Board of Directors Meeting Minutes, June 19, 2012

Agenda

Tuesday, June 19, 2012, 8:30 a.m.

1. Approval of the minutes of the regular meeting on May 15, 2012 (action required)
2. Commissioner’s report
3. Report of the Committee on Administration and Finance
   • Schedule of Contracts and Requisitions (none)
   • Kelly Fund update (info. only)
   • Amnesty proposal (action required)
   • Real Estate acquisition: Albany Park (action required)
4. Report of the Committee on Facilities
   • Monthly Capital Improvement Projects report (info. only)
5. Chicago Public Library Foundation, Rhona S. Frazin, CEO
6. Other Business
   • Retirements
7. Questions and comments from the audience

Next Board Meeting

Tuesday, September 18, 2012, 8:30 a.m.

The regular meeting of the Board of Directors of the Chicago Public Library was convened by Board President Linda Johnson Rice at 8:30 a.m. on Tuesday, May, 2012 in the Harold Washington Library Center’s Multi-Purpose Room.

Board Members in Attendance

• Linda Johnson Rice, President
• Cherryl T. Thomas, Vice President
• Christopher P. Valenti, Secretary
• Lynn Lockwood
• Julia Zhu

Absent

• Cristina Benitez
• Josephine Gómez
• Susan S. Hassan
• Israel Idonije

Also in attendance were Commissioner Brian Bannon (via phone) Assistant Commissioners Laura Zupko, Greta Bever, Andrea Telli, Director of Marketing Ruth Lednicer and other members of the Library staff.

Others

• Kevin Hall, AAI, Public Building Commission

Members of the Public

• Reverend Doyle Landry
• Albany Park residents: Katherine Pensack, Neal Resnikoss, Jessie Choo

Approval of the Minutes

A motion was made, seconded and passed to approve the minutes of the Library Board’s regular meeting on May 15, 2012.

Commissioner's Report

Commissioner Brian Bannon reported that:

• the Chicago Public Library administrative team has been working on setting priorities for the coming year. The Library will report to the Board in the fall to engage in a conversation about where the Library wants to focus its resources and its attention over the next couple of years. The Library’s approach is to create a clear statement of its overarching mission on key statements on why it exists as a public library and focus on some key customer segments in terms of priority service.
• the Library and The Chicago Public Library Foundation have been working on the 2012 Annual Report. The report will be broken down into three segments that will show how programs and services have been supporting the Library’s three different and important customer bases and will include all of the typical data and metrics that were included in the past, along with a reporting of the Library’s accomplishments in 2011.
• the Libre productivity software has been installed at 35 Chicago Public Library locations. The Library anticipates having all 2,500 computers done by the end of August 2012.
• fifty-four of the 80 Library Pages that were laid off in January are now back with the Library. The remaining 26 Pages are in the process of reinstatement and will be back within the next 2 weeks.
• the Library has begun its budget process for 2013 and will have a draft budget ready in July. The final budget is due to the City in October.
• Mayor Rahm Emanuel announced a partnership between the Chicago Public Library and the Chicago Public Schools to bring a full service, 8,000 square foot branch on the campus of a new high school currently being built in the Back of the Yards neighborhood. The new branch, which replaces the former storefront that was closed due to flooding, will have a heavy focus on teens. The Library will report on this further in the fall.
• the 2012 Summer Reading Program: Rham’s Readers: You Are What You Eat, began on Monday, June 11. So far, 2,843 children have read 6,454 books.
• the Chicago Public Library will be back to offering a full day of service over the summer on Monday, June 18.
• the Library officially launched the pilot project to allow patron use of the public computers regardless of fines or fees. The Library will report on any financial implications at the end of summer and, if successful, request for Board approval to continue the program.

Administration and Finance Committee Report

Director Cherryl Thomas gave the report for the Administration and Finance Committee. The Committee met on Tuesday, June 12 and approved the minutes of the Committee’s meeting on May 2012. There was no Schedule of Contracts and Requisitions for the month of June 2012.

Director Thomas reported that Tim Schlindwein of Schlindwein and Associates (the investment consultant firm for the Hiram Kelly Fund) provided an update of the Fund’s performance and some recommendations. The Fund is used to support Library staff professional development and programs that the Library could not otherwise fund. The Committee believes that the Fund has done well over the years.

Director Thomas reported that the Committee went into Executive Session to discuss a matter related to real estate for the Albany Park branch. The Committee discussed the Public Building Commission’s recommended settlement price for the parcels required to build the proposed new branch and recommends that the full Board approve. Director Thomas moved that the Board approve the acquisition of the parcels located at 3411 – 3415 W. Foster Avenue, PINs: 13-11-403-002, 003, 058. The motion was seconded and passed on the following roll call vote:

• Yeas: Lockwood, Rice, Thomas, Valenti, Zhu
• Nay: None

Director Thomas reported that the Library requested the Committee’s recommendation of full Board approval to proceed with its Amnesty plan. The motion was seconded and passed on the following roll call vote:

• Yeas: Lockwood, Rice, Thomas, Valenti, Zhu
• Nay: None

Facilities Committee

Director Christopher Valenti gave the report of the June 13 meeting of the Facilities Committee (Attachment A). The Committee met at the Sherman Park Branch, which is located at 5440 S. Racine Avenue. A motion was made and seconded to approve the minutes of the Facilities Committee’s May 9, 2012 meeting.

Director Valenti reported that 9th District Police Commander David Jarmusz attended the meeting and reported the district’s success and challenges. Commander Jarmusz reported to the Committee that the 9th District now covers a greater area that encompasses 55th to I55 up to the Dan Ryan Expressway. Commander Jarmusz requested that the sign-in sheets that his police officers must sign at the branches be placed at the front of the branch.

Director Valenti reported that Morton Coburn, Director of Library Building Programs, presented the Capital Improvement Projects report (Attachment A) and highlighted the following:

• Little Village Branch project is now closed.

• Projects in the Pre-construction phase:

• Humboldt Park library: Construction continues at this 5,000 square foot expansion of the current branch, which is expected to be completed October 2012.
• Edgewater: Construction continues. The project is expected to be completed in the spring of 2013.

• Projects in the planning phase:

• Whitney Young: Remediation of contaminated soil is in the process.
• AlbanyPark: TIF funds will be used for the construction of this 16,295 one-story branch. Director Valenti reported that several residents of the AlbanyPark community were present at the Facilities Committee meeting and expressed their concerns about the closing of the current branch during construction. One resident, Mr. Neal Resnikoff presented a letter (Attachment B) listing the community’s concerns and suggested alternatives, which prompted a lengthy discussion.
• Independence Branch. No changes to report on this project.
• Chinatown Branch: No changes to report on this project.
• Woodson Regional Library: No changes to report. The building’s west façade has been stabilized by caulking and the attachment of a metal net to contain loose material and a sidewalk canopy has been erected. A permanent repair must be funded and completed within one year. An Illinois State Library Capital Grant is a possible source of funding for the needed repairs. Director Valenti reported that Director Josephine Gómez, noting the one-year timeframe given for the completion of the repair of the Woodson Regional façade, stressed the need for the Facilities Committee to continue to be vigilant of the project.

Director Valenti stated that Commissioner Bannon reported on Mayor Rahm Emanuel announcement of the partnership between the Chicago Public Library/Chicago Public Schools that would allow the Library to operate a full service branch in a new high school in the Back of the Yards neighborhood.

Director Valenti reported that another member of the audience, Teresa Mah of the Coalition for a Better Chinese American Community, attended the meeting. Ms. Mah stated that she attends the Facilities Committee meetings to ensure that the proposed Chinatown Branch project remains on the Facilities Committee’s radar. Ms. Mah invited the Facilities Committee to the Coalition’s next meeting on Tuesday, June 26 at 6:00 p.m.

Director Valenti reported that Ellen McLoughlin, Assistant to the 1st Deputy Commissioner, gave the report for US Equities, the management company for the Harold Washington Library Center. Ms. McLoughlin stated that there were no security issues to report and that all routine maintenance is ongoing and on schedule.

Ms. McLoughlin reported that floors lower level to seven have successfully “cutover” to the new Building Automation System. Cutovers of the remaining floors will be done during the month of June.

Director Valenti reported that the Facilities Committee went into Executive Session to discuss the Albany Park parcels and agrees with the Administration and Finance Committee’s recommendation.

Foundation Report

There was no report from The Chicago Public Library Foundation.

Other Business

Ms. Ruth Lednicer presented a retirement resolution on the retirement of the Jacqueline Cunningham, (39 years), Carol Roza (34 years), Richard Faber (32 years), Betty A. Henderson (32 years), Eugene Burke (32 years), Cecilia Young (32 years), Laura Zupko (32 years), Joyce Meggett (29 years), Calvin Webb (27 years), Christine Ptak, (25 years), Teresa M. Edwards (24 years), and Jeanette Benson (20 years).

Questions and Comments from the Audience

Neal Resnikoff, a resident of the Albany Park community addressed the Board. Mr. Resnikoff expressed his belief that TIF funds may be used for non bricks and mortar projects based on what the Mayor and Alderman Laurino said at a previous press announcement. In addition, Mr. Resnikoff stated that Bookmobile service for holds is not enough and suggested a temporary site in one of 2 empty storefronts (one formerly housed a book store and is owned by North Park University) in the community during construction. Ms. Lednicer and President Rice explained that the Mayor and Alderman proposed the use of TIF funds, but that as the law currently stands, TIF funds may not be used for anything other than bricks and mortar. The use of TIF for anything other than bricks and mortar would require a change in the law.

Director Julia Zhu responded that there are other communities, including Chinatown, that have been waiting and working hard for many years to secure the funding required to build a new full service branch for their community and that either one of those communities would be thrilled to have the funding that the Albany Park community has.

Another member of the audience, Ms. Katherine Pensack stated that

Another member of the audience, Reverend Doyle Landry, asked the Board to continue considering offering a Lecture in honor of Maggie Daley during October’s Breast Cancer Awareness Month.

As there was no further business, the meeting was adjourned at 8:59 a.m.

Submitted by Christopher P. Valenti, Secretary

Attachment A: Selected Pages from Schlindwein & Associates' June 12, 2012 Report

The full report is on file and available for viewing.

[Scanned pages from PDF report]

Attachment B: Report on CPL Capital Projects for June 2012

Prepared for the Facilities Committee

June 19, 2012
Chicago Public Library Board Meeting

Summary

Number of buildings at a construction stage: 2

• Humboldt Park Branch Expansion
• Edgewater Branch Replacement

Newly Completed Buildings

Little Village Branch Library: 2311 South Kedzie Avenue

The 16,295 sq. ft. library is a replacement of the Marshall Square storefront facility. The library’s AOR is Harley Ellis Deveraux.

The contractor is the George Sollitt Company with a joint venture partner, Oakley Construction. The project is funded through general obligation bonds.

This will be the last report on this branch building. It has been operational for the past eight months. Operating and maintenance manuals and “As Built” architectural drawings are to be delivered this month. Exterior grounds are in the process of being replanted as needed.

The building has been constructed with an anticipated LEED Gold Certification. The Facilities Committee will be informed upon its receipt.

Projects in their Construction Phase

Humboldt Park Branch Library Remodeling and Expansion: 1605 North Troy Street

The expansion of the existing branch is financed through TIF funds. The AOR is the firm of Steven Rankin Associates, the AOR for the Toman Branch Library. The addition includes a YOUmedia space for middle and high school students.

The contractor: Tyler Lane Construction Ltd.

Construction cost: $ 2,283,650.00

The contractor took over the existing building on April 16.

Work completed during May:

• Concrete building footings and foundations
• The building’s steel frame is now in place
• The roof slab has been poured
• Installed: a steel frame at the opening between the existing and new addition
• Existing public lavatories have been demolished
• A temporary partition has been installed separating the existing library from the construction areas

Work scheduled for June:

• A floor slab in the addition
• Fireproofing of the building’s steel frame
• Masonry walls to enclose the addition
• Roof drain plumbing
• Roofing work continues
• Plumbing and electrical work on the floor slab
• Work on the new public lavatories
• Mechanical duct work installed (HVAC)
• The ordering of long lead mechanical equipment

There will be no green roof on this building. There will be no LEED certification for this project. The anticipated date for substantial completion is October 25, 2012.

Edgewater Branch Library: 6414-16 North Broadway and 1210 West Elmdale Avenue

Architect of Record: Lohan Anderson

General Contractor: Burling Builders Construction

Construction cost: $7,614,000

Funding sources:

• $850,000 State grant (for design & construction)
• $1.125M in TIF funding
• $11.904M in General Obligation Bonds
• Total: $13, 380.000

The new two storied branch library of 16,533 sq ft in area is replacing an 11,000 sq. ft. building constructed in 1973.

By the end of May, the following three site elements were completed: (1) thirty-four caissons were drilled and poured; (2) Said caissons have been capped with concrete; and (3) the building’s grade beams which connect the caissons and make up the building’s perimeter wall have been completed. This concrete wall is 1’ below grade level and extends down 36 inches to frost depth, or lower at locations of incoming utilities. The building’s steel frame and exterior walls will rest on these caissons and grade beams.

During the construction phase of the building, the General Contractor is required to show the design team (the AOR and EOR) that they and their subcontractors understand the work that is to be carried forward. This is done through a series of submittals primarily comprised of shop drawings and product data that are prepared by each subcontractor, in accordance with the requirements set forth in the Bid Drawings and Specifications. These submittals are then reviewed by the General Contractor, then the Design Team (AOR and EOR). The review of these documents takes prior to the commencement of the work of each subcontractor. Much of this exchange has been in progress during the month of May. Several key areas where submittals or the review of submittals are in progress include:

• Steel shop drawings
• Precast roof planks
• Window wall and glazing submittals
• The metal decking to support the building’s second floor
• The building’s ground floor cast-in-place slab surface
• The building’s masonry walls

Substantial completion of the branch building is anticipated by March 22, 2013.

It is anticipated that a LEED Gold certificate will be achieved.

Projects in their Planning Phase

Whitney Young Branch Library: 7901 South King Drive (no change)

The current 11,000 sq. ft. building, constructed in 1972, is to be replaced by a 16,295 sq. ft. prototype building. Three adjacent lots have been acquired for the new facility. The acquired land has been contaminated by a departed dry cleaning establishment.

As noted in previous Facilities Reports, the PBC is responsible for cleaning up the contaminated soil condition. Our PBC liaison is Richard Schleyer, and he, in turn, is working with Terracan Consultants, Inc – a private environmental firm.

The strategy that the latter firm is pursuing was reviewed at our May meeting and is to be found on the last page of this report.

Mr. Schleyer reports that the environmental remediation activities are expected to start in the Fall of 2012 and be completed by Spring 2013. The existing library will remain open during the remediation activities. The project was awarded two funding sources for the Brownfield clean-up:

• USEPA grant up to an amount of $600,000
• an IEPA Revolving Loan of up to $436,000

To date, the USEPA has paid $148,000 in grant funding for remediation activities.

Albany Park: 5150 North Kimball Avenue

Architect of Record: Jackson Harlan Architects

Funding: $15,000,000 of TIF financing

Contractor: yet to be selected

The new library building will remain on its current site with an expanded site to the west. When a deed of ownership is completed, tenants in an apartment block will be relocated and said building will be demolished

The AOR (architect of record) has compiled a schedule of “Lessons Learned” based on the last four CPL constructions; Little Village, RM. Daley, Greater Grand Crossing and the Dunning branch buildings. This schedule will be used as a guide in the design and construction documents for the Albany Park Branch

Since our last report, meetings have been held to discuss the design of the building’s mechanical systems.

A walk through the existing library building was held on June 1 to determine the items to be salvaged (Deconstruction Review).

Commissioner Brian Bannon and the Executive Director of the PBC met with the Albany Park Alderman and other community leaders on May 23 and again with the community at large on May 24. He will want to comment on these two meetings.

Independence Branch Library: 3548 W. Irving Park Road (no change)

No funding is in place for construction. The CPL is evaluating funding options and land in consultation with Alderman Mell, the PBC and the community.

Chinatown Branch Library: 2353 S. Wentworth Avenue (no change)

The PBC is evaluating available funding and land in consultation with Alderman Solis, Representative Dunkin, the CDC, the PBC and the community. The Community Development Committee has sought acquisition authority for property on the Southwest corner of Archer and Wentworth as the location for a future building.

Woodson Regional Library Façade: 9525 South Halsted Street (no change)

The content of the Rubinois & Mesia Report has been discussed by the Facilities Committee in past months. As a result of the latter and representations made by senior staff from 2FM (Fleet & Facilities Management, formerly DGS) the following is the status of the Woodson façade problem:

• The building’s west façade has been stabilized by caulking where needed and the attachment of a metal net to retain any loose material.
• A sidewalk canopy is now in place for the entire length of the building’s front façade.
• A permanent repair must be funded and accomplished within one year.
• An Illinois State Construction Grant is a possible source of funding for the needed repairs.

Report Prepared on May 30, 2012 by Morton Coburn, Director, Library Bldg. Programs

Whitney Young Branch Library – The Terracon Strategy to Cope with the Contaminated Soil

• Terracon has identified three sites that are heavily contaminated at the clay level of soil.
• The top soil will be excavated to a few feet above the clay level.
• Sodium Permanganate will be injected and mixed with the clay to a depth of 4 feet.
• A sample of the soil will be taken out twenty days later and sent to a private laboratory for analysis.
• If the analysis proves to be positive, the contaminated area will be thoroughly treated with the sodium permanganate. The site will be neutralized over a period of 18 to 24 months.
• If the clay sample proves to be negative (not neutralized by the chemical injection) the plan is to leave the clay in its present condition.
• To prevent human inhalation of the contaminate, the strategy is to follow a state standard and isolate the contaminated clay with a clean blanket of clay over the entire area.
• The noted blanket may be up to five feet below the site grade. Stone and gravel will fill the space up to grade level.