Library Minutes 2012 08-13-12
APPROVED W/ CORRECTIONS
9/10/12
Yorkville Public Library
Board of Trustees
Monday, August 13, 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
Gail Gaebler-yes, Bob Allen-yes, Carol LaChance-yes, Susan Chacon-yes, Judy
Somerlot-yes, Sandra Lindblom-yes, Barb Johnson-yes, Jo Ann Gryder-yes, Beth
Gambro-yes
Others Present
Library Director Michelle Pfister
City Finance Director Rob Fredrickson
Recognition of Visitors –
Rob Fredrickson, Finance Director was recognized.
Amendments to the Agenda –
none
Minutes –
July 9, 2012
Ms. Gryder noted a correction on page 3 under “Standing Committees”: “Finance”
Policy Committee.
should read She then moved to approve the minutes as corrected and
Ms. Johnson seconded the motion. Voice vote approval.
Correspondence –
A thank you note was read from Anne Engelhardt regarding a
recent 2-day Police Academy held at the Library. She thanked the Board for the use of
the library space.
Public Comment –
None
Staff Comment
– None
Report of the Treasurer
Financial Statement
Treasurer Chacon presented the financial information.
Highlights of Bill List:
Page 1: Bank of New York is paying agent fee for Library Board bond paperwork, that
fee was formerly shown under Professional Services, this will be paid again in December
Page 2: Castle Insurance, annual renewal for Board
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Page 4: LTLS-OCLC, on-line catalog fee of $862
Page 4: $31.96 for carpet cleaner, not for cleaning
Page 5: $360 to Peregrine, Stime & Newman, payment for letter to City stating the
Library is not involved in any litigation
Page 6: $5.90 postage charge on Visa, rather than from petty cash
Summary of Treasurer’s report:
Payroll: $55,243.50 for all of July and 1 week of August
Bills: $ 7,210.98
Health insurance: $5,946.63
Ms. Gryder questioned the Fox Valley Safety & Fire Alarm charge for $536. Ms. Pfister
explained there had been an alarm panel problem.
Ms. Johnson moved to pay all the disbursements totaling $68,401.11 and Ms. LaChance
seconded this motion.
Roll call vote: Allen-yes, LaChance-yes, Chacon-yes, Somerlot-yes, Lindblom-yes,
Johnson-yes, Gryder-yes, Gambro-yes, Gaebler-yes. Passed 9-0.
Ms. Johnson commented that the finances are much more transparent and it was decided
that the Finance Committee will meet every 6 months for a review. They will meet in
November.
Report of the Library Director
Statistics
1. Director Pfister said the staff is doing a great job working with the new system
2. There is difficulty in obtaining reports due to a server problem with RAILS
stnd
3. Book sale scheduled for September 1 & 2, still collecting books, have about 7,000
4. Teens are having garage sale on August 25 to profit Mutual Ground
5. Letter received from Attorney Roger Ritzman asking that meeting agenda be more
specific and include any action that might be taken
6. Handout included in agenda packet that shows how library system works
7. Michelle has finished per capita grant application that is due in October. Money to be
used for bill payments, database and magazines. No news received yet on a $2,500 grant
application finished in April. A $2,500 grant already received was part of the Kendall
County Court System. A self-help legal system program is now part of the library and 2
additional computers were purchased for increased access to this program. A guest pass
is given to those with no library card and can only use for this program.
Ms. Somerlot asked if the staff is expected to assist patrons with this program. Patrons
are required to bring another person who is knowledgeable and can assist them.
8. An article appeared in the paper regarding August 22nd training for the new card
catalog system.
9. A server recently malfunctioned requiring 3M to come. Currently have a contract
with them, but without the contract the cost would have been $12,000.
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President Gambro asked to discuss on next month’s agenda, the possibility of e-books,
expanded library hours, building maintenance or an IT person if additional funds ever
become available. Commenting on the Friends meeting held this morning, August 13,
Ms. Somerlot said the Friends came close to deciding on an e-book subscription at
$3,000. A decision will be made after the book sale.
City Council Liaison
No report
Standing Committees
Personnel Committee
(Discussion held at end of meeting)
Unfinished Business
Funding for Maintenance
Ms. Gryder mentioned the possibility of a “Gutter Ball” or “Trivia Night” to raise money
for the library. A black tie ball with liquor was held at a library where Judy Somerlot
worked. Jo Ann will check on a liquor exemption and will obtain details of the Trivia
Night.
It was noted that library employee Dixie cleaned the webs from the lower windows and
Michelle asked Scott Sleezer to trim the bushes around the air conditioner. Michelle
stated that Alderman Colosimo had sent an email requesting that the eaves be cleaned
since pinecones collect in them. The cost to clean the windows would be approximately
$875 and $100 per hour to clean the gutters if an outside agency was used. Beth
suggested keeping this on the agenda to discuss with Alderman Colosimo next month to
determine if the City can assist. These items, “funding for maintenance” and “assistance
from City” will be placed on the September agenda.
Ms. Gryder asked about the custodians’ frequency. They currently clean 3 hours per day
and clean bathrooms and vacuum.
Letter to Newspaper / Building Siding
Ms. Gaebler reviewed the request for the letter the Board asked her to write to the
newspaper “Fixer” column regarding the building siding. Tom Lindblom had suggested
that Hardie Siding should be contacted first for a possible solution. Ms. Gaebler read the
letter aloud for Board input.
It was noted that Public Works Director Eric Dhuse spoke with Hardie Siding who said
that Henry Brothers was responsible as the installer. Ms. Gaebler said the specs indicate
a warranty of 25-30 years. The siding was purchased from F.E. Wheaton. Ms.
Lindblom interjected that a relative employed by F.E. Wheaton said the siding would
have been purchased from either Alexander Lumber or Hines Lumber.
Ms. Gaebler will send the letter to Henry Brothers with a copy to James Hardie including
photos. She will also ascertain with Tom Lindblom if Henry Brothers has been
contacted.
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Sandra Lindblom moved to send the proposed letter to both Henry Brothers and Hardie
Siding. Barb Johnson seconded the motion. Discussion: The response date requested
will be September 10. Approved on a voice vote with Bob Allen voting no. He
requested that the motion should include the stipulation that it be verified that Henry
Brothers was in fact contacted. Later in the meeting, Ms. Lindblom verified that Tom
Lindblom had contacted Henry Brothers project manager and no response was ever
received.
New Business
Disaster Plan
Michelle will return the updated disaster plan notebooks next month.
Additional Business
There was a brief discussion about whether or not an Executive Session was needed. Ms.
Lindblom said the Board needed to be prepared to discuss how a 20% decrease in the tax
levy would affect the Library. It was decided to discuss this at the September Board
meeting.
Personnel Committee
(discussed out of order)
Ms. Gaebler noted she had sent a thank you note to the teen group for storm cleanup. She
also noted that all Board members had been given a copy of the Library Director’s goals
at their request.
Ms. Somerlot asked if there is a description of the Board responsibilities. President
Gambro said this description is included in the by-laws.
Adjournment
There was no further business and the meeting adjourned at 8:02pm on a motion and
second by Bob Allen and Carol LaChance, respectively.
Minutes transcribed by
Marlys Young, Minute Taker
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