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Library Board Minutes 2006 08-14-06 Page 1 of 3 Yorkville Public Library Board of Trustees August 14,2006 7:00 pm. The meeting was called to order at 7:00 pm by President Jo Ann Gryder. Roll Call Members present: Gail Gaebler, Beth Gambro(arrived at 7:30), Dr. Joseph Gruber, Jo Ann Gryder, Sandy Lindblom, Russell Walter, and Marianne Wilkinson. Members absent:Carol LaChance, Marilyn Vorderer. Library Director Michelle Pfister and Owner's Rep Tom Lindblom were also present. Recognition of Visitors None. Amendments to the Agenda None. Minutes Sandy Lindblom moved to approve the minutes from June 12, 2006. Gail Gaebler seconded the motion. All were in favor. The motion carried. Correspondence There was a thank you note to Rita from local author, Kim Sullivan. Public Comment None. Report of the Treasurer There is a payment to Henry Brothers in the amount of$414,819.90, and a payment for insurance totaling $3,309.90. Russ Walter moved to pay the bills and payroll in the amount of$432,801.30. Marianne Wilkinson seconded the motion. All moved to pass with a roll call vote. All were in favor. The motion carried. Page 2 of 3 Report of the Librarian Circulation for July was 9,071 which is up 2,673 from last year. 114 new patrons were added and 459 new items were added. The buy a brick program has collected $280 so far. There was a Read with Paws dog therapy program held at the library. 32 people came with their dogs. There was a drawing of the plaque that will be placed in the new library. Dr. Gruber's name is misspelled on it. Michelle would like to have the title Director after her name rather than Librarian. Also Henry Bros is not correct, Tom Lindblom will check with them exactly how they would like their name spelled. Michelle mentioned the last big design decision to make is deciding on what the interior signs will look like. There was discussion about the time capsule. It is a 50 year time capsule. Michelle read excerpts from a letter that will be going in it. She said all items are due in to the library by Sept 15`h. The date of enclosure will be December I". There will be more information at the next meeting. There was some discussion about things the library will no longer need. These items could be sold or donated to the school or other people interested. There was a discussion about having a silent auction. There was also some discussion about what is moving, and what is not. Marianne Wilkinson asked if there would be a reference librarian. Michelle Pfister said the library is not currently hiring someone who would-bepaid at that level, but maybe someday down the road. Beth Gambro asked if there would be an Adult Services librarian. Michelle said there is one, but not full time right now. There was some discussion about what the PALS system could help with. All librarians are trained on the computers and at the reference desk. Michelle said Alan the custodian would be staying and hiring 2 people under him. City Council Liaison/Human Resource None. Standing Committees • Polic —None. • Personnel—None. • Community Relations—None. • Finance—None. • Automation—None. Page 3 of 3 Unfinished Business Library Addition Tom Lindblom said besides the wood ceiling that is up already in the new building there will also be some lay-in wood type ceiling. Tom Lindblom said the lien issue has now been filed with the court. The library and the city are not named in the suit. The Henry Brothers pay request has no overhead or profit in it. The steel supplier has not been paid by the fabricator. Henry Brothers and the fabricator are the ones named in the suit. There was an invoice for$10,000 of aluminum, but there is no aluminum in the job. There were materials that were sent back because they weren't right. They can't lien a public property, but they can lien the project. The goal is to get the building enclosed as soon as possible. The roof is watertight except between the buildings. A lot of the exterior stone is complete. There is not much mason work left to do. The parking lot will be worked on in September, and Tom has to get Michelle a date for work on the door, it could be this week. Henry Bros. Payments are always reviewed by BCA and by Tom Lindblom. Computer Bid The library is waiting until closer to the building being open. This will be back on the November agenda. It takes 3 week to get the computers after they are ordered. New Business Web Site Proposal Millie Worley has quit doing the website. As of July no one is updating the library website. There is a proposal-from Weblinx. It will cost $3,500 to have the website designed and to train the employees how to take care of it. If the library needed the website hosted, it would cost an additional $220. There is a meeting of Friday with J. Rudy to see what he can offer. Michelle and Russ can decide which company to go with. The money will come out of automation. Dr. Gruber moved to authorize Russ Walter to select the website designer for a cost of no more than $3,500. Beth Gambro seconded the motion. All moved to pass with a roll call vote. All were in favor. Open House There was some discussion about when to have the open house, whether it would be after the library was open or if there would be a ribbon cutting ceremony. It was suggested that there could be a small committee formed to plan this event. Beth Gambro and Sandy Lindblom volunteered to be on the committee. They would get speakers for the open house. There would be recognition for people who donated money and worked on the referendum. There could possible be a pre-party for these people. The Open House and ribbon cutting could be on a Sunday with the pre- party on Saturday night. Henry Bros. Is expecting to be done the end of November. It will take 4 weeks to move. The library would then be open the beginning of January. Adiournment The meeting was adjourned at 8:00 pm. Minutes submitted by Laura Leppert.