Library Minutes 2016 05-09-16Page 1 of 4
APPROVED WITH CORRECTIONS
06/13/2016
Yorkville Public Library
Board of Trustees
Monday, May 9, 2016, 7pm
902 Game Farm Road – Michelle Pfister Meeting Room
The meeting was called to order at 7:00pm by Vice-President Barb Johnson.
Roll Call:
Susan Chacon-yes, Wamecca Rodriguez-yes (arr. 7:05pm), Sandy Lindblom-yes, Barb Johnson-yes,
Jo Ann Gryder-yes, Russ Walter-yes, Carol LaChance-yes
Absent: Beth Gambro, Kate Elder
Others Present:
Library Director Michelle Pfister
Finance Director Rob Fredrickson
Recognition of Visitors:
Vice-President Johnson recognized Mr. Fredrickson.
Amendments to the Agenda: None
Minutes: April 11, 2016
The minutes were approved on a motion by Ms. Gryder and second by Ms. Chacon. Voice vote
approval. Ms. Johnson questioned if the letter to the State representatives, discussed last month, had
been written. She also asked if the lighting company had been contacted about adjusting the library
lighting schedule. Both of these items will be kept on the agenda for further discussion.
Correspondence: None
Public Comment: None
Staff Comment: None
Report of the Treasurer:
Check Register
Ms. Lindblom said $1,148.52 was paid with the credit card. Many adults and children's books were
purchased with money from the Gifts and Memorial Fund. She highlighted some of the other larger
bills and said the bill total is $14,069.35.
Treasurer Lindblom said Today's Business Solution was paid from the next FY budget. It is the annual
licensing fee in the amount of $3,479.90 for the public computers and card system. There were 2
payroll periods. The total disbursements for the month is $61,827.75. Memorials and Special Gifts
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Fund has $6,071.73 with about $1,300 from the Gardner memorial.
Budget Report
Some property tax was received and the revenues are at 96.7% of the budget. Salaries stayed under
100% even with the increases and insurance costs are at about the 100% level due to higher than
anticipated increases. Office supplies were slightly over 100% and operating supplies were
substantially over budget. The library should have a small surplus at the end of the FY. Development
fees received were $4,200. Ms. Chacon questioned the RENEW program which is a building incentive
program.
Cash Statement
Mr. Walter inquired about the status of the IMET Funds. Mr. Fredrickson said funds have not been
distributed yet until a ruling is issued. Trustee Gryder questioned the charge for IPRF worker's comp
audit. Mr. Fredrickson said it's an annual audit and the City had to pay an additional $20,000 this year.
Payment of Bills
Trustee Gryder moved to pay the bills as follows and Trustee Walter seconded the motion.
$26,596.85 Accounts Payable
$35,230.90 Payroll
$61,827.75 TOTAL
Roll call: Rodriguez-yes, Lindblom-yes, Johnson-yes, Gryder-yes, Walter-yes, LaChance-yes, Chacon-
yes. Passed 7-0.
Report of the Library Director:
1. Ms. Pfister presented the monthly statistics
2. Over 10,000 e-books have been checked out so far for the fiscal year
3. $187.85 was collected in fines
4. Ms. Pfister was one of 45 directors who attended Prairiecat Assembly, discussed automation
5. Adult program “polishing your manuscript” attended by 17 people
6. Seven people joined creative writing group
7. Jackie O program attended by 65 people
8. Community storytime held at martial arts studio, will be held at other locations in future
9. Celebrated National Library Week, had handouts for patrons
10. Holding movie day at library
11. Friends contributed $2,000 and additional $1,000 as of today
12. Staff member will make puppet theatre
13. Lawrence Gardner memorial money, $1,300, will be spent on large print books
14. Presented info to sign up for email newsletter, 46 already signed up
15. Michelle would like to have yard clean-up, cost last year was $1,700
16. Mannheim Steamroller drummer concert scheduled for May 10
17. Nomination of officers to be held in June with a vote in July
18. Michelle thanked the Board for the room dedication event prior to the meeting
City Council Liaison No report
Standing Committees:
Policy
Ms. Gryder said the policy book has been revised by Ms. Johnson and her. The updated policy book
will be reviewed at the July meeting.
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Unfinished Business:
Evening Hours
Ms. Johnson said the Board agrees the hours need to be extended depending on funding. Ms.
Rodriguez suggested the funding should be addressed first by establishing the coffee shop or by cost-
cutting. Ms. Gryder suggested having people or businesses sponsor an “Adopt a Sunday Program” and
she will provide website info to the Board.
Ms. Rodriguez said the coffee shop location should be closer to the actual library and could be staffed
by teens doing in-service hours. Having volunteers would bring in revenue very quickly. She also said
the Adopt A Sunday program should be more than just Sunday and perhaps include expanded hours.
The Finance and Community Relations Committees will be asked to explore this possibility prior to the
next Board meeting.
New Business:
Update on Cost Cutting
This information is being gathered by Trustee Elder and will be discussed at a later time.
Participants in Public Act 92-0166 Non-Resident Card
Each year the Library Board must vote to allow non-residents to buy a library card, the cost being
based on their tax bill. Ms. Gryder read the policy for the Board and then made a motion to participate
in Public Act 92-0166 non-residential program. Ms. Lindblom seconded the motion and the motion
passed unanimously on a voice vote.
In other discussion, Trustee Rodriguez reminded the Board of the August 2nd Book Bonanza being held
at the library. She asked for volunteers for the event which will include both morning and evening
hours. All profits will go to the library.
Regarding an earlier discussion in the meeting, Ms. Gryder said The Friends will assemble a group of
volunteers if mulch is received from ComEd after a spring clean-up.
Ms. LaChance inquired if the library building will be painted. A portion above the older part of the
library was repaired and painted. Mr. Fredrickson said the Fund Balance is about $335,000. Ms.
Chacon made a motion to paint the entire building and Ms. LaChance seconded the motion. The
motion was revised to say that estimates will be obtained. The last bid received was $25,000 and it was
noted there is already a problem starting with a pump which would be a very expensive repair. A voice
vote unanimously approved obtaining bids. Ms. Rodriguez said she would like to know the cost of a
new pump, if needed, before deciding on painting the building.
Executive Session:
At approximately 7:44pm, Ms. Gryder made a motion to adjourn out of regular session and move into
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. Mr. Walter seconded the motion.
Roll call: Lindblom-yes, Johnson-yes, Gryder-yes, Walter-yes, LaChance-yes, Chacon-yes,
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Rodriguez-yes. Passed 7-0
The Executive session concluded at approximately 8:35 and the Board returned to regular session with
the following Board members present for the remainder of the regular session: Chacon, Rodriguez,
Lindblom, Johnson, Gryder, Walter, Lachance. Ms. LaChance made a motion to approve the Library
Director goal recommendations as discussed and Ms. Rodriguez seconded the motion. There was a
voice vote approval.
Adjournment:
There was no further business and the meeting was adjourned by Vice-President Johnson at 8:36pm.
Minutes respectfully submitted by
Marlys Young, Minute Taker