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
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RAILS
(NORTH)
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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.
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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.