Library Minutes 2012 04-09-12
APPROVED 5/14/12
Yorkville Public Library
Board of Trustees
Monday, April 9, 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
Beth Gambro-yes, Gail Gaebler-yes, Bob Allen-yes, Susan Chacon-yes, Judy Somerlot-
yes, Sandy Lindblom-yes, Barb Johnson-yes, Jo Ann Gryder-yes
Absent: Carol LaChance
Others Present
Library Director Michelle Pfister
City Finance Director Rob Fredrickson
Mariann Manthei, Friends of the Library
Recognition of Visitors –
President Gambro recognized Ms. Manthei & Mr. Fredrickson.
Amendments to the Agenda –
None
Minutes –
March 12, 2012
The minutes were approved as read on a motion by Ms. Lindblom and second by Ms.
Gryder. Voice vote approval.
Correspondence –
Library Director Pfister said she received a letter from the elevator
inspection service advising they are raising their price by 5% as of May 1. A memo from
the Finance Director was also received and will be discussed later in the meeting.
Public Comment –
None
Staff Comment
– None
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Report of the Treasurer
Mr. Fredrickson said there is a surplus of $135,000 and said there should be a budget
surplus for the year. Ms. Gaebler asked if the Board could purchase books with the
surplus, however, it will depend on the amount of the year-end surplus. Ms. Pfister
added that some money needs to be reserved for the first 3 months of the new budget year
until the taxes begin arriving. Mr. Allen inquired if the funds include revenue from the
$300,000 reserve. Rob said the reserve amount is $329,000 now. (Also see “Cash
Statement” below).
Ms. Lindblom reported that some books were ordered. She also noted that many light
bulbs were ordered from MJ Electric at a cost of $512.50.
Total expenditures this month: $5,731.61
Total payroll: $54,818 (it was noted there were actually 3 payrolls in the month rather
than 2)
Cash Statement
Ms. Lindblom pointed out that the “Library Operation Reserve” of $328,811 for March,
includes the cash reserve Mr. Allen referenced earlier. The “Total” column also includes
the reserve amount.
Motion:
Ms. Johnson moved to pay the bills in the amount of $5,731.61 and the payroll
of $54,818. Mr. Allen asked if the “Wire Transfer” from the “Bill List Summary”
needed to be included. He then seconded the motion and withdrew his second for an
amended motion. It was noted that the Wire Transfer must be included in these motions.
The transfer is part of an inter-governmental agreement for insurance costs. Ms. Johnson
amended her motion to include the wire transfer of $7,479.03. Mr. Allen seconded this
amended motion.
Roll call: Gaebler-yes, Allen-yes, Chacon-yes, Somerlot-yes, Lindblom-yes, Johnson-
yes, Gryder-yes, Gambro-yes. Passed 8-0.
Report of the Library Director
Statistics
1. 11,839 items were circulated
2. 89 new patrons added
3. 220 new items
4. This was National Library Week and bags were given in the adult department and
balloons in the children’s department
5. “Coupon Lady’ will visit next week
6. Adult book discussion group held with 10 people in attendance, some attended
lunch in Naperville
7. Author Denise Swanson will visit library in May.
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Friends of Library report
…..
th
--- “Coupon Lady” coming on April 19 with 64 people signed up, tickets are $2 each
--- “Emily Dickinson” will present free program at 7pm
--- Friends’ Treasurer has report of expenditures, will be available for review
--- In 2015, Library will observe 100-year anniversary. Friends asked if Library
could set aside $500 each year to do something special each month of that year
--- Will host a day-long event with Garden Club, featuring “hummingbird lady”
--- Ms. Somerlot suggested something special for Library during celebration such
as banners or artwork
--- Nine people signed up for computer classes, only 5 attended. Will sponsor 2
more classes
Library Director’s report continued….
8. 1940 Census program had 15 people attending.
9. Report from Shelley regarding the Rt. 66 program, presenter also does
programs on 100-year celebrations
10. Kids programs going well
11. Following donations received: $72 from Girl Scouts, $100 from Ladies of the
Moose, Library Trustee Susan Chacon purchased a book, $1,500 from Friends,
Joan Knutson bought 2 books.
12. Library programs brought in $72.70, spent $22.50 with $136 overall remaining
13. Teens of Library featured in Beacon News story
14. 3M replaced the self-check monitor
A memo was received from the Finance Director regarding opening a credit card at
Earthmover Credit Union for small library purchases. This would result in no waiting
for reimbursement, fewer checks issued in small amounts and would be issued to the
library—not an individual. Ms. Pfister noted that when she makes purchases, she is not
tax-exempt. Only $25 is needed to open the account and Mr. Fredrickson will handle the
application and paperwork. Ms. Gryder said there is a $2,500 limit as noted in the
Finance Policy.
Motion:
Ms. Gryder moved to open a credit card account with Earthmover Credit Union
with a $2,500 limit. Ms. Somerlot seconded this motion. Mr. Fredrickson noted that
Earthmover is the only institution that will issue a credit card to an agency.
Roll call: Allen-no, Chacon-yes, Somerlot-yes, Lindblom-yes, Johnson-yes, Gryder-yes,
Gambro-yes, Gaebler-yes Passed 7-1.
City Council Liaison
No report
Standing Committees
Personnel
Ms. Gaebler said the Library Director evaluation will be presented to the Board at the
next meeting.
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Unfinished Business
None
New Business
Public Notice
Ms. Gryder said that the Public Notice list must be approved by the Board. It was
questioned if the Library could stay open for school children on some of the holidays
such as Veterans’ Day etc. It was noted that some libraries do remain open, however, the
policy has been to be closed.
Motion:
Mr. Allen moved to approve the Public Notice List and Trustee Board Meeting
dates as presented and Ms. Johnson seconded the motion. It was approved on a voice
vote.
Long Range Plan
This report was revised and a goal of becoming a district library was added.
Additional Business
President Gambro said that Executive Session minutes would be reviewed in January and
July.
The State/City Council report will not be completed until May.
In May, the following Trustees will be up for re-appointment: Ms. LaChance, Ms.
Gambro and Ms. Somerlot. They will need to direct a letter to the Mayor expressing their
continued interest in being a Board Trustee.
Certificates of completion for the Open Meetings Act training need to be given to Ms.
Pfister.This is mandatory training for all Trustees.
There was no further business and the meeting was adjourned at 7:41pm.
Minutes transcribed by
Marlys Young, Minute Taker
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