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Library Minutes 2014 02-10-14Page 1 of 4 APPROVED W/CORRECTIONS 3/10/14 Yorkville Public Library Board of Trustees Monday, February 10, 2014, 7pm 902 Game Farm Road – Library Historic Wing The meeting was called to order at 7:02pm by President Beth Gambro Roll Call: Beth Gambro-yes, Russ Walter-yes, Carol LaChance-yes, Susan Chacon-yes, Sandy Lindblom-yes, Barb Johnson-yes, Jo Ann Gryder-yes Absent: Judy Somerlot Others Present: City Finance Director Rob Fredrickson Recognition of Visitors: President Gambro recognized Mr. Fredrickson. Amendments to the Agenda: None Minutes: January 13, 2014 Jo Ann Gryder moved to approve the minutes as presented and the motion was seconded by Barb Johnson. Unanimous voice vote approval. Correspondence: An email was read from Ms. Somerlot who was out of town. She asked that the Board members and Library Director Michelle Pfister be recognized for their efforts at the recent mini-golf fundraiser. The profit was $1,855.79. Ms. Johnson noted that some sponsorships are already secured for next year from the Lions Club and Jr. Women’s Club. Public Comment: None Staff Comment: None Report of the Treasurer: Ms. Lindblom presented the report. Check Register Page 2: Fox Valley Fire & Safety—annual inspection including $666 for a new battery Page 4: Nicor bill was higher due to weather Page 4: OCLC—this is the on-line Library catalog at a cost of $491, down from $862 Page 4: Overdrive--$3,000 annual fee for e-books, taken from development fees Page 5: RJ Kuhn--$500 for burst water pipe, a second bill will be coming for additional insulation Page 5: Today's Business Solutions—invoice for $1,397.50 for annual services and license renewal Page 2 of 4 Ms. Lindblom questioned the $15 charge on the City Bill List. Mr. Fredrickson explained that it is broker charges for HRA fees. Budget The Library is currently at 73% of the budget. Ms. Lindblom noted that the subscription fees were lower than anticipated, but increasing slightly. A small amount of tax revenue was received, however, no development fees. Gifts and Memorials show $2,101.99 with $955 from mini-golf. Some people also made donations on the day of the mini-golf. Payment of Bills Trustee Johnson moved to pay the bills as follows and Ms. Gryder seconded the motion: Payroll: $34,686.80 Accounts Payable: $19,944.14 City Bill List: $10,369.03 TOTAL: $64,999.97 Roll Call Vote: Walter-yes, LaChance-yes, Chacon-yes, Lindblom-yes, Johnson-yes, Gryder-yes, Gambro-yes. Passed 7-0. Report of the Library Director: In Ms. Pfister's absence, Ms. Lindblom presented the Library report. 1. A Prairiecat meeting was attended and a report is included in the agenda packet. 2. “Express Lane” might be alternative for self checkout 3. Library can now send text messages, (if a book is ordered by a patron, a text can be sent) 4. Noted by Ms. Pfister that President Gambro had brought Valentine's candy from the Board, to the Friends 5. The per capita grant has increased to $21,151.25, but won't be received until next FY. City Council Liaison: No report Standing Committees: President Gambro noted that the Library Director evaluation will be done in March. Policy Ms. Gryder moved to adopt the scanner policy as read in the meeting. Mr. Walter seconded the motion and it was approved unanimously on a voice vote. Finance The proposed budget is the same as the previous one with property taxes projected to be much lower. In order to balance the budget, a $46,037 transfer from the General Fund was included in the budget given to the Library Board. Following a similar transfer last year, the City had informed the Library they would not be able to make such a payment again. Another figure of $32,000 was also included and it represents the amount the City reimburses the Library for unemployment insurance and liability. Mr. Fredrickson noted that the $46,037 is not included in the budget presented to the Council and the Library Board would need to appear before the Council with that request. The committee then studied the options in the event they are not granted the $46,037. They include cutting hours, staff and programs. A suggestion was made to use part of the reserve rather than cut hours and staff, however, Ms. Johnson said it was not good policy to use the savings for the daily bills. Mr. Fredrickson added that right now there is a projected surplus of $8,200 and it could increase. Page 3 of 4 No raises are included in the proposed budget and it was noted that all City employees with health insurance pay a certain percentage of that cost. Currently, there are 5 full time Library employees who have the health insurance. Trustee LaChance suggested looking at increased employee insurance contributions and Ms. Gryder suggested asking Michelle for staff input regarding staff cuts vs. increased contributions. President Gambro said the schools are offering HMO's and that PPO's are available if the employee pays for it. Mr. Fredrickson will determine the costs of HMO vs. PPO and report back to the Board. Trustee Walter suggested that the Board explore the new Affordable Care Act insurance for cost savings. He said there would most likely be federal subsidies and the City could provide a set amount. Assistance would be provided on finding the appropriate insurance. Rob will consult the insurance broker regarding re-entry into the City health insurance if needed. Ms. LaChance suggested having a meeting with the full time employees to explain this action. Mr. Walter will arrange for a “navigator” to talk with the Board first. Ms. Johnson commented that the Library should not have to conduct fundraising, when tax money should be supporting it. Ms. Gambro said library hours should not be cut further. Board members agreed they do not wish to appear before the Council to request extra money. Ms. Johnson suggested a letter to Council asking for recommendations on handling the budget deficit. Ms. Grambro asked Rob about the wisdom of using some reserve for bills. He indicated a small withdrawal would be OK. He also detailed the Fund Balance and surpluses from previous years and said the Library has exceeded projections in the past. The budget must be finalized in April and it was noted that Mr. Pfister said she could cut an additional $5,000-$6,000. Ms. Lindblom noted that the Library Director and her staff work many additional hours without pay. Ms. Lindblom asked if the Library can approve a deficit budget. This can be done, however, Ms. Johnson suggested that the Library should turn in a budget of what is really needed. Motion: Ms. Johnson moved to accept the budget as presented to the Finance Committee. Mr. Walter seconded the motion. Discussion: It was questioned why the budget given to the City is not balanced and Ms. Gryder objected to the budget being given to the City before the Library receives it. The rest of the Board agreed and asked that the budget be given to the Library first next year. Mr. Fredrickson said he would recommend this to the City Administrator and he will also send the budget to the entire Board. Ms. Johnson then amended her original motion to accept the budget as presented to the City Council. Following short comments, she then withdrew her motion. New Motion: Ms. Johnson moved to approve the deficit budget as presented to the Finance Committee. Ms. LaChance seconded the motion. Discussion—The Board stated that in effect, they are approving a deficit budget without the $46,000 added to balance the budget. Roll call: LaChance-yes, Chacon-yes, Lindblom-yes, Johnson-yes, Gryder-yes, Gambro-yes, Walter- yes. Passed 7-0. Unfinished Business: Building Siding No discussion Page 4 of 4 New Business: Library 5K/10K Race Russ Walter suggested a race as a fundraiser for the Library. He had spoken with Tim Evans of the Parks Department who has coordinated prior races. Mr. Walter said it could be held on the Saturday of Hometown Days and Mr. Evans would help with the planning and mapping of the course. There would be a $25 entry fee and T-shirts would be provided. It was decided that more money would be raised with a 5K run/walk. It is expected to attract 200-350 people with races for kids and adults. A theme of “Run to Read” was suggested by Mr. Walter. Sponsors would be needed and the Library would receive all the proceeds. The Board felt this would be a good idea and Mr. Walter will explore further with consideration given to the book sale that morning. Liability will also be determined. Additional Business: None Adjournment: There was no further business and the meeting was adjourned at 8:27pm on a motion by Ms. LaChance and second by Mr. Walter. Minutes respectfully submitted by Marlys Young