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library12-12-05 Page 1 of 4 Yorkville Public Library Board of Trustees December 12, 2005 7:00 pm. The meeting was called to order at 7:00 pm. by President Jo Ann Gryder. Roll Call Members present: Gail Gaebler, Beth Gambro, Jo Ann Gryder, Sandy Lindblom, Russell Walter, and Marianne Wilkinson. Members absent: Dr. Joseph Gruber, Carol LaChance, and Marilyn Vorderer. Library Director Michelle Pfister and Owner's Rep Tom Lindblom were also present. Recognition of Visitors Alderman Dean Wolfer, and Lauren Free from the Kendall County Record. Amendments to the Agenda None. Minutes Marianne Wilkinson moved to approve the minutes. Russ Walter seconded the motion. All were in favor. The motion carried. Correspondence There was a Thank You note from Sandy Lindblom for the centerpiece the Library sent when her mother passed away. Public Comment None. Report of the Treasurer This bill list includes the first payout to Henry Brothers in the amount of$786,305. Sandy Lindblom moved to pay the bills. Gail Gaebler seconded the motion. All moved to pass with a roll call vote. The motion carried with one abstention. Page 2 of 4 Report of the Librarian Circulation was 6,134 items for November. This is 43 items more than last year. 82 new patrons were added and 354 new items were added. A staff member, Jan Essex is a retired schoolteacher and she has started two new programs: Artsie Smartsie, and Create and Learn. She has also decorated the bulletin boards. There was a$50 donation from Small World Preschool in honor of Children's Book Week, and a $50 donation from Linda Engle in honor of her father, Gordon Schobert. The library has purchased an Atlas to add to the reference section in Gordon's honor. There had been a wishing well at the front counter and it contained $44.26. This money was deposited into the Friends of the Library account which brings the balance to $1,377.87. The Friends of the Library intend to purchase something for the children's room when the new building is complete. Michelle Pfister asks the Dial Corporation for a donation every year, and has received a check for$700. There will be a new Creative Writing Club starting in January. Elizabeth Wheeler will be organizing it. Their first assignment will be to write something about what Yorkville is like today for the Time Capsule. A High School girl with the Special Education Co-op has been coming to the Library to help two times a week. She comes with her job coach. She is dusting all the books. Roger Ritzman sent a Poinsettia. He sends one every year for the Library. The Library got a Christmas Card from BCA. The staff had their Christmas party the first Sunday in December at the Fisherman's Inn. City Council Liaison/Human Resource None. Standing Committees • Policy—None. • Personnel—None • Community Relations—None. • Finance—Russ Walter is still waiting for the budget numbers. The audit is still not done. • Automation—None. Page 3 of 4 Unfinished Business Library Addition—There is a book at the front desk with pictures of the new building as it progresses. The workers have not missed a day. The concrete footings and foundation walls are complete. The elevator pit has been poured. During the next few weeks,the plumbers will be coming in to do the underground plumbing, and the mason will be starting on the Masonry supporting walls. Due to the cold there will be scaffolding with tenting on it and heaters so they are able to continue working. The excavator will be coming to do the water line the week after next. There has been a lot of communication between the architect,the contractor, and the steel fabricator. Henry Brothers has been doing a great job. The library had a luncheon with the workers today. The only time work will stop is if the conditions are too dangerous for the workers. The window from the loft is a good spot to watch the construction. Michelle from BCA is no longer working with the library. It had not been going well. There is a new person who is helping out a lot. There will be a meeting with her on December 201h and she will have a presentation at the next board meeting. The City Consultant Mike Schoppe has reviewed the landscaping plan. The next Owner's meeting will be December 22nd at 8 am in the trailer. Henry Brothers is very safety conscientious. Anyone on the construction site must wear a hard hat, no exceptions. The staff have also been taking pictures of the construction. Tom Lindblom has written BCA 2 or 3 memos about their over billing particularly when it comes to the interior design. They have billed for 35%of their contract for October and November. Tom Lindblom feels they have not yet completed their work. Tom Lindblom has also requested their reimbursable expenses be itemized. The schedule has been revised,the landscaping will be complete in September. The last of the work will be done in July. Beth Gambro asked if there was a budget for moving, and when could the library begin moving in. At substantial completion there will be a building occupancy permit, and then the library can start moving everything in. The new building will have all new shelves and furniture, so really only the books need to be moved. There may be some money in the budget for the new building for moving expenses. Tom Lindblom said the Contractor asked if Library would be able to close for a week in July during the roof remodeling. Dean Wolfer asked if there was a budget to buy new books. Every year the budget increases for books. The regular budget is $50,000. Also there are development fees of $500 per house. Half of the development fee goes to books and technology and the other half goes to the architect and testing. Page 4 of 4 New Business Unique Management Systems—This is a collection agency that could help the Library with difficult cases where the patron does not return the materials borrowed. The library calls them on the phone and sends them 2 notices and 2 letters. Then the library would turn it over to the collection agency and they would telephone the patron and send them letters. If it is not handled within 2 months it would be placed on the patrons credit with the 3 credit reporting agencies so if they go to buy a house,they would have to take care of this debt before they can buy the house. This is not a subscription, it would be $8.95 per account. There is currently a patron who has $200 worth of materials out the library can not get them to return. The police said Michelle Pfister could send the patron a letter saying the Police would come,but they are not a collection agency. The Police would file a police report for the Library. This patron can not check out books from anywhere in Illinois anymore until this is resolved. Michelle Pfister would like to try this and if it does not work out,the library does not have to continue. Adjournment The meeting was adjourned at 7:45 pm. Minutes submitted by Laura Leppert.