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Library Minutes 2015 03-09-15Page 1 of 4 APPROVED 4/13/15 Yorkville Public Library Board of Trustees Monday, March 9, 2015, 7pm 902 Game Farm Road – Library Historic Wing The meeting was called to order at 7:00pm by Board President Beth Gambro. Roll Call: Sandy Lindblom-yes, Barb Johnson-yes, Jo Ann Gryder-yes, Beth Gambro-yes, Kate Elder-yes, Susan Chacon-yes, Judy Somerlot-yes Absent: Carol LaChance, Russ Walter Others Present: Library Director Michelle Pfister City Finance Director Rob Fredrickson Tom Lindblom Recognition of Visitors: President Gambro welcomed the guests. Amendments to the Agenda: Ms. Gambro announced the Board would have an Executive Session at the end of the regular meeting. Ms. Somerlot also asked to move the New Business item to the beginning of the meeting and the Board concurred. New Business: (moved forward on the agenda) Replace the Trim on the Outside of the Historical Meeting Room Mr. Lindblom showed a sample of the Hardie siding on the library and showed a photo of the trim boards above the windows and said they are in need of painting. He said any bid over $20,000 requires competitive bids. If needed, Ms. Somerlot had drafted a maintenance RFP for the Historic Wing trim. It was noted Ms. Pfister has the authority to spend up to $2,000 without Board approval. Ms. Somerlot made a motion to ask Michelle to obtain estimates to scrape, prime and paint trim on the Historic Wing and move forward to authorize the painting if the cost does not exceed $2,000. Ms. Johnson seconded the motion. The funds would be taken from the library savings and if the cost is over $2,000, a second proposal will be obtained. Roll call vote: Johnson-yes, Gryder-yes, Gambro-yes, Elder-yes, Chacon-yes, Somerlot-yes, Lindblom-yes. Passed 7-0. Ms. Somerlot also met with Mr. Lindblom and Public Works Director Eric Dhuse regarding the building siding. The siding is in good condition, however, it just needs painting. She prepared a draft RFP if the Board wants to pursue and noted that three months are needed for the process. She stated that she wants the Board to take action since this has been discussed for five years. She noted that her term on the Board is up after May. Page 2 of 4 Mr. Lindblom stated the scope of the work will determine if an RFP, quote or formal bid is needed. He said only a portion of the building could be painted if desired. He pointed out that some areas on the east side have deteriorated due to snow melt. Ms. Gambro thanked Judy for the hard work on the RFP and added that she wants Mr. Walter's input also since he is spearheading this project. Prior to the April meeting, the Board will examine the building at 7pm. Minutes: February 9, 2015 Ms. Somerlot moved and Ms. Johnson seconded a motion to approve the minutes as read. Ms. Lindblom questioned a sentence regarding the library survey. The motion was withdrawn and Ms. Somerlot amended the motion which Ms. Johnson seconded, that the minutes should reflect that Ms. Johnson (not Ms. Lindblom) was not sure that the survey would show that patrons wanted more books. The minutes were then approved with that correction. Correspondence: None Public Comment: None Staff Comment: None Report of the Treasurer: Check Register Treasurer Lindblom highlighted some of the bills and reported the following expenses: $32,516.47 Payroll $20,587.89 Accounts Payable $53,104.36 TOTAL Budget Report The budget is doing well at 83% of the FY, development fees of $1,150 were received and the Memorials/Gifts has $7,514.86 thanks to the Friends. Payment of Bills Trustee Johnson moved to pay the bills as follows and Trustee Gryder seconded the motion: Bills: $20,587.89 Payroll: $32,516.47 TOTAL: $53,104.36 Roll call vote: Gryder-yes, Gambro-yes, Elder-yes, Chacon-yes, Somerlot-yes, Lindblom-yes, Johnson-yes. Passed 7-0. Ms. Gambro clarified that the money for the painting project would come from the Library Operations Fund. Mr. Fredrickson referred to page 2 of the Budget Report and said the library has a healthy Fund Balance at this time and has the highest percentage of Fund Balance in the City. Page 3 of 4 Report of the Library Director: 1. Ms. Pfister presented the monthly stats and said that new books were purchased with money from the book sale 2. WSPY promoted a program from Morris Hospital, however, no one attended on the bitterly cold night 3. Friends will sponsor an author event on March 28th with cookies and lunch provided by the Friends. Will also sponsor Edgar Allen Poe program on April 15th. 4. High school English class brought their classroom to the library 5. Kindergarten round-up attended by 42 kids 6. The library was featured in the high school newsletter 7. Reading specialists came to the library to assist with reading skills 8. Had Lego program with 300 attendees, letters were sent to Target and Walmart soliciting donated Legos 9. 4-H group presented two educational programs 10. Received $100 donation from Don & Carol Hirsch 11. Additional memorial money received for Dr. Gruber 12. ComEd has offered free mulch, was suggested that Friends & Board can help spread it. Kate suggested leftover mulch be given to volunteers. 13. During construction of Game Farm Rd., road will be blocked off and library patrons must enter by tennis courts and exit through library parking lot. Ms. Gambro noted school's concern of possible power outages and loss of computer service. Ms. Elder suggested asking the City to advise the contractor about the bills received due to power outages. Michelle will present bills to City Administrator Olson and ask for advice. 14. Michelle discussed the ice on the roof above the main door and said that ice-preventing devices have fallen off the roof. Ice is now gone. City Council Liaison: None Standing Committees: Personnel Library Director evaluation will be discussed in the Executive Session. Unfinished Business: Coffee Shop Update Ms. Gryder said the committee met prior to this meeting and is still reviewing details. The coffee shop operator at Sugar Grove Library suggested a coffee cart. Ms. Gryder is still waiting for information from Starbucks. She did ascertain that zoning laws consider a coffee shop an 'allowable use'. Disaster Plan Security/Safety Policy The Kendall County Sheriff's office was contacted by Trustee Elder and they will assign someone to assist the library. Library Survey Report President Gambro opened a discussion about the library hours and said she would like to shift hours of operation in response to the library survey. She presented proposals to review and discuss at the next meeting. Michelle will ask for staff input. Ms. Johnson stated that an immediate concern is that Monday is a warming center day. Page 4 of 4 In response to the survey, a summary was drafted to serve as a press release for the Kendall County Record. After discussion, the Board decided the article (with minor changes) would be forwarded to the newspaper. If changes are made in the library hours or other aspects, another article will be forwarded to the paper. Unfinished Business: Building Siding Ms. Gryder asked for discussion of the information she prepared about the building siding. Ms. Pfister said she had contacted the library attorney who charges $200 per hour and would take two hours to review. Ms. Gryder made a motion to spend $200 per hour for 2 hours, for the attorney to review the documentation she compiled to determine if litigation is possible or to contact other persons to determine if litigation is possible. Ms. Gambro seconded the motion. Ms. Lindblom said she was opposed to this action since the library cannot afford it. Ms. Elder added that the warranty agreement stated the maintenance must be done at a certain time and the case is probably not worth pursuing. Ms. Gambro and Ms. Chacon felt if it was possible to recoup some expense by having an attorney investigate, the Board should approve this expenditure. Trustee Gryder said if the Board moved forward with this matter, it would be done on contingency, meaning no expense would be incurred unless a settlement was reached. Ms. Somerlot said too much time has passed and the touchup painting was not done. A roll call vote was taken on Ms. Gryder's motion: Gambro-yes, Elder-no, Chacon-abstain, Somerlot-no, Lindblom-no, Johnson, no, Gryder-yes 2-yes, 4-no, 1 abstain. Motion failed. Executive Session: Ms. Somerlot made a motion to move to Executive Session for the appointment, employment, compensation, discipline, performance or dismissal of specific employees of the public body 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 on this date, March 9, 2015. Ms. Chacon seconded the motion. Roll call: Elder-yes, Chacon-yes, Somerlot-yes, Lindblom-yes, Johnson-yes, Gryder-yes, Gambro-yes. Motion passed 7-0. Executive Session began at 8:17 pm. It ended at approximately 8:33pm on a motion by Ms. Somerlot and second by Ms. Elder. At approximately 8:34pm the regular session resumed. Trustee Lindblom moved to accept the Library Director evaluation as presented and the motion was seconded by Trustee Johnson. Unanimous voice vote approval. Additional Business: None Adjournment: There was no further business and the meeting was adjourned at 8:34 on a motion by Ms. Somerlot and second by Ms. Gryder. Minutes respectfully submitted by Marlys Young, Minute Taker