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Library Minutes 2014 12-08-14Page 1 of 4 APPROVED Yorkville Public Library Board of Trustees Monday, December 8, 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: Carol LaChance-yes, Susan Chacon-yes, Judy Somerlot-yes, Sandy Lindblom-yes, Barb Johnson-yes, Jo Ann Gryder-yes, Russ Walter-yes, Kate Elder (arr. 7:01pm) Absent: Beth Gambro Others Present: Library Director Michelle Pfister City Finance Director Rob Fredrickson City Liaison/Alderman Carlo Colosimo Recognition of Visitors: Ms. Johnson welcomed the guests. Amendments to the Agenda: None Minutes: November 10, 2014 The previous meeting minutes were approved as presented on a motion by Ms. Gryder and second by Ms. LaChance. Approved on a voice vote. Correspondence: A thank-you card was read by Ms. Pfister. Public Comment: None Staff Comment: None Report of the Treasurer: Check Register Treasurer Lindblom highlighted some of the invoices and noted that additional bills will be received from Trico. The last payment to Weblinx (the website developer), will be held until the website is complete. The total of the check register is $22,153.31. Budget Report The remainder of the property tax was received for a total of $626,950, but about $20,000 short of the annual budgeted amount. Ms. Lindblom also reported the Outside Repair on page 2 is far over budget, $3,500 in development fees was received and also mentioned the Memorials and Gifts. Finance Director Fredrickson offered the following comments: the revenue is slightly below budget, there will be a savings due to an employee retiring, there will be a surplus, the group insurance is below budget and a slight increase in building permits is expected for next year. Page 2 of 4 Cash Statement Ms. Lindblom noted that the IMET funds were moved to Old Second Bank. Payment of Bills Ms. Somerlot made a motion to pay the bills as follows and Ms. Gryder seconded the motion: Bills: $28,613.15 Payroll: $34,040.60 TOTAL: $62,653.75 Roll call: Somerlot-yes, Lindblom-yes, Johnson-yes, Gryder-yes, Walter-yes, Elder-yes, LaChance- yes, Chacon-yes. Passed 8-0. Report of the Library Director: 1. Reported library stats for month 2. Poinsettia received from Library Attorney 3. Friends of the Library hosted luncheon for the staff 4. Friends working diligently on the 100-year celebration with kickoff January 17th. Invitations will be sent to Library Trustees and continental breakfast will be served, will have open house and other activities. Friends will be stationed at various locations to explain items. Library employee Shelley's husband built a 'birthday cake' for celebration and it will be used in the parade and at mini-golf event. Monthly celebratory activities to be held. 5. Adult programs included “Bring Your Own Device” and “Senior Computer Help” 6. Friends sponsored “Organizing for the Holidays” with 15 people in attendance 7. Teens worked on mini golf hole (medieval theme), library custodians also decorating a hole 8. Gifts/ Memorial money from speaker at Yorkville Garden Club who donated fee 9. $100 donation received from Eleanora Feltz Friends of the Library Report by Judy Somerlot: Ms. Somerlot reported the Friends already have $2,700 in cash contributions for mini-golf and will only have about $100 in expenses compared to construction costs for first event. Last year there was a profit of $2,990. All profit goes to children's programs and books. Many volunteers have signed up and all golf holes are sponsored including one by Colosimo Law Office. The event is January 25th. Ms. Somerlot also said many people have asked if another Trivia Night will be held and she asked for the Board's input. She said the Friends would organize that event if the Board supported the effort. City Council Liaison: Alderman Colosimo said reconstruction will begin on Game Farm Road and utility work has already begun. He also said Rt. 34 and 47 should be done late next year, the Council has approved a preliminary budget that includes expansion of Rt. 34 to Orchard and 4 lanes will be built to Plano. Standing Committees: Policy Ms. Gryder said the Policy committee should meet in January to review the disaster plan and the entire policy book for any needed updates. Unfinished Business: Building Siding Page 3 of 4 Mr. Walter had nothing new to report. Ms. Gryder said she put together the details of the negotiations with the architect and the siding. She said many times it was mentioned that the architect pushed for a certain siding and a special order color and she suggested the Board should ask the Attorney to review the materials to see if there is a case for lawsuit. Although the Board at that time voted and approved the siding, the Hardie siding was questioned several times as to the durability. It was noted the Board also approved the final color and it was known that it would need to be reapplied every two years. Ms. Somerlot pointed out that the architect could say the library did not maintain the siding every two years. Ms. Johnson said if the Board files a lawsuit, it would be difficult to afford a lawsuit in addition to painting the building at this time. A lawsuit would need to done on contingency--no payment unless the lawsuit is won, according to Ms. Gryder. Mr. Walter asked if the City Attorney could give an opinion, however, Mr. Colosimo pointed out that the Board has always used their own attorney. In summary, the Board decided Trustee Gryder should finish the document notebook and provide further details to the Board. Since there has been no progress on an RFP, Ms. Somerlot asked if Mr. Dhuse would be able to provide an opinion as to the type and amount of paint needed, equipment needed, etc. Ms. Lindblom noted that Mr. Lindblom does not feel the entire building needs to be repainted at this time, only the front. It was questioned if Mr. Lindblom could provide the specs for an RFP. At this time, there are two bids for painting-each over $25,000 for the entire building. It was decided to take no action until spring. Website Update Mr. Walter reported the website is done, however, not yet running through the City website. It can be visited at yorkvillepubliclibrary.com. Coffee Shop Update Trustee Elder said she had contacted the coffee bar company mentioned last month, but hopes to have more information for the next meeting. Ms. Gryder looked at the Ace Coffee Bar website and they use machines. She suggested meeting with the Sugar Grove library personnel in January for further information. Library Survey Report Ms. Lindblom said a date will be set for the committee to meet and report back to the Board. Disaster Plan Security/Safety Policy Ms. Elder completed the survey on the Red Cross website and presented the following topics for discussion: 1. HVA—Hazard Vulnerability Assessment—comprehensive plans for the library 2. Electronic storage (on or off-site storage) of business information—emergency info for employees is at City and library. Server here only controls public computers 3. Business continuity plan?? Example: If several employees are sick, how would library operate? 4. Conduct emergency preparedness plans as part of programming. 5. Document business functions, implement emergency response plans, evacuation of library. It was noted the Fire and Police Departments, Sheriff's Dept. and FEMA also have programs. 6. Table-top exercises recommended for hypothetical situations 7. Need to look at lockdown policy/electronic door locking system 8. Ms. Elder will look at NIMS (National Incident Management System training (free on-line courses. Page 4 of 4 New Business: Approve Budget 2015-16 Finance Committee Chairperson Chacon said the proposed FY 2016 revenue is projected to be $721,418. She noted that the salaries and wages decreased slightly and the most notable change is an increase in Outside Repair and Maintenance to $20,000 to come from savings. No other items were cut and there is no line item for books. The only other area that could possibly be cut would be employees or their hours, but the Board opted not to do that at this time. Mr. Fredrickson added that the Fund Balance is 50%. A motion was made by Ms. LaChance to approve the budget as presented and Mr. Walter seconded the motion. Roll call vote: Chacon-yes, Somerlot-yes, Lindblom-yes, Johnson-yes, Gryder-yes, Walter-yes, Elder- yes, LaChance-yes. Passed 8-0. Install New Hot Water Pipe – Trico $4,205.00 New Chiller Pump – Trico $6,693.00 Ms. Pfister reported that the hot water pipe was approved informally last month and needed to be added to this month's agenda for formal approval. Since that time, a small explosion occurred in a chiller pipe that now needs to be replaced. This item was turned into insurance and the library should be reimbursed for all but the $1,000 deductible. A motion was made by Mr. Walter to approve Trico to install the above pipes in the amounts of $4,205 and $6,693. The motion was seconded by Ms. Gryder. Roll Call vote: LaChance-yes, Chacon-yes, Somerlot-yes, Lindblom-yes, Johnson-yes, Gryder-yes, Walter-yes, Elder-yes. Passed 8-0. Program Policy Trustee Gryder presented a proposed addition to the Programming Policy at the suggestion of Mr. Pfister and the staff. The addition would read “Yorkville Library card holders will be given first opportunity to register for a program.” Ms. Gryder moved to add this statement to the policy. Ms. LaChance seconded the motion. Ms. Pfister said cardholders would have 4-5 days to register for a program and then it would be opened to non-cardholders. Since the Board felt the existing language was somewhat confusing, Ms. Gryder withdrew her motion and the proposal will be sent back to the policy committee for rewording. This addition was prompted by entire programs being filled with non- cardholders in a few instances. Ms. Pfister said the programs should be available for taxpayers first. Additional Business: None Adjournment: There was no further business and the meeting was adjourned at 8:07pm. Minutes respectfully submitted by Marlys Young