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Library Board Packet 2011 10-10-11 Agenda Yorkville Public Library / Historical Meeting Room Board of Trustees Monday, October 10, 2011 902 Game Farm Road 7:00 P.M. 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 Automation Community Relations 12. Unfinished Business Levy Line Item Budget Agreement 2012 Transfer of Funds Ordinance for Building Development Fees 13. New Business 14. Executive Session (if needed) For the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body 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, September 12, 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 Jo Ann Gryder-yes, Beth Gambro-yes, Gail Gaebler-yes, Bob Allen-yes, Carol LaChance-yes, Susan Chacon-yes, Judy Somerlot-yes, Sandy Lindblom-yes, Barb Johnson-yes. Others Present City Administrator Bart Olson City Council Liaison Carlo Colosimo Library Director Michelle Pfister Recognition of Visitors—Chairman Gambro recognized Mr. Olson and Mr. Colosimo Amendments to the Agenda— None Minutes August 8, 2011 The minutes were approved as read on a motion by Barb Johnson and second by Carol LaChance. Unanimous voice vote approval. Correspondence— Ms. Pfister said a letter was received from the Library Attorney in relationship to the City audit. When an audit is done,the attorney must verify that there are no lawsuits against the City at the time. A letter was also received from Trico stating that, in addition to the$125 service fee, there would be a$75 truck/tool charge for each visit and will be charged once even if there are 2 trucks. Trico maintains the heating and air conditioning systems. Library staff member Carol Wicks tendered a letter of resignation to accept a position at Aurora University. Public Comment— None Staff Comment— None 1 Report of the Treasurer Financial Statement Detailed Revenue and Expense Report: 1. $83,000+was received in property taxes,this represents 62%of the taxes, but only 1/3 of the budget year 2. Last month the subscription cards were down about half, however,the subscriptions rose considerably this month 3. Copy fees down slightly 4. Total revenue this month: $90,329 5. The line item "Dues and Subscriptions"was a refund 6. The last line of the report show$332, 491 in surplus, however,these are the building development fees and were separated out of the revenue. Mr. Olson reported that in the past, the Library only had 1 fund for all revenues,however, now it has been separated into 3 funds. Detail Board Reports: 1. Page 2: Castle Insurance policy, $1,383, bond payment for Treasurer 2. Page 3: Landscaping costs of$7,835,paid from Building Development fees 3. Page 5: West Group $198 for copy of State Statutes 4. Staff insurance being paid this month for both July and August 5. Two invoices for meeting minutes 6. Total of invoices: $29,879.99 Payment of Bills Motion: Ms. Johnson moved to pay the bills in the amount of$29,829.99 and the payroll in the amount of$38,042.21. Ms. LaChance seconded the motion. Roll call: Gambro-yes, Gaebler-yes, Allen-yes, LaChance-yes, Chacon-yes, Somerlot- yes, Lindblom-yes, Johnson-yes, Gryder-yes. Unanimous. Report of the Library Director 1. Women's history month was noted 2. 15,913 items were checked out 3. 110 new patrons 4. Added 696 items to collection 5. A staff meeting was held after the last Board meeting 6. Details of Friends book sale: $4,250.51 collected from items sold with 91% of that money going toward programs and Library and 9%for filing fees. Many volunteers helped with setup and sale. 7. Friends meetings now have 15-16 in attendance compared to 2-3 in 2008 8. Threads `n More program going well with 18 people attending first meeting 9. Summer reading program concluding 10. Teens had "used item" sale and made $250 to be used for book purchases 11. Michelle introduced flier for Adopt A Magazine program 12. Per capita grant is completed and submitted 13. City employee changed more than 100 light bulbs in Library, with much more maintenance to be done. Judy Somerlot helped with weed control. 2 14. City employee helped with outside trimming 15. Tom Lindblom volunteered to clean eaves. Aurora Windows cleaned the windows and eaves twice a year previously. 16. Outside of building needs some painting of siding and trim (siding was designed to not need painting). Tom Lindblom was trying to resolve, however, F.E. Wheaton(provided siding etc.) is now gone. Ms. Gryder asked if these costs could come from the building fees. Mr. Olson suggested talking to manufacturer about the maintenance problems. Ms. Somerlot asked if the price of the various services needed could be broken down and perhaps organizations could adopt a certain service. Mr. Olson suggested that City employees could possibly clean the eaves as they have a bucket truck. Another suggestion was that the maintenance only be done once a year instead of twice, however, Ms. Pfister said maintenance of the building is a priority. City Council Liaison Mr. Colosimo reported that he had taken the Board concerns to the Administration committee, regarding the building development fee ordinance. He will also take them to the Economic Development Committee. He said he had proposed a moratorium on impact fees at a recent Council meeting in hopes of bringing in developers or new business. Yorkville's impact fees are currently higher than other nearby communities. Standing Committees No reports. Unfinished Business Ordinance for Building Development Fees Already discussed above. Intergovernmental Agreement Mr. Olson said this agreement will be simple to execute once the Board approves. President Gambro asked if the Library is actually responsible for the road improvements. Mr. Olson assured her that once the money exchange occurrs, the Board is not responsible for any further road expenses. Some Board members expressed concerns that the money will not be returned to the Library. Mr. Olson recommended that the Board and the City each approve a budget amendment and the money will be exchanged with language that each transfer is contingent upon the other. Board member Sandy Lindblom expressed great concern about this exchange. Mr. Colosimo described this transaction as traded dollars and the City will gain nothing. An attorney review was suggested by Ms. Gryder, however, Mr. Olson said it is not necessary since this is merely a budget amendment. It was requested by Board President Gambro to have a copy of the agreement and a memo from Mr. Olson before a vote is taken. He said this item will need to be shown as a line item budget amendment on the Library Board meeting agenda for October. 3 New Business Levy Ms. Lindblom said the City is now at $675,000 and the levy could be raised to .15. The City would then take in about$850,000. Mr. Olson explained the process and said the Library should ask for a certain levy amount. The City will re-set their levy and they have the authority to authorize tax caps on each levy. The Council will not vote on the levy until December. Olson suggested a formal line item on the agenda. A vote will be taken by the Board at their October meeting. Disaster Plan Update Ms. Pfister said all of these manuals will be updated with the current Library Board members, phones and staff page. Executive Session -None Adjournment There was no further business and the meeting was adjourned at 8:OOpm. Minutes respectfully submitted by Marlys Young, Minute Taker 4 YVKAVlLLE YU1SL1l,L1lfKAKI BUDGET REPORT FOR THE PERIOD ENDING SEPTEMBER 30,2011 ACTUALS BY MONTH(Cash Basis) %of Fisc4Ykar :81% 17% 25% 33% 42% Year-to-Date ANKAL ACCOUN'T'NUMBER DESCRIPTION all loos-11 July-11 Au st-11 September-11 To lak BUDGET SonCBudget LIBRARY OPERATIONS REVENUES 82-000-40-00-4005 PROPERTY TAXES-LIBRARY 108,835 221,702 9,030 83,169 219,338 642,072 675,000 95.12% 82-000-41-00-4120 PERSONAL PROPERTY TAX - 755 - - - 755 5,000 15.10% 82-000-41-00-4170 STATE GRANTS - - - - - - 17,200 0.00% 82-000-42-00-4211 DEVELOPMENT FEES-BOOKS 875 - - 2,175 - 3,050 8,000 38.13% 82-000-43-00-4330 LIBRARY FINES 1,397 1,377 1,053 1,310 1,052 6,189 13,000 47.61% 82-000-44-00-4401 LIBRARY SUBSCRIPTION CARDS 1,306 1,234 627 1,313 1,457 5,936 8,000 74.21% 82-000-44-00-4422 COPY FEES 320 332 347 263 328 1,590 3,000 52.99% 82-000-44-00-4440 PROGRAM FEES 20 23 - 20 - 63 2,000 3.15% 82-000-45-00-4500 INVESTMENT EARNINGS 1 15 15 17 26 75 250 29.92% 82-00048-00-4820 RENTAL INCOME 111 140 185 320 217 973 1,500 64.87% 82-000-48-00-4824 IDVD RENTAL INCOME 441 601 458 560 387 2,447 4,000 61.16% 82-000-48-00-4832 MEMORIALS 1,000 400 - 1,120 161 2,681 - 0.00% 82-000-48-00-4850 iMISCELLANEOUS INCOME 7 40 72 62 133 314 - 0.00% 82-000-48-00-4881 SALE OF BOOKS - - - - - - - 0.00% TOTAL REVENUES:LIBRARY 114,312 226,619 11,786 90,329 223 099 666,145 736,950 90.39% LIBRARY OPERATIONS EXPENDITURES 82-820-50-00-5010 SALARIES&WAGES 18,661 19,302 18,707 18,707 28,060 103,436 241,000 42.92% 82-820-50-00-5015 PART-TIME SALARIES 16,163 14,802 14,474 15,031 21,905 82,374 193,000 42.68% 82-820-52-00-5212 RETIREMENT PLAN CONTRTBUTIO 1,775 1,836 1,779 1,779 2,669 9,837 22,500 43.72% 82-820-52-00-5214 FICA CONTRIBUTION 2,608 2,553 2,483 2,525 3,767 13,937 40,000 34.84% 82-820-52-00-5216 GROUP HEALTH INSURANCE - 7,295 7,295 - 14,590 29,180 87,975 33.17% 82-820-52-00-5222 GROUP LIFE INSURANCE - 63 63 - 127 253 1,000 25.34% 82-820-52-00-5223 DENTAL&VISION INSURANCE - 575 575 - 1,151 2,302 6,950 33.12% 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 2,797 8,500 32.91% 82-820-54-00-5452 POSTAGE&SHIPPING - - - - - - 2,000 0.00% 82-820-54-00-5460 DUES&SUBSCRIPTIONS - - - (234) 195 (39) 14,000 -0.28% 82-820-54-00-5462 PROFESSIONAL SERVICES - 1,746 1,960 2,444 2,820 8,971 29,000 30.93% 82-820-54-00-5466 LEGAL SERVICES - - - - - - 2,000 0.00% 82-820-54-00-5468 AUTOMATION - - 7 4,247 214 4,469 30,000 14.90% 82-820-54-00-5480 UTILITIES - - 582 276 283 1,141 15,000 7.61% 82-820-54-00-5485 RENTAL&LEASE PURCHASE - - - - - - - 0.00% 82-820-54-00-5495 OUTSIDE REPAIR&MAINTENANCE - - - - 139 139 4,000 3.47% 82-820-56-00-5610 OFFICE SUPPLIES - 1,053 - - 433 1,486 8,000 18.58% 82-820-56-00-5620 OPERATING SUPPLIES - 631 579 - 248 1,458 9,000 1 16.20% 82-820-56-00-5635 COMPUTER EQUIPMENT&SOFTWARE - - - - - 0 - - 1 0.00% ACTUALS BY MUN7'li(CaSh BASIS) %of Fiscal Year 8% 17% 25% 33% 42% Year-to-Date ANNUAL ACCOUNT NUMBER DESCRIPTION May-11 June-11 July-11 August-11 September-11 _ Totals BUDGET %of Budget 82-820-56-00-5640 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 - - - - - - - 0.00% 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 - - - - - - 2,000 0.00% 82-820-56-00-5686 BOOKS-DEVELOPMENT FEES - - 143 - 905 1,048 8,000 13.10% 82-820-56-00-5698 MEMORIALS&GIFTS - - 453 485 154 1,092 - 0.00% 82-820-56-00-5699 MISCELLANEOUS - - 38 - - 38 250 15.29% 82-820-70-00-7799 CONTINGENCIES - - - 30 - 30 1,000 3.00% 82-820-99-00-9984 TRANSFER TO LIBRARY DVLP - - - 332,519 - 332,519 332,500 100.01% TOTAL FUND REVENUES 114 312 226,619 11786 90,329 _ 223,099 666 145 736'950 90.39% TOTAL FUND EXPENDITURES 39 207 50.713 49 851 378,509 78 445 -596,7 3 1060,275 56,28% FUND SURPLUS(DEFICIT) 75105 175 906 (38,065)1 288180 144,654 E 69,4211 323 325 LIBRARY DEBT SERVICE REVENUES 83-000-40-00-4015 1 PROPERTY TAXES 115,416 237,557 8,894 88,627 234,227 684.721 720.800 94.99% 83-000-45-00-4500 JINVESTMENT EARNINGS - - - - - - - 0.00% TOTAL REVENUES:LIBRARY DEBT SERVICE 115,416 237,5571 8.894 88.627 234.2271 684.721 720.800 94-99% LIBRARY DEBT SERVICE EXPENDITURES 83-830-83-00-8000 1 PRINCIPLE PAYMENT-2005B - - - - - I75,000 0.00% 83-830-83-00-8050 INTEREST PAYMENT-2005B - 158,063 - - - 158,063 316,125 50:00% 83-830-84-004000 PRINCIPLE PAYMENT-2006 - - - - - - 175.000 0.00% 83-830-84-00-8050 INTEREST PAYMENT-2006 - 27,338 - - - 27,338 54.675 50.00% TOTAL FUND REVENUES 115,416 237457 894 88 627 234,227 684,721 720 800 0.00% TOTAL FUND EXPENDITURES' 185,400 - 185,4001 720:8w 0.00% FUND SURPLUS(DEFICIT) 115,416 52,157 8,894 88,627 234,227 M 499,321 1 - ACTUALS BY MONTH(Cash Basis) %offiscA--�% 17% 25% 33% 42% YeaT-to-Date AN'�1t.lAI, ACCOUNT NUMBER DESCRIPTION Y-11 ,Tu ne-11 Joy -11 August-1! September-11 Totals BUDGET %o[Budge! LIBRARY DEVELOPMENT FEE REVENUES 84-000-42-00-4212 1 DEVELOPMENT FEES 875 - - 2,175 - 3,050 8,ODO 38.13% 84-000-45-00-4500 INVESTMENT EARNINGS 13 12 13 14 14 67 500 13.33% 84-000-49-00-4982 TRANSFER FROM LIBRARY OPS - - - 332,519 - 332..519 332,500 100.01% TOTAL REVENUES:LIBRARY DVLP FEES 888 12 13 334,708 14 335,635 341,000 151.46% LIBRARY DEVELOPMENT EXPENDITURES 84-840-60-00-6020 BUILDINGS AND STRUCTURES 3.1301 7,835 E 10,965 1 4,000 1 274.13% TOTAL FUND REVENUES 888 12 13 334,708 14_ 335,635 341,000 0A4% TOTAL FUND EXPENDITURES 3,130 — 7 835 10,965 4,000 0.00% FUND SURPLUS(DEFICIT) 888 (3,118) 13 334,708 (7,821) 324,670 337,000 DATE: 10/03/11 UNITED CITY OF YORKVILLE PAGE: 1 TIME: 15:37:01 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 10/10/2011 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # PROJECT DUE DATE ITEM AMT ------------------------------------------------------------------------------------------------------------------------------------ AAREN AAREN PEST CONTROL 15828 09/02/11 01 MONTHLY SERVICE 82-820-54-00-5462 00000000 10/10/11 75.00 PROFESSIONAL SERVICES INVOICE TOTAL: 75.00 VENDOR TOTAL: 75.00 ATT AT&T 312Z891936- 0911 09116111 01 MONTHLY CHARGES 82-820-54-00-5440 00000000 10/10/11 262.28 TELECOMMUNICATIONS INVOICE TOTAL: 262.28 312Z895841-0911 09/16/11 01 MONTHLY CHARGES 82-820-54-00-5440 00000000 10/10/11 375.12 TELECOMMUNICATIONS INVOICE TOTAL: 375.12 VENDOR TOTAL: 637.40 BAKTAY BAKER & TAYLOR 2026185100 08/29/11 01 BOOKS 82-820-56-00-5686 00000000 10/10/11 117.32 BOOKS-DEVELOPMENT FEES INVOICE TOTAL: 117.32 2026191152 08/30/11 01 BOOKS 82-820-56-00-5686 00000000 10/10/11 115.45 BOOKS-DEVELOPMENT FEES INVOICE TOTAL: 115.45 2026209715 09106111 01 BOOKS 82-820-56-00-5686 00000000 10/10/11 158.38 BOOKS-DEVELOPMENT FEES INVOICE TOTAL: 158.38 2026234651 09/14/11 01 BOOKS 82-820-56-00-5686 00000000 10/10/11 99.20 BOOKS-DEVELOPMENT FEES INVOICE TOTAL: 99.20 2026249049 09/20/11 01 BOOKS 82-820-56-00-5686 00000000 10/10/11 222.37 BOOKS-DEVELOPMENT FEES INVOICE TOTAL: 222.37 VENDOR TOTAL: 712.72 -1- DATE: 10/03/11 UNITED CITY OF YORKVILLE PAGE: 2 TIME: 15:37:02 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 10/10/2011 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # PROJECT DUE DATE ITEM AMT ------------------------------------------------------------------------------------------------------------------------ ----------- CALLONE UNITED COMMUNICATION SYSTEMS 1010-7980-0000-0911L 09/15/11 01 MONTHLY CHARGES 82-820-54-00-5440 00000000 10/10/11 64.35 TELECOMMUNICATIONS INVOICE TOTAL: 64.35 VENDOR TOTAL: 64.35 CAMBRIA CAMBRIA SALES COMPANY INC. 31626 09/19/11 01 TOILET TISSUE, PAPER TOWEL, 82-820-56-00-5620 00000000 10/10/11 468.86 OPERATING SUPPLIES 02 GARBAGE BAGS, BOWL CLEANER, ** COMMENT ** 00000000 03 SOFT SOAP, MOPHEADS, URINAL ** COMMENT ** 00000000 04 BLOCK, WINDEX ** COMMENT ** 00000000 INVOICE TOTAL: 468.86 VENDOR TOTAL: 468.86 HOMEDEPO HOME DEPOT 8014981 08/25/11 01 SWITCHES, SWITCH PLATES 82-820-54-00-5495 00000000 10/10/11 3.57 OUTSIDE REPAIR & MAINTENAN INVOICE TOTAL: 3.57 VENDOR TOTAL: 3.57 ILCENTRY ILLINOIS CENTURY NETWORK/ T1204363 09/21/11 01 COMMUNICATION CHARGES 82-820-54-00-5468 00000000 10/10/11 7.20 AUTOMATION INVOICE TOTAL: 7.20 VENDOR TOTAL: 7.20 KONICAMI KONICA MINOLTA BUSINESS 218936146 09/18/11 01 COPIER CHARGES 82-820 54-00-5462 00000000 10/10/11 7.23 PROFESSIONAL SERVICES INVOICE TOTAL: 7.23 VENDOR TOTAL: 7.23 -2- DATE: 10/03/11 UNITED CITY OF YORKVILLE PAGE: 3 TIME: 15:37:02 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 10/10/2011 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # PROJECT DUE DATE ITEM AMT ------------------------------------------------------------------------------------------------------------------------------------ MIDWTAPE MIDWEST TAPE 2608868 08/31/11 01 DVDS 82-820-56-00-5686 00000000 10/10/11 46.98 BOOKS-DEVELOPMENT FEES INVOICE TOTAL: 46.98 2614353 09/07/11 01 DVDS 82-820-56-00-5686 00000000 10/10/11 22.99 BOOKS-DEVELOPMENT FEES INVOICE TOTAL: 22.99 2628508 09/23/11 01 DVDS 82-820-56-00-5686 00000000 10/10/11 23.99 BOOKS-DEVELOPMENT FEES INVOICE TOTAL: 23.99 VENDOR TOTAL: 93.96 MJELECT MJ ELECTRICAL SUPPLY, INC. 1123947-01 08/25/11 01 BULBS 82-820-54-00-5495 00000000 10/10/11 178.40 OUTSIDE REPAIR & MAINTENAN INVOICE TOTAL: 178.40 1123989-00 08/25/11 01 BULBS 82-820-54-00-5495 00000000 10/10/11 248.25 OUTSIDE REPAIR & MAINTENAN INVOICE TOTAL: 248.25 1124017-01 09/01/11 01 BULBS 82-820-54-00-5495 00000000 10/10/11 74.25 OUTSIDE REPAIR & MAINTENAN INVOICE TOTAL: 74.25 1124041-01 09/01/11 01 BULB 82-820-54-00-5495 00000000 10/10/11 39.50 OUTSIDE REPAIR & MAINTENAN INVOICE TOTAL: 39.50 1124237 01 09/23/11 01 LAMPS 82-820-54-00-5495 00000000 10/10/11 288.00 OUTSIDE REPAIR & MAINTENAN INVOICE TOTAL: 288.00 -S- DATE: 10/03/11 UNITED CITY OF YORKVILLE PAGE: 4 TIME: 15:37:02 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 10/10/2011 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # PROJECT DUE DATE ITEM AMT ------------------------------------------------------------------------------------------------------------------------------------ MJELECT MJ ELECTRICAL SUPPLY, INC. 1124254-00 09/16/11 01 LAMP 82-820-54-00-5495 00000000 10/10/11 29.00 OUTSIDE REPAIR & MAINTENAN INVOICE TOTAL: 29.00 1124308-01 09/23/11 01 LAMPS 82-820-54-00-5495 00000000 10/10/11 192.00 OUTSIDE REPAIR & MAINTENAN INVOICE TOTAL: 192.00 1124333-00 09/16/11 01 LAMPS 82-820-54-00-5495 00000000 10/10/11 58.00 OUTSIDE REPAIR & MAINTENAN INVOICE TOTAL: 58.00 VENDOR TOTAL: 1, 107.40 NICOR NICOR GAS 91-85-68-4012 8-0811 09/06/11 01 902 GAME FARM RD 82-820-54-00-5480 00000000 10/10/11 236.34 UTILITIES INVOICE TOTAL: 236.34 VENDOR TOTAL: 236.34 OFFWORK OFFICE WORKS 195235 09/06/11 01 TONER 82-820-56-00-5610 00000000 10/10/11 643.93 OFFICE SUPPLIES INVOICE TOTAL: 643.93 VENDOR TOTAL: 643.93 RJKUHN R.J. KUHN INC. 0000010298 09/29/11 01 REPLACED HOT WATER CIRCULATING 82-820-54-00-5495 00000000 10/10/11 483.34 OUTSIDE REPAIR & MAINTENAN 02 PUMP ** COMMENT ** 00000000 INVOICE TOTAL: 483.34 VENDOR TOTAL: 483.34 -4- DATE: 10/03/11 UNITED CITY OF YORKVILLE PAGE: 5 TIME: 15:37:02 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 10/10/2011 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # PROJECT DUE DATE ITEM AMT ------------------------------------------------------------------------------------------------------------------------------------ SOUND SOUND INCORPORATED R106679 04/14/11 01 MAINTENANCE CONTRACT CHARGE 82-820-54-00-5462 00000000 10/10/11 645.00 PROFESSIONAL SERVICES 02 FOR CCTV & ACCESS CONTROL FOR ** COMMENT ** 00000000 03 PERIOD OF 05/01/11 - 07/31/11 ** COMMENT ** 00000000 INVOICE TOTAL: 645.00 VENDOR TOTAL: 645.00 THYSSEN THYSSENKRUPP ELEVATOR CORP 3000076790 09101111 01 SEPTEMBER ELEVATOR MAINTENANCE 82-820-54-00-5462 00000000 10/10/11 206.66 PROFESSIONAL SERVICES INVOICE TOTAL: 206.66 VENDOR TOTAL: 206.66 TRICO TRICO MECHANICAL SERVICE GROUP 2656 08/26/11 01 HVAC REPAIR SERVICE 82-820-54-00-5462 00000000 10/10/11 325.00 PROFESSIONAL SERVICES INVOICE TOTAL: 325.00 VENDOR TOTAL: 325.00 WALLSTJ WALL STREET JOURNAL 100111 10/01/11 01 ANNUAL SUBSCRIPTION RENEWAL 82-820-56-00-5698 00000000 10/10/11 374.40 MEMORIALS & GIFTS INVOICE TOTAL: 374.40 VENDOR TOTAL: 374.40 YORKGF YORKVILLE GENERAL FUND 093011-LIB 09/30/11 01 SEPTEMBER HEALTH INSURANCE 82-820-52-00-5216 00000000 10/10/11 7,295.00 GROUP HEALTH INSURANCE 02 SEPTEMBER LIFE INSURANCE 82-820-52-00-5222 00000000 63.35 GROUP LIFE INSURANCE -F- DATE: 10/03/11 UNITED CITY OF YORKVILLE PAGE: 6 TIME: 15:37:02 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 10/10/2011 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # PROJECT DUE DATE ITEM AMT ------------------------------------------------------------------------------------------------------------------------------------ YORKGF YORKVILLE GENERAL FUND 093011-LIB 09/30/11 03 SEPTEMBER DENTAL INSURANCE 82-820-52-00-5223 00000000 10/10/11 517.12 DENTAL & VISION INSURANCE 04 SEPTEMBER 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 1044 09/26/11 01 COMPUTER UPGRADE FROM XP TO 82-820-54-00-5462 00000000 10/10/11 300.00 PROFESSIONAL SERVICES 02 WIMDOWS 7 ** COMMENT ** 00000000 INVOICE TOTAL: 300.00 VENDOR TOTAL: 300.00 YOUNGM MARLYS J. YOUNG 061311 07/13/11 01 JUNE 13 MEETING MINUTES 82-820-54-00-5462 00000000 10/10/11 78.75 PROFESSIONAL SERVICES INVOICE TOTAL: 78.75 VENDOR TOTAL: 78.75 TOTAL ALL INVOICES: 14,404.95 YORKVILLE PUBLIC LIBRARY CASH STATEMENT AS OF OCTOBER 11 2011 FISCAL YEAR 11/12 Ending Bank Balances 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 $225,320.07 $448,546.56 $379,487.51 $496,801.82 $894,352.46 Account Building Development $293,406.46 $293,418.52 $333,431.97 $332,491.10 $324,670.45 Fees Checking $1,740.71 $1,000.85 $1,000.96 $1,001.08 $1,001.24 Account Month Total: $520,467.24 $742,965.93 $713,920.44 $830,294.00 $1,220,024.15 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 PAYROLL 1ST PAY $20,062.60 $19,622.11 $18,883.69 $18,859.24 $18,670.05 2ND PAY $19,144.07 $18,870.65 $18,558.80 $19,182.97 $18,537.34 3RD PAY 1 1 $19,192.45 Month Total $39,206.67 $38,492.76 $37,442.49 1 $38,042.21 1 $56,399.84 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Sheet1 Librarian's Report September Circulation ADULTS YOUTH TOTAL Fiction 3122 3997 7119 Non-Fiction 1984 —2744 4728 Audio Books 433 116 549 Audio Visual 372 293 665 Music CD's 179 62 241 Kits 21 Periodical 152 25 177 Sheet Music Reference Book Dial-A-Story 220 220 RAILS- Books sent to other libraries 1073 �b 6� 1719 Total Circulation 7315 8124 15439 Gain Over Previous Year 105 Loss Over Previous Year PALS - Books sent to our library 760 351 1111 Registration Adult 83 Juvenile 21 Non-Resident Taxpayer Non -Resident 6 Reciprocal TOTAL 110 Items Added Books Fiction 24 —T Books Non-Fiction 13 144 Audio Books DVD's 5 Reference Kits Sheet Music Periodical 97 24 Music CD Total 139 206 345 Page 1 September Public Relations Articles—Photos -Kendall Country Record Meetings,Workshops Staff Meeting Programs,Activities Number Attending Adult Programs Adult Book Discussion 2nd Thursday of each month 10 Lunch Time Book Club 2nd Wednesday of each month 4 Friends Meeting 17 Threads and More 18 Children Programs Read with Paws! 7 Picture Lady 12 Teen Meeting (4 Times) 14 Story Time 15 Patron Count 6558 Volunteers Fox Valley Therapy Dogs—Trainers Doreen Johnson-Picture Lady Teens Jessica&Maggie Labedz Meeting Room Library- 9 City-4 Rent-2 Gifts and Memorials Adopt-a-Magazine- $160.50 Friends—Wall Street Journal - $374.40 INVENTORY 2011 Inventory was done during the months of August and September.After searching the shelves for items that had not been checked out for two years or longer it was determined that 122 items were missing. Another search for these items was done and 53 of these were found.The remaining 69 items that were not found have been placed into a missing file.We will conduct another search for them in 5-6 months before deleting the items from the catalog(many times these items do eventually show up). 18 items were deleted during inventory due to poor condition or out of date information. Regulations for use of the Meeting Room 1. No smoking or tobacco product use. 2. All illegal substances are prohibited. 3. No alcoholic beverages are allowed. 4. Groups using the meeting room or kitchen are responsible for leaving the room as they found them and reimbursing the Library for any damage that may occur to Library owned furniture, equipment, or to the Library facility. Future use of the meeting rooms may be withheld from groups that have caused damage to the rooms, to the carpet, equipment, furniture or caused a disturbance in the Library and /or failed to comply with the established rules of the Library. 5. Groups must supply their own coffee, cream, sugar and paper products. The library will provide a coffeepot. 6. Only light refreshments are permitted. 7. All appliances must be left unplugged. 8. The Library does not provide storage or assistance in carrying supplies and materials to the meeting room. 9. Organizations may not use the name, telephone, or address of the Library, even on a temporary basis, except for notification of location of a specific meeting. The library will not receive non-emergency calls or take messages for individuals or organizations. 10, Promotion of non-library-sponsored events must not imply Library sponsorship or endorsement. 11. The Library does not supply space for groups needing a place to store their supplies or equipment. 12. The Library does not have personnel to assist groups, operate equipment, or help arrange exhibits. 13. No signs will be displayed anywhere outside the building. 14. Nothing may be attached to the walls, ceiling, floor, furniture, or doors. A bulletin board is available during the meeting time. 15. Minors (under 18 years of age) may use the meeting room under direct and constant supervision of adults, who will assume full responsibility for activities and conditions. There must be one adult for every 10 minors at non-library related meetings. 16. Babysitting service for the children of persons attending meetings is not provided by the library. Meeting room attendees may not leave children less than nine years old unattended in the library, in accordance with Library policy. No child less than nine years old may be left unattended in the meeting rooms or kitchen. 17. Additional electrical equipment, other than that provided by the library, is not permitted in the kitchen or meeting room without prior approval by the Library Director. 18. Because of the demand for use of the meeting rooms, the Library may not be able to accommodate groups desiring multiple meetings. Reservations may be made up to one year in advance. 19. No organized religious services are allowed M/4 20. When it is necessary to cancel a reservation, the library should be notified as soon as possible. Cancellation less than 24 hours prior to the scheduled event may result in forfeiture of the meeting room fee. 21. Hazardous materials including, but not limited to paints, solvents, and explosives are prohibited. No candles or use of any incendiary items are permitted. 22. For fire safety reasons the number of attendees permitted in the large meeting room is limited to a sitting audience of 149. 23. The Library reserves the right to prohibit any activities not specifically addressed in these policies at any time. 24. In addition to the rules of conduct, all other Library's policies will apply to the Meeting room. 25. A Library staff member may be present at any time during the meeting or function. The Yorkville Public Library assumes no liability for personal injuries or for loss of property while in or on the library premises. Adopted by the Yorkville Public Library Board of Trustees March 13, 2006 Updated August 10, 2010 M/5 Fees Fees are intended to cover the Library's maintenance and overhead costs. It is the Library Board's intention that the Library's Public Meeting rooms should be self- supporting. Meeting room fees will be reviewed annually by the Library Board. A fee for each meeting room must accompany the application. The fee will be returned if the application is denied. The fee (or base rate) covers up to three hours of meeting room use. Beyond three hours,there is an additional hourly rate. Non-Profit Educational, cultural, civic, and public information events. Meeting Room Base rate (3hours) $50.00 Additional hourly rate $15.00 City of Yorkville and its entities will be exempt from paying a fee. Security Deposit 1. A$50.00 security deposit will be required. 2. The security deposit will be returned provided there has been no damage or excessive clean up needed. If cost or repairs are in excess of the deposit,the applicant will be billed the difference. Security deposits from groups meeting monthly may be rolled over to the next meeting. If a deposit is forfeited due to a cleanup fee, a new deposit will be required. Equipment Available 1. Stacking chairs 2. Tables 3. Easels 4. Projector Screen M/3