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Library Minutes 2012 12-10-12 APPROVED 1/14/13 Yorkville Public Library Board of Trustees Monday, December 10, 2012, 7pm 902 Game Farm Road – Library Historic Wing The meeting was called to order at 7:00pm by President Beth Gambro. Roll Call : Jo Ann Gryder-yes, Beth Gambro-yes, Gail Gaebler-yes, Bob Allen-yes, Carol LaChance-yes, Susan Chacon-yes, Judy Somerlot-yes, Sandy Lindblom-yes, Barb Johnson-yes Others Present Library Director Michelle Pfister Tom Lindblom City Finance Director Rob Fredrickson Tony Scott, Kendall County Record Carlo Colosimo, Library Liaison Carl Hauert, Henry Brothers Co, Recognition of Visitors – President Gambro recognized the visitors. Amendments to the Agenda – New Business item “Henry Brothers/Siding” was moved up on the agenda. Carl Hauert of Henry Brothers Inc. was invited to attend the meeting to discuss the building siding discoloration issues. Mr. Hauert recently had a meeting with Hardie Siding. He also double-checked the warranty and determined it was for one year for both the siding contractors and Henry Brothers contractors. The Hardie warranty is for the board itself, but not for the finish on the planks. The planks came from Hardie Plank and went to a distributor who applied the custom color. F.E. Wheaton was the distributor of the plank which was already painted when it arrived at the Library. Mr. Lindblom said he was told that F.E. Wheaton often painted the board. The installer of the siding is M&E who was a Hardie sub-contractor. The paint manufacturer was Cabot who has a 23-25-year warranty. Mr. Hauert said he observed some of the problems on the fascia boards and the discolorations seem to be at the nail holes. He also examined the soffit and said the touchup paints matches the boards in those locations. There is a slight discoloration on the sides. He said Cabot should be contacted, but he is not sure if Cabot will prefer to speak with Henry Brothers or the library since the contract is with the library. He said the color on the plank itself is in good shape and suggested contacting Cabot. He also stated that Hardie now does all their own painting due to the problems. 1 Tom Lindblom also met with Mr. Hauert and Hardie Plank. The Hardie Plank rep said they have a touch-up kit available. Mr. Lindblom added that he had tried to touch up a spot and it was darker than the existing paint. He said the worst spot is the entrance and he suggested that the Library obtain a quote to repaint. Ms. Johnson asked who would pay in the event the siding was all repainted. Mr. Hauert suggested touching base with Cabot since the paint is theirs and also with M&E. The M&E warranty has expired. Mr. Hauert has a phone number for Cabot (based in Maine). He also has the 25-year Cabot warranty. Ms. Gryder asked Mr. Hauert to contact Cabot on behalf of the Library. In summary, Carl will contact Cabot and will report back to the Library Board. The Board thanked him for coming to the meeting. Ms. Gaebler suggested the Board should obtain an estimate now for the cost to repaint. Minutes – November 5, 2012 Ms. Johnson moved to approve the minutes as presented and Ms. Lindblom seconded the motion. Unanimous voice vote approval. Correspondence – Ms. Pfister reported receiving a card of thanks from a patron who left their driver’s license and credit card at the library. She thanked the library for keeping these items safe. Public Comment – None Staff Comment – None Report of the Treasurer Financial Statement Ms. Lindblom stated that Rob had sent all Board members a copy of the debt service schedule. Budget Report 1. $12,780 in property tax was received and this is the last payment of the year. There are 5 more months to go in the fiscal year. 2. Payment will be made this month on the debt service and the deduction will be seen next month. Rob added that the budget is on track. Bill List 1. Page 2: Castle Insurance is a policy renewal for bonding of the Treasurer. 2. Page 2: Culligan repair bill for $188.91 3. Page 5: $675 to Travis Wood for repair of door thresholds to keep the mice out. This amount will come from the “Outside Repair & Maintenance” 4. Total expenditures: $7,484.54 Cash Statement 1. Building Development fees up slightly 2. Ending balance is $19,504.98 3. $3,450 is revenue for November. 2 Payment of Bills Jo Ann Gryder moved to pay the following: Payroll of $35,900.71, invoices of $7,484.54, bill list of $5,946.63 and debt service of $617,743.76. Total: $667,075.64. Ms. LaChance seconded this motion. th Discussion: Ms. Lindblom noted the debt service would not be paid until December 26, but the Board is approving the payment tonight, normally the amount is approved after- the payment. Rob said the City wants to pay off the debt service. Roll Call: Gaebler-yes, Allen-yes, LaChance-yes, Chacon-yes, Somerlot-yes, Lindblom- yes, Johnson-yes, Gryder-yes, Gambro-yes. Passed 9-0. Report of the Library Director Statistics 1. Ms. Pfister said there are weekly articles in the Kendall County Record and programs will be listed on the Sun Times website. 2. Friends’ quilt was hung in children’s room, they also made $200 donation to be used for packet for new patrons 3. Christmas party held for staff 4. Pre-teens did babysitting for shopping time for parents, 6 kids attended 5. Teens had bake sale 6. $100 donation from Harriet and Fred Dhuse 7. 6,730 items checked out, 1,497 items borrowed, 1,272 lent out, 1,119 items borrowed from other libraries by Yorkville patrons, other patrons checked out 423 from Yorkville. 8. Michelle reported there are a series of drivers who transport books to other libraries 9. 86 new patrons, 265 new items added (19 were donations) 10. Two trustees completed the Open Meetings Act training, deadline is December 31 11. The Library website now has readers’ blogs rd 12. Men’s book club starting in January, meets 3 Thursday of month at 7:30pm 13. Library is sending out letters asking for donated magazine subscriptions 14. Michelle spoke with City about additional light bulb replacement Judy Somerlot of the Friends of the Library reported the following: 1. Friends approved $1,500 towards award books for children 2. $100 approved for adult winter reading program 3. Friends are considering using $350 for movie rights to show movies; also donating funds for children & adult reading programs City Council Liaison Alderman Carlo Colosimo said it still needs to be determined how to clean the higher Library gutters. He also reported on impact fees and said some permit fees were reduced which has generated additional home building. Impact fees of $24,616 were collected in November 2011 and $91,352 in November 2012. He also reported that an unfinished development will now resume construction after permit fees were reduced $4,000 per lot. Also, there were 69 single-family home permits issued through November 2012. The B.U.I.L.D. program has helped, he said. 3 Game Farm Road construction is still scheduled for 2015. The County loaned $600,000, interest-free, to the City for River Road bridge construction and it will be re-paid in 6 installments. Ms. Lindblom asked when the Library will find out if the City will give $30,000 for the difference in the levy. Budget talks will begin soon. Standing Committees none Unfinished Business Trivia Night Ms. Gryder reported the committee has not met yet, but the suggested dates for the event are March 9 or April 13. City Assistance for Maintenance Already discussed. Letter to Newspaper/Building Siding Ms. Gaebler stated she had not received a reply to her letter and Ms. LaChance noted that the newspaper “Fixer” column will be discontinued. This item will be removed from the agenda, however, “Building Siding” will be kept. “City Assistance for Maintenance” will also be removed. Ms. Gambro asked if there is a quote for cleaning the higher gutters. Roof cleaning was also discussed. List of Priorities for Future Funding President Gambro tallied the list of priorities voted on by the Board at a recent meeting. The priorities are shown in order of importance: 1. Increase Library collection including e-books 2. Library maintenance 3&4 tied: Expand Library hours and increase IT support & personnel 5. E-books to begin end of February New Business Sandy Lindblom said the Finance Committee will need to meet to start the budget. Additional Business none Adjournment There was no further business and the meeting was adjourned at 8:06pm on a motion by Sandy and second by Barb. Minutes transcribed by Marlys Young, Minute Taker 4