Library Minutes 2011 04-11-11
APPROVED 5/9/11
Yorkville Public Library
Board of Trustees
Monday, April 11, 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-yes, Carol
LaChance-yes, Zach Frisch-yes, Sandy Lindblom-yes, Barb Johnson-yes.
Also present: Library Director Michelle Pfister
Recognition of Visitors –
Tony Scott-Kendall County Record, Tom Lindblom, Elsie Fischer, Gary Frisch, Russ
Walter, Rosemary Walter, Mariann Manthei-Friends of the Library
Amendments to the Agenda –
None
Minutes –
March 14, 2011
1.A portion of the sentence under “Amendments to the Agenda” will be removed.
It was decided that the Executive Minutes should be reviewed soon and Michelle
will research the time frame.
2.Under the Library Director’s report, item #11 will be changed to correctly reflect
possible program cancellations.
3.Under Unfinished Business, Zach Frisch seconded the motion to purchase
motorized shades.
The minutes were approved as corrected on a motion by Sandy and second by Barb.
Voice vote unanimous approval.
Correspondence –
Michelle received a letter from the Secretary of State informing the Library that it has
been awarded a per capita grant of $17,230.83 that should arrive by July.
Public Comment –
None
Staff Comment
– None
1
Report of the Treasurer
Financial Statement
Detail Board Report:
1.Pg 4, $442.50 invoice from Cannonball Mechanical for annual test/certification
for the back flow preventer system
2.Pg 5, Verne Henne invoices to be paid from building development fees
3.Pg 5, $2,289.50 invoice for wooden blinds, paid from building development fees
4.Pg 8, Nicor bill for $1,768.62
5.Pg 9, Inspection/test of wet system for fire protection
6.Total invoices of $31,492.01
Detail Revenue & Expense Report:
Revenue of $1,050 taken in for Library subscription cards was the only significant
revenue. The deficit spending was $80,971.73. The fiscal year to date revenue is
$1,328,507 while the budget projected is $2,158,985.
Cash Analysis Sheet:
The end of the month shows $56,888.56 in the Money Market account. Sandy spoke
with Finance Director Rob Fredrickson and he made an inter-fund transfer of building
development fees. This is shown as a reallocation of funds for April and will be paid back
when property taxes are received.
Guest Russ Walter commented that the YTD in the bond fund shows $20,000 less than
projected. Ms. Lindblom confirmed this.
Motion:
Carol LaChance moved to pay the invoices in the amount of $31,492.01 and
payroll in the amount of $44,730.08. Zach Frisch seconded the motion.
Roll call vote: Wilkinson-yes, Johnson-yes, Lindblom-yes, Frisch-yes, LaChance-yes,
Allen-yes, Gaebler-yes, Gambro-yes. Unanimous approval.
Report of the Library Director
1.Michelle said this is Trustee Marianne Wilkinson’s last meeting and she has been
on the board since 2001. She also served as Mrs. Santa Claus. The resignation is
effective May 1, 2011.
2.This is National Library Week
3.Circulation of 16,812
4.85 new patrons added
5.635 items added to collection.
6.Mariann Manthei reported on the quilt show. It was set up for 1 week and several
attended. The Lincoln program is coming. The “coupon lady” presented a show
that 95 people attended. The Library and Friends each paid half of the cost.
7.In March, 8,574 visitors came to the Library.
8.PALS changed their name to RAILS (Reaching Across the Illinois Library
System)
9.Another children’s program is forthcoming.
2
City Council Liaison
A replacement liaison will be needed.
Standing Committees –
no reports
Unfinished Business
Building Update-
Tom Lindblom reported that last month a rep from the City’s insurance company
conducted a safety inspection and insured all systems were working. The rep
recommended that the Library have a “hot” policy concerning the use of substances such
as welding material.
Trustee Allen made a motion to approve the “Controls for Hot Work” Policy as
presented. This was seconded by Barb Johnson. This was approved unanimously on a
voice vote and will be added to the Policy manual.
Tom also said a Trico rep will meet with him regarding switching to the cooling system
and a possible problem in the system.
2011/12 Revised Budget
Sandy Lindblom read a statement prepared by the Finance Committee. It detailed the
critical state of Library revenue and the recommendations for cutting costs. (See attached
statement).
Ms. Lindblom said that $675,000 (based on levy) is expected from real estate taxes at the
beginning of the budget year on May1. She also detailed other expected revenue and
pointed out that investment earnings will be much less than expected. Total revenue is
projected at $736,950.
It was noted that the Board wishes to change the development fees to “Building and
Technology”. $325,000 from building development funds will be temporarily transferred
to pay for operating expenses. When the real estate taxes are received, the money will be
transferred back.
Expenditures:
Salaries & Wages: The Finance Committee recommended keeping 5 full-time employees
plus the Library Director. The part-time staff budget will be cut back to $193,000 by
reducing hours and number of people. The maintenance person salary (Tom Lindblom)
will be reduced to zero.
Ms. Lindblom also said she had received a report from the Finance Director detailing
other cutbacks that can be made such as reductions in group health and life insurance and
a possible plan to increase the employee share paid for insurance.
Other suggested areas of cutbacks are: public relations, publishing/advertising,
telecommunications, postage/shipping, contractual services, possible reduced bonding
fees, legal services. Tom will investigate brokering for reduced gas costs. The
landscaping service will not be renewed and the City will do the maintenance.
3
Going forward, books will only be purchased with development fees.
In summary, Ms. Lindblom said expenditures would total $727,775 (without
development fees) and the total revenue would be $736,950.
Motion:
Zach Frisch moved to adopt the revised 2011/2012 budget as presented. Gail
Gaebler seconded the motion. Discussion including keeping the Library open on
Sundays during the school year to have the least impact on patrons. It was also noted that
if the Board adopts this budget, the City Council still has to “accept” the budget. Ms.
Lindblom suggested a separate motion to approve the reduced hours since this would
directly affect patrons. It was also noted that meeting nights would move to the historic
wing.
Roll call vote: Gaebler-yes, Allen-no, LaChance-yes, Frisch-yes, Lindblom-yes,
Johnson-yes, Wilkinson-yes, Gambro-yes. Passed 7-1.
Mr. Allen stated he voted “no” due to concerns that some of the revenue sources might
not materialize. He felt the Library might be in the same financial position a year from
now without the expected revenue.
Motion:
Ms. Gaebler moved and Mr. Frisch seconded to change hours of operation as
recommended. The motion was then amended with Ms. Gaebler adding the effective
date would be May 1. Zach Frisch also seconded this amendment. Unanimous voice
vote approval.
New Business:
Programming / Computer Class Policy
Ms. Gaebler said the Policy Committee recommends that the programming policy include
a fee for certain programs. They also recommend that all reservations for computer
classes be made in person at a cost of $10 with a library card and $20 with non-Yorkville
library card.
Motion:
Barb Johnson moved and Zach Frisch seconded to accept the service policy and
computer class policy as written and presented. Unanimous voice vote approval.
Public Notice
Marianne Wilkinson and Zach Frisch moved and seconded, respectively, to accept the
Public Notices concerning meeting dates and Library holidays, as presented. Unanimous
voice vote approval.
Adjournment
Carol LaChance moved to adjourn and Gail Gaebler seconded. Meeting adjourned at
8:30pm.
Minutes respectfully submitted by
Marlys Young
4