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Library 2004 12-13-04 APPROVED BY THE COMMITTEE/BOARD Page 1 of 3 Yorkville Public Library Board of Trustees December 13, 2004 7:30 p.m. The meeting was called to order at 7:35 p.m. by Vice President Marianne Wilkinson, Roll Call Members present: Gail Gaebler, Dr. Joseph Gruber, Sandy Lindblom,Kelly Murray, Marilyn Vorderer, Russell Walter, and Marianne Wilkinson. JoAnn Gryder arrived at 8:20 p.m. Members not present: Carol Lachance. City Council Liaison Richard Sticka and City Finance Director Tracy Pleckham were also present. Recognition of Visitors City Finance Director Tracy Pleckbam. Amendments to the Aeenda Move the Budget from New Business to just before the Report of the Treasurer. Minutes The only correction was that of Marilyn's last name, Vorderer instead of Voderer. Marilyn moved to approve the minutes as corrected. Russ Walter seconded the motion. The motion carried with all in favor. Correspondence None. Public Comment The Kendall County Record reported that the Library was going to eliminate the Director's position in favor of Department Heads. This is untrue, and the paper needs to print a correction. Also, there was an editorial in the Record about planning in Yorkville and it said what a great job the Library Board of Trustees did. Pave 2 of 3 Budget—City Finance Director Tracy Pleckham In the packet were reports on the Revised Budget, the Audit, and the Fund Balance Reserve Contingency Fund Policy. The Contingency Fund is for emergency or contingency needs in case unidentified expenses come up. The Fund Balance Reserve is for unanticipated reductions in revenue, it is there to maintain current operating expenses. The Contingency Fund should be 3% - 5% of the budget. The Fund Balance should be 15% - 25% of the Operation Balance. Currently the Library has $12,411 budgeted in the Contingency Fund which is at 3%, and the Fund Balance is budgeted at$94,928 which is at 23%. There is $72,847 carry over. The balance at the beginning of the 04/05 year was $150,949. The current balance for the end of the 04/05 year is $167,775. The city has sent$6,400 to the Library from the reserve that is the difference from the decrease in the Tax Levy. Report of the Treasurer Russ Walter made a motion approve the Bill List at$12,934.53 and the payroll at $12,870.97. Dr. Joseph Gruber seconded the motion. All present moved to pass with a roll call vote. The motion was passed. Report of the Librarian Director Michelle Pfister was not present,but there was information in the packet. Circulation was 1,358 more than last year. 81 new patrons were added, and 332 new items were added. Michelle attended a Per Capita Grant Conference or Workshop or Meeting. 13 hamsters, 30 children and 20 adults attended the hamster races. The Boy Scouts came in and decorated the Christmas tree with the Polar Express theme. There was a$50 donation made by Small World Pre-School and a$500 memorial for Karen Brejcha. There is a correction to the organizational chart. The top square should read Board of Trustees, not Board of Directors. City Council Liaison/Human Resource Richard Sticka stated that he had nothing to report. There was discussion about when the bonds would be issued. The bidding process for the General Contractor will be in March and April. Ceremonial groundbreaking would be in May and actual groundbreaking would be in June or July. June or July the first part of the bonds would be sold. The bonds will be sold in two parts. The development fees will pay for the initial architecture process. Page 3 of 3 Mayor Art Prochaska came in to say Merry Christmas to everyone. President JoAnn Gryder arrived and took over the meeting. Standing Committees • Policy—Sandy Lindblom made a motion to table adopting the Fund Balance Reserve Contingency Fund Policy until next month so that everyone could review it. Gail Gaebler seconded the motion. All were in favor. • Personnel—None. • Community Relations—None. • Finance—None. • Automation—None. Unfinished Business Library Addition—Jo Ann Gryder spoke with Ryan Tate at Denny Hastert's office to inquire about an appropriation. He said that a request for an appropriation could be submitted in January. He also suggested that we should look to the state, and check the internet for program funds and grants. JoAnn would like to contact the Library Director at the Plano Library for assistance in formatting applications for appropriations and grants. New Business BCA Contract—Russ Walter made a motion to approve the ATA contracts for signatures. There was some discussion about who should sign the contracts and Russ withdrew his first motion to approve the contracts and to authorize the board president to sign it on behalf of the board. There was more discussion that they should move to sign Part 1 and Part 2, so Russ amended his motion to approve the AIA contracts and to authorize the Board President, JoAnn Gryder to sign Part One and Part Two on behalf of the Yorkville Library Board of Trustees. Dr. Joseph Gruber seconded the motion. All present moved to pass with a roll call vote. The motion passed. Russ Walter brought up as a point of reference: the Library is looking at $370,500 for the 2005/2006 budget from the levy. Adjournment A motion was made to adjourn by JoAnn Gryder. The meeting was adjourned at 8:40 p.m.