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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 2 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. 3 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. 4 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