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Library Minutes 2009 10-12-09 Page 1 of 5 O Agenda Yorkville Public Library Board of Trustees Monday, October 12, 2009 902 Game Farm Road 7:00pm The meeting was called to order at 7pm by President Jo Ann Gryder Roll Call Members present: Beth Gambro-aye, Gail Gaebler-aye, Marilyn Vorderer-aye, Carol LaChance-aye, Jo Ann Gryder-aye, Sandy Lindblom-aye, Barb Johnson-aye Absent: Marianne Wilkinson, Zach Frisch, Library Director Michelle Pfister Also present: Tom Lindblom, Russ Walter, Joe Plocher-City Council Liaison, Tony Scott —Kendall County Record Recognition of Visitors Russ Walter, Joe Plocher and Tony Scott were recognized. Amendments to the Agenda None Minutes The minutes of September 14, 2009 were approved as read on a motion by Sandy Lindblom and second by Barb Johnson. Motion unanimously approved on voice vote. Correspondence Yorkville Schools Board of Education has invited the Library Board of Trustees to the dedication of Autumn Creek Elementary School. It will be held on November 4, 2009 from 6:30-8pm. Public Comment Russ Walter voiced a concern about an article in the Kendall County Record. This article pertained to a reported $800,000 surplus in the Library budget according to City officials. He said if the amount were actually $800,000, then the levy for this year would be zero. He also noted a $600,000 carryover fund balance with $95,000 spendable money in the bank. He said the two funds are encumbered and can only be spent on the building or the debt repayment. Page 2 of 5 Another concern Mr. Walter raised was why the Board has only received 10% of its tax money, 3-1/2 months after the first tax payments. He said the amount should be 50%. Ms. Lindblom noted a recent real estate tax deposit made in the amount of$235,000, but not reflected in the budget until next month. Report of the Treasurer Financial Statement: Detailed Revenue & Expense Report Highlights: 1. $1,020.85 collected for subscription cards 2. Insurance money was reimbursed for the chiller card. The City created a new line item for this money, however, the money can be spent. 3. Page 4 shows revenues of$8,781.65 with expenses of$65,296.09. The fiscal year to date deficit is $320,811. Detail Board Report: 1. Page 1: Invoice for$1063 for window cleaning, included gutter cleaning 2. Page 4: Silk plants purchased for teen area, other improvements made; subscription renewal for$2,814 annually is reference database; $320 fee for Glasshopper to have window installed in door in toddler area 3. Page 5: $2,260 for late billing for building costs, dated October 2005--$9,040 had already been paid. This is for technology area. 4. Page 6: $2,918.84 is 50% deposit for first-floor shelving in teen area. $2,355 for chiller repair—this will be submitted to insurance company. 5. Page 9: Programs for Friends of Library; $786 for carpet/chair cleaning in historic wing. Payment of Bills Barb Johnson made a motion to pay the payroll in the amount of$39,893.22 and invoices in the amount of$37,469.75. Carol LaChance seconded the motion. Roll call vote: Gambro-yes; Gaebler-yes, Vorderer-yes; LaChance-yes; Gryder-yes; Lindblom-yes, Johnson-yes. Motion carried unanimously. Discussion turned to the $800,000 budget surplus quoted in the newspaper. Ms. Lindblom said if the building development fee at $313,000 and the building expansion number of$30,000 were subtracted from that amount, it would result in $96,030.50 for operating as of October 8`h. It was felt that when the $800,000 number was quoted, all these numbers had been added together. Concern was also voiced that the City was going to ask the Library to pay for certain services and that the Library was separated from being part of the City. Another concern was raised about a quote stating citizens would not approve a district library. Mr. Walter noted that the City has the right to change the City Library into a district library, Page 3 of 5 however, it was noted it must be a mutual decision. Ms. LaChance cautioned that residents might not approve of such a decision. Ms. Lindblom asked Alderman Plocher what City services were suggested to be paid by the Library. Those services would be snow-plowing and grass mowing. However, it was noted, the City uses the Library parking lot as well. Mr. Plocher quoted the Mayor as saying she regretted the "way the comment came across" and that the City is facing a financial crunch at this time. It was also questioned if other City departments would be asked to make similar contributions by paying for services. Alderman Plocher said he did not know, but said that Parks and Rec already have plows on their trucks. Ms. Vorderer asked if the Library could be forced to pay for the services mentioned above. According to Plocher, the Mayor would not force them to pay, but the City is looking at various ways to cut costs. The tax levy was briefly discussed and it was noted that the Library has its own levy and set by the Library. It was noted that the City cannot reduce the levy according to State law. Ms. Lindblom said she did some comparisons of revenues and expenditures from last year. She said that last year the Library spent$55,480 more than was taken in. Even though this was taken from the surplus, Board members agreed that spending must be monitored closely. Ms. Lindblom said that $200,000-plus will be coming in from real estate taxes. Alderman Plocher was asked to convey all this information to the City Council. Ms. Johnson asked how this information would he communicated to the Mayor and Council. Mr. Plocher said he would give a presentation to them with the facts and figures discussed at this meeting. The minutes of this meeting will be supplied to him as well. Report of the Library Director Library Directory Pfister was absent at this meeting, so Ms. Lindblom presented the statistics. Statistics: 1. Circulation gain of 3,402 over last year 2. 158 registrations 3. 869 items added 4. Internet conference for youth staff was held and was very valuable 5. Summer reading program enjoyed by 81 adults 6. Patron count: 9,055 7. Kendall County Republican Women donated $25 8. Website traffic analyzer report included, showing "hits"per day for website, 6,359 "hits" for month. Ms. Johnson asked about "unique visitors". Page 4 of 5 Others items mentioned: 1. Ms. Lindblom also noted an invitation from the Mayor to attend Community Volunteer Day on October 2150 2. A survey sheet from the computer program instructor at the Library was presented to explore interest in computer classes. Ms. Johnson commented that the survey might be unclear for beginners. 3. The teen group will be holding a bake sale. 4. A pamphlet was also included pertaining to genealogy references available. Ms. Lindblom also made a presentation of items desired by the Library: 1. TV screen (40 inch) for front entrance to display upcoming Library programs. Cost would be $1979.99 with additional for brackets. Beth Gambro suggested including community events as well as Library events Ms. Johnson moved that the Board purchase a 46-inch screen TV set to be placed downstairs above the display case. Ms. Vorderer seconded the motion. Roll call vote: Gaebler-yes, Vorderer-yes, LaChance-yes, Gryder-yes, Lindblom-yes, Johnson-yes, Gambro-yes. Unanimously approved. It was noted this money would come from the expansion fund. 2. Employee Shelley attended a workshop regarding e-audio books. Program would allow users to download a book from the Library website. It was noted that most libraries in the area have this feature. The cost is based on overall circulation. There is a 30% discount until the end of the month with an annual cost of$4,200. This money would come from the book fund. A motion was made by Ms. Gambro to purchase the e-audio book subscription for $4,200. Ms. Johnson seconded the motion. Roll call vote: Vorderer-yes, LaChance-yes, Gryder-yes, Lindblom-yes, Johnson-yes, Gambro-yes, Gaebler-yes. Motion carried unanimously. Ms. Gaebler noted that even though the Board is monitoring their spending, this money will come from restricted funds City Council Liaison Nothing additional. Standing Committees No report Unfinished Business Building Update: Mr. Lindblom noted the addition of the window to the door leading to the patio being a good asset. He also said he would be meeting a contractor regarding the steps to be installed at the back door. Page 5 of 5 District Fact Finding Ms. Johnson said the committee is preparing to meet with the lawyer on November 2nd at 5pm regarding a possible district library. They are compiling a list of questions to be presented and she invited all Board Trustees to attend. They will consult with the lawyer about the process and legalities as well as recommendations. A presentation will be given after the first of the year. New Business None Additional Business None Adiournment There was no further business and the meeting was adjourned at 7:54pm. Minutes respectfully submitted by Marlys Young