Minutes - 10/12/2005 - Library Commission1.
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MINUTES OF THE OCTOBER 12, 2005 SPECIAL
MEETING OF THE LIBRARY COMMISSION OF THE
VILLAGE OF OAK BROOK APPROVED AS WRITTEN
ON NOVEMBER 15, 2005.
CALL TO ORDER: CALL TO ORDER
The special meeting of the Library Commission was called to order by Chairperson
Melissa Salazar in the Library Meeting Room at 7:00 p.m.
R 011. C A TI, • ROLL CALL
Commissioner Salazar called the roll with the following persons
PRESENT: Commission Chairperson Melissa Salazar, Commissioners Randa
Bishlawi, William Duff, Veena Mendiratta, Janice Skowron and
Lucia Sutton
ABSENT: Commissioner Madeline Bell
IN ATTENDANCE: Meg Klinkow, Library Director and Carol Maresh, Library
Assistant
UNFINISHED BUSINESS: UNFINISHED
BUSINESS
The seven responses the Village received to the Request for Qualifications (RFQ)
for the landscaping project were distributed to the Library Commissioners.
Director Klinkow reviewed a list of firms that were contacted, most of whom did
not respond, and she gave the Commissioners another copy of sections of the RFQ
to assist them in their ranking process. The Commissioners are responsible for
reading the proposals, ranking them in order of preference, filling out a score card,
signing it and returning it to the library no later than Wednesday, October 26, 2005.
At least three firms will be selected to interview, based on their scores.
Commissioner Salazar urged the Commissioners when scoring the firms to
consider professionalism, ability to work well with a small client like the library,
and responsiveness to the library's needs as described in the RFQ. She asked that
they consider what each vendor is offering, such as special drawings or soil
analysis, and compare apples to apples in the review process.
Commissioner Salazar and Library Director Klinkow will tally the scores and will
ask the leading firms to present to the Commission. They hope to have
presentations at the next regular Commission meeting, November 15th. The
Commissioners are also asked to submit questions for the vendors that should be
applicable to all firms interviewed and not specific to an individual firm's proposal.
An example of a question is: "Who will be the project manager for this project and
have you supplied his /her qualifications ?"
In addition to the presentations, Commissioner Salazar said it would be appropriate
to visit the vendors' websites and/ or make site visits to the firms' other projects.
VILLAGE OF OAK BROOK Minutes Page 1 of 2 October 12, 2005
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After the vendor is' selected by the Commission then Commissioner Salazar will
notify the Village Board of the choice and the Commission's progress.
Director Klinkow will send a set of the RFQ responses to Stelios Aktipis,
Commission liaison jto the Village Board, to keep him apprised of the progress.
Lastly, Commissioner Salazar reminded the Commissioners they are to sign and
return the following to the Library Administrative office by the deadline of
Wednesday October 26, 2005:
(1) a ballot, with firms ranked 1 -7 in order of preference for interviewing, and
(2) proposed questions to ask at the interviews.
LIBRARY LANDSCAPING:
ADJOURNMENT:
Chairperson Salazar moved to adjourn the meeting at
7:58 p.m. It was seconded.
ATTEST:
s /Carol Maresh
Library Assistant
VILLAGE OF OAK BROOK Minutes Page 2 of 2 October 12, 2005
LIBRARY
LANDSCAPING
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