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library2-14-05 APPROVED BY THE COMMITTEE/BOARD Page 1 of 3 Yorkville Public Library Board of Trustees February 14,2005 7:30 pm. The meeting was called to order at 7:30 pm. by President Jo Ann Gryder Roll Call Members present: Gail Gaebler,Jo Ann Gryder, Carol LaChance, Sandy Lindblom, Marilyn Vorderer,Russell Walter, and Marianne Wilkinson. Members not present: Joseph Gruber, Kelly Murray. Library Director Michelle Pfister was also present. Recognition of Visitors John Borneman with the Kendall County Record, Amendments to the Agenda None Minutes The only correction was the misspelling of Jo Ann's name. Sandy Lindblom moved to approve the minutes as corrected. Marilyn Vorderer seconded the motion. The motion carried with all in favor. Correspondence There was a letter from the Secretary of State granting the library with a FY 2005 Illinois Public Library Per Capita Grant in the amount of$10.977.46. Public Comment None. Report of the Treasurer Russell Walter made a motion to approve the bill list in the amount of$50,487.54. Carol LaChance seconded the motion. All present moved to pass with a roll call vote. The motion was passed. Report of the Librarian In January circulation was 6,662 items. This is up 1,568 over last year. We added 108 new patrons to the library. 430 new items were added which include 100 music CD's from the Irma Hardecopf Music Collection. There is a new mother/daughter book club meeting. It is The American Girls Meeting. They will meet 1 Saturday a month for 3 months. Right now Molly is in the Library and they read the book, do a craft, and have a snack. They will also receive bookmarks with Molly on them. The girls attending are ages 7—9. Page 2 of 3 We received a$500 donation from Dial Corp. Michelle writes them a letter every year and this year we received a check. The book"Shoeless Joe &Black Betsy"was donated in honor of Jack Gambro's 9°i birthday. Anyone may donate a book or magazine to the library in honor of a birthday or other special event. A$25 memorial was received for Lenora Wissmiller. She was the founder of the Fox Valley Country Players. Something the library has always done, but many people don't know about is that the library offers home delivery to people who have a hard time getting to the library. If they call someone will try to get the book to them within one hour. They have taken books to the hospital and also to nursing homes. Currently we are working on our inventory. There are some books missing. 1 Biography and 12 audiotapes are missing. February 19—26 Michelle will be on vacation. City Council Liaison/Human Resource None, Standing Committees ® Policy—None ® Personnel—None. ® Community Relations—None. ® Finance—None. ® Automation—None. Unfinished Business e Library Addition—Matt Falco had a meeting with Engineering Enterprise and Joe Wywrot to discuss the library's plans. Item 5 will be revised. Because of out water detention from the library's property and the road project,water retention will drain into the High school's detention basin,it needs to be enlarged to accommodate the additional water. Russ does not know if the city will pay for some or if the library will pay for the whole project because our building is happening before the road project. There will be some islands in the parking lot facing the entrance of the police department parking lot. Under item 8 there was a charge of$1,000 that Michelle was authorized to approve. They will locate the existing water main and mark it. There was a technology meeting with the Electrical consultants. They talked about computers,wireless, the new checkout system, and the new security system. The cameras in the meeting rooms,the patio, and in the children's programming areas are for our protection and for the patron's protection. Key cards were discussed for the employees,the fire doors will be locked with a 20 second delay, but if there was a fire the doors would automatically unlock. Page 3 of 3 There was a meeting with Matt and Michelle about the plans for the building. The drawings were left so we could make changes. The biggest change Michelle wants to make is to move the study rooms to the place where the youth services workroom is. So the upstairs rooms will also change places. The adult reading room be a quiet room, no talking,no computers,no tables, no music. There will be a coffee bar area. Michelle hopes the board members will be able to help pick out the furniture. There was discussion about Valerie Burd's comment in the paper about the new library's exterior. It was decided that we cannot change the design of the building. There was plenty of opportunity in the past two years for people to have input into what they wanted the building to be like. If they would like to submit an idea they are welcome to and if it fits into the plans; it will be considered. Plano Library Board member Jim Anderson will be coming to next month's meeting. He was the liaison to Denny Hastert's office when Plano got their grant. New Business • Budget 2005/2006-A few things on the budget have been revised, We are at the high end of our Fund Balance, so we should try to get that down a little bit. We are still at our 3%Contingency Fund. The line item for rental income is for the rental of DVD's and videos. There were line items added for grants, contract services, and office supplies. The salaries were boosted up to be able to be competitive with other communities. The insurance items will go up with the addition of new hires. Subscriptions are things like the Record, Beacon, Magazines, and a subscription to the Internet for genealogy. People can"adopt a magazine"and pay the subscription for the library. The budget for new books was cut back because of lack of space until we get into our new building, and automation was cut back. Russ received an e-mail from Tracy about what the EAV would be and what the Development Fees will be. May of 2007 we should be close to moving into our new building. Russ Walter made a motion to approve the proposed budget for 2005/2006. Carol LaChanee seconded the motion. All moved to pass with a roll call vote. The motion carried. • E-Mail Minutes/Bill List—Russ Walter proposed that the library should cut off the bills on the last business day of the month. They will then be turned in on the first business day of the month. There was discussion about the board members receiving the bill list and minutes via e-mail ahead of time to be able to review them before the next meeting. It was decided that the board members liked receiving the minutes via e-mail,but it was not necessary to receive the bill list in this way,although, Jo Ann Gryder requested that she and Russ receive the bill list ahead of time. • Disaster flan Reviewed—There were a few changes to this. There is a new attorney, a new list of staff, and the new fiscal year. The whole copy of the plan should be removed from it's folder and replaced with the new copy. Adjournment Jo Ann Gryder Adjourned the meeting at 8:35 pm. Minutes submitted by Laura Leppert.