Library Board Minutes 1995 06-12-95YORKVILLE PUBLIC LIBRARY
BOARD MINUTES
June 12, 1995
Call to Order: The regular meeting of the Yorkville Public Library Board was called
to order by President Michelle Graff at 7:14 p.m. in the library loft.
Roll Call: Present: Michelle Graff, Tom Viemont, Cliff Jahp, Wanda Ohare. New
board members Richard Sticka and Russell Walter were introduced. Also present was
Director Eve Kirk, and aldermen Jerry Lynch and Art Prochaska. Absent: Carol
LaChance, Gail Gaebler, and Rebecca Lessmeister.
Minutes: Additions to the minutes included clarification that survey questions were to
reach participants on a Sat. if possible, and at this point, not until the school session
resumes in Sept.
Correspondence: Kirk informed the board that an orientation to H.T.L.S. would be
on Thurs., Aug. 17 at system headquarters for any interested staff or board members.
She also passed out a Dupage Library System trustees' orientation workshop date.
Treasurer's Report: Cliff reported on the Administrative Committee meeting that he
and Eve attended. The city will now pay the library Development fees on a regular
basis. It will be the responsibility of the library to divide the fund, half for books and
half for the building. The city will take the library's portion of the Development Fees,
building) that is has been holding, and transfer that money to the library. Kim King
told Kirk that the library should expect a check on or around June 23 for more than
5,700, the Building Development Fees due the library from Oct. 94 - May 95. The
board will need to make a decision how to handle this money. Also, the city agreed to
pay the library its share of Personal Property Replacement Tax as frequently as the city
is paid from the state. It will gradually pay back the library for the last year, perhaps
longer.
Jahp also passed around a form for employee pay raises. By consensus, the
minutes are to read that only two officers of the board need sign the form, just like a
check.
On the bills list, Kirk noted that the $120 was a book donation from the Kendall
County Cooperative Special Education, not a magazine donation. Ohare pointed out a
discrepancy in the payroll. Justine Jahp's second line had the correct amount of
money, but the wrong hourly wage keyed in.
A motion to approve the abbreviated financial statement was made by Jahp,
seconded by Viemont. Roll Call: (yes) Viemont, Sticka, Jahp, Ohare, Walter.
Motion carried. A motion to approve the bills was made by Jahp, seconded by
Viemont. Roll Call: (yes) Viemont, Sticka, Ohare, Walter. (present) Jahp. Motion
carried.
Librarian's Report: May statistics showed a large increase in circulation over the
previous year. Kirk noted that the Summer Reading Program was promoted with a
flyer to children at the schools. More than 150 students had already signed up for
Summer Reading, and 20 summer cards had been purchased.
A CD-ROM cataloging program was to be installed during the week. This
should speed up the processing time so that materials will reach the shelves for users
sooner. The record will be a good MARC record, capable of being downloaded into a
database.
City Council Liaison: Art Prochaska reiterated Jahp's comments about the city
Administrative Committee meeting. He added that the city will be looking at the costs
of the services it provides the library compared to the amount of PPRT the library
receives. He also brought copies of the Development Fee ordinances for clarification.
The building fee states that it is for building expansion, not upkeep. Prochaska also
brought a Quit Claim, the deed from the state that ceded the land on which the library
is standing to the city. The building deed is still being looked into. Jahp made a
motion, seconded by Ohare that the library establish an encumbered account for the
purpose of receiving Development Fee revenues designated for library building
expansion. (yes) Viemont, Sticka, Jahp, Ohare, Walter. Motion carried.
Old Business: It was noted that the Policy Committee needs to meet to take care of
small policy matters that were tabled at an earlier date, and to deal with the issue of an
inventory. Kirk said she would try to assign some staff to the task in the near future.
Viemont reported the District Committee had met, but no action or
recommendations were made.
In Lessmeister's absence, Graff and Viemont presented material from a
company that provides businesses with interactive computer surveys. The Survey
Committee had met with them for a presentation of the touch-screen computer survey
that had been used by Plainfield, and recommended by them. The initial price tag
quoted was $5,700, but committee members thought the price could be less. After a
LONG discussion about the pros and cons of such an approach, Ohare motioned to
table the issue, Walter seconded. Voice vote (yes). Motion carried.
Kirk stated that she needed approval of the attached Yorkville Public Library
Mission Statement and selection of roles in order to submit the Per Capita Grant.
Motion to approve was made by Ohare, seconded by Sticka. Voice vote (yes). Motion
carried.
New Business: Kirk presented the Annual Report highlights. Circulation went up 10
in the past year. Other statistics showed sizable increases. The report will be filed
with the State Library, H.T.L.S., and the city.
Kirk reviewed progress (as required by the State Library) toward meeting
standards set by the Illinois Library Association through its publication, Avenues to
Excellence. Several areas have met compliance, while others need attention. The Per
Capita Grant will be submitted to the system and State Library for review. An
attachment verifying the population increase will be forwarded as soon as the
information is received back from the city by the federal government.
Nomination of Officers: Due to the lateness of the hour, the newness of two board
members, and the absence of other board members, Ohare motioned and Jahp seconded
that the nomination and election of officers be postponed until next month. Voice Vote
yes). Motion carried. (LaChance present at meeting.)
Bonding of the Treasurer: Kirk stated that there has been a problem with the
bonding, since it has been issued only a few weeks before the board election. Also, by
state law, the bond should be 1/2 the total amount of revenues. At $65,000, the library
is right at the bond's legal limit, as far as the state is concerned. Kirk checked with
city attorney Kramer to see if it wasn't more appropriate for the Library Director who
handles the money to be bonded. Kramer agreed. Jahp voiced the same opinion.
Kirk will check back with Jim Nanninga, and the Zeiter-Dickson Insurance agency.
Carol MacKeever from the agency will get a definitive opinion as to how to proceed
from Kramer. - E.K.)
Employee Review: Kirk presented a 6 month review of Annalee Craft. Ohare
motioned and LaChance seconded that Craft receive a $.25 increase as indicated from
the Wage Alignment document. Roll Call (yes): Viemont, Sticka, Jahp, Ohare,
Walter, LaChance. Motion carried.
Library Trustees' Day Report: Jahp, Graff , and Lessmeister attended the May
event held at the Shorewood Library. He commended the event to other board
members, and presented documents on ethics, board functions, staff benefits, and
H.T.L.S. information. He will make copies of the information and present it to other
board members, as well as one for the file.
Executive Session: A motion to go into Executive Session at 10:15 was made by
Ohare, and seconded by Viemont. Roll Call (yes) Viemont, Sticka, Jahp, Ohare,
Walter, LaChance, Graff. Motion carried.
Eve Kirk, recording secretary