Library Packet 2007 08-13-07 Agenda
Yorkville Public Library
Board of Trustee
August 13, 2007
902 Game Farm Road
7:00 P.M.
11 Roll Call
2. Recognition of Visitors
3. Amendments to the Agenda
4, Minutes
5. Correspondence
60 Public Comment
7. Report of the Treasurer Financial Statement
Payment of Bills
8. Report of the Library Director Statistics
9. City Council Liaison
10. Standing Committees Policy
Personnel
Community Relations
Finance
Automation
11. Unfinished Business Old Barn Museum Display
Extended Hours
Exam Proctoring Policy
Building Update
12, New Business Library Subscription Cards
Per Capta Grant
13. Adjournment
Page 1 of 3
Yorkville Public Library
Board of Trustees
July 9, 2007
7:00 pm.
The meeting was called to order at 7:00 pm by Vice President Marianne Wilkinson.
Roll Call
Members present: Gail Gaebler, Beth Gambro, Dr. Joseph Gruber, Barb Johnson, Carol
LaChance, Sandy Lindblom, and Marianne Wilkinson.
Members absent: Jo Ann Gryder, and Marilyn Vorderer.
Library Director Michelle Pfister and Owner's Rep Tom Lindblom were present.
Recognition of Visitors
Susan Mika and Bart Olson.
New Business
Budget — There was discussion about the revisions that were made to the budget. Dr.
Gruber moved to approve the revised budget. Beth Gatnbro seconded the motion. All
voted to pass with a roll call vote.
There was discussion about the fiscal reports and the payroll reports.
Amendments to the Agenda
None.
Minutes
There were some minor corrections to the minutes. Gail Gaebler moved to approve the
minutes as corrected. Carol LaChance seconded the motion. All were in favor.
Correspondence
There was a Thank You letter from Mary Unterbrunner for allowing the $500 donation
for the fountain from the Rotary Club.
There was also a letter from the Library Attorney about his annual rate increase effective
July Is`.
Public Comment
None.
Report of the Treasurer
There was some discussion on some of the items on the bill list. There is a check to
Henry Brothers that is not on the Bill list this month, but will be included on the next Bill
List. The bill came in after the deadline and Michelle Pfister pushed to have the city print
the check. Carol LaChance moved to approve all bills and payroll. Barb Johnson
seconded the motion. All voted to pass with a roll call vote.
Page 2 of 3
Report of the Library Director
Michelle Pfister reported what had been happening in the library the past month. 7,009
patrons came into the library in June. Circulation for June was 11 , 129 which is up 3,515
from last year. There were 282 new patrons and 727 items added.
There was a $500 donation from the Rotary Club and a $50 memorial for Irene Harberts
from Tom and Sandy Lindblom.
There was discussion about a second copy machine for patrons to use.
Michelle Pfister has also been looking into a full text periodical database. It is estimated
that it would cost $1 ,700 per year. The library subscribes to 3 other databases right now,
and besides this one, the database for the Tribune would be nice for the library to have in
the future. Beth Gambro moved to purchase the magazine database not to exceed $2,000.
Gail Gaebler seconded the motion. All voted to pass with a roll call vote.
Tom Lindblom came in and had a safety meeting with the staff on what to do in an
emergency.
The friends group has $1 ,418 in the bank. They want to buy a presentation projector with
the money.
Michelle Pfister wrote an article for the Record. Since opening in February the library
has added 2,594 items, 1 ,175 patrons and the patron count since opening is 35,514.
City Council Liaison / Human Resource
None.
Standing Committees
• Policy — The new Exam Proctoring Policy was handed out. The Board members
should over the policy and fee for discussion next month. The Gift Policy and
discarding policy will also be discussed next month.
• Personnel — None.
• Community Relations - There was discussion about the Old Barn Museum
displays and programs for the library. The owners will buy the display cases and
insurance.
• Finance — None.
• Automation — None.
Unfinished Business
Election of Officers — The slate of officers that were nominated last month was: Jo Ann
Gryder for President, Marianne Wilkinson for Vice President, Gail Gaebler for Secretary,
and Sandy Lindblom for Treasurer. Barb Johnson moved to approve the slate of officers.
Beth Gambro seconded the motion. All were in favor.
Page 3 of 3
New Business
Extended Hours — Having the library open on Tuesday mornings will cost $8,259.
Opening on Sundays will be in next year's budget. There was discussion about being
open only Tuesday mornings, or both Tuesday and Thursday. Michelle has everything
ready for opening Tuesdays right now. This will be tabled until next month.
Statement of Release for Liability — This will be for anyone who displays things at the
library so the person displaying the item knows they will be responsible for getting their
own insurance for the displayed items.
The corrected Public Notices were in the packet.
Tom Lindblom gave an update on what was happening with the building and the
remodeling of the Historic Wing.
Adiournment
The meeting was adjourned at 8:42 pm.
Minutes submitted by Laura Leppert.
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July
Public Relations Articles — Photos Kendall Country Record
Meetings, DeBord — Data Entry
Workshops
Programs, Number Attending
Activities ADULT PROGRAMS
Adult Book Discussion 10
2"d Thursday of each month at 7 :00 P.M.
Lunch Time Book Club 8
2°d Wednesday of each month at 12 :00 P.M.
Creative Writing 15
3rd Tuesday of each month at 6:45 P.M.
Friends Movie Night 4
FAMILY PROGRAMS
Lilly the Clown 46
Afternoon Movie 14
CHILDREN PROGRAMS
Open Storytime 12
Storytime and Craft 32
Blast Off! Ages 8- 11 11
Rocket Ship Away Ages 12 and older 6
Harry Potter Party 6
Patron Count 6,630
Volunteers Adult Creative Writing — Libby Wheeler
Teen Helpers Melissa Ybarra, Jordan Toschak and Clair Ziegler
and Lexi Johnson
Display
Gifts and Memorials $50.00 In Memory of Sid Chatman
from Tom and Sandy Lindblom
Sheet1
Librarian's Report
July
Circulation Adult Juvenile Total
Fiction 1936 3879 5815
Non-Fiction 1382 780 2162
Audio Books 551 141 692
Audio Visual 207 375 582
Music CD's 70 31 101
Kits 27 27
Periodical 188 35 223
Sheet Music
Reference Book 2 2
Dial-A-Story 239 239
PALS - Books sent to other libraries 705 248 —958
Total Circulation 5041 5755 10796
Gain Over Previous Year 1725
Loss Over Previous Year
PALS - Books sent to our library 987 376 1363
Registration
Adult 129
Juvenile 52
Non-Resident Taxpayer
Non -Resident 7
Reciprocal
TOTAL 188
Items Added
Books Fiction 107 278
Books Non-Fiction 79 151
Audio Books 24 5
DVD's 12 13
Reference 5 1
Kits
Sheet Music
Periodical 57 8
Music CD 1
Total 741
Page 1
Exam Proctoring Policy
PURPOSE:
As part of its community outreach service, the Yorkville Public Library provides exam
proctoring during library hours to benefit the Yorkville community.
Who may have an exam proctored?
Exam proctoring is available to the residents of the City of Yorkville and Non-
Residents who have purchased a Non Resident library card. There is a fee of
$5 .00 per exam.
Exam proctoring is available for Non — Residents who do not have a Yorkville
Public Library card for $ 10.00
What are the conditions for exam proctoring?
Exam must be four hours or less.
Exam instructions must be in English.
All postage must be paid by the institution or the student at the time of the exam.
Proctor must be notified before the exam if any special arrangements are required.
One student is proctored at a time.
Students must schedule with proctors in advance. Walk-ins are not accepted.
No-shows will be unable to use the service in the future.
Students must supply their own supplies.
Who are the Proctors at the library?
Director
Youth Director
Circulation Manager
Director of Technical Service
When can exams be scheduled?
Scheduling is variable depending upon the Librarian's schedule. Day and evening
hours are available. Exam proctoring is not available on the weekend.
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EMERGENCY PROCEDURES
The Same •
**Keys to the staff hallway are in the adult reference July 2007
desk underneath the money box. In the event of a power The first two pages are an overview of the staff meeting and contain the
outage your fobs won't work so you will need the key to same material Dixie provided in the meeting agenda. Thanks Dixie!
get into the staff area to get your things. '
ALARMS YOU MIGHT HEAR i
**Flashlights are in the staff hallway and at the
� **Elevator -If the alarm button gets pushed it contacts
fFlrst culation and adult reference desks. Dixie and Sharyl 911. If the button is accidentally pushed ca11911 to let
also have flashlights. them know it is not a real emergency.
Aid kits are in the reference desks and there are
**Fire Panel-(in the vestibule) will go off if power goes
p first aid items in the circulation supply closet.
out. We don't touch it.
**The disaster manual is at the circulation desk. It
( **Motion Detector - A door or gate is not shut properl
bulines the emergency procedures and has phone numbers
I or someone is moving around after the alarm has been
to call in different situations. Please become familiar with
set. If this goes off accidentally the alarm company will
the maual so it's easier to find answers in the event of an
call. If you don't know the code to tell them please ask.
emergency.
**Alarm in IT room-Usually means the power went out(.
no need to do anything. You may also hear a beep in the
FIRE - Call 911 or pull alarm IT room if a battery backup unit is dead. Our servers
Get everyone out of the building. won't work if this happens, we have to plug them into a
Do not use the elevator. new backup unit. Please tell Michelle, Dixie, Rita, Sharyl,
Use the closest exit on the map. Tom or Charlie if you hear this.
Know where extinguishers are and how to use them. **Yellow/Red warning light -Let Michelle, Dixie, Rita, r
Know where the handicap areas are on the second floor Sharyl or Tom know or call one of them if none of these
stairwells. people are at the library.
TORNADO- The tornado warning is a continuous long horn
If you have any questions on anything about emergen
blast. Take patrons to the 1st floor bathrooms,
proced4"ase ask.
LIGHTNING ALARM: The lightning alarm will go off in 1
long blast if lightning is in the area. 3 short blasts mean all X
r
clear.
When we talk about not over-riding holds we don't mean at
iOWER OUTAGE-Direct everyone to the lobby and lock the counter when we are checking out an item to our patron`
1?
and it pops u
the front doors so no one else can come in. If the outage p P as held for someone somewhere else. It is fine
occurs in the evening wait 60 minutes before closing. If you to override in this case, our patrons in the building get the
leave the building you will not be able to get back in. If item first. What is being referred to is when you are placing a
someone gets stuck on the elevator call 911 and stay by the hold. If the system says the hold is not allowed, don't
elevator talking to them and assuring them that help is on the override. instead, fill out a green form with the title and the
way. patron's name and put it on Sharyl's desk.
X
Closing Procedures
t
Please check all stalls in the bathrooms and make sure water is off.
Check all the nooks and crannies to make sure no one has fallen asleep.
Check windows, globe, coffee pots.
All computers should be logged off of workflows.
When locking doors please push the bar in while turning the key to take some stress off of the locking device. Also when locking
up give the doors a little tug toward you to make sure the latch is properly seated.
Book Reviews
Please update your book reviews at least once a month and date them so you will remember when you entered the review. You
can give your review to Pati, Sharyl, Dixie or Joan to be entered. Please review your review once it is entered to check for any
errors and let someone know if something needs to be changed.
"R"Rated Movies
ES Anyone under 17 must have a parent with them to rent an "R" rated movie.
IP
p Teens are allowed on the second floor. If you have to repeatedly ask them to be quiet you can tell them they have to go
downstairs. Children under the age of 9 must be supervised per policy. !
fNewspapers will now be kept for one month instead of two weeks.
Whenever you have free time please try to work with Java. It is loaded at the reference desks, the short desk at the circulation
counter, one computer in the back of circ and one in the tech area. The new system is not as horrifying as it may seem at first
glance but you will want to be very familar with it before we have to use it daily. Currently the test server is not working so we
will be using the REAL server, meaning that anything you do is REALLY being done. Please look at everything but only place
holds, renew, etc. on your own account. Please ask for help if you are having a difficult time with the new system,we are all
learning this together!
We have some really nice new book easels upstairs to display books. Please don't leave them empty, either display another boo
or remove the empty easel.
r
Emergency Doorsy/
he emergency doors are now armed to prevent anyone from getting into the stairwell without our knowledge. These doors do
not alarm the fire department, they are just for our benefit. If the alarm is activated you can turn it off using the key i
i underneath the money box in the adult reference department. If you use your fob to enter the stairwell DO NOT push the bar to
enter, just push the door. The alarm will still go off if you push the bar instead of the door. Once you are in the stairwell you
Emer en Doors Con t
have approx. two minutes to get to the opposite door before it will re-lock itself. If you find yourself locked in the stairwell closest
to Game Farm Road you can exit to the outside. If you are locked in the other stairwell you can exit into the gated area(by the
big window in the YA area) and jump around until someone notices you and lets you out. In the event of a fire all the gates will
automatically open in all gated and fenced areas. I
'Please put the bell(in the money drawer) on the circulation desk if Great job on updating application cards! We are done!
you need to leave it unattended. Also, if you are answering yz�'�,V I
phones and have to leave the back, please let someone else know 7T�CC
to listen for them.
O Book Clubs `
Please call the next person on the list when one of the
Two changes in the children's department uncatalogged books comes back for book club. You can
find out which club is reading what book by looking at the
O e have a new category of non-fiction called"Easy Non-fiction." book club information behind the circulation desk or going
You can find this in the last row of non-fiction by the windows. on the website.
This will break down books that were formerly all together as J
Non-Fiction into
two distinct groups.
When renewing anon-resident, be sure that you
I
double-check their expiration date. The old profiles no
We also have new sets of books called"Bob Books." They are
level readers and are found on the top of the EZ books in black longer mean anything to the system and so will give the
index card looking boxes. The boxes contain a series of books. patron a three year privlege instead of one. Hopefully all`
When checking these books in or out please be aware that a
the cards have been changed over but it is something to
welcome card is included and is counted as one of the pieces. check for. Also, when renewing one family member try to
remember to renew them all. Everyone in the family
Congratulations Children's on handing out over 500 summer should have the same expiration date. If someone comes
Creading logs this year! in to renew their card because they weren't there when
their family member paid, their renewal date should be
the same as that of the family member that originally
The "Notes" feature that pops up on the first screen you come to paid, not a year from the current date.
I
when looking up a patron's account can be very helpful to
communicate. Please always check the notes to see if the patron
account needs to be updated in some way. Once you have jp� TTCC
updated the account, remove the note using the blue asterisk in Please remember to complete the cleaning schedule in the
the upper right-hand corner. Be sure to click on OK to complete area where you are working. For staff at the front desk,
the removal of the note. please straighten the "for sale" shelf once daily or more if
_ �_ _ needed.
On Reciprocal Borrower Accounts-On the first screen where you The problem with email seems to have been fixed. We no
put CVSG-NONRES under profile there is a category that says longer need to call email accounts. w�/1
LIBRARY. �k
7YC
Please put CVSG there as well instead of ykbb or swsb.
When a patron asks to have their account changed from
Since the new library has opened we have had: phone to email notification please write or have them writ
the email address on the back of the application card so we
Over 2,300 new items added. have a hard copy to consult if the email doesn't work.
Over 1,000 new patrons added.
Over 35,000 visitors!
Pats on the Back
(so on those days that seem so busy, it really is busy!) I was recently going through some things that were from thek
old library and the very beginning of our time here in the
new library. I came across a long list of concerns and issues
Participants in our story times and other children's programs r^
must have a library card(or their parent must have a library that needed to be sorted out, and I do mean long...and they`
card). This applies to people that babysit kids from different have all been dealt with since then and now are just part of
library districts. Only patrons may attend the programs. our routine. We've done a wonderful job adjusting to the
new library and all the various systems that seemed so
intimidating before. Way to go everyone!
�"The best way to have a good idea is to have lots of ideas."
Quotes
i
---Linus Pauling
r don't deserve this award,but I have arthritis and I don't deserve that either."
p
--Jack Benny
"Don't worry about people stealing an idea.If its original,you will have to ram it down their throats."
----Howard Aiken
- a
Yorkville Public Library Newsletter
August 2007
Since the opening of the new library in February 2007, we have seen over 35,500 patrons walk through
our doors. Many have come to sign up as new patrons. In fact we have issued over 1 ,175 new library
cards since February. We have also been ordering many new books to fill our shelves. 2,594 new items
have been added to our collection since February and many more will be added in the months to come.
Are you still keeping track of your LV CDMIlln9 eVP.v s!
summer reading? We have had a
handful of patrons turn in their Wed, Aug s 1 2 oo noon
p Lunch Bunch book club
reading lists with comments and Featuring The Ride of our
collect their prize. Don't forget, Aie you unable to drive any longer? Lives by Mike Leonard
You have until the end of Aug.
to turn in your reading logs. Aie you confined to youi home? Thurs, Aug 9 7:00 p.m.
Adult Book Club
Here are a few comments about Are you temporarily laid up with a broken Featuring The Ride of Our
some of the books our patrons bone,a difficult pregnancy, of recent surgery? Lives by Mike Leonard
have been reading this summer.
Did you know you can have books or other Thurs, Aug 30 6:30
Friends of the Library Film
Fluke o Christopher Moore . "A libia materials delivered lo our home g "fun book, I like his work a lot. A ry y Featuring The Queen"
whale with "bite me" written on at no cost? Please call the library to find For further info and times
its tail makes me curious as to how of our childrens' programs,
it got there. out mole, pick up a detailed flyer at
the Youth Reference Desk.
The Glass Castle by Jeannette Walls -
"A true story about the author. I ,lust a reminder of rules to follow when visiting the library:
couldn't put it down. Heartbreaking Parents are expected to chaperone and supervise their
and funny!" children. No child under the age of nine shall be left in
the library without adult supervision, except children
Dead Center by David Rosenfelt - attending a library sponsored program. Children older
"A clever plot, very enjoyable." than nine shall not be left in the library for extended
periods of time.
O902 Game Farm Rd., Yorkville, IL 60560, (630) 553-4354
Mon & Wed 9:00 - 8:30, Tue & Thurs 12 - 8:30, Fri 9 - 5,
Sat 9 - 4, Sun (Sept. Thru May) 1 - 4
www.yorkville.lib.il.us