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Library Minutes 2012 07-09-12 APPROVED W/ CORRECTIONS 8/13/12 Yorkville Public Library Board of Trustees Monday, July 9, 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 Sandy Lindblom-yes, Barb Johnson-yes, Jo AnnGryder-yes, Beth Gambro-yes, Gail Gaebler-yes, Bob Allen-yes, Judy Somerlot-yes Absent: Carol LaChance, Susan Chacon 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 – Ms. Gryder noted a correction on page 4 under Standing Committees, it should read Policy Committee rather than Community Relations. The minutes were then approved as corrected on a motion by Ms. Gryder and second by Ms. Lindblom. Voice vote approval. Correspondence – None Public Comment – None Staff Comment – None Report of the Treasurer Financial Statement 1. Approximately half of the budgeted tax money has been received 2. Library subscription cards generated $2,970 --- 24.75% of the budget 3. The investment earnings are at 110%, thought to be due to the new investments 1 4. Ms. Lindblom questioned the unemployment liability at 24% and 27% of the budgeted amount. It was thought it was paid bi-monthly, but Mr. Colosimo will ask the Finance Director. 5. Travel and lodging due to training on the new system is at 39.6% of the budget 6. Page 2: amount of tax revenue collected, vs. expenditures resulted in a surplus Bill Report/Check Register Page 2: Administration fee for debt service that has been paid for last 2 years, fee was not listed separately previously Page 2: Castle Insurance bill for bonding of Michelle and Board of Trustees Page 3: Menard’s bill for $312.93 for carpet cleaning supplies Page 5: Elevator maintenance and repair at $418 Page 5: Yorkville PC invoice for $1,440 for 2 months service Page 5: 2 meetings for minute taker Total Bills: $5,392.97 It was noted that AT&T had sent a check due to an incorrect billing. Michelle also said the Library would be changing to Comcast for their computers, while AT&T would still be used for the phones, resulting in $200 savings per month. Cash Statement The Library currently has $878,451.90 minus the $332,891.97 reserve and debt service of 282,295.24 leaving a balance of $263,264.69. Motion: Trustees Gaebler and Johnson moved and seconded, respectively, to pay the payroll, invoices and wire transfers in the amount of $49,354.13. Roll call: Johnson-yes, Gryder-yes, Gambro-yes, Gaebler-yes, Allen-yes, Somerlot-yes, Lindblom-yes. Passed 7-0. Report of the Library Director Statistics 1. 13,318 items were circulated 2. 152 new library patrons 3. Items added, report not available 4. 44 staff attended training 5. 160 libraries switched over to new system 6. 15 Friends of Library attended June meeting Report of Friends of Library by Mariann Manthei 1. Book sale is coming soon 2. Would like to form committee comprised of Friends, Library employees and Trustees for the 100-year celebration in 2015. Would like celebrations for each month. Friends will be budgeting for each month and asked Board to do so also. Committee will discuss possible monthly topics and present plans to City Council. Ms. Johnson and Ms. Gambro volunteered for the committee. 3. Discussed scrapbook assembled by Friends showing activities since 2008 2 Report of the Library Director continued…. 7. Ms. Pfister showed booklet from the 1915 Library opening, library cards were 25 cents. This library has been a public library for 47 years. 8. Employee Rita accompanied 4 teens to the Lit Fest. 9. Report on storm cleanup: Patrons brought lunch for teens who helped, patrons helped and kids also helped clean up farm across the street. Trustee Gaebler suggested sending note of thanks to the teens. It will be sent to Rita for the HELP group. 10. Reptile program was very successful 11. Ms. Pfister completed a “traffic report” for the State. This report documents inter- library loan activity that included 198 patron requests and 218 books sent to other libraries. 12. Michelle conducted a safety workshop, usually done in the fall, but moved up due to the recent storm. 13. Website has been updated. Included in the agenda packet is an estimate of $875 for a new website. 14. Bob Allen has completed Open Meeting Act requirements. 15. Would like to update disaster plan books 16. Will return policy books next month City Council Liaison Alderman Colosimo stated there is interest in the Countryside Center property and downsized City expectations have been a catalyst. The roads inside the area will be closed soon according to the property owner, Bank of America. He noted the Council is currently having one Committee of the Whole meeting and one Council meeting per month. This allows any action to be taken only once a month. Regarding the Rt.47 construction, the City is waiting for Comcast to move lines. Ms. Gambro asked if any feedback had been received regarding the City’s assistance with window washing at the Library. Mr. Colosimo will follow up since he had not received a response. Standing Committees Policy Ms. Gryder said the new policy will be in the book next month. Personnel Trustee Gaebler said Ms. Pfister had been asked for a vision plan for a 3-5 year time frame, as part of her evaluation. Unfinished Business Investment Policy Bob Allen reported that Sugar Grove, Plano and Oswego have much the same policy that Yorkville has. He suggested a list of investment locations where Library funds are held would be beneficial, but would not be included in the Policy Book. 3 Funding for Maintenance This is in regards to funding for window cleaning, carpet cleaning etc. The Friends of the Library had asked the Board to research ways to complete these tasks. Ms. Pfister said the last window cleaning cost was $875 for inside/outside. Extras such as gutter cleaning are charged at $100 per hour. She will research the last invoice for the numbers of extra hours spent. Servicemaster would charge $4,064 for all carpet and upholstery cleaning. Chairman Gambro asked the Board for input on funding. Ms. Gryder suggested a “Gutter Ball” where manhours and money might be donated as well as gifts for a raffle. This will be discussed again at next month’s meeting. Letter to Newspaper/Building Siding Ms. Gaebler reported finding the paperwork on-line for the “The Fixer” column. After the paperwork is completed and submitted, there is no guarantee it will be published. Gail and Michelle will work on this. Ms. Pfister also spoke with Henry Brothers who say the siding problem is Hardie’s responsibility. In June the Board discussed using leftover paint to fix the siding problem. After painting a test spot, Tom Lindblom recommended against this due to unsatisfactory results. It was decided to try the “Fixer” first, then possibly contact the Library Attorney. It was noted the siding has a 20-year warranty. Election of Officers Chairman Gambro asked those absent at the last meeting if they had nominations they wished to make. Hearing none, a motion was made by Ms. Johnson and seconded by Ms. Gryder to accept the slate of officers as nominated. Roll call: Gryder-yes, Gambro-yes, Gaebler-yes, Allen-yes, Somerlot-yes, Lindblom- yes, Johnson-yes. Passed 7-0. Executive Session At 8:00pm, the Board entered into Executive Session. The regular meeting resumed at 8:08pm. New Business (cont’d) Release of Executive Session Minutes Trustee Gryder moved to keep Packet 1 sealed and add Packet 2 containing minutes from May 14, 2012 and January 9, 2012 and that none of these be released. Ms. Lindblom seconded this motion. Voice vote approval. Mr. Allen asked about the proper procedure to follow, saying that it needs to be stated that no action is being taken. There was a brief discussion about this. He also briefly talked about the rules for the number of committee members discussing matters. This came from the Open Meetings Act. 4 Adjournment Ms. Gaebler moved to adjourn and Ms. Johnson seconded. Voice vote approval and the meeting adjourned at 8:13pm. Minutes respectfully submitted by Marlys Young, Minute Taker 5