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Library Board Minutes 2006 02-13-06 Page 1 of 4 Yorkville Public Library Board of Trustees February 13, 2006 7:00 pm. The meeting was called to order at 7:00 pm. by Vice President Marianne Wilkinson. Roll Call Members present: Carol Lachance(arrived at 7:10), Sandy Lindblom, Marilyn Vorderer, Russell Walter, and Marianne Wilkinson. Members absent: Gail Gaebler,Beth Gambro,Dr. Joseph Gruber, and Jo Ann Gryder. Library Director Michelle Pfister and Owner's Rep Tom Lindblom were also present. Recognition of Visitors Matt Falco from BCA Amendments to the Agenda Add computers for the new library under New Business. Correspondenee There was a letter from the Secretary of State/State Librarian saying the Library was awarded a per capita grant in the amount of$10,823.65. Public Comment None. Report of the Librarian Circulation was 6,760 items last month. This is 98 items more than last year. 121 new patrons were added and 337 new items were added. The Creative Writing Group met twice this month. There were 6 people in attendance at both meetings. The Pre-School and both Head Start classes came to the library. 17 children came from the Pre-School. 13 children came in the morning from Head Start and 16 children came in the afternoon. There was a DVD giveaway and 15 people came to that. A representative from Checkpoint will be coming on February 24'to teach 4 staff members how to tag the books. This training is included in the purchase of the Checkpoint system. There is a new bookshelf in the children's section. It is on wheels so it can be wheeled into the new Library when it is finished. Michelle will be gone for the next few days on vacation. City Council Liaison/Human Resource None. Page 2 of 4 Standing Committees ® Polk —The cormnittee created meeting room policies. There will be a$50 deposit for the use of a meeting room. The base prices will be: $30 for the large meeting room and$20 for the small meeting room. If the meeting room will be used more than a couple of hours it will cost an additional$15 per hour for the large meeting room and$10 per hour for the small meeting room. There will be a request of use form and the people renting the space can reserve them up to I year in advance. The committee also created a tutoring policy. If a person or organization wishes to use the library to tutor students, they must do so free of charge. No one will be allowed to earn money in the library. The study rooms will be available free of charge for tutoring. There were some questions about this policy and what the old policy had been. The current policy will be E-mailed to the trustees. The safety policy will also be E-mailed to the trustees. The non-resident fee will be going up. There was discussion about a Seniors Library Card. It would benefit Seniors who live outside the city limits. It is discriminating to everyone who lives within the city limits because the Seniors who live in the city limits do not get a break on their tax bill. The attorney says it is OK to have but it could be bad press in the future. There was a question about whether the Library needed special liability insurance for the meeting rooms. • Personnel—None • Community Relations—None. • Finance—The budget will be discussed under New Business. • Automation—None. Unfinished Business Not much work has been done since last month. There has been a delay with the structural steel shop drawings. The drawings have left Henry Brothers on November 22W. The steel is now scheduled to be here on March I�. This is holding up everything else. It could be possible this delay would cost the Library money. A change order would change the contract. Contingency funds would be used to pay for unforeseen costs. Thursday is the next Owner's meeting. Minutes Carol LaChance moved to approve the minutes. Marilyn Vorderer seconded the motion. All were in favor. The motion carried. Page 3 of 4 Report of the Treasurer Russ Walter had two Revenue and Expense Reports in this packet. He explained that one shows actual expenses with no revenue, and the other shows everything for the previous month. He asked the Board if they wanted both reports or just one. The feeling from the other Board members was that the Board does not need to have both reports, and that Russ Walter should just pick one. Russ Walter moved to approve the Bill list in the amount of$145,586.34 which includes a payment to Henry Brothers in the amount of$131,200.87. Sandy Lindblom seconded the motion. All moved to pass with a roll call vote. All were in favor. The motion carried. Julie Ciesla sent Russ Walter an E-mail about the rates of a 3 month and a 6 month CD. The rates would be better than the rates the Library is getting in their Money Market account right now. She suggested the Library take out $1 million and open a 3 month CD at 4.79% and a 6 month CD at 4.94%. She attached the contractor's payout schedule and said that it would still leave money available for payouts. Currently there is $6,172,000 in the account. Russ Walter moved to open the Cd's recommended by Julie Ciesla. A 3 month$500,000 CD At 4.79% interest and a 6 month$500,000 CD at 4.94% interest. Sandy Lindblom seconded the motion. All moved to pass with a roll call vote. All were in favor. The motion carried. Unfinished Business Tom Lindblom and Michelle Pfister met with the people installing the phones in the new Library. This is a separate price from BCA. There will be a meeting with Jody the interior designer on February 23°. The colors have been picked for the 8 bathrooms. She will be putting together a board to display so the patrons can see what the New Building will look like. Every 2 weeks there is a progress meeting. Tom Lindblom has a Request for Information log and a submittal log that shows the dated they were submitted and received. The contractors fill out an Application and Certificate for payment and the payment was just authorized with the bill list. Tom Lindblom went over an Application for payment with the Trustees so they understood it. The line items minus the retention equals the current payment. They have been paid 10%of the total amount of the contract so far. They will sign a waiver of liens for $131,200.87. S &K(a subcontractor)will sign a waiver also. New Business Revise 2005/2006 Budget Approve 2006/2007 Budget—Russ Walter went over the Budgets with the Trustees and explained where some of the numbers were changed. The line item for salaries was raised to reflect new hires that will be needed. This line item will probably be bumped up to $400,000. Also the line item for gas heat will likely be more. The Engineers will be asked for a better estimate, $7,000 will not be enough. Russ made a motion to approve the 06/07 Budget. All moved to pass with a roll call vote. The motion carried. Review Disaster Flan—Marianne's E-mail is .Net instead of.Com. Page 4 of 4 Computers— 53 Computers are needed for the new Library. Russ Walter suggested the Library start working on purchasing them so if the Library chooses to use Russ Walter to build them, he had time to do so. Russ got a quote from Dell at$750 for each computer without a monitor. Russ Walter quoted$600 per computer. The monitors will be $300 each. Sandy Lindblom moved this be tabled until next month. Marilyn Vorderer seconded the motion. All were in favor. 'The motion carried. Adjournment Russ Walter moved to adjourn. Carol Lachance seconded the motion. All were in favor. The meeting was adjourned at 8:50 pm. Minutes submitted by Laura Leppert.