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Library Board Packet 2015 05-11-15 Agenda Yorkville Public Library / Historical Meeting Room Board of Trustees May11 , 2015 - 7 : 00 P.M . 902 Game Farm Road 1 . Roll Call 2 . Recognition of Visitors j 3 . Amendments to the Agenda i 4. Minutes I 5 . Correspondence 6. Public Comment 7. Staff Comment S. Report of the Treasurer Financial Statement Payment of Bills 90 Report of the Library Director Statistics 10. City Council Liaison 11 . Standing Committees Policy Personnel Finance Community Relations 12 . Unfinished Business Building Siding Coffee Shop Update Library Survey Report Disaster Plan Security/Safety Policy 13 . New Business State Report Phone Bill Review 14. Executive Session (if needed ) 1. 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. i 15 . Adjournment i i I i DRAFT Yorkville Public Library Board of Trustees Monday, April 13 , 2015 , 7pm 902 Game Farm Road — Library Historic Wing The meeting was called to order at 7 : OOpm by Board President Beth Gambro . Roll Call: Susan Chacon-yes, Judy Somerlot-yes, Sandy Lindblom-yes, Barb Johnson-yes, Jo Ann Gryder-yes, Beth Gambro-yes, Russ Walter-yes, Kate Elder-yes Absent : Carol LaChance j Others Present. Library Director Michelle Pfister City Finance Director Rob Fredrickson President Gambro announced that the Board would be taking a tour around the outside of the building to view building maintenance concerns. On the tour, Ms . Pfister pointed out some boards that need replacing on the east side of the building, the Board looked at the nail holes and boards that needs replacing on the historic wing and observed the ice-stoppers that had fallen off the roof, etc. I Recognition of Visitors : President Gambro welcomed the guests . Amendments to the Agenda : Ms. Gambro asked to have a discussion about library hours under Unfinished Business-Library Survey Report. Minutes : March 9, 2015 The minutes were approved on a motion by Ms. Johnson and second by Ms. Somerlot. Voice vote j approval . Correspondence: None Public Comment: None Staff Comment: None Report of the Treasurer: Check Register Treasurer Lindblom highlighted some of the monthly bills including the light bulbs and books purchased, tech person, PrairieCat fees, Kuhn plumbing and elevator costs . A Trico pump repair bill for $ 16, 863 . 94 was noted and approximately $ 10,000 was reimbursed from the insurance company. Page 1 of 4 i Budget Report The budget is at 92% with one month left in the FY. Ms. Lindblom mentioned a transfer from the general fund which is for unemployment and liability insurance. It was noted the employees do pay j into the health insurance and the amount is dependent on participation in PPO or HMO . Also noted was the outdoor repair and maintenance at 404% of the budget, due to the Trico bill . Janitorial supplies are also high, but other expenditures are below budget. Development fees of $2, 800 were received. Memorials and gifts are at $ 6,949. 13 due to donations by the Friends group . Cash Statement It was noted an April payroll is reflected due to timing. Mr. Fredrickson said this number will appear again on the May report. i Mr. Fredrickson reported on the IMET funds . He said 238 muncipalities were defrauded and the library had an amount of $9,300. He said $9, 100 is still restricted with $ 162 having been recovered. The perpetrator's hotel properties will be sold to help recoup the money and it is hoped to cut the loss in half and eventually recover the entire amount. The City restricted funds are $304,000 . President Gambro commented on the Trico bill reimbursement. It is reflected in revenue under miscellaneous and there will be additional reimbursement next month. Ms. Lindblom commented that next year's Outside Repair and Maintenance budget was increased. I Ms. Johnson moved and Ms . Gryder seconded the motion to pay the bills as follows : Expenditures : $41 ,981 . 30 Payroll : $33 ,624 . 57 TOTAL : $755605 . 87 Roll call : Chacon-yes, Somerlot-yes, Lindblom-yes, Johnson-yes, Gryder-yes, Gambro-yes, Walter-yes, Elder-yes . Passed 8 -0 . Report of the Library Director. 1 . Ms. Pfister presented the library statistics for March 2. Overdue fines can now be paid on PrairieCat, if over $5 . 00. Patrons cannot check out books or use computers if overdue fines. 3 . Author event was promoted onWSPY radio . Approximately 75 attended and lunch was provided for authors by Friends groups . Teen group assisted with setup . 4 . All 3 book clubs will meet together in July as suggested by men's group 5 . National Library Week is April 12- 15 and April is National Poetry Month. 6 . Staff initiated "Blossoms for Books" in effort to obtain 100 kids' books for 100-year celebration. 7 . Michelle has joined Chamber, National Library Association and Illinois Library Association 8 . Ms . Somerlot reported the Edgar Allen Poe program in April and Charlie Chaplin program on June 17th are sponsored by the Friends. She said the staff did a fantastic job on the author event. She also recognized Shelley Augustine for her letter to the Kendall County Record regarding National Library Week. A photo will be in the Record. 9 . Ms . Gryder said the Friends dedicated the donated bench at their meeting and she read the remarks Dixie made at the dedication. City Council Liaison : None Page 2of4 Standing Committees : None Unfinished Business : Building Siding As requested, Ms. Pfister presented an estimate for repair of the fascia. Ms . Somerlot then made a motion to authorize Michelle to spend $2, 150 to prime, repair and paint the upper fascia on the old part of the library. Ms . Johnson seconded this motion. i Discussion : Since the "lift" would be on the grounds, Ms. Lindblom wondered if any other repairs should be made at that time. Ms. Elder asked if the $2, 150 included the lift, which it does, however, she recommended that the Board should be conservative and spend only what is needed. These funds will come from the emergency savings. Ms . Gryder then called the question on the motion on the floor. Roll call : Somerlot-yes, Lindblom-yes, Johnson-yes, Gryder-yes, Gambro-yes, Walter-yes, Elder-yes, Chacon-yes . Passed 8 -0 . It was noted a bid over $20,000 requires an RFP, however, an RFP can be done for any amount. In the quote received by Ms . Pfister, the approximate total cost to repair the building is $25 , 160 . Coffee Shop Update Ms. Johnson visited the library coffee shop in Batavia where the vendor has the complete responsibility and pays $500 monthly rent to the library. The space is comparable to the proposed one for this library. The vendor serves coffee and pastry. No action taken. Library Survey Report Ms . Gambro received staff input regarding library hours and she will compile this information prior to the next meeting. She asked for Board input as well . Overall, closing on Monday was not favored and it was noted that Monday is the day for P.A.D . S . which has used this location 5 years . The library is also a cooling center in the summer. Patrons also use the computers on Monday. As a working parent, Ms . Elder said Sunday is a day to use the library. Ms . Somerlot said the library formerly had school year and summer hours and Sunday hours are less needed in the summer. Ms. Gryder asked if an 8 : 30 closing time is too late for parents of young children and Ms. Chacon commented that it is hard to get to the library before 7pm . President Gambro suggested not changing the hours during the road construction and Ms . Pfister commented that there are fewer patrons already due to the roadwork. Disaster Plan Security/Safety Policy No update at this time, waiting for information. Quote for the Trim on the Outside of the Historical Meeting Room Already discussed . New Business : � Landscaping Estimates Ms . Pfister was asked to obtain estimates for cleanup of the library campus since there are not enough adult volunteers . The low bidder was Montgomery Landscaping at $ 825 . Ms . Johnson moved to hire Montgomery Landscaping for $ 825 and Ms . Chacon seconded this motion. Roll call : Chacon-yes, Somerlot-yes, Lindblom-yes, Johnson-yes, Gryder-yes, Gambro-yes, Walter- yes, Elder-yes . Passed 8 -0 . Page 3 of 4 Public Notice 2015/2016 The 2015/2016 Library Board meeting dates and library closures were presented for approval. Once approved, a copy will be published in the Kendall County Record. Ms . Lindblom moved to approve the Public Notice of meetings and closures as printed and Ms. Somerlot seconded. Voice vote approval . i Participant in Public Act 92-0166 Non Resident Fee Card Ms . Pfister said public libraries are required to decide about participation in non-resident fee cards. It has been approved each year. The cost is based on the non-resident's tax bill. Ms. Gambro said some parents with children in Yorkville School believe their taxes support the schools . However, not all live in the City limits. Ms. Elder wondered if the non-resident fee could be increased and Ms. Lindblom added that some taxpayers pay more than non-residents. Ms . Somerlot made a motion to approve participation in Public Act 92-0166 for non-resident fees and Ms . Johnson seconded. Voice vote approval unanimous . Additional Business : There was discussion of replacing the roof ice-breakers and Mr. Walter said he would speak with the handyman . Since this was Ms. Somerlot's last meeting as a member of the Board, the Trustees thanked her for her help and expertise during her tenure. i Adjournment: There was no further business and the meeting was adjourned at 8 : 28pm. i Minutes respectfully submitted by Marlys Young, Minute Taker Page 4 of 4 i H I O O O H i I o in D o to N m O m 0 . . , r H Ln 0 O W I m H N C7 I � I N a, I m L i a !7 � I CD i J F JL I U E I o O 0 0 0 Cl H H H H to H H lD kD O O W I FC 1 Q I �n Ln N N CD m O Co m m w 1 Ln Ln Ln U-) m , 4 N N F I 0 H I QO 1 1 m 1 I � I I I 1 � I 1 N Ln w 1 w m c .-1 m I V # d' C C w I ul # . . u7 . . kn . . Ln . . m . . ! 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H 1 a o H o U o z o D a O I U vo W F- < I z a m K w I H a _ w H W I Q >4 9 O X 1 a o a w Hzi a O 0 O w I m I J S 1 0 O I S I 00 • I H W ^) o OG I w U) U r m CD Q I z rn FC a` x N Ln r u z I �:D M Q M P' w H N H W I O H 0 to O Ln \ • • N 1 U) fx F N >+ H Ln H W I 0 o C I Ln N I O M C to Q I r r r • • • • H x 1 m 01 of E 22 U w I o 0 0 Q H a U I PUBLIC YORKVILLE PUBLIC LIBRARY PAYROLL SUMMARY April 10, 2015 REGULAR OVERTIME TOTAL IMRF FICA TOTALS LIBRARY 15 , 060 .40 - 15 , 060 .40 819071 11127 . 65 17 , 007 . 76 TOTALS $ 15,060 .40 $ - $ 15 ,060 .40 $ 819 .71 $ 15127 .65 $ 17,007.76 PAYROLL SUMMARY April 24, 2015 REGULAR OVERTIME TOTAL IMRF FICA TOTALS LIBRARY 14 , 602 . 59 - 14 , 602 . 59 819 . 70 11092 .64 16 , 514 . 93 TOTALS $ 143602. 59 $ - $ 14,602 . 59 $ 819. 70 $ 1 ,092.64 $ 16,514. 93 TOTAL PAYROLL $ 339522969 Page 7 of 8 'i i i PUBLI LIBRARY YORKVILLE LIBRARY BOARD BILL LIST SUMMARY Monday, May 11, 2015 j ACCOUNTS PAYABLE Library Check Register - FY 15 05/11/2015 $5, 640 . 88 Library Check Register - FY 16 05/11/2015 $5, 112 . 50 FY 2015 Guardian - April 2015 life insurance 04/14/2015 $ 63 .06 Guardian -April 2015 dental insurance 04/14/2015 $372 . 24 Eye Med - April 2015 Vision Ins . 04/14/2015 $40. 11 Call One -January 2015 Service 03/10/2015 IPRF -2014 Audited Work Comp 04/28/2015 $323 .58 Call One -March 2015 Service 04/28/2015 $ 61 .97 FNBO-Menards 04/24/2015 $ 159. 99 Comcast - 02/10-04/09 Internet 04/24/2015 $259. 70 Rush Copley- New Employee Drug Screening 04/24/2015 $40.00 Office Max - Office Supplies 04/24/2015 $76 . 95 DAC - March 2015 HRA Fees 04/24/2015 $ 12 .00 FY 2016 BCBS -May 2015 Health Insurance 04/28/2015 $4, 843 . 77 TOTAL BILLS PAID: $ 17,006 . 75 I PAYROLL DATE B i-weekly 04/10/2015 $ 17,007 . 76 Bi-weekly 04/24/2015 $ 16,514.93 TOTAL PAYROLL: $33,522 .69 I TOTAL DISBURSEMENTS : $50,529 .44 00 o co i i a e e a e e f, e AAA AAA M 1, m �° c °o °o < � r m 7 v v v '3 °v' h m o r O c-4 b O O V' O ° P r P r q m O r P 1\ b W O m CA 9 t S kM O O O O O J O 0 j O Yi N r O C h m O O ° O O 8 ? 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Fully MEMBER LIBRARIES Participating members are voting members and may hold 2 college libraries any office. 56 public libraries Basic Online Member - a library that has use of all basic circulating, cataloging and online catalog functionality 6 school districts within the PrairieCat software, but not all of the modules available to Fully Participating members. Basic Online members are voting members and may hold any office. 10 BASIC ONLINE MEMBER LIBRARIES 8 public libraries Union Listing Member - a library that contributes its holdings to the database for resource sharing activities 2 school districts only and has limited use of member functionality within the PrairieCat software. The Union Listing standing group will select four representatives to be the group's co-chairs. 64 UNION LISTING Each of the four representatives will have voting privileges MEMBER LIBRARIES at Delegates Assembly meetings. 26 public libraries DATABASE FACTS (July 2014) 32 school districts 373,577 patrons 6 corporate, medical or other 4,102,953 items special libraries 1,022,457 bibliographic records TOTALS: 126 MEMBER LIBRARIES 1,162,462 authority records 2 college libraries RESOURCE SHARING FACTS (FY2014) 84 public libraries 4,846,505 items circulated 36 school districts 549,105 interlibrary holds filled 4 corporate, medical or other 475,635 reciprocal borrowing special libraries transactions between PrairieCat libraries GOVERNANCE The affairs of PrairieCat are managed by the Administrative Council, an eleven member board elected by the Basic Online and Fully Participating members. The Council sets policy, receives and approves recommendations from standing groups, oversees fiscal operations, and makes recommendations to the Delegates Assembly for purchases over $5,000 outside the approved budget. The 4)elegate& i°o senibly of PrairieCat consists of a representative from each Fully Participating and Basic Online Member as well as four Union Listing representatives acting as co-chairs of the Union Listing standing group . The Delegates Assembly provides input to help shape Administrative Council decisions, approves the budget, approves new members, approves the PrairieCat strategic plan and votes for open seats on the Administrative Council. http://support.prairiecat.info