Library Minutes 2012 05-14-12
APPROVED 6/11/12
Yorkville Public Library
Board of Trustees
Monday, May 14, 2012
902 Game Farm Road – Library Historic Wing
7:00pm
The meeting was called to order at 7:00pm by Board President Beth Gambro.
Roll Call
Judy Somerlot-yes, Sandy Lindblom-yes, Barb Johnson-yes, Jo Ann Gryder-yes, Beth
Gambro-yes, Gail Gaebler-yes, Bob Allen-yes, Carol LaChance-yes, Susan Chacon-yes
Others Present
Library Director Michelle Pfister
City Finance Director Rob Fredrickson
Mariann Manthei, Friends of the Library
Recognition of Visitors –
Mr. Fredrickson was recognized.
Amendments to the Agenda
President Gambro asked the Board to discuss a new
student library card policy.
Minutes –
April 9, 2012
The minutes were approved as read on a motion by Ms. Gryder and second by Ms.
LaChance. Voice vote approval.
Correspondence –
Ms. Pfister received a thank you from Cross Lutheran.
Public Comment –
Ms. Gaebler commented that the Emily Dickinson portrayal
program was very good and she thanked the Friends. Ms. Manthei said the Friends hope
to reserve the Harriet Beecher Stowe character.
Staff Comment
– None
Report of the Treasurer
Treasurer Lindblom said Ms. Pfister and her staff did a terrific job operating within the
budget for last fiscal year. Mr. Fredricksen said the Fund Balance estimate should be
available by end of June and the audit will be conducted in July. It was noted that the
retirement fund and the outside repairs were higher than expected. Also, program fees
were less than expected, while income rental from the historic room was up.
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Detail Board Report
Highlights:
Page 2: $442.50 for Cannonball Mechanical for yearly test of back flow preventer
Page 2: $552.00 for 5-year inspection (under contract) of fire extinguishers in new part
of building (in addition to yearly testing).
Page 4: Sterling Fire Protection, yearly inspection of sprinkler system for $374
Page 4: $218 for monthly elevator maintenance
Page 5: $2,011.55 for Trico for repairs, ($10,000 is paid annually for maintenance,
service etc.)
Page 5: $544.16 for Warehouse Direct, computer supplies, City also uses this business
Page 5: $1,060 invoice to Yorkville PC is for 3 months. Upgrades were done on
computers and 2 people worked for 1 week. Internet service is through Illinois Century
Network who did upgrades making Library computers incompatible. Ms. Pfister said 3
hours a week are budgeted for Yorkville PC. Trustee Allen questioned the upgrades that
Illinois Century Network did that necessitated the additional work.
Cash Statement
Ms. Lindblom reviewed this report and said the ending total for April was $419,914.
Total Payroll is $37,345
Trustee Allen questioned whether the financial policy had been changed to allow for
investment in the Illinois Funds. It was noted that the policy allows for the investment at
the Board’s discretion. He felt the policy should be specific about the investments and he
thought the Board might not be following State law. It was suggested to have a complete
list of all investments to provide a paper trail. Ms. Gaebler said the investment decisions
are made with respect to State law. Mr. Allen will obtain information from other libraries
regarding this subject.
Payment of Bills
Ms. Lindblom moved to pay the following:
$9,710.72 Invoices
$4,390.88 Bills for 2013 budget
$37,345 Payroll
$13,138.93 Wire transfers
Ms. Gryder seconded the motion.
Roll call: LaChance-yes, Chacon-yes, Somerlot-yes, Lindblom-yes, Gryder-yes,
Gambro-yes, Gaebler-yes, Allen-yes. Motion passed 8-0.
Report of the Library Director
Statistics
Library Director Pfister reported 10,902 items circulated, 86 new patrons and 256 items
added for the month.
Mariann Manthei gave the Friends of the Library report with the following highlights:
1. Local author Denise Swanson will be visiting the library
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2. Library sign has been landscaped
3. Friends donated $100 towards fabric towards a storybook quilt and the Threads group
will be asked to participate in the project. Quilt to be hung in the library.
4. Friends have signed up for dusting of the library.
5. Friends member Judy Somerlot asked if the library would be willing to help fund a
100-year celebration with money spent on brackets for banners to be hung in the parking
lot and on the bridge. The Friends group has already committed money towards the
project. Ms. Lindblom said money could be put in the 2015 budget. Eric Dhuse is
researching prices
6. Now have 29 participants in the Threads group
7. Children’s program—kids did craft projects at the Green Fair
8. Rita held sleepover for teen helpers
9. Received article from library attorney regarding health insurance for Cicero library
trustees
10. Part-time employee Bev Ament is resigning, will award certificate of appreciation
11. Will go live with new check out system on July 5. All employees will attend training
in Shorewood.
12. Ms. Pfister spoke with Bart Olson regarding the building siding and Eric Dhuse will
speak with Henry Brothers. Trustee Gaebler suggested submitting a letter to the “Fixer”,
a trouble-shooting newspaper column—she will write letter. As a last resort, Michelle
will ask the attorney to write a letter. Ms. Gryder moved to contact the Fixer and also the
architect and Bob Allen seconded. Voice vote approval.
13. Library employee Rita is going to various schools to promote summer reading
program
City Council Liaison
No report
Standing Committees
Policy
It was reiterated that Mr. Allen will obtain financial policy examples.
Unfinished Business
None
New Business
Participants in Public Act 92-0166/Non Resident Fee Cards
Ms. Pfister said that each year the Board must vote to continue with the non-resident fee
cards and a letter must be sent to the State. Currently, when a non-resident buys a library
card, the tax rolls are used to determine the fee. Gail Gaebler moved to approve this
action and Sandy Lindblom seconded the motion. Approved unanimously on a voice
vote.
State Report
The State report has been completed by Ms. Pfister and it must be signed by the
Secretary. She will also be working on a per capita grant.
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Additional Business
President Gambro noted that 3 Trustees were re-appointed to the Library Board.
Ms. Gambro brought up the policy for library cards for children. She said a group had
suggested that kindergarten students be allowed to have library cards—the current policy
is that students must wait until completion of the first grade. However, she noted that
kindergarten students are now already reading. It was thought that a card would provide
a sense of ownership and responsibility. Various factors were discussed and it was
recommended by Ms. Lindblom that the policy committee examine this issue. That
committee will meet and bring back information to the next meeting.
Ms. Gambro asked if all had completed the on-line training for the Open Meetings Act.
The Board then moved to Executive Session at 8:13pm on a motion by Ms. Gryder and
second by Mr. Gaebler. Voice vote approval. It ended at 9:10pm. Roll call was taken
to resume the regular meeting: Lindblom-yes, Gryder-yes, Gambro-yes, Gaebler-yes,
Allen-yes, LaChance-yes, Chacon-yes, Somerlot-yes.
The performance evaluation of the library director was discussed in Executive Session
and Ms. Gaebler will review it with Ms. Pfister. Ms. Gaebler said the personnel
committee recommended the appraisal be accepted as amended and Ms. Gryder seconded
this recommendation. Unanimous voice vote approval.
Adjournment
There was no further business and the meeting was adjourned at 9:12pm on a motion and
second by Ms. LaChance and Ms. Chacon, respectively.
Minutes respectfully submitted by
Marlys Young, Minute Taker
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