Library Minutes 2015 09-21-15Page 1 of 5
APPROVED 10/12/15
Yorkville Public Library
Board of Trustees – Special Meeting
Monday, September 21, 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:
Jo Ann Gryder-yes, Beth Gambro-yes, Russ Walter-yes, Kate Elder-yes, Carol LaChance-yes,
Susan Chacon-yes, Wamecca Rodriguez-yes, Sandy Lindblom-yes
Absent: Barb Johnson
Others Present:
Library Director Michelle Pfister
Alderman & Library Liaison Seaver Tarulis
Recognition of Visitors:
President Gambro recognized Mr. Tarulis.
Amendments to the Agenda:
President Gambro asked to move the Building Maintenance discussion forward on the agenda.
City Council Liaison: (moved forward on agenda)
Building Maintenance
Mr. Tarulis discussed the library building issues with City Administrator Bart Olson. Mr. Olson asked
City employees Scott Sleezer and Eric Dhuse to examine the library and possibly offer assistance.
Unfortunately, the other departments are too short-handed to offer help at this time. It was suggested
that the library use some of their money for repairs. Mr. Tarulis said he also looked at the building with
Ms. Pfister and he felt that some of the issues are housekeeping, while others are of a larger scope.
Issues are: trees need trimming and a couple need to be cut, tuckpointing needed to prevent larger
problems, painting, vegetation needs to be trimmed around the air conditioning units, etc. He said the
tuckpointing is needed near the solid pieces on the windows where the mortar is loose (historic wing).
He added that Scott and Eric are working on a plan for possible future help. Mr. Tarulis has been
urging the City to look at each City building to assess their conditions. It was noted that Eric's or
Scott's crews currently take care of the gutters at other City buildings. Actions will be discussed later.
Minutes: August 10, 2015
Ms. Gryder moved to approve the minutes as presented, however, Ms. Gambro had a question on page
2, #1 under Budget Report. Point #1 was revised to read as follows: The Budget is now at 25% of
the FY and have received 50% of the property tax. Ms. Gryder withdrew her original motion and
made a new motion to approve the minutes as corrected. Ms. LaChance seconded the motion.
Approved unanimously on a voice vote.
Page 2 of 5
Correspondence:
President Gambro said she had received an email from former Board member and Friend of the Library
member Judy Somerlot, saying that the Friends group would not be holding a Trivia Night due to other
fundraisers and activities. Ms. Gambro added that Alderman Colosimo volunteered to be the emcee
again if the event is held.
Public Comment: None
Staff Comment: None
Report of the Treasurer:
Check Register
Ms. Lindblom noted the credit card payments and also briefly discussed a few of the invoices. The
total of the check register is $8,261.82.
Payroll Summary
There were 2 pay periods in the amounts of $16,831.08 and $16,789.26.
Bill List Summary
Total disbursements were $50,094.27.
Budget Report
Received property taxes of $32,015 for 55% of the yearly budget. Development fees of $2,150 were
received as well. Gifts and memorials are $2,853.85. Treasurer Lindblom reported the Outside Repair
and Maintenance is at 37% of the budget. Operating Supplies are over budget at 67% and it was noted
that the light bulbs are in this category.
Cash Statement
Ms. Lindblom will clarify with the City Finance Director if the first line of this report is the reserve
amount. Ms. Gryder commented that she believes the reserve should be in a separate account which
she had also mentioned last month. The Board had further discussion on the fluctuating amount
reflected in the reserve account and the Board agreed that clarification was needed. Ms. Chacon asked
if bank statements are provided and Ms. Rodriguez commented that the Cash Statement should include
a list of bills and what money goes in/out of each account. Ms. Lindblom will ask Mr. Fredrickson for
clarification.
Payment of Bills
Ms. Gryder moved and Mr. Walter seconded the motion to pay the bills as follows:
$16,473.93 Bills
$33,620.34 Payroll
$50,094.27 TOTAL
In discussion, Ms. Gambro said one of the reports looked different than previous reports.
Roll call: Gambro-yes, Walter-yes, Elder-yes, LaChance-yes, Chacon-yes, Rodriguez-yes, Lindblom-
yes, Gryder-yes. Passed 8-0.
Ms. Lindblom said Mr. Fredrickson had sent her a worksheet for next year's budget. The Finance
Committee will be meeting soon about the budget.
Page 3 of 5
Report of the Library Director:
1. Ms. Pfister reported the statistics for the month
2. Omni e-book numbers are high and Illinois e-read has a new app. Shelley will conduct e-book
classes October 8 and 13.
3. Library personnel will be on WSPY, both radio and TV, every other week for 3-4 months, will
discuss programs held at library. Other libraries will also participate.
4. Jo Ann reported Friends book sale made $3,885, a little below last year's number
5. Jo Ann: Shelley gives program details at Friends meeting. Asked her to attend Board meetings
6. Jo Ann: January 31st is mini-golf, will add 19th hole and have refreshments
7. Jo Ann: book cleaning continues
8. Michelle continued her report... used book sales began in 2009 and $28,296 has been raised
since that time. Jo Ann said Friends asked staff to make a wish list.
9. Zentangle program held with 30 in attendance, artwork is in display case
10. “Ash Tree Program” program held, 32 people attended
11. Friends paid for 4 gift cards for adult summer reading program
12. August was art appreciation month with quilts on display
13. Summer reading program continued through August
14. Friends sponsored “Incredible Bats” program including a skunk
15. Kendall County canine unit gave program
16. $25 memorial for Joan Robb received from LaDonna Tweety
17. Visited new Aurora library and brought back brochure, also visited Oswego Library
18. Yorkville Library is member of Illinois Library Association
19. September has “Food for Fines” program, received 150 food items for Food Pantry
20. Jo Ann found newspaper article for open meetings event on September 30 at the courthouse—
she will attend
21. Board members are invited to luncheon following next Friends meeting, celebrating volunteers
22. Library has received FOIA request as part of a broader request. One library in Illinois had an
internet and patron issue that press discovered. Press sent 666 FOIA's to Illinois libraries.
Information about the amount of money paid to the library attorney was requested, also public
meeting comments, policies, Board member names. The Yorkville library has not had any
problems. Ms. Gambro added that the issue lies in the press having difficulty in obtaining
information. Storytime Media is the agency requesting the information.
Standing Committees:
Finance
The Finance Committee will schedule a budget meeting.
Unfinished Business:
Disaster Plan
Police Department Representative Terry Klingel and Ms. Pfister have met to discuss the disaster plan.
This item has been completed and will be removed from the agenda.
Reducing Library Footprint
Ms. Gambro had brought this item forward last month to reduce the paper usage. If electronic devices
can be used by Board members at the meetings, those persons should advise Michelle they won't need
paper copies of the agenda. Mr. Walter will check further on using library laptops, however, Shelley
will be using them for computer classes.
Page 4 of 5
New Business:
Building Maintenance
President Gambro said an email was received from Judy Somerlot regarding her disappointment with
the lack of action on the building maintenance. Ms. Gambro responded to her that Mr. Tarulis was
exploring help and Ms. Gambro also asked for specific remedial suggestions from Ms. Somerlot. Ms.
Somerlot suggested not hiring replacement employees. Some Board members expressed frustration
with the email. Ms. Chacon said her son Daniel, who attended the last Board meeting, was concerned
about the library and suggested the Scouts could help with some items. Ms. Rodriguez asked if the
teens could help and also noted many high school groups that do projects. Ms. Chacon will coordinate
with the Troop 40 Scouts for twice a year cleanups and possibly cleaning the lower windows. Ms.
Gambro said someone would need to be in charge of teen groups, but she is also thinking of the bigger
jobs that need to be done. Ms. Lindblom also cautioned about the plants that were pulled up in error.
It was pointed out by Ms. Gryder that the Board should consider the volunteers to help build goodwill
in the community.
Ms. Gryder asked Michelle if the tree service and window cleaning services had been contacted for
prices. The services are booked for 4-6 weeks at this time. It was noted the redbud trees in the
courtyard will need to be cut down as they are already causing damage and are too big to move.
Ms. Gambro asked if the Board should tap into the savings to pay for the maintenance and spend less
money on other equipment/books next year or hire a replacement person who can do inside/outside
duties. There is a need to get prices first, said Ms. Gryder. The Board agreed that time is a factor and
the items need to be completed soon. Mr. Walter suggested creative funding ideas or fundraisers such
as a 5K race.
Ms. Gambro made a motion to pay to have gutters cleaned and windows washed to not exceed $1,500.
Ms. Lindblom seconded the motion.
Roll call: Walter-yes, Elder-yes, LaChance-yes, Chacon-yes, Rodriguez-yes, Lindblom-yes,
Gryder-yes, Gambro-yes. Passed 8-0.
Ms. Elder made a motion to pursue tree-trimming and removal, not to exceed $4,000. Ms. Chacon
seconded the motion. Michelle's guidance is needed to determine the trees to be removed as well as
guidance from the bidders.
Roll call: Elder-yes, LaChance-yes, Chacon-yes, Rodriguez-yes, Lindblom-yes, Gryder-yes, Gambro-
yes, Walter-yes. Passed 8-0.
Ms. Gryder moved to paint the fascia (over the door) not to exceed $2,000 and it was seconded by Ms.
LaChance. In discussion, Ms. Elder said the Board should wait for a couple months as it is cosmetic
while Ms. Gryder said damage could be done. Ms. Lindblom asked if the library has the correct color
paint to use since the painting is being done in portions. Ms. Gryder suggested an accent color such as
cream.
Roll call: LaChance-yes, Chacon-no, Rodriguez-no, Lindblom-no, Gryder-yes, Gambro-no, Walter-no,
Elder-no. Motion failed: 2-yes and 6-no.
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Ms. Gryder referenced a recent article in the Kendall County Record about the maintenance issues. She
said that in conjunction with the 100-year anniversary, families might be willing to donate money, acts
of service or items for a “wish list”. Ms. LaChance said there might be businesses who would be
willing to donate also. Ms. Rodriguez suggested 100 pledges and also collections at the library or in
conjunction with the October 3rd Homecoming. Since the library has a reserve fund, President Gambro
cautioned that this idea needs to be carefully presented. Ms. Gryder, Ms. Elder and Ms. Pfister will
compile a list of items. Sponsoring specific books was also suggested.
Additional Business: None
Executive Session: None
Adjournment:
There was no further business and the meeting was adjourned at 8:42pm on a motion and second by
Ms. Gambro and Ms. Elder, respectively.
Minutes respectfully submitted by
Marlys Young, Minute Taker