City Council Minutes 2010 08-10-10 special meeting w Library MINUTES OF THE SPECIAL MEETING OF THE CITY COUNCIL
OF THE UNITED CITY OF YORKVILLE. KENDALL COUNTY, ILLINOIS,
HELD IN THE CITY COUNCIL CHAMBERS,
800 GAME FARM ROAD ON
TUESDAY. AUGUST 10, 2010
Mayor Burd called the meeting to order at 6:02.
ROLL CALL / INTRODUCTIONS
City Council present: Library Board members present:
Mayor Burd Gail Gaebler
Alderman Sutcliff Bob Allen
Alderman Golinski Barb Johnson
Alderman Spears Marianne Wilkinson
Alderman Werderich Sandy Lindblom
Alderman Gilson Carol LaChance
Alderman Plocher Beth Gambro
Also present: City Clerk Milschewski, City Attorney Orr, City Administrator Olson, and Library Director
Pfister.
BUSINESS
Annual Library Director's Report to the City Council
Director Pfister explained that she is required to report library revenues and expenses to the state. She
prepares the report every year and sends it to the Illinois State Library in Springfield. Her report also
includes the number of library cards issued, number of people attending programs, resources owned,
interlibrary loans, number of items checked out and number of items added during the fiscal year.
Director Pfister presented the Yorkville Public Library Annual Report for 2009 -2010 (see attached).
Director Pfister also reported that she, along with Sandy Lindblom, Administrator Olson and Mayor Burd,
developed a budget for the library which Mrs. Lindblom presented to the Finance Committee on August
9, 2010. The levy for 2011/2012 will be .0114407 or $675,000.00. This is increased from last year but
below the allowable levy rate of .15. The proposed 11/12 budget shows revenues of $742,500.00 with
expenses of $865,000.00 so the budget will be in the red. The library has plans for more revenue such as
increased fines, and a fee for DVD rentals. They are hopeful for a balanced budget next year.
Mayor Burd stated she appreciated the effort by the Library Board in getting the budget finished. This
will help the city when working on its budget. She also thanked the Library Board for not increasing the
levy too much.
Mrs. Lindblom stated that the library has a surplus of about $488,000.00 to work with and will continue
to work to cut costs and increase revenues. Administrator Olson explained that the "surplus" was a fund
balance or "savings account ". He further explained that previous budgets were developed in a different
manner showing the fund balance and coming out at zero. He recommended that the library not use the
fund balance in the budget for the upcoming year because the amount of the surplus is not known until
after the audit. This budget was prepared in the same manner as the city's and the library bonds were not
included.
There was brief discussion on income from real estate taxes and the submittal of the report and budget.
Library District Formation — Information and Discussion
Beth Gambro and Barb Johnson noted that the Library Board has set a goal to become a Library District
in the future. The fact finding committee which is made up of four Library Board members and several
area residents is looking at financing to do this. Ms. Johnson noted that there are people in the area who
can't use the library because they are outside city limits. The fact finding committee has taken two years
to do their research which included looking at the other districts surrounding Yorkville. It has been
determined that it is not financially good to form a district at this time
Gail Gaebler stated that when she became a board member years ago, there were already discussions for
becoming a district so this has been on the back burner for a long time. She explained that the state says
libraries should serve everyone and this could be better done if they were a district. She noted that other
districts in the area, Plano and Oswego, have annexed areas where the resident's children go to Yorkville
schools. She stated that people get mad because they can't get a library card if they are outside city
The Minutes of the Special Meetin of the Cit Council — August 10. 2010 — gaffe 2
limits. Districting can proceed in different ways and the library will use its current footprint and grow as
the city grows.
Mayor Burd noted that if the library becomes a district, they will lose some benefits such as free utilities,
IT services, accounting services, etc. Alderman Werderich asked what the cost was to create a district
and Ms. Johnson explained that the cost will be the loss of services provided by the city.
Alderman Gohnski asked that if a district is formed, could new annexed areas pay toward the bond
payment and Ms. Johnson stated that they could not because they did not vote for the referendum.
Alderman Golinski asked how the building would get transferred from the city to the district. Ms.
Johnson explained that the library owns the building however the city owns the land it is on. Alderman
Gohnski noted that this is the same messy situation that would occur if a Park District is formed.
ADDITIONAL BUSINESS
Building Development Fees Account
Bob Allen asked Administrator Olson to explain the building development fees account. Administrator
Olson explained that capital purchases usually have a three to five year life span and cannot be replaced.
There is a building development fee account containing $300,000.00 of carryover building impact fees
which needs to be spent within ten years of collection and can be used for replacing capital purchases.
Dial a Story
Alderman Golmski asked what "Dial a Story" was. Mrs. Pfister explained that it is a phone line that
people can call where a story on a cassette tape is played. There is a new story each week. The line can
only answer one call at a time.
Summer Kids Programs
Mrs. Pfister noted that 655 kids joined the summer reading program. The group even saw an increase in
the number of middle and high school students.
ADJOURNMENT
Meeting adjourned at 6:47 p.m.
Minutes submitted by:
Jacquelyn Milschewski,
City Clerk City of Yorkville, Illinois
JOINT MEEETING OF THE UNITED CITY OF YORKVILLE
CITY COUNCIL
AND THE UNITED CITY OF YORKVILLE
LIBRARY BOARD OF TRUSTEES
August 10, 2010
PLEASE PRINT
NAME: SUBDIVISION OR BUSINESS:
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Library Board of Trustees
Jo Ann Gryder
Marianne Wilkinson
Sandy Lindblom
Gail Gaebler
Zach Frisch
Beth Grambro
Barb Johnson
Carol LaChance
Marilyn Vorderer
Michelle Pfister, Director
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Yorkville Public Library
:
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ANNUAL REPORT
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2009 -2010
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Information on the library
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Current statistics and financial budget
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ME ■
MEMO ■ ■ ■ ■-■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ 1p
Annual Report 2009 -2010
Number of patron library cards 9,157
Children attending programs 4,663
Adults attending programs 941
Resources owned: Books 43,761
DVD's 1,433
Audio Recordings 2,682
Interlibrary Loans: Yorkville Public Library bor-
rowed 27,713 books from other libraries for out
patrons. The Library also loaned 19,328 items
from our collection to other libraries.
items checked out by patrons 174.996
The Library has five (5) newspaper subscriptions,
125 magazine subscriptions, and 932 pieces of
sheet music.
Dial -a -Story activity (# of calls)
New items added this fiscal year:
Library Revenues
Taxes
Carryovers
Development Fees
Copy Fees
Subscription Cards
Rental
Fines
Sale of Books
Memorials
Interest
Grants
Insurance Reimbursements
TOTAL:
Building Development
::
627,761
925,755
31,100
3,772
14,720
1,238
11,502
423
4,451
1,951
14,554
6,181
1,643,409
326,306
Expenses
Personnel services 539,837
(salaries, insurance, dental /vision)
Professional services 5,347
(bonding)
Contractual services 65,585
(contract services, maintenance, utilities)
Professional services 5,937
(subscriptions, training, public relations, etc)
Operations 164,264
(office supplies, postage, audio /visual,
books, alarm monitoring, memorials)
Retirement 53,639
Capital Outlay 49,877
(automation, building expansion)
TOTAL: 884,486
Library Bond Payback 564,050
Inventory
2006 furnishing and equipping the library from bond money
Furniture cost Equipment Lighting 600,000.00
Furnishing used from existing library 10,000.00
Total 610,000,00
Items purchased in 2007/2008
Cart 498.00
2 Dictionary holders. 39.00
Telephone System 11,984.00
Computers 14,679.00
toaster Oven 199.00
J Shelving 1,109.00
Theatre Post 457.00
Coin bill tower 2,095.00
Computers 4,746.00
Checkpoint system 112,227.00
Garment rack 460.00
Steel organizer for workroom 306.00
Shelves 923.00
Microwave & refrigerator 908.00
cabinets 298.00
2 Laminators 506.00
Laser Printer 603.00
Printer 342.00 ,
Tables for meeting room 1,700.00
Shedder 200.00
Coin and bill tower 2,095.00
Bar code scanner 516.00
Coffee maker 99.00
Head phones 357.00
Fireside art piece 2,500.00
Framed historical pictures 1,400.00
Signs 414.00
Christmas decoration 644.00
2 Microwaves 818.00
Wireless -G access point 174.00
Speakers for projectors 50.00
Projector 1,000.00
Projector stand 300.00
Easel 78.00
File Cabinet 439.00
Palm tree 188.00
Receipt Printer 203.00
Display sign 136.00
Digital Reader Printer 9,987.00
Konica Minolta color printer 7,936.00
Konica Minolta second floor 4,192,00
Phillips heart start 2,119.00
Book truck 961.00
2 Rocking chairs 434.00
Oak furniture children's 407.00
Lamp 200.00
Art picture winter 350.00
Art picture summer 350.00
Art picture fall 350.00
Coat rack 203.00
Laser printer 1,209.00
3 Smoker Stations 504.00
2 Microwaves 318.00
Projector, speakers, stand 50.00
Laptop 1,085.00
2 Picnic tables 618.00
Total 196,463.00
Items Purchased in 2008/2009
Ivy plant 98.00
Rugs, plants, wall hangings 1,066.00
Easel bookshelves, bean bag chairs 796.00
Wall clocks 261.00
Book truck 548.00
Signs - Pollock 1,560.00
Shelves 899.00
2 Receipt t printers 598.00
Easel 186.00
Heart start cabinet 200.00
Konica Minolta scanner /copier 4,048.00
3 Rocking Chairs 450.00
Activity table 356.00
Book truck 1,001 .00
i
4 Floor lamps 900.00
Activity center 419.00
10 lap p top computers 7,000.00
rocking chair 200.00
Security Camera's 9,525.00
2 Floor lamp 502.00
Table lamp 187.00
Motorized roller shade 2,218.00
M a gnifier Reader _ - 2,898,00
Disk repair unit 1,421.00
2 Bookshelves 700.00
Total 38,037.00
i
Items Purchased in 2009 -2010
Kids Chairs _ _ _ _ _ _ 290.00'
Lectern " 300.00
Easel 200.00
Hands on Activity Panel 264.00
Framed Print 217.00
Microscope Slide Set 452.00
Microscope 434.00
Printer 1 119.00
Various Die Cuts 254.00
Fax Machine 1,090.00
Window Signs (Poblocki) 85.00
Sign Holders 284.00
Die Cuts 1 61.00
Ellision Equipment 856.00
Chairs 289.00
Folding Tables 392.00
Folding Chairs 589.00
2 Computers 1,655.00
2 Chairs 264.00
Table 312.00
6 Chairs 792.00
4 Computers 2,773.00
Total 11,972.00
Items Purchased in 2010 -2011
Teens Display Cabinet 535.00
I
F/Y 06 610,000.00
FN 07 -08 196,463.00
F/Y 08 -09 38,037.00
F/Y 09 -10 11,972.00
Books etc 1,181,574.00
Total 2,038,046.00
Total Items Total Retail Value
Books $27.00 43,761 1,181,574.00
CD's $45.00 1184 53,280.00
Music CD's $16.00 1191 19,056.00
Magazines $6.00 1665 9,990.00
Micro film $48.00 143 6,864.00
DVD's $23.00 1433 32,959.00
Total 1,303,723.00