Library Minutes 2012 10-08-12
APPROVED W/ CORRECTIONS
11/5/12
Yorkville Public Library
Board of Trustees
Monday, October 8, 2012
902 Game Farm Road – Library Historic Wing
7:00pm
The meeting was called to order at 7:00pm by President Beth Gambro.
Roll Call:
Judy Somerlot-yes, Sandy Lindblom-yes, Barb Johnson-yes, Beth Gambro-
yes, Carol LaChance-yes, Jo Ann Gryder Susan Chacon
(arrvd approx 7:06pm), (arrvd approx.
7:15pm)
Absent: Gail Gaebler, Bob Allen
Others Present
Library Director Michelle Pfister
City Finance Director Rob Fredrickson
Recognition of Visitors –
Rob Fredrickson, Finance Director was recognized.
Amendments to the Agenda –
A new Board Treasurer will be needed and will be
discussed later in the meeting.
Minutes –
September 10, 2012
Barb Johnson noted that on page 3, under Standing Committees, it states the Finance
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Committee will meet on October 8. That was later changed to October 16.
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Sandy Lindblom noted a correction on page 4, 1 paragraph, last sentence should state
F. E. Wheaton rather than Wickes Lumber.
Ms. Lindblom moved to approve the minutes as corrected and Barb Johnson seconded the
motion. Unanimous voice vote approval.
Correspondence –
None
Public Comment –
None
Staff Comment
– None
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Report of the Treasurer
Financial Statement
Ms. Pfister presented the Treasurer’s report and reported the following:
1. Some property tax money was received and the Library is now at 94.7% of the budget
according to Mr. Fredrickson.
2. Program fees were budgeted at $2,000 and $384 was brought in
3. DVD rentals good overall, but rentals down a bit
4. Page 2: Travel & Lodging, over budget a bit due to training. Michelle would like at
least as much or more money to be budgeted for training since staff is required to attend
meetings.
5. Noted that Library employee Sharyl is not being reimbursed mileage for book delivery
6. Page 3: nothing was spent from contingency
7. Money was received for Library debt service. Rob reported that the principal will be
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due on December 30
8. Page 4: $10,000 in development fees was received last month and another $4,000 this
month
Bill List:
1. Abraham Lincoln is for the microfilm
2. Ebsco is for magazine subscription renewals for January through January
3. Adopt A Magazine program will continue
4. Gale Group annual invoice is for full text article database
5. R. J. Kuhn for plumbing work
6. Warehouse Direct invoice is for cleaning supplies
Cash Statement:
Ms. Pfister explained what is paid from each fund listed on this report. Also noted by
Ms. Lindblom is that the debt service is approximately $600,000 while the reserve is
approximately $300,000+
Payment of Bills
Barb Johnson moved to pay the total disbursements of $51,099.62 broken down as
follows:
Payroll in the amount of $36,519.76
Accounts payable: $8,633.23
Wire & ACH Transfers: $5,946.63
Sandy Lindblom seconded the motion.
Roll Call: Lindblom-yes, Johnson-yes, Gryder-yes, Gambro-yes, LaChance-yes,
Somerlot-yes. Passed 6-0.
President Gambro said the Board will need a new Treasurer and this will be on the
agenda next month for nominations and a vote. Sandy Lindblom volunteered to serve as
Treasurer in the interim and Ms. Somerlot formally nominated her. Ms. Pfister asked if
the bank signature cards could be redone before next month. Ms. Gambro noted that
there was nothing written in the Library Policy to address the procedure for replacement
of officers.
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Ms. Gambro also noted that 4 Board members still need to complete the Open Meetings
Act training.
Report of the Library Director
Statistics
1. Anderson Book Store will present a talk sponsored by Friends of the Library
2. Friends voted to provide Wall Street Journal to Library at cost of $413 per year
3. Teens are raising money for Mutual Grounds and sold pie at a pie-judging contest
4. 27 people attended fantastic family fun night. Pizza was donated, stories were read
and crafts were made
5. Employee Rita Feltes visited Autumn Creek School, which is focusing on reading this
year. Ms. Gambro spoke to the parents and discussed access to books and reading to
children.
6. Library is working with home-schooled children. The group studied about Italy and
will study a different country each month. A related kids’ painting project was done at
the Library.
7. A Boy Scout brought in crafts for Grandparents’ Day
8. A special needs girl from the high school comes once a week with an assistant, to help
at the Library
9. Teens did yard work for patron who had knee surgery and patron will donate money
for 2 books
10. No circulation numbers are available yet, but Ms. Pfister said more than 1,000 books
are circulating each month. She said other libraries are having the same difficulty in
getting numbers.
11. Sound Inc. replaced 10 phones
Report by Judy Somerlot/Friends of Library:
1. Friends will no longer be sponsoring computer classes due to lack of participation,
urged Library to try and offer with Library staff
2. Friends committed $1,000 for the 100-year celebration and will set aside more money
each year until the event
3. Friends invited Library chairpersons to give ideas on how to use money from the
Friends
4. Fundraisers and cost of mini-golf being discussed by Friends and will work with the
Board of Trustees on this idea.
President Gambro asked about the ancestry searches and “Gale sessions” and said
approximately 60 searches had been made. She asked about ancestry searches vs. “hits”.
It was thought searches and hits are different and involve single log-ins with numerous
searches. Ms. Pfister will inquire further about this.
Ms. Gryder asked if “Gale searches” are promoted on the website. Ms. Pfister clarified
this could include any article, magazines, academic journals, newspapers, etc. It was
decided a clarification is needed
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City Council Liaison
No report
Standing Committees
Finance
The Finance Committee will meet on October 16 at 10:00am to conduct a budget review
and discuss the library levy.
Unfinished Business
Funding for Maintenance
Ms. Gryder presented a handout for planning a trivia night and gave an overview of the
various aspects. Some of the discussion highlights were as follows. The capacity of the
Historic Room where the event would be held is 147, there would be tables of 8, prizes
would be given after each round, guests must be 21 or older if alcohol is served, play 10
rounds, gifts cards for prizes, possible silent auction, finger foods were suggested.
Library trustees would be asked to volunteer along with the Friends. Ms. Johnson noted
that in addition to making money, this event would provide an opportunity to promote the
Library. It was suggested to hold the event in March.
The Board decided to move ahead with this idea with Ms. Gryder in charge of organizing
the event and this item will be moved to the next meeting for further discussion.
City Assistance for Maintenance
This item will be moved to the November agenda for discussion.
Letter to Newspaper/Building Siding
This item will be moved to the next meeting for further discussion. In addition, Ms.
Gryder said that she had a notebook of details from the meetings she attended when the
library was being built. Some of these details could be helpful in the building siding
issue.
List of Priorities for Future Funding
President Gambro asked the Board members to prioritize a list of items she presented. If
additional money becomes available in the future, it would be used on these items. This
will be discussed next month.
Landscaping/Maintenance of Grounds
Ms. Gambro asked the Board if a policy is needed for grounds maintenance. It was noted
that Ms. Gaebler’s concern from a previous meeting was who makes the landscaping
decisions? Ms. Johnson said the Board needs to discuss what their vision is for the
grounds around the library. It was discussed that it should be an outdoor classroom and
the outside atrium should be a quiet reading area. In summary, it was decided that no
policy is needed, but the Library Director will bring forth any landscaping concerns to the
Board for a decision. Ms. LaChance suggested that the Trustees who are in the Yorkville
Garden Club could also be consulted on these decisions.
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Discussion of Tax Referendum and the Potential Effect on the Levy
The Trustees considered whether or not the Board should take a public position with a
letter to the editor. After a brief discussion, it was decided that nothing will be put in the
paper. Mr. Fredrickson also said the City will not be making a published statement and
Ms. Lindblom pointed out that the referendum is non-binding.
New Business
E. Books for Website
Ms. Pfister said she would like to spend $3,500 of the recently received development fees
for e-books. She would also set aside $2,000 for computers. She said all other libraries
have e-books and she noted that some publishers do not allow them. Availability on
various devices was also discussed. Ms. Pfister said the library could not go-live until the
end of February. She said the yearly subscription price is $3,000 per year with a
quarterly fee of about $75. Ms. Somerlot also said that the Friends had voted to give
$2,000 towards the cost of the e-book service for the following year if the library cannot
fund it.
Ms. Johnson moved and Ms. Gryder seconded the motion to purchase an e-book
subscription for one year in the amount of $3,000. President Gambro said the Board
should consider budgeting for this item in the future.
Roll call: Johnson-yes, Gryder-yes, Gambro-yes, LaChance-yes, Chacon-yes, Somerlot-
yes, Lindblom-yes. Passed 7-0.
Additional Business –
None
Adjournment
A motion was made to adjourn by Ms. LaChance and seconded by Ms. Chacon. Meeting
adjourned at 8:34pm.
Minutes transcribed by
Marlys Young, Minute Taker
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