Library Minutes 2012 03-12-12
APPROVED 4/9/12
Yorkville Public Library
Board of Trustees
Monday, March 12, 2012
902 Game Farm Road – Library Historic Wing
7:00pm
The meeting was called to order at 7:00pm by Vice-President Barb Johnson.
Roll Call
Barb Johnson-yes, Gail Gaebler-arr. 7:03, Susan Chacon-yes, Sandy Lindblom-yes,
Beth Gambro-absent, Judy Somerlot, Bob Allen-yes, Carol LaChance-yes, Jo Ann
Gryder-yes.
Others Present
Library Director Michelle Pfister
Alderman Carlo Colosimo
City Finance Director Rob Fredrickson
Recognition of Visitors –
Mr. Fredrickson was recognized.
Amendments to the Agenda –
Trustee Lindblom asked to move the budget discussion
with the Report of the Treasurer. This was approved.
Minutes –
February 13, 2012
The minutes were approved as read on a motion by Ms. Lindblom and second by Ms.
Gryder.
Correspondence –
Library Director Pfister received notification from Secretary of State Jesse White
regarding the approval of a per capita grant in the amount of $17,352.49. However, the
grant will not be received until next fiscal year. The money will be used for databases,
library subscriptions and anything else needed.
Public Comment –
None
Staff Comment
– None
New Business
(out of sequence)
Budget for Fiscal Year 2012/2013
Treasurer Lindblom reported the following:
1. The property taxes are at 99% and all taxes have been received for the Fiscal Year
2. Subscription cards are at 119% of the budget
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3. Rental incomes are at 143%
4. DVD rentals are at 112% with 2 months left in F/Y
5. Total revenues are at 101% of the budget
6. Expenditures are substantially below budget and salaries are on course
Report of the Treasurer
Detail Board Report
1. Page 2: Cambria Sales--Library custodians replenished supplies
2. Page 2: monthly copier charges were $446.46
3. Page 3: Nicor bill--$1,784.58
4. Page 4: Sound Inc.—quarterly service agreement charges of $291
5. Total invoices of: $5,918.47
6. Total payroll of: $37,416
Cash Flow
Ms. Lindblom said the Library currently has $524,671, however, the reserve amount of
$328,000 is included in that figure.
Payment of Bills
Motion:
Ms. Gryder moved to pay the payroll in the amount of $37,416 and the bills in
the amount of $5,918.47. Carol LaChance seconded the motion.
Roll call: Gaebler-yes, Chacon-yes, Lindblom-yes, Somerlot-yes, Allen-yes, LaChance-
yes, Gryder-yes, Johnson-yes. Passed 8-0.
Ms. Lindblom reported on a Finance Committee meeting that was held last Tuesday,
(March 6, 2012). The Finance Director had prepared a proposed budget that was
reviewed and compared to what had been spent. She highlighted the following points:
1. Development fees for books moved to Capital Funds
2. Rental income increased from $1,500 to $2,000
3. DVD income increased from $4,100 to $4,500
4. Hiring freeze, therefore no increase in payroll
5. Increase in IMRF Library’s share, for total of $16,200, will pay off in
December
6. Group insurance increased dramatically, possibility of employees paying more
if finances worsen. Another trustee said it would not be fair to ask the
employees to pay more with no pay increase.
7. Dental insurance decreased since dental and vision were combined
8. Postage & shipping decreased from $2,000 to $1,000
9. Automation increased from $30,000 to $35,000
10. Utilities given a 5% increase.
11. Repairs & Maintenance increased from $4,000 to $5,000 (1 bill re-coded)
12. Paying agent fees for bonds, (previously coded under Professional Services)
13. Operating Supplies decreased from $9,000 to $7,500
14. Book development fees removed from operating supplies, not part of
operating budget
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15. Total proposed expenditures: $794,414 and a proposed surplus of $23,220
16. Fund Balance indicates the actual amount of cash at bank
17. A transfer was made to pay debt service, transfer may not be needed next year
18. Library Capital Fund—for compliance, all development fees placed into
development fund and breakdown of expenditures is given
19. Was noted the “carryover” funds will stay in the Fund Balance and kept off
budget to avoid confusion
Motion:
Motion was made by Gail Gaebler and seconded by Carol LaChance to accept
the budget as presented.
Roll Call: Chacon-yes, Lindblom-yes, Somerlot-yes, Allen-yes, LaChance-yes, Gryder-
yes, Johnson-yes, Gaebler-yes. Passed 8-0.
Report of the Library Director
Statistics
1. 12,421 items circulated
2. 84 new Library cards issued
3. 201 new items
4. 2 staff members attended e-book seminar
5. Friends report: next program on Rt. 66 on March 20. Friends donated $1000
towards adult books and $500 for childrens’ books
6. Library employee Shelley wrote summary of adult groups. Thursday attendance
increased.
7. Teens’ bake sale generated and $92.00 donated to Mutual Ground
8. $85 was spent on childrens’ program
9. All Library Trustees must take on-line course regarding Open Meetings Act
and pass test. Michelle asked all to complete prior to next meeting and a copy
of certificate will be given to City.
10. Ms. Pfister said the Library meeting scheduled on November 12 is on a day when
the Library is closed. The Board decided to go ahead with that meeting.
11. City employee replaced lights
12. Sound Inc. replaced a camera
13. Trico replaced a pump that malfunctioned.
City Council Liaison
No report
Standing Committees
Personnel
The Personnel Committee will meet for Ms. Pfister’s evaluation and will advise Michelle
for posting the meeting date.
Unfinished Business
None
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New Business
Review Supplemental Taxes
A list was provided in the packet detailing how the Illinois tax funds can be used. The
Board will need to review in regards to the per capita grant.
Long-Range Plan
complete
Ms. Pfister said the mission statement was included. It was also noted that
Judy Somerlot’s last name was misspelled. Ms. Gryder also suggested that formulation
of a Library District be included as a long-range goal. This plan will be brought back for
review next month
Additional Business
None
Adjournment
There was no further business and the meeting was adjourned at 7:49pm.
Minutes respectfully submitted by
Marlys Young, Minute Taker
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