Library Board Minutes 1991 02-11-91MINUTES REGULAR MEETING
YORKVILLE PUBLIC LIBRARY BOARD
February 11, 1991
I. Meeting called to order by Vice President Bown at 7:08 p.m.
at the City Hall.
II. Roll Call Present: Bown, Johnson, Kimes, Livingston, Munson.
Also present: Cliff Jahp, City Council Representative.
III. Minutes:
On motion by Johnson, seconded by Kimes, the minutes of the
January 14, 1991 meeting were approved as presented.
IV. Treasurer's Reports: Sanders
A. Treasurer Sanders referred the Board to the revised
October, November, and December 1990 Financial Statements
in the meeting packets. Since October's report needed
the revision, changes were also reflected in November and
December reports. It was moved by Livingston, seconded
by Johnson, to accept the revised Financial Statements
for October, November, and December 1990 as corrected.
Roll call (yes) : Bown, Johnson, Kimes, Livingston,
Munson, Sanders. Motion carried.
B. The Financial Statement for January was then presented
for consideration. It was moved by Johnson, seconded by
Kimes, to approve the January Financial Statement. Roll
call (yes) : Bown, Johnson, Kimes, Livingston, Munson,
Sanders. Motion carried.
C. Payment of Bills: Treasurer Sanders presented the checks
for payment for the month of January. It was noted that
the City billed the Library for custodial services for
the past nine months. After further discussion, it was
moved by Livingston, seconded by Johnson, to approve the
payment of bills as presented for January. Roll call
yes) :Bown, Johnson, Kimes, Livingston, Munson,
Sanders. Motion carried.
D. Budget: Delene, Budget Director for the City, felt it
is a good idea to include the total for grants after the
General Operating Fund total. There will be a meeting
with Cliff, Jim, Delene, and Dick Huston next Monday to
discuss accounting, budget, etc. , recommendations of
Sikich & Gardner. The accountants want to be able to
have a paper trail for the Board's money and documents.
E. Bonding for Treasurer The feeling is that the City
provides for bonding for the Treasurer.
V. Correspondence: Special mention was made of correspondence
by Sue Hayden, former President of the Library Board. The
monthly incoming correspondence was reviewed as presented in
the meeting packets.
It was noted that Burr Oak offers to microfilm shelf list
cards. If a list is maintained outside of the Library, we can
prove exactly what we have for insurance purposes. This would
be part of our Disaster Plan. The City is looking to obtain
a fireproof safe so we should look into that also. It was
moved by Munson, seconded by Sanders, to spend up to a maximum
of $330 for microfilming the shelf list cards, to be allocated
from the Contingency Fund; and also to follow-up with two
shelf list cards in the future , one set to be stored off-
site. Roll call (yes) : Bown, Johnson, Kimes, Livingston,
Munson, Sanders.
VI. Librarian's Report: Director Murphy
A. Circulation is down for the month of January compared
with January of one year ago. Director Murphy would like
to have a Community Relations committee meeting to bring
in some ideas to bring more people in to the Library.
Munson will follow-up to see about setting up a meeting.
VII. City Council Report: Cliff Jahp
City Council was already covered during the Treasurer's
Report.
VIII.Unfinished Business:
A. Gwendolyn Brooks: The Joint effort of Young Authors,
Yorkville Cultural Arts Committee and the Library is
going well. The school system is setting up the times:
Junior High will be receiving the reading, and High
School and interested citizens will be receiving the
writing workshop in the afternoon. Times are not set
yet. The Beecher Center has been contacted to arrange
for the time. Area schools and libraries have been
invited to attend the workshop. A reception is being
planned for after the workshop, to be sponsored by the
Cultural Arts Committee.
B. Policies: The Policy Committee has not yet met. Delene
has requested an update of our policies.Policy
Committee will begin by reviewing the City's policies and
possibly using that as a model for our policies.
C. Handicapped Access: Director Murphy needs to file letter
of intent for an LSCA Construction Grant for remodeling
for handicapped access. The grant will pay for 80% to
100% of the construction costs. According to Director
Murphy, the total cost as estimated by an architect is
13,362.88, broken down as follows:
Lift: 9,177
Enclosure: 1.990
Total: 11,167
Grant Application Fee: 800
After considerable discussion, it was moved by Munson,
seconded by Johnson, to authorize Director Murphy to
submit the letter of intent; and to have Cliff Jahp take
this resolution to the committee of the whole at the City
Council for the City's portion of the costs. Roll call
yes) : Bown, Johnson, Kimes, Munson. Voting no:
Livingston and Sanders.
D. Follow-up on the newly-hired technician
Question was raised on the progress of the newly-hired
technician.Director Murphy reported that she is
progressing well under her three-month probationary
period. There was need for clarification that the Board
also requested Director Murphy to be present in the
Library on Saturdays also for supervision during this
three-month period.
NEW BUSINESS:
A. Director Murphy's Schedule: Request was made to have
four hours of flexibility in Director Murphy's schedule
at the Library due to changing needs at home. On the
days of required supervision of the technician, Director
Murphy said that she will work a split. The Board has
no objections as long as the necessary hours are
scheduled.
B. New Job Descriptions: Tabled to next month. Updated
job descriptions to be reviewed by Board members prior
to next month's meeting. Also brought up for discussion
is the procedure regarding community workers. Director
Murphy will check and report at the next meeting.
Munson moved, seconded by Kimes, to adjourn to Executive
Session to discuss personnel matters. Secretary
Livingston called the roll (yes) : Bown, Johnson, Kimes,
Livingston, Munson, Sanders. Motion carried 6 - 0.
ADJOURNED INTO EXECUTIVE SESSION AT 8:50 P.M.
Sanders moved, seconded by Johnson, to adjourn to Regular
Meeting. Roll call vote (yes) : Bown, Johnson, Kimes,
Livingston, Munson, Sanders. Motion carried 6 - 0.
ADJOURNED INTO REGULAR MEETING AT 9:47 P.M.
Roll call: Bown, Johnson, Kimes, Livingston, Munson,
Sanders.
The Board moved into Executive Session to discuss
personnel matters and no action is being recommended.
ADJOURNMENT:
There being no further business brought before the Regular
Meeting of the Library Board, the meeting was adjourned at
9:48 p.m.
Respectfully submitted,
I
KayIivingston
Secretary