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Library Minutes 2015 11-09-15Page 1 of 4 APPROVED 12/14/15 Yorkville Public Library Board of Trustees Monday, November 9, 2015, 7pm 902 Game Farm Road – Library Historic Wing The meeting was called to order at 7:02pm by President Beth Gambro. Roll Call: Beth Gambro-yes, Carol LaChance-yes, Kate Elder-yes, Wamecca Rodriguez-yes (left at 8:05pm), Russ Walter-yes, Sandy Lindblom-yes, Barb Johnson (arr. 7:12pm), Susan Chacon-yes Absent: Jo Ann Gryder Others Present: Library Director Michelle Pfister Alderman/Liaison Seaver Tarulis Finance Director Rob Fredrickson Recognition of Visitors: President Gambro recognized visitors. Amendments to the Agenda: Ms. Gambro asked to discuss the possible teachers' strike under New Business. Minutes: October 12, 2015 Ms. Lindblom moved to approve the minutes as written and Ms. LaChance seconded the motion. Unanimous voice vote approval. Correspondence: Discussed later on agenda. Public Comment: None Staff Comment: None Report of the Treasurer: Check Register Treasurer Lindblom presented the highlights of the check register noting that the gutters, windows etc. were cleaned at a cost of $1,225. The snow guards have also been re-installed. The total of the check register is $8,688.19. Payroll Summary There were 2 payrolls for a total of $33,555.73. Total disbursements were $51,337.99. Page 2 of 4 Budget Report Treasurer Lindblom reported the budget is at 50%. Property tax of $9,158 was received, which is 96.8% of the revenue budgeted. She questioned why the vision insurance had risen to 65% of the budget. Mr. Fredrickson said someone may have joined during open enrollment, however, he will double check. Dues/subscriptions are also slightly over budget and operating supplies are at 96% of the budget. Development fees of $3,450 were also received for 91% of the budget. General Ledger The bulk of the money in the Memorials and Gifts Fund is earmarked for the mini golf. Cash Statement A bond payment and a library refunding bond will be paid from this money leaving about $300,000 in reserve. Mr. Walter questioned the Call One bill that is still being received, however, it should be the final bill. Ms. Rodriguez asked about the decrease in the Illinois Funds and the increase of the Old Second funds. A transfer was made into a more safe account in Old Second. A Pulte development fee refund for $500 noted in the October minutes and listed on a bill list, was questioned. It was for a building permit fee collected and the developer did not proceed with the project. Mr. Fredrickson will research it further. Payment of Bills Mr. Walter moved and Ms. Elder seconded a motion to pay the bills as follows: $17,816.26 Bills $33,555.73 Payroll $51,371.99 TOTAL Roll call: LaChance-yes, Elder-yes, Rodriguez-yes, Walter-yes, Lindblom-yes, Johnson-yes, Chacon- yes, Gambro-yes. Passed 8-0. Correspondence (out of sequence) A thank you was received from Judy Somerlot for the luncheon served to the Friends of the Library. City Council Liaison No report Report of the Library Director: Ms. Pfister reported the following: 1. Statistics for the month 2. Drop-in help for e-readers is available twice a month 3. $72 in on-line overdue fines were collected 4. Attended a required Prairiecat delegate meeting in Plainfield, will soon have a new Smart Phone app, library will be charged for it 5. Friends have donated over $30,000 from the day they began 6. Friends will have 100 year birthday party 7. Mini golf scheduled for January 2016, have volunteer sign-up sheet, flier was developed for event, will have 19th hole, other activities such as Legos, cookies will be served, need hole decorators, info is also on Facebook 8. Had indoor trick or treat and pumpkin decorating contest 9. 4-H is doing some of the library programming. Page 3 of 4 10. New newspaper, Kendall Chronicle, printed an article about the library, Kendall County Record also had article about library 11. Coloring book clubs are being formed by libraries, may initiate in January. 12. Public librarires are moving towards gender-neutral bathrooms. Ms. Pfister noted this library has a family bathroom. 13. Ms. Gambro reported on an article in the Chicago Magazine regarding varied items that other libraries check out (such as American Girl dolls) and other ways of serving patrons. Ms. Rodriguez attended a conference where schools and libraries were asked to work together to promote more kids to frequent the library. One suggestion was a “March Book Madness” where 32 books would be read. Reviewers would read the books ahead of time and pick the winning books. Brackets are made to promote them and weekly “winners/books” are posted. The committee liked the idea and Ms. Rodriguez will spearhead the project as well as work with the library. Grades 6-8 or possibly 3-12 were suggested for participation. This will start in January and end in March. City Council Liaison No report Standing Committees: No report Unfinished Business: Ms. Pfister and Ms. Gryder made a wish list for the recently suggested “Library 101” project. Ms. Elder will revise the wording and this will be discussed further at the next meeting. New Business: Tax Levy – Budget F/Y 2016/17 Ms. Lindblom reported that several Library Board members attended a recent Administration committee meeting where City Administrator Bart Olson made a presentation pertaining to the tax levy. It was stated that the numbers presented in Mr. Olson's report were from 2006-2008. Board members expressed concern regarding the old figures that were presented. Ms. Lindblom said the Local Library Act states that the City shall incorporate in the City levy, an amount as determined by the Library Board. She said a letter should be sent to the City asking them to keep the suggested levy of .15. Trustee Johnson said the City will apply the tax cap to the library resulting in a loss of $7,000 for the library. Mr. Walter added that the City has applied the cap in previous years, but then made up the difference. That difference will not be made up this year. He also said that in some previous years the library actually only got .11 or .12. Ms. Lindblom commented that when the library agreed to lower the number, many budget items were cut including staff and hours. Ms. Johnson said the salary issue was very discouraging since the library staff has not received any raises recently, yet increases have been given to City staff. It was also pointed out that other city employees have received raises as well. The Board also discussed the fact that Alderman are paid for their service, however, State Statutes say that Library Board members are unpaid. Ms. Rodriguez asked Mr. Fredrickson for an explanation of what the “cap” means. He said the cap would hold the library to the same rules of growth in regards to property tax growth. However, it was argued that the library is allowed to set its own levy. He gave an explanation of CPI which is a Page 4 of 4 measure of inflation and also how the EAV affects the library. Ms. Gambro commented that the library is trying to be even, but the library and City do not operate under the same standards. In the library budget, there is no room for raises as opposed to the City. Ms. Elder commented that it seems as though the library is being punished for being good stewards of the money. Ms. LaChance suggested that the reserve money might need to be spent. A few library staff members have been lost due to lack of a raise according to Ms. Pfister. It was also asked how the City determines the metrics for pay raises. Mr. Fredrickson said COLA adjustments have been given the last few years. President Gambro said the message to the City Council is that the Library Board is not happy with the proposal being made by the City. Ms. Lindblom made a motion to propose that the tax levy should remain at .15 as part of the city levy and Mr. Walter seconded the motion. The Public Hearing for this will be held on November 24th.. Roll call: Elder-yes, Rodriguez-yes, Walter-yes, Lindblom-yes, Johnson-yes, Chacon-yes, Gambro- yes, LaChance-yes. Passed 8-0. Ms. Gambro asked Mr. Tarulis and Mr. Fredrickson to express the Board's concerns. She also said that the Board may tap into the reserve money. Ms. Chacon asked what will happen when all the reserve money is spent. It was decided that some Board members would attend both the November 10th and November 24th meetings. Ms. Lindblom will submit a letter as voted on earlier. Per Capita Grant 2016 Ms. Pfister said the grant is finished and the library will have to wait until the budget is passed. Library Newsletter After a brief discussion, it was decided that the library would not initiate a newsletter since there is no money in the budget and the Board was not in favor of a paper publication. A digital newsletter was suggested and Ms. Elder said a friend might be willing to donate her time to form a template. Possible School Strike If the teachers go on strike, a warming place might be needed and the library is a designated warming center. Ms. Gambro said the teachers would be willing to help with any activities if they use the facilities. No picket signs would be brought in the building. Additional Business: None Executive Session: None Adjournment: There was no further business and the meeting was adjourned at 8:25pm on a motion by Ms. Johnson and second by Ms. LaChance. Voice vote approval. Minutes respectfully submitted by Marlys Young, Minute Taker