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Library Minutes 2013 08-12-13 APPROVED 9/9/13 Yorkville Public Library Board of Trustees Monday, August 12, 2013, 7pm 902 Game Farm Road – Library Historic Wing The meeting was called to order at 7:11pm by President Beth Gambro. Roll Call: Beth Gambro-yes, Russ Walter-yes, Dale Pranga-yes, Carol LaChance-yes, Susan Chacon-yes, Judy Somerlot-yes, Sandy Lindblom-yes Absent: Barb Johnson, Jo Ann Gryder Others Present: Library Director Michelle Pfister City Administrator Bart Olson Recognition of Visitors: President Gambro recognized Administrator Olson. Amendments to the Agenda: Ms. Gambro announced there would be an Executive Session. Minutes: July 8, 2013 The minutes were approved as presented on a motion by Judy Somerlot and second by Russ Walter. Voice vote approval. Correspondence: None Public Comment: None Staff Comment: None Report of the Treasurer: Bill List/Check Register Treasurer Lindblom gave the Treasurer's report. Page 1: Bill for $670.50 for Automatic Building Controls, issue with room not staying cool Page 2: Several books ordered using development fees of $4,120.23 Page 3: $100 paid to Castle Insurance for Michelle's bonding, was lowered from previous amount Page 3: Gaylord Brothers bill for $1,448.03 for 3,000 patron ID cards (47 cents apiece) Page 4: Kendall County Record ad for employee for children's area following employee resignation. Under Memorials/Gifts: 2 more memorial bricks were purchased Page 6: Prairie Cat bill for $3,513.61 (quarterly bill) Page 7: Bill for $272.20--expenses for 2 Library employees to attend conference in Springfield, mileage expenses will be coming. Each attended different sessions. Page 1 of 4 Page 7: Yorkville PC, 2 invoices totaling $2,123.76, charges are for email renewal and web hosting. Mr. Walter asked for clarification what is covered monthly, charges for 3 hours a week at $60 per hour, Michelle will provide a statement to Mr. Walter. Last year's cost was $8,620 for 66 computers. Total invoices: $18,074.89 Payroll, (3): $54,045.46 Ms. Lindblom noted that Finance Director Fredrickson sends the gifts & memorials on a separate document showing a balance of $3,018.28 (includes the Trivia Night proceeds). Budget Report The Library received approximately $7,000 in property taxes for 50% of the total expected. The total revenue is at approximately 51%, close to the budgeted amount. Page 3 shows $7,350 in development fees received--twice the budgeted amount. Cash Statement The total shown is $840,251, however a bond payment will be made from that amount and that amount also reflects the reserve. Payment of Bills Trustee Somerlot made a motion to pay the following and Trustee LaChance seconded the motion: Payroll: $54,045.46 Accounts Payable: $18,074.89 City Bill List: $ 9,535.88 TOTAL: $81,656.23 Roll call: Lindblom-yes, Somerlot-yes, Chacon-yes, LaChance-yes, Pranga,-yes, Walter-yes, Gambro- yes. Passed 7-0. Report of the Library Director: --Library Director Pfister reported the monthly statistics for the Library --Employees Dixie & Shelley attended a conference in early August --Dixie & Michelle attended a required assembly meeting --Michelle will provide final program counts at end of August --3 persons attended resume help seminar, Michelle requested training be given at PADS --Shelley drafted an info sheet of events in Library --Fire Department checked fire system and verified gates will open when alarm is activated, 2 small items to be repaired --Michelle discussed possible parking issues that might arise when school starts with students parking in Library parking lot. Ms. Gambro suggested contacting the high school asking to remind students about parking in library lot. Mr. Olson said the City was asked to report any situations. Ms. Gambro noted she had received a call from a man who joined the men's book club and was very appreciative. He also complimented employee Shelley. City Council Liaison: No report Standing Committees: No reports Page 2 of 4 Unfinished Business: Building Siding This item was tabled pending more information. New Business: Disaster Plan The Disaster Plans were updated with names of new Board members and Friends' group and other minor revisions. Review Marketing, Promotion-Serving Our Public As part of the per capita grant application, the Board must also review the Library marketing plan. Items required include insuring programs are being promoted, website is updated, insuring funds for marketing, marketing development strategies for non-users, use of presentations and ads to promote library. Ms. Pfister will provide a response for this review. Miniature Golf “Fun” draiser Ms. Somerlot took this opportunity to report on the Friends of the Library. The Friends approved $100 for the adult winter reading program and $300 for William Pack (from Houdini program) for a scary story night in October 2014. They are also considering a request for the Wall Street Journal. The miniature golf in the library is being proposed as both a “fun”raiser and “fund”raiser, said Ms. Somerlot. Her written proposal explained the expenses and other details of the program. The golf game would be 18 holes and the first year cost would be the construction of the equipment. Sponsors were discussed and it was noted that they need to be approached individually for a positive response. They would be needed for construction of the additional “holes” and she noted Parfection Golf would loan the putters and golf balls. Mr. Walter said the golf would be a good idea in conjunction with the used book sale, however, the equipment is not available from Parfection Park at that time. February is the suggested date with a possible entry fee of $5 for adults and $3 for kids 12 and under. She asked the Board for a decision in September. This item will be placed on the September agenda for further discussion and a possible Trivia Night will also be discussed. Library Survey Mr. Olson proposed some possible survey changes for the Board's review. He suggested the delivery method be with the utility bill which includes a pass code. The Library Board also wishes to make the survey available at the library for more responses. Mr. Walter pointed out that many residents do not receive a utility bill as in the case of renters or out-of-town patrons. Mr. Olson said a cover sheet would be provided with the surveys available at the library to verify addresses. Mr. Pranga was concerned that this method would be very involved and possibly result in skewed data. Ms. Somerlot agreed. It was noted the City survey response resulted in 50% of respondents who were 50 and older. Ms. Lindblom suggested information about the survey could be placed in the newspaper as well. Several of the survey questions were discussed. Ms. Somerlot said some of the questions seemed subjective and would not provide real answers. Ms. Lindblom asked that a question pertaining to “improved location” be omitted as the Library cannot move locations. She also said she would like to see questions on the survey that can actually be acted upon for improvement and that some library issues have already been identified by the Board. Mr. Pranga suggested perhaps the Board should just focus on the previously identified items. Page 3 of 4 The hours open were also considered and Ms. Somerlot said the Board had decided an hours-related question was very important. Mr. Olson suggested that a choice of specific times be included in the question. Mr. Pranga also suggested a possible split schedule while Ms. Pfister suggested more evening hours for students. It was noted the “people counter” might assist in determining the peak times of use. Mr. Olson noted that the City survey showed that most people felt they received City information from the Kendall County Record. He also suggested a “comments” box for general feedback. Administrator Olson will email the entire survey to the Board and the survey committee will review for further recommendations to the Board for September. He said October will be the target date to send the survey. Executive Session: “Security procedures and the use of personnel and equipment to respond to an actual, a 1. threatened, or a reasonably potential danger to the safety of employees, students, staff, the public, or public property.” The Board adjourned out of regular session at 8:30pm and entered into Executive Session at 8:30pm. Executive Session ended at 8:53pm and the regular meeting reconvened at 8:53pm. Roll call back into the regular session: Walter-yes, Pranga-yes, LaChance-yes, Chacon-yes, Somerlot- yes, Lindblom-yes, Gambro-yes. New Business (cont.): President Gambro recommended that Library Director Pfister should follow-up with 3M on the contract pertaining to the Executive Session. Adjournment: There was no further business and the meeting was adjourned on a motion and second by Russ Walter and Judy Somerlot at 8:55pm Minutes respectfully submitted by Marlys Young Page 4 of 4