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Library Minutes 2012 06-11-12 APPROVED W/ CORRECTIONS 7/9/12 Yorkville Public Library Board of Trustees Monday, June 11, 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 Jo Ann Gryder-yes, Beth Gambro-yes, Carol LaChance-yes, Susan Chacon-yes, Judy Somerlot-yes, Sandy Lindblom-yes Absent: Barb Johnson, Gail Gaebler, Bob Allen Others Present Library Director Michelle Pfister Carlo Colosimo, Library Liaison Mariann Manthei, Friends of the Library Recognition of Visitors – Alderman Carlo Colosimo and Mariann Manthei were recognized. Amendments to the Agenda none Minutes – May 14, 2012 The minutes were approved as read on a motion by Sandy Lindblom and second by Carol LaChance. Voice vote approval. Correspondence – Ms. Pfister said she had received a letter from the Illinois Library Association stating that House Bill 3637 had been defeated. Had it been passed, this bill would have discontinued payments of $6,461 in personal property replacement tax. This will pay State obligations for pension funds. A letter was also received from the Library Attorney stating that the library did not have any pending lawsuits. This letter was necessary for the City audit being done. Public Comment – None Staff Comment – None 1 Report of the Treasurer Financial Statement Treasurer Lindblom said the Library is starting a new fiscal year. Debt service has not been paid, however, interest was paid. Payment of Bills There were 2 separate bill lists—one with bills paid in May for $495.31 and one for June. Bill Highlights: Page 2: Gaylord Brothers-- $760 for patron ID cards Page 3: Light bulb replacement for $275.60 Page 4: Sound Inc. service agreement for $291 Page 4: Trico, $3,567.38 for cracked fan replacement and spring startup service Ms. Lindblom also reviewed the Bill List Summary and Cash Statement Motion: Ms. Gryder moved to pay the payroll of $37,179.54, bills of $7,310.40 and wire transfers of $183,403.66. Susan Chacon seconded this motion. Roll call vote: Gryder-yes, Gambro-yes, LaChance-yes, Chacon-yes, Somerlot-yes, Lindblom-yes. Motion passed 6-0. Report of the Library Director Statistics 1. 10,118 items circulated 2. 80 new patrons 3. 247 items added including 77 music CD’s 4. Publicity articles now also sent to Yorkville Patch website 5. 15 employees attended training for new check-out system that goes live July 5, many libraries will be closed that day. Report of Friends of Library by Mariann Manthei 1. Employee Dixie in charge of quilt project and 3 Friends are also on committee—they have cut quilt squares and all info is in plastic with several people volunteering to help assemble. 2. Geraniums have been planted in the front. 3. Books were boxed for book sale, High School also contributed books 4. Nine Friends are dusting the books 5. Friends’ finances are doing well 6. Library will celebrate 100 years in 2015—Friends are seeking photos of library employees, etc. from that time period 7. Author Denise Swanson had 30 persons attend her program. Report of the Library Director continued…. 6. Three Plano High School Young Adult Program students washed library windows and cleaned 100 library chairs, library received certificate for participation 2 7. Library had many visits from schools 8. Summer reading program theme is travel, kids are encouraged to email photos to library, “Flat Rita” program discussed 9. A YHS student assisted with clerical work, library received certificate 10. $100 donation received from Yorkville Jr. Women’s Club 11. Update of service contracts given 12. Library employee Rita has finished 10 more years of Kendall County obituaries. This index will enable library patrons to find published obituaries. 13. Library employee Bev Ament will be honored at a retirement party on June 28— all Board members invited. Ms. Pfister and the Board then discussed the Hardy siding issues. Ms. Pfister said she spoke with Rich McCarthy and sent him photos of the siding at his request. She said when the siding was installed, paint was used to cover nails and “mistakes” and the paint faded over time. Hardy personnel said the paint is the problem. Tom Lindblom has found leftover paint, will test a spot and perhaps hire someone to do the painting. Trustee Somerlot said the paint will just fade again. President Gambro noted that the Hardy siding was intended to be maintenance free. It was also mentioned that Hardy is placing the blame on the installers—Henry Brothers. A suggestion was made to ask the library attorney to write a letter. Trustee Gryder asked if Gail Gaebler had written a letter to the “Fixer” newspaper column as suggested in the previous meeting. This question will be placed on the Old Business portion of the July meeting agenda. Judy Somerlot brought another concern to the Board’s attention. The windows are dirty and there are numerous cobwebs around the windows and doors. The Friends discussed this and the overall maintenance of the building. While some of the work can be done by volunteers, there are many jobs that need professionals including trimming the shrubs. On behalf of the Friends, Ms. Somerlot asked the Board to take a leadership role in these issues. Suggestions were community service projects, volunteers, fund-raising to pay for maintenance. Ms. Pfister said Cross Lutheran Church will be doing fall clean-up and mulching. Ms. Lindblom asked Mr. Colosimo if the City could assist with any maintenance tasks. Since the Parks Dept. has equipment, he will speak with them to see if they can help. It was suggested by President Gambro that the library community relations committee could seek monetary assistance from various organizations. Michelle will obtain an estimate for window cleaning. This item will be placed on the July agenda for further discussion. President Gambro asked Ms. Pfister about changing the website to include email addresses under “contact us”. 3 City Council Liaison Carlo Colosimo said the City Council had received the library year-end report in the C.O.W. packet. He commented that the building permits have increased and the B.U.I.L.D. program has been helpful. The downtown is developing nicely and there is additional TIF money available. He briefly discussed the Rt. 47 project and said the project is broken into 3 segments. When asked about the Countryside Center property, he said the Council is lowering their expectations and there is an interested party. Game Farm Road was patched last year and Kennedy Road will be patched this year. Ms. LaChance asked about the road study at a cost of $100,000. The roads that are most cost- effective to save will be fixed first, however, there is not enough money to repair the roads. It was noted the property taxes were cut instead of fixing the roads. The recent tax revolt was discussed and Mr. Colosimo noted it was directed at the County and was designed to teach people how to protest tax bills. Standing Committees Policy Committee Ms. Gryder said this committee was asked to review the library card policy for young children. The committee is proposing a revision to state that a child who has reached the age of 5 can have a library card, effective September 1. Motion: Ms. Gryder made a motion to change the current wording and adopt language that states a child who has reached the age of 5, can have a library card. Ms. Lindblom seconded this motion. Voice vote approval. This will be effective September 1. Regarding the program policy, Ms. Gryder made a motion to change the wording to state that library programs are open to the public. The following will be added--- library sponsorship of a program does not constitute an endorsement of the program, sales or products from the program must be approved by the Library Director, the program material must be generic in nature, fees for residents and non-residents will be charged for certain programs. Ms. LaChance seconded the motion. Voice vote approval. Another motion to adopt change of language was made by Ms. Gryder regarding the computer class policy. Registrations for classes must be made in person at the circulation desk with a possible fee and there should be a maximum of 10 people and minimum of 3 people with a minimum age of 18. A library card is not needed to participate. Judy Somerlot seconded this motion and the motion passed on a voice vote. Ms. Gryder also noted that the committee looked at the Statute requirements for the investment policy and it was their opinion that the current policy meets those requirements. However, the committee wishes to wait until Trustee Allen brings his information from other libraries to the Board of Trustees. This item will be brought back to the July meeting under Old Business. 4 New Business Nominations of Officers The following nominations were made: President: Beth Gambro Vice-President: Barb Johnson Secretary: Gail Gaebler Treasurer: Susan Chacon Ms. Gryder moved to close the nominations and Ms. Somerlot seconded this motion. Voice vote approval. No vote will be taken until next month as there could be other nominations. Inventory Update Ms. Pfister said the inventory was easy to do this year since there were no purchases of equipment. The value of the inventory was listed on the report. Additional Business None Adjournment The meeting was adjourned on a motion by Carol LaChance and second by Judy Somerlot with voice vote approval. Meeting adjourned at 8:05pm. Minutes respectfully submitted by Marlys Young, Minute Taker 5