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Library Minutes 2011 07-11-11 APPROVED W/ CORRECTIONS 8/8/11 Yorkville Public Library Board of Trustees Monday, July 11, 2011 902 Game Farm Road – Library Historic Wing 7:00pm The meeting was called to order at 7:00pm by Barb Johnson Roll Call: Lindblom-yes, Johnson-yes, Gryder-yes, Gambro-absent, Gaebler-yes, Allen-yes, LaChance-absent, Chacon-absent, Somerlot-yes. Also present: Library Director Michelle Pfister Recognition of Visitors – Mariann Manthei, Friends of the Library, Alderman Rose Spears, City Finance Director Rob Fredrickson, City Liaison Carlo Colosimo Amendments to the Agenda – Ms. Gryder asked to add a discussion of the Library meeting hours and have the Library stay open until 8:30 on Monday nights to allow for use of the boardroom. It was mentioned that this had been discussed in the past as well. Minutes – June 13, 2011 Sandy Lindblom questioned the costs of bonding Library officials, however, Michelle confirmed the numbers were correct. One typing error will be corrected. A motion was then made by Ms. Gaebler and seconded by Ms. Lindblom to approve the minutes with that correction. Voice vote approval. Correspondence – Library Director Pfister read a resignation letter from Board member Zach Frisch. New Board member Judy Somerlot was welcomed to the Board. Public Comment – None Staff Comment – None Report of the Treasurer Financial Statement Detailed Revenue and Expense Report: 1 1.Treasurer Lindblom reported the City is using a new format in the reports provided. 2.A large amount of money was received from taxes 3.Trustee Allen questioned a “principal payment” not made (shown on page 5). Mr. Fredrickson said this is the way the debt service is set up and an interest payment is made each year in June. The second interest payment is made in December along with principal. Invoices: 1.Treasurer Lindblom said an invoice for Baker & Taylor was shown as miscellaneous, however, in the future it will be coded to development book fees. 2.Page 2: $893 for renewal of bonding for Ms. Pfister 3.Page 3: $180 charge for Weblinx—PALS previously handled the Library email, however, by the end of July, the Library must switch to a new system. A new website is also being designed. Payment of Bills: Motion: Ms. Gryder moved to pay the payroll in the amount of $38,492.76 and invoices in the amount of $12,408.10. Ms. Somerlot seconded the motion. Roll call vote: Johnson-yes, Gryder-yes, Gaebler-yes, Allen-yes, Somerlot-yes, Lindblom-yes. Unanimous approval. Report of the Library Director 1.16,127 items were checked out in June 2.194 new patrons 3.239 items were added to the Library collection 4.A “going green” tip is being added to Facebook every week, prizes are being given for adult summer reading program 5.Mother/daughter book club started 6.Teens attended lit fest in Chicago 7.New library system as of July 1, called RAILS (Reaching Across Illinois Libraries). Yorkville is connected with most libraries in northern Illinois. 8.The brick work outside the building will be started soon 9.Bart Olson reported that development fees cannot be used to replace library ceiling fans or the framed pictures the Board discussed last month. Resident Susan Kritzberg will pay for 2 pictures at a cost of $160 each. 10.The per capita grant request is being prepared (it was noted that no money has been received from last year yet). Friends of the Library: 1.Mariann Manthei reported preparations for the annual book sale. “Friends” are handing out notices at garage sales asking for donations of leftover books. 2.A handmade quilt was donated by Darlene Mount and will be raffled with the proceeds to be used for book purchases. 2 City Council Liaison At the last Library meeting, development impact fee restrictions were discussed. Mr. Colosimo said he spoke with the City Administrator Olson and the City Attorney to develop creative solutions to use the available funds. There are currently 2 ways to obtain the impact fees: 1) through City ordinance (the most restrictive) and 2) through annexation agreements. The current balance of $293,000 in the impact fees was acquired through City ordinance. A revised copy of the City ordinance was presented and it will be discussed at the next Administration committee agenda. An amendment to the language is being proposed to open up the spending ability. Improvements will be made to Game Farm Road and near the entrance to the Library. The City could possibly bill the Library for the driveway and entryway work. An inter- governmental agreement could be drafted for a transfer from the General Fund to the Library in the same amount. This would free up funds acquired in the past. Ms. Johnson said the Finance Committee should discuss this possible solution. The roadwork will not be done for 2-3 years so there is ample time. Standing Committees Personnel th Ms. Johnson said she had met with Library Directory Pfister on June 19 to review Ms. Pfister’s evaluation. Chairman Gambro will be asked to sign the document. Finance The Finance Committee will meet August 8 at 6pm. Unfinished Business Ordinance for Building Development Fees This was previously presented by the Library Liaison. New Business Election of Officers Ms. Gryder moved to accept the slate of officers nominated last month: President-Beth Gambro Vice President-Barb Johnson Secretary-Gail Gaebler Treasurer-Sandy Lindblom Ms. Somerlot seconded the motion. There was unanimous voice vote approval. Committee Assignments The committee assignments were also announced. Library Hours 3 Ms. Gryder commented on the library hours and said the boardroom currently cannot be used due to the Open Meetings Act coupled with the fact that the Library closes at 7pm. One suggestion was to meet earlier and another was to have longer hours on meeting nights. Comments from other Trustees included, need consistent library hours, greater costs to have staff present later. Ms. Gryder suggested shifting employee hours on those nights. This matter will be discussed at the next meeting to include other Board members’ input. There was no other business and the meeting adjourned at 7:45pm by general consensus. Minutes respectfully submitted by Marlys Young, Minute Taker 4