Library Board Packet 2009 05-11-09 Agenda
Yorkville Public Library
Board of Trustees
May 11, 2009
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. Report of the Treasurer Financial Statement
Payment of Bills
8. Report of the Library Director Statistics
9. City Council Liaison
10. Standing Committees Policy Personnel
Finance Automation
Community Relations
11. Unfinished Business Building Update
District Library Fact-Finding
12. New Business Levy
Policy Update
13. Executive Session (if needed)
For the appointment, employment, compensation, discipline, performance or
legal counsel for the public body,including hearing testimony on a complaint
lodged against an employee of the public body or against legal counsel for the
public body to determine its validity.
14. Adjournment
Page 1 of 4
Yorkville Public Library
Board of Trustees
902 Game Farm Road
April 13,2009, 7:00pm
The meeting was called to order at 7:00pm by President Jo Ann Gryder.
Roll Call
Members present: Sandy Lindblom, Barb Johnson, Beth Gambro, Gail Gaebler,
Marilyn Vorderer, Carol LaChance, Jo Ann Gryder, Zach Frisch
Also present were Library Director Michelle Pfister, Robert Allen-City Council Liaison
Absent: Marianne Wilkinson
Recognition of Visitors
No guests.
Amendments to the Agenda
None
Minutes
The minutes were approved as read on a motion by Sandy Lindblom and second by Zach
Frisch. Approved unanimously on a voice vote.
Correspondence
None
Public Comment
None
Report of the Treasurer
Financial Statement
Ms. Lindblom reported the City has completed their audit and that revenue figures are
now shown in the "Revised Fiscal Year Budget" column. Contingencies show revenue of
$590,801.00. It was questioned if more timely figures can be obtained. City staff said
the Cash Analysis Report would reflect the most up-to-date Library revenue.
Payment of Bills
Many books have been ordered according to Ms. Lindblom. She also gave details on the
following invoices:
Page 5: Book Talk for Readers—fee for Anderson Book representatives coming to
Library.
Page 2 of 4
Page 5: CDW for Government/office licenses—licenses for computers. The Library
needed 21 additional computer licenses at $21 each. This brings the total licenses to 61.
Page 5: Demco Inc.—this is for book truck shelves used for moving books. The amount
was $946.77.
Page 7: lndecor Contract Window: Remote control window shade for the library
entrance. The cost was $2,218.
Page 11: Sound Incorporated—A third phone line was installed.
Page 12: Trico Mechanical Group--$970 and $552 for service call and cleanup. This is a
one-time charge.
Additional page 1: 3M—The original bill was misplaced at the City and Ms. Pfister
asked the City to pay the amount of$11,950 this month for automated tags that were
purchased. A tag is placed on every book in the library and the cost is 70 cents per tag.
A motion was made by Barb Johnson and seconded by Carol LaChance to approve
payment of the bills in the amount of$41,861.65 and payroll in the amount of
$38,566.04.
Roll call vote: Johnson-yes, Gambro-yes, Gaebler-yes, Vorderer-yes, LaChance-yes,
Gryder-yes, Frisch-yes, Lindblom-yes. Motion carried unanimously.
Report of the Library Director
Statistics
Ms. Pfister noted the following:
1. This is National Library Week and balloons were purchased for this event.
2. Name tags were made for each of the Board members
3. The Library has a new card catalog system, employees have been trained
4. Circulation for the month: 16,836
5. 137 new Library patrons
6. 655 new items added
7. New programs: environmental fair at Recreation Center, Dewey Halvorson
brought his dog that had participated in the Iditarod race in Alaska
8. Memorials in amount of$270 in honor of Dale Tweedy were brought in by his
wife
9. Employee Mary Jo Gardner recently resigned and a party was held to honor
her
Michelle also reported that as part of National Library Week, the Bookies are having a
program on April 14a'. The Library Board members will also be introduced at that time.
Two Anderson Book Store representatives will also attend.
Lawn maintenance was discussed and Michelle said "Hop To It" had the best quote at
$180 per month. They will come every other week and they will be asked to do edging at
an extra cost. At the present time, the City mows the Library grounds.
Page 3 of 4
City Council Liaison
President Gryder recognized City Council Liaison Bob Allen and she thanked him for
attending.
Standina Committees
Policy
Beth Gambro noted that the Library closed early on Good Friday, which was a recent
change.
There were no other committee reports.
Unfinished Business:
Building Update
A trouble alarm was recently activated and Mr. Lindblom reset it. It was noted that the
Library alarm is connected to the police in the event of fire or breakin. Mr. Frisch asked
if the alarms would change if the Library was run as a Library District—they would not
change.
District Library Fact-Finding
This committee met prior to the Library Board meeting. In May, budget comparisons
will be reviewed; in June questions will be compiled for the lawyer; there will be no
meetings in July or August; the committee will meet with the lawyer in September and a
presentation will be put together for the Board in late Fall. Ms. Johnson encouraged
Board members to submit any questions they might have.
Ms. Johnson was asked her opinion about a Library District. She replied that it depends
on the goals, whether everyone should be served, or if the cost factor is considered.
Additional costs would be incurred due to additional employees, etc. She also noted that
other District Libraries are pleased with their District status.
Mr. Frisch suggested that if a Library District is formed, another library building might
be needed. He cited Naperville as an example with branch libraries. However, branches
are not required under a District.
Technolovy Plan
Michelle said she had presented this last month and asked if there were any changes. She
said State reports and per capita grants ask for this plan.
New Business:
Public Notice
Each year the Library must publish a Public Notice giving the dates of the Board
meetings and the dates the Library is closed. Board meetings can be changed with the
proper notice. A motion was made by Beth Gambro to approve the Public Notice for the
Page 4 of 4
Library Board meeting dates and the Library closures. Gail Gaebler seconded the motion
and the motion was carried unanimously on a voice vote.
Ms. Gryder thanked Bob Allen for being the City Council Liaison.
In other New Business, Ms. LaChance said she was approached by persons who
expressed their displeasure with some Library employees. It was noted that names and
specifics were needed and Michelle asked that she be called.
There was no further business and the meeting was adjourned at 7:40pm.
Minutes respectfully submitted by
Marlys Young
DATE: 05/05/2009 UNITED CITY OF YORKVILLE PAGE: I
TIME: 13:59:15 DETAILED REVENUE & EXPENSE REPORT F-YR: 09
ID: GL4B3000.WOW
FUND: LIBRARY
FOR 13 PERIODS ENDING APRIL 30. 2009 ORIGINAL REVISED
FISCAL FISCAL k
ACCOUNT ADJ.PER. YEAR-TO-DATE YEAR YEAR COLLECTED/
NUMBER DESCRIPTION ACTUAL ACTUAL BUDGET BUDGET EXPENDED
GENERAL
REVENUES
TAXES
82-000-40-00-3992 LIBRARY BOND PROP. TAX 0.00 463,324.18 467,425.00 467,425.00 99.1
82 000••40-00-3996 CARRY OVER- BOOK DEV FEES 0.00 0.00 186,700.00 0.00 * 0.0
82-000-40-00-3997 CARRY OVER - BLDG DEV FEES 0.00 0.00 171,782.00 282,310.00 * 0.0
82 000-40-00-3998 CARRY OVER - MEMORIALS 0.00 0.00 0.00 1,644.00 * 0.0
82-000-40-00-3999 CARRY OVER - FUND BALANCE 0.00 0.00 0.00 600,755. 00 * 0.0
82-000-40-00-4000 REAL ESTATE TAXES 0.00 652,084.86 658,252.00 658,252.00 99.0
82-000-40-00-4010 PERSONAL PROPERTY TAX 0.00 4.550.85 3,360.00 3,360.00 135.4
TOTAL TAXES 0.00 1, 119,959.89 1,487,519.00 2,013,746.00 55.6
CHARGES FOR SERVICES
82-000-42-00-4211 DEVELOPMENT FEES - BUILDING 0.00 32,700.00 100,000.00 100,000.00 32.7
62-000-42-00-4215 DEVELOPMENT FEES - BOOKS 0.00 32,700.00 100,000.00 100,000.00 32.7
62-000-42-00-4260 COPY FEES 0.00 2,728.82 2,500.00 2,500.00 109.1
82-000-42-00-4261 LIBRARY SUBSCRIPTION CARDS 0.00 16,758.04 15,000.00 15,000.00 111.7
B2-000-42-00-4286 RENTAL INCOME 0.00 329.40 4,000.00 4,000.00 8.2
82-000-42-00-4287 LIBRARY BLDG RENTAL 0.00 771.20 1,500.00 1,500.00 51.4
-------------°°_ .____------------------------------------------------------------
TOTAL CHARGES FOR SERVICES 0.00 B5,987.46 223,000.00 223,000.00 38.5
FINES
82-000-43-00-4330 LIBRARY FINES 0.00 9,531.27 7,000.00 7,000.00 136.1
TOTAL FINES 0.00 9,531.27 7,000.00 7,000.00 136.1
MISCELLANEOUS
82-000-44-00-4432 SALE OF BOOKS 0.00 719.00 1,000.00 1,000.00 71.9
62-000-44-00-4450 MEMORIALS 0.00 1, 363.00 4,000.00 4,000.00 34.0
-
TOTAL MISCELLANEOUS 0.00 2,082.00 5,000.00 5,000.00 41.6
INTERGOVERNMENTAL
82-000-45-00-4550 GRANTS 0.00 0.00 17,500.00 17,500.00 0.0
----_-_-----°-------------------------°_--------------------- --------------------
TOTAL INTERGOVERNMENTAL 0.00 0.00 17,500.00 17,500.00 0.0
* PLEASE SEE ADJUSTMENT TRANSFER REPORT FOR COMMENTS *
DATE: 05/05/2009 UNITED CITY OF YORKVILLE PAGE: 2
TIME: 13:59: 15 DETAILED REVENUE & EXPENSE REPORT E-YR: 09
ID: GL4B3000.WOW
FUND: LIBRARY
FOR 13 PERIODS ENDING APRIL 30, 2009 ORIGINAL REVISED
FISCAL FISCAL I
ACCOUNT ADJ.PER. YEAR-TO-DATE YEAR YEAR COLLECTED/
NUMBER DESCRIPTION ACTUAL ACTUAL BUDGET BUDGET EXPENDED
----------------------------------------------------------------------------------------- ------ ----------------------- --------------
GENERAL
INTEREST
82-000-46-00-4600 INVESTMENT INCOME 0.00 10,985.38 2, 500.00 2, 500.00 439.4
TOTAL INTEREST 0.00 10,985.38 2,500.00 2,500. 00 439.4
TOTAL REVENUES: GENERAL 0.00 1,228, 546.00 1,742,519.00 2,268,746.00 54. 1
EXPENSES
PERSONNEL SERVICES
82-000-50-00-5107 SALARIES- LIBRARY 0.00 421,56B.10 600,000.00 600,000.00 70.2
82-000-50-00-5203 GROUP HEALTH INSURANCE 0.00 43,494.96 52,800.00 52,800.00 82 . 3
82-000-50-00-5204 GROUP LIFE INSURANCE 0.00 909.48 3,000.00 3,000.00 30.3
82-000-50-00-5205 DENTAL & VISION ASSISTANCE 0.00 3,678.54 4,200.00 4,200.00 87.5
TOTAL PERSONNEL SERVICES 0.00 469,651.08 660,000.00 660,000.00 71.1
PROFESSIONAL SERVICES
82-000-61-00-5322 BONDING 0.00 1,875.00 2,000.00 2,000.00 93.7
82-000-61-00-5323 ATTORNEY 0.00 595.00 3,000.00 3,000.00 19.8
TOTAL PROFESSIONAL SERVICES 0.00 2,470.00 5,000.00 5,000.00 49.4
CONTRACTUAL SERVICES
B2-000-62-00-5401 CONTRACT SERVICES 0.00 16,695.57 20,000.00 20,000.00 83.4
82-000-62-00-5407 MAINTENANCE-BLDG/JANITORIAL 0.00 8,955.11 10,000.00 10,000.00 89.5
82 000-62-00-5410 MAINTENANCE-OFFICE EQUIPMENT 0.00 6,365.96 10,000.00 10,000.00 63.6
82 000-62-00-5412 MAINTENANCE-PHOTOCOPXER 0.00 1,637.87 10,000.00 10,000.00 16.3
82-000-62-00-5435 ELECTRICITY 0.00 1,371.00 51000.00 5,000.00 27.4
82-000-62-00-5436 TELEPHONE 0.00 3,886.21 7,000.00 7,000.00 55.5
82-000-62-00-5437 NICOR GAS 0.00 12,535.41 40,000.00 40,000.00 31.3
----
TOTAL CONTRACTUAL SERVICES 0.00 51,447.13 102,000.00 102,000.00 50.4
PROFESSIONAL DEVELOPMENT
82-000-64-00.5603 SUBSCRIPTIONS 0.00 5,205.17 8,000.00 8,000.00 6510
82-000-64-00-5604 TRAINING & CONFERENCES 0.00 924,90 2,000.00 2,000.00 46.2
+ PLEASE SEE ADJUSTMENT TRANSFER REPORT FOR COMMENTS
DATE: 05/05/2009 UNITED CITY OF YORKVILLE PAGE: 3
TIMF: 13:5'9: 15 DETAILED REVENUE & EXPENSE REPORT F-YR: 09
ID; GL483000.WOW
FUND: LIBRARY
FOR 13 PERIODS ENDING APRIL 30, 2009 ORIGINAL REVISED
FISCAL FISCAL t
ACCOUNT ADJ.PER. YEAR-TO-DATE YEAR YEAR COLLECTED/
NUMBER DESCRIPTION ACTUAL ACTUAL BUDGET BUDGET EXPENDED
GENERAL
EXPENSES
PROFESSIONAL DEVELOPMENT
82-000-64-00-5607 PUBLIC RELATIONS 0.00 0.00 2,000.00 2,000.00 0.0
82-000-64-00-5616 EMPLOYEE RECOGNITION 0.00 1, 194.46 31000.00 3, 000.00 39.8
------ - --------------------------------------------------------------------------
TOTAL PROFESSIONAL DEVELOPMENT 0.00 7, 324.53 I5, 000.00 15,000.00 48.8
OPERATIONS
82°000-65-00-5800 CONTINGENCIES 0.00 8, 376.75 64,574.00 590,801.00 * 1.4
82-000-65.00-5802 OFFICE SUPPLIES 0.00 5, 585.33 10,000.00 10,000.00 55.8
82 000-GS-00 5806 LIBRARY SUPPLIES 0.00 5,927. 11 10,000.00 10, 000.00 59.2
82-000-65-00-5807 CUSTODIAL SUPPLIES 0.00 8,108.47 15,000.00 15,000.00 54.0
82-000-65-00-5808 POSTAGE & SHIPPING 0.00 710.07 2,000.00 2,000.00 35.5
82-000-65-00-5610 PUBLISHING & ADVERTISING 0.00 35.50 2,000.00 2,000.00 1.7
82-000-65-00-5826 MILEAGE 0.00 728.08 1, 000.00 1,000.00 72.8
82-000-65-00-5832 VIDEOS 0.00 4,961.20 5,000.00 51000.00 99.2
82-000-65-00-5833 ALARM MONITORING 0.00 0.00 0.00 0.00 0.0
82-000-65-00 5834 LIBRARY PROGRAMMING 0.00 9,057.48 10,000.00 10,000.00 90.5
82-000-65-00-5835 LIBRARY BOARD EXPENSES 0.00 147.38 2,000.00 2,000.00 7.3
82 000 65 00 5836 BOOKS-ADULT 0.00 19,373.79 15,000.00 15,000.00 129.1
82 000 65 00 5837 BOOKS JUVENILE 0.00 19,724.04 20, 000.00 20,000.00 98.6
82-000-65-00-5838 BOOKS-AUDIO 0.00 7,445.71 10,000.00 10,000.00 74.4
82 000-65-00-5839 HOOKS REFERENCE 0.00 15,974.50 20,000.00 20,000.00 79.8
82-000-65-00-5840 BOOKS-DEVELOPMENT FEE 0.00 37,975.37 100,000.00 100,000.00 37.9
82-000-65-00-5841 MEMORIALS/GIFTS 0.00 2,692.16 4,000.00 4,000.00 67.3
82-000-65-00-5842 BLDG-DEVELOPMENT FEES 0.00 6,850.22 100,000.00 100,000.00 6.8
82-000-65-00-5643 CD'S/MUSIC 0.00 3,802.86 5,000.00 51000.00 76.0
82-000-65-00-5644 MEETING ROOM 0.00 0.00 1,500.00 1,500.00 0.0
---------------- -----------------------------------------------------------------
TOTAL OPERATIONS 0,00 157,476.02 397,074.00 923,301.00 17.0
DEBT SERVICE
82-000-66-00-6012 2005B LIBRARY BOND 0.00 346,105.67 346,145.00 346,145.00 99.9
82-000-66-00-6014 2006 LIBRARY BOND 0.00 121,300.00 121,300.00 121,300.00 100.0
---------------------------------------------------------------------------------
TOTAL DEBT SERVICE 0.00 467,405.67 467,445.00 467,445.00 99.9
* PLEASE SEE ADJUSTMENT TRANSFER REPORT FOR COMMENTS *
DATE: 05/05/2009 UNITED CITY OF YORKVILLE PAGE: 4
TIME: 13:59:15 DETAILED REVENUE & EXPENSE REPORT F-YR: 09
ID: GL4B3000.WOW
FUND: LIBRARY
FOR 13 PERIODS ENDING APRIL 30, 2009 ORIGINAL REVISED
FISCAL FISCAL 8
ACCOUNT ADJ.PER. YEAR-TO-DATE YEAR YEAR COLLECTED/
NUMBER DESCRIPTION ACTUAL ACTUAL BUDGET BUDGET EXPENDED
GENERAL
RETIREMENT
82-000-72-00-6500 IMRF PARTICPANTS 0.00 14,469.80 13,000.00 13,000.00 111.3
82-000-72-00-6501 SOCIAL SECURITY/MEDICARE 0.00 32,249.71 40, 000.00 40,000.00 80.6
-------------------------------
TOTAL RETIREMENT 0.00 46,719.51 53,000.00 53,000.00 88.1
CAPITAL OUTLAY
82-000-75-00-7002 COMPUTER EQUIPMENT & SOFTWARE 0.00 12, 181.08 18,000.00 18,000.00 67.6
82-000-75-00-72003 AUTOMATION O.Oo 38,932.58 25,000.00 25,000.00 155.7
82-000-75-00-7703 BUILDING EXPANSION 0.00 30,368.61 0.00 0.00 (100.0)
---------- _...----... _--------------------- --------------- -----------
TOTAL CAPITAL OUTLAY 0.00 81,482.27 43,000.00 43,000.00 169.4
OTHER OPERATING EXPENSES
82-000-78-00-9020 LIBRARY BOND PAYBACK 0.00 0.00 0.00 0.00 0.0
----- -------------------- -° ----------------------
TOTAL OTHER OPERATING EXPENSES 0.00 0.00 0.00 0.00 0.0
TOTAL EXPENSES: GENERAL 0.00 1,283,976.21 1,742,519.00 2,268,746.00 56.5
TOTAL FUND REVENUES 0.00 1,22B,546.00 1,742,519.00 2,268,746.00 54 .1
TOTAL FUND EXPENSES 0.00 1,283,976.21 1,742,519.00 2,268,746.00 56.5
FUND SURPLUS (DEFICIT) 0.00 (55,430.21) 0.00 0.00 100.0
YORKVILLE PUBLIC LIBRARY
CASH ANALYSIS
AS OF MAY 11, 2009
FISCAL YEAR 08/09
Ending Bank Balances
May June July August September October November December January February March April
2008 2008 2008 2008 2008 2008 2008 2008 2009 2009 2009 2009
*Money
Market $221,781.30 $164,713.17 $183,437.85 $603,344.22 $534,091.48 $975,511-03 $945,890.17 $649,24893 $601,454.83 $828,337.00 $546,10122 $469,429.79
Account
Building
Development $289,474.81 $289,439.61 $289,740.76 $301,692.56 $301,366.84 $301,311.54 $312,710.53 $313,032.99 $312,689.61 $314,61063 $314,430.75 $313,982.91
Fees
Checking $52,715.16 $52,859.18 $52,551.65 $51,996.76 $22,710.77 $22.92990 $23,404.30 $22,719.50 $22,757.10 $23,265.15 $22,786.30 $22,792.10
Account
Library
Expansion $34,082.52 $31,379.10 $19,210.91 $19,241.14 $49,301.04 $49,36530 $49,403.53 $49,44539 $48,819.23 $36,327.12 $36,33992 $33,798.46
Project 2005
Month Toral: $598,053.79 $538,391.06 $544,941.17 $976,274.68 $907,47013 $1,349,117.77 $1,331,408.53 $1,034,446.81 $985,720.77 $1,202,539.90 $919,658.19 $840,003.26
PAYROLL
1ST PAY $17,234.56 $16,110.33 $17,292.71 $17,312.16 $17,438.28 $19,349.44 $18,033.56 $16,984.12 $14,480.28 $18,976.58 $18,77840 $19,654.56
2NI)PAY $17,782.07 $17,411.61 .$17,494.36 $18,015.77 $16,42198 $18,723.87 $17,479.55 $19,037.86 $19,863.90 $21,803.52 $19,78764 $20,544.79
3RD PAY $17,798.06 $19,836.50
Month'Total $35,016.63 $33,52I.94 '$34,787.07 $35,327.93 $33,860.26 $55,871.37 $35,513.11 $36,02198 $34,344.18 $40,78010 $38,56604 $60,03585
Sheet1
Librarian's Report
April
Circulation
Fiction 2440 5879 8319
Non-Fiction 1866 1134 3000
Audio Books 677 172
Audio Visual 1277 1072 2349
Music CD's 351 X81 �432r
Kits 2 ` g
Periodical 247 15 6
Sheet Music ""—
Reference Book
Dial-A-Story X198 198
PALS -Books sent to other libraries 1163 42381
Total Circulation 8023 9 — 17016
Gain Over Previous Year X4`14`2
Loss Over Previous Year
PALS-Books sent to our library 1523 564 2087
Registration
Adult 94
Juvenile 36
Non-Resident Taxpayer
Non -Resident 6
Reciprocal 1
TOTAL 137
Items Added Adults Children
Books Fiction 156 185
Books Non-Fiction 182 79
Audio Books 10
DVD's 15 8
Reference —�
Kits
Sheet Music
Periodical 101
Music CD 13 2
Total 477 294 771
Page 1
April Articles—Photos - Kendall Country Record
Public Relations Fox Valley Shopping News -Beacon News
Meetings,Workshops PALS DAY Workshop Pf ster-Feltes-DeBord,
Iwanski-Augustine
Sassy Meeting/Mendota Civic Center Meeting
For Youth Programming/Feltes
Programs,Activities Number Attending
Adult Programs Adult Book Discussion
2"d Thursday of each month 10
Lunch Time Book Club
2nd Wednesday of each month 22
Creative Writing 8
Friends Meeting 8
Computer Classes 40
Bookies 52
Children Programs Open Storytime (2 Times) 27
Teen Advisory Club 18
Teen Book Club 3
Writing Group 14
After School Stories 7
Reading Buddies 24
Culture Club 20
Daring Girls Cub 15
Dangerous Boys Club 12
Toddler Time (4 Times) 187
Teen Movie Night 5
Read with Paws 8
Photo Club 3
Little Hands Preschool r 70
J wJ+'h4r -e.- G'' q
Patron Count 6,546
Volunteers Candy Johnson—Trena Forrer
Teens Paige Fosse, Sara Green,
Margaret Labedz,
Meeting Room Library-11 City-13 Rent-2
Gifts and Memorials $50.00 in Memory of Amy Grzyb from Ron Rudnucki