Library Minutes 2013 02-11-13 1
APPROVED 3/11/13
Yorkville Public Library
Board of Trustees
Monday, February 11, 2013, 7pm
902 Game Farm Road – Library Historic Wing
The meeting was called to order at 7:02pm by President Beth Gambro.
Roll Call: Susan Chacon-yes, Bob Allen-yes, Beth Gambro-yes, Barb Johnson-yes,
Sandy Lindblom-yes, Jo Ann Gryder-yes, Gail Gaebler-yes
Absent: Carol LaChance, Judy Somerlot
Others Present
Library Director Michelle Pfister
City Finance Director Rob Fredrickson
Liaison Carlo Colosimo
Recognition of Visitors – President Gambro recognized Rob and Carlo.
Amendments to the Agenda – Possibility of publishing a newsletter will be added to
New Business.
Minutes – January 14, 2013
On page 3, #1 under New Business should read: “In the 2012/2013 budget, the Library
levied $700,000 but received $691,905.”
Barb Johnson moved to accept the minutes as amended and Jo Ann Gryder seconded the
motion. Voice vote approval.
Correspondence – None
Public Comment – None
Staff Comment – None
Report of the Treasurer
Bill Report/Check Register
Sandy Lindblom reported the following highlights:
1. Page 2: $1,940.77 spent for books
2. Page 3: $1,005 for fire inspection, part of professional services packet
3. Page 4: $1,176.83 for copier supplies
4. Page 5: Prairie Cat $3,836.41 for quarterly fee
5. Page 5: Sound Inc.quarterly fee of $752.07
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6. Page 6: $2,602.50 for Today’s Business Solutions for PC reservations/service
agreement and licensing
7. Page 6: $500 for Trico for malfunctioning heating system
TOTAL BILLS: $15,796.28
It was noted that there was no change in the Cash Statement from last month. Sandy also
said that on page 4 of the budget report, $3,000 in development fees was received.
President Gambro questioned why the employee hours are different/decreasing. Michelle
said many employees had been ill and they are not paid for sick time.
Motion:
Gail Gaebler moved to pay the payroll of $35,214.62, accounts payable of $15,796.28,
and bill list of $7,028.44 for a total of $58,039.34. Susan Chacon seconded the motion.
Roll call: Allen-yes, Gambro-yes, Johnson-yes, Lindblom-yes, Gryder-yes, Gaebler-yes,
Chacon-yes. Passed 7-0.
Report of the Library Director
Statistics
1. 8,686 items were circulated in January
2. 2,609 items were borrowed from other libraries
3. 1,477 items were loaned to other libraries
4. 423 transactions made to reciprocal borrowers
5. 366 items added to collection
6. 83 music CD’s added
7. 12 book donations
8. 87 new patrons in January
9. Michelle said the new system will provide the exact value of the inventory
10. She also reported that the Shorewood training facility is being shut & will move to
Burr Ridge. Server also being moved on February 17th.
11. Report format is still being revised for improvement. President Gambro noted that
Reporter Tony Scott had contacted her about circulation numbers.
12. Men’s book club has 5 members with Shelley to spearhead
13. Friends of the Library met today (Feb. 11). Will be sponsoring a hummingbird
program April 4th, rain garden program in June, adult program going on now, will assist
with Trivia Night. 100-year committee met afterward—theme will be “Here Today, Here
Yesterday, Here Tomorrow”. Jo Ann suggested a logo contest.
14. Kids have taken fields trips
15. Lion’s Club donated $200 for magazines
16. Don Hirsch bought 2 magazines
17. Library will go live with e-books on February 26, article was in paper
18. Michelle provided professional service cost
19. Contest going on with art wall upstairs, 3 new paintings unveiled every Monday to
be ID’d. Info is on website.
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City Council Liaison
Alderman Colosimo said the liquor code has been amended to allow for easier issuance
of temporary liquor licenses for events such as the Trivia Night. No sponsorship is
needed and 3 per year are allowed to a given organization.
He also said the budget process has begun and recommended submitting a request for the
desired amount of revenue to balance the budget. The budget will be discussed at each
regular City Council meeting through March. He also said a representative from the
Library as well as residents should attend the meetings.
Standing Committees
Personnel
The Personnel committee will meet prior to the next regular meeting.
Unfinished Business
Trivia
Ms. Gryder reported the committee has met regularly. Cobblestone will be contacted for
a possible partnership for food and liquor. An event bookmark prototype was displayed.
Ms. Johnson said silent auction items can be donated and that Trustees could possibly put
gift baskets together. There will be approximately 14 tables of 8. The fire code allows
for approximately 160 people with 20 of those being workers. A fee of $20 per person
will include food. The teen group will assist with setup on April 13th.
Building Siding
Michelle sent Carl Hauert an email and he has spoken with the paint manufacturers,
clarified questions and will follow up with them this week.
2013/14 Budget
Susan Chacon reported the Finance Committee met last week to review some of the
budget changes since January. She said that $21,490 is the amount needed from the City
to balance the budget. The committee briefly discussed whether this amount should be
included in the budget. Alderman Colosimo said the argument he hears from the Council
is that the Library has a Fund Balance. It was noted that in addition to the cuts made, the
Library budget also shows a decrease due to lower assessed value.
President Gambro said the Trustees should have a plan to regain lost services including
being open on Sunday. Ms. Lindblom asked if the Council is aware that hours were cut.
Ms. Gaebler suggested a handout be given to the Council to show those cuts. Ms.
Gambro said the feedback she hears is the Library needs more e-books and more open
hours.
Ms. Johnson said a comparison sheet showing cutbacks should be drafted. She
volunteered to attend the next Council meeting to make a statement.
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Trustee Allen suggested asking for a lesser amount ($12,000) resulting in no surplus. It
was also noted that if the full amount of $21,490 is received, it would allow the Library
to only maintain, not add any services.
There was a brief discussion about whether or not there are enough patrons to justify
increased hours. Mr. Colosimo said there is a matrix to determine the patrons per hours
open and Michelle added that the state report would also show this. It was noted that
those seeking jobs are using the internet more.
Barb, Susan and Sandy will attend the February 12 Council meetings for a brief
statement. Jo Ann, Gail and Beth will attend on February 26. The Finance Committee
was asked to draft language about hours, books, computers and maintenance.
Approval of the budget was discussed. Jo Ann questioned whether or not the Council
should have access to the budget prior to approval. In the past, by Statute she said it was
approved first.
The budget discussion will be moved to Unfinished Business for next month.
Release Minutes of Executive Session July 9, 2012
This item came back from the previous meeting since the City needs exact dates and
wording to release them. Bob Allen moved and Sandy Lindblom seconded to release the
Executive Session minutes from July 9, 2012. Voice vote approval.
New Business
Ms. Gambro wants to pursue a possible newsletter and will follow-up with the outside
source who presented it. There was discussion as to how and where it would be
distributed. She said it would be a good promotion of the Library.
Additional Business None
Adjournment
The meeting was adjourned at 8:21pm on a motion by Barb Johnson and second by
Sandy Lindblom. Unanimous voice vote approval.
Minutes transcribed by
Marlys Young, Minute Taker