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Library Minutes 2011 08-08-11 APPROVED 9/12/11 Yorkville Public Library Board of Trustees Monday, August 8, 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, Judy Somerlot-yes Also present: Library Director Michelle Pfister Recognition of Visitors – Carlo Colosimo, City Council Liaison Mariann Manthei, Friends of the Library Rob Fredrickson, Director of Finance Amendments to the Agenda – None Minutes – July 11, 2011 President Gambro noted a change under the heading of “Correspondence”—the word “committee” should be changed to “Board”. Ms. Johnson moved and Ms. Gryder seconded the motion to approve as amended. Voice vote approval. Correspondence – None Public Comment – None Staff Comment – None Report of the Treasurer President Gambro stated that the Finance committee met prior to the regular Board meeting. All Trustees and Liaison Carlo Colosimo attended both the committee and regular meeting. Budget Report Treasurer Lindblom noted that the library subscription cards decreased about half of what they have been and said this should be monitored. Ms. Pfister commented she had not received any complaints about the current cost of $175. DVD rental fees were also down and Ms. LaChance said some patrons obtain them free from other libraries. 1 Detail Board Report President Gambro noted differing amounts for “memorial and gifts” on the Board Report and the report provided by the Finance Director. In part, this is due to different preparation dates and also possible re-classification of funds. Ms. Lindblom also reported the following: 1.Page 1: $374.50 to Bank of New York: flat fee to administer bonds for the year 2.Page 2: Castle Insurance, $456: bond for entire Board of Trustees 3.Page 2: $862 fee for automation/ILINET. All libraries are part of this and it allows libraries to obtain books for patrons. Postage is charged when books are sent to patrons, but not to libraries. The number of books sent and also received is about equal. 4.Page 3: $3,000 RAILS quarterly fee 5.Page 4: $450 for IT services 6.Total of invoices for month: $8,182 Financial Statement 1.At this point, the bond payments are still included in the Money Market account 2.The total payroll is $37,442.49 Payment of Bills Motion: Ms. Johnson made a motion to pay the bills in the amount of $8,182 and the payroll of $37,442.49. Ms. Gryder seconded this motion. Roll call: Johnson-yes, Gryder-yes, Gaebler-yes, Allen-yes, LaChance-yes, Chacon-yes, Somerlot-yes, Lindblom-yes, Gambro-yes. Unanimous vote. Report of the Library Director Statistics 1.117,470 items circulated 2.138 patrons added 3.242 items added to collection 4.Library Director participated in on-line meeting of directors from RAILS 5.Oswego Library will be going on-line and will be part of Yorkville library system 6.Mariann Manthei reported on Friends: a) pointed out bulletin board in meeting room, b) reported on upcoming book sale, c) gave $1,000 check to Library, d) yellow stars placed throughout Yorkville for “Rising Readers” 7.Ms. Somerlot encouraged attendance at book fair and said more volunteers would be helpful 8.Ms. Pfister reported on “Threads n More” group 9.Chess club going well, extended through August 10.Readers read to children at Picnic in Park 11.Garden Club made mini-garden 12.Sewing for Teens program has begun 13.437 kids in summer reading program 14.Ms. Pfister asked all Trustees to bring Disaster Plan books to be updated 15.Library Director thanked Friends for the $1,000 check 2 16.Ms. Manthei said Friends will have their annual meeting on September 12 at 10:15am in the Historic Wing City Council Liaison The building impact fee ordinance Liaison Carlo Colosimo brought to the last meeting, has been submitted to the Administration committee. The Administration committee had the following questions: 1) what are funds intended for, Alderman inquiring does not want money to be used to show a positive balance, 2) will Board reduce impact fee by $100, 3) why are staff numbers so high (30 clerks and 4 custodians) [these are all part time positions with some only working 3 hours per day]. The Board will be discussing staffing needs. Standing Committees - None Unfinished Business Ordinance for Building Development Fees Trustee Lindblom recommended the Board not make a decision on this ordinance at this time to see what the other taxing bodies decide. She said a reduction of $100 greatly impacts the Library. It was noted that the City Council can make a decision without the Board’s input. It was stated the Council can free up the building development fees, but could give back a lesser amount. Ms. Gryder said she would like the Library Attorney to review the ordinance. It was questioned by Ms. Somerlot what benefit would be realized if the Library is the only entity to reduce their impact fees by $100. It was suggested the Board should attend the Administration meeting on August 18th for further input. Trustee Allen questioned if this issue was originally covered by an inter-governmental agreement—Ms. Lindblom will research. The Board thanked Alderman Colosimo for all the information he has provided. Library Hours Ms. Gryder expressed a desire to use the boardroom for Library meetings. In previous discussion, it was suggested that the Library hours be extended on meeting nights. Some of the thoughts expressed were: the changed hours could become confusing and disruptive for patrons, could cost more in terms of electricity, heat etc., the hours should not be changed again, the meetings could start at 6pm. Motion: Ms. Gryder made a motion to change library hours on Monday to 11:30am to 8:30pm starting September 1. Ms. LaChance seconded the motion. In discussion, it was noted the Library employees would have to change their hours and perhaps Library hours should change to 11-8pm. Ms. Pfister added that the morning employees would have their hours cut under this plan. Ms. Gryder then amended her motion to change the library hours to 11am-8pm on Monday. After some further discussion, Ms. Gryder withdrew her motion and asked the Board to re-consider this again in 3 months. 3 Intergovernmental Agreement At a previous meeting, it had been suggested the building development fees could be turned over to the City for payment of Game Farm Road development and entrance improvements. In turn, the money would be reimbursed to the Board for other Library needs. Finance Director Fredrickson stated the amount of money the Library currently cannot use is approximately $332,518. Ms. Lindblom recommended postponing this decision while others expressed concern about not being reimbursed. An agreement would have to be drafted for a schedule of reimbursement and the Council would budget for this according to Mr. Colosimo. This matter will be tabled at this time. New Business Home Town Booth Trustee Allen suggested a booth to promote the Library and its programs at Home Town Days. After a brief discussion, it was decided to focus on the book sale without an additional booth this year. Also, keeping the library open that day was thought to be an opportunity to promote the library. Serving Our Public Standards for Illinois Libraries Library Director Pfister said the Library is required to review Standards for Library. She had completed a review of 29 points for the per capita grant and she shared her comments with the Board. ------------ Referring back to the discussion on the Ordinance for Building Development Fees, President Gambro said the Board should wait for a response from the City before asking the Library Attorney to review the ordinance. Liaison Colosimo also said it was possible that the matter could be placed on a Council agenda and that Library input would not be heard. Alderman Colosimo will inform Ms. Pfister of the Administration decision following their meeting. Additional Business Trustee Lindblom asked to have a tax levy discussion placed on the September meeting agenda. Adjournment There was no further business and the meeting was adjourned at 8:20pm on a motion by Ms. Somerlot and second by Ms. LaChance. Unanimously approved. Minutes respectfully submitted by Marlys Young 4