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Library Board Packet 2014 07-14-14 Agenda Yorkville Public Library / Historical Meeting Room Board of Trustees July 14, 2014 - 7: 00 P.M. 902 Game Farm Road 1. Roll Call 2. Recognition of Visitors 3. Amendments to the Agenda 4. Minutes 5. Correspondence 6. Public Comment 7. Staff Comment 8. Report of the Treasurer Financial Statement Payment of Bills 9. Report of the Library Director Statistics 10. City Council Liaison 11. Standing Committees Policy Personnel Finance Community Relations 12. Unfinished Business Building Siding E-Mail Address for Trustees i 13. New Business Election of Officers Review of Executive Sessions New Compressor for Cooling Unit 14. Executive Session 1. For the discussion of minutes lawfully closed under this Act, whether for the purposes of approval by the body of the minutes or semi-annual review of the minutes as mandated by Section 2.06, 2. For the appointment, employment, compensation, discipline, performance or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body, or against legal counsel for the public body to determine its validity. 15. New Business (cont'd) Release of Executive Session Minutes i 16. Adjournment i DRAFT Yorkville Public Library Board of Trustees Monday, June 9, 2014, 7pm 902 Game Farm Road — Library Historic Wing i The meeting was called to order at 7:01pm by President Beth Gambro Roll Call: Judy Somerlot-yes, Sandy Lindblom-yes, Barb Johnson-yes, Jo Ann Gryder-yes, Beth Gambro-yes, Russ Walter-yes, Carol LaChance-yes, Susan Chacon-yes (arr. 7:31 pm) Others Present: Library Director Michelle Pfister City Finance Director Rob Fredrickson Recognition of Visitors: President Gambro recognized Mr. Fredrickson. Amendments to the Agenda: None Minutes: May 12, 2014 The previous minutes were approved as read on a motion by Sandy and second by Barb. Voice vote approval. Correspondence: Ms. Gryder said she had received a solicitation letter from a CPA firm that offered accounting and auditing service. No further action. Public Comment: None Staff Comment: None Report of the Treasurer: Check Registers: Treasurer Lindblom presented the Treasurer's report. There were two check registers, one for FYI 4 and one for FY ' l5 . She highlighted the following invoices: LLW Consulting bill for $720 for tech support Visa charge for $535 for Windows 7 upgrade, all staff computers Demco charge for $ 103 .67, new flag LLW Consulting charge of $480 for on-line technical support Trico invoice for $205 Payroll : $ 18,486.05 Page 1 of 4 i Budget Report Ms. Lindblom reported the budget is now at 8% after one month of reporting. Property taxes of $85,280, a State grant of $21 ,151 and $2,000 in development fees were received. This results in 15 .53% of the budget in revenues. It was noted that the liability and group insurance are paid monthly, but both May and June are shown on this report. Gifts and Memorials show a balance of $ 1 ,709.50 Cash Statement Building Development fees of $27,535 includes the carryover/Fund Balance. Unaudited numbers will be provided next month and auditors will come in July, with a final report provided after that. The total cash on hand including the reserve is $566,217. Bill List Expenses for FY ' 14: $25798.60 Expenses for FY ' l5 : $55748.79 Reimbursements to City: $ 16,502. 82 Payroll: $ 18,486.05 Total Disbursements: $34,988.87 Payment of Bills Ms. Johnson made a motion to pay the total disbursements of $34,988.87, Accounts Payable of $ 16,502.82 and Payroll of $ 18,486.05. Ms. Gryder seconded the motion. Roll call vote: LaChance-yes, Walter-yes, Gambro-yes, Gryder-yes, Johnson-yes, Lindblom-yes, Somerlot-yes. Passed 7-0. Report of the Library Director: Library Director Pfister reported the following: 1 . Presented the statistics for the month 2. Dixe attended a conference regarding cataloguing 3 . Judy put together a lunch for the adult group and others Friends report by Ms. Somerlot. ... 4. The Friends approved up to $2,000 for gift of a metal bench to observe 100-year anniversary 5 . Attempted contact with ComEd Mulch Manager for wood chips Director Report continued. ... 6. Two Plano High School seniors completed community service and vacuumed historic room chairs, washed windows, cleaned shutters and dusted blinds 7. Kids program did Mother's Day craft 8. Many end-of-year school classes came to Library 9. $ 100 donation from Fred & Harriet Dhuse to purchase large print books 10. Blood drive at Library on July 15 with drawing for five $ 1 ,000 scholarships. Can also donate at Heartland Blood Center anytime this summer to be eligible. Other rules apply. 11 . Will have flag-raising ceremony with kids program attendees prior to July fourth 12. Over 150 people have responded to Library survey, will be sent with water bills again for a goal of 250 respondents 13 . Art and storage rooms have been painted Page 2 of 4 i 14. Rita is retiring/resigning June 24th and the position will be split between 2 children's department employees to save money. They will receive increase in pay with same number of hours as now. Summer programs to continue. A full time employee will help in children's area. An article will be sent to the paper and a houseplant with fresh flowers will be presented to her on behalf of the Board. Ms. Gambro asked if the tutoring policy at the Library had changed. There has been no change. City Council Liaison: No report Standing Committees: No reports Unfinished Business: Building Siding Mr. Walter said he is waiting for the RFP. Library 5K/IOK Race Due to lack of volunteers, Mr. Walter recommended that it be postponed until next year. Ms. Somerlot noted that the Friends would help, however, they will be assisting with the used book sale that day. Website Update Mr. Walter said the City has not let the RFP for website update, but there is money for technology in the development fees. According to Mr. Fredrickson, the RFP has been approved by Council and should go out this week. Mr. Walter said the feedback he has gotten affirms that the $5,800 price is very good. He added that Weblinx is a good company who did the original website and gave the Library many discounts and he recommended them. Ms. Pfister asked if the decision could be delayed until the server is paid for and to insure there is money left. New software must also be purchased since it will not run on Windows 7. The Library already has the hosting service and it is paid for 10 years. Trustee Walter also noted that staff time is lost with a delay and most importantly, the meeting agenda must be posted to avoid any legal ramifications. Ms. Gryder moved and Ms. LaChance seconded a motion to approve Weblinx as the website developer at a cost of $5,800. Roll call: Walter-yes, LaChance-yes, Chacon-yes, Somerlot-yes, Lindblom-no, Johnson-yes, Gryder- yes, Gambro-yes. Passed 7- 1 . New Business: State Report Ms. Pfister said the State report is complete and has been sent to the State, City and a copy was kept at the Library. She put all the information into a flier for the Board. Included are statistics, revenue, expenses, debt service etc. Inventory Update The Director also compiled a list of furniture, library equipment (excluding computers) and other materials and year of purchase. Page 3 of 4 In another matter, President Gambro noted that the Library received a "pass" for the personnel committee meeting taping mishap. In reference to a discussion at a previous Library meeting, Ms. Pfister says that State Statute requires a library card to be purchased for 12 months—a partial year is not allowed. Nominations of Officers The following were nominated for Board positions and elections will be held next month: President: Beth Gambro Vice President: Barb Johnson Secretary: Susan Chacon Treasurer: Sandy Lindblom Additional Business: Ms. Pfister said Executive Session minutes must be reviewed next month and she will have them available in the Board Room prior to the meeting. Ms. Gryder asked if short written reports or a verbal report could be provided by library personnel who attend seminars and conferences. All Board members concurred. Interest in a coffee shop was again discussed. Access before and after hours and plumbing were two of the issues brought up previously. Ms. Johnson asked if the Library would be better served by rent from a coffee shop or from meetings in the historic room. Ms. Somerlot added that the historic room is also used by community groups and wondered if it could be subdivided. It was noted that many libraries are doing this and it brings foot traffic and revenue. With the high school across the street, it was noted it would be a good location. Ms. Chacon said books and coffee are a good combination for students. Trustee Gryder suggested looking at the hallway near the kitchen as a possible spot and use the courtyard as an entrance. A possible walk-up window was suggested also. There was general interest in having a coffee shop and a committee of Jo Ann, Barb and Beth will investigate the possibility. The health department will be contacted first. Adjournment: There was no further business and the meeting was adjourned at 8 :03pm on a motion by Russ and second by Carol. i Minutes respectfully submitted by Marlys Young Page 4 of 4 YORKVILLE PUBLIC LIBRARY BUDGET REPORT FOR THE PERIOD ENDING JUNE 30. 2014 %ofosmiyear. 896 17% Yarvfo-Dele Total :MCALWARU15 [R1P110N May-14 j 14 T ale BUDGET % of Be4pt LIBRARY OPERATIONS REVENUES Tries -. . 82-000-00-00-0000 PROPERTY TAXES 85,280 227,778 313,058 646,010 48.46% Intergovernmental 82-000-01-00-0120 PERSONAL PROPERTY TAX 912 - 912 5,000 1823% 82-00041-004170 STATEGRANTS 21,151 - 21,151 17,200 122.97% Fines & Forfeits 82-00043-00 4330 LIBRARY FINES 579 960 1,540 9,300 1656% Cha es or Service 82-00044-004401 LIBRARY SUBSCRIPTION CARDS 920 1,204 2,124 10,000 21.24% 82-00044-004422 COPY FEES 169 214 383 1 3,000 1275% 82-00044-00-0439 PROGRAM FEED 43 116 159 1,000 15.90% Brvesimenl Eamtn s :' 82-00045-004500 INVESTMENT EARNINGS 105 103 209 1,300 16.05% Miscellaneous 82-00048-004820 RENTAL INCOME 200 265 465 2,000 23.2500/a 82-00048.004824 DVD RENTAL INCOME 304 416 720 5,000 14.40% 82-00048-004850 MISCELLANEOUS INCOME 42 29 71 500 1426% Olher Financing Sources 82-00049-00 4901 TRANSFER FROM GENERAL 41408 11786 61194 32,375 19.13% TOTAL REVENUES: LIBRARY 114,114 232,872 346,986 772,685 47.36% LIBRARY OPERATIONS EXPENDITURES Salaries& wages 82-820-50-00-5010 SALARIES& WAGES 18,707 20,800 39,507 252,540 15.64% 82-820-50-00-5015 PART-TIME SALARIES 13,554 13,185 26,739 195,000 13.71 Benefits 82-820-52-00-5212 RETIREMENT PLAN CONTRIBUTION 21174 2,417 4,591 30,117 15.24% 82-820-52-00-5214 FICA CONTRIBUTION 2,404 2,536 4,941 33,484 14.76% 82-820-52-00-5216 GROUP HEALTH INSURANCE 16,278 8,044 24,322 101,904 23.87% 82-820-52-00-5222 GROUP LIFE INSURANCE 44 44 87 559 15.64% 82-820-52-00-5223 DENTAL INSURANCE 505 505 1,010 5,347 18.89% 82-820-52-00-5224 VISION INSURANCE 54 54 107 662 16.19% 82-820-52-00-5230 UNEMPLOYMENT INSURANCE - - - 2,500 0.00% 82-820-52-00-5231 LIARR.ITY INSURANCE 6,703 1,786 8,489 29,875 28.41% Contractual Services 82-820-54-00-5412 TRAINING & CONFERENCES - 40 40 500 8.00% 82-820-54-00-5415 TRAVEL & LODGING - 54 54 600 8.98% 82-820-54-00-5426 PUBLISHING & ADVERTISING - - - 100 0.00% 82-820-54-00.5440 TELECOMMUNICATIONS - 819 819 11,000 7.44% 82-820-54.00-5452 POSTAGE & SHIPPING - 8 8 500 1.54% 82-820-54-00-5460 DUES & SUBSCRIPTIONS - 48 48 12,000 0.400/c 82-820-54-00-5462 PROFESSIONAL SERVICES 1,084 1,126 2,209 29,000 7.62% 82-820-54-00-5466 LEGAL SERVICES - - - 2,000 0.00% 82-820-54-00-5468 AUTOMATION 2,342 - 2,342 35,000 6.69% 82-820-54-00-5480 UTILITIES - - - 14,490 0.00% 82-820-54-00-5495 OUTSIDE REPAIR & MAINTENANCE - 1 ,165 1,165 5,000 23.30% 82-820-54-00-5498 PAYING AGENT FEES - - - 2,275 0.00% Su lies 82.820-56-00-5610 OFFICE SUPPLIES 140 667 807 8,000 10.09% 82-820-56-00-5620 OPERATING SUPPLIES - 678 678 8,000 8.48% 1 i YORKVILLE PUBLIC LIBRARY BUDGET REPORT FOR THE PERIOD ENDING JUNE 30. 2014 %o/A+ml Yeaq 896 IJ% Yeallo-Dale TOltle FLSCALYEARDZ PDON May M 14 J. . . 14 T Jn BUDGET % ofBWBN L___... _____— ___ - . 78 78 1,000 7.77% 82-820-56-00-5671 LIBRARY PROGRAMMING - _ 2,000 0.00% 82-820-56-00-5685 DVD'S TOTAL FUND REVENUES / 114,114 232,872 346,986 732,685 47.36% TOTAL FUND EXPENDITURES 63,988 54,0531 1189040 7833453 15.07% FUND SURPLUS (DEFICIT) 50,126 178,819 228,945 (50,768) LIBRARY DEBT SERVICE REVENUES 83-000-00-00-0000 PROPERTY TAXES 98,993 264,404 363,397 731,321 49.69% 30 0.00% 83-000-05-00-0500 INVESTMENT EARNINGS -TOTAL REVENUES: LIBRARY DEBT SERVICE 98,993 264,404 363,397 731,351 49.69% LIBRARY DEBT SERVICE EXPENDITURES 2006 Band 501000 0.00% 83-830-84-00-8000 PRINCIPAL PAYMENT 83-830-84-00-8050 INTEREST PAYMENT - 17,244 17,244 34,488 50.00% 2013 Re finding Band _ 455,000 0.00% 83-830-99-00-8000 PRINCIPAL PAYMENT - - 83-830-99-00-8050 114TFREST PAYMENT - 95,916 95,916 191,833 50.00% TOTAL FUND REVENUES 989993 264,404 . 363,797 73L351 49.69% TOTAL FUND EXPENDITURES - 113,160 : :113,160 731,321 15.47% FUND SURPLUS (DEFICIT) 98,993 15L244 2509237 30 LIBRARY CAPITAL REVENUES 84-000-02-00-0214 DEVELOPMENT FEES 2,000 2,000 4,000 20,000 20.00% 84-000 45-00 4500 INVESTMENT EARNINGS I 1 2 20 11.20% TOTAL REVENUES: LIBRARY CAPITAL 21001 2,001 4,002 20,020 19.99% LIBRARY CAPITAL EXPENDITURES 84-840-54-00-5460 &BOOK SUBSCRIPTIONS - 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T EE g N sE w ^ Q o _a E =a � b CL d M C O io u CL v0 c c co _ U Q 0) N CL - Y + N c N O v0d 0 3 O m 0 CL = o N C6 0 C u w O L O 0 o - � o p 'C O U Q q N E Q 0 F iO ` o _ L Q N C Y N 0 y 0 C N O � O O }' O 0 m m y a o v 0 Ln v w v v 0 J u r 3 O U m u .0 O w 0 d' N n m mm a+ O! UJ 3 u O O C y O v ?i 3 C Y 'n — IL 0 0 0 '- N d _w v E E o -o Y d _ _ _ Y 5 CL Y Y W oo J M O O N I, n LD 00 7 T T V N N Ln r� N i June Public Relations Articles — Photos - Kendall Country Record - Beacon News Patch - Sun Times Web Site Meetings, Workshop Staff Meeting Programs, Activities Number Attending Adult Programs Adult Book Discussion 6 Lunch Time Book Club 8 Men's Book Club 7 Friends Meeting 10 Threads and More 10 You Can Brew It! ( Friends Program) 20 j Young Adult Programs Teen Meeting -TAG 22 Pre-Teen Meeting -HELP 29 Teen Writing Group (2 Times) 10 Children Programs Panera Storytime (3 times) 150 Storytime Picnic (4 times) 96 Ice Cream Book Club (3times) 25 Little Readers (3 times) 18 Read with Paws 8 My side of the Mountain 3 Patron Count 7,398 Meeting Room Library 7 Rent 3 City Teens Volunteers Michele Kush-Jazmin Filippi-Anna Halsey, Mary Preigel, Morgan List, Lauren Vallie, John Shridan, Ashley Malas, Lexi Weiss, Breanna English, Madison Trigrett, Dave Frazier and Raquel Brady i Volunteers Theresa Eberhardt — Designing flyers for the library Laura Mackley Writing Group Friends cleaning shelves and Searching Miro Film Reader for Newspaper articles Gifts and Memorials I CHICAGO'S _ - SWEET CANDY awe HISTORY ww� w p. THURSDAY, JULY 31 7:00 PM An illustrated lecture by i Leslie Goddard Based on the 2012 book from Arcadia Publishing i This program is sponsored by the Friends of the Library. ❑� Upcoming Adult Programs at the Yorkville Public Library .Jul & Aug 2094 902 Game Farm Rd-Yorkville,IL 60560-(630)553-4345-www.yorkville.lib.il.us Lunch Bunch Book Club- Noon 'Threads & More" Group-10:00-12:00 Meets on the 2nd Wed of each month. Meets on the 1 st Tue of each month July 9 Year by the Sea by Joan Anderson W Jul 1 &Aug 5 Aug 13 Asher's Fault by Elizabeth Wheeler r: This group is a combination of people who like to knit, crochet, quilt,sew, or needlepoint. No registration needed. Just bring your - ( unfinished project to work on during the meeting. This is a great time to meet fellow"threaders`for a creativity blast! Evening Adult Book Club - 7:00 pm Drop in Job Search and Resume Help Meets on the 2nd Thurs of each month. Thursday,Jul 10 2:00-4:00 Jul 10 Home of the Brave by Katherine Applegate Thursday,Aug 14 2:00-4:00 Aug 14 The Storied Life of A.J. Fikry by Gabrielle Zevin Do you need assistance exploring job opportunities on-line II,I or does your resume need enhancing?Drop in for one-on- ,r�' 8 oWfl) one assistance through a part- 1 i F C or nership with the Illinois Afj1W 1 IL L NOl5 WorkNet Center in Yorkville. ekwork N et No registration required. CENTER �uAPPI111r, Zr%1N Men's Book Club - 7:00 pm e000k Drop4n Help Meets on the 3rd Thurs of each month. Wed Jul 9 &Aug 13 11:00-2:00 Jul 17 In Defense of Food by Michael Pollan Tue Jul 22 &Aug 26 2:00- 4:00 Aug 21 The Monuments Men by RobertEdsel . ! Kindle users bring your Amazon account password. Tablet users most be able to download apps to your device. I "Chicago's Sweet Candy History" Thursday,July 31 at 7:00 pm Come hear about the history of Sat. Aug 30 & Sun Aug 31 Chicago's tasty treats and why it The Friends of the Library Annual Used Book Sale was an ideal location for +, This is the Friends major candymakers. This program is fund raiser for the year. Mark your calendar! _ , _ based on the 2012 book from { Arcadia Publishing. It will be '' 7�tS delicious fun!