Library Minutes 2012 11-05-12
APPROVED 12/10/12
Yorkville Public Library
Board of Trustees
Monday, November 5, 2012
902 Game Farm Road – Library Historic Wing
7:00pm
The meeting was called to order at 7:00pm by Vice-President Barb Johnson
Roll Call
:
Sandy Lindblom-yes, Barb Johnson-yes, Jo Ann Gryder-yes, Gail Gaebler-yes,
Carol LaChance-yes, Beth Chacon-yes, Judy Somerlot-yes
Absent: Beth Gambro, Bob Allen
Others Present
Library Director Michelle Pfister
City Finance Director Rob Fredrickson
Recognition of Visitors –
Rob Fredrickson was recognized.
Amendments to the Agenda –
none
Minutes –
October 8, 2012
rd
Ms. Gryder
Ms. Gryder noted a correction on page 4: 3 paragraph should read that is
in charge of organizing the event. The minutes were then approved as corrected on a
motion by Ms. Gryder and second by Ms. Somerlot. Voice vote approval.
Correspondence –
None
Public Comment –
None
Staff Comment
– None
Report of the Treasurer
Financial Statement
Ms. Pfister gave the Treasurer Report as follows:
1. The budget is halfway through the year
2. $16,205 has been received in property tax
3. Personal property tax, was received as well as the per capita grant in the amount of
$17,352
4. Library fines were higher than last month, but library subscriptions down
5. Slightly under the 50% mark for revenue
6. Program fees in amount of $435 for year, spent $210 of that
1
7. Salaries & wages at the proper amount
8. Travel/lodging slightly over budget
9. Agent fees are for paying bond
10. Noted that the current month bills are not in this report
11. Ms. Gaebler noted the fund revenue is at 90%--this is driven by property tax per Rob
Fredrickson
12. Received debt service tax money, will receive 1 more allotment. Principal and
interest payment will be due in December. Rob to determine how long the Library will
have the bond and will forward the schedule to the Board members.
13. More development fees will be coming
Bill List
1. Ms. Pfister is able to purchase books again
2. Novelist subscription in amount of $1,045 paid this month
3. $11.40 postage reimbursement check for Ms. Pfister—must now have debit card
4. Replacement pads purchased for heart machine
5. Barb Nussman/Quilting Stop: Fee for finishing quilt being made at Library.
Remaining money from a Friends project was used towards the quilting fee.
6. Friends have paid for the Wall Street Journal
7. Ancestry database fee is annual
8. Sound Inc. maintenance fee for phones
9. Prairiecat fee is quarterly
Payment of Bills
Motion:
Ms. Somerlot moved to approve the following:
Payroll expenses of $36,881.09
Bills of $15,745.95
Wire Transfers of $5,946.63
Total Disbursements: $58,573.67
Ms. LaChance seconded this motion.
Roll call: Johnson-yes, Gryder-yes, Gaebler-yes, LaChance-yes, Chacon-yes, Somerlot-
yes, Lindblom-yes. Passed 7-0.
Report of the Library Director
Statistics
Ms. Pfister presented the following and said the reports she is getting are improving:
1. Items checked out: 9,109
2. Certain parts of the report not yet broken down to meet state requirements
3. 1,379 items borrowed from other libraries and 1,970 were lent to other libraries
4. Friends have committee organized for 100-year celebration, establishing theme,
setting up different programs each month. Ms. Somerlot reported Friends have 4
corporate members and 26 total members. At December meeting, there will be a buffet
lunch with staff members invited
5. Pre-teens collected clothing items for Food Pantry
6. Library held “Ghost Hunt” for kids
2
7. Fox River Academy art show and concert held at Library with $344 of donations for
children’s department—one family contributed $250.
8. Kendall County Record will publish article about Gale database-will try to feature a
different one each week.
9. Had problem with water softener--valve replaced—charge for this will be on next
month’s bill list. An additional plumbing problem required Kuhns to be called.
10. Weather-stripped all exterior doors
11. Rodent problem and resulting alarm activation noted
City Council Liaison
No report, Liaison attending another meeting
Standing Committees
Finance
Ms. Chacon said the Finance Committee met recently. The EAV has dropped by 9%, but
the City will maintain the levy at $700,000. Mr. Fredrickson added the following. If the
maximum of .15 is levied, the maximum amount the City can obtain is $670,415. To
make up the difference to reach $700,000, the deficit amount must be requested during
the budgeting process. Mr. Fredrickson and Bart Olson can help facilitate the request
with the Council. The amount actually received last year was $695,000.
Finance Committee Chair Susan Chacon moved to set the levy at $700,000 and Ms.
Gaebler seconded the motion. The City will decide on this amount by the beginning of
2013. At that point, the Finance Committee will revisit the budget.
Roll call: Gryder-yes, Gaebler-yes, LaChance-yes, Chacon-yes, Somerlot-yes,
Lindblom-yes, Johnson-yes. Passed 7-0.
Unfinished Business
Trivia Night
More information will be available at the December meeting since the committee has not
met yet.
City Assistance for Maintenance
Ms. Pfister reported the following:
1. City workers changed additional inside light bulbs
2. The outdoor light by the flagpole was repaired
3. Tom Lindblom examined the roof after Trico found a large quantity of pine needles
accumulated, which could damage equipment. Michelle also showed Bart Olson photos
of the gutters full of leaves. City workers cleaned the lower ones, however, they do not
have equipment able to reach the higher ones. It is hoped the City will remove the pine
needles as well.
Letter to Newspaper / Building Siding
Ms. Gaebler said a letter has been sent on-line to the “Fixer” newspaper column
regarding the building siding. Ms. Pfister added that she has received emails from Henry
Brothers. After various suggestions including one to publicize the problem in a letter to
the editor, Ms. Lindblom suggested that the Library respond to Henry Brothers and also
3
invite them to a Board meeting. An invitation will be extended by Michelle. Ms.
Johnson said all communications should be in writing.
List of Priorities for Future Funding
This will be tabled until December.
New Business
Appointment of Treasurer
Sandy Lindblom was nominated by Ms. Somerlot at the previous meeting. A voice vote
for her appointment as Treasurer was approved unanimously. Ms. Chacon will remain as
Finance Committee Chair.
Approve Levy F/Y 2013-14
This was completed earlier in the meeting.
3M Service Agreement
Ms. Pfister said a bill is received yearly for the front door “chip” with this year’s amount
being $16,956. She said without an agreement, the amount to be paid this year would
have been more than $14,100 since a server was replaced. A checkout system screen was
also replaced, a service call was made for security doors and there were 8-10 remote calls
for service. Ms. Pfister recommended the committee pay the service agreement, which is
budgeted. She is also being requested to sign papers for this agreement.
Ms. LaChance moved to pay the $16,956 for the 3M service agreement with a second by
Ms. Gryder. Roll call: Gaebler-yes, LaChance-yes, Chacon-yes, Somerlot-yes,
Lindblom-yes, Johnson-yes, Gryder-yes. Passed 7-0.
Patron Complaints (added to the agenda)
Ms. Gaebler stated that she had received complaints from patrons saying the Library
lights are on all night. It was noted that a firm in California controls the lighting. Ms.
Gaebler said a request needs to be made to change the lighting program and this would
also promote good PR. Sandy will ask Tom Lindblom for information on this firm.
Building Usage (added to the agenda)
Trustee Gaebler said that a request had been made by a group called Life Long Learning
Institute to hold a class at the Library, but was turned down. Ms. Pfister noted that the
policy is that such a request must be from non-profit groups. Ms. Johnson said there is a
fee related to classes held by this group and a site fee would have to be charged as well.
She asked to have the inquiring person speak with her.
Additional Business
In another matter, Ms. Gryder raised a concern that she was not aware of the Board
meeting (since the date had changed) until a day prior. She said the regular meeting night
th
publicized was November 12 and it should not have been changed. Board members
concurred and reiterated that the date had been posted previously.
4
Adjournment
There was no further business and the meeting was adjourned at 8:03pm.
Minutes transcribed by
Marlys Young, Minute Taker
5