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Library Minutes 2015 02-09-15Page 1 of 5 APPROVED W/CORRECTIONS 3/9/15 Yorkville Public Library Board of Trustees Monday, February 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: Beth Gambro-yes, Russ Walter-yes, Kate Elder-yes, Judy Somerlot-yes, Sandy Lindblom-yes, Barb Johnson-yes, Jo Ann Gryder-yes Absent: Carol LaChance, Susan Chacon Others Present: Library Director Michelle Pfister City Finance Director Rob Fredrickson Tony Scott, Kendall County Record Recognition of Visitors: Ms. Gambro welcomed the guests. Amendments to the Agenda: Ms. Gambro said the Board would have an Executive Session at the end of the regular session. Minutes: January 12, 2015 The previous meeting minutes were approved as presented on a motion by Ms. Somerlot and second by Ms. Johnson. Approved on a voice vote. Correspondence: Ms. Pfister said she had received a second letter regarding the State per capita grant award. Public Comment: None Staff Comment: None Report of the Treasurer: Check Register Treasurer Lindblom reviewed some of the invoices and noted that two of them were charges incurred due to the power being turned off for the Game Farm road re-construction. The total of the register is $14,442.59. There were three payrolls in this time period. The total disbursements were $71,730.78. Page 2 of 5 Budget Report Ms. Lindblom said the budget is at 73% of the year and that $808 in property tax was received. The subscription cards increased significantly with a total of $694. The total revenue received was $7,564 or 96% of the budgeted amount. She said the Outside Repair and Maintenance continues high at 362% of the budget. Development fees of $1,500 were received. The Memorials and Gifts has a balance of $2,414.36, most of which is for the mini-golf. Cash Statement Treasurer Lindblom said most of the money from “Library Operations Reserve” was transferred to “Library Operations”. Mr. Fredrickson said $334,000 is the approximate amount in the reserve fund and some money remains in IMET. Payment of Bills Trustee Johnson moved to pay the bills as follows and Trustee Gryder seconded the motion: Bills: $23,816.78 Payroll: $47,914.00 TOTAL: $71,730.78 Roll call: Walter-yes, Elder-yes, Somerlot-yes, Lindblom-yes, Johnson-yes, Gryder-yes, Gambro-yes. Passed 7-0. Report of the Library Director: 1. Ms. Pfister reported the January statistics for check-outs, e-books, etc. She also said that patrons prefer the Omni system because of a larger choice and audio books, etc. 2. Library employees Shelley and Dixie were on WSPY-TV and mini-golf was also featured 3. The library 100-year celebration kick-off had 85 attendees. The Friends and Master of Ceremonies Judy Somerlot did amazing jobs! 4. 256 participated in mini-golf event 5. Children's programs well-attended 6. New program “Family Reading Night”, one family attended 7. A high school class came to the library for their class 8. 4-H group did four programs 9. Library closed on February 2nd due to snow (attempted to open, however, City website showed all buildings closed). Back door would not lock when Michelle left, locksmith came next day, door malfunctioned due to cold. Friends of the Library Report by Judy Somerlot: 1. Mini-golf decorations were outstanding, clowns and Cougar's mascot Ozzie were present. Normal charge for Ozzie is $50/hour, however, they will not charge library and Ozzie has already committed to appear next year at no charge! 2. 38 volunteers helped with event 3. Took in $4,225, had $100 in expenses and made approximately $4,100 4. Library has received $2,500 from mini-golf event 5. At their meeting, the Friends approved $1,500 each for kids' and adult programs, $1,600 for adult book purchase, $1,700 for adult programs 6. Friends will begin to track volunteer time in the event a grant becomes available City Council Liaison: None Page 3 of 5 Standing Committees: None Unfinished Business: Building Siding Ms. Gryder compiled a notebook of correspondence and other documents regarding the ongoing building siding issue. She drafted a letter for a library attorney review to determine possible litigation. She then made a motion to present this notebook of information to the attorney for his review to determine if there is cause for action regarding the Hardie siding and the ongoing deterioration of the paint. Ms. Johnson seconded this motion. In discussion, Ms. Somerlot asked about language regarding the need for painting after two years. Although Ms. Gryder did not find evidence regarding this, Mr. Walter thought it was part of the construction notes. Ms. Somerlot said that commitment was not honored. Ms. Johnson questioned the cost of sending this information to the attorney. If approved by the Board, Ms. Gryder suggested asking Michelle to call the attorney to inquire about the cost and said perhaps the attorney would take the case on contingency. Ms. Gryder added that a settlement might be offered as they do not want this type of lawsuit to hurt their reputation. Ms. Somerlot said she would be in favor of legal review at no cost, but she reiterated that the building had not been painted as recommended and the contract was signed at the time of construction. At this time, Ms. Gryder withdrew her previous motion and amended it to say that she recommended having attorney review if there no cost for the review. Ms. Johnson seconded the amended motion. Ms. Gambro added that the Board has not had anyone with specific expertise look at the information and said perhaps it's worthwhile to do so. It was noted there is still $1,000 in the legal budget. There was a voice vote with all Board members except Ms. Lindblom, in favor of the motion. Ms. Pfister offered to fax the cover sheet/letter that Ms. Gryder drafted and ask what it would cost for a review to determine if the library has a case. Michelle will report back to the Board. Coffee Shop Update The committee met, however, the coffee shop owners did not attend. In the meantime, the committee will check on possible zoning restrictions and will contact Starbucks and Panera regarding carts they might bring to a business. The historic room and the hallway adjoining the courtyard entry were discussed as possible locations. The committee will meet again in March. Library Survey Report Ms. Elder compiled the survey results into a PowerPoint presentation and tallied the answers into percentages based on the number of people who answered the question. She said 178 people completed the survey and in general, they were very happy with the library and staff. There was discussion regarding patron desire for print books vs. digital. Ms. Johnson said she was concerned about the survey not showing the public wanted more books. Also discussed again was a possible change of hours to accommodate working people. Ms. Gryder said people can acclimate to new hours and a change should be considered. Page 4 of 5 Ms. Elder said the summary was a tool for drafting an article for the newspaper to thank the public for taking the survey and possible action regarding their concerns. When asked about City surveys, Mr. Fredrickson said that no formal article is submitted to the newspaper, but the results are presented at a Council meeting. The Board also had some concern about the percentages being misleading. Details and facts will be verified and then emailed to all Board members. Ms. Gambro suggested the survey results and positive comments be placed on the TV near the reception desk and on the website. After the survey results are verified, a recommendation is requested from the committee. Disaster Plan Security/Safety Policy Ms. Elder said she will continue to reach out to Joe Gillespie at the County. This item will come back for further discussion. New Business: PrairieCat Express Lane $3,000 – License Ms. Pfister said only one of the three original book check-outs is now functional on the 8-year old system. It has security tags that eventually will become obsolete. Ms. Pfister noted that librarians can still check out books for patrons, but the new system provides privacy. Prairie Cat has offered an Express Lane self-checkout system which includes the software, license and maintenance. The first license is $3,000 for one year and then $363 per year thereafter. The library would also need to purchase a computer and scanner for each checkout system. Ms. Pfister said the system is good and there is money in the automation budget. She recommends buying just one at this time, however, Ms. Lindblom recommended buying a second unit since that price would be $1,800. Ms. Somerlot asked if a receipt printer is part of the package, however, it is not and the library would have to purchase one. Ms. Gambro noted that $3,000 is for the license only and the rest of the equipment would be approximately $1,200 for a total of $4,200 for one unit. Board members said this system would be a nice perk, however, not a priority. Ms. Somerlot said the self-checkouts were very popular at the Denver library where she was employed. Since 14 libraries are ordering these items very soon, Ms. Pfister will ascertain if a purchase decision can wait until March. A motion was made by Ms. Somerlot to approve spending $3,000 for a Prairie Cat Express Lane license. Ms. Gryder seconded the motion and noted that Michelle is allowed to spend $1,800 without Board approval. Discussion included whether or not this system takes priority over buying new computers. Ms. Gryder feels it is a priority, that other libraries have this system and it is important for automation. Ms. Gambro commented that the library should have the system and the automation could allow staff to be better utilized. Roll call vote: Elder-yes, Somerlot-yes, Lindblom-yes, Johnson-yes, Gryder-yes, Gambro-yes, Walter- yes. Passed 7-0. Page 5 of 5 Executive Session: Ms. Lindblom 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. Ms. Somerlot seconded the motion. Roll call: Somerlot-yes, Lindblom-yes, Johnson-yes, Gryder-yes, Gambro-yes, Walter-yes, Elder-yes. Passed 7-0. Executive Session began at 8:32pm and ended at 8:56 on a motion by Ms. Gryder and second by Mr. Walter. President Gambro announced that no action would be taken on the matter discussed. Additional Business: None Adjournment: There was no further business and the meeting was adjourned at 8:56pm on a motion by Ms. Lindblom and second by Mr. Walter. Minutes respectfully submitted by Marlys Young, Minute Taker