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Library Minutes 2011 03-14-11 APPROVED W/ CORRECTIONS 4/30/11 Yorkville Public Library Board of Trustees Monday, March 14, 2011 902 Game Farm Road 7:00pm The meeting was called to order at 7:00pm by President Beth Gambro. Roll Call: Marianne Wilkinson-yes, Beth Gambro-yes, Gail Gaebler-yes, Bob Allen-absent, Carol LaChance-absent, Zach Frisch-yes, Sandy Lindblom-yes, Beth Johnson-yes Also present: Library Director Michelle Pfister Recognition of Visitors – Alderman Joe Plocher, Mariann Manthei-Friends of the Library, Gary Frisch Amendments to the Agenda – President Gambro questioned when the Executive Minutes should be reviewed. This matter will be placed on an upcoming agenda for review in Executive Session. Minutes – February 14, 2011 Barb Johnson moved to approve the minutes as read. President Gambro noted a deletion on page 3 of the minutes stating there would be a Community Relations meeting. Ms. Johnson moved to approve the minutes as amended and Marianne Wilkinson seconded the motion. Unanimous voice vote approval. Correspondence – st A resignation letter effective May 1 was received from Trustee Marianne Wilkinson. A book will be selected in her honor for the Library collection. Public Comment – None Staff Comment – None Report of the Treasurer Financial Statement Detailed Revenue and Expense Report: Michelle and Sandy have been working on the budget in conjunction with Bart Olson and the Finance Director. 1.Some development fees received 1 2.Library subscription cards issued in amount of $1,650 3.Fines totaled over $1,000 4.Page 4: Total revenues received in amount of $5,129.82 with expenses of $82,108.36. Year to Date total $66,601.49 deficit. It was noted that anticipated amounts were way down, resulting in the deficit. Detail Board Report highlights: 1.ACI, $528 invoice: changeover from phone lines to radio frequency for alarm 2.Highsmith Spirit Group: for a listening machine 3.Gas bill of $2,400 4.Billed for 2 months for Sound Inc. and for elevator 5.Six computers purchased with credit card 6.Page 8: $450 for Library program for children’s library 7.Two month bill for health insurance, $15,303.12 8.Yorkville PC bill for $870 for computer work. Cash Analysis: --Money Market account also includes book development fees, amount: $8,825 --Operating cash is $151,307.14 --Building development fees need to be spent within 10 years or funds could revert to developers Motion : Barb Johnson moved to pay the invoices in the amount of $40,183.76 and the payroll in amount of $42,938.22. Zach Frisch seconded the motion. Roll call vote: Gambro-yes, Gaebler-yes, Frisch-yes, Lindblom-yes, Johnson-yes, Wilkinson-yes. Passed: 6-0. Budget: Work is being done on the 2012-2013 budget and a meeting was held with Bart Olson, City Administrator and the Finance Director. This advanced budget is being prepared so the City can be proactive. The coming budget will also need to be cut considerably since the surplus is being depleted. As of now, a deficit of $512,000 is being projected for 2011-2012. At the Finance meeting prior to this Board meeting, line items were reviewed with no avenues for increasing revenue except for increases in fines, cards and charges for programs. Some suggested cutbacks were: 1.Reduce number of programs 2.Close on Sunday 3.Reduce part-time employee hours 4.Reduce subscriptions 5.Coordinate with City to join in some costs (i.e. Library paying 10 times more on bonding) 6.Purchase joint office and janitorial supplies with City 2 7.Cut landscaping service and have City employees do work as covered in inter- governmental agreement 8.Cut contingency of $10,000 9.Charge for some programs 10. Omit $500 in Board expenses line item 11.Use City electric personnel 12. Develop ordinance to change building fee (can only use for capital expenditures for building) to “building and technology”, make effective May 1. Alderman Plocher to research possibility of new ordinance to allow this. 13.Obtain permission from developers to use development fees for other items Sandy also reported the City is developing a more concise system of reporting. A monthly report of expenses will be provided to assist in future budget preparation. Ms. Lindblom asked the Finance Director to omit the building development fees from the Cash Analysis Report. Mr. Olson also assured the Board that the City will not be requesting the Library to pay for items discussed at a previous meeting. The Finance Committee will be meeting again soon and it was noted a replacement for Marianne will be needed. Barb volunteered for this committee. It is hoped that a vote can be taken on the revised budget next month. Report of the Library Director 1.February circulation of 14,240 items 2.7,139 patron came to Library 3.108 new Library cards issued 4.635 new items 5.9 persons in attendance at February Friends of the Library meeting. Mariann Manthei reported on the Friends: th a.Coupon Lady will present a program this coming March 16 b.Abraham Lincoln show is April 13, no ticket needed for Board members, but their guest must have ticket. 75 tickets available. th c.June 4 trip to Printer’s Row, tickets are $25 6.Computer classes cut to 3 classes. Michelle drafted computer policy, suggested cost of classes--$5 and $10 for non-Library member 7.Teens did “Cocoa for a Cause” program using money to purchase food for PADS 8.Gifts/memorials in amount of $50 9.National Library Week during April, coincides with quilt show 10.Library employee Shelley is working on: teen bake sale, patron scrapbook displays, “3 Little Words” program 11.Will be canceling following library programs: A-Z Map a.Possible cancellations: Grolier, Heritage Quest, & Quest Ancestry 12.Michelle noted that the current meeting recorder will be replaced by digital recorder and meetings will be uploaded on City website. 3 City Council Liaison Alderman Joe Plocher said that the Council is currently working on the City budget. Standing Committees Personnel There was no quorum, so the Personnel committee will reschedule prior to the next Board meeting. The Library Director’s personnel review will be discussed and it must be completed before May. Finance This committee will also schedule a meeting. Policy-Identity Protection All Libraries must have this policy in place by June and it will provide protection to anyone giving their Social Security number to the Library. Ms. Johnson moved to accept the Identity Protection Policy as written and Zach Frisch seconded the motion. It was approved unanimously on a voice vote. This will be placed on the April agenda. Board Member Gaebler read a proposed computer class policy. Ms. Johnson suggested it be called “Yorkville Public Library Educational Class Policy” to cover all classes offered. Costs of $10 - $20 should be charged according to suggestion made. The Policy Committee was asked to bring recommendations to the April meeting. Unfinished Business Building Update- None Capital Purchases Michelle would like to purchase a motorized shade for the Historic Wing south wall window and wooden shades for the remainder of the windows. She provided cost quotes for this purchase and said development funds could be used. Motion : Barb Johnson made a motion to purchase the motorized shade for $3,130 and the wooden blinds for $2,289.50. Zach Frisch seconded. Roll call vote: Gaebler-yes, Frisch-yes, Lindblom-yes, Johnson-yes, Wilkinson-yes, Gambro-yes. Passed 6-0. Display Case Not discussed at this time. Non Resident Fee Cards Motion : Gail Gaebler moved to rescind a motion from a previous meeting regarding the non-resident fee for a library card. Barb Johnson seconded the motion and it passed unanimously on a voice vote. Ms. Pfister read the proposed Tax Bill Method for Non-Residents. (Copy attached to minutes). 4 Motion: Gail Gaebler moved to adopt the non-resident library card policy, using the Tax Bill Method, as written. Barb Johnson seconded the motion. Roll call vote: Frisch-yes, Lindblom-yes, Johnson-yes, Wilkinson-yes, Gambro-yes, Gaebler-yes. Passed 6-0. New Business Participants in Public Act 92-0166 The state Statutes annually requires the Board to decide if they want the non-residents who pay a Library fee, to be able to use other Libraries and a reciprocation of this policy from other Libraries. Motion: Ms. Johnson moved to reinstate/approve reciprocal privileges for non-resident cardholders. Mr. Frisch seconded the motion. Roll call: Frisch-yes, Lindblom-yes, Johnson-yes, Wilkinson-yes, Gambro-yes, Gaebler- yes. Passed 6-0. President Gambro asked for suggestions for Board member replacements. There was no further business and the meeting adjourned at 8:26pm. Minutes by Marlys Young 5