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Library Minutes 2011 09-12-11 APPROVED 10/10/11 Yorkville Public Library Board of Trustees Monday, September 12, 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 Jo Ann Gryder-yes, Beth Gambro-yes, Gail Gaebler-yes, Bob Allen-yes, Carol LaChance-yes, Susan Chacon-yes, Judy Somerlot-yes, Sandy Lindblom-yes, Barb Johnson-yes. Others Present City Administrator Bart Olson City Council Liaison Carlo Colosimo Library Director Michelle Pfister Recognition of Visitors – Chairman Gambro recognized Mr. Olson and Mr. Colosimo Amendments to the Agenda – None Minutes August 8, 2011 The minutes were approved as read on a motion by Barb Johnson and second by Carol LaChance. Unanimous voice vote approval. Correspondence – Ms. Pfister said a letter was received from the Library Attorney in relationship to the City audit. When an audit is done, the attorney must verify that there are no lawsuits against the City at the time. A letter was also received from Trico stating that, in addition to the $125 service fee, there would be a $75 truck/tool charge for each visit and will be charged once even if there are 2 trucks. Trico maintains the heating and air conditioning systems. Library staff member Carol Wicks tendered a letter of resignation to accept a position at Aurora University. Public Comment – None Staff Comment – None 1 Report of the Treasurer Financial Statement Detailed Revenue and Expense Report: 1.$83,000+ was received in property taxes, this represents 62% of the taxes, but only 1/3 of the budget year 2.Last month the subscription cards were down about half, however, the subscriptions rose considerably this month 3.Copy fees down slightly 4.Total revenue this month: $90,329 5.The line item “Dues and Subscriptions” was a refund 6.The last line of the report show $332, 491 in surplus, however, these are the building development fees and were separated out of the revenue. Mr. Olson reported that in the past, the Library only had 1 fund for all revenues, however, now it has been separated into 3 funds. Detail Board Reports: 1.Page 2: Castle Insurance policy, $1,383, bond payment for Treasurer 2.Page 3: Landscaping costs of $7,835, paid from Building Development fees 3.Page 5: West Group $198 for copy of State Statutes 4.Staff insurance being paid this month for both July and August 5.Two invoices for meeting minutes 6.Total of invoices: $29,879.99 Payment of Bills Motion: Ms. Johnson moved to pay the bills in the amount of $29,829.99 and the payroll in the amount of $38,042.21. Ms. LaChance seconded the motion. Roll call: Gambro-yes, Gaebler-yes, Allen-yes, LaChance-yes, Chacon-yes, Somerlot- yes, Lindblom-yes, Johnson-yes, Gryder-yes. Unanimous. Report of the Library Director 1.Women’s history month was noted 2.15,913 items were checked out 3.110 new patrons 4.Added 696 items to collection 5.A staff meeting was held after the last Board meeting 6.Details of Friends book sale: $4,250.51 collected from items sold with 91% of that money going toward programs and Library and 9% for filing fees. Many volunteers helped with setup and sale. 7.Friends meetings now have 15-16 in attendance compared to 2-3 in 2008 8.Threads ‘n More program going well with 18 people attending first meeting 9.Summer reading program concluding 10.Teens had “used item” sale and made $250 to be used for book purchases 11.Michelle introduced flier for Adopt A Magazine program 12.Per capita grant is completed and submitted 13.City employee changed more than 100 light bulbs in Library, with much more maintenance to be done. Judy Somerlot helped with weed control. 2 14.City employee helped with outside trimming 15.Tom Lindblom volunteered to clean eaves. Aurora Windows cleaned the windows and eaves twice a year previously. 16.Outside of building needs some painting of siding and trim (siding was designed to not need painting). Tom Lindblom was trying to resolve, however, F.E. Wheaton (provided siding etc.) is now gone. Ms. Gryder asked if these costs could come from the building fees. Mr. Olson suggested talking to manufacturer about the maintenance problems. Ms. Somerlot asked if the price of the various services needed could be broken down and perhaps organizations could adopt a certain service. Mr. Olson suggested that City employees could possibly clean the eaves as they have a bucket truck. Another suggestion was that the maintenance only be done once a year instead of twice, however, Ms. Pfister said maintenance of the building is a priority. City Council Liaison Mr. Colosimo reported that he had taken the Board concerns to the Administration committee, regarding the building development fee ordinance. He will also take them to the Economic Development Committee. He said he had proposed a moratorium on impact fees at a recent Council meeting in hopes of bringing in developers or new business. Yorkville’s impact fees are currently higher than other nearby communities. Standing Committees No reports. Unfinished Business Ordinance for Building Development Fees Already discussed above. Intergovernmental Agreement Mr. Olson said this agreement will be simple to execute once the Board approves. President Gambro asked if the Library is actually responsible for the road improvements. Mr. Olson assured her that once the money exchange occurrs, the Board is not responsible for any further road expenses. Some Board members expressed concerns that the money will not be returned to the Library. Mr. Olson recommended that the Board and the City each approve a budget amendment and the money will be exchanged with language that each transfer is contingent upon the other. Board member Sandy Lindblom expressed great concern about this exchange. Mr. Colosimo described this transaction as traded dollars and the City will gain nothing. An attorney review was suggested by Ms. Gryder, however, Mr. Olson said it is not necessary since this is merely a budget amendment. It was requested by Board President Gambro to have a copy of the agreement and a memo from Mr. Olson before a vote is taken. He said this item will need to be shown as a line item budget amendment on the Library Board meeting agenda for October. 3 New Business Levy Ms. Lindblom said the City is now at $675,000 and the levy could be raised to .15. The City would then take in about $850,000. Mr. Olson explained the process and said the Library should ask for a certain levy amount. The City will re-set their levy and they have the authority to authorize tax caps on each levy. The Council will not vote on the levy until December. Olson suggested a formal line item on the agenda. A vote will be taken by the Board at their October meeting. Disaster Plan Update Ms. Pfister said all of these manuals will be updated with the current Library Board members, phones and staff page. Executive Session - None Adjournment There was no further business and the meeting was adjourned at 8:00pm. Minutes respectfully submitted by Marlys Young, Minute Taker 4