Library Minutes 2016 07-11-16Page 1 of 4
APPROVED 8/8/16
Yorkville Public Library
Board of Trustees
Monday, July 11, 2016, 7pm
902 Game Farm Road – Michelle Pfister Meeting Room
The meeting was called to order at 7:15pm by President Beth Gambro.
Roll Call:
Beth Gambro-yes, Russ Walter-yes, Wamecca Rodriguez-yes, Sandy Lindblom-yes, Barb Johnson-yes
Absent: Kate Elder, Jo Ann Gryder, Carol LaChance, Susan Chacon
Others Present:
Library Director Michelle Pfister
Finance Director Rob Fredrickson
Library Liaison/Alderman Seaver Tarulis
Recognition of Visitors:
President Gambro recognized the guests.
Amendments to the Agenda:
Ms. Gambro asked to discuss the summer program being held with the school district, under
Unfinished Business. Adopt A Sunday will be discussed also.
Minutes: June 13, 2016
Ms. Johnson moved and Ms. Lindblom seconded the motion to approve the minutes as presented.
Unanimous voice vote approval.
Correspondence:
A letter was received from the library attorney stating the rates would increase from $195/hour to
$210/hour effective July 1. The lower rate had been in effect for three years. Also Ms. Pfister received
a complimentary note in the suggestion box saying the children's librarians were amazing!
Public Comment: None
Staff Comment: None
Report of the Treasurer:
Check Register
Ms. Lindblom highlighted some of the invoices and said the register total is $15,396.94. There were
also two payrolls in the amounts of $20,265.09 and $17,714.15. Ms. Lindblom questioned the BUILD
program refund. Mr. Fredrickson explained the developer had paid their fee, which is refunded from
the Library Capital Fund as part of their incentives in the BUILD program. An interest payment for
bonds was also made and the total disbursement is $76,318.42.
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Other: Property tax of $244,019 was received for 47% of the property tax budget, State grant in the
amount of $13,044 has been received, library cards totaled $588, administrative fees for bonds paid
were $1,100 and $3,500 in development fees was received. Mr. Walter questioned the Renew Fund and
why it's shown twice. One entry is the revenue coming in and the other is expense going out. Ms.
Johnson asked about the development fees which have increased and Ms. Pfister said some is being
saved to buy new computers.
General Ledger Activity Report
There is a balance in the Gifts and Memorials of $6,103.30 with $3,000 of that being Friend's money.
Cash Statement
Ms. Lindblom asked why there is a deficit in the Library Debt Service and Mr. Fredrickson gave an
explanation. The property tax money initially goes to the Bank of New York to pay the 2013 bond.
After the debt service is paid, the property tax flows into the Illinois funds account. He said this is a
normal procedure. He also reported that preliminary numbers show just under $33,000 surplus for
budget year 2016. The overall Library Operations Fund Balance is just below $500,000. The Library
Capital Fund has $14,806 for capital purchases. A detailed report will be sent in the next week.
Payment of Bills
Mr. Johnson moved to pay the bills as follows and Mr. Walter seconded the motion.
$23,470.43 Accounts Payable
$14,868.75 Debt Service Payment
$37,979.24 Payroll
$76,318.42 TOTAL
Roll call: Gambro-yes, Walter-yes, Rodriguez-yes, Lindblom-yes, Johnson-yes Passed 5-0.
Report of the Library Director:
1. Ms. Pfister presented monthly statistics
2. Staff had safety walk, identified fire extinguisher locations, discussed defibrillator, etc.
3. Friends will purchase 2 flower pots for front door in the Spring and will buy a replacement tree
4. Creative coloring groups going well
5. Storytime program held at parks and at playgrounds
6. Had summer kickoff party for summer programs, 52 attended
7. 12,600 patron count in one month compared to norm of 6,000-7,000 per month
8. Received memorials
9. Great programs coming up, November 8 is a 'campaign' program
10. Artwork from recycled books displayed in front case
11. Ukulele program scheduled for August 25 at 7pm
Ms. Pfister also reported findings on the possible coffee shop. She spoke with both the Health
Department and the City for zoning. The Health Dept. referred her to a website and said that any plan
must be presented to them. Two sinks are required. Ms. Pfister is waiting for a reply from the City
regarding zoning. She also visited the Sugar Grove and Batavia libraries. Both are only open during
regular library hours and therefore unavailable to high school students early in the morning.
Ms. Pfister reported on quotes for general landscaping maintenance. She also mentioned the City had
recently trimmed trees and spread mulch. A motion was made by Ms. Johnson to hire Eric's Cut
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Above at $360 a month ($45 per hour) and it was seconded by Mr. Walter. Ms. Johnson amended her
motion to add “as needed” and Mr. Walter seconded the amended motion.
Roll call: Walter-yes, Rodriguez-yes, Lindblom-yes, Johnson-yes, Gambro-yes. Passed 5-0.
The disaster policy will be updated next month and Board members should bring their books.
City Council Liaison
Alderman Seaver also noted the recent City maintenance work at the library and said he had spoken
with the City Administrator and a groundskeeper. In another matter, he said the Police Department has
a t-shirt program supporting the department and gave info on how to order the shirts. Mr. Walter added
information about the Comp Plan having a final update on August 10 and he gave a brief explanation of
the Plan. During discussion of the Plan, Ms. Rodriguez noted the railing downtown is not aesthetically
pleasing.
Standing Committees: None
Unfinished Business:
Evening Hours
Ms. Johnson drafted a letter to businesses regarding the “Adopt a Sunday”. A cost is needed before the
letter can be mailed and a suggestion was made that businesses can contribute to a Sunday if not able to
sponsor the entire day. Ms. Johnson will assemble a list of potential letter recipients.
Update on Cost Cutting
Mr. Walter reported on information that Ms. Elder obtained. She reviewed the elevator contract which
has automatically renewed until 2018. It appears the Board has been paying for repairs that should be
covered under the contract. She has asked the elevator company to review their invoices for covered
expenses. Ms. Elder also requested that no more cleaning supplies be ordered except necessities, until
the other supplies have been nearly depleted. Ms. Rodriguez commented that some of the supplies are
stockpiled and not being used very fast. Ms. Elder is also looking at ways to cut costs with Trico and
this will be placed on next month's agenda. Ms. Lindblom said the Board should be careful about other
service companies not being able to do the work due to patents. Regarding Trico, she said they know
our system and cautioned about changing companies since Trico has been very responsive. Ms. Pfister
commented that the Clorox wipes are being used by the Friends for cleaning the books and other uses.
Painting Bid for Building
Ms. Pfister has not received the final bid yet. Mr. Walter commented that the painting would most
likely not be done until spring and that a separate meeting may be needed to open the bids. This will be
placed on the agenda for next month.
5K Run Expenses $1000
Mr. Walter said expenses will be incurred, he has developed a flier and he gave information on
discounted meal tickets. Ms. Lindblom questioned if this race is a fundraiser for the library since
money is being paid out. She also cautioned against the library directing people to a specific vendor.
Ms. Rodriguez said she contacted the school regarding use of a timer for “chip” timing. Mr. Walter
said Tim Evans also had a contact for a chip timer. Ms. Rodriguez provided info about the fliers and
donations from businesses. She also provided details on t-shirts and recommended a vendor from Elgin
as having the best price. President Gambro said the committee should make a recommendation of the
money needed and finalize prior to the next meeting. The committee will meet in the next two weeks
to finalize all details and volunteers will be scheduled.
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Book Fair Bonanza (added to agenda)
Ms. Gambro said more info is needed to be able to answer questions about the book fair and specify
individuals for certain jobs. She asked for a written protocol when the school and library work together
on projects.
New Business:
Election of Officers
Ms. Johnson made a motion to elect the slate of officers nominated at the last meeting as follows:
Russ Walter for President, Barb Johnson for Vice-President, Kate Elder for Secretary and Sandy
Lindblom for Treasurer. Mr. Walter seconded the motion and the motion was approved unanimously
on a voice vote. Ms. Gambro then turned the meeting over to the new President, Russ Walter.
Policy Updates
The policy books should be given to Ms. Pfister for changes and updates. She detailed some of the
changes made:
1. The Director evaluation will now be kept at the library instead of the City.
2. Under emergency closing, verbage added to say employees must use vacation or other
time if absent due to inclement weather if library is open.
3. Re: health insurance, Board may add plans that are cost-effective
4. Safety policy: security camera policy added
5. Fee for testing for non-residents raised to $25 for on-line courses, $10 for residents
Ms. Lindblom made a motion to approve the updates as presented and Ms. Gambro seconded.
Approved on a unanimous voice vote.
Executive Session:
At approximately 8:40pm, Ms. Johnson made a motion to adjourn out of regular session and move into
Executive Session for the discussion of minutes lawfully closed under this Act, whether for the
purposes of approval by the body of the minutes or semi-annual review of the minutes as
mandated by Section 2.06. Ms. Lindblom seconded the motion.
Roll call into Executive Session: Rodriguez-yes, Lindblom-yes, Johnson-yes, Gambro-yes, Walter-yes
Passed 5-0.
The Executive session concluded at approximately 8:50pm and the Board returned to regular session
with the following Board members present: Rodriguez, Lindblom, Johnson, Gambro and Walter.
Ms. Johnson made a motion to release the Executive Session minutes dated April 27, 2016 and May 9,
2016 from “Packet 2” and keep “Packet 1” intact. Ms. Lindblom seconded the motion. Unanimous
voice vote approval.
Adjournment:
There was no further business and the meeting was adjourned at 8:51pm.
Minutes respectfully submitted by
Marlys Young, Minute Taker