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Library Minutes 2015 01-12-15Page 1 of 4 APPROVED 2/9/15 Yorkville Public Library Board of Trustees Monday, January 12, 2015, 7pm 902 Game Farm Road – Library Historic Wing The meeting was called to order at 7:03pm by President Beth Gambro. Roll Call: Sandy Lindblom-yes, Barb Johnson-yes, Beth Gambro-yes, Russ Walter-yes, Kate Elder-yes, Judy Somerlot-yes, Absent: Jo Ann Gryder, Carol LaChance, Susan Chacon Others Present: Library Director Michelle Pfister City Finance Director Rob Fredrickson Recognition of Visitors: Ms. Gambro recognized Mr. Fredrickson. Amendments to the Agenda: None Minutes: December 8, 2014 The minutes were approved as read on a motion by Ms. Johnson and second by Ms. Somerlot. Unanimous voice vote approval. Correspondence: A letter was received from the Secretary of State notifying the Board that a $21,151.25 per capita grant was awarded to the library. It must be spent by August 15, 2016. Correspondence was also received from the State's Attorney's office following up on the alleged Open Meetings Act violation of the August 11, 2014 Executive Session. The Session was re-done and no further action will be taken by the State's Attorney's office. It was briefly discussed what action could be taken if the violation was not rectified. Public Comment: None Staff Comment: None Report of the Treasurer: Budget Report Ms. Lindblom reported that the budget is at 67% of the FY, and 94.8% of total revenues. She said the following are below 67%: personal property taxes, subscription cards, investments and DVD rentals. Page 2 of 4 Expenditures showed full-time salaries are under budget. The Outside Repair and Maintenance is at 361.6% of the budget. The agent fees on investments were up, however, Mr. Fredrickson said it was a matter of timing and the figures shown are the final cost. Ms. Somerlot asked what is included in operating supplies. This is for maintenance/custodians and was slightly over budget. Ms. Pfister will ask the custodians to be aware of paper product spending. Computer equipment and software in the amount of $2,126 will be moved to development fees as it was mis-classified. Development fees of $3,150 were received, putting this category at 99% of the budget. The amount spent on books YTD is $8,181. Check Register Ms. Lindblom highlighted some of the monthly expenses. Other noteworthy expenditures included an annual State-required elevator inspection at a cost of $539. Ms. Pfister also noted that Trico had to be called to re-start mechanical equipment after power was shut off for three hours due to the Game Farm Road project. The check register total is $15,035.43. Other The Gifts and Memorials totaled $2,749.10 and is mostly for the Mini-Golf event. Cash Statement The total reserve amount is $334,000. Payment of Bills A motion was made by Ms. Somerlot and seconded by Mr. Walter, to pay the bills as follows: Bills: $21,946.45 Payroll: $34,350.38 TOTAL: $56,296.83 Roll call: Johnson-yes, Gambro-yes, Walter-yes, Elder-yes, Somerlot-yes, Lindblom-yes. Passed 6-0. Report of the Library Director: 1. Ms. Pfister reported the monthly statistics 2. Patrons likes the Omni system and requested this system be retained 3. Chicago Area Lego Users Group will bring in traveling display and 'kid' table, February 7th 4. Flier was put together by Shelley for January/February activities 5. Invitations were sent regarding library open house January 17th, City Council and Mayors, past and present, were invited. Friends of Library have done much to help. 6. Anniversary bench ordered by Friends should arrive this week 7. A booklet for the 100-year anniversary was compiled 8. Had many holiday parties for adult and kid programs Page 3 of 4 9. “Bring Your Own Device” help session was not as successful as hoped. 10. Young adult group had pizza party paid for by library employees 11. 112 people attended the Polar Express Christmas program 12. Jean & Jim Birch gave $200 to the library 13. The children's library had a 10-book challenge for K-6 14. Website is now working, agenda is posted and minutes will be posted when approved 15. Jason of Kendall County Health Dept. spoke to staff about any possible issues 16. Bart Olson contacted Michelle asking for a Board member to be part of City steering committee for planning. Russ Walter volunteered. 17. Have broken water pipe in bathroom 18. Have broken window on inside of double pane window Report from Friends/Judy Somerlot 1. Held practice run for mini-golf event, took less than 2 hours. Appreciated Michelle's help in opening up and locking up, etc. 2. Have great prizes for golf event, Jiffy Lube was very generous giving car washes, packages of various services. Other gift cards, gifts were also given by businesses. 3. Ozzie the Kane County Cougar mascot will be present City Council Liaison: None Standing Committees: Policy Trustee Johnson reported the Policy Committee had met to review the library service policy regarding programs. It was recommended by Library Director Pfister to give cardholders first chance at programs. The Policy Committee proposed amended verbage to give library cardholders the first opportunity to register for library programs. Ms. Johnson made a motion to adopt the policy with the amended sentence and Ms. Lindblom seconded the motion. Unanimous voice vote approval. Personnel President Gambro reminded the Personnel committee that the Library Director evaluation needs to be done in March. That committee will meet early in March. Unfinished Business: Building Siding No new information at this time. Coffee Shop Update No new information at this time. Library Survey Report Sandy, Susan and Michelle met to evaluate the recent library survey. Ms. Lindblom reported there were 178 responses with positive comments about the building and staff. Many comments were received suggesting extension of library hours by shifting times with possible Tuesday morning closure to allow for more evening hours. Additional books were also desired and respondents were very pleased with the inter-library loan program. The Board questioned whether or not the hours should be Page 4 of 4 adjusted. Ms. Somerlot asked how many of the respondents listed the hours as an issue. She said if there is a large proportion, then the Board needs to be responsive to those needs. Ms. Pfister stated that the library does not open until 10am and many programs are held in the morning. She said that if hours are shifted, patrons will be unhappy with the changes. The survey results requested more hours after 7pm and also preferred Saturday over Sunday. Chairman Gambro requested a recommendation based on the survey and said the Board should be responsive. Ms. Elder will draft a response on behalf of the committee. A suggestion was made to use volunteers or teens, however, it was noted that extensive training would be needed and there might be reliability challenges. Ms. Lindblom suggested an article in the newspaper to show the Board did consider the survey and state that due to financial constraints changes cannot be implemented at this time. Disaster Plan Security/Safety Policy Ms. Elder said she will present a more formal update at a future meeting. New Business: Review Executive Session Minutes President Gambro made a motion to go into Executive Session and Ms. Johnson seconded the motion: 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. Roll call: Gambro-yes, Walter-yes, Elder-yes, Somerlot-yes, Lindblom-yes, Johnson-yes The Executive Session began at 8:02pm and concluded at 8:18pm. New Business cont.: Ms. Somerlot moved to release Executive Session minutes for the following dates: February 8, 2010, May 9, 2011 and January 9, 2012. Ms. Johnson seconded the motion. The motion was approved unanimously by voice vote. Ms. Lindblom moved to keep “Packet 2” sealed and added to “Packet 1”. Ms. Somerlot seconded the motion and the motion was approved by unanimous voice vote. Adjournment: There was no further business and the meeting adjourned at 8:19pm on a motion and second by Ms. Johnson and Mr. Walter, respectively. Unanimous voice vote approval. Minutes respectfully submitted by Marlys Young