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Library Board Minutes 1991 04-08-91ti YORKVILLE PUBLIC LIBRARY BOARD MEETING APRIL 8, 1991 CITY HALL I. CALL TO ORDER: The regular meeting of the Yorkville Public Library Board was called to order by President Mary Pat Storm at 7:15 p.m. II. ROLL CALL: Present: Bown, Evans, Munson, Sanders, and Storm. III. RECOGNITION OF VISITORS: Visitors were Delene Drew, Mayor Davidson, and Cliff Jahp. Delene Drew left at 7:19. IV. MINUTES OF THE PREVIOUS MEETING: Minutes of the March 11 meeting need to be corrected to read personal days instead of personnel days. Motion to accept minutes as corrected was made by Sanders and seconded by Evans. Voice Vote: Carried. EXECUTIVE SESSION: Motion to move into executive session — for the purpose of considering information regarding the appointment, employment, or dismissal of an employee or officer was made by Munson and seconded by Evans. Motion carried 5-0. ADJOURNED INTO EXECUTIVE SESSION AT 7:21. Mayor Davidson left at 8:09 p.m. Reconvened at 8:10 p.m. into open session. Roll Call Present: Bown, Evans, Kimes, Munson, Sanders, and Storm. Also present was City Council Liasion Cliff Jahp. Director Pam Murphy arrived at 8:10 p.m. V. TREASURER'S REPORT: Sanders reported that payment for the copier was, by contract, to be made by the first of every month. Because of our bill payment policy, payments have been late. He has been in contact with the VanGuard Company and they have agreed to waive the late charges on the agreement that we will make a double payment in July. Motion made by Bown to authorize Sanders to make the agreement with VanGuard, seconded by Munson. Roll Call (yes): Bown, Evans, Kimes, Munson, Sanders, and Storm. Motion to accept Financial Statements was made by Bown, seconded by Munson. Voice Vote: Carried. Motion to pay bills by Evans, seconded by Kimes. Roll call (yes): Bown, Evans, Kimes, Munson, Sanders, and Storm. VI. CORRESPONDENCE: Thank you letters were received from Mary Ellen Ellis and Pam Runkle. VII. LIBRARIAN'S REPORT: A memorial painting in the library should be engraved with the donors name and memorial data. The cash boxes have not yet been purchased. Traffic statistics are now being collected at the library. The Annual report needs to be compiled by Director Murphy for review by President Storm so that it may be filed by April 30, 1991. Munson moved to authorize President Storm to file report, seconded by Bown. Voice Vote: Carried. Gwendolyn Brooks is schedule to be here on May 14, 1991. A workshop for adults, and high school students will be held at the Beecher Center from 10:30 - 12:00 with a reception held by the Cultural Arts Committee. All plans were not finalized. VIII. CITY COUNCIL LIAISON REPORT: No report. IX. UNFINISHED BUSINESS: Motion was made by Bown to accept Waiver of Hearing_ and Resignation of Director, seconded by Evans. Roll call (yes): Bown, Evans, Kimes, Munson, Sanders, and Storm. Job Descriptions - discussion was tabled until the May meeting so copies could be sent with packets to all members. Intergenerational Grant - Project Director was changed to Michelle Pfister and Jim Sanders was given the responsibility for funds. Motion was made by Munson to authorize the library project grant proposal "Preserving Intergenerational Ties with Literacy Activities" to be submitted with the understanding that there needs to be a strict accounting of personnel time and supplies. Seconded by Evans. Voice Vote: Carried. Handicapped Accessibility - It was decided we would not pursue this grant at this time. Policies -Motion was made by Sanders, seconded by Bown, to adopt the Petty Cash Procedures/Cash Drawer Procedures Policy with the change in #4 to read "Place day's money, tally sheet, and petty cash receipts in an envelope and seal. Initial and date envelope" and the Finance Committee Policy of page 12, #6 "A beginning cash balance equal to two months expenditures should be part of the annual budget." Voice Vote: Carried. Jeff Storm arrived at 9:05. Bown moved to authorize the nine extra hours of pay to Pam Murphy that were included in the March 23 paycheck. Seconded by Evans. Roll call (yes): Bown, Evans, Kimes, Munson, Sanders, and Storm. Search Committee reported that job announcements were placed in NIU Placement Bulletin, Rosary College, Aurora College, College of St. Francis, Bur Oak Library System, and Du Page Library System. Applications need to be on file by May 15. X. NEW BUSINESS: Newly Elected Mayor -- Letters to Davidson and Kittoe- Letter of Appreciation for Mayor Davidson will be taken care of at the May meeting. A letter of introduction and a copy of the library meeting dates will be sent to the new mayor. Disposal of Material "Weeded" - Citizen complaint was received that books were being thrown in the dumpster. These items have been removed from the dumpster and replaced on the shelves. Evans suggested that the policy for weeding needs to be updated to include that no books are thrown away. Salary Considerations: Sanders moved to raise the hourly rate for Jennifer Hanson and Amy Edmeier, the two Page I employees, to $4.35 and Eleanor Stewart, Page II, to $4.45 effective April 1. Seconded by Bown. ROLL CALL yes): Bown, Evans, Kimes, Munson, Sanders, and Storm. Delene Drew is to be notified of the change. Evans asked that a memo be sent to the three people that will be effected by this change. Salary considerations for all other employees will be referred to the finance committee. Recommendations will be made at the May meeting. Letter requesting City Clerk to attend May Board Meeting will be sent. Resignation received from Lynette Singh effective March 30, 1991. Bown moved to accept the resignation, seconded by Evans. Voice Vote: Carried. An ad will be placed in the Kendall County Record for applicants for the job. Munson moved to authorize the Personnel Committee to interview and hire an adult services page contingent on approval at the May 12 Board meeting. Seconded by Evans. Voice vote carried. The first phases of the Disaster Plan were reviewed. The narrative section is not yet complete. We were able to see the list of supplies needed and the salvage priorities section. Nominating Committee: Appointments were Dick Munson, Kay Livingston, and Mary Olson. The will report with a slate of officers at the June meeting. Bown made a motion to limit the authority of Director Pamela Murphy. Seconded by Evans. ROLL CALL (yes): Bown, Evans, Kimes, Munson, Sanders, and Storm. Evans moved that we extend the probationary period of Jacqueline Martin to the July Board Meeting, seconded by Bown. Voice vote: Carried. Bown made the motion that the meeting be adjourned, seconded by Munson. Voice Vote: Carried. Meeting adjourned 10:29. Respectfully submitted, Susan Kimes Secretary 902 Game Farm Road Yorkville, Illinois 60560-1208 14/1/1N,X WAVer 708-553-4354 March 25, 1991 Board of Directors Yorkville Public Library Mary Pat Storm President 118 Blackberry Ct . Yorkville, I1 60560 Board of Directors: For personal reasons I tender this letter of resignation effective June 25, 1991 , 9:00 p.m. , as requested by Mary Pat Storm, March 22, 4: 15 p.m. The previous resignation was stated as July 30 , 1991 , 9:00 p.m. , out of consideration to the board in its search for a new administrator. Library policy states a three month resignation period. I will give two weeks notice during this period upon finding another position. The July date had been discussed between the mayor and Mrs. Storm and reported to me by the mayor as agreed upon . Also, the issue of 9 hours back pay was agreed upon. It is to be paid upon receipt of a resignation letter. Rest assured that I will perform to the best of my ability during the remainder of my stay in Yorkville. I will miss the nice people of Yorkville. Sincerely , y-Q e /9?c(-<p Pamela C. Murphy Administrator Yorkville Public Library FAN Tr 902 Game Farm Road Yorkville, Illinois 60560-1208 Vktde r4 708-553-4354 March 25, 1991 Board of Directors Yorkville Public Library Mary Pat Storm President 118 Blackberry Ct. Yorkville, Illinois 60560 Board of Directors: For personal reasons I tender this letter of resignation effective July 30, 1991 at 9:00 p.m. During this interval I will be seeking another position. I will give two weeks notice upon being hired. Sincerely, CD, 9-1 )-2-t-J2.4gc- C. L 1) 1Lb Pamela C. Murphy Administrator Yorkville Public Library