Library Minutes 2011 10-10-11
APPROVED W/ CORRECTIONS
11/14/11
Yorkville Public Library
Board of Trustees
Monday, October 10, 2011
902 Game Farm Road – Library Historic Wing
7:00pm
The meeting was called to order at 7:00pm by President Beth Gambro.
Roll Call
Gail Gaebler-yes, Bob Allen-yes, Susan Chacon-yes, Judy Somerlot-yes,
Sandy Lindblom-yes, Barb Johnson-yes, Jo Ann Gryder-yes, Beth Gambro-yes.
Absent: Carol LaChance
Others Present
City Administrator Bart Olson
City Council Liaison Carlo Colosimo
Library Director Michelle Pfister
Tony Scott – Kendall County Record
Mariann Manthei – Friends of the Library
Recognition of Visitors –
President Gambro recognized the visitors.
Amendments to the Agenda –
None
Minutes
September 12, 2011
The minutes were approved as read on a motion by Ms. Gryder and second by
Ms. Johnson. Unanimous voice vote approval.
Correspondence –
Barb Johnson announced that the Lions Club will donate $500 to the Library to be used
as the Library sees fit.
Public Comment –
None
Staff Comment
– None
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Report of the Treasurer
Financial Statement
1.$219,338 in real estate taxes was received in September (95% of amount
budgeted)
2.No development fees received
3.$1,052 from Library fines
4.$1,457 received for Library cards, (last year’s total was $5,709)
5.Total revenue: $223,099
6.Total expenditures: $78,145
Detail Board Report
1.Page 1: Book purchase from development fees received a month ago
2.Page 3 & 4: Expense of $1,107.40 for light bulbs, city personnel replaced them.
3.Page 4: RJ Kuhn $483.34 for heat pump repair
4.Page 5: Sound Inc. $645 for portion of maintenance contract May-July
Cash Statement
1.The Library currently has over $1 million, but a substantial amount of that will be
needed to pay the bond due in December.
Payment of Bills
Motion: Ms. Johnson moved to pay the invoices in the amount of $14,404.95 and the
payroll in the amount of $56,399.84. Ms. Gryder seconded this motion.
Roll call vote: Allen-yes, Chacon-yes, Somerlot-yes, Lindblom-yes, Johnson-yes,
Gryder-yes, Gambro-yes, Gaebler-yes. Motion passed 8-0.
Report of the Library Director
1.15,439 items circulated
2.110 new patrons
3.345 items were added as a result of development fees, gifts, donations
4.Mariann Manthei reported on the Friends meeting and said the Friends would be
paying for a Wall Street Journal subscription. They also reviewed their
Constitution. She said a tree in the parking lot appears to be dying and she asked
who pays for landscaping. It was part of the package when the Library was built.
Ms. Pfister said Parks and Recreation is doing the current landscaping. Japanese
beetles and their effect on trees were discussed.
5.Ms. Pfister also noted that the Friends helped organize and clean the Library
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shelves. October 16 is National Friends of the Library Week.
6.Trustee Gaebler asked Ms. Manthei to thank the Friends for all they do.
7.Library Director Pfister said $160.50 was collected for Adopt-A-Magazine
8.A $100 donation will be made by the Garden Club according to Ms. Gaebler
9.122 items were discovered missing during inventory
10.Ms. Pfister asked about the ramifications of a political meeting being held in the
meeting room. She noted a current rental fee of $50 for 3 hours for a non-profit
group. She asked the Board members to review the information provided to
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discuss next month. Bart Olson said rentals have to be allowed for a non-election
event and the meeting must be public-issue focused as opposed to a campaign
meeting.
Ms. Pfister also reported that the service agreement for 3M is up for renewal in 2 months.
She said there is a radio frequency tag in each book that is used at checkout and also for
the security at the door. The cost of the agreement is $16,956 annually. The Board had
asked her to track expenses over this past year as a result of last year’s discussion. She
said service calls over the year would have cost $7,381.29 if there were no contract.
Some problems were fixed via the phone.
Ms. Pfister will research these questions: Can the Library re-enter into a contract if they
cancel this year? Would it cost more if the Board cancelled for a year? She also noted
the money for this expense is budgeted.
Trustee Allen asked if another firm could provide this service. Another business could,
but the system belongs to 3M. Michelle will contact 3M and provide the list of expenses
for the year to the Board. It was suggested perhaps the company would negotiate the
price if cancellation of the service agreement was imminent.
City Council Liaison
Alderman Carlo Colosimo reported on the transfer of funds discussed in the last few
meetings. He said the Council has changed the impact fee ordinance and also passed the
ordinance to transfer the funds. The Library would now have to pass a resolution to
transfer the $332,500 in funds.
President Gambro asked about the status of the development fees. They now stand at
$400 for the Library and Mr. Colosimo said he had proposed a moratorium for all
development fees. He will talk with other entities to ask them to lower fees also and he
will report to the Library when their amount actually changes.
Standing Committees
Finance Committee
Ms. Gambro said the Finance Committee will meet quarterly and will meet in November,
1 hour prior to the Board meeting. She also asked for a list of all service providers or
companies who submit bills and what service they provide to the Library. This
explanation will assist in invoice approval. Ms. Lindblom said she had such a list from
budget preparation.
Community Relations
Ms. Gambro asked if a Board member would attend the Friends meeting. Ms. Somerlot
volunteered to attend those meetings.
President Gambro said there is no Library news coverage in the Beacon News. She said
this could include a list of the programs. Ms. Pfister said there is never a problem filling
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the program and some require library cards. She will provide some information in the
future.
Unfinished Business
Levy
Ms. Lindblom reported the following. Presently the Library receives a levied amount of
$675,000. Bart Olson and Rob Fredrickson recently suggested an amount of $700,000.
It was suggested that if the Board adopts a rate of .15, the amount received would be
$850,000, but the City would most likely place a tax cap on the Library. Ms. Gryder
thought the City could not place this limit unless the amount pushed them over the City
budget. She said the Library law is clear, that the Library sets its own levy and there is
no reference to tax caps. Bart Olson agreed that the Library regulates itself
Ms. Lindblom noted that the Library is now at a rate of .112. She closed by saying that
the Council must pass the levy by the end of December, so a decision can be made next
month.
Motion
: Ms. Gaebler moved that the Library adopt a levy of $700,000 for next year.
Ms. Somerlot seconded this motion.
Roll call: Chacon-yes, Somerlot-yes, Lindblom-yes, Johnson-yes, Gryder-nay, Gambro-
yes, Gaebler-yes, Allen-yes. Passed 7-1.
Line Item Budget Agreement 2012
This item is the same as the transfer of funds discussion from earlier. A recent
newspaper article erroneously indicated this transfer had already taken place. Ms.
Somerlot asked about public feedback after that article. It was noted there were very few
comments.
Ms. Lindblom questioned the City Attorney’s opinion that the money must be spent
wthin one year. Case law says 10 years according to Administrator Olson.
A suggestion was made to add a line item called “building improvement” for this money.
Mr. Olson suggested a reserve account so that it need not be spent within 1 year. Ms.
Somerlot suggested that a “plan” is needed so that the community has the right perception
of this transfer. Ms. Gaebler thought that any purchases should have prior approval and
they should be restricted. A resolution to pre-approve anything over $2,500 was
suggested by Carlo Colosimo.
Motion
: Barb Johnson made a motion to approve the budget amendment for the transfer
the City has approved. Gail Gaebler seconded the motion. It was noted the money will
go to the City General Fund.
Roll call vote: Chacon-yes, Somerlot-yes, Lindblom-no, Johnson-yes, Gryder-yes,
Gambro-yes, Gaebler-yes, Allen-no. Passed 6-2.
Motion
: Ms. Gryder made a motion to keep the transferred money in a certain fund until
a plan is in place. Ms. Chacon seconded the motion.
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Roll call vote: Somerlot-yes, Lindblom-yes, Johnson-yes, Gryder-yes, Gambro-yes,
Gaebler-yes, Allen-yes, Chacon-yes. Passed 8-0.
The Finance Committee will formulate a plan and bring to the Board. It was questioned
if this plan should be placed in the policy book. Mr. Colosimo suggested a simple policy
that no funds should be spent without prior appropriation of the Board.
New Business
Ms. Gambro said a seminar will be held regarding the open meeting act. The date is
October 20 at 6:30pm. Ms. Somerlot volunteered to attend. Ms. Gambro is interested in
how Library email would be handled. Mr. Olson said email between Board members is
contemporaneous. He also said that correspondence among 3 people would not be
allowed, however, 2 can communicate through emails and forward it to another.
A link has been forwarded to Ms. Pfister so she can access a web program pertaining to
this subject. The link will be forwarded to Library Board members.
Executive Session
- None
Adjournment
There was no further business and the meeting was adjourned at 8:17pm.
Minutes respectfully submitted by
Marlys Young, Minute Taker
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