Library Minutes 2016 08-08-16Page 1 of 4
APPROVED 9/12/16
Yorkville Public Library
Board of Trustees
Monday, August 8, 2016, 7pm
902 Game Farm Road – Michelle Pfister Meeting Room
The meeting was called to order at 7:00pm by President Russ Walter.
Roll Call:
Carol LaChance-yes, Susan Chacon-yes, Wamecca Rodriguez-yes (arr. 7:12pm), Sandy Lindblom-yes,
Beth Gambro-yes, Russ Walter-yes, Kate Elder-yes (arr. 7:05pm)
Absent: Barb Johnson, Jo Ann Gryder
Others Present:
Library Director Michelle Pfister Friends of the Library member Judy Somerlot
Finance Director Rob Fredrickson Megann Horstead, Beacon News
President Russ Walter called the meeting to order at 7:00pm and a quorum was established.
Recognition of Visitors:
President Walter recognized the guests.
Amendments to the Agenda:
Later in the meeting, Ms. Gambro asked to add a discussion under Old Business regarding release of
Executive Session minutes.
Minutes: July 11, 2016
Ms. Gambro questioned a comment under the Cost Cutting topic about patents regarding the servicing
of equipment. Ms. Gambro then moved and Ms. LaChance seconded the motion to approve the
minutes as presented. Unanimous voice vote approval.
Correspondence: None
Public Comment:
Ms. Somerlot asked the Board members to save January 29, 2017 for the next mini-golf fundraiser at
the library. She has already received calls about sponsorships and a steering committee will be meeting
soon. She also discussed the 8th annual used book sale over Labor Day weekend. Volunteers will be
needed August 31 at 9am to sort books and also on the sale day. She said two checkouts will be set up
this year. On the day after the sale, books will be sold for $.25 to $1.00. Leftover books will be taken
to the county jail or Hillside Nursing Home and two other locations. She also noted that the Friends
have just given $300 to the library for a new tree.
Staff Comment: None
Page 2 of 4
Report of the Treasurer:
Budget Report
Treasurer Lindblom reported the following:
1. Budget is at 25% of the FY and 50% of budgeted property taxes have been received
2. The total revenue is at 48%, one-quarter of the way through the FY
3. $2,750 in development fees has been received which is 51% of the revenue budgeted
4. $3,000 of the Gifts & Memorials is Friends money, remainder is for library use
5. Ms. Pfister has set some money aside for computers
Check Register
Credit card payments totaled $1,366.33. Books were purchased with the money coming from
development fees and Gifts and Memorials. The landscaper, Eric Hill, came for 3 hours and the total
cost was approximately $600. Ms. Pfister said they did a good job, however, they might be hired just
for a fall cleanup which will be discussed next month. Ms. Lindblom highlighted some of the other
invoices for the month and said $8,443.34 was the total expenditure.
There were 3 pay periods for the month. The disbursements for the month are $71,756.94.
Cash Statement
Ms. Lindblom said the unaudited budget projections were sent to her and Ms. Pfister. Mr. Fredrickson
commented that the surplus is $32,673 resulting in a $499,356 Fund Balance. The expense level was
about 93% for the year. Mr. Walter said that some agenda pages with this information were missing on
the City website.
Payment of Bills
Ms. Gambro moved to pay the bills as follows and Ms. Chacon seconded the motion.
$17,909.85 Accounts Payable
$53,847.09 Payroll
$71,756.94 TOTAL
Roll call: Chacon-yes, Rodriguez-yes, Lindblom-yes, Gambro-yes, Walter-yes, Elder-yes,
LaChance-yes. Passed 7-0.
Report of the Library Director:
1. Presented monthly statistics
2. Attended PrairieCat meeting, gave e-book information
3. $873 in overdue fines was collected
4. Article in library flier talks about old and new programs, book sale & 5K run
5. Friends gave $300 for new tree by outside bench, City has offered to plant
6. Shelley did nice job on adult programs, 24 persons attended
7. Barb Johnson did great job on Viking program
8. Summer reading totals will be presented next month, $100 from Friends for prizes
9. Friends to sponsor Ukelele program August 25th
10. 12 new computers to be purchased
11. Comcast was down 2 days—no phone service
12. Book fair went very well, Ms. Rodriguez gave details, $875 in sales, 450 people attended.
Will include some evening hours and put out signs next year.
Page 3 of 4
City Council Liaison No report
Standing Committees: No report
Unfinished Business:
Update on Cost Cutting
Ms. Elder said she will be contacting Trico for possible cost cutting measures. She said currently there
are enough supplies for a long while and there is 40 of a certain cleaner. She suggested using supplies
on hand before ordering any new and to cancel any current orders. Home Depot or Menards should be
used for toilet tissue purchases. Ms. Rodriguez suggested using Amazon Prime to save money as long
as the rates are competitive. The custodians currently do the majority of the ordering of supplies and
do so through Cambria. There was a discussion of possibly using City vendors. Ms. Pfister said many
rubber gloves and wipes are used for the computers and toilets. The public also uses the wipes for the
computers. Ms. Pfister was asked to speak with the custodians to enlist their efforts to be
conservative in the use of the supplies and with the amount ordered. Ms. Elder also noted that it is
dangerous to stockpile the chemicals if they expire.
A motion was made by Ms. Elder to temporarily suspend Cambria cleaning supply orders until a
conversation is initiated with the custodians regarding the inventory. Ms. LaChance seconded the
motion. After discussion, the motion was amended by Ms. Elder to include not ordering anything
already in stock. Ms. LaChance seconded the amended motion. A verbal vote was taken with 6 ayes
and 0 nays.
Painting Bid for Building
Ms. Pfister said she does not have a response from Public Works Director Eric Dhuse for assistance in
drafting language for a bid. Mr. Walter suggested that Tim Evans could help as well. Ms. Pfister said
when a bid is published, it is valid for 3 months and it was decided to not publish this until next year.
Adopt A Sunday
Trustee Johnson is working on this program, however, in her absence it was decided to delay
discussion. Ms. Rodriguez asked Ms. Chacon to email Ms. Johnson the costs of 3 hours of operation
on a Sunday. This will be discussed next month.
Book It! 5K Fun Run
Four persons have signed up to run, however, many people sign up at the last minute. Two requests for
sponsorships were turned down due to time constraints, saying that 90 days was required. “Race Time”
will be present to time the race and provide envelopes for packet information and other items. Ms.
Rodriguez gave information on other details of the race. It was noted the book sale begins at 9am and
the race will not be over until 9:30am. Parking and other details were discussed extensively for both
the book sale and race. It was finally decided to divide the library parking lot with cones, half for the
book sale and half for the race. Ms. Gambro encouraged communication with the Friends regarding the
parking, etc. Ms. Rodriguez also gave details of the t-shirts that will be ordered for the runners. It is
hoped to also have coupons for local eating establishments.
Page 4 of 4
Executive Session Minutes (added to the agenda)
Ms. Gambro discussed a protocol for release of executive session minutes. After an earlier discussion
between Ms. Gambro and the City Clerk, it was decided that the City Attorney would be asked to
review the minutes prior to release. A written confirmation of this action will be forthcoming.
New Business:
Disaster Plan Update
Ms. Pfister will be updating the Disaster Plans and will be done by next month for those providing their
books/plans at this meeting.
Standing Committees 2016/2017
President Walter read the updated list of standing committees.
Executive Session: None
Adjournment:
There was no further business and the meeting was adjourned at 8:25pm on a motion by Ms. Elder and
second by Ms. Gambro.
Minutes respectfully submitted by
Marlys Young, Minute Taker