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Library Minutes 2013 11-18-13 APPROVED 12/9/13 Yorkville Public Library Board of Trustees Monday, November 18, 2013, 7pm 902 Game Farm Road—Library Historic Wing The meeting was called to order at 7:00pm by President Beth Gambro Roll Call: Beth Gambro-yes, Russ Walter-yes, Carol LaChance-yes, Susan Chacon-yes, Judy Somerlot-yes, Barb Johnson-yes, Jo Ann Gryder-yes Absent: Dale Pranga, Sandy Lindblom Others Present: Library Director Michelle Pfister City Finance Director Rob Fredrickson Tony Scott,Kendall County Record Recognition of Visitors: President Gambro recognized Mr. Fredrickson and Mr. Scott. Amendments to the Agenda: Trustee Gryder requested a discussion for a possible Library staff Christmas party. Minutes: October 14, 2013 A motion was made by Ms. Johnson and seconded by Ms. LaChance to approve the minutes as read. Unanimous voice vote approval. Correspondence: None Public Comment: None Staff Comment: None Report of the Treasurer: Ms. Pfister presented the Treasurer's report in the absence of the Treasurer and gave the following highlights: 1. Aurora Window Cleaning washed the windows at $1,075 from Trivia night proceeds. 2. Kendall Printing invoice for$293.30 for letterhead and envelopes 3. Proquest Information invoice for$1,085 for ancestry annual subscription renewal 4. Reimbursement of$654 to Doug Somerlot for mini-golf materials 5. Sound Inc. quarterly maintenance charge of$752.07 6. Trico invoice for $1,322.76 for fall cleanup Page 1 of 4 7. Four banquet tables purchased by Friends of Library Budget 1. Property tax came in and Library is halfway through the FY 2. Slightly down in library subscription cards, possibly due to ease of obtaining e-books 3. Miscellaneous category is high, however,many items are coded here 4. Library is at 50% of expenditures for the year 5. Paid-agent fees high, these are for the bonds,brief discussion of budgeting enough funds 6. $2,150 in development fees received 7. $2,950 in memorials Cash Statement 1. No discussion Payment of Bills Barb Johnson moved to pay the bills as follows and Susan Chacon seconded the motion: Payroll: $36,573.99 Accounts Payable: $19,035.31 City Bill List: $ 6,935.16 TOTAL: $62,544.46 Roll call: Walter-yes, LaChance-yes, Chacon-yes, Somerlot-yes, Johnson-yes, Gryder-yes, Gambro- yes. Passed 7-0. Report of the Library Director: 1. E-books holding steady 2. 134 new patrons added for month 3. Men's group has 5-6 attendees 4. Friends meetings had 12 attendees in October Friends of the Library Report by Judy Somerlot: 1. Friends approved$2,000 towards book scanner 2. Have $1,800 to date in donations for mini golf, more coming 3. Will spend about $800 for the mini golf construction 4. Concerns about having more mini golf participants than ability to handle, was suggested to have a shotgun start 5. Coupons have been contributed, gifts-in-kind received 6. Up to $2,000 of mini golf proceeds will go to children's summer reading program 7. Suggestion to have snacks in old library during mini golf 8. Grand Rental will loan small putting green to occupy children 9. Will have clowns as part of activities Michelle's report continued: 5. John Church presented Conservation Foundation program 6. E-book drop-in help scheduled, however, no participants. Will hold again after Christmas in anticipation of Kindle help needed. 7. "Ghost Hunt"kids'program held in October 8. Patron count increased, "people counter" does not record small children Page 2 of 4 9. Shared Tribune article sent by Library Attorney regarding porn policies in libraries. This library has filters on the computers. 10. $548 remains from Trivia night and would like to use for carpet cleaning in meeting room 11. Library chairs are being cleaned by staff and a volunteer 12. Will be updating the computers and software. $14,000 has been budgeted—will be from Professional Services. $16,000 earmarked for 3M maintenance will not be spent and used for update instead. Part of the $16,000 can go towards the scanner discussed earlier. IT team will come on a Sunday/Monday (over a holiday) in February when Library is closed. IT person will email materials and cost estimate. Suggestion to cap the entire cost at $30,000 and Michelle will bring a cost breakdown to next meeting. Mr. Walter said that printers must have ability to print from I-Pads and Kindles. 13. Drop in job search assistance held November 14 and will continue as long as demand for this. City Council Liaison: no report Standing Committees: no reports Unfinished Business: Building Siding No new information at this time. Survey Ms. Pfister spoke with City Administrator Olson and indicated the Board does not want the survey sent out at Christmas time or at the same time as the City survey. It will actually be sent out at the end of December by itself. New Business: Firearm Concealed Carry Act The Library Attorney sent an email regarding the concealed carry act and stated that no guns would be allowed in the library. "No Gun" signs must be posted in the window. The Attorney also sent an ordinance and this will be added to the policy book. Ms. Gryder moved to accept the ordinance to prohibit firearms on Library property and to add to the policy book. Ms. Johnson seconded the motion. Roll call vote: LaChance-yes, Chacon-yes, Somerlot-yes, Johnson-yes, Gryder-yes, Gambro-yes, Walter-yes. Passed 7-0. Simple Scan for Patron's Use Ms. Pfister said this scanner can fax,print and email and has a cost of$4,395. The Friends of the Library have offered to pay$2,000 towards scanner. The maintenance is free the first year, $795 yearly after that and includes licenses for updates and repairs. The library will charge $1.00 per fax. The company will send a bill and charge 33 cents to the library for the fax, scanning is free and 20 cents is charged for a copy. President Gambro said the purchase must be carefully considered and the library must reduce other costs. Board members agreed technology and demand is important and the maintenance cost was also discussed. Mr. Walter made a motion to proceed with purchasing the scanner at $2,395 for the Library's share. Ms. Somerlot seconded the motion. Roll call: LaChance-yes, Chacon-yes, Somerlot-yes, Johnson-yes, Gryder-yes, Gambro-yes, Walter- yes. Passed 7-0. Page 3 of 4 Ms. Pfister asked if the Policy Committee could meet to discuss a Program Agreement Form. The meeting will be December 9 at 6:30pm. Holiday Party Ms. Gryder suggested hosting a Christmas party for Library staff since no raises have been given and there has not been a parry for a few years. Since there is no money budgeted for a parry, it was decided the Board members will bring food items the week of December 9th. Sign-up sheets will be circulated. Additional Business: Ms. LaChance inquired as to the charges for borrowing an item from another Library. For example, Plano does not charge for an item, however,Yorkville does. It was noted that this is the policy of the Yorkville Library. Adiournment• There was no further business and the meeting was adjourned at 8:03pm on a motion by Ms. Somerlot and second by Ms. LaChance. Minutes respectfully submitted by Marlys Young Page 4 of 4