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Library Minutes 2013 05-13-13 APPROVED W/ CORRECTIONS 6/10/13 Yorkville Public Library Board of Trustees Monday, May 13, 2013, 7pm 902 Game Farm Road – Library Historic Wing The meeting was called to order at 7:00pm by President Beth Gambro. Roll Call: Judy Somerlot-yes, Sandy Lindblom-yes, Jo Ann Gryder-yes, Beth Gambro-yes, Gail Gaebler-yes, Carol LaChance-yes, Susan Chacon-yes Absent: Barb Johnson, Bob Allen Others Present: Liaison Carlo Colosimo Library Director Michelle Pfister Tony Scott, Kendall County Record City Finance Director Rob Fredrickson Recognition of Visitors: President Gambro recognized all visitors and guests. Amendments to the Agenda: None Minutes: April 8, 2013 Approved unanimously as read, on a motion by Sandy Lindblom and second by Carol LaChance. Correspondence: Library Director Pfister received a request from Mariann Manthei of the Friends asking if the Library receives interest from the $300,000 in the reserve fund and if the Board would consider using the interest for the 100-year celebration. Rob reported the amount would be about $1,500 a year and this money currently goes into the operations fund. Ms. Somerlot added that the Friends will have almost $2,000 for the celebration. Ms. Gambro said the Board did commit to financial assistance, however, there would not be money available this year. She added that the money could come from a special event such as the Trivia Night. Public Comment: None Staff Comment: None Report of the Treasurer: Treasurer's Report Treasurer Lindblom reported the budget is at 100%. Personal property taxs were received, however, fines and library subscriptions were down from the budgeted amounts. The investment earnings were up due to opening of the IMET account. She noted rental income was also less than 100% and the total revenue is at 97% 1 Expenditures Some items were over budget: travel/lodging, telecommunications, professional services, memorials/gifts. Expenditures were 89% of the budgeted amount. Debt service payments are on track. Development fees were taken in and were double the budgeted amount. Check Register Page 2: $4,000 for books Page 2: Cannonball Mechanical for $442.50 for annual backflow preventer test Page 2: extinguisher annual inspections for $124.95 nd Page 3: purchase of new ladder long enough to reach 2 floor lights Page 4: Leaf bags for outside cleanup Page 5: PrairieCat quarterly payment & Sterling annual sprinkler inspection for $374 Page 6: Trico repairs, $2,199; Visa charge for Comcast & software upgrades ordered, $1,391.10 for new computer, printer and charges for regular services fromYorkville PC Total bills for April 2012/13 were: $19,855.57 New fiscal year bills: $ 3,704.68 Treasurer Lindblom noted that Mr. Fredrickson had sent an email regarding a question from last month regarding Call One and the long distance calls. Call One is now on the City bill list rather than on the Library bill list. Motion: Gail Gaebler moved to pay the bills as follows: Payroll-$376,188.23, Accounts Payable- $23,560.25, City Bill List-$6,668.29 for a total of $66,616.77. Jo Ann Gryder seconded the motion. Roll call: Gryder-yes, Lindblom-yes, Somerlot-yes, Chacon-yes, La Chance-yes, Gaebler-yes, Gambro-yes. Passed 7-0. Ms. Lindblom noted that the City Council approved a different amount than that of the Library Board for the benefits. Though the budget did not change, the Libary approved $190,977 while the Council approved $193,524 for the budget. This was due to increases/decreases in the various insurance coverages. The debt service payments were also questioned by Ms. Lindblom. Mr. Fredrickson said the Council had a newer version and there was a mixup on the figures. She was concerned that the Council had adopted these figures without knowledge of the Library. Report of the Library Director: 1.Library Director Pfister presented the monthly statistics for the Library 2.The Director and another employeed attended the required PrarieCat assembly 3.Men's book club going well, still has 4 members 4.Hummingbird program was outstanding 5.Clean-up day with 7 people helping, also 2 additional clean-up days Judy reported on Friends... 6. Clean-up in progress, more volunteers requested, would like to be able to fund this 7. At Friends' meeting, gave tentative approval for joint program with Garden Club in November 8. Used book sale on August 31/September 1, major fundraiser 9. Judy presented step-by-step book regarding preparations for Trivia Night, $1,623 profit 2 Michelle continued reporting.... 10. Teens created video for National Library Week for YouTube 11. Rita visited Kindergarten roundup & career day 12. Gifts/memorials $20 for Kathryn Henne from Rita Murphy 13. $748 for Leaves of Wishes for summer reading program 14. Michelle completed annual report due in May, will have copy for next month 15. Total patron visits 75,139 for year 16. WCC will assist with drop in reqeusts for job searches and resume help in June, July, August 17. Received letter regarding open meeting act, there will be an actual meeting for interested parties 18. Adult programs coming 19. Now have newsletter-type handout 20. Beacon News did article on rain gardens & labryinth City Council Liaison: President Gambro stated that the Board would be losing 2 members—Gail and Bob. Mr. Colosimo spoke with the Mayor who has some previous applications he will consider. Standing Committees: Personnel The Library Director evaluation is overdue. Committee Chairman Johnson will be contacted. Unfinished Business: Building Siding No further updates, but item will be kept on agenda. New Business: 2013 Library Survey Michelle reported that City Intern Jeff Weckbach had created a survey and he recently did one for the City that was successful. Revisions were requested. Concerns expressed were: the survey should come from the Library, questions were slanted, should be library-driven, spelling and grammar errors, Library operation days of Saturday and Sunday should be presented as separate days, request that Jeff be present at a Library meeting, need communication from Library staff and Trustees. Judy, Sandy and Jo Ann volunteered to form a committee regarding the survey. This item will be placed on next month's agenda for further discussion. Participants in Public Act 92-0166 Non-Resident Card Ms. Pfister said each year the Board must vote on whether or not to sell non-resident library cards and whether or not to accept cards from other librairies. Ms. Gaebler asked if this would include cards from all of Illinois, which it does. Motion: Ms. Somerlot moved to continue participation in Act 92-0166 for non-resident cards and Ms. Gryder seconded the motion. Roll Call: Chacon-yes, Somerlot-yes, Lindblom-yes, Gryder-yes, Gambro-yes,Gaebler-yes, LaChance- yes. Passed 7-0. 3 Intergovernmental Agreement/Prairie CAT This is an extension of the agreement for PrairieCAT, since it is a new system that provides more information. The cost of PrairieCAT depends on the number of participating libraries. Motion: Ms. Gryder moved and Ms. Gaebler seconded a motion to approve the second annual intergovernmental agreement for PrairieCAT. Roll Call: Gaebler-yes, LaChance-yes, Chacon-yes, Somerlot-yes, Lindblom-yes, Gryder-yes, Gambro-yes. Passed 7-0. Additional Business: President Gambro noted that this would be the last meeting for Trustee Gail Gaebler after 21 years of service. Adjournment: Ms. Chacon and Ms. LaChance moved and seconded, respectively, to adjourn the meeting. Adjourned at 8:04pm. Minutes respectfully submitted by Marlys Young 4