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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 1 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 th 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 2 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 3 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. 4 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 5