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Library 2004 07-12-04 APPROVED BY THE Page I of 4 COMMITTEE/BOARD ON: Yorkville Public Library Board of Trustees July 12,2004 7:30 P.M. Roll Call Members present: Gail Gaebler, Joseph Gruber, Carol LaChance, Sandy Lindblom,Kelly Murray, Russell Walter, and Marianne Wilkinson Members not present: Joanne Gryder and Marilyn Voderer Director Michelle Pfister and City Clerk Jackie Milschewski were also in attendance. Recognition of Visitors None Amendments to the Aeenda None Minutes Sandy Lindblom moved to approve the minutes as presented. Joseph Gruber seconded the motion. The motion was approved by a viva voce vote. Correspondence Michelle Pfister reported that Rodger Ritzman,the Library attorney, sent her a copy of an article from the Chicago Tribune regarding the referendum and he wished the Library trustees and staff good luck. Public Comment Russ Walter reported on a telephone call that Mrs. Pfister received regarding the referendum. Mrs. Pfister explained that the caller did not identify himself,was very unhappy about his taxes going up and was rather nasty. Mrs. Pfister stated that she listened to his complaint and told him she would be happy to discuss his concerns further when he could continue the conversation in a more civilized manner. The Board agreed with the way Mrs. Pfister handled the call. Kelly Murray stated that she had a resident ask her if a library district would be more beneficial than a city library. She suggested that the Board might want to clarify this during the referendum process. The Board discussed the down side to being a library district. Ms.Murray also stated that residents have suggested to her that the library should be expanded larger than planned because the area is growing. Mrs. Lindblom asked Mr.Gruber to address district versus city library question in his meeting with Ehlers&Associates. Carol LaChance stated that she was approached by two individuals who lived outside the city limits who where against the referendum. Mrs.LaChance explained to them that they are not assessed taxes for the library but they do have to pay a fee to use the library. Also,they will not be voting on the referendum. Report of the Treasurer Mr. Walter presented the Detailed Board Report and stated that everything was in order. He noted that the payment to Ehlers &Associates for the second half of the financial plan. Gail Gaebler questioned the"**COMMENT**"field on the report. City Clerk Milschewski clarified Page 2 of 4 that members of the City Council have asked for more information to be included on the Detailed Board Report so this field was added. The Board discussed the payment to Aurora Tri State Fire on page 1 of the report.There were three bills from the firm: one for regular maintenance,one for two months of service and one for when the alarm went off due to cobwebs in the alarm sensor. Mr. Walter was surprised that the regular maintenance of the system did include cleaning the alarm sensors. Mrs. Pfister stated that the company explained that cleaning the sensors is not part of regular maintenance but a separate service. She stated that she asked the company to come and recheck all the sensors which they did. Mrs. Gaebler suggested that the company show the cleaning crew how to clean the cobwebs out of the sensors. The Board discussed the payment to Dixie Debord on page 10 of the report. Mrs. Pfister explained that Ms. Debord had a dental bill for$95.00 and due to a new accounting clerk at the City the payment was put on the City's bill list not the Library's. The problem was corrected and added to this list. A motion was made by Mr. Walter to approve the bill list, including payroll, for the amount of $23,519.80; seconded by Mrs. LaChance. Motion approved by a roll call vote. Ayes-7 Nays-0 Gaebler-aye,Gruber-aye, LaChance-aye,Lindblom-aye, Murray-aye, Walter-aye, Wilkinson-aye Report of the Librarian Mrs. Pfister reported that the total circulation for June was 6,283; 1,417 more than June 2003. 146 new or reregistered cards were issued. 417 new items were added including 128 pieces of sheet music. The Library received a$205.00 memorial for Libby Haggerty(a Library volunteer for approximately 15 years; she passed away at the age of 94) from her family and another for $50.00 from Gary and Sharon Bedson. Another memorial, $20.00 for Georgette Runkle from Mary Ellen Houlihan,was received. Mrs. Pfister reported that Karen Brejcha,the Library's cataloguer,passed away on July 5, 2004 after being ill for about a year. Employee Barbara Sprain resigned due to her son's ill health. The Library is looking for a new employee to work one evening a week and one weekend a month; an add will be in the newspaper next week for the position She also reported that on July 1, 2004, the Heritage Trail Library System merged with the Northern Illinois Library System and the River Bend Library System to form the Prairie Area Library System (PALS). City Council Liaison/Human Resource None Standing Committees Policy: Mrs. Lindblom reported that the Policy Committee has been working diligently and has met several times. A new policy will be discussed later under New Business. Personnel: No report. Community Relations:No report. Page 3 of 4 Finance: Mr. Walter reported that the Committee met and has a new budget to present to the City's Finance Director Traci Pleckham based on the final budget from last year. He stated that it includes the reduction in the amount from the real estate taxes and the carry-over balance that Mrs. Pleckham found to compensate for the reduction. He stated that he still needs to verify what she changed. A motion was made by Mr. Walter to approve the new budget to submit to the City as listed; seconded by Mrs.LaChance. Mr. Walter noted two new items under revenue; carry-over from development fees and carry-over from memorials and gifts. Also, a line item was added under expense for contract services for the minute takers. He stated that he wanted to discuss with Mrs.Pleckham removing IMRF and Social Security since these are no longer included in the levy. Motion approved by a roll call vote. Ayes-7 Nays-0 Gruber-aye,LaChance-aye, Lindblom-aye,Murray-aye, Walter-aye, Wilkinson-aye, Gaebler-aye Automation: No report Unfinished Business Referendum Meeting: Mr. Walter reported that he and Mr. Gruber met with Steve Larson with Ehlers &Associates to go over the previous meeting and to discuss the upcoming meeting. Mrs. Gaebler noted that each trustee was asked to develop a list of ten people who might be good at working on a citizen's committee for the referendum.Mrs.Lindblom stated she had a list of 30 people at home and would give the names and telephone numbers to Ehlers by the July 15, 2004 meeting. Ehlers& Associates will contact the suggested individuals about the committee. The Board discussed who could attend the referendum meeting on July 15, 2004. The meeting is being held at the Zeiter-Dickson Building at 7:00 P.M. Mr. Walter explained that it is a referendum meeting and does not have to be posted as a Library Board meeting because referendum business will be discussed not library business. Mr. Walter suggested the members attend and bring anyone interested in helping with the referendum. Model of New Addition: Mrs. Pfister stated she spoke with Rick McCarthy about having a model of the new library addition made. She thought it would be good to have it before Hometown Days. The table-top model could cost up to $2,000.00. The Board agreed it would be a good idea to have a model and discussed that the cost could come out of development fees. A motion was made by Mr.Gruber to authorize Michelle Pfister to order an architectural model from BCA not to exceed $2,000.00; seconded by Mrs.Lindblom. Mrs. Pfister started she was going out of town and asked Mr. Gruber if he could contact the architect in the morning and order the model. Mr. Gruber stated he would do so. Motion approved by a roll call vote. Ayes-7 Nays-0 LaChance-aye, Lindblom-aye, Murray-aye,Walter-aye, Wilkinson-aye, Gaebler-aye, Gruber-aye Election of Officers: Mrs. Wilkinson reported that the slate of officers was: Joanne Gryder, President;Marianne Wilkinson,Vice-President; Russ Walter,Treasurer;Kelly Murray, Secretary. Page 4 of 4 A motion was made by Mrs. Lindblom to elect the proposed slate of officers; seconded by Mrs. LaChance. The motion was approved by a viva voce vote. New Business Computer Purchase: Mrs. Pfister reported that the library would be receiving approximately $16,000.00 from the City in development fees. She stated that she would like to take some of that money to purchase a new third computer for the front desk for checkout. She stated that the Library has purchased computers through Mr. Walter's computer person. They have given the Library a good price in the past and have done a good job setting the computers up. Mr. Walter stated that the purchase would include a computer,monitor,receipt printer, scanner and a laser printer that duplexes. The cost for the equipment should be under$5,000.00 and the money is in the budget. A motion was made by Mr. Gruber to make the purchase and authorize Michelle Pfister to spend up to$5,000.00; seconded by Mr. Walter. Mrs. Gaebler asked if the computer can be still used if the Library is not expanded. Mrs. Pfister indicated that it will still be used because more catalog computers are needed as well as an internet computer. Motion approved by a roll call vote. Ayes-7 Nays-0 LaChance-aye,Lindblom-aye,Murray-aye, Walter-aye, Wilkinson-aye, Gaebler-aye, Gruber-aye Wireless Internet Policy: Mrs.Lindblom reported that Mr. Walter drafted the policy along with Mrs. Pfister. The Policy Committee has reviewed it and the only change they feel is needed is on page 2. YKB should be changed to YPL. Another change was noted on page 1;the second to last sentence under"Why Wireless" should have the comma after the word"is"removed. Mrs. Pfister stated she would make the corrections and have the policy available for the public on July 13,2004 if approved. Mr. Walter noted that the policy establishes to the public that they are responsible for their own equipment,the library cannot offer support,they cannot run a business out of the library, etc. A motion was made by Mrs. Gaebler to approve the police as corrected; seconded by Mr. Walter. The motion was approved by a viva voce vote. Mr. Walter asked if the library should advertise the fact that they have wireless access. It was discussed that a sign indicating the service be posted on the library door and the information be placed in the library flier and in the Record Newspaper. Adiournment The meeting was adjourned at 8:25 P.M. Minutes submitted by Jackie Milschewski, City Clerk