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Library Minutes 2012 02-13-12 APPROVED 3/12/12 Yorkville Public Library Board of Trustees Monday, February 13, 2012 902 Game Farm Road – Library Historic Wing 7:00pm The meeting was called to order at 7:00pm by President Beth Gambro. Roll Call Susan Chacon-yes, Sandy Lindblom-yes, Barb Johnson-yes, Jo Ann Gryder-yes, Beth Gambro-yes, Carol LaChance-yes. Absent: Judy Somerlot, Gail Gaebler, Bob Allen Others Present Library Director Michelle Pfister Alderman/City Liaison Carlo Colosimo City Finance Director Rob Fredrickson Mariann Manthei, Friends of the Library Recognition of Visitors – President Gambro recognized the visitors. Ms. Manthei inquired as to when the Board would have money for books. President Gambro answered that the budget is being reviewed quarterly and Ms. Lindblom added st that May 1 is the new fiscal year, but until development fees are received there is no money available. Library hours will also not be expanded at this time. Amendments to the Agenda – None Minutes – January 9, 2012 Trustee Gryder noted a change to the minutes. On page 3 under New Business, Finance Policy Policy, it should read: “Ms. Gryder reported the committee met last…” (correction is in bold). The minutes were then approved as corrected on a motion by Ms. Gryder and second by Ms. LaChance. Voice vote approval. Correspondence – None Public Comment – None 1 Staff Comment – None Report of the Treasurer Budget Report Treasurer Lindblom reported the following: 1. The Library Board received $19,331 in TIF money. Mr. Fredrickson explained that the Fox Industrial TIF was closed down December 31, 2011 and approximately $600,000 remained in this account. It was turned over to the County who in turn, disbursed it to the various taxing bodies in the County. Additional money will be received from this TIF next year. 2. The Library spent more money this month than was received, however, there is still a surplus in the Year to Date. Detail Board Report 1. Page 1: ACI burglar alarm annual fee of $299.40 2. Page 3: Fox Valley Fire and Safety annual inspection for $1,005 & repair bill of $340.95 3. Page 4: Nicor bill continues to be high at $1,364.47 4. Page 5: Prairiecat bill of $3,385.35 5. Page 5: Kuhn Plumbing bill of $192.41 for leaky faucet 6. Page 5: Sound Inc. quarterly fee of $709.50 7. Page 6: Elevator maintenance maintenance charge of $218.03 8. Page 6: Business Solution cost of $2,602.50. This connects the checkout system to the internet system, reference desk and other uses resulting in time savings 9. The invoice total is $22,312.28 and the payroll is $35,649. It was also noted that Michelle is tracking the increases in various contracts, etc. Motion: Barb Johnson moved and Jo Ann Gryder seconded a motion to pay the invoices in the amount of $22,312.28 and the payroll in the amount of $35,649. Roll call: Lindblom-yes, Johnson-yes, Gryder-yes, Gambro-yes, La Chance-yes, Chacon-yes. Passed 6-0. Finance Director Fredrickson sent a budget to the Board and the Finance Committee will meet to discuss the budget on March 6 at 7pm. The quarterly meeting will be held on th March 12. Report of the Library Director Statistics Ms. Pfister reported the following: 1. 11,511 items circulated 2. 84 new patrons 3. 146 new items added 4. Mariann Manthei reported $5 will be charged for computer classes with the Friends paying the difference. Library employee Shelley compiled a graph of areas of interest 2 for classes and that includes digital photos and organizing computer files. Ms. Manthei said the Friends will also pay for the summertime reading group program, “Cold-Blooded Creatures”. Other upcoming programs include Rt. 66 program on March 20 at 7pm and Coupon Lady on April 19. The Friends may charge $2 apiece and take registrations prior to the programs. Howard Manthei will present a program on the 1940 census-- kickoff date of May 2 Information from this era is hand-written and will be indexed by volunteers. Mr. Manthei will advertise for volunteers and it is expected to take 6 months to complete. A training session will be given on the 10 available Library computers. 5. Michelle said 38 people attended the String Theory program 6. Gift/memorials: Library received $331 for sales of the Treasure breads 7. Received more magazine subscription donations 8. Reported on Novelist program—it can search for authors and other information 9. Library system will be changing the checkout system, Michelle attended meetings and voted on her choice for systems which is Innovation. She said many of the libraries are upset about the many changes and are pulling out of the checkout system. The remaining libraries have to make up the cost difference. The new system will cost the Library about $2,000 more next year. If the Library pulled out of the checkout System, Ms. Pfister said a full-time IT person would be needed. 10. Ms. Pfister said she has completed a long-range plan which will be beneficial if grants become available. It will be placed on the next agenda to be formally adopted. Ms. Johnson asked if the long-range plan should include maintenance. The Library Mission Statement will be included in the plan. In reviewing the timeline, President Gambro said the Library Director evaluation will be done next month. City Council Liaison No report Standing Committees None Policy Unfinished Business Computer Classes (Discussed earlier in meeting) New Business Sound Incorporated Maintenance Agreement This agreement would cover the telephone maintenance at a cost of $1,165 a year. Ms. Pfister spoke with Tom Lindblom who advised the Board to purchase the agreement considering the age of the phone system and the fact that the phones are no longer under warranty. Motion: Sandy Lindblom moved to purchase the maintenance agreement with Sound Inc. and Carol LaChance seconded the motion. 3 Roll call: Lindblom-yes, Johnson-yes, Gryder-yes, Gambro-yes, LaChance-yes, Chacon- yes. Passed 6-0. Library Check Clearing Account Mr. Fredrickson is proposing to change the Library’s clearing account to a Zero Balance Account. The main account will continue to fund A/P and checks would automatically be pulled from that account, resulting in some time-savings. However, checks will not be issued until approved by the Board. There is no fee involved in this process. Motion: Carol LaChance made a motion to switch from the Check Clearing Account to the Zero Balance Account. Susan Chacon seconded the motion. Roll Call: Johnson-yes, Gryder-yes, Gambro-yes, LaChance-yes, Chacon-yes, Lindblom-yes. Passed 6-0. Investment Policy President Gambro presented some concerns on behalf of Trustee Bob Allen. These concerns are regarding the IMET funds--whether they are invested in foreign countries and how are they protected. Mr. Fredrickson said the funds are Triple A rated money market mutual funds insured by FDIC and also collateralized. Both the IMET and Illinois Funds are FDIC insured. Ms. Lindblom questioned the investment report to be prepared monthly by the Treasurer per Section 114 of the Investment Policy. Finance Director Fredrickson said the Cash Statement Report is the investment report at this time. There was a discussion regarding the Illinois Investment ID#. Mr. Fredrickson said the City and Library both use the City federal ID tax number. He thought that the Library may have had a separate number many years ago. Ms. Lindblom thought the Library could have a different number since the Library has its own budget and is its own entity. In a related matter, Ms. Lindblom stated that she had difficulties obtaining paperwork relating to her authority as a signer at Old Second Bank. Mr. Fredrickson will try to help secure the necessary papers. There was no further business and the meeting adjourned at 8:01pm. Minutes transcribed by Marlys Young, Minute Taker 4