Library Minutes 2011 05-09-11
APPROVED 6/13/11
Yorkville Public Library
Board of Trustees
Monday, May 9, 2011
902 Game Farm Road – Library Historic Wing
7:00pm
The meeting was called to order at 7:00pm by President Beth Gambro.
Roll Call:
Frisch-absent, Lindblom-yes, Johnson-yes, Gambro-yes, Gaebler-yes, Allen-yes,
LaChance-yes
Also present: Library Director Michelle Pfister
Recognition of Visitors –
Bart Olson-City Administrator, Mariann Manthei-Friends of the Library, Tom Lindblom,
Jo Ann Gryder, Russ Walter, Jill Duchnowski-Yorkville Patch
Amendments to the Agenda –
None
Minutes –
April 11, 2011
The minutes were approved on a motion by Barb Johnson and second by Carol
LaChance. Approved unanimously by voice vote.
Correspondence –
None
Public Comment –
None
Staff Comment
– None
Report of the Treasurer
Financial Statement
Detailed Revenue and Expense Report:
This report represents the end of the fiscal year. Treasurer Lindblom said some property
tax money was received, library cards totaled about $1,500 and fines were $1,176.85 for
total revenue of $4,781.02.
Detail Board Report:
Ms. Lindblom noted that the total expenses were $89,592.28 for the month. The fiscal
year to date spent was $232,384.48 more than revenue taken in.
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It was also noted that the carryover money expected was not received. However, Mr.
Olson pointed out that carryover is not shown in a budget.
Sandy stated that in the past she had requested that the Money Market account be broken
into the 3 components of that account for a more accurate picture of the operating funds.
For tracking purposes, she will work with the Finance Director to change this.
The $800,000 thought to be part of the Library funds was incorrect and Ms. Johnson
asked how a situation like this could be avoided in the future. Bart introduced a
worksheet he developed that showed “operations only” and “operations with capital fees
and bond payments” to provide more accurate reporting of the money being spent. Bart
will send a report to Michelle each month and he or Finance Director Rob Fredrickson
will attend Library meetings. To avoid future mistakes, Bart also said more accurate
audit reporting is needed, more up to date Fund Balance numbers are needed to show
expenditures and forecasting must be done. Olson noted there was $300,000 in impact
fees, but the committee said they were not told the money was impact fees. The Board
said they were told there was a savings account in addition in the amount of $500,000.
In another matter, Ms. Lindblom said she had been informed that approximately $7,000 a
month will be received from the City for a mistake on health insurance for FY 2010-
2011.
It was noted that more revenue was taken in than was budgeted for 2010-2011, partly due
to more real estate taxes and library fines.
Ms. Lindblom stated that the Finance Director placed building development fee numbers
as an expense on the Cash Analysis sheet. Essentially the Board is borrowing against that
number to pay the bonds until the tax money is received.
Payment of Bills
Treasurer Lindblom briefly discussed some of the invoices for the month and stated the
total of the invoices is $21,522.69. Payroll for the month is $65,371.27.
Motion:
A motion was made by Barb Johnson and seconded by Carol LaChance to pay
the invoices in amount of $21,522.69 and payroll in the amount of $65,371.27.
Roll call vote: Lindblom-yes, Johnson-yes, Gambro-yes, Gaebler-yes, Allen-yes,
LaChance-yes. Passed unanimously.
Chairman Gambro suggested holding Finance Committee meetings twice a year to
review the budget numbers. Administrator Olson will be invited and all Board members
are encouraged to attend as well. Director Pfister suggested holding this meeting after
the receipt of the property taxes and August and November were the suggested months.
The Finance Committee will meet in August at 6pm prior to the regular Board meeting.
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Report of the Library Director
Library Director Pfister reported the following for April:
1.Circulation of 15,542
2.108 new patrons
3.452 new items
4.The Library Book Clubs visited Anderson Book Store to meet an author
5.Mariann Manthei reported many positive comments on the quilt show. A bus trip
to Chicago was cancelled due to lack of participants. The Friends will hold a
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book sale on September 3 & 4. They also gave the Library $1,000 for books.
They will also make handmade items to sell to raise money. Positive feedback
was received on the “coupon lady” and she might be invited again with possible
cover charge of $5.00.
6.Library had several kids programs
7.Have summer reading program for adults
8.Program “Threads and More” needlecraft club meets first Tuesday each month
9.“Variety Hour” will be presented by pre-teens on May 14 at 1pm
10.Have finished 2 interviews for the “Remembering Yesterday” and info is on
CD’s.
Standing Committees
Personnel
Barb Johnson reported the Personnel Committee met prior to this meeting with a report to
come at the next Board meeting.
New Business
Public Comment Policy
Ms. Pfister received a letter from the Library Attorney stating that the Library must have
a Public Comment Policy. A copy of the policy was included in the agenda packet. A
misspelling in item #6 will be corrected.
Motion:
Gail Gaebler moved and Barb Johnson seconded to approve the Public
Comment Policy. It was approved unanimously by voice vote.
This Policy will be placed under “Rules of Conduct” in the policy book.
In another matter, it was noted that Board elections are coming in July with nominations
being made in June.
Guest Russ Walter brought another matter to the Board’s attention and said some
language was written in 2005-2006 stating that development fees could be partially used
to repay bonds. He thought the City or Michelle would have the document
Ms. Lindblom said there is to be a new ordinance stipulating that development fees could
be used for technology. This item will be placed back on the agenda under Unfinished
Business and it was noted that any items requiring votes must be on the agenda also.
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It was stated that 2 parents had shared complaints about the new Library hours saying
they were not long enough.
Executive Session
At 8:25pm, Ms. Johnson made a motion to move to Executive Session and Gail
seconded, to review Executive Session minutes. Voice vote approval.
The regular meeting resumed at 8:30 with roll call being taken:
Lindblom-yes, Johnson-yes, Gambro-yes, Gaebler-yes, Allen-yes, LaChance-yes.
Motion:
A motion was made by Ms. Lindblom to keep the Executive Session minutes
sealed including those previously reviewed (2006 through 2011) packet #1 and #2. Bob
Allen seconded the motion. Voice vote approval.
Adjournment
Bob Allen moved and Carol LaChance seconded to adjourn the meeting. Adjourned at
8:35pm.
Respectfully submitted by
Marlys Young
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