID: 2015 PROGRAM FEE THE PIANO LESSONv 185.48.4850.65100 0.00

Check 04/14/2015 1268 KELVIN ROSTON, JR. 2015 PROGRAM FEE THE PIANO LESSON x 185.48.4850.65100 -150.00

Check 04/14/2015 1269 Eldridge Shannon 2015 PROGRAM FEE THE PIANO LESSON x 185.48.4850.65100 -100.00

Check 04/22/2015 1270 Lea Hernandez-Solis IN-SERVICE FOOD AND BEVERAGE x 185.48.4845.65095 -51.38

Check 04/22/2015 1271 Ashley Hamernik REIMBURSEMENT FOR MAKERBOT x 185.48.4805.65100 -32.48

Check 04/22/2015 1272 Laura Antolin STEM FAMILY PROGRAM REIMB x 185.48.4850.62341 -39.56

Check 04/22/2015 1273 Evanston Public Library PETTY CASH ON HAND x 185.48.4805.65100 -6.29

04/22/2015 1273 Evanston Public Library PETTY CASH ON HAND x 185.48.4845.62275 -3.85



Check 04/22/2015 1274 KINO LORBER INV#E14739 DVD x 185.48.4806.65641 -170.00

Check 04/29/2015 1275 Mirai Silva 2015 HIRSHFIELD POETRY AWARD 185.48.4850.65100 -100.00

Check 04/29/2015 1276 Nathan Shoenthal 2015 HIRSHFIELD POETRY AWARD x 185.48.4850.65100 -50.00

Check 04/29/2015 1277 Carlo Goldberg 2015 HIRSHFIELD POETRY AWARD x 185.48.4850.65100 -25.00

Check 04/29/2015 1278 Maria Rosen 2015 HIRSHFIELD POETRY AWARD 185.48.4850.65100 -100.00

Check 04/29/2015 1279 Maya Mahoney 2015 HIRSHFIELD POETRY AWARD x 185.48.4805.65100 -50.00

Check 04/29/2015 1280 Emmacate Sauer 2015 HIRSHFIELD POETRY AWARD 185.48.4805.65100 -25.00

Check 04/29/2015 1281 Anna Harvey 2015 HIRSHFIELD POETRY AWARD x 185.48.4850.65100 -100.00

Check 04/29/2015 1282 Callie Sharp 2015 HIRSHFIELD POETRY AWARD 185.48.4850.65100 -50.00

Check 04/29/2015 1283 Emma Campanella 2015 HIRSHFIELD POETRY AWARD x 185.48.4850.65100 -25.00

Check 04/29/2015 1284 Genevieve Salazar 2015 HIRSHFIELD POETRY AWARD x 185.48.4850.65100 -100.00

Check 04/29/2015 1285 Wilda Morris 2015 HIRSHFIELD POETRY AWARD x 185.48.4850.65100 -50.00

Check 04/29/2015 1286 Joseph Franchere 2015 HIRSHFIELD POETRY AWARD x 185.48.4850.65100 -25.00

Check 04/29/2015 1287 Allison Funk 2015 HONORARIUM HIRSHFIELD JUDGE x 185.48.4850.65100 -750.00

Check 04/29/2015 1288 Allega Magrisson YOUNG ADULT BOOK x 185.48.4805.65630 -16.95

Check 04/29/2015 1289 Young, Stephen PIANO TUNE x 185.48.4845.65095 -100.00

Check 04/29/2015 1290 Margaret Guzek LECTURE, WARSAW RISING FORM THE ASHESx 185.48.4806.65100 -150.00

Page 2 of 3



Check 04/30/2015 1291 Feast & Imbibe Events DOWN PAYMENT 2015 DONOR/VOLUNTEER EVENTx 185.48.4845.65095 -658.70

04/30/2015 1291 Feast & Imbibe Events HIRSHFIELD REIMBURSEMENT x 185.48.4850.65100 -175.00

Check 05/11/2015 1292 Feast & Imbibe Events FINAL PAYMENT DONOR PARTY MAY 7 x 185.48.4845.65095 -537.60

Check 05/11/2015 1293 Julie Rivera 2015 HIRSHFIELD BOOKLET DESIGN 185.48.4850.65100 -100.00

Check 05/11/2015 1294 Lynn Trautmann 2015 HIRSHFIELD PHOTOGRAPHER x 185.48.4850.65100 -200.00

Check 05/11/2015 1295 Robin Meher SCIENCE SATURDAY REIMBURSEMENT x 185.48.4825.65100 -35.05

Check 05/11/2015 1296 Evanston Public Library CATERER GRATUITY DONOR PARTY x 185.48.4850.65100 -150.00

Check 05/11/2015 1297 Allison Funk Reimbursements ACCOMODATIONS AND TRAVEL EXPENSE x 185.48.4805.65100 -553.68

Check 05/11/2015 1298 John Glines DONOR AND VOLUNTEER PARTY x 185.48.4850.65100 -100.00

Check 05/14/2015 1299 Alex Benjamin MAY 16 MEETING ROOM CANCELLATION x 185.48.4845.57540 -75.00

Check 05/14/2015 1300 Moody Bible Institute DAMAGED BOOK 185.48.4820.57515 -9.99

Check 05/14/2015 1301 Fremont Public Library INTERLIBRARY LOAN x 185.48.4820.57515 -30.00

Check 05/14/2015 1302 CONSTANZA VASQUEZ DOORMAN JUGANDO CON LA CIENCIA T-SHIRTS x 185.48.4850.65100 -101.44

Check 05/14/2015 1303 FRANKLIN PARK PUBLIC LIBRARY DISTRICT INTERLIBRARY LOAN 185.48.4820.57515 -26.99

Check 05/14/2015 1304 COMCAST MAIN LIBRARY COMCAST x 185.48.4840.62235 -39.54

Check 05/20/2015 1305 Richard Cahan HONORARIUM 185.48.4806.65100 -100.00

Check 05/20/2015 1307 Nicor 2026 CENTRAL ST. GAS BILL 185.48.4825.64015 -507.32

-9,329.19

Page 3 of 3


Library Internal Checks May 21, 2015 through June 23, 2015

Type Date Num Name Memo Business Account Number Clr Amount

Check 06/12/2015 1306 Tim Longo REFRESHMENTS FOR CCS CATALOGERS MEETING HOSTED AT EPL 185.48.4845.65095 -61.00

Check 06/12/2015 1308 McKenna Zerfas MARCH TAB PIZZA 185.48.4805.65100 -24.72

Check 06/12/2015 1309 Ashley Hamernik LOFT VOLUNTEER REFRESHMENTS & YA CRAFT 185.48.4805.65100 -81.67

Check 06/12/2015 1315 Jill Skwerski HARWOOD CONVERSATION AND VETERANS RESOURCE FAIR 185.48.4845.65095 -103.56

Check 06/22/2015 1316 Laura Antolin LEAP, COMMUNITY PROJECT, STEM REIMBURSEMENTS 185.48.4850.62341 -26.21

Check 06/22/2015 1317 Linda Schneider COMMUNITY DRUM CIRCLE PROGRAM 185.48.4806.65100 -125.00

Check 06/22/2015 1318 CONSTANZA VASQUEZ DOORMAN JUGANDO CON LA CIENCIA SUPPLIES 185.48.4850.65100 -85.88

-508.04

Page 1 of 1

Agenda Item 7.A

To: Evanston Public Library Board of Trustees From: Paul Gottschalk, Assistant Director Subject: Administrative Services Update Date: July 2, 2015

This memo provides an update on significant administrative activities. Human Resources Ariel Erbacher was promoted to a Library Clerk position in Circulation and Neighborhood Services. Four new employees are scheduled to begin working in July. Elizabeth Bird will begin as the full-time Collection Development Manager on July 31st. Caroline Nakic (July 6th), Annaesha Hogan (July 22nd) and Marley Haller (July 27th) will begin as part-time Shelvers. Jose Cruz, our Latino Outreach Assistant, resigned July 2nd for family reasons. Eulalia House, a Library Aide II in Circulation resigned June 27th to take a full-time position in marketing. Financial Resources The financial report for the period ending June 30th is attached. Year to date, Library Fund revenues exceeded expenditures by $216,011.75. This surplus is principally due to the receipt of the first installment of property taxes.

A summary of the Endowment portfolio as of June 30th is attached. The return on the portfolio was 5.8% over the past 12 months and 7.8% over the past five years.

Memorandum

1

Budget Amended Current Month YTD YTD Budget - YTD % used/

Amendments Budget Transactions Encumbrances Transactions Transactions Rec'd Prior Year Total

.00 156,000.00 (152.15) .00 63,693.63 92,306.37 41 157,637.36

.00 1,300.00 .00 .00 .00 1,300.00 0 260.00

.00 12,000.00 .00 .00 4,191.02 7,808.98 35 12,311.99

$0.00 $169,300.00 ($152.15) $0.00 $67,884.65 $101,415.35 40% $170,209.35

.00 .00 .00 .00 .00 .00 +++ (376.14)

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 +++ ($376.14)

.00 .00 .00 .00 2,709,030.60 (2,709,030.60) +++ 5,066,308.26

.00 5,813,505.00 .00 .00 .00 5,813,505.00 0 .00

.00 .00 4,280.14 .00 51,380.31 (51,380.31) +++ 138,971.07

.00 .00 .00 .00 .00 .00 +++ 50,200.00

.00 50,200.00 .00 .00 .00 50,200.00 0 .00

.00 94,177.00 .00 .00 .00 94,177.00 0 97,107.50

.00 .00 .00 .00 .00 .00 +++ 22,379.43

.00 .00 .00 .00 107.80 (107.80) +++ 370.85

.00 .00 (100.00) .00 164.07 (164.07) +++ (88.71)

.00 .00 .00 .00 529.76 (529.76) +++ 2,869.01

.00 171,000.00 .00 .00 .00 171,000.00 0 199,315.00

.00 .00 .00 .00 .00 .00 +++ .16

.00 .00 .00 .00 .00 .00 +++ 188.07

.00 57,000.00 .00 .00 21,589.20 35,410.80 38 59,147.68

.00 135,000.00 .00 .00 26,255.00 108,745.00 19 128,402.00

.00 17,500.00 .00 .00 6,351.76 11,148.24 36 16,540.64

.00 12,500.00 .00 .00 4,375.00 8,125.00 35 15,321.67

.00 22,360.00 .00 .00 8,566.66 13,793.34 38 23,977.85

$0.00 $6,373,242.00 $4,180.14 $0.00 $2,828,350.16 $3,544,891.84 44% $5,821,010.48

.00 .00 .00 .00 28,440.00 (28,440.00) +++ 94,961.83

.00 89,150.00 .00 .00 .00 89,150.00 0 .00

$0.00 $89,150.00 $0.00 $0.00 $28,440.00 $60,710.00 32% $94,961.83

$0.00 $6,631,692.00 $4,027.99 $0.00 $2,924,674.81 $3,707,017.19 44% $6,085,805.52

$0.00 $6,631,692.00 $4,027.99 $0.00 $2,924,674.81 $3,707,017.19 44% $6,085,805.52REVENUE TOTALS $6,631,692.00

EXPENSE

57551 LIBRARY GRANTS & DONATIONS 89,150.00

Business Unit 4850 - LIBRARY GRANTS Totals $89,150.00

Department 48 - LIBRARY Totals $6,631,692.00

Business Unit 4845 - LIBRARY ADMINISTRATION Totals $6,373,242.00

Business Unit 4850 - LIBRARY GRANTS

55146 STATE, COUNTY AND OTHER GRANTS .00

57540 LIBRARY MEETING RM RENTAL 12,500.00

57545 NORTH BRANCH RENTAL INCOME 22,360.00

57527 LIBRARY FUND FOR EXCELLENCE 135,000.00

57535 LIBRARY COPY MACH. CHG 17,500.00

57515 LIBRARY MATERIAL REPLACEMENT CHARGES .00

57526 LIBRARY BOOK SALE 57,000.00

57002 TRANSFER FROM ENDOWMENT 171,000.00

57005 FROM GENERAL FUND .00

56140 FEES AND MERCHANDISE SALE .00

56501 INVESTMENT INCOME .00

56011 DONATIONS .00

56045 MISCELLANEOUS REVENUE .00

51616 PERS PROP REPL TAX LIBRARY 50,200.00

55245 LIBRARY STATE PER CAPITA GRANT 94,177.00

51025 PRIOR YEAR'S TAXES .00

51605 PERSONAL PROPERTY REPLACEMENT TAX .00

51015 PROPERTY TAXES .00

51016 PROPERTY TAX ALLOCATION TO LIBRARY 5,813,505.00

57515 LIBRARY MATERIAL REPLACEMENT CHARGES .00

Business Unit 4840 - LIBRARY MAINTENANCE Totals $0.00

Business Unit 4845 - LIBRARY ADMINISTRATION

57515 LIBRARY MATERIAL REPLACEMENT CHARGES 12,000.00

Business Unit 4820 - LIBRARY CIRCULATION Totals $169,300.00

Business Unit 4840 - LIBRARY MAINTENANCE

Business Unit 4820 - LIBRARY CIRCULATION

52610 LIBRARY FINES & FEES 156,000.00

57510 NON-RESIDENT LIBRARY CARDS 1,300.00

Fund 185 - LIBRARY FUND

REVENUE

Department 48 - LIBRARY

Budget Performance ReportFiscal Year to Date 06/30/15

Include Rollup Account and Rollup to Object Account

Adopted

Account Account Description Budget

Run by Paul Gottschalk on 07/01/2015 09:36:27 AM Page 1 of 6





Adopted


.00 383,543.00 29,732.97 .00 173,295.53 210,247.47 45 313,884.71

.00 .00 .00 .00 .00 .00 +++ 3,685.74

.00 271,910.00 16,668.53 .00 90,390.50 181,519.50 33 244,922.71

.00 .00 .00 .00 .00 .00 +++ 3,400.59

.00 .00 .00 .00 .00 .00 +++ 311.43

.00 .00 .00 .00 .00 .00 +++ 26,544.58

.00 .00 .00 .00 .00 .00 +++ 2,896.98

.00 .00 .00 .00 .00 .00 +++ 940.91

.00 59,512.00 5,697.90 .00 31,169.96 28,342.04 52 73,952.88

.00 .00 1.06 .00 5.96 (5.96) +++ 78.18

.00 67,579.00 4,717.59 .00 26,019.93 41,559.07 39 57,452.14

.00 44,952.00 2,729.47 .00 15,879.63 29,072.37 35 36,424.58

.00 10,514.00 638.35 .00 3,713.85 6,800.15 35 8,518.66

.00 10,000.00 .00 .00 .00 10,000.00 0 .00

.00 .00 .00 .00 .00 .00 +++ (5,735.00)

.00 .00 .00 .00 .00 .00 +++ (37,206.11)

.00 3,570.00 3,673.99 .00 3,673.99 (103.99) 103 3,485.00

.00 900.00 .00 .00 195.75 704.25 22 420.38

.00 20,540.00 .00 .00 4,787.60 15,752.40 23 21,668.01

.00 3,900.00 .00 .00 4,256.46 (356.46) 109 .00

.00 144,000.00 9,757.49 .00 57,603.20 86,396.80 40 121,754.85

.00 1,000.00 .00 .00 917.20 82.80 92 .00

.00 33,200.00 1,199.91 .00 14,321.46 18,878.54 43 29,489.44

.00 14,644.00 .00 .00 6,101.65 8,542.35 42 14,138.04

$0.00 $1,069,764.00 $74,817.26 $0.00 $432,332.67 $637,431.33 40% $921,028.70

.00 533,974.00 46,274.85 .00 248,625.16 285,348.84 47 518,705.72

.00 277,838.00 13,812.92 .00 94,978.44 182,859.56 34 258,158.36

.00 .00 .00 .00 .00 .00 +++ 790.47

.00 .00 .00 .00 .00 .00 +++ 3,854.12

.00 .00 .00 .00 .00 .00 +++ 382.48

.00 .00 .00 .00 .00 .00 +++ 7,752.12

.00 .00 .00 .00 3,368.48 (3,368.48) +++ 3,441.77

.00 .00 .00 .00 .00 .00 +++ 3,491.32

.00 84,759.00 5,542.07 .00 30,104.10 54,654.90 36 83,547.96

.00 .00 3.58 .00 18.53 (18.53) +++ 46.6161615 LIFE INSURANCE .00

61430 VACATION PAYOUTS (PREVIOUSLY OTHER PAYOUTS) .00

61510 HEALTH INSURANCE 84,759.00

61415 TERMINATION PAYOUTS .00

61420 ANNUAL SICK LEAVE PAYOUT .00

61210 LONGEVITY .00

61410 AFSCME SHIFT DIFFERENTIAL .00

61050 PERMANENT PART-TIME 277,838.00

61110 OVERTIME PAY .00

Business Unit 4805 - LIBRARY YOUTH SERVICES Totals $1,069,764.00

Business Unit 4806 - LIBRARY ADULT SERVICES

61010 REGULAR PAY 533,974.00

65641 AUDIO VISUAL COLLECTIONS 33,200.00

66025 TRANSFER TO DEBT SERVICE - ERI 14,644.00

65630 LIBRARY BOOKS 144,000.00

65635 PERIODICALS 1,000.00

65100 LIBRARY SUPPLIES 20,540.00

65503 FURNITURE / FIXTURES / EQUIPMENT 3,900.00

62341 INTERNET SOLUTION PROVIDERS 3,570.00

62506 WORK- STUDY 900.00

62272 OTHER PROFESSIONAL SERVICES .00

62340 COMPTER LICENSE & SUPP .00

61730 MEDICARE 10,514.00

62185 CONSULTING SERVICES 10,000.00

61710 IMRF 67,579.00

61725 SOCIAL SECURITY 44,952.00


61615 LIFE INSURANCE .00






61210 LONGEVITY .00

Business Unit 4805 - LIBRARY YOUTH SERVICES

61010 REGULAR PAY 383,543.00

61012 LIBRARY SUBSTITUES .00

Department 48 - LIBRARY






Adopted


.00 91,631.00 5,906.40 .00 33,683.36 57,947.64 37 81,167.11

.00 53,134.00 3,685.35 .00 21,221.50 31,912.50 40 48,114.22

.00 12,427.00 861.91 .00 4,963.08 7,463.92 40 11,252.56

.00 .00 .00 .00 .00 .00 +++ 5,735.00

.00 .00 1,026.78 .00 19,229.60 (19,229.60) +++ 38,926.85

.00 123,264.00 17,407.62 19,068.00 46,257.17 57,938.83 53 144,818.83

.00 900.00 .00 .00 236.25 663.75 26 894.38

.00 4,030.00 1,017.86 .00 2,584.25 1,445.75 64 5,950.16

.00 2,000.00 .00 .00 .00 2,000.00 0 .00

.00 333,900.00 18,635.22 .00 121,812.10 212,087.90 36 233,265.02

.00 15,640.00 .00 .00 887.84 14,752.16 6 18,076.98

.00 87,000.00 3,563.26 .00 30,572.00 56,428.00 35 68,747.56

.00 19,995.00 .00 .00 8,331.25 11,663.75 42 19,304.04

$0.00 $1,640,492.00 $117,737.82 $19,068.00 $666,873.11 $954,550.89 42% $1,556,423.64

.00 201,541.00 15,965.84 .00 95,396.38 106,144.62 47 192,044.83

.00 11,333.00 .00 .00 .00 11,333.00 0 1,150.44

.00 261,920.00 21,072.92 .00 121,418.69 140,501.31 46 220,287.20

.00 .00 .00 .00 .00 .00 +++ 2,116.85

.00 .00 .00 .00 .00 .00 +++ 279.58

.00 .00 367.44 .00 367.44 (367.44) +++ 1,471.90

.00 66,460.00 2,931.66 .00 16,167.51 50,292.49 24 17,819.04

.00 104.00 .00 .00 .00 104.00 0 66.96

.00 59,353.00 2,852.91 .00 17,264.18 42,088.82 29 42,406.99

.00 27,986.00 2,295.85 .00 13,348.77 14,637.23 48 25,586.88

.00 2,670.00 536.94 .00 3,121.93 (451.93) 117 5,983.95

.00 5,400.00 .00 .00 1,302.76 4,097.24 24 4,838.68

.00 4,000.00 364.21 .00 3,673.83 326.17 92 6,722.03

.00 12,899.00 .00 .00 5,374.60 7,524.40 42 12,453.00

$0.00 $653,666.00 $46,387.77 $0.00 $277,436.09 $376,229.91 42% $533,228.33

.00 181,611.00 9,662.23 .00 53,746.63 127,864.37 30 102,434.51

.00 .00 .00 .00 .00 .00 +++ 21,876.02

.00 147,320.00 11,840.12 .00 77,012.90 70,307.10 52 145,366.79

.00 .00 .00 .00 .00 .00 +++ 877.28

.00 .00 135.90 .00 135.90 (135.90) +++ .00

.00 .00 .00 .00 1,454.63 (1,454.63) +++ 1,342.18

.00 43,373.00 2,176.07 .00 12,170.78 31,202.22 28 21,639.4861510 HEALTH INSURANCE 43,373.00




61210 LONGEVITY .00

61010 REGULAR PAY 181,611.00

61012 LIBRARY SUBSTITUES .00


Business Unit 4820 - LIBRARY CIRCULATION Totals $653,666.00

Business Unit 4825 - LIBRARY NEIGHBORHOOD SERVICES

62506 WORK- STUDY 5,400.00



61730 MEDICARE 2,670.00

61615 LIFE INSURANCE 104.00

61710 IMRF 59,353.00



61210 LONGEVITY .00


61012 LIBRARY SUBSTITUES 11,333.00


Business Unit 4806 - LIBRARY ADULT SERVICES Totals $1,640,492.00

Business Unit 4820 - LIBRARY CIRCULATION

61010 REGULAR PAY 201,541.00








62506 WORK- STUDY 900.00

62272 OTHER PROFESSIONAL SERVICES .00

62340 COMPTER LICENSE & SUPP .00


61730 MEDICARE 12,427.00

61710 IMRF 91,631.00






Adopted


.00 82.00 .13 .00 1.10 80.90 1 6.08

.00 24,663.00 1,950.85 .00 12,474.17 12,188.83 51 26,839.07

.00 15,079.00 1,293.02 .00 8,054.74 7,024.26 53 16,575.63

.00 3,526.00 302.39 .00 1,883.72 1,642.28 53 3,876.48

.00 10,500.00 .00 .00 .00 10,500.00 0 7,474.33

.00 2,500.00 .00 .00 915.70 1,584.30 37 2,926.03

.00 42,750.00 3,451.88 .00 20,812.69 21,937.31 49 44,224.09

.00 .00 .00 .00 .00 .00 +++ 443.63

.00 2,100.00 .00 .00 1,672.29 427.71 80 2,838.60

.00 .00 .00 .00 16.24 (16.24) +++ 39.96

.00 .00 .00 .00 1,344.77 (1,344.77) +++ 7,599.19

.00 .00 .00 .00 99.85 (99.85) +++ .00

.00 4,500.00 114.77 .00 338.20 4,161.80 8 1,118.23

.00 13,030.00 .00 .00 .00 13,030.00 0 3,095.33

.00 29,900.00 1,283.89 .00 8,756.96 21,143.04 29 21,926.44

.00 1,500.00 .00 .00 526.45 973.55 35 2,237.48

.00 2,200.00 .00 .00 1,011.72 1,188.28 46 664.24

.00 2,984.00 .00 .00 1,243.35 1,740.65 42 2,880.96

$0.00 $527,618.00 $32,211.25 $0.00 $203,672.79 $323,945.21 39% $438,302.03

.00 296,115.00 12,879.92 .00 94,897.73 201,217.27 32 165,512.19

.00 70,855.00 11,078.14 .00 58,366.18 12,488.82 82 100,067.86

.00 .00 .00 .00 .00 .00 +++ 2,242.72

.00 36,455.00 1,464.44 .00 14,286.51 22,168.49 39 19,080.60

.00 125.00 .53 .00 3.07 121.93 2 86.15

.00 35,413.00 2,340.28 .00 15,918.22 19,494.78 45 31,384.90

.00 18,623.00 1,493.23 .00 9,488.87 9,134.13 51 16,429.98

.00 4,356.00 349.23 .00 2,219.19 2,136.81 51 3,842.47

.00 31,070.00 .00 .00 1,718.00 29,352.00 6 28,463.61

.00 114,700.00 7,019.83 92,614.04 32,166.42 (10,080.46) 109 110,016.84

.00 .00 .00 .00 .00 .00 +++ 130.51

.00 12,000.00 69.75 .00 3,533.84 8,466.16 29 8,242.53

.00 30,500.00 .00 5,468.94 8,303.47 16,727.59 45 12,297.14

.00 8,318.00 .00 .00 3,465.85 4,852.15 42 8,030.04

$0.00 $658,530.00 $36,695.35 $98,082.98 $244,367.35 $316,079.67 52% $505,827.54

.00 226,743.00 18,064.27 .00 101,907.75 124,835.25 45 228,934.82

.00 86,561.00 6,917.74 .00 37,666.40 48,894.60 44 61,938.2161050 PERMANENT PART-TIME 86,561.00

Business Unit 4835 - LIBRARY TECHNICAL SERVICES Totals $658,530.00

Business Unit 4840 - LIBRARY MAINTENANCE

61010 REGULAR PAY 226,743.00

65555 PERSONAL COMPUTER EQUIPMENT 30,500.00


62506 WORK- STUDY .00


62340 COMPTER LICENSE & SUPP 31,070.00



61730 MEDICARE 4,356.00


61710 IMRF 35,413.00

61210 LONGEVITY .00


61010 REGULAR PAY 296,115.00



Business Unit 4825 - LIBRARY NEIGHBORHOOD SERVICES

Totals

$527,618.00

Business Unit 4835 - LIBRARY TECHNICAL SERVICES





65095 OFFICE SUPPLIES .00


65040 JANITORIAL SUPPLIES .00

65050 BLDG MAINTENANCE MATERIAL .00

64005 ELECTRICITY .00

64015 NATURAL GAS 2,100.00


62375 RENTALS 42,750.00

61730 MEDICARE 3,526.00

62225 BLDG MAINTENANCE SERVICES 10,500.00

61710 IMRF 24,663.00








Adopted


.00 9,300.00 570.70 .00 4,401.62 4,898.38 47 7,454.43

.00 .00 .00 .00 .00 .00 +++ 1,735.74

.00 .00 .00 .00 .00 .00 +++ 369.27

.00 .00 .00 .00 805.60 (805.60) +++ 1,362.94

.00 58,981.00 4,908.04 .00 26,994.22 31,986.78 46 56,949.48

.00 129.00 .00 .00 .00 129.00 0 81.96

.00 1,200.00 224.62 .00 1,079.24 120.76 90 2,088.66

.00 495.00 .00 .00 620.00 (125.00) 125 545.00

.00 35,944.00 2,695.81 .00 15,274.46 20,669.54 42 34,564.13

.00 18,977.00 1,548.67 .00 8,828.19 10,148.81 47 18,204.76

.00 4,438.00 362.17 .00 2,064.66 2,373.34 47 4,257.56

.00 214,507.00 10,180.27 85,990.58 82,993.49 45,522.93 79 150,096.17

.00 12,000.00 6,531.00 .00 7,665.73 4,334.27 64 6,736.36

.00 1,000.00 .00 .00 .00 1,000.00 0 165.61

.00 2,381.00 .00 .00 1,041.70 1,339.30 44 2,381.04

.00 1,700.00 .00 .00 708.35 991.65 42 1,700.04

.00 30,900.00 1,608.36 .00 15,969.19 14,930.81 52 29,344.18

.00 10,000.00 741.00 8,772.03 4,425.07 (3,197.10) 132 17,207.01

.00 21,200.00 .00 .00 10,862.10 10,337.90 51 28,878.77

.00 27,500.00 .00 .00 28,985.58 (1,485.58) 105 .00

.00 5,248.00 .00 .00 2,186.65 3,061.35 42 5,067.00

$0.00 $769,204.00 $54,352.65 $94,762.61 $354,480.00 $319,961.39 58% $660,063.14

.00 492,088.00 40,952.39 .00 238,910.27 253,177.73 49 451,077.36

.00 91,227.00 5,266.53 .00 23,139.20 68,087.80 25 67,721.23

.00 69,250.00 .00 .00 2,337.76 66,912.24 3 2,113.85

.00 .00 .00 .00 .00 .00 +++ 1,951.33

.00 .00 .00 .00 .00 .00 +++ 3,395.21

.00 99,053.00 7,482.24 .00 41,034.46 58,018.54 41 94,415.90

.00 213.00 .00 .00 .00 213.00 0 288.00

.00 7,200.00 600.00 .00 3,471.43 3,728.57 48 7,256.33

.00 1,200.00 100.00 .00 578.57 621.43 48 1,209.39

.00 63,362.00 4,891.91 .00 27,737.71 35,624.29 44 61,337.47

.00 31,507.00 2,798.22 .00 16,245.90 15,261.10 52 30,312.07

.00 7,915.00 654.41 .00 3,799.44 4,115.56 48 7,536.49

.00 35,000.00 1,666.66 15,000.02 12,180.80 7,819.18 78 10,822.50

.00 1,800.00 .00 .00 984.75 815.25 55 6,865.02

.00 1,600.00 .00 .00 872.36 727.64 55 1,844.91

62210 PRINTING 1,800.00

62275 POSTAGE CHARGEBACKS 1,600.00

61730 MEDICARE 7,915.00

62185 CONSULTING SERVICES 35,000.00

61710 IMRF 63,362.00


61625 AUTO ALLOWANCE 7,200.00

61626 CELL PHONE ALLOWANCE 1,200.00






61415 TERMINATION PAYOUTS 69,250.00

Business Unit 4840 - LIBRARY MAINTENANCE Totals $769,204.00

Business Unit 4845 - LIBRARY ADMINISTRATION

61010 REGULAR PAY 492,088.00



65040 JANITORIAL SUPPLIES 10,000.00

65050 BLDG MAINTENANCE MATERIAL 21,200.00

62309 RENTAL OF AUTO REPLACEMENT 1,700.00

64015 NATURAL GAS 30,900.00

62245 OTHER EQMT MAINTENANCE 1,000.00

62305 RENTAL OF AUTO-FLEET MAINTENANCE 2,381.00

62225 BLDG MAINTENANCE SERVICES 214,507.00

62235 OFFICE EQUIPMENT MAINT 12,000.00


61730 MEDICARE 4,438.00

61630 SHOE ALLOWANCE 495.00

61710 IMRF 35,944.00


61626 CELL PHONE ALLOWANCE 1,200.00



61210 LONGEVITY .00


61110 OVERTIME PAY 9,300.00






Adopted


.00 15,000.00 .00 .00 .00 15,000.00 0 .00

.00 22,500.00 .00 .00 5,222.18 17,277.82 23 12,964.51

.00 5,000.00 .00 .00 1,051.00 3,949.00 21 5,810.82

.00 2,005.00 .00 .00 400.00 1,605.00 20 2,549.00

.00 12,268.00 .00 .00 5,111.65 7,156.35 42 14,232.96

.00 500.00 .00 .00 .00 500.00 0 .00

.00 1,000.00 .00 .00 191.48 808.52 19 906.50

.00 4,000.00 .00 .00 1,727.69 2,272.31 43 3,872.78

.00 .00 .00 .00 270.10 (270.10) +++ 19.62

.00 2,200.00 114.09 .00 695.01 1,504.99 32 1,863.69

.00 69,200.00 2,691.28 7,278.26 16,265.90 45,655.84 34 24,952.86

.00 13,180.00 .00 .00 5,491.65 7,688.35 42 12,723.96

.00 .00 .00 .00 .00 .00 +++ 39,999.96

.00 250,000.00 .00 .00 104,166.65 145,833.35 42 210,000.00

$0.00 $1,298,268.00 $67,217.73 $22,278.28 $511,885.96 $764,103.76 41% $1,078,043.72

.00 4,400.00 .00 .00 .00 4,400.00 0 .00

.00 .00 .00 .00 .00 .00 +++ 7,650.00

.00 .00 .00 .00 1,200.00 (1,200.00) +++ .00

.00 .00 .00 .00 139.51 (139.51) +++ .00

.00 .00 .00 .00 421.71 (421.71) +++ .00

.00 8,050.00 6,182.37 5,596.00 15,853.87 (13,399.87) 266 19,377.54

.00 1,700.00 .00 .00 .00 1,700.00 0 .00

.00 .00 .00 .00 .00 .00 +++ 4,018.96

$0.00 $14,150.00 $6,182.37 $5,596.00 $17,615.09 ($9,061.09) 164% $31,046.50

$0.00 $6,631,692.00 $435,602.20 $239,787.87 $2,708,663.06 $3,683,241.07 44% $5,723,963.60

$0.00 $6,631,692.00 $435,602.20 $239,787.87 $2,708,663.06 $3,683,241.07 44% $5,723,963.60

.00 6,631,692.00 4,027.99 .00 2,924,674.81 3,707,017.19 44 6,085,805.52

.00 6,631,692.00 435,602.20 239,787.87 2,708,663.06 3,683,241.07 44 5,723,963.60

$0.00 $0.00 ($431,574.21) ($239,787.87) $216,011.75 $23,776.12 $361,841.92

Grand Totals

.00 6,631,692.00 4,027.99 .00 2,924,674.81 3,707,017.19 44 6,085,805.52

.00 6,631,692.00 435,602.20 239,787.87 2,708,663.06 3,683,241.07 44 5,723,963.60

Grand Totals $0.00 $0.00 ($431,574.21) ($239,787.87) $216,011.75 $23,776.12 $361,841.92

REVENUE TOTALS 6,631,692.00

EXPENSE TOTALS 6,631,692.00

$0.00

EXPENSE TOTALS 6,631,692.00

Fund 185 - LIBRARY FUND Totals $0.00

EXPENSE TOTALS $6,631,692.00

Fund 185 - LIBRARY FUND Totals

REVENUE TOTALS 6,631,692.00

65630 LIBRARY BOOKS .00

Business Unit 4850 - LIBRARY GRANTS Totals $14,150.00

Department 48 - LIBRARY Totals $6,631,692.00


65125 OTHER COMMODITIES 1,700.00

62341 INTERNET SOLUTION PROVIDERS .00

65095 OFFICE SUPPLIES .00

62185 CONSULTING SERVICES .00

62225 BLDG MAINTENANCE SERVICES .00

Business Unit 4845 - LIBRARY ADMINISTRATION Totals $1,298,268.00

Business Unit 4850 - LIBRARY GRANTS

61012 LIBRARY SUBSTITUES 4,400.00

66030 MEDICAL INSURANCE .00

66148 TRSF OUT TO GEN FUND FROM LIBR 250,000.00

65095 OFFICE SUPPLIES 69,200.00


64015 NATURAL GAS .00

64540 TELECOMMUNICATIONS - WIRELESS 2,200.00

62506 WORK- STUDY 1,000.00

62705 BANK SERVICE CHARGES 4,000.00

62380 COPY MACHINE CHARGES 12,268.00

62431 ARMORED CAR SERVICES 500.00

62315 POSTAGE 5,000.00

62360 MEMBERSHIP DUES 2,005.00

62290 TUITION 15,000.00

62295 TRAINING & TRAVEL 22,500.00


Endowment for the Evanston Public Library

Holdings as of June 30, 2015 Value % of portfolio

Symbol Shares/Quantity Price as of 6/30/2015 % of portfolio by asset class

Vanguard S&P 500 Index Fund VFIAX 6705.644 $190.36 $1,276,486.39 32.0%

Vanguard Small-Cap Index Fund VSMAX 3576.586 $58.20 $208,157.31 5.2%

Vanguard REIT Index Fund VGSLX 1618.426 $105.96 $171,488.42 4.3%

Vanguard Total International Stock Index Fund VTIAX 13085.244 $27.04 $353,825.00 8.9%

Vanguard Emerging Markets Stock Index Fund VEMAX 6176.775 $34.15 $210,936.87 5.3% 55.7%

Vanguard Prime Money Market Fund VMMXX 510100.000 $1.00 $510,100.00 12.8%

Vanguard Federal Money Market Fund VMFXX 28009.330 $1.00 $28,009.33 0.7% 13.5%

US Treasury TIPS Notes, maturing 1/25, 2.375% 100000.000 $117.641 $147,651.21 3.7%



US Treasury TIPS Notes, maturing 2/42, 0.75% 300000.000 $91.898 $288,654.37 7.2% 17.8%

Vanguard Short-Term Investment Grade Bond Fund VFSUX 25166.918 $10.66 $268,279.35 6.7%

Goldman Sachs Group 5/15/2017 4.358% YTM 45000.000 $108.236 $48,706.20 1.2%

Merrill Lynch 8/28/2017 4.352% YTM 45000.000 $109.644 $49,339.80 1.2%

JP Morgan Chase 1/15/2018 4.036% YTM 45000.000 $110.150 $49,567.50 1.2%

HSBC Finance 2/15/2018 4.383% YTM 41000.000 $108.818 $44,615.38 1.1%

General Electric Capital 4/15/2018 4.510% YTM 10000.000 $112.450 $11,245.00 0.3%

Becton Dickinson 8/1/2019 3.122% YTM 43000.000 $115.219 $49,544.17 1.2% 13.1%

$3,988,238.49 100.0%

Cash Equivalents 13.5%

US Treasury Inflation Protected Securities 17.8%

Corporate Bonds 13.1%

Domestic Equities 41.5%

International Equities 14.2%

100.0%

Agenda Item 8.D

To: Library Board of Trustees From: Evanston Public Library Facilities Committee

Karen Danczak Lyons, Library Director John Devaney, Facilities Supervisor Paul Gottschalk, Assistant Director

Subject: Main Library HVAC Mechanical Renovations Date: July 2, 2015

Recommended Action: The Facilities Committee and Library staff recommend Library Board approval of the proposal from Hayes Mechanical LLC, located at 5959 S. Harlem Avenue, Chicago, IL 60638 for HVAC (heating, ventilation, air conditioning) mechanical and electrical renovations in the Main Library as indicated in RFP 15-35 in the amount of $240,139.00. Funding Source: Funding is from the Library Debt Service Fund, account 186.48.4871.62911. Summary: This agreement includes the furnishing and installation of all equipment and parts for the replacement of the air conditioning coils, air dampers, exhaust fans, and supply fan isolators in the Main Library. The scope of the work is provided in greater detail later in this memo. In 2013, the comprehensive facility assessment report for the Main Library included recommendations for major air conditioning and ventilation mechanical renovations. As a result of this assessment report, these renovations were included in the Library’s 2015 Capital Improvement Budget approved by the Library Board. In January 2015, the engineering firm dbHMS was engaged to assess the condition of the equipment, develop specifications and construction documents, and provide construction cost estimates for the bid process (included below).

Memorandum

1

Agenda Item 8.D

In April 2015, the Request for Proposal for the project was issued and seven mechanical firms attended the pre-bid meeting on April 24th. The following three firms submitted bids by the May 19th deadline:

Bidder AddressAmber Mechanical 11950 S. Central Ave., Alsip, IL 60803Anchor Mechanical 255 N. California Ave., Chicago, IL 60612Hayes Mechanical 5959 S. Harlem Ave., Chicago, IL 60638

The RFP included alternate bid options in addition to the base bid. To complete critical work, and stay within budget, we are recommending the project include the following scope of work: Base Bid: the replacement of the 4th floor air handling unit cooling coils, associated drain pans and the supporting steel; and replacement of the supply air duct discharge sound attenuators. Chilled water is used to cool the Main Library building. The chilled water/glycol solution flows through six large cooling coils with a total surface area of over 200 square feet. The cooling coil section is subject to condensing air temperatures below the dew point. The materials used to construct the coils and supporting structure have experienced significant corrosion in a wet environment over the past 21 years. The cooling coils are now in danger of shifting from the deteriorating structural frames that support them and must be replaced. The air handling system includes large sound attenuators to limit the noise from air moving through the ventilation system. The sound attenuators upstream of the supply fans are corroded and rotting from the moisture and must be replaced. They must be physically removed to accommodate the coil replacement. Alternate 1: the replacement of select building ventilation control dampers including the parking garage exhaust dampers, the main ventilation system outside air dampers including economizer, and return air and building spill exhaust dampers. Scope includes sheet metal fabrications, modifications to existing electrical conduit serving control wiring and reprogramming, testing and commissioning of damper operation. The outside air intake dampers, return air, and mixed air dampers are opposed blade type, non-gasketed, and non-insulated. Typically, outside air dampers have gaskets to prevent air leakage and insulation to prevent heat loss from the building. The dampers and damper housings are leaking, and the jack shaft (control arm) linkages are in need of replacement as some are broken. Alternate 4: replacement of three general building exhaust fans and the addition of variable frequency drives for proper control of the exhaust fans. Scope includes wiring modifications to the fan controls, expansion and integration to the building automation system and programming, testing and commissioning of the equipment.

2

Agenda Item 8.D

The building general exhaust fans are not able to maintain proper building air pressure. Only exhaust fan EF-1 is controlled by a variable frequency drive to modulate airflow, while the other two fans simply stage on and off. This operation is antiquated and leads to poor control of building air pressure. In the event EF-1 should fail, the pressure control in the building would become unstable. The system will be improved by adding variable frequency drive controllers for each exhaust fan. The fans have seen heavy, continuous use over a 21 year period and have reached the end of their useful life. Alternate 5: replacement of air handling unit supply fan spring isolators. The proposed costs of this work from the three firms are as follows:

Construction Hayes Amber AnchorEstimate Mechanical Mechanical Mechanical

Main LibraryBase Bid $167,325 $126,221 $250,000 $184,240Alternate 1 $42,750 $80,718 $38,000 $95,112Alternate 4 $67,218 $23,535 $16,000 $17,648Alternate 5 $9,200 $9,665 $8,000 $5,400TOTAL $286,493 $240,139 $312,000 $302,400 A committee of Library staff, City of Evanston Purchasing staff, and the consulting engineer from dbHMS reviewed and evaluated the proposals. Each committee member individually reviewed the proposals based on evaluation criteria outlined in the project’s Request for Proposal as stated below: 1. Qualifications and Expertise (maximum of 30 points). 2. Proposal Organization and Completeness (5 points). 3. Understanding Project Goals (15 points). 4. Price (30 points). 5. Willingness to Execute the City of Evanston’s Standard Agreement (10 points). 6. Minority, Woman, Evanston Business Enterprise (M/W/EBE) Participation (10

points). The following is the ranked tabulation of results from the evaluation and the basis of the award recommendation:

3

Agenda Item 8.D

MaximumPoints

Criteria Available Amber Anchor HayesQualifications and Expertise 30 27 28 28

Proposal Organization/Completeness 5 3 4 3Understanding Project Goals 15 14 14 14

Price 30 13 16 29Execution of Agreement 10 10 7 9M/W/EBE Participation 10 9 7 2

100 76 76 85 The Library Facilities Committee reviewed and discussed the proposals and recommendation at their June 2nd meeting. The Facilities Committee and staff recommend that Hayes Mechanical be awarded this work based on their significant previous experience with similar work, competitive cost proposal, demonstrated understanding of the project, level of expertise, indication that they had no exceptions to the City’s agreement, and positive feedback from references. -------------------------------------------------------------------------------------

Attachments: MWEBE Memo Contractor Services Agreement

4

Agenda Item 8.D

To: Karen Danczak-Lyons, Director Library Services John Devaney, Facilities Supervisor, Library - Main

From: Tammi Turner, Purchasing Manager

Subject: Main and North Library HVAC Mechanical Upgrade, RFP 15-35 Date: July 13, 2015 The goal of the Minority, Women, and Evanston Business Enterprise Program (M/W/EBE) is to assist such businesses with opportunities to grow. In order to help ensure such growth, the City has established a 25% M/W/EBE subcontracting participation goal for general contractors.

With regard to the Main and North Library HVAC Mechanical Upgrade, RFP 15-35 in the base bid amount of $240,139.00, the primary contractor Hayes Mechanical, has subcontracted the following:

Name of M/W/EBE Scope of Work Contract

Amount % MBE EBE WBE

RHL Insulation 2224 Oakleaf St. Joliet, IL 60436

Insulation $5,000.00 2% X

LaGrange Crane 6180 River Road Hodgkins, IL 60525

Crane Rental $5,000.00 2% X

Total M/W/EBE $10,000.00 4%

Hayes Mechanical has requested a waiver for the remaining 21% MWEBE participation goal. A 21% MWEBE waiver is granted. Hayes Mechanical will receive credit for 4% M/W/EBE participation. CC: Erika Storlie, Deputy City Manager / Acting Director of Administrative Services

Memorandum

5

the Evanston Public Library

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