Library Minutes 2014 06-09-14Page 1 of 4
APPROVED W/CORRECTIONS
7/14/14
Yorkville Public Library
Board of Trustees
Monday, June 9, 2014, 7pm
902 Game Farm Road – Library Historic Wing
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. 7:31pm)
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 FY '14
and one for FY '15. 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
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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: $2,798.60
Expenses for FY '15: $5,748.79
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 $1000 for gift of a metal bench to observe 100-year anniversary
5. Attempted contact with ComEd Mulch Manager for wood chips
Director Report continued....
Two Plano High School seniors completed community service and vacuumed historic room
chairs, washed windows, cleaned shutters and dusted blinds
Kids program did Mother's Day craft
Many end-of-year school classes came to Library
$100 donation from Fred & Harriet Dhuse to purchase large print books
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.
Will have flag-raising ceremony with kids program attendees prior to July fourth
Over 150 people have responded to Library survey, will be sent with water bills again for a goal
of 250 respondents
Art and storage rooms have been painted
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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/10K 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.
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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.
Minutes respectfully submitted by
Marlys Young