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Library Board Packet 2010 11-08-10 Agenda Yorkville Public Library Board of Trustees Monday, November 8, 2010 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 Covered Parking Area Building Update District Cost Analysis 13. New Business Development Fee Projects Prairiecat Legal Documents 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, October 11, 2010 902 Game Farm Road 7:00pm The meeting was called to order at 7:02pm by President Beth Gambro. Roll Call: LaCbance-absent, Brookins-absent, Johnson-yes, Wilkinson-yes, Gaebler-yes, Gambro-yes, Allen-yes, Lindblom-yes, Frisch-yes Also present: Library Director Michelle Pfister Recognition of Visitors—Mariann Manthei, Gary Frisch, Tom Lindblom Amendments to the Agenda -None Minutes - September 13, 2010 Sandy Lindblom moved that the minutes be approved as read and it was seconded by Barb Johnson. Approved on a voice vote. Correspondence—None Public Comment— None Staff Comment— None Report of the Treasurer Financial Statement Detailed Revenue& ExRgnse Report—Highlights 1. Received library bond I property tax money in amount of plus $61,000, real estate taxes in over$66,000. Some development fees received as well as over$1,200 in library subscription cards and over$1,000 in library fines. Total funds received: $136,405.37 Detailed Bill List-Hi i is 1. Gale Group-- $2,898.42 for annual database license renewal for magazines. 2. Invoice from Verne Henne for over$3,000 for ballast/bulb replacement and fan repair. 3. Huen Electric, $1,197.50 for new camera 1 4. Sharyl Iwanski attended conference in Madison, with mileage allowance, 2 nights stay and a food allowance. 5. $975 for removal of dead branches 6. Office Works—clock, coffee urn and carafe purchased for quiet reading room 7. Toner purchased for$888.35 8. Servicemaster cleaned carpet and 100 chairs in historical wing for$620.29 9. Total invoices of$35,1 57.44 Payment of Bills Ms. Johnson made a motion,to pay the bills in the amount of$35,157.44 and the payroll in the amount of$42,766.55. Zach Frisch seconded this motion and it was approved on a roll call vote: Frisch-yes, Lindblom-yes,Allen-yes, Gambro-yes, Gaebler-yes, Wilkinson-yes, Johnson-yes Report of the Library Director Statistics 1. 15,334 items checked out(881 DVD rentals included in that number) for revenue of$566. It was noted that DVD's loaned to other libraries are not charged, but loans from other libraries are charged to Yorkville patrons. Staff also uses DVD's at no charge. 2. 121 patrons registered—system does not show if new or re-registering patrons. Had drawing in September for gift card,had total of 109 new cards 3. 834 new items added 4. Computer classes resuming with 35 people registered in September. 5. Friends of Library meeting had 12 people in September. Friends are sponsoring program titled"Vote". 6. New adult programs: 1) "Monday Movie Night", 2) "Remembering Yesterday" program to discussYorkville's past. Will be taped and transcribed. President Gambro asked about a possible podcast to be placed on website. Details will be evaluated after first meeting. 7. Past Board member has asked that memorials be directed to Library to honor deceased spouse. City Council Liaison No report Standing Committees President Gambro suggested that the Policy Committee hold a meeting to discuss the"tax bill method" or"library card" as it relates to the District Library. Regarding a previous discussion about the Library District, Michelle clarified that people outside the city limits can be charged the tax rate and rate for bonds. Zach Frisch noted that the District Cost Analysis Committee will hold a 6pm meeting (prior to the November Board meeting). 2 Unfinished Business Building Update Tom Lindblom shared a problem concerning the heating of the building and said all 4 igniters bad malfunctioned. He called Sound Incorporated for a maintenance contract estimate and was given a price of$2,580. He said that in 12 months, $3,500 was spent with Huen Electric. He itemized other recent spending for components of building maintenance. Tom recommended retaining Sterling Fire Protection for sprinkler protection and Cannonball Mechanical for back flow preventers. Overall he said he is not a fan of maintenance contracts, however, they can be money-savers. He recommended a 1-year contract with Sound Incorporated for the Security system,fire alarm inspection and fire alarm maintenance. Mr. Lindblom also discussed the possibility of using a radio signal for alarms and thereby eliminating one phone line. He will discuss further next month. A motion was made by Bob Allen to approve a 1-year contract with Sound Inc. as presented by Tom. Gail Gaebler seconded the motion. Roll call vote: Gaebler-yes, Gambro-yes, Allen-yes, Lindblom-yes, Frisch-yes,Wilkinson-yes, Johnson-yes. New Business Bob Allen said a citizen had approached him about the possibility of a covered parking area. This will be placed on next month's agenda for discussion. There was no further business and a motion was made by Zack and seconded by Marianne to adjourn the meeting. Adjourned at 7:48pm. Additional Business Minutes by Marlys Young 3 DATE: 11/03/2010 UNITED CITY OF YORKVILLE PAGE: 1 TIME: 08:56:03 DETAILED REVENUE & EXPENSE REPORT F-YR: 11 ID: GL470002.WOW MONTH ACTUAL W/FYTD AND FY BUDGET W/VARIANCE . FUND: LIBRARY FOR 6 PERIODS ENDING OCTOBER 31, 2010 FISCAL FISCAL ACCOUNT OCTOBER YEAR-TO-DATE YEAR COLLECTED/ NUMBER DESCRIPTION ACTUAL ACTUAL BUDGET EXPENDED GENERAL REVENUES TAXES 82-000-40-00 3992 LIBRARY BOND PROP. TAX 226,847.25 573,118.08 605,924.00 94.5 82-000°40- 00-3996 CARRY OVER- BOOK DEV FEES 0.00 0.00 0.00 0.0 82-000-40-00 3997 CARRY OVER - BLDG DEV FEES 0.00 0.00 310,958.00 0.0 82-000 40 00-3998 CARRY OVER - MEMORIALS 0.00 0.00 0.00 0.0 B2-000-40 00-3999 CARRY OVER - FUND BALANCE 0.00 0.00 468, 103.00 0.0 82-000-40-00-4000 REAL ESTATE TAXES 243,342.45 614,792.34 650,000.00 94.5 82-000 40-00-4010 PERSONAL PROPERTY TAX 1,265.56 3,578.48 5,000.00 71.5 -------------- - -------------------------------------------------------- TOTAL TAXES 471,455.26 1, 191,488.90 2,059,985.00 57.8 CHARGES FOR SERVICES B2-000-42-00-4211 DEVELOPMENT FEES - BUILDING 0.00 4,650.00 20,000.00 23.2 82 000-42-00-4215 DEVELOPMENT FEES - BOOKS 0.00 4,650.00 20,000.00 23.2 82-000-42-00-4260 COPY FEES 249.50 1,762.60 3,000.00 58.7 82 000-42-00-4261 LIBRARY SUBSCRIPTION CARDS 1,071.00 6,7B0.50 15,000.00 45.2 82-000 42 00 4262 EXAM PROCTORING 5.00 5.00 0.00 100.0 82 000-42-00-4286 DVD RENTAL INCOME 530.00 1,096.00 0.00 100.0 B2 000-42-00-4267 LIBRARY BLDG RENTAL 80.00 780.00 1, 000.00 78.0 ------------------------------------ TOTAL CHARGES FOR SERVICES 1, 935.50 19,724.10 59,000.00 33.4 FINES 82-000-43-00-4330 LIBRARY FINES 1, 198.42 7,223.53 9,000.00 80.2 --------------------------------------------------------------------------------- TOTAL FINES 1, 198.42 7,223.53 91000.00 80.2 MISCELLANEOUS 82-000-44-00-4412 INSURANCE REIMBURSEMENTS 0.00 0.00 0.00 0.0 82-000-44-00-4432 SALE OF BOOKS 12.50 261.25 500.00 52.2 82-000-44-00-4450 MEMORIALS 115.00 1,306.00 3,000.00 43.5 ---- _ -----, ----------------- ----------11------ I-- ---- ------ ------ TOTAL MISCELLANEOUS 127.50 1, 567.25 3,500.00 44.7 INTERGOVERNMENTAL 82-000-45-00-4550 GRANTS 0.00 0.00 0.00 0.0 DATE: 11/03/2010 UNITED CITY OF YORKVILLE PAGE: 2 TIME: 08:56:03 DETAILED REVENUE & EXPENSE REPORT F-YR: 11 ID: GL470002.WOW MONTH ACTUAL W/FYTD AND FY BUDGET W/VARIANCE FUND: LIBRARY FOR 6 PERIODS ENDING OCTOBER 31, 2010 FISCAL FISCAL I ACCOUNT OCTOBER YEAR-TO-DATE YEAR COLLECTED/ NUMBER DESCRIPTION ACTUAL ACTUAL BUDGET EXPENDED GENERAL REVENUES INTERGOVERNMENTAL 82-000-45-00-4560 LIBRARY PER CAPITA GRANT 0.00 0.00 17, 500.00 0.0 --------------°__-----°-----------....--------- TOTAL INTERGOVERNMENTAL 0.00 0.00 17,500.00 0.0 INTEREST B2-000-46-00-4600 INVESTMENT INCOME -- ------ 518_4______________1__ 00.00 ----°---------__„33.33 518.43 --- 5.1 - .----- _ .. ._....___..- TOTAL INTEREST 33.33 518.43 10, 000.00 5.1 TOTAL REVENUES: GENERAL 474,750.01 1,220,522.21 2, 158, 985.00 56.5 EXPENSES PERSONNEL SERVICES 82-000 50-00-5107 SALARIES- LIBRARY 58,980.12 249, 171.56 650,000.00 38.3 62-000 50 00-5203 GROUP HEALTH INSURANCE 7, 034.94 35, 174.70 70,000.00 50.2 82-000-50-00-5204 GROUP LIFE INSURANCE 103.35 516.75 2,000.00 25.8 82-000 50-00-5205 DENTAL & VISION ASSISTANCE 513.27 2,566.35 -^ -- 51000.00 - 42.7 - -- ----- --------------- --- ---- ----- -- TOTAL PERSONNEL SERVICES 66, 631.68 287,429-36 728,000.00 39.4 PROFESSIONAL SERVICES 82-000-61-00-5322 BONDING 0.00 3,222.00 5,000.00 54.4 82-000-61-00-5323 ATTORNEY 0.00 2,465.00 10,000.00 24.6 TOTAL PROFESSIONAL SERVICES 0.00 5,687.00 15,000.00 37.9 CONTRACTUAL SERVICES 82 000-62-00-5401 CONTRACT SERVICES 2, 013.75 11,443.63 40,000.00 28.6 82-000-62-00-5407 MAINTENANCE-BLDG/JANITORIAL 3,444.80 10,134.86 30, 000.00 33.7 82 000-62-00-5410 MAINTENANCE-OFFICE EQUIPMENT 0.00 360.67 20,000.00 1.8 82-000-62-00-5412 MAINTENANCE-PHOTOCOPIER 124.76 717.94 I's,000.00 4.7 82-000-62-00-5435 ELECTRICITY 0.00 0.00 81000.00 0.0 82-000-62-00-5436 TELEPHONE 687.11 3,443.36 81000.00 43.0 82-000-62-00-5437 NICOR GAS 127.34 855.93 40,000.00 2.1 DATE: 11/03/2010 UNITED CITY OF YORHVILLE PAGE: 3 TIME: 08:56:03 DETAILED REVENUE & EXPENSE REPORT F-YR: 11 ID: GL470002.WOW MONTH ACTUAL W/FYTD AND FY BUDGET W/VARIANCE FUND: LIBRARY FOR 6 PERIODS ENDING OCTOBER 31, 2010 FISCAL FISCAL ACCOUNT OCTOBER YEAR TO-DATE YEAR COLLECTED/ NUMBER DESCRIPTION ACTUAL ACTUAL BUDGET EXPENDED GENERAL EXPENSES CONTRACTUAL SERVICES 82-000-62-00-5438 DATABASE 2,898.42 2,898.42 15,000.00 19.3 --------------------------------- TOTAL CONTRACTUAL SERVICES 9,296.18 29,854.81 176,000.00 16.9 PROFESSIONAL DEVELOPMENT 82-000-64. 00 5603 SUBSCRIPTIONS 0.00 5,422.69 15,000.00 36.1 82-000-64 ,00 5604 TRAINING & CONFERENCES 226.71 570.10 5,000.00 11.4 82-000-64-00 5607 PUBLIC RELATIONS 0.00 0.00 2,000.00 0.0 82-000-64-00 5616 EMPLOYEE RECOGNITION 0.00 93.00 4, 000.00 2.3 --- ---- - ----------------------------------------------------- TOTAL PROFESSIONAL DEVELOPMENT 226.71 6,085.79 26,000.00 23.4 OPERATIONS 82-000-65-00-5800 CONTINGENCIES 3,052.72 4,365.55 144,561.00 3.0 82 000-65-00-5802 OFFICE SUPPLIES 1,205.34 3,356.30 15,000.00 22.3 82-000-65 -00-5806 LIBRARY SUPPLIES 580.67 1,015.55 15,000.00 6.7 82 000-6 =-00-5807 CUSTODIAL SUPPLIES 318.21 3,652.61 20,000.00 18.2 82-000-65-00-5808 POSTAGE & SHIPPING 41.48 591.17 2,500.00 23.6 82-000-65-00-5810 PUBLISHING & ADVERTISING 0.00 130.00 2,000.00 6.5 82-000-65-00-5826 MILEAGE 76.93 136.83 11000.00 13.6 82-000-65-00-5832 VIDEOS 767.81 3,170.40 25,000.00 12.6 82-000-65-00-5834 LIBRARY PROGRAMMING 218.76 3,446.45 20,000.00 17.2 82-000-65-00-5835 LIBRARY BOARD EXPENSES 0.00 0.00 2,000.00 0.0 82-000-65-00-5836 BOOKS-ADULT 5,080.94 14,747.26 50,000.00 29.4 82-000-65-00-5837 BOOKS-JUVENILE 2,064.69 16,701.59 50,000.00 33.4 82-000-65-00-5838 BOOKS-AUDIO 795.23 3,219.42 30,000.00 10.7 82-000-65-00-5839 BOOKS-REFERENCE 1,008.55 5,074.26 35,000.00 14.4 82-000-65-00-5840 BOOKS-DEVELOPMENT FEE 2, 554.33 6,389.55 20,000.00 31.9 82-000-65-00-5841 MEMORIALS/GIFTS 0.00 1,069.74 3,000.00 35.6 82-000-65-00-5842 BLDG-DEVELOPMENT FEES 0.00 6,350.00 20,000.00 31.7 82-000-65-00-5843 CD'S/MUSIC 137.94 1, 126.24 15,000.00 7.5 82-000-65-00-5844 MEETING ROOM 0.00 0.00 1,000.00 0.0 ------------------------------------------- TOTAL OPERATIONS 17,903.59 74,542.92 471,061.00 15.8 DATE: 11/03/2010 UNITED CITY OF YORKVILLE PAGE: 4 TIME: 08:56:03 DETAILED REVENUE & EXPENSE REPORT F-YR: 11 ID: GL470002.WOW MONTH ACTUAL W/FYTD AND FY BUDGET W/VARIANCE FUND: LIBRARY FOR 6 PERIODS ENDING OCTOBER 31, 2010 FISCAL FISCAL $ ACCOUNT OCTOBER YEAR-TO-DATE YEAR COLLECTED/ NUMBER DESCRIPTION ACTUAL ACTUAL BUDGET EXPENDED GENERAL DEBT SERVICE 82-000-66-00-6012 2005B LIBRARY BOND 0.00 159,562.51 394,125.00 40.4 82-000-66-00-6014 2006 LIBRARY BOND 0.00 30,900.00 211,800.00 14.5 ------------------------------------------ TOTAL DEBT SERVICE 0.00 190,462.51 605,925.00 31.4 RETIREMENT 82-000-72-00-6500 IMRF PARTICPANTS 2, 506.00 10,735.20 22,000.00 48. 82-000-72-00-6501 SOCIAL SECURITY/MEDICARE 4,461.49 18,758.37 55,000.00 34.1 1 TOTAL RETIREMENT 6,967.49 29,493.57 77,000.00 38.3 CAPITAL OUTLAY 82-000-75-00 7002 COMPUTER EQUIPMENT & SOFTWARE 0.00 2,820.23 20,000.00 14.1 82-000-75-00-7003 AUTOMATION 79.40 4,852.39 40,000.00 12.1 82-000-75-00 7703 BUILDING EXPANSION 0.00 6,199.55 0.00 (100.0) --------------------------------------------------- TOTAL CAPITAL OUTLAY 79.40 13,872.17 60,000.00 23.1 OTHER OPERATING EXPENSES 82-000-78-00-9020 LIBRARY BOND PAYBACK 0.00 0.00 ❑.00 0.0 TOTAL OTHER OPERATING EXPENSES 0.00 0.00 0.00 0.0 TOTAL EXPENSES: GENERAL 101, 105.05 637,428.13 2, 158,986.00 29.5 TOTAL FUND REVENUES 474,750.01 1,220,522.21 2, 158,985.00 56.5 TOTAL FUND EXPENSES 101,105.05 637,428.13 2, 158,986.00 29.5 FUND SURPLUS (DEFICIT) 373,644.96 583,044.08 (1.00) (9408.0) DATE: 11/02/10 UNITED CITY OF YORKVILLE PAGE: 1 TIME: 09:32:10 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 11/08/2010 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT AAREN AAREN PEST CONTROL 14805 10/22/10 01 MONTHLY PEST CONTROL 82 000-62-00 5401 11/08/10 75.00 CONTRACT SERVICES INVOICE TOTAL: 75.00 VENDOR TOTAL: 75.00 ABRAHAM ABRAHAM LINCOLN 08282 10/01/10 01 KENDALL COUNTY RECORD 82-000-64 00-5603 11/08/10 93.00 SUBSCRIPTIONS INVOICE TOTAL: 93.00 VENDOR TOTAL: 93.00 ATT AT&T 312ZO91936-1010 10/16/10 01 MONTHLY CHARGES 82-000-62 00-5436 11/08/10 262.28 TELEPHONE INVOICE TO'T'AL: 262.28 312ZS95841-1010 10116110 O1 MONTHLY CHARGES 82 000-62-00 5436 11/08/10 364.65 TELEPHONE INVOICE TOTAL: 364.65 VENDOR TOTAL: 626.93 AURWINDO AURORA WINDOW CLEANING COMPANY 46693 10/26/10 01 EXTERIOR WINDOW CLEANING 82 000-62 00-5407 11/08/10 875.00 MAINTENANCE-BLDG/JANITORIA INVOICE TOTAL: 875.00 VENDOR TOTAL: 875.00 BAKTAY BAKER & TAYLOR 2024930574 08/06/10 01 BOOKS 82-000-65-00-5836 11/08/10 101.95 BOOKS-ADULT INVOICE TOTAL: 101.95 DATE: 11/02/10 UNITED CITY OF YORKVILLE PAGE: 2 TIME: 09:32:10 DETAIL BOARD REPORT XD: AP441000.WOW INVOICES DUE ON/BEFORE 11/08/2010 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT BAKTAY BAKER & TAYLOR 2025094036 09/27/10 01 BOOKS 82-000-65 00-5836 11/08/10 I.,207.66 BOOKS-ADULT INVOICE TOTAL: 1,207.66 2025107060 09/30/10 01 BOOKS 82-000 65 00-5837 11/08/10 113.74 BOOKS-JUVENILE INVOICE TOTAL: 113.74 2025107337 09/30/10 01 BOOKS 82-000-65-00-5837 11/08/10 413.22 BOOKS-JUVENILE INVOICE TOTAL: 413.22 20251207B2 10/05/10 01 BOOKS 82-000-65-00-5836 11/08/10 896.35 BOOKS-ADULT INVOICE TOTAL: 896.35 2025129052 10/06/10 01 BOOKS 82-000-65-00-5841 11/08/10 124-65 MEMORIALS/GIFTS INVOICE TOTAL: 124.65 2025141931 10/06/10 01 BOOKS 82-000 65 00-5841 11/08/10 98.86 MEMORIALS/GIFTS INVOICE TOTAL: 98.86 2025143483 10/12/10 01 BOOKS 82 000-65-00-5837 11/08/10 B91.93 BOOKS-JUVENILE INVOICE TOTAL: 891.93 2025159866 10/15/10 01 BOOKS 82-000 65-00-5636 11/08/10 1,657.91 BOOKS-ADULT INVOICE TOTAL: 1,657.91 2025165797 10/11/10 01 BOOKS 82-000 65-00-5836 11/08/10 68.72 BOOKS-ADULT INVOICE TOTAL: 68.72 DATE: 11/02/10 UNITED CITY OF YORKVILLE PAGE: 3 TIME: 09:32:10 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 11/08/2010 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT ------------------------------------------------------------------------------------------------------------------------------------ BAKTAY BAKER & TAYLOR 2025171765 10/19/10 01 BOOKS 82-000-65-00-5837 11/08/10 807.80 BOOKS-JUVENILE INVOICE TOTAL: 807.80 2025187309 10/22/10 01 BOOKS 82 000-65-00 5841 11/08/10 122.73 MEMORIALS/GIFTS INVOICE TOTAL: 122.73 2025217189 10/26/10 01 BOOKS 82-000-65-00-5836 11/08/10 50.61 BOOKS ADULT INVOICE TOTAL: 50.61 I31358260 10/04/10 01 DVD 82-000-65-00 5832 11/08/10 11.07 VIDEOS INVOICE TOTAL: 11.07 X31772790 10/11/10 01 DVDS 82-000 65-00-SS32 11/08/10 11.06 VIDEOS INVOICE TOTAL: 11.06 I32411830 10119110 01 BOOKS 82-000 65-00-5832 11/08/10 11.06 VIDEOS INVOICE TOTAL: 11.06 I32621370 10/22/10 01 DVD 82 000-65-00-5832 11/08/10 22.16 VIDEOS INVOICE TOTAL: 22.16 V24992230 10/04/10 01 DVD 82-000-65-00-5832 11/08/10 11.07 VIDEOS INVOICE TOTAL: 11.07 VENDOR TOTAL: 6,622.55 CALLONE CALL ONE -3- DATE: 11/02/10 UNITED CITY OF YORKVILLE PAGE: 4 TIME: 09:32:10 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 11/OB/2010 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT ----------------------------------------- -- ---------------------------------------------------- ----------------------------- -- ------ CALLONE CALL ONE 1010-7980-0000-1010L 10/15/10 01 MONTHLY CHARGES B2-000-62-00-5436 11/08/10 64.69 TELEPHONE INVOICE TOTAL: 64.69 VENDOR TOTAL: 64.69 CAMBRIA CAMBRIA SALES COMPANY INC. 30341 09/28/10 01 TOILET TISSUE, PAPER TOWEL, 82 000-65-00-SB07 11/08/10 604.14 CUSTODIAL SUPPLIES 02 GARBAGE BAGS, PINE SOL, WINDEX ** COMMENT ** 03 BLEACH ** COMMENT ** INVOICE TOTAL: 604.14 30366 10/04/10 01 VACUUM FRAGRANCES 82-000-65-00 5607 11/08/10 56.09 CUSTODIAL SUPPLIES INVOICE TOTAL: 56.09 VENDOR TOTAL: 660.23 CDWG CDW GOVERNMENT INC. VBR0940 09/28/10 01 REPLACEMENT HP SB 6000 82-000 75-00-7002 11/08/10 719.50 COMPUTER EQUIPMENT & SOFTW INVOICE TOTAL: 719.50 VENDOR TOTAL: 719.50 DEMCO DEMCO, INC. 4003669 10/11/10 01 POST-ITS, CASES, PAPER TAPE, 82-000° 65-00-5806 11/08/10 235.88 LIBRARY SUPPLIES 02 BOOK TAPE ** COMMENT ** INVOICE TOTAL: 235.88 4008028 10/14/10 01 MAGNETIC SIGN HOLDERS 82-000 65-00 5806 ll/OB/10 99.01 LIBRARY SUPPLIES INVOICE TOTAL: 99.01 VENDOR TOTAL: 334.89 _e_ DATE: 11/02/10 UNITED CITY OF YORKVILLE PAGE: 5 TIME: 09:32:10 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 11/08/2010 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT ------------------------------------------------------------------------------------------------------------------------------------ ELLISON ELLISON EDUCATIONAL EQUIP 2628180 10/12/10 01 DIE CUT SHAPES 82-000-65-00-5806 11/08/10 159.00 LIBRARY SUPPLIES INVOICE TOTAL: 159.00 VENDOR TOTAL: 159.00 FELTESR FELTES, RITA 111210 10/20/10 01 EARLY LEARNING WORKSHOP 82-000-64 00-5604 11/08/10 30.00 TRAINING & CONFERENCES 02 REGISTRATION REIMBURSEMENT ** COMMENT ** INVOICE TOTAL: 30.00 VENDOR TOTAL: 30.00 GAYLORD GAYLORD BROTHERS 1461168 10/05/10 01 BOOK TRUCK 82-000-65-00 5800 11/08/10 412.08 CONTINGENCIES INVOICE TOTAL: 412.06 1485211 10/14/10 01 BROCHURE DISPLAY HOLDER, 02-000 65 00-5806 11/08/10 76.83 LIBRARY SUPPLIES 02 COUNTERTOP LITERATURE POCKET ** COMMENT ** 03 HOLDER }* COMMENT ** INVOICE TOTAL: 76.83 VENDOR TOTAL: 488.91 ILCENTRY ILLINOIS CENTURY NETWORK/ T1108546 10/18/10 01 COMMUNICATION CHARGES 82-000-75 00-7003 11/08/10 7.20 AUTOMATION INVOICE TOTAL: 7.20 VENDOR TOTAL: 7.20 IWANSKIS SHARYL IWANSKI DATE: 11/02/10 UNITED CITY OF YORKVILLE PAGE: 6 TIME: 09:32:10 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 11/06/2010 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT IWANSKIS SHARYL IWANSKI 100410 10/04/10 01 BACK IN CIRCULATION AGAIN 82-000-65-00-5826 11/08/10 205.44 MILEAGE 02 SEMINAR FOOD & MILEAGE ** COMMENT ** 03 REIMBURSEMENT ** COMMENT ** INVOICE TOTAL: 205.44 VENDOR TOTAL: 205.44 JEWEL JEWEL 092110 09/21/10 01 COOKIES, MILK 82-000-65-00-5634 11/08/10 5.48 LIBRARY PROGRAMMING INVOICE TOTAL: 5.48 101310 10/13/10 01 FRUIT, FROSTING, FRUIT SNACKS, 82-000-65-00-5B34 11/08/10 205.64 LIBRARY PROGRAMMING 02 CAKE MIX, CANDY, DECORATIONS '* COMMENT ** INVOICE TOTAL: 205.64 101310A 10/13/10 01 PLATES, CREPE PAPER 82-000-65-00-5834 11/OB/10 18.54 LIBRARY PROGRAMMING INVOICE TOTAL: 18.54 101710 10/17/10 01 PORTFOLIOS, CANDY 82 000-65-00-5834 11/08/10 32.12 LIBRARY PROGRAMMING INVOICE TOTAL: 32.12 102710 10/27/10 01 POPCORN, CANDY 82-000-65-00-5834 11/08/10 17.26 LIBRARY PROGRAMMING INVOICE TOTAL: 17.26 VENDOR TOTAL: 279.04 JRLIBRGU JUNIOR LIBRARY GUILD 93102 10/22/10 01 BOOKS 82-000-65-00-5837 11/06/10 167.40 BOOKS JUVENILE INVOICE TOTAL: 167.40 VENDOR TOTAL. 167.40 DATE: 11/02/10 UNITED CITY OF YORKVILLE PAGE: 7 TIME: 09:32:10 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 11/08/2010 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT KONICAMI KONICA MINOLTA BUSINESS 215942546 10/04/10 01 COPIER CHARGES 82-000 62 00-5412 11/08/10 252.39 MAINTENANCE-PHOTOCOPIER INVOICE TOTAL: 252.39 VENDOR TOTAL: 252.39 LECUPAIN LECUYER PAINTING & DECORATING, 1430 10/28/10 01 PATCH AND PAINT TWO WALLS IN 82 000-65-00-5944 11/08/10 800.00 MEETING ROOM 02 OLD LIBRARY ** COMMENT ** INVOICE TOTAL: 800.00 VENDOR TOTAL: 800.00 MENLAND MENARDS - YORKVILLE 31705 10/04/10 01 SOFTSOAP, DISH SOAP 82-000 65-00-5807 11/08/10 20.91 CUSTODIAL SUPPLIES INVOICE TOTAL: 20.91 34094 10/13/10 01 CRAFT SUPPLIES 82-000-65-00-5834 11/08/10 12.60 LIBRARY PROGRAMMING INVOICE TOTAL: 12.60 38764 11/01/10 01 VACUUM FILTERS, HAND SOAP 82-000-65-00-5807 11/08/10 102.85 CUSTODIAL SUPPLIES INVOICE TOTAL: 102.85 VENDOR TOTAL: 136.36 MIDABOOK MIDAMERICA BOOKS 198900A 09/16/10 01 BOOKS 82 000-65-00-5839 11/08/10 685.01 BOOKS REFERENCE INVOICE TOTAL: 685.01 199001 09/17/10 01 BOOKS 82-000-65-00-5837 11/08/10 778.20 BOOKS-JUVENILE INVOICE TOTAL: 778.20 VENDOR TOTAL: 1,463.21 -7- DATE: 11/02/10 UNITED CITY OF YORKVILLE PAGE: 8 TIME: 09:32:10 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 11/08/2010 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT MIDWTAPE MIDWEST TAPE 2311563 09/30/10 01 DVDS 82-000-65-00-5832 11/08/10 100.95 VIDEOS INVOICE TOTAL: 100.95 2311564 09/30/10 01 CDS 82 000-65-00-5832 11/06/10 74.95 VIDEOS INVOICE TOTAL: 74.95 2311565 09/30/10 01 AUDIO BOOKS 82 000-65-00-5838 11/08/10 104.98 BOOKS-AUDIO INVOICE TOTAL: 104.98 2317998 10/07/10 01 DVDS 82 000-65-00-5832 11/OB/10 210.90 VIDEOS INVOICE TOTAL: 210.90 2317999 10/07/10 01 CDS 82 000-65-00-5843 11/08/10 193 .85 CD'S/MUSIC INVOICE TOTAL: 193.85 2318000 10/07/10 01 AUDIO BOOKS 82-000 65-00-5838 11/08/10 59.98 BOOKS-AUDIO INVOICE TOTAL: 59.96 2325691 10/14/10 01 DVDS 82-000-65-00-5832 11/08/10 62.96 VIDEOS INVOICE TOTAL: 62.96 2325692 10/14/10 U1 CDS B2-000-65-00-5843 11/06/10 75.95 CD'S/MUSIC INVOICE TOTAL: 75.95 2325693 10/14/10 01 AUDIO BOOKS 82-000-65-00-5838 11/08/10 44.99 BOOKS-AUDIO INVOICE TOTAL: 44.99 -R- DATE: 11/02/10 UNITED CITY OF YORKVILLE PAGE: 9 TIME: 09:32:10 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 11/08/2010 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT ----------------------------------------------------- ------------------------------------- ------------------------------------------ MIDWTAPE MIDWEST TAPE 2332874 10/21/10 01 DVDS 82 000-65-00-5832 11108/10 67.97 VIDEOS INVOICE TOTAL: 67.97 2332875 10/21/10 01 CDS 82 000-65-00-5843 11/08/10 95.94 CD'S/MUSIC INVOICE TOTAL: 95.94 2332876 10/21/10 01 AUDIO BOOKS 82-000 65 00-5838 11/08/10 116.97 BOOKS AUDIO INVOICE TOTAL: 116.97 VENDOR TOTAL: 1,210.39 NICOR NICOR GAS 91-85-68-4012 8-1010 10/07/10 01 902 GAME FARM RD 82-000-62-00 5437 11/08/10 631.44 NICOR GAS INVOICE TOTAL: 631.44 VENDOR TOTAL: 631.44 OFFWORK OFFICE WORKS 179913 09/30/10 01 OAK COAT STAND 82-000-65-00-5800 11/08/10 209.99 CONTINGENCIES INVOICE TOTAL: 209.99 180323 10/11/10 01 LABELS, COPY PAPER 82-000-65-00-5806 11/08/10 28.94 LIBRARY SUPPLIES INVOICE TOTAL: 28.94 180458 10/13/10 01 TONER, INDEX GUIDES, LABELS, 82-000 65 .00-5806 11/08/10 714.63 LIBRARY SUPPLIES 02 MAILERS ** COMMENT ** INVOICE TOTAL: 714.63 VENDOR TOTAL: 953.56 _q- DATE: J.J./02/1.0 UNITED CITY OF YORKVILLE PAGE: 10 TIME: 09:32: 10 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 11/08/2010 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT PFISTERM PFISTER, MICHAELEEN 100410 10/04/10 01 POSTAGE REIMBURSEMENT 82 -000-65-00 5808 11/08/10 2.26 POSTAGE & SHIPPING INVOICE TOTAL: 2.26 101310 10/13/10 01 CRAFT SUPPLY REIMBURSEMENT 82-000-65 00-5834 11/08/10 35.90 LIBRARY PROGRAMMING INVOICE TOTAL: 35.90 101410 10/14/10 01 RECORDER 82-000-62-00-5410 11/08/10 177.77 MAINTENANCE-OFFICE EQUIPME INVOICE TOTAL: 177.77 102110 10/21/10 01 POSTAGE REIMBURSEMENT 82-000-65 00-5808 11/08/10 22.57 POSTAGE & SHIPPING INVOICE TOTAL: 22.57 15302 10/25/10 01 REIMBURSEMENT FOR TRACKS, 82-000-65-00-5800 11/0B/10 231.50 CONTINGENCIES 02 HOOKS, & HANGERS FOR HANGING ** COMMENT ** 03 ART WORK ** COMMENT ** INVOICE TOTAL: 231.50 39033 09/23/10 01 BOOK BAG CLEANING 82-000 65-00-5800 11/08/10 8.50 CONTINGENCIES INVOICE TOTAL: 8.50 VENDOR TOTAL: 478.50 PRAIRIE PRAIRIE AREA LIBRARY SYSTEM 13776 10/01/10 01 OCT. - DEC. 2010 PRAIRIECAT 82-000 75-00-7003 11/08/10 3,224.39 AUTOMATION 02 OPERATING CHARGE ** COMMENT ** INVOICE TOTAL: 3,224.39 VENDOR TOTAL: 3,224.39 sn_ DATE: 11/02/10 UNITED CITYY OF YORKVILLE PAGE: 11 TIME: 09:32:10 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 11/08/2010 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT PSNRBLAW PEREGRINE, STIME, NEWMAN, 48980 10/20/10 01 GENERAL LEGAL MATTERS 82-000 .61°00-5323 11/06110 540.00 ATTORNEY INVOICE TOTAL: 540.00 VENDOR TOTAL: 540.00 P0000831 O'GRADY PUBLISHING COMPANY 999 10/20/10 01 BOOKS 82-000-65-00-5836 11/08/10 21.00 BOOKS ADULT INVOICE TOTAL: 21.00 VENDOR TOTAL: 21.00 R0000833 CHICAGO IN SEASONS 110110 11/01/10 01 BOOK 82-000-65-00-5836 11/Oa/10 33.33 BOOKS-ADULT INVOICE TOTAL: 33.33 VENDOR TOTAL: 33.33 SOUND SOUND INCORPORATED D1252280 10/14/10 01 CHANGE/SET UP NEW EXTENSION 82-000, 62-00 5436 11/08/10 174.50 TELEPHONE 02 FOR VOICE MAILBOX ** COMMENT ** INVOICE TOTAL: 174.50 R10322B 10/28/10 01 3 MAINTENANCE CONTRACT CHARGES 62-000-62-00°5401 11/08/10 645.00 CONTRACT SERVICES INVOICE TOTAL: 645.00 VENDOR TOTAL: 819.50 TARGET TARGET BANK 102610 10/26/10 01 SWIFFERS, COFFEE, CREAMER, 82-000-65 00-5834 11/08/10 244.16 LIBRARY PROGRAMMING -iy- DATE: 11/02/10 UNITED CITY OF YORKVILLE PAGE: 12 TIME: 09:32:10 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 11/08/2010 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT TARGET TARGET BANK 102610 10/26/10 02 PAPER, BOWLS, PLATES, BAGGIES ** COMMENT ** 11/08/3.0 INVOICE TOTAL: 244.16 VENDOR TOTAL: 244.16 THYSSEN THYSSENKRUPP ELEVATOR CORP 45960 10/14/10 01 PRESSURE TEST INSPECTION FEE 82-000-62-00-5401 11/08/10 200.00 CONTRACT SERVICES INVOICE TOTAL: 200.00 642274 10/01/10 01 MONTHLY ELEVATOR MAINTENANCE 82 000-62-00-5401 11/08/10 195.89 CONTRACT SERVICES INVOICE TOTAL: 195.89 674494 11/01/10 01 MONTHLY ELEVATOR MAINTENANCE 82-000 62-00-5401 11108/10 195.89 CONTRACT SERVICES INVOICE TOTAL: 195.89 VENDOR TOTAL: 591.78 TRICO TRICO MECHANICAL SERVICE GROUP 2393 10/05/10 01 REPAIR TO BOILERS 82-000-62-00-5401 11/08/10 190.00 CONTRACT SERVICES INVOICE TOTAL: 190.00 VENDOR TOTAL: 190.00 YORKGF YORKVILLE GENERAL FUND 103110-LIB 10/31/10 01 OCTOBER HEALTH INSURANCE 82-000-50-00-5203 11/08/10 7,034.94 GROUP HEALTH INSURANCE 02 OCTOBER LIFE INSURANCE 82 000-50-00 5204 103.35 GROUP LIFE INSURANCE 03 OCTOBER DENTAL INSURANCE 82 000-50-00 5205 454.22 DENTAL & VISION ASSISTANCE 1 7 DATE: 11/02/10 UNITED CITY OF YORKVILLE PAGE: 13 TIME: 09:32:10 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 11/08/2010 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT ---------- ----------------------------------------------------------------------------------------- -- ------------------------------ YORKGF YORKVILLE GENERAL FUND 103110-LIB 10/31/10 04 OCTOBER VISION INSURANCE 82. 000-50-00-5205 11/08/10 59.05 DENTAL & VISION ASSISTANCE INVOICE TOTAL: 7,651.56 VENDOR TOTAL: 7,651.55 TOTAL ALL INVOICES: 30,650.35 _i7_ YORKVILLE PUBLIC LIBRARY CASH ANALYSIS AS OF NOVEMBER 11, 2010 FISCAL YEAR 10111 Ending Bank Balances May June July August September October November December January February March April 2010 2010 2010 2010 2010 2010 2010 2010 2011 2011 2011 2011 *Money Market $192,587.35 $25,626.92 $449,476.67 $377,655.39 $418,762.79 $814,064.30 Account Building Development $326,306.92 $326,180.17 $325,670.27 $325,708.80 $328,247.23 $328,261.17 fees Checking Account $24554.56 $23,122.45 $22,997.53 $23,627.47 $23,618.69 $23,069.17 Library Expansion $6,199.55 ACCOUNT CLOSED Project 2005 Month Total: $549,648.38 $374,929.54 $798,144.47 $726,991.66 $770,628.71 $1,165,389.64 $0.00 $0.00 $0.00 $0.00 $0.00 PAYROLL 1ST PAY $21,539.70 $20,506.80 $21,299.84 $21,494.87 $21,926.59 $2I,671.69 2ND PAY $22,612.56 $21,555.29 $20,065.12 $20,876.79 $20,839.96 $22,150.56 3RD PAY $22,125.36 Month Total $44,152.26 $42,062.09 $41,364.96 $42,371.66 $42,766.55 $65,947.61 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Sheet1 Librarian's Report October Circulation ADULTS YOUTH TOTAL Fiction 2293 5072 7365 Non-Fiction 1652 1179 2831 Audio Books 565 166 731 Audio Visual 387 397 784 Music CD's 270 9 1 Kits x"23 Periodical 230 50 280 Sheet Music 6 6 Reference Book Dial-A-Story 298 298 PALS- Books sent to other libraries 1191 555 1746 Total Circulation 6594 7831 X144255 Gain Over Previous Year Loss Over Previous Year 2475 PALS- Books sent to our library 1261 827 2088 Registration 74 Juvenile 28 Non-Resident Taxpayer Non -Resident 3 Reciprocal 1 TOTAL 106 Items Added Adults Children Books Fiction 119 91 Books Non-Fiction 138 123 Audio Books 10 DVD's 11 � 7 Reference 5 1 Kits Sheet Music Periodical 92 x"29 Music CD 23 7 Total 398 269 667 Page 1 October Public Relations Articles—Photos -Kendall Country Record Aurora Beacon News Meetings,Workshops Dept. Head Staff Meeting Programs,Activities Number Attending Adult Programs Adult Book Discussion 2"d Thursday of each month Lunch Time Book Club 2nd Wednesday of each month Friends Meeting 10 Computer Classes 15 We Will Have The Vote! A Tea with Elizabeth Cady Stanton 85 Monday Night Movie 2 Children Programs Artsy Smartsy - Programs 20 Tween Craft Group 5 Teen Book Club -2 Programs 10 Patch Club 15 Read with Paws! 35 Bedtime Stories with Superintendent Scott Wakeley 52 After School Stories 12 Toddler Time-7 programs 150 Teen Meeting 12 Annual Ghost Hunt 58 Open Storytime 25 Culture Club 11 Patron Count 8,813 Volunteers Teens Karina Godinez Rebecca Armitage Meeting Room Library-4 City-3 Rent-2 Gifts and Memorials $75.00 in Memory of Jim Hayden $30.00 in Memory of Emily Madison Busch From Mike & Kim Mandele LIBRARY SYSTEM MERGER UPDATE From the desk of Dixie DeBord I hope the following will bring some clarification to the complex situation that PALS finds itself in at the current time, and the implications for the Yorkville Library. I will try to stay informed by listening to the merger design team meetings. These are open meetings as designated by the Public Open Meetings Act and are recorded and viewable via the internet thru PALS website. Also please go to the Board Meeting minutes at the PALS website for further clarification on what is happening and decisions being made. These are some things to think about for our library. As with most mergers the big question is money. Where will it come from? How much more will we have to pay for services? Will services be cut? We do not have answers to these questions yet, however, here are some areas that may be affected: 1. Catalog database(PrairieCat)- This is a priority. It is our most important asset. The intergovernmental agreement is designed to ptor, .o 0. PrairieCat is our shared LLSAP where all bibliographic information about our collection is stored. We no longer have the old tangible card catalogs that were used back-in- the-day. Being a full member of PALS we agreed to have materials cataloged in accordance with OCLC (Online Computer Library Center, Inc.) MARC( Machine Readable Cataloging)standards in order to facilitate access by other libraries.These records are stored on the servers at Shorewood. Again, it is our most important asset. 2. Delivery and ILI,This is a priority and is continuing for as long as possible. What the future of delivery is, we are uncertain. It may continue as is, it may decrease in frequency to just a few days per week, it may cost per item (if so this would probably have to be passed on to patrons to pay for items they request to be delivered), or libraries may have to limit the number of books their patrons request. 3.Training and continuing education-These services have been cut. Only basic training on Sirsi software is being offered.( Sirsi software is the user interface to our database.) 4.Tech support and consulting-These services have been cut. 5. Web and email hosting- in 2010 these were offered free of charge. We will be charged for them in FY2011. We don't know yet if they will be offered at all thru the newly created system. 6. S1P2 server connections-This connects our Checkpoint system with PrairieCat to make our self checkout stations and security work for us. We will probably get charged for this service. 7. Operations and facilities-The systems are looking at all property assets and will determine what can be liquidated and what and how to merge facilities and operations. It is my understanding that PALS owns the property in Shorewood and is looking at using a$600,000 equity line of credit on that property to see PALS through the end of the year.There is a property in the Quad Cities area that is for sale and there may be one in the Rockford area as well. Some of the following are blogs from Michael Piper(Director of PALS)and answer pertinent questions. particularly the intergovernmental agreement. 1 included a letter from the Secretary of State that answers some questions that the systems had. I also included a map of the systems in Illinois to give you an idea of the geographical scope of the mergers. Chicago libraries will remain separate.The systems of Prairie Area. DuPage,North Suburban, Metropolitan and Alliance will merge. The rest of the systems down-state are in the process of merging as well. State Library advises PALS about 2011 funding Michael Piper Tags: • General News • No Type Specified Here is today's good news, bad news report: the Illinois State Library sends us the good news that PALS' fiscal year 2011 Library System APG (Area and Per Capita Grant) will be $2,275,533.75 -- the same as our FY 2010 allocation. Now the bad news: APG grant payments are subject to funds availability. Since state payment delays will probably persist, 2011 will likely be a repeat of 2010, when state payments have been delayed by S+ months. That means Illinois systems are unlikely to receive 2011 funds until late next year. FAQ: What will happen to PALS? Michael Piper Tags: = General News • No Type Specified If there is a merger, what will happen to PALS? And what will become of services such as delivery? If the merger occurs, PALS will become part of a new combined system, which will start on 1 July 2011. It will be a new organization, not just a continuation of ALS, DLS, MLS, NSLS or PALS. This operation will have a new name, new ways of doing things, and a new culture. The new system will assume assets and obligations from PALS and the other merged systems. That means the new system will provide delivery services. It will also continue to support PrairieCat and automated library systems run by ALS, DLS and MLS. In time, we intend to resume services PALS and other systems had to drop amidst the state's fiscal crisis. As representatives from ALS, DLS, MLS, NSLS and PALS work together to design the new organization, we'll honor our past. Our shared goal will be to convert adversity into opportunity. How? By integrating the best of each system into a new model that is better prepared to meet our members' FAQ: What about PrairieCat? Michael Piper Tags: • Academic • General News Public • School • Special • PrairieCat As reported earlier, PrairicCa4 members have voted to establish PrairieCat as an Illinois Intergovernmental instrumentality (I3) by 31 December 2010. Here's an update on this action and its implications. Why is this happening? PrairieCat members are understandably concerned about the future. They cite a host of issues, including worries that the state may try to confiscate PrairieCat assets (despite our attorney's assurances to the contrary), and the possible consequences of a system merger. Concerns about a merged system include: Will the new entity force PrairieCat to combine with the other three shared automation systems in ALS, DLS and MLS? Will Iowa members be pushed out of PrairieCat, once a merger occurs? In the absence of definitive answers to these questions, PrairieCat members want to take every necessary step to control their own destiny, which makes sense. What are the implications?This is a precautionary step, just in case the state's Fiscal crisis deepens. Given the uncertain future for PALS and other systems, the PrairieCat leadership has chosen this option to allay member concerns, and to enable PrairieCat to act quickly as circumstances warrant. Nothing has changed, in terms of PALS` ongoing commitment to PrairieCat. So long as state dollars flow in the late 2010 timeframe, as we have projected, PALS and our successor system will support Prairie Cat, and PrairieCat will continue to operate as before. If changes are ever warranted, however, I3 status enables PrairieCat members to move to other arrangements, as needed. FAQ: What's the difference between PALS and PrairieCat? Michael Piper Tags: Academic • General News Public • School • Special • Members • PALS • PrairieCat PALS and PrairieCat are so closely connected, it's hard to separate one from the other. That reflects a close-knit relationship that has served both parties well. Recent developments - the state's fiscal crisis, the prospect of a merger involving PALS, and PrairieCat's movement toward a new legal status - have shone a bright spotlight on this partnership, and prompted questions. In the attachment, you'll find an outline nj the PALS-PrairieCat relationship, and how it may change when PrairieCat becomes an Illinois Intergovernmental Instrumentality (I3). PralrieCat as an Illinois Intergovernmental instrumentality(13) PALS - if (l;urrent _ � PrairieCat 13- �- �Legal status _ — An Illinois regional library A consortium of 180 PALS As a separate legal entity, system as defined in the libraries that share an auto- PrairieCat may serve as its Library Systems Act(75 mated library system. own fiscal and contractual ICLS 1011 et seq) PrairieCat is an unincor- agent.Or it may keep the porated association,with existing approach PALS acting as its fiscal and contractual agent Members 378 academic, public, 93 academic,public,school PrairieCat may retain the school and special member and special fully participat- current model,or move to libraries ing members;87 academic, different arrangements public, school and special Union Listing members Membership fees There are no Fees for basic Using a member-approved PrairieCat may retain the PALS membership formula, PrairieCat current model,or move to members each pay their different arrangements proportion of fees to operate the shared ILS, based on their level of membership. Membership eligibility Open to academic, public, Open to academic,public, PrairieCat may retain the school and special libraries school and special libraries current model,or move to within PALS'legally-defined that agree to PrairieCat different arrangements geographic region that meet membership responsibilities membership requirements; and fees services are also provided to Iowa libraries by contract Prepared by PALS I Updated:6!13110 Page 1 of 3 PrairieCat as an Illinois Intergovernmental Instrumentality (13) PALS PrairieCat Current PrairieCat 13 )vernance Defined by Illinois statute Defined in PrairieCat By- PrairieCat may retain the and administrative rules. laws. Delegates Assembly current model, or move to G o�e.r n a n C-c— Member-elected Board of of all full members adopts other arrangements eleven Directors policies and other actions; member-elected Adminis- trative Council makes recommendations to DA ,3cal administration Subject to stipulations out- PrairieCat contracts with PrairieCat may retain the lined in statute, and audited PALS for fiscal administra- current model, or move to FscaL_ annually tion, with separate accounts other arrangements for PrairieCat finances fidget PALS budget is planned by PrairieCat budget is drafted PrairieCat may retain the PALS staff, approved by by PALS staff in consulta- current model, or move to PALS Board, and then sub- tion with PrairieCat leader- different arrangements ject to Illinois State Library ship, and then approved by approval PrairieCat Delegates Assembly PrairieCat as an Illinois Intergovernmental Instrumentality (13) PALS PrairieCat Current PrairieCat 13 mtractual arrangements Members sign a PALS PrairieCat members con- Members will contract for membership agreement. tract with PALS for services services with PrairieCat ,. r Some libraries contract with rather than PALS. Prairie- PALS individually or under Cat will then contract with a coordinated agreement PALS or other providers for for specific library system PrairieCat operations services. PALS charges fees to partially recover costs for some services affng PALS assigns staff to sup- PrairieCat contracts with PrairieCat may continue the port PrairieCat and other PALS for staffing, and has current model. It may also library system services no employees of its own hire its own staff or move to another approach cilities PALS owns two buildings Contracts with PALS to PrairieCat may retain the and rents two others. Co- maintain PrairieCat opera- current model, or move to owns server-room backup tions in PALS space. Owns other arrangements generator with Prairie Cat servers for SirsiDynix and AquaBrowser. Co-owns backup server-room gener- ator with PALS ending State appropriations, grants Member fees comprise PrairieCat may retain the and fees from member lib- more than 90-percent of current model, or move to a raries for specific services. costs, with some support full cost-recovery approach State payment delays have donated by PALS jeopardized PALS' future PrairieCat Move to Intergovernmental Instrumentality Projected Timeline 3uly 28, 2010: PrairieCat Delegates Assembly approves recommendation that PrairleCat begin process to become an Illinois Intergovernmental Instrumentality (I3) Aug 2010: Attorney Kathie Henn from Klein, Thorpe &Jenkins prepares draft intergovernmental agreement based on existing PrairieCat agreement. She also drafts new PrairieCat Bylaws based on existing By Laws. Sept 2010: Draft new intergovernmental agreement and bylaws are posted on the PrairieCat website for comments/feedback for Administrative Council and For libraries to present as draft to their governing authorities as needed. Sept 23, 2010: PrairieCat Administrative Council reviews, revises (based on feedback) and recommends approval of new agreement and new bylaws for presentation to PrairieCat members at Delegates Assembly. Also reviews and recommends action on new contract between PrairieCat and PALS for services for the remainder of FY2011. Oct 6, 2010: PrairieCat Deicgates Assembly meets (meeting changed from customary 0 Wednesday in October). Delegates Assembly approves the new PrairieCat Intergovernmental Agreement. New agreement is distributed to all PrairieCat members. Also distributed are a sample resolution/ordinance approving the Intergovern mental Agreement. Also distributed are a sample resolution/ordinance repealing the existing PrairleCat agreement. (All PrairieCat member governing authorities will need to approve the new agreement and THEN repeal the old agreement by November 15, 2010, 2/3 of existing PralrieCat fully participating members must approve the agreement for the independent entity to be established and the previous agreements repealed,) PrairieCat Delegates Assembly approves new Bylaws and contract with PALS for services For the remainder of FY2011. Preliminary FY2012 budget presented with several scenarios ranging from continuing to contract with PALS to completely The PrairieCat consortium has 190 members in northern Iilinois and eastern Iowa. It is managed by the staff of the Prairie Area Library System. 220 W. 23rd Avenue 4963 American Road 405 Earl Road Coal Valley, IL 61240 Rockford, IL 61109 Shorewood, IL 60404 (349) 799-3155 (615) 873-1282 (815) 729-3345 877-LIB-PALS http://cataloq.prairiecat.info independent operation. Contingency plans also provided for PrairieCat operations from January to June 2011,should PALS not receive FY2010 funding by January 2011. Nov 15, 2010: All signed agreements are due to Judy Hutchinson at PALS. PrairieCat is officially established as an Intergovernmental Instrumentality. Nov 15, 2010: PALS Board approves process for repeal of old agreements, transfer of assets, re-assignment of vendor contracts, and approval of contract with PrairieCat for PALS to continue as fiscal agent and operations manager for the remainder of FY2011. Dec 2010. FEIN obtained for PrairieCat New separate bank account established Assets(monetary and equipment) are transferred to new PrairieCat entity. Vendor contracts are re-assigned ILLINOIS STATE LIBRARY Gwendolyn Brooks Building 300 South Second Street Springfield, Illinois 62701 MEMORANDUM TO: Illinois Library System Presidents FROM: Anne Craig, Director Illinois State library DATE: July 19,2010 SUBJECT: Responses to Questions Received About Restructuring Library Systems Over the past few weeks, several questions have arisen from library systems regarding the restructuring of these organizations, the disposition of real and personal property, and public records that are held by each of these entities. Specifically, I have received written questions from staff and board members of the Alliance, DuPage, Prairie Area, and Shawnee Library Systems. My staff and I have also received many inquiries by phone and in-person, at work and during various meetings. A general review of the law and administrative rules that govern these topics is appropriate and especially pertinent in light of the fact that many staff are leaving library system enzployrnent. i write to you today to ask that you take time in your board meeting to thoroughly discuss the following information;further, I ask that you send any questions to me for consideration and response by Secretary of State legal counsel. Restructuringlt is uidation and Mercaer The statutes and administrative rules that govern the restructuring processes (liquidation and merger) clearly define the courses of action that are to be taken when the board of directors of a regional library system formally votes in favor of a restructuring process. The initial course of action that needs to be taken is a formal decision by the board of directors to cause liquidation of the existing library system and to file an application with the Secretary of State/Illinois State Library that clearly defines the liquidation process that is proposed (75 ILCS 10113). If the library system board is formally advocating a merger process, that restructuring can take one of two forms. A library system could merge, in part (territory and population), into two or more adjoining library systems, or could merge entirely with other adjoining library systems to form a single new library system organization. Both of these processes are described in the Merger section of the Illinois Administrative Code and is found at 23 IL ADC 3030.85. A merger of a library system, in part, into two or more adjoining library systems,requires at least a two-thirds vote of member libraries in support of this restructuring. r Ente_rgovernmental Aareernents Further, it is our recommendation that, once formal merger processes are undertaken, each of you seek intergovernmental agreements between library system entities that specify all roles and expectations during the merger and transitional period. At the point the new library system organization(s) is formed and approved by the Secretary of State/Illinois State Library, these intergovernmental agreements would expire and all functions would be governed by the new entity. Real and Personal Property The Powers of Boards section of the Illinois Library System Act (75 ILCS 1017 (11)) is quite clear that title and ownership, and, therefore, responsibility to safeguard and maintain an inventory of all real and personal property at each library system facility, rests with the board of directors. This provision has been a component of the Illinois Library System Act since the original legislation was crafted and adopted in 1965-1967. The Disposal of Property section of the Illinois Library System Act(75 ILCS 10116) identifies procedures that a library system shall take in relation to the disposal of real and personal property at any time including prior to any formal board decision regarding liquidation or merger. Should a decision be made by the board of directors to formally liquidate a library system, again, the Act contains a Liquidation section (75 ILLS 10119) that also requires interaction with this office prior to any final disposition of personal and real property. There are further administrative rules that govern the liquidation process that can be found within the Illinois Administrative Code at 23 IL ADC 3030.80. In the event that the boards of directors of two or more library systems decide to formally merge, the Merger section of the Illinois Administrative Code is found at 23 IL ADC 3030.85. Again, interaction with this office is required prior to any final disposition of personal and real property. Records and Email The papers and documentation of the library systems regarding the transaction of public business are subject to governance within the Local Records Act (50 ILCS 205). This Act further delineates courses of action that are necessary regarding the disposition of those records. All staff who are departing employment should be made aware of these provisions as they clean out their personal office space. Care should also be taken to preserve all emails that would be classified as records under the Illinois Local Records Act as well as any spreadsheets, word processing documents, and databases. The Secretary of State's Illinois State Archives Department can assist each of the library systems with questions and any interaction that may be required with local records commissions. You may contact Sheila Cowles at (217) 782-1080 to arrange for a local records officer to visit your library system. Specific ti ns submi to h Illinois t Library 1. Is of the Illinois Administrative Rules the only language that applies to system mergers? If yes, it appears no member vote is required. If not,what other law/rules apply? Yes, 23 IL ADC 3030.85 is the reference for mercer. If two or more systems are merging, in whole; then members are not required to vote. Other law and rule that apply include the sections about liquidation and disposal of property,the Records Act, and the Open Meetings Act(see citations below). 2. The merger process will incur a number of costs including negotiation facilitator, attorney(ies), and accountant(s). Since some of these cost will be shared, is a RFP/public bid process required if a system's share of cost is under$20,000? As an example, if 3 systems hire a negotiation facilitator at $30,000, since each system will pay $10,000 each, is a RFP/public bid process required since each system is only spending $10,000 each? In short,the answer is yes. The Governmental Joint Purchasing Act(30 ILCS 5250 requires that public entities created by statute (library systems are) and that wish to makes purchases of personal property, supplies and services be based on competitive, sealed bids. There is no minimum threshold purchase amount identified in this Act. 3. Can merger negotiations be conducted using Web contcrencing and still fall under the Open Meetings Act? The following library systems are in excess of 4,500 square miles: Alliance Library System Prairie Area Library System Lewis&Clark Library System Lincoln Trail Libraries System Rolling Prairie Library System Shawnee Library System Therefore,according to (5 ILCS 12017(d))they could meet by"other means." Reference Information • Illinois Library Systems Admin Rules 23 IL ADC 3030 0 • Illinois Library System Act 75 ILCS 10 a • Liquidation 0 75 ILCS 10113 * 23 IL ADC 3030.80 • Merger o 23 IL ADC 3030.85 • Adjustments in boundaries n 75 II CS 10114.5 c 23 1L ADC 3030.120 • Disposal of property n 75 !I CS 10/161 • Plans of Services of a Library System o 23 IL ADC 3030.65 • Illinois Local Government Records Act 0 • Illinois Open Meetings Act 0 In the event you have any questions;do not hesitate to contact our office. AClldg/sg M. Illinois Library System Directors Cindy Wood, Secretary of State Legal Counsel ISL Managers and Consultants Nom svujau I CHCAI D MKOLIN MAIL 4 ■ � I • ' '_ {.fie LLINZ ;ul tea•_ •fie yv GT%16 ILA r 3M Library Systems 3M Center PO Box 33900 St.Paul,MN 55133-3900 800-328-0067 www.3M.com/library SERVICE AGREEMENT EXPIRATION NOTICE Date: October 09, 2010 Service Agreement: CHP14828 Service Agreement Expiration Date: December 31,2010 3M Account# : YBJ2300 Yorkville Public Library Attn: MICHELLE PFISTER 902 Game Farm Road YORKVILLE, IL 60560-2105 Dear MICHELLE, Does your library have funds budgeted for emergencies? Most libraries don't. That's why I'm writing you about your Service Agreement. Your coverage will expire on the date listed above and your equipment will no longer be covered. So if your systems ever need repair, your library will somehow have to find the funds to cover it. Complete equipment coverage High technology equipment is extremely complex. And even though great care goes into every product we build, it's impossible to manufacture a system that is 100%reliable for as long as your own it. That's why there is not a smarter investment than a 3M Service Agreement. Our Service Agreement covers virtually all labor, parts and any other equipment modifications necessary to get-and keep-your systems working. In short, we take care of practically everything. No matter what the problem or where you are in the United States. Same day telephone response We typically give a telephone response on the same day you call. If you call "after hours", we get back to you the next business day. What's more, we normally have a technician at your site within 12 working hours. No expensive surprises No one knows your equipment better than our 3 M service providers. They are available to you, of course, without a Service Agreement. Page 1 of 6 3M Library Systems 3M Center PO lox 33900 St.Paul,MN 55133-3900 800-328-0067 www.3M.com/library Our rates are$150 to $250 per hour plus a callout charge of$325 to $425 depending on your service zones. You will also be charged the cost of any necessary replacement parts. So you can see that just a single service call could more than cover the cost of a whole year's Service Agreement coverage. Is it really worth it to take a chance? Renewing is easy Give yourself some peace of mind and renew your Service Agreement today. Just fax or mail a renewal purchase order to the number or address indicated below. Or use your Visa or MasterCard (just call the number below for information on doing this). We can guarantee your renewal price for only 30 days beyond the date on this notice, make sure you renew soon! Sincerely, rvice Sales Representative Telephone: 800-328-0067, Opt 1, Opt 2 Fax: 888-263-1916 Return to: 3M Library Systems Contracts Attn: Contract Administrator PO Box 33900 St Paul, MN 55133-3900 P.S.If someone else is responsible for responding to this notice, please forward this letter to them! Thank You! Page 2 of 6 JM tabrary bystems 3M Center PO Box 33900 St.Paul,MN 55133-3900 800-328-0067 www.3M.com/library Date: 10/9/2010 Service Agreement: CHP14828 Renewal Period: 01/01/11 to 12/31/11 Charge To Account 4: YBJ2300 Contact: MICHELLE PFISTER Telephone: 630-553-4354 X 117 3M Products(s)Located at: Yorkville Public Library 902 Game Farm Road YORKVILLE IL 60560-2105 3M Acct#: YBJ2300 Model Model Type Serial ID Start Date End Date Amount CHP STAFF STA RDR 280116 CHP003068 Ill/11 12/31/11 $288.00 CHP STAFF STA RDR 280116 CHP003069 111111 12/31/11 $288.00 CHP STAFF STA RDR 280116 CHP003070 1/1111 12/31/11 $288.00 CHP STAFF STA RDR 280116 CHP003071 111111 12/31/11 $288.00 CHP STAFF STA RDR 280116 CHP003072 111/11 12/31/11 $288.00 CHP STAFF STA RDR 280116 CHP003087 IAA I 12/31/11 $288.00 CHP LRR READER 449535 CHP012087 1/1/11 12/31111 $603.00 CHP LRR READER 449535 CHP012088 1/1/11 12/31/11 $603.00 CHP LRR READER 449535 CHP012089 I/1111 12/31/11 $603.00 CHP LRR READER 449535 CHP012090 I/1111 12/31/11 $603.00 CHP LRR READER 449535 CHP012091 111111 12/31/11 $603.00 CHP LRR READER 449535 CHP012092 111111 12/31/11 $603.00 CHP LRR READER 449535 CHP012093 1 11111 12/31111 $603.00 CHP LRR READER 449535 CHP012094 111/11 12/31/11 $603.00 CHP PEOPLE COUNTER 7235948 CHP021557 I/III 1 12/31/11 $55.00 CHP SELF CHECKOUT 7276593 CHP021768 1/1/11 12/31/11 $1,852.00 CHP SELF CHECKOUT 7276593 CHP021769 111/11 12/31/11 $1,852.00 CHP SELF CHECKOUT 7276593 CHP021770 1/1/11 12/31/11 $1,852.00 CHP UNLOCKING STA 7390277 CHP023064 111111 12/31/11 $274.00 CHP UNLOCKING STA 7390277 CHP023066 1/1/11 12/31/11 $274.00 CHP NO CON TAG PROG 7267385 CHP023636 111/11 12/31/11 $632.00 CHP PEOPLE COUNTER 7262535 CHP023966 1/1111 12/31/11 $55.00 CHP APPL SERVER 7397349 CHP025926 111111 12131/11 $2,022.00 CHP ZONE 2 YBJ2300 111111 12/31/11 $120.00 Page 3 of 6 3M Library Systems 3M Center PO Box 33900 St.Paul,MN 55133-3900 800-328-0067 www.3M.comAibrary TOTAL $15,540.00 Payment Terms are Net 30" Notes: CONSOLIDATED THE FOLLOWING MODEL SERIAL PREV SA EFFEC DATE 7397349 CHP025926 US46495 1/1/2011 Page 4 of 6 Terms and Conditions WHAT WE WILL DO: Hardware: In consideration of payment or the agreement price, 3M will furnish labor and replacement parts necessary to maintain the Equipment specified in this agreement in proper operating condition during the term of this agreement,provided that the Equipment is installed by an authorized 3M Service Provider and used as directed.This Service Agreement covers Equipment failure during normal usage.3M agrees to provide: •On-site remedial maintenance during On-Site Coverage Hours When 3M is notified that the Equipment is not in good working order.3M will provide a toll-free telephone number for Customer to place,and 3M will receive, Equipment maintenance service calls twenty-four(24)hours per day,seven(7)days per Week. All labor,service parts and Equipment modifications 3M deems necessary to maintain the Equipment in good working order.All service parts will be furnished on an exchange basis and will be new parts or parts of equal quality.For certain Equipment,3M reserves the right to replace the entire unit with new equipment or equipment of equal quality when 3M determines that replacement is more economical than on-site repair.All Equipment and service parts removed for replacement become the property of 3M. Software: In consideration of payment of the agreement price, 3M will furnish over-the-phone software support and remote troubleshooting of the 3M Software specified in this agreement as well as updates necessary to maintain the 3M Software specified in this agreement in proper operating condition during the term of this agreement,provided that the 3M Software is installed and used as directed.3M agrees to provide: •All software configuration modifications 3M deems necessary to maintain the 3M Software in good working order •3M Software updates •Internet Filter list updates(as applicable) •A toil-free telephone number for Customer to place and 3M to receive software support calls. Over-the-phone software support calls may be placed twenty-four(24)hours per day,seven(7)days per week. Calls will be addressed during 3M Software Support Coverage Hours in the order they were received. WHAT IS NOT COVERED: The basic maintenance fee does not include and 3M is not obligated to provide or perform repair of damage or increase in service lime caused by (i) failure of Customer to provide continually a proper operating environment and supply of power as prescribed by the Equipment manufacturer;(ii)accident;(iii)Acts of God,including but not limited to fire,Flood,water,wind and lightning;(iv) neglect, abuse or misuse; (v) failure of Customer to follow 3M's published operating instructions; (vi) modification, service or repair of the Equipment by other than 3M authorized personnel; (vii) use of Equipment for purposes other than for which designed; (viii) painting or refinishing the equipment; (ix)relocation of the equipment;(x)replacement of broken or damaged cabinetry: to include items such as lattices, base covers, book check covers,etc.; (xi)electrical work external to the Equipment; (xii)cosmetic restoration (e,g., filling of holes in Floor or walls,plugging or wire run openings,removal of tape residue,etc.)after removal or relocation of equipment for any reason;(xiii)restoration of Equipment performance when it has been degraded by placement of unauthorized interference sources within the affected range of said equipment; (xiv) service requests related to use of markers (strips)other than those manufactured by 3M or its authorized distributor(s), (xv) modification, or repair of the 3M Software by other than 3M authorized personnel; (xvi) use of the 3M Software for purposes other than for which designed; (xvii) virus /hacker activity; (xviii) Non-3M Software related updates and upgrades including, but not limited to, Operation System, Anti-Virus, Intrusion Detection. (xix) labor or materials associated with consumables such as receipt printer paper, separator jaws, patron counter batteries,and similar items. RENEWAL:This agreement is NOT automatically renewable. If a renewal agreement is offered by 3M,the agreement price quoted will reflect the age of the product and the service costs at the time of renewal. ENTIRE AGREEMENT:This instrument sets forth the entire agreement between the parties,and no representation,promise or condition not contained herein shall modify these terms whether made prior to or subsequent to the execution of this agreement. Library Systems Copyright C 2004,3M.All rights reserved. 3M Center,Building 225-4N-14 3M is a trademark of 3M. St.Paul,MN 55144-1000 1-800-328-0067 78-8123-7221-3 Rev B ww1v.3M.com/librar� Printed in U.S.A. Page 6 of 6