Library Minutes 2014 08-11-14Page 1 of 5
APPROVED
Yorkville Public Library
Board of Trustees
Monday, August 11, 2014, 7pm
902 Game Farm Road – Library Historic Wing
The meeting was called to order at 7:00pm by President Beth Gambro
Roll Call: Carol LaChance-yes, Judy Somerlot-yes, Sandy Lindblom-yes, Beth Gambro-yes,
Russ Walter-yes
Absent: Susan Chacon, Barb Johnson, Jo Ann Gryder
Others Present:
Library Director Michelle Pfister
City Finance Director Rob Fredrickson
Library Youth Director Jennette Weiss
Library Youth Director Marianne Eberhardt
Recognition of Visitors:
Ms. Gambro welcomed Mr. Fredrickson, Ms. Weiss and Ms. Eberhardt.
Amendments to the Agenda:
Ms. Gambro said she would like a short discussion about the proposed coffee house and that there
would be an Executive Session.
Minutes: July 14, 2014
The previous meeting minutes were approved as presented on a motion by Ms. Somerlot and second by
Ms. LaChance. Approved on a voice vote.
Correspondence: A thank you card was received from Rita (former library employee) for the flowers
sent to her upon her retirement. Heartland Blood Center also sent a letter thanking the library for their
support during a recent blood drive.
Public Comment: None
Staff Comment:
Ms. Pfister introduced Ms. Weiss and Ms. Eberhardt who assumed the children's department duties this
summer. Each staff member gave an overview of the recent youth activities and upcoming programs.
Ms. Somerlot asked what they need from the Library Board to meet their goals. Ms. Weiss said books,
especially fiction, are a priority. Ms. Gambro said she might be able to obtain used books from the
school district. Ms. Pfister suggested a Board member could do a “twilight reading”. Another
suggestion was community members presenting programs such as the recent canine program. A
possible after-school reading program is being discussed as well as ways to involve the schools. Ms.
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Weiss said Bristol Bay School came four times last year, students got library cards and the teacher
arranged a scavenger hunt at the library.
Ms. LaChance asked if there would be a program for 3-year olds for early evenings or Saturdays.
There will be a drop-in twilight read, not age-specific and it was noted the daytime Tots and Toddler
program is filling up rapidly.
Report of the Treasurer:
Budget Report
Ms. Lindblom reported the following:
1. Budget is at 25% of FY
2. Half of the budgeted revenue has already been received
3. Expenditures are right at budget
4. Paying agent fees are at 48%
5. $550 received from development fees in July
Check Register
1. All Vac is for vacuum repair--$155.95
2. Bonding fees of $588.50
3. Castle Insurance bonding for entire Board
4. Failed compressor service call for $1,366
5. OCLC is annual database fee of $862
6. Library lawyer charged $975 (5 hours at $195/hour) for calls made by Trustee Gryder regarding the
health insurance issue from earlier this year. Ms. Lindblom asked if the Board needed a policy on
Board members calling the attorney. Ms. Gambro said she had researched the minutes since January
for any formal requests to contact the attorney. In the March minutes, it was mentioned by Ms. Gryder
that the Board should contact the library attorney about the health insurance. In the end, it was decided
that Ms. Pfister would contact the attorney with pre-determined questions (from a sub-committee).
However, this call was not made. Mr. Walter also remembered a discussion about contacting the
attorney regarding the Inter-Government Agreement. This was to determine if the Board was obligated
to use the City insurance. In another reference to contacting the attorney, the Board discussed asking
him to write letters to all companies involved in the building siding issue.
Ms. Gambro suggested that a policy is needed and asked the Policy Committee to develop procedures
regarding any expenditures. Ms. Somerlot said that when money will be spent, a vote should be taken.
The Board should be more formal in the future when suggesting these calls, said Ms. LaChance.
Going forward, a vote will be taken prior to any money being spent.
7. Sound Inc., $752.07 for quarterly payment for security system
8. Ms. Lindblom said the kids raised $50 toward the magic performance and a $250 anonymous
donation was received towards the show.
9. Trico bill for $6,580 for air chiller repair.
10. Friends paid Visa bill
11. Internet bill / Comcast is for a T-1 line
Ms. Pfister discussed the compressor repair and said that half the amount was due prior to work being
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done. After three days of work, it was determined the problem was not the compressor. In addition, a
crane was on the way and had to be stopped. Electronics were repaired and a motherboard was
replaced. Michelle is working on getting a partial refund minus the cost of replacing the motherboard.
Since a check was cut for these repairs outside the normal check run, it was noted in the bills as
“Manual Check Register”
Ms. Lindblom also provided the following statistics to conclude her report:
Payroll: $32,685.01
Total Disbursements: $80,684.69
Memorials and Gifts balance: $1,31.79
Cash Statement
No comment.
Mr. Fredrickson said a City audit was done two weeks ago with the final audit to come in September.
He highlighted the library's budget as follows:
Surplus of $24,940 to be added to the Fund Balance
The overall Fund Balance is $471,076 which he described as healthy and strong.
When property tax comes in, debt service is paid.
Capital Fund (houses development fees): slight surplus of about $11,000
Remaining Fund Balance at end of FY '14: $26,871
Payment of Bills
Trustee Somerlot moved to pay the bills in the amount of $46,999.68 and payroll in the amount of
$33,685.01 for a total disbursement amount of $80,684.69. The motion was seconded by Trustee
LaChance.
Roll call: Somerlot-yes, Lindblom-yes, Gambro-yes, Walter-yes, LaChance-yes. Passed 5-0.
Report of the Library Director:
Library Director Pfister gave the following report:
1. June/July were the busiest months and she gave the stats for the month of July
2. Had intern in June/July who was in the kid's room. She taught crocheting among other things and
spent $100
3. Library had candy history program attended by 51 people, Wrigley provided gum for guests
4. Friends group provided prizes for summer adult reading program. Ms. Pfister expressed her thanks
to the Friends group for all the assistance they provide and the programs they make possible.
Friends of the Library Report by Judy Somerlot:
1. Judy reported that a President is needed for the Friends group and that more people need to be
involved. She said 14 people attended the meeting on this date. Much money has been raised, but it
takes many to participate.
2. Additional volunteers are needed for the upcoming book sale, books will be moved August 26th.
3. Membership campaign starts on September 1.
Library Director Report cont....
5. “Food for Fines” netted 480 items for the Food Pantry, in addition over $700 in Library fines was
collected.
6. Shelley is working on 100-year celebration and has written letters to 60 authors so far asking for
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memories of what a library means to them. Will also ask for autograph and photos.
7. Michelle will attend the open house for the new Morris Library Director and to view the newly
refinished teen area
8. Over 200 responses have been received for the library survey which is now closed. The results
should be available at the next Board meeting. Hoped for 400 responses.
9. Michelle would like to do a walk-through inside/outside with Board members at 6:15 prior to the
September Board meeting. She will point out where money has been spent for improvements and
improvements still needed. Ms. Gambro will notify Trustees Johnson and Gryder.
10. New Board member to be appointed: Kate Elder—has experience in fund-raising. Ms. Gambro
will call her.
City Council Liaison: No report
Standing Committees:
There were no reports from the committees.
President Gambro said new committee assignments will be made next month and she asked Trustees to
advise her of their preferences.
Unfinished Business:
Building Siding
Mr. Walter said there was no further information regarding the building siding and no proposals for
painting. Ms. Pfister reported that the handyman who has done recent work for the library, said the
painting job would be too much for him. The Oswego Sherwin-Williams store was also going to ask
clients about providing estimates. Mr. Walter said no info regarding RFP's has been received from the
City and he suggested paying Tom Lindblom to assist with the RFP. He also noted it may be too late in
the season for this job. Ms. Lindblom added that Mr. Lindblom had looked at the building and
suggested just painting the front at this time. Trustee Walter agreed with doing the job in stages,
however, he noted that paint lot numbers could be slightly different colors if purchased at separate
times. If the job is done in stages, no RFP would be needed. Some wood work also needs to be
repaired, he said. He and Ms. LaChance both suggested placing an ad in the paper soliciting a painter.
He said he was hesitant to wait until spring since that would be the middle of the 100-year celebration.
He will contact Menards and Home Depot for names of painters and Sandy will ask Tom for
suggestions. President Gambro asked all Board members to be on the lookout for painters. Ms. Pfister
asked if the same color would be used, and the Board replied no. Ms. Lindblom noted that if a
different color is used, the job must be done all at one time.
Web Site Update
Ms. Pfister said staff has been working with Weblinx on the update and the first page is now completed.
It is hoped to have the update done by the next meeting. Half of the cost has been paid. Library staff
will take care of the updates and work on the Facebook.
Coffee House Update
Jo Ann Gryder has met with the contact for the coffee house. The Health Department has not been
called yet until Ms. Gryder is able to determine more of the requirements from the contact.
New Business:
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Disaster Plan
All Board members should give their Disaster Plans to Michelle for an update of staff and Board
members. She also provides a copy to the Police Department.
Per Capita Grant – Serving Our Public
Collection Management and Source Sharing
Director Pfister said when she does the grant, she has to make the Board aware of circulation
management and collection management. Currently, the library has no Braille books, but they can be
obtained through the inter-library loans. She would like to purchase some when the budget allows.
Ms. Gambro asked if the library is actually spending 12% of the budget on materials for patrons. Ms.
Pfister replied yes and said the materials can include such things as DVD's, electronics, etc.
Per Capita Grant – Analyze the Current Budget
The Per Capita grant is done and she read to the Board, the statement that she drafted as part of the
grant. The statement included information on the reduction of library hours and budget constraints, etc.
As the budget is developed, Ms. Gambro said priorities are put on purchasing best sellers and
replacements.
Executive Session:
It was moved and seconded, respectively by Ms. Lindblom and Ms. Somerlot to enter into Executive
Session. Approved by unanimous voice vote. It began at 8:26pm and ended at 8:48pm.
Roll call back into Regular Session: Gambro-yes, Walter-yes, LaChance-yes, Somerlot-yes, Lindblom-
yes.
No action will be taken based on what was discussed in the Executive Session.
Additional Business: None
Adjournment:
There was no further business and the meeting was adjourned at 8:48pm on a motion and second by
Trustees LaChance and Somerlot, respectively.
Minutes respectfully submitted by
Marlys Young