Library Minutes 2016 09-12-16Page 1 of 3
APPROVED 10/10/16
Yorkville Public Library
Board of Trustees
Monday, September 12, 2016, 7:00pm
902 Game Farm Road – Michelle Pfister Meeting Room
The meeting was called to order at 7:00pm by President Russ Walter and quorum was established.
Roll Call:
Wamecca Rodriguez-yes, Sandy Lindblom-yes, Barb Johnson-yes, Beth Gambro-yes, Russ Walter-yes,
Kate Elder (arr. 7:08pm) Carol LaChance-yes, Susan Chacon-yes,
Others Present:
Library Director Michelle Pfister
Finance Director Rob Fredrickson
Alderman/Liaison Seaver Tarulis
Recognition of Visitors: None
Amendments to the Agenda:
President Walter requested to add the 5K update under Unfinished Business.
Minutes: August 8, 2016
Ms. Lindblom moved and Ms. Gambro seconded the motion to approve the minutes as presented.
Unanimous voice vote approval.
Correspondence:
A $75 check was received from the Sons of Norway for using the library for Viking Camp.
Mr. Walter received a letter from Trustee Jo Ann Gryder stating that she is moving from Yorkville and
is resigning from the Library Board effective immediately. She also sent her letter to the Mayor.
Public Comment: None
Staff Comment: None
Report of the Treasurer:
Check Register
Treasurer Lindblom presented the report.
1. Total expenditures from check register $9,169.31
2. Two payrolls: $18,325.87 and $18,453.99
3. Total Disbursements: $58,441.61
Budget Report
A State grant of $1,650 was questioned. Mr. Fredrickson said an inadequate description was received
from the State and he believes it is for the City instead.
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Ms. Lindblom summarized the budget and it was noted that fines are up, most likely since patrons
cannot check out books until fines are paid. She also said that development fees of $8,550 have been
received and building permits have reached 100 so far this year.
Cash Statement
No comments.
A motion was made by Ms. Johnson and seconded by Ms. LaChance to pay the bills as follows:
$21,661.75 Accounts Payable
$36,779.86 Payroll
$58,441.61 TOTAL
Roll call: Lindblom-yes, Johnson-yes, Gambro-yes, Walter-yes, Elder-yes, LaChance-yes, Chacon-yes,
Rodriguez-yes. Passed 8-0.
Report of the Library Director:
1. Ms. Pfister presented the statistics for the month and said e-book numbers are good
2. Held staff meeting with youth service department to discuss fall activities
3. Had staff luncheon
4. Friends report: elected new officers, $6,105 profit from used book sale and sale continues,
Friends membership renewals due in October, 2 meetings have been held for mini-golf and
there are 3 sponsors so far, Friends asked for wish list. Area near wall outside library needs
cleanup, bush removal, etc. Ms. Pfister would like pavers placed there and will ask Friends to
pay half and asked the Board to pay half. She will obtain an estimate for the work and place it
on agenda next month. She would like Friends to continue to care for that area. Mr. Walter
suggested selling bricks with names. (Some Board members observed area being discussed).
5. Ukelele band was fantastic
6. Over 400 kids attended summer program
7. Upcoming program “Golden Age of Accordion” will be presented October 14 at 2pm. Fliers
will be sent to senior facilities
8. Ms. Pfister would like to contact Eric Dhuse for fall cleanup
9. Doing “Food for Fines” this month and food goes to Kendall County Pantry
10. A teacher who held her class in the library last year, donated a book that she authored
City Council Liaison
Mr. Tarulis said a couple people had expressed unhappiness because they were unable to sign up for the
recent 5K race, having missed the cutoff and the fee was higher the day of the race. Mr. Walter said
there was some confusion on the forms and Ms. Elder said it is standard practice to charge more on that
day. There was also some difficulty registering on the website.
Standing Committees: No reports
Unfinished Business:
Update on Cost Cutting
Ms. Elder said there are no major updates at this time and added that Thyssen Krupp (elevator service)
is avoiding her calls. She is getting quotes from other companies to see if the Library is getting the best
prices. The cleaning staff informed Ms. Pfister that the present cleaning supplies would last four
months. She also looked at Amazon prices, but it's difficult to compare. The carpet in the kids' area is
in need of cleaning and Ms. Elder suggested using Terry's Carpet Cleaning after the mini-golf.
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In another matter, Ms. Elder asked about the “active shooter drill” not being in the Disaster Plan. It is
in the policy book, but will be added to the Disaster Plan also.
Painting Bid for Building
Ms. Pfister reported that Eric Dhuse has done some work on the bid. She added that Tom Lindblom
had brought an example of a bid plan that a company would handle for $1500. Mr. Walter said that
Tim Evans had also offered his help. Ms. Gambro suggested that Alderman Tarulis could ask the City
for help and also Mr. Evans. The bid should be done by the end of January and a vendor chosen.
Adopt A Sunday
Ms. Chacon provided updated wage/benefit information for being open on Sunday. It is $97.05 per
hour which does not include cleaning, lighting etc. Ms. Johnson will email to the Board members, a
copy of the proposed letter to be sent to possible contributors for Adopt a Sunday. Contributors would
have to contact Ms. Pfister to schedule a Sunday and all Sundays From January-May need to be
covered prior to publicizing being open.
5K Update
There were 41 participants and many volunteers. Tim Evans will send a check for about $1,000
along with a list of itemized expenses. Ms. Rodriguez commented that the advertising was not
adequate and a separate website should be set up for next time. She also gave a summary of expenses
and ideas for improvement for next year. Mr. Walter has a list of the sponsors for use in 2017 and said
September 2nd, will be the date. Ms. Rodriguez said a list of upcoming runs needs to be included in the
packets. Photos are on the library website.
New Business:
Positive Pay
Mr. Fredrickson said the City has been using a “positive pay” program to prevent check fraud. He
explained how the program works and suggested the library may want to use it. The checks would be
prepared by the City and signed by City officials prior to approval by the Board. As Treasurer, Ms.
Lindblom would continue to be bonded. Ms. Pfister researched the State Statutes and found that in the
bi-laws, library officials are delegated to sign library checks. The Board also discussed using this fraud
program apart from the City. After discussion, a motion was made by Ms. Johnson to keep the library
banking exactly as it is. Ms. Chacon seconded this motion and commented that she had worked with
the system and there were difficulties. Ms. Lindblom then called for a vote. A voice vote approved this
motion with Ms. LaChance abstaining.
Additional Business: None
Executive Session: None
Adjournment:
There was no further business and the meeting was adjourned at 8:09 pm on a motion by Ms.
LaChance and second by Ms. Elder.
Minutes respectfully submitted by
Marlys Young, Minute Taker