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library6-13-05 Page 1 of 3 Yorkville Public Library Board of Trustees June 13, 2005 7:00 pm. The meeting was called to order at 7:00 pm. by President Jo Ann Gryder. Roll Call Members present: Beth Gambro, Joseph Gruber, Jo Ann Gryder, Sandy Lindblom, and Russell Walter. Members not present: Gail Gaebler, Carol LaChance, Marilyn Vorderer, and Marianne Wilkinson. Library Director Michelle Pfister was also present. Recognition of Visitors Jo Ann Gryder wished to welcome Beth Gambro to the Library Board of Directors. Tony Scott from the Kendall County Record was also in attendance. Amendments to the Agenda None Minutes Sandy Lindblom moved to approve the minutes. Dr. Gruber seconded the motion. The motion carried with all in favor. Correspondence Michelle Pfister received a letter from the Library Attorney, Roger Ritzman informing the Library Board that he is raising his rates for services. It will now be $150 per hour for his services. Michelle Pfister received an E-Mail stating she was not among the 500 that were able to apply for the We The People Grant. Jo Ann Gryder will be filling a seat on the Prairie Area Library System Board for a 3 year term. There was a Thank You note for the flowers and $220 in memorial money from Jo Ann Gryder's family in honor of her mother. Jo Ann Gryder also received a letter from Oneal and Gasparo informing the Library Board that they provide Accounting Services. Public Comment None. Report of the Treasurer There is a bill from the Architect and from KJWW with a combined total of$26,587.43. Jo Ann Gryder said she thinks the Beacon has been printing the wrong time for the Library Board Meetings. Tony Scott mentioned that he thinks the city is posting the meetings on their calendar at 7:30 pm. They will be notified that the meetings are now at 7:00 pm. There is a bill from the city attorney for $112.50 from when he was looking at the building expansion. Russell Walter made a motion to approve the bill list in the Page 2 of 3 amount of$55,241.24. to Ann Gryder seconded the motion. All present moved to pass with a roll call vote. The motion was passed with one abstention. Report of the Librarian Circulation was 4,876 in May which is up 577 up from last year. 66 new patrons were added to the library, and 396 new items were added including 67 new music CD's. The Adult Reading Club was held at the Plano Library and included a tour of the new Building. There was a live baby Iamb at the library for Lamb Story time. The summer reading program is going well. The inventory has been updated. The carpets were cleaned yesterday. Revised Copies of the Public Notice were in the packet. Michelle Pfister welcomed Beth Gambro to the Library Board. City Council Liaison/Human Resource Michelle Pfister believes the new City Council Liaison for the Library Board is going to be Wanda Ohare. Standing Committees • Policy—None. • Personnel—Michelle Pfister's review is complete. A copy will be sent to the city along with the tape from the Executive Session. • Community Relations—None. • Finance—None. • Automation—None. Unfinished Business • Library Addition— Russ Walter and Michelle Pfister had a meeting with Checkpoint. It is an automatic checkout system. The Checkpoint system would put RF patches in the books. They have a security system for the CD's and DVDs. They would have a cash card that would be used for printing at the copy machine and other things they would need money for inside the library. There was only a partial proposal from Checkpoint for over$100,000 for the RF patches,the checkout stations, and the security system. This system would have an automatic check in. Michelle Pfister had a chance to visit the New Lenox Library. They use a system called 3M. • There was an E-Mail from Matt Falco about what the Library wanted to do about some of the items on site that could be reused when the new building is built. Question#I was about the evergreen trees. They can be moved off site if the city would want them. #2 was about some 4"trees. None of the Board Members are sure which trees these are. #3 was about lighting a new flagpole. The Board would like to continue using the existing flagpole, and yes, it should be lighted. #4 was about the "monument" sign. The Board would like to keep the sign the Library has. #5 is about demo items. It was thought that demo meant demolished. A. was the flagpole, the Board wants to keep this. B. is the Parking lights. Since they don't work properly, they can be thrown out. The same with C., the Bollard light. D. is the existing sign. The Board wants to keep it. E. is the Page 3 of 3 bicycle rack. Michelle Pfister will find a new home for it. It was donated by the Lions Club to the Library. #6 is about how many dumpsters the Library will want. This will depend on the size of the dumpsters, and if there will be one for garbage, and one for recycling. 97 is about recycle dumpsters. The Library does recycle, and will need a recycling dumpster. #8 was if the courtyard would be used at night. The Board thinks it should have security lighting. #9. Was about existing shrubs. The Board does not see any reason to remove the shrubs in front of the existing building. If they must be moved,they will be donated to the city. # 10 was about a driveway resolution with the city. The city does not want to cut down the mature trees. Matt will have to talk to the Police Chief and the City Engineer about this. The Board was not sure why all these questions needed to be answered at this time, before any work could begin. The Board is requesting more explanations on why Matt Falco is asking some of these questions. New Business • Hire an Owner's Representation for Library Project—There were 2 Candidates. The recommendation is to hire Tom Lindblom as a temporary part—time employee for the Library. He will be paid $24 per hour. He will also need to attend meetings.—Dr. Gruber made a motion to hire Tom Lindblom as a part time staff of an Owner's Representative at $24 per hour, and to be paid with the development fees. Russ Walter seconded the motion. All moved to pass with a roll call vote. The motion carried with one abstention. • Nominations of Officers - The nominations were as follows: Jo Ann Gryder for President, Marianne Wilkinson for Vice President, Sandy Lindblom for Secretary, and Russell Walter for Treasurer. Beth Gambro moved to nominate the slate of Officers. Russell Walter seconded the motion. All moved to pass. The motion carried. • Trustee Facts File—As a requirement of the Per Capita Grant, the Library Board must review the Trustee Facts. Michelle Pfister and Jo Ann have reviewed them, and it is the same CD that was given out several months ago to each Board Member that Michelle Pfister and Jo Ann Gryder have reviewed. • Serving Our Public Review—This is also a requirement for the Per Capita Grant. Michelle Pfister reviewed this information. The current building is not up to par, but when the new building is built, it will be. Jo Ann Gryder would like to have an orientation for the newest Board member. Michelle Pfister already sat down with Beth Gambro, and Jo Ann is willing to do the same. Adiournment Jo Ann Gryder adjourned the meeting at 8:05 pm. Minutes submitted by Laura Leppert.