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
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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
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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.
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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.
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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
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