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Library Minutes 2011 06-13-11 APPROVED W/ CORRECTIONS 7/11/11 Yorkville Public Library Board of Trustees Monday, June 13, 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: Sandy Lindblom-yes, Barb Johnson-yes, Jo Ann Gryder-yes, Beth Gambro-yes, Gail Gaebler-yes, Bob Allen-yes, Carol LaChance-yes, Susan Chacon-yes, Zach Frisch-absent Also present: Library Director Michelle Pfister Recognition of Visitors – Mayor Gary Golinski, City Administrator Bart Olson, Alderman Carlo Colosimo, Mariann Manthei-Friends of the Library, Tony Scott-Kendall County Record President Gambro said that Library Director Pfister extended an invitation to any Aldermen who would like a tour of the Library. Amendments to the Agenda – None Minutes – May 9, 2011 Ms. Johnson moved and Ms. Lindblom seconded a motion to approve the minutes as presented. Voice vote approval. Correspondence – None Public Comment – None Staff Comment – None Report of the Treasurer Financial Statement Detailed Revenue and Expense Report: 1.$224,250.78 received from real estate taxes 2.Total revenue received from other sources--fines, library cards, memorials, development fees, bonds etc. was $230,615.94 1 Detail Board Report: 1.An annual T-1 server maintenance expense of $1,260 was noted. 2.The Library will be working with the City to buy supplies in bulk 3.Page 2: $7.20 communication charge is for a block on the kids’ computers 4.Room shade expense of $3,130 was paid from development fees 5.Page 3: Office Works charge for printer cartridge 6.Elevator maintenance charge noted on this report 7.Total invoices of $20,710.08 8.Total payroll of $39,206.67 Administrator Olson discussed his month-by-month expense and revenue report and said the figures do not include any bond money. He also gave an explanation of the health insurance issues and overcharge from the previous month. The Library levy was also discussed and it was noted that the levy will be increased. The levy must be submitted to the City by August or September. Payment of Bills Barb Johnson made a motion to pay the invoices in the amount of $20,710.08 and payroll of $39,206.67. Sandy Lindblom seconded the motion. Roll call: Johnson-yes, Gryder-yes, Gambro-yes, Gaebler-yes, Allen-yes, LaChance-yes, Chacon-yes, Lindblom-yes. Unanimous. Report of the Library Director Library Director Pfister reported the following: 1.12,079 items circulated 2.95 new patrons 3.247 new items (some books were used from book sale) 4.Library received donation of 30 DVD’s 5.Summer reading program has begun 6.Library volunteers will be decorating rain barrel that can be sponsored for $75 7.In-house training being conducted 8.Mariann Manthei reported on “Raising Readers” program/signs 9.A quilt was donated to Library to be sold—tickets on sale in July 10.Book sale to be held in September at Hometown Days 11.20 people have attended “Threads & More” program 12.Lion’s Club & Jr. Women’s Club donated money for books for kids 13.Letters will be sent to Yorkville churches asking for church history for genealogy collection—obituaries will be cataloged dating back to 1800’s City Council Liaison Alderman Carlo Colosimo is the new City Liaison. Standing Committees Personnel An executive session will be held following the regular meeting. 2 Unfinished Business The reduced library hours were discussed and Michelle said there have only been a few complaints. Beth added that the new hours might be difficult for people who work during the day. A suggestion was made to perhaps keep the library open later one night a week during the school year. New Business Bonding of Trustees/Director State Statute says that only the Treasurer needs to be bonded. Currently all the Board members are bonded and a suggestion was made to save money by not bonding everyone. The current costs are $893 for each the Library Director and Treasurer. The charge is $456 total to bond all the other Board members. Alderman Colosimo added that the Board members would be covered if mistakes were made. After a brief discussion, it was decided to keep all Board members bonded. Motion: Jo Ann Gryder moved and Gail Gaebler seconded to maintain bonding on all Board members. Roll call: Gryder-yes, Gambro-yes, Gaebler-yes, Allen-yes, LaChance-yes, Chacon-yes, Lindblom-yes, Johnson-yes. Unanimous decision. Development Fee Expenditures Ms. Pfister said she had some suggestions for spending the development fees. 1.Framing and matting of photos in conjunction with “Remembering Yesterday” Program. To be hung with other photos upstairs. Some of the materials will be donated with total cost of $2,100 including the donated portion. Bart Olson will verify if development funds can be used for this. 2.New overhead fans needed in historic wing. Bart will also verify if development funds can be spent for this. 3.Landscaping and brickwork Motion: Ms. Johnson moved to purchase photos at $2,100 and median landscaping/ brickwork including entryway repair work at $7,835 if these items qualify. Ms. LaChance seconded the motion. Discussion: Michelle noted that the present landscaper had the lowest bid for other work and that is the only bid at this time. Mr. Olson will verify with the City Attorney if these items qualify for payment with development fees. Ms. Gryder raised the question that if the library is autonomous, should the Attorney make this determination? Roll call vote: Gambro-yes, Gaebler-yes, Allen-no, LaChance-yes, Chacon-yes, Lindblom-yes, Johnson-yes, Gryder-yes. Passed 7-1. New Ordinance for Building Development Fees Mr. Olson stated that the Board would need to make a motion to ask City Council to change the language in the ordinance to allow a broader range of purchases with development fees. The Council can only authorize what the State Statue allows since the 3 City is home ruled. The Board discussed the possible uses of the funds and said they would like to purchase half books and half technology. Motion: Barb Johnson moved that the Board direct the City to draft a new building development impact fee ordinance that is least restrictive and would allow the library to purchase books and technology in addition to making capital expenditures. Sandy Lindblom seconded the motion. Voice vote taken with Trustee Gryder opposing. Nomination of Officers Slate of officers nominated: President: Beth Gambro Vice President: Barb Johnson Secretary: Gail Gaebler Treasurer: Sandy Lindblom Nominations were closed on a motion by Ms. Lindblom and second by Ms. Gryder. Voice vote approval State Report Library Director Pfister said the State report was given to the City and that the Mayor presented it to the Council. A copy will be kept at the library and the City. 2010/11 Inventory Ms. Pfister also presented the library inventory report to the Board. Executive Session Motion: At 8:10pm Sandy Lindblom moved to enter into Executive Session and Barb Johnson seconded the motion. The Session ended at 8:41pm and roll call was taken to resume the regular Board meeting. Roll call: Allen-yes, LaChance-yes, Chacon-yes, Lindblom-yes, Johnson-yes, Gryder- yes, Gambro-yes, Gaebler-yes. Motion: Gail Gaebler moved to accept the evaluation of the Library Director as amended during Executive Session. Carol LaChance seconded the motion. Roll call: LaChance-yes, Chacon-yes, Lindblom-yes, Johnson-yes, Gryder-yes, Gambro- yes, Gaebler-yes, Allen-yes. Ms. Lindblom also noted there would be no salary increase since salaries have been frozen. President Gambro and Ms. LaChance will give the committee recommendations to Ms. Pfister. Adjournment Barb Johnson moved to adjourn and Gail Gaebler seconded. Meeting adjourned at 8:44pm. Minutes respectfully submitted by Marlys Young, Minute Taker 4