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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 1 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 2 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 3 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 4