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