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Library Board Packet 2012 02-13-12 Agenda Yorkville Public Library / Historical Meeting Room Board of Trustees Monday, February 13, 2012 - 7:00 P.M. 902 Game Farm Road 1. Roll Call 2. Recognition of Visitors 3. Amendments to the Agenda 4. Minutes 5. Correspondence 6. Public Comment 7. Staff Comment 8. Report of the Treasurer Financial Statement Payment of Bills 9. Report of the Library Director Statistics 10. City Council Liaison 11. Standing Committees Policy Personnel Finance Community Relations 12. Unfinished Business Computer Classes 13. New Business Sound Incorporated Maintenance Agreement Library Check Clearing Account Change to Zero Balance Account (ZBA) Investment Policy 14. Executive Session (if needed) For the appointment, employment, compensation, discipline,performance or legal counsel for the public body,including hearing testimony on a complaint lodged against an employee of the public body, or against legal counsel for the public body to determine its validity. 15. Adjournment Yorkville Public Library Board of Trustees Monday, January 9, 2012 902 Game Farm Road—Library Historic Wing 7:00pm The meeting was called to order at 7:00pm by President Beth Gambro. Roll Call Carol LaChance-yes, Susan Chacon-yes, Judy Somerlot-yes, Sandy Lindblom-yes, Jo Ann Gryder-yes, Beth Gambro-yes, Gail Gaebler-yes, Bob Allen-yes Absent: Barb Johnson Others Present Library Director Michelle Pfister City Finance Director Rob Fredrickson Mariann Manthei, Friends of the Library Recognition of Visitors– President Gambro recognized the visitors. Amendments to the Agenda– None Minutes– December 12, 2011 Corrections requested are shown in bold: Page 3, Point#5 last sentence should read"The company that installed the Hardy siding..." Page 3, City Council Liaison heading—last sentence should have 2011 at the end of last sentence. The minutes were then approved as amended on a motion by Ms. Lindblom and second by Ms. Gryder. Unanimous approval. Correspondence– Kathy Farren from the Kendall County Record sent a letter requesting notification of any special, emergency or committee meetings or cancellations. This is in accordance with the Open Meetings Act. Public Comment– None Staff Comment– None 1 Report of the Treasurer Budget Report 1. Ms. Lindblom reported that approximately$5,000 more in personal property tax is anticipated over the rest of the fiscal year. 2. Page 2: In the Fund Surplus, there is a deficit of$1,829 over the budget YTD. 3. Library is at 67%of the budget and the budget is two-thirds through the FY. 4. $720,800 was levied and the Library has received$718,839 Detail Board Report 1. Page 1: 3M is an annual contract 2. Page 1: ACI is for the fire alarm in the elevator 3. Page 2: $995 is for Novelus, a database for fiction books 4. Page 3: R. J. Kuhn invoice for$1,394.24 for water leak repair 5. Total invoices of$31,351.59 and payroll of$36,791.23 Payment of Bills A motion was made by Gail Gaebler and seconded by Jo Ann Gryder to pay the invoices of$31,351.59 and the payroll of $36,791.23. Roll call: Chacon-yes, Somerlot-yes, Lindblom-yes, Gryder-yes, Gambro-yes, Gaebler- yes, Allen-yes, LaChance-yes. Passed 8-0. Report of the Library Director Statistics 1. 1003 items circulated 2. 50 new patrons 3. Library staff still reviewing donated items 4. 67 toddlers attended Toddler Time, (not 672 toddlers) 5. 18 Friends of the Library attended the December meeting 6. Mariann Manthei reported the next Friends meeting is January 22, 2012 at 2pm 7. Upcoming programs include dancers, Route 66, author program, local author Denise Swanson, coupon lady, character portrayal of Emily Dickinson 8. 73 children visited with Mr. &Mrs. Santa Claus 9. $100 gift received from Jane Birch, retired schoolteacher 10. $30 gift received in honor of Dick&Bev Popp 11. Letter was received from Library Attorney advising that in 2012, Trustees must participate in training for electronic usage per the Open Meetings Act. Trustee Allen asked if the Board is locked into a particular attorney and wondered if a local attorney could handle the Library's business. Ms. Pfister said the current attorney specializes in library law and is an expert. 12. Library employee Shelley is working on adult program 13. Article in Record last week about the most popular books in 2011 14. Friends donated 4 books In another matter, Ms. Pfister also noted that an email was received from Sound Inc. who handles the telephone system. The email stated that the warranty was expiring and they wish to sell an extended warranty. Michelle said there have been minimal problems with 2 the 36 phones, even though it is 5 years old. Trustee Allen asked if the library could function on half the number of phones or if cell phones could be used instead. The transfer capabilities of cell phones was questioned. Having another service was also suggested. A decision will be needed in about 30 days. It was noted that the maintenance contract expires January 17, 2012. This item will be placed on next month's agenda and Tom Lindblom will be asked to speak with Sound Inc. Ms. Pfister also said the Boy Scouts will be selling "treasure"breads in January. The Library will receive a portion of the proceeds for children's books. A graph showing money spent for library programs in December was discussed and Ms. Pfister said she had an itemized list of the expenses. Ms. Lindblom asked to have"Year To Date Balance" and"Children's" Library Programs added to the report. City Council Liaison None Standing Committees None Policy Unfinished Business Computer Classes Ms. Somerlot reported that a printed and on-line survey had been approved in an effort to evaluate the computer classes. The survey will be reviewed and a decision made in a month. Potential class participants would be told upfront there is a$5 cost per class. Ms. Gaebler suggested placing the information in the Record also. New Business Finance Policy Ms. Gryder reported that the Finance committee met last month and drafted a preliminary policy. Trustee Allen pointed out that the month the levy is to be done should be added to the policy. President Gambro questioned the distinction between just paying a bill for a contract or discussing contract invoices first. She suggested including the subsequent decision in the policy. Ms. Pfister also said that although her name might be on the contract, she does not enter into the contract without Board approval. Motion: A motion was made by Ms. Gryder to adopt the Financial Policy as presented. Ms. Gaebler seconded the motion. Discussion: Bob Allen referred to Expenditures, 3b and suggested that the portion that states "City practices and policies"is too vague and asked that this be deleted from the policy up to the comma. Mr. Fredrickson said the procedure that is followed at the City offices is coding of the expenditures with no forms involved and then approval by authorized signers for payment. 3 It was also decided to keep the $2,500 limit in the policy to allow Michelle to pay this amount without Board approval. Amended Motion: Ms. Gryder amended her original motion to approve the Financial Policy as revised. Ms. Gaebler seconded this amended motion. This motion was approved unanimously on a voice vote. President Gambro noted there is a new table of contents for the policy manual. Metropolitan Investment Fund The City is a member of this Fund and Mr. Fredrickson recommended that the Library become a member also by adopting a resolution. He said this Fund is triple A rated, liquid and safe. The Board President, Treasurer, Library Director and Finance Director would become authorized signers which would allow them to view balances on-line. There is no fee to join this Fund and it is administered by IMET. In order to earn the higher interest rates and"basis points"that IMET offers,the money could not be deposited in local banks. Rob explained a"basis point"as one-tenth of 1%. The Fund is also fully collateralized and FDIC-insured to $250,000. Anything over the $250,000 amount is fully collateralized and covered by U.S. Treasury securities. It was noted by Rob that security funds are money market funds. The Fund has existed since 1996. Mr. Allen said he was not comfortable with placing the property tax money into IMET, however, Mr. Fredrickson said 215 municipalities currently participate in the IMET. Ms. LaChance asked if there is a way to split the funds to not exceed the $250,000 limit. In order to maximize the return on the cash reserve the Library has when taxes are received,Rob explained that keeping the funds in IMET will earn the best interest. Motion: Judy Somerlot made a motion that the Library should approve an ordinance to participate in the Illinois Metropolitan Funds. Gail Gaebler seconded the motion. At this time, Ms. Lindblom called for the vote. Discussion: Mr. Allen expressed his concerns and said this fund has an element of risk and that it is a substantial amount of money to remove from local banks. Ms. Somerlot pointed out that the Fund is limited as to the placement of their investments. President Gambro added that the Board owes it to the community to earn the best interest possible. Roll call vote: Somerlot-yes, Lindblom-yes, Gryder-yes, Gambro-yes, Gaebler-yes, Allen-no, LaChance-yes, Chacon-no. Motion passed 6-2. Rob noted that a minimum of$25,000 should be put into IMET or whatever larger amount the Board decides. He recommended moving most of the reserve money into IMET and also moving $79,000 from the Illinois Funds to IMET. It was pointed out by Ms. Gryder that the Board has not been involved in investment decisions in the past. 4 Motion: Ms. Gryder moved to transfer the funds from the reserve account into the IMET Fund. Gail Gaebler seconded the motion. Roll call vote: Gambro-yes, Gaebler-yes, Allen-no, LaChance-yes, Chacon-yes, Somerlot-yes, Lindblom-yes, Gryder-yes. Passed 7-1. Mr. Fredrickson said he moved money into the Illinois Fund when the amount was reaching the collateral limits. Mr. Allen asked if IMET can invest in other funds besides U.S. securities. Rob said there are 2 funds: convenience funds and 1-3 funds. He only places money in the convenience funds. President Gambro asked the Board members to review the investment policy prior to the next meeting and come back with ideas and to also discuss if the money from the Illinois Funds needs to be moved. This will be placed on the agenda for discussion next month. Executive Session -The Board convened to Executive Session at 8:52pm and ended at 9:04pm. Roll call back into regular session: Allen-yes, LaChance-yes, Chacon-yes, Somerlot-yes, Lindblom-yes, Gryder-yes, Gambro-yes, Gaebler-yes. New Business cont. Bob Allen moved to not release Executive Session minutes in Packet 1 and Packet 2. Susan Chacon seconded the motion. Approved unanimously on a voice vote. Additional Business Ms. Gaebler reminded the Board that City Treasurer Bill Powell spoke to the Board approximately a year ago regarding protecting funds at Old Second Bank. Funds were placed in a non-interest bearing account at that time to insure the safety of the funds. No further discussion. Adiournment There was no further business and the meeting was adjourned at 9:05pm. Minutes respectfully submitted by Marlys Young, Minute Taker 5 YORKVILLE PUBLIC LIBRARY BUDGET REPORT FOR THE PERIOD ENDING JANUARY 31,2012 ACTUALS BY MONM(Cash Buis) %ofFiaeal Year 8% 17% 25% 33% 42% 50% 58% 67% 75% Year-to-Lnre ANNUAL ACCOUNT NUMBER DESCRIPTION 4ta-it June-It Jul At Au st-I1 Setembcr-11 October-11 N-mber-11 December-II Jsnum -12 Tatsls B[1pGFT %niPudprt LIBRARY OPERATIONS REVENUES 82-000-40-00-4005 PI(OPERTI'TAXES-LIBRARY 108,080 222,457 8,329 82,993 219,338 19,487 12,461 6"3,145 675,00li 99.73% 82-4700-40.00-4012 PROPERTY TAXES-FOX IND TIF 19,331 19.331 000% 82-000.41-00-4120 PERSONAI.PROPERTY TAX 755 700 175 1,170 169 720 3,!x90 5,000 73.79% 82-000-01-00-4170 STATE GRANTS - - 17,231 17,231 17,200 100.18% 82-000-42-00-4211 DEVELOPMENT FEES-BOOKS 875 2,175 3,975 250 7,275 8,000 90.94% 82-000-43-00-4330 LIBRARY FINES 1,397 1,377 1,053 1,310 1,052 990 980 527 1,069 9,755 13,000 75.04% 82-000-44-00-4401 LIBRARY SUBSCRIPTION CARDS 1,306 1,234 627 1,313 1,457 424 515 592 865 8,331 8,000 104.14% 82-000-44-00-0422 COPY FEES 320 332 347 263 328 258 171 183 321 2,522 3,000 84.08% 82-000-04-00.4440 PROGRAM FEES 20 23 20 47 110 2,000 5.50% 82-00045-00 4500 INVESTMENT EARNINGS 1 7 10 9 13 20 19 27 35 142 250 56.70% 82-00048-00 4820 RENTAL INCOME 111 140 185 320 217 489 151 112 167 1,892 1,500 126.13% 82-000-48-00 4824 DVD RENTAL INCOME 441 601 458 560 387 434 444 348 415 4,087 4,000 102.18% 82-000-48-004832 MEMORIALS 1,000 400 1,120 161 1,065 130 411 4,286 0.00% 82-00048-00-4850 MISCELLANEOUS INCOME 7 40 72 621 133 1 130 1 17 48 1 110 619 0.00% 82-000-48-004881 SALEOFBOOKS 0.00% 82-000.49-00 4901 ITRANSFER FROM GENERAL 328,644 1 328,644 1 332,500 0.00% TOTAL REVENUES:LIBRARY 1 113,557 227,366 1 11,7801 90,321 1 223,086 1 357,086 1 15,0551 19,366 23.442 1,081,0601 1,069,450 101.09% LIBRARY OPERATIONS EXPENDITURES 82-820-50-00-5010 SALARIES&WAGES 18,661 19,302 18,707 18,707 28,060 18,707 18,707 18,707 18,707 178,263 241,000 73.97% 82-820-50-00-5015 PART-TIME SALARIES 16,163 14,802 14,474 15,031 21,905 14,819 14,414 13,869 12,786 138,262 193,000 71.64% 82-820-52-00-5212 RETIREMENT PLAN CONTRIBUTIO 1,775 1,836 1,779 1,779 2,669 1,779 1,779 1,779 1,803 16,977 22,500 75.45% 82-820-52-00-5214 FICA CONTRIBUTION 2,608 2,553 2,483 2,525 3,767 2,509 2,478 2,436 2,354 23,714 40,000 59.29% 82-820-52-00-5216 GROUP HEALTH INSURANCE 7,295 7,295 - 14,590 7,295 7,295 7,295 7,295 58,360 87,975 66.34% 82-820-52-00.5222 GROUP LIFE INSURANCE 63 63 127 63 63 63 63 507 1,000 50.68% 82-820-52-00-5223 DENTAL&VISION INSURANCE 575 575 1,151 575 575 575 575 4,604 6,950 66.24% 82-820-54-00-5412 TRAINING&CONFERENCES 0.00% 82-820-54-00-5415 TRAVEL&LODGING 77 77 500 15.30% 82-820-54-00-5423 PUBLIC RELATIONS 0.00% 82-820-54-00-5426 PUBLISHING&ADVERTISING 100 0.00% 82-820-54-00-5440 TELECOMMUNICATIONS 694 705 699 700 702 709 724 724 5,655 8,500 66.53% 82-820-54-00-5452 POSTAGE&SHIPPING 27 27 2,000 1.35% 82-820-54-00-5460 DUES&SUBSCRIPTIONS 234 195 2,286 4,010 995 7,252 14,000 51.80% 82-820-54-00-5462 PROFESSIONAL SERVICES 1,746 1,960 2,444 2,820 1,638 1,349 2,922 1,484 16,364 29,000 56.43% 82-820-54-00-5466 LEGAL SERVICES - 2,000 0.00% 82-820-54-00-5468 AUTOMATION 7 4,247 214 7 3,393 16,956 24,825 30,000 82.75% 82-820-54-00-5480 UTILITIES 582 276 283 236 614 540 1,086 3,617 15,000 24.11% 82-820-54-00-5485 RENTAL&LEASE PURCHASE 0.00% 82-820-54-00-5495 OUTSIDE REPAIR&MAINTENANC 139 1,594 444 1,394 3,571 4,000 39.28% 82-820-56-00-5610 OFFICE SUPPLIES 1,053 433 644 674 191 174 3,169 8,000 39.62% 82-820-56-00-5620 OPERATING SUPPLIES 631 579 248 469 238 706 308 3,179 9,000 35.327/6 82-820-56-00-5635 COMPUTER EQUIPMENT B:SOFTWARE - 0.00% 72-820-56-00-5640 REPAIR&MAINTENANCE 0.00% 82-820-56-00-5671 LIBRARY PROGRAMMING 162 8 9 180 2,000 -8.98% 82-820-56-00-5676 EMPLOYEE RECOGNITION 0.00% 82-820-56-00-5680 ADULT BOOKS 0.001/6 82-820-56-00-5681 JUVENILE BOOKS 0.00% 82-820-56-00-5682 REFERENCE BOOKS 0,00% 82-820-56-00-5683 AUDIO BOOKS 0 00% 82-820-56-00-5684 COMPACT DISCS&OTHER MUSIC 0 00 82-820-56-00-5685 DVD'S - - 115 115 2,000 5.75% 82-820-56-00-5686 BOOKS-DEVELOPMENT FEES 143 905 807 473 157 95 2,579 8,000 3224% 82-820-56-00-5698 MEMORIALS&GIFTS 453 485 154 374 881 400 244 2,992 0.00% 82-820-56-00-5699 MISCELLANEOUS 38 38 250 15.29% 1 YORKVILLE PUBLIC LIBRARY BUDGET REPORT FOR THE PERIOD ENDING JANUARY 31,2012 ACfUALS BY MONTH(Cash Basis) %ofF�scal Pear 8% 17% 25% 33% 42% 50% 58% 67% 75%JaE t. ACCOUNT NUMBER DESCRIPTION m -11 3uue-11 7 11 Au stdl Se tember-11 October-11 November-11 December-11 dmu %of Budget 82-820-70-00-7799 CONTINGENCIES 30 3.00% 82-820-99-00-9984 TRANSFER TO LIBRARY DVLP 332,519 100.01 TOTAL FUND REVENUES 0 113,5571 227,366 1 11,7801 90,321 1 223,086 1 357,086 1 15,055 1 19,366 1 23,442 M 1,081,060 1 069,450 1 101-091/61 TOTAL FUND EXPENDITURES M 39,207 1 50,713 1 49,851 1 378,509 1 78,445 1 52,219 1 56,487 1 54,402 1 67,0440 826,875 1 060,275 1 77.99% FUND SURPLUS DEFICIT m 74,351 j 176,654 38,071 288,187 144,641 j 304,867 41,432 35.036 43.601 254,185 1 9,175 LIBRARY DEBT SERVICE REVENUES 83-000-40-00-4015 1PROPERTY TAXES 115,416 237,557 5,894 88,627 234,227 20,810 13,307 718,839 720,800 � 83-000-45-00-4500 ITNVFSTMENT EARNINGS 8 1 61 8 1 13 1 25 1 40 1 32 1 7 W 140 000%j TOTAL REVENUES:LIBRARY DEBT SERVICE. 115,416 237,5651 8,900 1 88,635 1 234,240 1 20,836 1 13,347 1 32 1 7 M 718,978 1 720,800 1 99.73 LIBRARY DEBT SERVICE EXPENDITURES 8,-81043-004000 PRINCIPI.F.PAYMENT-2005B 175,000 175,000 17 5,000 I 100.00°6 83-830-8300-8050 TNTFREST PAYMENT-2005B 158,063 158,063 3 16,125 316,125 10000% 53-830-84-0f7-8000 PRIM1C'IPLE•PAYMENT-2006 175,000 173,000 175,000 100.00°�m. 83-836-84-00.8050 INTERES'I PAYMENT-2006 27,338 - 27,338 54,675 54,675 100.ow/, TOTAL FUND REVENUES 115,416 137,565 8,900 RR 635 234,240 10,836 13,3471 32 718,978 1 720 800 99.75'/.l TOTAL FUND EXPENDITURES 185,400 535,400 720,800 720 800 100.00% FUND SURPLUS(DEFICIT) 115,416 52,165 8,900 88,635 234,240 20,836 13,347 (535,368 +7 1,822 LIBRARY CAPITAL REVENUES 84.000-42-00-4212 DEVELOPMENTFEES 875 2,175 3,975 250 2275 1 8,000 1 90.94% 84-000-45-00-4500 11 NVESTM ENT EARNINGS 13 12 13 1 14 141 4 0 0 0 71 500 1 14.13% 84-000-49-00-4982 ITRANSFER FROM LIBRARY OPS 332,519 332,519 332,500 100.01 TOTAL REVENUES:LIBRARY CAPITAL 888 12 13 334,708 14 3,979 250 0 0 339,864 341,000 205.08% LIBRARY CAPITAL EXPENDITURES 84-840-60-00-6020 BUILDINGS AND STRUCTURES 3,130 7.835 - 10,965 4,000 274.13 84-840-99-00-9901 1 TRANSFER TO GENERAL - - - - - 1 328,644 328,644 332,500 98 84% TOTAL FUND REVENUES 888 12 13 1 334,708 1 14 1 3,9791 2501 0 1 0 E 339,864 1 341,000 99.67 TOTAL FUND EXPENDITURES 3,130 7,935 1 328,644 339,609 1 336,500 1 100.92% FUND SURPLUS(DEFICIT 888 (3,118)1 13 1 334,708 (7,821) 324,665 2501 0 on 2551 4,500 2 DATE: 02/06/12 UNITED CITY OF YORKVILLE PAGE: 1 TIME: 11:50:14 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 02/13/2012 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # PROJECT DUE DATE ITEM AMT ------------------------------------------------------------------------------------------------------------------------------------ AAREN AAREN PEST CONTROL 16224 01/03/12 01 PREVENTATIVE PEST CONTROL 82-820-54-00-5462 00000000 02/13/12 75.00 PROFESSIONAL SERVICES INVOICE TOTAL: 75.00 VENDOR TOTAL: 75.00 ACI ACI SYSTEM CORP D8522 02/01/12 01 COMMERCIAL BURGLAR MONITORING 82-820-54-00-5462 00000000 02/13/12 299.40 PROFESSIONAL SERVICES INVOICE TOTAL: 299.40 VENDOR TOTAL: 299.40 ATT AT&T 312Z891936-0112 01/16/12 01 MONTHLY CHARGES 82-820-54-00-5440 00000000 02/13/12 269.95 TELECOMMUNICATIONS INVOICE TOTAL: 269.95 312Z895841-0112 01/16/12 01 MONTHLY CHARGES 82-820-54-00-5440 00000000 02/13/12 389.61 TELECOMMUNICATIONS INVOICE TOTAL: 389.61 VENDOR TOTAL: 659.56 BAKTAY BAKER & TAYLOR 2026479150 11/25/11 01 BOOKS 82-820-56-00-5686 00000000 02/13/12 65.14 BOOKS-DEVELOPMENT FEES INVOICE TOTAL: 65.14 2026481411 11/25/11 01 BOOKS 82-820-56-00-5686 00000000 02/13/12 260.12 BOOKS-DEVELOPMENT FEES INVOICE TOTAL: 260.12 2026569238 12/21/11 01 BOOKS 82-820-56-00-5698 00000000 02/13/12 209.68 MEMORIALS & GIFTS INVOICE TOTAL: 209.68 DATE: 02/06/12 UNITED CITY OF YORKVILLE PAGE: 2 TIME: 11:50:15 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 02/13/2012 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # PROJECT DUE DATE ITEM AMT ------------------------------------------------------------------------------------------------------------------------------------ BAKTAY BAKER & TAYLOR 2026599520 01/03/12 01 BOOKS 82-820-56-00-5686 00000000 02/13/12 63.22 BOOKS-DEVELOPMENT FEES INVOICE TOTAL: 63.22 2026604999 01/05/12 01 BOOKS 82-820-56-00-5686 00000000 02/13/12 36.79 BOOKS-DEVELOPMENT FEES INVOICE TOTAL: 36.79 2026634695 01/13/12 01 BOOKS 82-820-56-00-5698 00000000 02/13/12 31.89 MEMORIALS & GIFTS INVOICE TOTAL: 31.89 VENDOR TOTAL: 666.84 CALLONE UNITED COMMUNICATION SYSTEMS 1010-7980-0000-0112L 01/15/12 01 MONTHLY CHARGES 82-820-54-00-5440 00000000 02/13/12 72.11 TELECOMMUNICATIONS INVOICE TOTAL: 72.11 VENDOR TOTAL: 72.11 CHITRIB CHICAGO TRIBUNE 10394737-012712 01/27/12 01 NEWSPAPER SUBSCRIPTION 82-820-54-00-5460 00000000 02/13/12 195.00 DUES & SUBSCRIPTIONS INVOICE TOTAL: 195.00 VENDOR TOTAL: 195.00 FELTESR FELTES, RITA 011812 01/18/12 01 FOLDERS, CLIPS 82-820-56-00-5610 00000000 02/13/12 27.77 OFFICE SUPPLIES INVOICE TOTAL: 27.77 41245393BOMC 09/21/11 01 REIMBURSEMENT FOR BOOKS 82-820-56-00-5671 00000000 02/13/12 45.03 LIBRARY PROGRAMING INVOICE TOTAL: 45.03 VENDOR TOTAL: 72.80 _a_ DATE: 02/06/12 UNITED CITY OF YORKVILLE PAGE: 3 TIME: 11:50:15 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 02/13/2012 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # PROJECT DUE DATE ITEM AMT ------------------------------------------------------------------------------------------------------------------------------------ FVFS FOX VALLEY FIRE & SAFETY 663517 11/25/11 01 FIRE ALARM REPAIR 82-820-54-00-5462 00000000 02/13/12 340.95 PROFESSIONAL SERVICES INVOICE TOTAL: 340.95 671413 12/30/11 01 ANNUAL FIRE ALARM INSPECTION 82-820-54-00-5462 00000000 02/13/12 1,005.00 PROFESSIONAL SERVICES INVOICE TOTAL: 1,005.00 VENDOR TOTAL: 1,345.95 ILPD4811 ILLINOIS STATE POLICE 012712-L 01/27/12 01 BACKGROUND CHECKS 82-820-70-00-7799 00000000 02/13/12 68.50 CONTINGENCIES INVOICE TOTAL: 68.50 VENDOR TOTAL: 68.50 KONICAMI KONICA MINOLTA BUSINESS 219917869 01/03/12 01 COPIER CHARGES 82-820-54-00-5462 00000000 02/13/12 5.31 PROFESSIONAL SERVICES INVOICE TOTAL: 5.31 219923952 01/04/12 01 COPIER CHARGES 82-820-54-00-5462 00000000 02/13/12 161.04 PROFESSIONAL SERVICES INVOICE TOTAL: 161.04 219930573 01/05/12 01 COPIER CHARGES 82-820-56-00-5610 00000000 02/13/12 134.10 OFFICE SUPPLIES INVOICE TOTAL: 134.10 219963003 01/10/12 01 COPIER CHARGES 82-820-56-00-5610 00000000 02/13/12 100.10 OFFICE SUPPLIES INVOICE TOTAL: 100.10 220010729 01/18/12 01 COPIER CHARGES 82-820-54-00-5462 00000000 02/13/12 5.52 PROFESSIONAL SERVICES INVOICE TOTAL: 5.52 VENDOR TOTAL: 406.07 -3- DATE: 02/06/12 UNITED CITY OF YORKVILLE PAGE: 4 TIME: 11:50:15 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 02/13/2012 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # PROJECT DUE DATE ITEM AMT ------------------------------------------------------------------------------------------------------------------------------------ MIDWTAPE MIDWEST TAPE 2714227 12/28/11 01 DVDS 82-820-56-00-5685 00000000 02/13/12 7.99 DVD'S INVOICE TOTAL: 7.99 2714228 12/28/11 01 AUDIO BOOKS 82-820-56-00-5685 00000000 02/13/12 29.99 DVD'S INVOICE TOTAL: 29.99 2718627 01/04/12 01 DVDS 82-820-56-00-5685 00000000 02/13/12 47.98 DVD'S INVOICE TOTAL: 47.98 2723934 01/11/12 01 DVD 82-820-56-00-5685 00000000 02/13/12 26.99 DVD'S INVOICE TOTAL: 26.99 2729209 01/18/12 01 DVDS 82-820-56-00-5685 00000000 02/13/12 202.89 DVD'S INVOICE TOTAL: 202.89 2734891 01/25/12 01 DVD 82-820-56-00-5685 00000000 02/13/12 37.98 DVD'S INVOICE TOTAL: 37.98 VENDOR TOTAL: 353.82 NICOR NICOR GAS 91-85-68-4012 8-1211 01/09/12 01 902 GAME FARM RD 82-820-54-00-5480 00000000 02/13/12 1,364.47 UTILITIES INVOICE TOTAL: 1,364.47 VENDOR TOTAL: 1,364.47 PFISTERM PFISTER, MICHAELEEN 013012 01/30/12 01 POSTAGE REIMBURSEMENT 82-820-54-00-5452 00000000 02/13/12 4.87 POSTAGE & SHIPPING INVOICE TOTAL: 4.87 _a_ DATE: 02/06/12 UNITED CITY OF YORKVILLE PAGE: 5 TIME: 11:50:15 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 02/13/2012 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # PROJECT DUE DATE ITEM AMT ------------------------------------------------------------------------------------------------------------------------------------ PFISTERM PFISTER, MICHAELEEN 122911 12/29/11 01 POSTAGE REIMBURSEMENT 82-820-54-00-5452 00000000 02/13/12 17.25 POSTAGE & SHIPPING INVOICE TOTAL: 17.25 VENDOR TOTAL: 22.12 PRAIRCAT PRAIRIECAT 1457 01/11/12 01 QUARTERLY PARTICIPATION FEES 82-820-54-00-5468 00000000 02/13/12 3,385.35 AUTOMATION INVOICE TOTAL: 3,385.35 VENDOR TOTAL: 3,385.35 R0001005 CHICAGO PUBLIC LIBRARY 012612 01/26/12 01 RECIPROCAL BOOK NOT RETURNED 82-820-70-00-7799 00000000 02/13/12 25.00 CONTINGENCIES INVOICE TOTAL: 25.00 VENDOR TOTAL: 25.00 RJKUHN R.J. KUHN INC. 0000011152 01/27/12 01 INSTALLED NEW CARTRIDGE IN 82-820-54-00-5495 00000000 02/13/12 192.41 OUTSIDE REPAIR & MAINTENAN 02 FAUCET TO STOP LEAK ** COMMENT ** 00000000 INVOICE TOTAL: 192.41 VENDOR TOTAL: 192.41 SOUND SOUND INCORPORATED R111999 01/11/12 01 MAINTENANCE CONTRACT CHARGES 82-820-54-00-5462 00000000 02/13/12 709.50 PROFESSIONAL SERVICES INVOICE TOTAL: 709.50 VENDOR TOTAL: 709.50 TARGET TARGET BANK DATE: 02/06/12 UNITED CITY OF YORKVILLE PAGE: 6 TIME: 11:50:15 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 02/13/2012 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # PROJECT DUE DATE ITEM AMT ------------------------------------------------------------------------------------------------------------------------------------ TARGET TARGET BANK 122111 12/21/11 01 PRINTER CARTRIDGE, PAPER, 82-820-56-00-5610 00000000 02/13/12 39.22 OFFICE SUPPLIES 02 PAPER CLIPS, FOLDER ** COMMENT ** 00000000 INVOICE TOTAL: 39.22 VENDOR TOTAL: 39.22 THYSSEN THYSSENKRUPP ELEVATOR CORP 3000107447 01/01/12 01 JANUARY ELEVATOR MAINTENANCE 82-820-54-00-5462 00000000 02/13/12 218.03 PROFESSIONAL SERVICES INVOICE TOTAL: 218.03 3000118550 02/01/12 01 FEBRUARY ELEVATOR MAINTENANCE 82-820-54-00-5462 00000000 02/13/12 218.03 PROFESSIONAL SERVICES INVOICE TOTAL: 218.03 VENDOR TOTAL: 436.06 TODAYS TODAY'S BUSINESS SOLUTIONS INC 011612-3 02/01/12 01 BASIC 1 YEAR SERVICE AGREEMENT 82-820-54-00-5462 00000000 02/13/12 2,602.50 PROFESSIONAL SERVICES 02 FOR MAINTENANCE & LICENSING ** COMMENT ** 00000000 03 RENEWAL AND SUPPORT ** COMMENT ** 00000000 INVOICE TOTAL: 2,602.50 VENDOR TOTAL: 2,602.50 WAREHOUS WAREHOUSE DIRECT 1438313-0 01/31/12 01 INK CARTRIDGES, MARKERS 82-820-56-00-5610 00000000 02/13/12 138.76 OFFICE SUPPLIES INVOICE TOTAL: 138.76 VENDOR TOTAL: 138.76 YORKGF YORKVILLE GENERAL FUND DATE: 02/06/12 UNITED CITY OF YORKVILLE PAGE: 7 TIME: 11:50:15 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 02/13/2012 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # PROJECT DUE DATE ITEM AMT —-—--—-——----—-—----—---—---——----—---------—------------——--—-------—---——----——---—---—-————————------———---————-————-————--—————- YORKGF YORKVILLE GENERAL FUND 013112—LIB 01/31/12 01 JANUARY HEALTH INSURANCE 82-820-52-00-5216 00000000 02/13/12 7,295.00 GROUP HEALTH INSURANCE 02 JANUARY LIFE INSURANCE 82-820-52-00-5222 00000000 63.35 GROUP LIFE INSURANCE 03 JANUARY DENTAL INSURANCE 82-820-52-00-5223 00000000 517.12 DENTAL & VISION INSURANCE 04 JANUARY VISION INSURANCE 82-820-52-00-5223 00000000 58.37 DENTAL & VISION INSURANCE INVOICE TOTAL: 7,933.84 VENDOR TOTAL: 7,933.84 YORKPC YORKVILLE PC 1196 01/31/12 01 DECEMBER — JANUARY IT 82-820-54-00-5462 00000000 02/13/12 1,072.00 PROFESSIONAL SERVICES 02 ASSISTANCE AND MAINTENANCE ** COMMENT ** 00000000 INVOICE TOTAL: 1,072.00 VENDOR TOTAL: 1,072.00 YORKPOST YORKVILLE POSTMASTER 011312 01/13/12 01 ROLL OF 100 STAMPS 82-820-54-00-5452 00000000 02/13/12 176.00 POSTAGE & SHIPPING INVOICE TOTAL: 176.00 VENDOR TOTAL: 176.00 TOTAL ALL INVOICES: 22,312.28 a�_ YORKVILLE PUBLIC LIBRARY CASH STATEMENT AS OF JANUARY 31, 2012 FISCAL YEAR 2012 May June July August September October November December January February March April 2011 2011 2011 2011 2011 2011 2011 2011 2012 2012 2012 2012 Money Market Old Second $225320 $448,547 $379,488 $496,802 $894352 $1,220,055 $591,936 $543578 $169,484 Account Building Old Second $293,406 $293,419 $333,432 $332,491 $324,670 $5 $255 $255 $255 Development Fees Check Clearing Old Second $1,741 $1,001 $1,001 $1,001 $1,001 $1,001 $1,001 $1,002 $1,002 Account ISbrary Operations Old Second $328,644 $328,644 Reserve library Operations IMET $328,661 Reserve library Operations Illinois Funds - - $79,813 $79,818 $79,820 library Debt Illinois Funds $520,221 -$1,829 $7 Service Total: $520,467 $742,966 $713,920 $830,294 $1,220,024 $1,221,061 $1,521,871 $951,467 $579,229 $0 $0 $0 PAYROLL 1ST PAY PERIOD $20,063 $19,622 $18,884 $18,859 $18,670 $18,962 $18,918 $17,978 $16,827 2ND PAY PERIOD $19,144 $18,871 $18559 $19,183 $18,537 $18,852 $18,460 $18,813 $18,822 3RD PAY PERIOD $19,192 Total $39,207 $38,493 $37,442 $38,042 $56,400 $37,814 $37378 $36,791 $35,649 $0 $0 $0 Library Programs CHILDREN'S LIBRARY PROGRAMMING Date Revenue Expenditures Year to Date Balance December $103.00 $55.02 $47.08 January $45.00 $75.28 $16.80 In for January 2012- 1/11/12- Little Reader's-$4.00 1/13/12-Toddler Time-$9.00 1/18/12-Toddler Time-_$11.00 1/21/12- Read With Paws-Cancelled due to sickness of the handlers 1/25/12- Picture Lady-7.00 1/27/12-Toddler Time--$14.00- +$47.08 total from last month Out for January 2012 1/9/12-Jewel-snacks for storytimes-$20.89 12/02/11- Michaels- (Wiggly eyes)-$6.44 12/14/11- mini cupcakes for storytime-$3.29 1/11/12-Children's BOMC- Book"Willy"-$11.69 1/3/12-Children's BOMC-$32.97 $16.80 January Public Relations Articles—Photos - Kendall Country Record- Patch Meetings,Workshops Staff Meeting PCAT Delegates Assembly—Pfister- DeBord Programs, Activities Number Attending Adult Programs Adult Book Discussion 2nd Thursday of each month 12 Lunch Time Book Club 9 2nd Wednesday of each month Friends Meeting 18 Threads and More 14 Elan Dance Company String Theory 38 Children Programs Picture Lady 15 Teen Meeting (3 Times) 18 Story Time 10 Toddler Time(3 programs) 60 Little Readers 4 Reading Patch Club (3 Programs) 15 Read with Paws 7 Patron Count 6141 Volunteer Doreen Johnson-Picture Lady—(JWC) Dana Wood Teens Meeting Room Library- 6 City- Rent-2 Gifts and Memorials Treasure Bread $241.00 Magazine Donations - $25.50 Marianne Eberhardt $25.50 SharylIwanski $23.50 Patti Bradstreet $95.00 Kim Law Offices LLC Sheet1 Librarian's Report January Circulation ADULTS YOUTH TOTAL Fiction 2042 3651 5693 Non-Fiction 1384 1223 2607 Audio Books 418 73 491 Audio Visual 454 284 738 Music CD's 303 57 360 Kits 14 Periodical 197 197 Sheet Music 6 6 Reference Book Dial-A-Story 356 RAILS-Books sent to other libraries 750 299 1049 Total Circulation 5554 5957 11511 Gain Over Previous Year Loss Over Previous Year RAILS- Books sent to our library 1178 495 1673 Registration Adult 67 Juvenile 14 Non-Resident Taxpayer 1 Non -Resident 1 Reciprocal 1 TOTAL 84 Items Added Books Fiction 30 14 Books Non-Fiction 4 Audio Books 1 1 DVD's 10 6 Reference Kits Sheet Music Periodical 64 16 Music CD Total 105 41 146 Page 1 United City of Yorkville J= C� County Seat of Kendall County 800 Game Farm Road EST. 1 1836 Yorkville, Illinois, 60560 4 Telephone: 630-553-4350 �� Fax: 630-553-7575 Website: www.yorkville.il.us TO: Library Board FROM: Rob Fredrickson, Finance Director DATE: February 7, 2012 RE: Library Check Clearing Account In order to enhance the operational efficiency of the Library's accounts payable function, it is the recommendation of staff that the Library Check Clearing Account at Old Second Bank be changed from a traditional checking account to a zero balance account. A zero balance account, or ZBA, would automatically pull funds from the Library's main account at Old Second Bank as checks were presented against it. This would save staff time by eliminating the need to manually transfer funds from the main account to the check clearing account. As the name indicates, a ZBA only pulls the exact amount of funds necessary to clear checks presented against it on a given day, resulting in an ending balance of zero. If approved by the Board, this change would go into effect at the beginning of March. ' ILS•TATE n� RAILS (NORTH) MMM- 1 PRAIRIECAT FRIVERSHARE s SWAN MAGIC RSA There are now 2 library systems in Illinois, Heartland in the south and RAILS in the north,which receive funding from the State of Illinois. RAILS is the name of the system that our LLSAP(Local Library System Automation Program) belongs to. PrairieCat is the name of our LLSAP or shared catalog that Yorkville is a member of. PrairieCat contracts with RAILS for all delivery services and 20%of our LLSAP support. 80%of funding comes from member libraries'contract fees. Servers at service centers house all of our data for our patron accounts and all of our data for our bibliographic records. RAILS has been researching the feasibility of consolidating service centers for the LLSAPS to fewer locations. The end of last year PrairieCat lost a number of libraries in the west.These libraries now have a separate LLSAP called RiverShare.Six more libraries have given notice that they too will leave PrairieCat at the end of June 2012.These six libraries are Joliet, Plainfield, Lemont, Fountaindale,White Oak and Shorewood Troy.They are called the Pinnacle Group. It will be interesting for us to see how holds for our patrons will be affected without these large libraries holdings in our catalog to fill them. The software that we use to view and manipulate the data is provided by a vendor that PrairieCat contracts. The vendor that supplies the software that PrairieCat uses is currently Sirsi-Dynix. The staff interface of this software is called Symphony Workflows.The patron side of this software is called E- library. PrairieCat's contract with Sirsi-Dynix is up in July 2012.Over the years we have seen a lack of customer support from Sirsi-Dynix and have been disappointed in the inconsistent data search results on both the staff and patron sides. In January it was voted by an overwhelming majority of member libraries to move to a new vender in July.The vendor selected after many hours of review is Innovative. This means many hours of staff training to learn this new software. With large libraries leaving PrairieCat Yorkville's fees to PrairieCat will increase at the same time PrairieCat's budget decreases. Yorkville's share of cost is based on number of cires, number of patrons, number of items owned, and a base fee accessed to all member libraries. This cost for Yorkville in PrairieCat Fiscal year 2012 was$13,541.38. Looking forward to PrairieCat Fiscal year 2013 this will increase to approx.$15,579.57. (Budget to be voted on in April) Yorkville Public Library uses Radio Frequency Identification (RFID)for our items.This allows patrons to use self check stations. It also sets off an alarm if someone tries to walk out without checking-out an item.We have a server in the communications room that is dedicated to run this program. CheckPoint is the maker of the program.3M is the company that is doing the servicing of the equipment. In order for this to work there is a separate server(SIP2)at the service center in Shorewood that our CheckPoint server is hooked up to.This server is the go-between, between our server and the PrairieCat data server. Every night what is on our Checkpoint server is matched or synced to what is on the PrairieCat data server for what is checked out from our library. message Board - Novelistbearch ot the Month Page l of*2 M25S@gB Board Hey, nnicheUe, you have U messages, O are new. ^ Novelist Search o[the Month * ]an 12, 2O12, 12:17pm ,mmW omsmom C)gang mm:em ABMWm mmwwxm./wa«lamm mmm u - -- -- ~- � °�� .T���������� " ���� o Jux / �{���� f1?3YYU�u (�"] n �'`-�^' ! Message Board General General Board Novelist Search o[the Month �^mamw L:?mmmDwm 0 Author Topic: Novelist Search of the Month (Read 5 times) mixie �un/u,�emm,r � Novelist Search of the Month "r:,cau Started Today at 10:25am )o MW member isornine Search of the Month: Debut Novels in 2011 As you settle into the New fear, you might be thinking about all of the wonderful things that 2011 brought. Among them were some great debut � novels from authors you're sure to hear about again in the future. You can mine reviews inNoveListto create a list nf debut titles published in2O11: Joined: ]an 2009 1. Click on the Advanced Search link under the Search For box onthe Posts: 7� � honnepage nv,mn: za ' [ Exalt | Smite ] 2. Type the word debut in the top box, and select RV Review from the drop- down on the same line. 3. Leave AND selected in the second line. 4. Type 2011 in the box nn the second line and select PY Publication Year from the drop-down menu on the same line. S. Click Search. This will give you a list of hundreds of debut novels published in 2011. You can then use the options in the"Narrow Results by" section to the left to narrow by genre or the boxes in the "Limit Your Results" on the right to limit by audience. This way, you can, for example, create a list of debut Mystery titles for teens: 1. Select Mystery Stories under Genre in the "Narrow Results by" section to the left of your Result List. 3. Select the Teens box in the "Limit Your Results" section on the right. 3. Click Update. You will be left with over 15 Mystery debuts for teens. A word of warning: you may find that some o[the books in the result list are sequels to debut novels. The debut may be mentioned in the review for the sequel. Report mMod Link to Post' Back m Top Q'.Logged Message: http://ykbbcirc.proboards.com/index.cgi?board=general&action=display&thread=554 1/12/2012 Time Line Fiscal Year May State Report—City Council Report Review Executive Sessions June Nominations of Officers Inventory Update July Election of Officers Review Executive Session August Levy for City Disaster Plan Update September October Per Capita Grant November December January Review Executive Sessions February March Director Evaluation April Public Notice Participants in Public Act 92-0166/Non Resident Fee Card Approve Budget/Levy Policy Update as needed YORKVILLE PUBLIC LIBRARY LONG RANGE PLAN 2012 -2015 Adopted by the Yorkville Library Board March 12, 2012 Introduction Needs of the Yorkville Public Library are becoming more sophisticated and expectations are higher than ever. These needs and expectations translate into an increased demand for the library to deliver the most accurate and up-to-date resources in an ever changing array of formats by well-trained, knowledgeable staff in the best possible library. This is the challenge the library is facing today in light of our economic climate. Our purpose for Long Ranee Planning is to have: • A common image of the direction the library is moving. • A sense of consistency within the library. • Identified, discussed and resolved key issues. • Set priorities for implementation. • Improve communication. • A benchmark to measure future performance. Our Mission We encourage the pursuit of lifelong learning. Our Values Progressive Service Oriented Welcoming Atmosphere Resourceful Knowledgeable Staff Board of Trustees Beth Gambro Barbara Johnson Sandy Lindblom Carol La Chance Gail Gaebler Robert Allen Jo Ann Gryder Susan Chacon Judy Sumerlot Our Lone Ranee Goals Goal 1: Provide the community with a trained and highly motivated staff. Maintain a staff that believes in the library's mission and values, consistently delivering excellent service to the community. Continue in-service training, workshops, conference, or networking events, as the budget allows. Goal 2: Operate and maintain a facility based on the changing role of the library and needs of the community. The library provides a comfortable, inviting environment where patrons feel welcomed and a facility where patrons can easily orient themselves around the library. Continue to manage the current facility's resources and space in the best possible manner. Goal 3: Provide and expand services and programs to meet the needs of the community. Explore new service and program possibilities as the community demographics continue to evolve. Goal 4: Investigate and implement the latest technology appropriate for our library. Fully support the technological infrastructure needed to bring the latest technological and informational resources to the community. Examine possible upgrades and/or expansion of technology resources. Goa 15: Increase public awareness of library materials, services and programs to promote support. Ensure that the community members are aware of library services through the library website as well as local media. Goal 6: Collection Continually evaluate and update the collections to ensure adequate and timely resources are available to our patrons of all ages. Goal 7 Secure adequate funding to continue providing library service that meets the needs of the community. Work with city officials to secure funding at a level that allows us to meet our goals. Apply for grants to supplement library funding. Continue to seek fair reimbursement from patrons for programs and routine utilization of library services. This long range plan will continue for a three-year period. At the same time, we will continue to build upon our goals from previous long-range plans. The Library board and staff will discuss strategies for implementing these goals on a regular basis.