Library Board Packet 2011 07-11-11 Agenda
Yorkville Public Library / Historical Meeting Room
Board of Trustees
Monday, July 11, 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 Ordinance for Building Development Fees
13. New Business Election of Officers
Committee Assignments
14. Executive Session
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
RAF
Yorkville Public Library
Board of Trustees
Monday, June 13, 2011
902 Game Farm Road—Library Historic Wing
7:00pm
The meeting was called to order at 7:OOpm by President Beth Gambro.
Roll Call:
Sandy Lindblom-yes, Barb Johnson-yes, Jo Ann Gryder-yes, Beth Gambro-yes, Gail
Gaebler-yes, Bob Allen-yes, Carol LaChance-yes, Susan Chacon-yes, Zach Frisch-absent
Also present: Library Director Michelle Pfister
Recognition of Visitors—
Mayor Gary Golinski, City Administrator Bart Olson, Alderman Carlo Colosimo,
Mariann Manthei-Friends of the Library, Tony Scott-Kendall County Record
President Gambro said that Library Director Pfister extended an invitation to any
Aldermen who would like a tour of the Library.
Amendments to the Agenda— None
Minutes— May 9, 2011
Ms. Johnson moved and Ms. Lindblom seconded a motion to approve the minutes as
presented. Voice vote approval.
Correspondence— None
Public Comment— None
Staff Comment— None
Report of the Treasurer
Financial Statement
Detailed Revenue and Expense Report:
1. $224,250.78 received from real estate taxes
2. Total revenue received from other sources--fines, library cards, memorials,
development fees, bonds etc. was $230,615.94
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Detail Board Report:
1. An annual T-1 server maintenance expense of$1,260 was noted.
2. The Library will be working with the City to buy supplies in bulk
3. Page 2: $7.20 communication charge is for a block on the kids' computers
4. Room shade expense of$3,130 was paid from development fees
5. Page 3: Office Works charge for printer cartridge
6. Elevator maintenance charge noted on this report
7. Total invoices of$20,710.08
8. Total payroll of$39,206.67
Administrator Olson discussed his month-by-month expense and revenue report and said
the figures do not include any bond money. He also gave an explanation of the health
insurance issues and overcharge from the previous month.
The Library levy was also discussed and it was noted that the levy will be increased. The
levy must be submitted to the City by August or September.
Payment of Bills
Barb Johnson made a motion to pay the invoices in the amount of$20,710.08 and payroll
of$39,206.67. Sandy Lindblom seconded the motion.
Roll call: Johnson-yes, Gryder-yes, Gambro-yes, Gaebler-yes, Allen-yes, LaChance-yes,
Chacon-yes, Lindblom-yes. Unanimous.
Report of the Library Director
Library Director Pfister reported the following:
1. 12,079 items circulated
2. 95 new patrons
3. 247 new items (some books were used from book sale)
4. Library received donation of 30 DVD's
5. Summer reading program has begun
6. Library volunteers will be decorating rain barrel that can be sponsored for $75
7. In-house training being conducted
8. Mariann Manthei reported on"Raising Readers"program/signs
9. A quilt was donated to Library to be sold tickets on sale in July
10. Book sale to be held in September at Hometown Days
11. 20 people have attended "Threads &More"program
12. Lion's Club &Jr. Women's Club donated money for books for kids
13. Letters will be sent to Yorkville churches asking for church history for genealogy
collection—obituaries will be cataloged dating back to 1800's
City Council Liaison
Alderman Carlo Colosimo is the new City Liaison.
Standing Committees
Personnel
An executive session will held following the regular meeting.
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Unfinished Business
The reduced library hours were discussed and Michelle said there have only been a few
complaints. Beth added that the new hours might be difficult for people who work during
the day. A suggestion was made to perhaps keep the library open later one night a week
during the school year.
New Business
Bonding of Trustees/Director
State Statute says that only the Treasurer needs to be bonded. Currently all the Board
members are bonded and a suggestion was made to save money by not bonding everyone.
The current costs are $893 for each the Library Director and Treasurer. The charge is
$456 total to bond all the other Board members. Alderman Colosimo added that the
Board members would be covered if mistakes were made. After a brief discussion, it was
decided to keep all Board members bonded.
Motion: Jo Ann Gryder moved and Gail Gaebler seconded to maintain bonding on all
Board members.
Roll call: Gryder-yes, Gambro-yes, Gaebler-yes, Allen-yes, LaChance-yes, Chacon-yes,
Lindblom-yes, Johnson-yes. Unanimous decision.
Development Fee Expenditures
Ms. Pfister said she had some suggestions for spending the development fees.
1. Framing and matting of photos in conjunction with"Remembering Yesterday"
Program. To be hung with other photos upstairs. Some of the materials will be
donated with total cost of$2,100 including the donated portion. Bart Olson will
verify if development funds can be used for this.
2. New overhead fans needed in historic wing. Bart will also verify if development
funds can be spent for this.
3. Landscaping and brickwork
Motion: Ms. Johnson moved to purchase photos at $2,100 and median landscaping/
brickwork including entryway repair work at$7,835 if these items qualify. Ms.
LaChance seconded the motion.
Discussion: Michelle noted that the present landscaper had the lowest bid for other work
and that is the only bid at this time. Mr. Olson will verify with the City Attorney if these
items qualify for payment with development fees. Ms. Gryder raised the question that if
the library is autonomous, should the Attorney make this determination?
Roll call vote: Gambro-yes, Gaebler-yes, Allen-no, LaChance-yes, Chacon-yes,
Lindblom-yes, Johnson-yes, Gryder-yes. Passed 7-1.
New Ordinance for Building Development Fees
Mr. Olson stated that the Board would need to make a motion to ask City Council to
change the language in the ordinance to allow a broader range of purchases with
development fees. The Council can only authorize what the State Statue allows since the
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City is home ruled. The Board discussed the possible uses of the funds and said they
would like to purchase half books and half technology.
Motion: Barb Johnson moved that the Board direct the City to draft a new building
development impact fee ordinance that is least restrictive and would allow the library to
purchase books and technology in addition to making capital expenditures. Sandy
Lindblom seconded the motion. Voice vote taken with Trustee Gryder opposing.
Nomination of Officers
Slate of officers nominated:
President: Beth Gambro
Vice President: Barb Johnson
Secretary: Gail Gaebler
Treasurer: Sandy Lindblom
Nominations were closed on a motion by Ms. Lindblom and second by Ms. Gryder.
Voice vote approval
State Report
Library Director Pfister said the State report was given to the City and that the Mayor
presented it to the Council. A copy will be kept at the library and the City.
2010/11 Inventory
Ms. Pfister also presented the library inventory report to the Board.
Executive Session
Motion: At 8:1 Opm Sandy Lindblom moved to enter into Executive Session and Barb
Johnson seconded the motion.
The Session ended at 8:41 pm and roll call was taken to resume the regular Board
meeting.
Roll call: Allen-yes, LaChance-yes, Chacon-yes, Lindblom-yes, Johnson-yes, Gryder-
yes, Gambro-yes, Gaebler-yes.
Motion: Gail Gaebler moved to accept the evaluation of the Library Director as
amended during Executive Session. Carol LaChance seconded the motion.
Roll call: LaChance-yes, Chacon-yes, Lindblom-yes, Johnson-yes, Gryder-yes, Gambro-
yes, Gaebler-yes, Allen-yes. Ms. Lindblom also noted there would be no salary increase
since salaries have been frozen. President Gambro and Ms. LaChance will give the
committee recommendations to Ms. Pfister.
Adjournment
Barb Johnson moved to adjourn and Gail Gaebler seconded. Meeting adjourned at
8:44pm.
Minutes respectfully submitted by Marlys Young, Minute Taker
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Sheet1
Librarian's Report
June
Circulation ADULTS YOUTH TOTAL
Fiction 2089 6037 8126
Non-Fiction 1805 1661 3466
Audio Books 569 191 760
Audio Visual 656 442 1098
Music CD's 391 78 469
Kits 23 23
Periodical 307 37 -344
Sheet Music 18 18
Reference Book
Dial-A-Story 439 439
PALS- Books sent to other libraries 985 399
Total Circulation 6820 9307' 16127
Gain Over Previous Year 1403
Loss Over Previous Year
PALS - Books sent to our library 1298 678 1976
Registration
Adult 110
Juvenile 76
Non-Resident Taxpayer
Non -Resident 8
Reciprocal
TOTAL 194
Items Added Children
Books Fiction 30 42
Books Non-Fiction 23 6
Audio Books 6
DVD's 6
Reference 1 --
Kits -"
Sheet Music
Periodical 101 16
Music CD 7
Total 168 71 239
Page 1
June
Public Relations Articles—Photos - Kendall Country Record
Meetings,Workshops
Programs,Activities Number Attending
Adult Programs Adult Book Discussion
2"d Thursday of each month
Lunch Time Book Club
2"a Wednesday of each month 10
Friends Meeting 11
Threads and More 12
Children Programs Read with Paws! —6 Dogs, 6 Handlers 6
Toddler Time -9 programs 206
YGS Tour 50
Seedling Camp 24
Come and Read with Me 48
Chess Club (two times) 18
Making Library Boxes (two time) 10
Mother Daughter Book Club Children 12
Mothers 10
Enviro's Camp 9
Lit Fest Trip—4 adults 9 Teens
Teen's Art Tile Workshop 8
Teens Novelties For Novels 10
Patron Count 6928
Volunteers Fox Valley Therapy Dogs
Karina Godinez
Eleni and Magda Filippi
Teens
Meeting Room Library-7 City-1 Rent-2
Gifts and Memorials