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Library Minutes 2014 04-14-14Page 1 of 5 APPROVED 5/12/14 Yorkville Public Library Board of Trustees Monday, April 14, 2014, 7pm 902 Game Farm Road – Library Historic Wing The meeting was called to order at 7:00pm by Vice-President Barb Johnson Roll Call: Jo Ann Gryder-yes, Russ Walter-yes, Judy Somerlot-yes, Sandy Lindblom-yes, Barb Johnson-yes, Susan Chacon (arr. 7:28pm) Absent: Beth Gambro, Carol LaChance Others Present: Library Director Michelle Pfister City Finance Director Rob Fredrickson Administrative Intern Jeff Weckbach Recognition of Visitors: Ms. Johnson welcomed Rob and Jeff. Amendments to the Agenda: Ms. Lindblom asked for discussion on the Inter-Governmental Agreement prior to discussing health insurance and Ms. Somerlot asked for a Library landscaping discussion in New Business. Minutes: March 10, 2014 The minutes were approved as presented on a motion by Ms. Gryder and second by Mr. Walter. All approved on a voice vote. Correspondence: None Public Comment: None Staff Comment: None Report of the Treasurer: Ms. Lindblom presented highlights of the Treasurer's report: Check Register Page 1: Abe Lincoln is the microfilm from Kendall County Record Page 3: LLW Consulting is for the new IT consultant Page 5: Olsson Roofing repaired leak in storytime room, removed ice & snow and recommended a “birdbath heater” to keep the gutters from freezing to prevent leaks. Will be considered for next winter. Page 5: Sterling Fire Protection for inspection and fire detection system Page 5: Friends paid the VISA bill Budget Report Treasurer Lindblom reported on the budget percentages, development fees and Gifts/Memorials. Page 2 of 5 Payment of Bills Trustee Walter moved to pay the bills as follows and Trustee Gryder seconded the motion. Bill List: $10,638.41 Payroll: $36,664.71 City Bill List: $10,428.17 TOTAL: $57,731.29 It was noted the original total quoted of $47,092.88 during the Treasurer report, was incorrect due to an accounting error at the City and will be corrected. Roll call vote: Somerlot-yes, Lindblom-yes, Johnson-yes, Gryder-yes, Walter-yes. Passed 5-0. Report of the Library Director: Library Director Pfister reported the following: 1. Presented statistics on book usage including e-books 2. Patrons can now stream videos from e-books 3. New on website is children's on-line collection, service free by e-book provider 4. Adult programs, job search assistance, resume assistance and e-book help continued 5. Cabaret program was great! 6. Had art show for young adults, food items were donated 7. Summer reading program is “Birds of a Feather Read Together” 8. New writing group will start meeting on April 7th for 7th grade through high school 9. This is National Library Week, prizes will be given 10. Possible coffee shop was discussed with Sugar Grove library coffee shop owners 11. Michelle reported an adult staff member will be out 4-6 weeks for surgery Friends of the Library Report by Judy Somerlot: 1. April 23rd is World Book Night and 500,000 books will be given away at 26,000 sites in U.S. to encourage reading 2. 100th-anniversary committee work is progressing City Council Liaison: There was discussion of a possible new liaison in May. Rob will check for the Board. Standing Committees: Personnel Ms. Somerlot announced there would be an Executive Session at the end of the regular meeting. Unfinished Business: Library Survey Jeff Weckbach said the Board's comments have been incorporated into the survey and it is ready to be sent. A motion was made by Russ Walter and seconded by Jo Ann Gryder to adopt the survey. By voice vote, the Board approved the motion. Jeff told the Board he has completed his internship and will be leaving the City. Another intern or management analyst will be secured to evaluate the data and the results will be available in August or September. Building Siding Ms. Somerlot stated it has been eight years since the library siding was installed and it is time to take Page 3 of 5 action, suggesting small claims court. The library attorney will be asked to review the main issues and perhaps write a letter to all parties involved. Russ will report back to the Board at the next meeting. Michelle said that former Board member, Dale Pranga, had made many phone calls with no response. Library 5K/10K Race Mr. Walter has not been able to speak with Park Board member Tim Evans who is involved in another race at this time. The slogan as suggested by Michelle, is “Bookin It 5K”. This will be kept on the agenda for further discussion. Inter-Governmental Agreement Ms. Lindblom said she thought the Board needed to discuss what the Agreement includes. If the Library decides to no longer have library employees participate in City health insurance, it was noted the City could stop performing some of the functions they do for the Library. She further said that when the Board discussed becoming a district, it became apparent the duties the Board would need to assume or pay for, would be W-2's, financial records, payroll, year end forms, mowing, electrician services, snow removal, audit, and possible cessation of discounts on electricity and property insurance as part of the City She said the Board needed to look at the “bigger picture” to see what would be lost. Ms. Gryder added that she had spoken with the library attorney who stated the Board could keep parts of the Agreement. The attorney had suggested the Board talk with the City Administrator prior to any action. She said the discussion about new insurance had been exploratory with the intent to save money. The Board questioned the interpretation of a memo from the City Administrator. It said the Board has the right to offer health insurance or not, the right to adjust the employee contribution rates and that penalties of $2,000 per employee could be incurred by the library in 2015 under the Affordable Care Act. It was also noted that Library staff members are employees of the Library and not the City, per the Agreement and library law. Ms. Lindblom said the Board needs to consider what other expenses might be incurred by switching to other insurance and Ms. Chacon concurred. They both said the library staff morale is very low and fear losing the staff members due to the insurance issue. Ms. Somerlot added that it would be difficult to find good employees when City-administered insurance is not offered. Ms. Chacon added that it is very costly to train new employees. The Library Director was asked for her input. She said that the health insurance has been one of the reasons she has stayed so long. She said the new insurance would not work for her and she and possibly others would leave the library if the change is made, due to more out of pocket expense. Ms. Lindlbom also said in addition to possible great expense, different Doctors might need to be secured and it is more than just the money. She said she serves as a Board member to do what is good for the Library and if staff resigns, her resignation will also follow. Ms. Somerlot added that the library might be saving money, but at what price. Ms. Johnson asked if a committee should be formed to look at the library benefits in general. At this time, Russ Walter moved to table the health insurance proposal and Ms. Somerlot seconded the motion. It will be tabled until the matter is discussed again, if ever. The motion passed unanimously Page 4 of 5 on a voice vote. Ms. Pfister will send a message to all staff members of the action taken. New Business: Public Notice F/Y 2014-2015 Ms. Gryder moved to accept the Public Notice schedule as presented for the next fiscal year and Mr. Walter seconded the motion. There was a brief discussion of Veteran's Day, when it is observed and how it might affect the Library Board meeting. The schedule was approved unanimously by a voice vote. Participants in Public Act 92-0166 Non Resident Card Pursuant to State Statue and prior to May 1st each year, the library must vote on whether or not to participate in the non-resident program. It is based on the tax system and states that Yorkville will accept other library cards. Ms. Somerlot moved to continue participation in this program and Ms. Lindblom seconded the motion. It was approved unanimously on a voice vote. Email and Open Meeting Act President Gambro asked to have this matter placed on the agenda to draft a policy concerning email communications. The Policy Committee will meet and make a recommendation next month. Landscaping Ms. Somerlot said the library grounds are in dire need of cleanup and maintenance. She noted that the Inter-Governmental Agreement says the City will provide mowing and landscaping, however, the scope of that is uncertain. Michelle said long ago she spoke with the Park District about it, but now there is a shortage of personnel. Ms. Somerlot said in the past, volunteer groups have assisted, but last year only 6 people volunteered for cleanup—all connected with the Library. She also suggested there could be a liability issue for volunteers using power tools. Trustee Somerlot obtained 4 estimates and asked that the Board take action on this matter. Estimates ranged from $1,140 to $1,420 from 4 different companies, not including mulch. (ComEd has since delivered a free load of mulch). Estimates include cleanup of leaves, pine needles, lawn care, trim shrubs, ground cover and haul-away. Bidders said the estimates would be less if there was regular care and Ms. Johnson said it needs to be done regularly. The budgeted money in the category, “Outside Services”, will be used to pay for the work. Ms. Somerlot detailed the companies that are bidding on the job and the services they will provide. Ms. Gryder said she would like to hire a company from Yorkville. A motion was made by Ms. Somerlot to recommend awarding the cleanup and removal to Jobs Landscaping in the amount of $1,420. Ms. Lindblom seconded the motion. It was noted they worked at the library before and did the brickwork. Ms. Johnson asked for an estimate for once a month care. Ms. Gryder said the Board could vote at this meeting and ratify the action next month since this item was not on the agenda. It will be under Old Business next month. Roll call vote: Somerlot-yes, Lindblom-yes, Johnson-yes, Gryder-yes, Walter-yes, Chacon-yes. Passed 6-0. Executive Session: Page 5 of 5 It was moved and seconded, respectively by Ms. Gryder and Mr. Walter to enter into Executive Session. Approved by unanimous voice vote. It began at 8:22 and ended at 8:32. Roll call back into Regular Session: Johnson-yes, Gryder-yes, Walter-yes, Chacon-yes, Somerlot-yes, Lindblom-yes. Regular session resumed at 8:33pm. Ms. Somerlot made a motion to approve the Library Director Performance Appraisal as proposed. Ms. Gryder seconded and there was a unanimous voice vote. Additional Business: None Adjournment: There was no further business and the meeting was adjourned at 8:34pm. Minutes respectfully submitted by Marlys Young