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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