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