Library Board Packet 2009 08-10-09 Agenda
Yorkville Public Library
Board of Trustees
August 10, 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
12. New Business Disaster Plan 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 5 RAF
Agenda
Yorkville Public Library
Board of Trustees
Monday, July 13, 2009
902 Game Farm Road
7:00pm
The meeting was called to order at 7:12pm by President Jo Ann Gryder
Roll Call
Members present: Lindblom-present, Wilkinson-present, Gambro-present, Gaebler-
present, Gryder-present
Absent: Johnson,Vorderer, LaChance, Frisch
Also present: Library Director Michelle Pfister, Tom Lindblom
Recognition of Visitors
No guests.
Amendments to the Agenda
President Gryder announced that a City memo had been included in the packet and it will
be discussed under New Business.
Minutes
Two corrections were noted for the June 8 minutes.
Page 1: Under Correspondence: Lions Club check was for magnifying reader
Page 4: Beth Gambro was also nominated for President by current President Gryder,
however,Ms. Gambro said she wished to decline.
A motion was then made by Lindblom to approve the minutes with corrections and
Wilkinson seconded the motion. Approved with corrections on a voice vote.
Correspondence
Library Director Pfister reported she has been trying to determine what has happened to
the per capita grant check. She found that some libraries have received their checks,but
other checks are being mailed as funds become available. The check will be in the
amount of approximately$13,000.
Public Comment
None
Page 2 of 5
Resort of the Treasurer
Financial Statement
Treasurer Lindblom summarized the Detailed Revenue &Expense Report as follows:
1. $2,375.00 was received in Building Development Fees for Building and Books
2. Large sale of subscription cards in amount of$1,665.95
3. Page 4: The total of the expenses is $265,408.32,but when she totaled each sub-
category,the total is much different. Ms. Lindblom said it seems to be different
due to bonds being paid. However,the bond payments do not appear on the
report. Ms. Pfister thinks the payments might not be shown because the real
estates taxes are not due yet. It is believed the City has made the payments for the
Library,however,the Library cannot pay them until the money is received.
4. Ms. Lindblom also noted that on the Cash Analysis Report,a total of$340,000 (a
decrease in the amount) is shown in the Money Market account.
Comments from the Detail Board Report:
1. Bottom of page 3, "CDWG", one item should say Library Adobe and one Library
Publisher.
2. Page 5: $900 for fire alarm repair
3. Page 6: Verne Henne replaced the ballast and bulbs at$3,111
4. Page 11: Trico, $2,813 for boiler repair due to power outage
5. Page 12: A to Z maps is new database
During discussion it was noted that Building Development fees were down about
$200,000 as well as the Money Market being down more than$60,000. These items will
be questioned.
Solutions for ongoing accounting problems were discussed. The following
comments/suggestions were made:
• Perhaps the Library should hire their own accountant because zeroes continue to
be shown on the Detailed Revenue and Revenue Report after several inquiries.
• The Library Board is trying to be responsible regarding their finances.
• A part time person might be needed to oversee the Library financial records.
• The Board members feel they are being entrusted with this money,they have a
responsibility to the people and they must have answers to their many questions.
• President Gryder said Treasurer Lindblom has done a good job of trying to find
out answers.
• A local CPA was also suggested and it was noted that any CPA would also need to bt
obtain the books from the City.
• Invite Mayor and Susan Mika to attend a meeting.
• Categories have not been combined when asked,"rentals"was asked to be
removed—it has not been.
Page 3 of 5
• The City is behind on the audit,but Library should obtain audit report on the
Library alone.
• Ask City auditor to explain books to Board, but determine cost first.
• Bond payments should be shown.
• Board has asked to have a more understandable report and they have not received
this. Request to see last year's Library audit.
• Request City representation(beyond the liaison position),to attend Board meetings
every month.
Payment of Bills
After much discussion and a comment that perhaps the bills should be tabled,a motion
was made by Gaebler to pay the bills in the amount of$30,750.88 and payroll in the
amount of$41,803.90. Gambro seconded the motion. Roll call vote: Wilkinson-yes,
Gambro-yes, Gaebler-yes, Gryder-yes, Lindblom-abstain. Motion carried.
Michelle Pfister and Sandy Lindblom will contact Susan Mika with specific questions
and also ask the auditors to come to the Board meeting after determining the cost.
Resort of the Library Director
Statistics
1. 17,769 books were circulated this month
2. Over 600 kids in summer reading program and the adult program is going well
3. Issued 177 new library cards this month
4. 798 new items added
5. New program"Everything French"has started and is being led by President Gryder
and her sister
6. 9,272 people came into Library this month
7. Found that the patron counter is placed in a high location and does not register kids
entering library
8. Received memorial money in honor of.Tustin Sleezer
9. $1,000 donation from Lions Club--photos were taken and name on photo was
misspelled—should be Tweedy
10. Three libraries are closing due to moving: Oswego, Somonauk& Sugar Grove. They
have encouraged their patrons to use the Yorkville Library. Suggestion to send small
plant when the new libraries open. Board member attendance at Grand Openings is
encouraged. Sugar Grove has Grand Opening on August 8th. President Gryder
noted that new Oswego Library opens August 17`h with the Grand Opening on
September 19th
11. Disaster plan updated
City Council Liaison
No report,no City Liaison as of yet.
Page 4 of 5
Standing Committees
No reports
Unfinished Business
Building Update
Mr. Lindblom reported a$900 charge in the financial reports was not for fire alarm,but
rather for moving the duct detector.
During the month, power problems occurred causing many problems. There was a good
response time from Trico,however. There are bills from 3 separate vendors totaling
$4,333 in damages.
Mr. Lindblom also showed a"contactor",four of which were replaced following a storm
and two others required parts.The air conditioner and boilers were knocked out and he
pointed out that boilers are needed in the cooling process also.
Two weeks later another power failure occurred, lines were dropped and the elevator
stopped between floors when an employee was inside. There was also a problem with
leaking seals in the mechanical room.
Ms. Gaebler asked if any of these costs would be covered by insurance. The City is
researching this.
There was discussion of the trees along Game Farm Road and Ms. Gambro asked if they
would be removed when the road is widened. It was thought that some trees were moved
to Heustis Street already. Mr. Lindblom commented that he felt the Library Board should
be consulted in such matters since the Library paid for the trees.
Election of Officers
Ms. Pfister had drafted an election ballot that was presented to the Board members.
President Gryder noted that nominations could also be made from the floor. Gail Gaebler
asked to have her name removed as Secretary and Ms. Lindblom then nominated Beth
Gambro for secretary.
Marianne Wilkinson made a motion to accept the changes to the election slate and Gail
seconded the motion. This was approved on a voice vote. Voting then took place and
Library Director Pfister counted the ballots. The slate was elected as presented with Ms.
Gambro being elected Secretary.
New Business
Administrative Ready Reference Review
Illinet Interlibrary Loan Code
Ms. Pfister said the Library was asked to review these 2 items in relationship to the per
capita grant and the Library is in compliance. Even though the grant has not been
Page 5 of 5
received yet, she will apply for this for the next time also. She said there are 365 libraries
in Illinet and if the Yorkville Library does not have a particular book, she can go to this
system to find it.
The Administrative Ready Reference is a website giving examples of different policies
such as administrative and personnel. She was able to obtain a policy through this site,
for inclusion in Yorkville's policies.
In another matter,President Gryder discussed the City memorandum added to the agenda.
The City is asking for input from the Library. This concerns a developer requesting a 2-
year extension on payment of development fees in the amount of$26,000 and a 4-year
extension for the fee lock. There was a brief discussion and the Board agreed to this
extension.
A letter will be written by the Library Board Secretary stating the Board reluctantly
agrees to the extensions being requested.
There was no other business and the meeting was adjourned at 8:18pm.
Minutes respectfully submitted by
Marlys Young
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Sheets
Librarian's Report
July
Circulation
Fiction 2739 6337 9076
Non-Fiction 1782 1361 3143
Audio Books 763 219 982
Audio Visual 1398 1359
Music CD's 400 119 519
Kits 23 23
Periodical 254 48 302
Sheet Music 20 20
Reference Book 4 2 6
Dial-A-Story 163 163
PALS-Books sent to other libraries 1321 488 1809
Total Circulation 8681 10119 18800
Gain Over Previous Year 3487
Loss Over Previous Year
PALS - Books sent to our library 1766 636 2402
Registration
Adult 91
Juvenile 59
Non-Resident Taxpayer
Non -Resident 4
Reciprocal 4
TOTAL 158
Items Added Adults Children
Books Fiction 175 177
Books Non-Fiction 166 ill
Audio Books 19 5
DVD's 12 6
Reference 14 5
Kits 1
Sheet Music 3 1
Periodical 81 11
Music CD 16
Total 486 317 803
Page 1
July Articles--Photos - Kendall Country Record
Public Relations Fox Valley Shopping News -Beacon News
Meetings,Workshops Staff Meeting
DeBord 1 Augustine - Catalog
Iwanski - CircuIation
Programs, Activities Number Attending
Adult Programs Adult Book Discussion
2nd Thursday of each month
Lunch Time Book Club 10
2"d Wednesday of each month
Boarders Book Club Road Trip 20
(Author-Kathryn Stockett--The Help)
Creative Writing
Friends Meeting 11
Computer Classes 8
Everything French 10
Children Programs Read in the Park 64
Fox Valley Therapy Dogs 20
Movies in the Afternoon(4 times) 80
Teen Book Group 12
Little Monsters (2 programs) 33
Bob Kann 72
Read on the Wild Side Reading Program 629
Patron Count 9,381
Volunteers
Teens Karina Godonez, Courtney Sims, Monica Gamboa,
Alyssa Heimbach, Cai O'Connell
Meeting Room Library-4 City-6 Rent-2
Gifts and Memorials $1000 memorial donation for a telescope
Three New Computer Classes Starting In September!
What's New in Word 2007
What's New in Excel 2007
What's New in PowerPoint 2007
If you are familiar with previous versions of Word, Excel, and PowerPoint, you will learn
about the new look and feel of these Office 2007 versions.
The 1.5 hour sessions are free,just sign up at the circulation desk.
Class Time
What's New in Word 2007 Sept. 15 (Tuesday) 6:30 pm-- 8:00 pm
What's New in Excel 2007 Sept. 23 (Wednesday) 2:00 pm—3:30 pm
What's New in PowerPoint 2007 Sept. 30 (Wednesday) 6:30 pm— 8:00 pm