Library Minutes 2015 08-10-15Page 1 of 4
APPROVED WITH CORRECTIONS
09/21/2015
Yorkville Public Library
Board of Trustees
Monday, August 10, 2015, 7pm
902 Game Farm Road – Library Historic Wing
The meeting was called to order at 7:00pm by President Beth Gambro.
Roll Call: Sandy Lindblom-yes, Barb Johnson-yes, Jo Ann Gryder-yes, Beth Gambro-yes,
Russ Walter-yes, Carol LaChance-yes, Susan Chacon-yes
Absent: Kate Elder, new Board member Wamecca Rodriguez
Others Present:
Library Director Michelle Pfister
Library Liaison Alderman Seaver Tarulis
Finance Director Rob Fredrickson
Daniel Chacon, Boy Scout
Recognition of Visitors:
President Gambro recognized the visitors. Boy Scout Daniel Chacon stated he was attending the
meeting for a merit badge requirement. President Gambro also welcomed Ms. LaChance back to the
Board meetings.
Amendments to the Agenda: Ms. Gambro said the standing committees will be reviewed under
New Business. She also wants to discuss having the Board move in an environmentally-friendly
direction by going paperless.
Minutes: July 13 , 2015
Ms. Lindblom asked for one change as follows: On page 3, 1st paragraph, one word should be added to
the last sentence to read “...Ms. LaChance had previously suggested moving..” A motion was then
made by Ms. Johnson and seconded by Mr. Walter to approve the minutes as amended. Unanimous
voice vote approval.
Correspondence: None
Public Comment: None
Staff Comment: None
Report of the Treasurer:
Treasurer Lindblom reported the credit cards bills totaled $440.30
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Check Register
1. A big increase is expected in operating fund next month due to $2,386.49 for electric work.
Almost all lights are working now, flag pole light to be fixed after winter season.
2. Chiller problem will cost $181.83
3. Charged $212.94 for copy of State Statutes for library
4. Wall Street Journal was ordered for 2 years, Friends previously purchased. Ms. Johnson said
the invoice should be given to the Lion's Club. Ms. Pfister said patrons do use this publication
and all libraries should subscribe to the Journal.
5. There were 3 payrolls for the month
Comments on the report: After this month, there should be no further charges for the Call One
telephone line. President Gambro asked how snacks, craft costs for the programs were covered. There
is a line item for those costs and the cost per program is $1 per child or $5 for non-cardholders and
some programs are free.
Budget Report
The budget is now at 25% of the FY and have received 50% of the budget
Library fines were received
Repair and maintenance expenses are somewhat over budget
$1,800 development fees received
Gifts and Memorials has a balance of $3,806.16
6. The FY 2015 budget report was included since the auditors have reviewed and Mr. Fredrickson
reported these are unofficial numbers. He said there was a slight deficit of $4,400 resulting in an
ending Fund Balance of about $467,000. He said this is a healthy Fund Balance
Cash Statement
1. Library operations fund is down. Property tax deposited here pays bills
Payment of Bills
A motion was made by Ms. Gryder and seconded by Ms. Chacon to pay the bills as follows:
Accounts Payable: $17,796.41
Payroll: $50,236.17
TOTAL: $68,032.58
Roll call: Johnson-yes, Gryder-yes, Gambro-yes, Walter-yes, LaChance-yes, Chacon-yes,
Lindblom-yes. Passed 7-0.
Report of the Library Director:
1. Ms. Pfister presented the monthly statistics and commented that the road construction has not
greatly affected the library
2. $314 was received for overdue books
3. Friends book sale will be held Labor Day weekend
4. Creative writing class had 10 people
5. PLARN (plastic yarn) class making chair pads from plastic bags. Ms. Lindblom commented
the PADS program cannot use since they are too heavy, however, homeless people in a Chicago
ministry program are able to use.
6. Teen group has a writing program
Page 3 of 4
7. Summer reading program held for adults and kids
8. “How to be A Viking” program had 181 participants and was organized by Trustee Barb
Johnson. Michelle received thank you note from Barb for library support and library staff
assistance. $100, a book and newsletter was also donated to library.
9. Received certificate of appreciation from Kendall County Vocational program for having 2 of
their students assist with washing books
10. Trustee Elder received certificate for the Open Meeting on-line training
11. August is American Appreciation Month at the library
12. Artwork of all types on display from Friends and is part of 100-year celebration
13. Sound Inc. replaced 2 cameras
14. Several library lights were replaced by city personnel over 3 week period
Ms. Pfister also discussed the condition of the building including chipped paint, plants growing in
gutters, roof needs cleaning, concern for possible water problems on high points of building, weeding is
needed, etc. She said library employee Dixie does some weeding on her own. Eric Dhuse was
contacted regarding possible tree-trimming assistance from City. She also noted the back and front
door entrances and the window by the young adult area need work. It was decided nothing should be
done about the front entrance until the next budget is reviewed. Ms. Lindblom asked if Alderman
Tarulis could ask the City for assistance. Ms. Gryder asked if Tom LeCuyer had submitted a quote for
the front of the library. It was for $7,700 but included the entire south side of the library. A bid for the
front entrance was $2,000 which Ms. Gryder will verify. Ms. Pfister also asked for quotes from other
contractors and received an estimate of $25,000 for the entire building. It was noted that some of the
reserve money is already used each month for bills. Ms. Gryder suggested the reserve money should
be in a separate account. A building maintenance referendum was also suggested along with the idea
of using money from developer fees.
City Council Liaison: No report
Standing Committees:
Finance
Ms. Chacon said the Finance Committee met to examine wages paid and the cost per hour if library
hours were increased. The average cost per hour was calculated as ranging from $58.76 to $80.74.
That translates to $4,680 per year to be open 3 hours on Sunday or any day. The committee felt that if
the library spends the money to be open extra hours, then raises need to be given, so they recommended
against the increased hours. Ms. Pfister also noted there is no PrairieCat backup on Sunday. The final
recommendation was to not increase hours of operation.
Unfinished Business:
Disaster Plan Security/Safety Policy
Ms. Pfister has met with Terry Klingel from the Police Department and he recommended just calling
9-1-1 in an emergency. In an emergency, he said to secure the front doors, being careful to not lock the
police out and to move patrons to a safe area. He also provided the school's disaster plan to Michelle.
New Business:
Proposed Options for New Hours
In regards to changing library hours, Ms. Gambro noted the library staff said not many patrons come to
the library after 8pm. After a brief discussion, Ms. Lindblom moved to keep the current hours and Ms.
Johnson seconded the motion. Unanimous voice vote approval.
Page 4 of 4
Committee Review
President Gambro reviewed the present committee assignments. The new Board member will take
Judy Somerlot's place and Ms. LaChance will become the Personnel Chairman and Ms. Gryder will be
the Policy Chairman.
Reducing Library Footprint
Ms. Gambro suggested double-sided copying of documents for the meeting and also inquired about
laptop availability for meeting use. Mr. Walter will check on the laptops. She also wondered about the
possibility of projecting the documents on a screen. Ms. Johnson suggested receiving the agenda by
e-mail and printing what is desired. President Gambro asked the Board members to think about
possible changes and said the school district is using less paper. Ms. Pfister said she needs paper
copies for the binders upstairs in the library. She also suggested each Board member bring their own
copy of the minutes.
Additional Business:
Trustee Gryder said the Illinois Library Association website reported the Rockford Schools and the
Rockford Library have partnered to provide library cards to students out of the library service area.
The school is paying the cost and is saving money by not having to purchase some of the databases
they now have. Ms. Gryder will email this info to all Board members.
Ms. Pfister said she needs the Disaster Plans for updates.
Adjournment:
There was no further business and the meeting adjourned at 8:07pm on a motion by Ms. Gambro and
second by Ms. Chacon. Unanimous voice vote approval.
Minutes respectfully submitted by
Marlys Young