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Library Minutes 2011 02-14-11 APPROVED W/ CORRECTIONS 3/14/11 Yorkville Public Library Board of Trustees Monday, February 14, 2011 902 Game Farm Road 7:00pm The meeting was called to order at 7:00pm by President Beth Gambro. Roll Call: Beth Gambro-yes, Gail Gaebler-yes, Bob Allen-yes, Carol LaChance-yes, Zach Frisch- absent, Sandy Lindblom-yes, Barb Johnson-yes, Marianne Wilkinson-yes. Also present: Library Director Michelle Pfister Recognition of Visitors – Tony Scott--Kendall County Record, Tom Lindblom, Gary Golinski-Alderman, Rob Robbins Amendments to the Agenda – Trustee Lindblom requested an Executive Session at the end of the meeting. Minutes – January 10, 2011 A correction to Reggie Brookins name was made on page 4. Sandy Lindblom and Barb Johnson moved and seconded, respectively, to approve the minutes with this correction. Voice vote approval. Correspondence – 1.A thank you note was received from Beth Randall following her organizing program 2.An invitation was received from the Mayor to attend the Human Resource Committee Appreciation Day. 3.A letter was received from Tony Scott, Reporter for Kendall County Record, noting minimal information on the agenda. He made reference to the recent out of city library card fee discussion and vote that was taken. It was noted that any vote taken should be placed on the next month’s agenda. Board member Allen questioned whether the vote should be rescinded and re-done. It was decided to put this matter on next month’s agenda to both rescind and re-vote at that time. 1 Board President Gambro said she had received correspondence from Mayor Burd saying she had been waiting for a letter from past Board member Reggie Brookins regarding his departure from the Library Board. Ms. Gambro received later correspondence from the th Mayor dated January 15 that contained an inserted email from Mr. Brookins apologizing for not notifying the Mayor of his resignation. Mayor Burd also added that she will leave this position vacant until after the Mayoral election. Public Comment – None Staff Comment – None Report of the Treasurer Financial Statement Detailed Revenue and Expense Report: Sandy Lindblom summarized the report as follows: 1.She reported minimal revenue received this month: $4,701.04 2.$1500 for Library subscription cards 3.$800 for Library fines 4.Total expenses $98,583.90 Detail Board Report highlights: 1.$606.48 for book labels 2.ACI System invoice for radio transmitter changeover from telephone line for alarm 3.Page 5, Super Coupon presentation, Library paid for half of program arranged by Friends of the Library. 4.$995 invoice for database for annual Novelist subscription 5.Page 6, several invoices from Verne Henne for light bulbs and ballast replacement. Also installed projection screen in ceiling. It was noted the screen was paid for by development fees. 6.Page 10, large Nicor gas bill 7.Page 10, Office Works, $199.99 for a coat tree 8.Page 11, quarterly bill from Prairie Cat for $3,224.39 9.Page 11, Ancestry database renewal for $990 10.$360 invoice from Library Attorney for Library’s share of audit review. This invoice also included an email to Prairie Cat and a phone call regarding impact fees 11.$645 quarterly bill from Sound Inc. 12.Page 12, invoice for $2,542.50 for Today’s Business Solutions (PC reservation service) 13.$409.98 for 2 buffing wheels for removing scratches from discs 14.Page 13, Yorkville PC, $300 invoice for new IT person. Ms. Gambro asked if Michelle could track the annual subscriptions to see how often the programs are used. Michelle said she receives reports and the programs are well-used. A summary of all database renewals was also requested. 15. $39,170.14 total invoices 2 Cash Analysis: $592,602.19 balance $331,721.85 of this balance is development fees Sandy and Michelle have begun work on the budget for the year after next which has to be approved by May. She requested a Finance Committee meeting prior to the next Board meeting. There will also be a Personnel committee meeting on March 14th prior to the regular Board meeting. Motion Barb Johnson moved to pay payroll in the amount of $63,567.20 and the invoices of $39,170.14. Carol LaChance seconded the motion. Roll call: Gaebler-yes, Allen-yes, LaChance-yes, Lindblom-yes, Johnson-yes, Wilkinson-yes, Gambro-yes. Passed 7-0. Report of the Library Director 1.16,787 items circulated 2.116 new patrons 3.659 new items 4.Adult book discussion was held at old Courthouse 5.“Organizing for Everyone” program was held 6.Michelle noted Printer’s Row trip 7.No grant was received for Pepsi Refresh program 8.Friends of Library have brought in treats for Staff Appreciation Week 9.Children’s program well attended, Mayor volunteered to read 10.Michelle mentioned the “Surf the Stacks” program 11.Library was closed at 3pm on day of blizzard and closed the following day as well 12.Police matter noted, Library patron was downloading undesirable material and was asked to leave 13.Request from Michelle to close 1 day in May for in-service day 14.“Super Coupon Lady” to present program at Library on March 16 at 7pm, tickets will be required. 15.Recall of Heart Start defibrillator, new one coming. Will give instruction at the in-service day. 16.Discussed “Remembering Yesterday” program, article to be in paper Ms. Pfister also noted that she would distribute the Policy Books in March. She also said st that by June 1, the Library will have a protection policy in place concerning Social Security numbers on forms from potential employees. This will also be discussed on the March agenda. Ms. Gambro asked if there is any more information on the Pepsi Refresh program since the grant was not received. The Friends may still put up signs in participant’s yards for recognition. 3 The Friends are now collecting books for future book fairs. City Council Liaison – no report Standing Committees- no report Policy Unfinished Business Building Update Tom Lindblom and Michelle had discussed the building siding and the joints that are discolored. He asked the Board members to inspect this when the weather turns nicer and to consider possible repairs. He believes the finish has a 25-year guarantee, but the place of purchase has changed ownership. It was suggested that advice should be sought from the former F.E. Wheaton Company. In another matter, Tom said the radio transmitter (for the alarm) will be installed in the next few days. A leak was recently discovered in the northwest corner of the building and the insulation was saturated along with some rusting of the steel. Tom replaced the insulation and caulking will be done to seal the leak. New Business Capital Purchases A letter had been received from Library Attorney Ritzman summarizing Capital Purchase guidelines. The Board members discussed this and questioned whether the spending deadline could be extended. They also discussed whether or not this money could be used for the siding repair issue reviewed earlier in the meeting. New display cases were also suggested. It was noted that this money is also covered by ordinance. EXECUTIVE SESSION: At 8:00pm, the Board entered into Executive Session on a motion by Gail and second by Barb. Voice vote approval. At 8:33pm, the Board resumed their regular meeting. Roll call back into regular session: La Chance-yes, Lindblom-yes, Johnson-yes, Wilkinson-yes, Gambro-yes, Gaebler-yes, Allen-yes. Marianne Wilkinson announced that she will retire from the Library Board and April will be her last meeting. She will send a letter to the Mayor. Ms. Gambro will send a reminder to the Mayor that she may need to review this prior to the election since the Board will have a reduced number of members and might be lacking in a quorum There was no further business and the meeting was adjourned at 8:40pm. Minutes respectfully submitted by Marlys Young 4