Library Minutes 2010 05-10-10
APPROVED W/ CORRECTIONS
6/14/10
Yorkville Public Library
Board of Trustees
Monday, May 10, 2010
902 Game Farm Road
7:00pm
The meeting was called to order at 7pm by President Jo Ann Gryder
Roll Call
Members present: Lindblom-yes, Johnson-yes, Wilkinson-yes, Gaebler-yes, LaChance-
yes, Gryder-yes, Frisch-yes
Absent: Gambro
A quorum was established
Guests:
Michelle Pfister-Library Director, Tony Scott-Kendall County Record, Judy Somerlot,
Mayor Valerie Burd, City Administrator Bart Olson, Finance Director Susan Mika, Russ
Walter, George Gilson
Recognition of Visitors
President Gryder asked each of the visitors to introduce themselves and welcomed
everyone.
Amendments to the Agenda -
None
Minutes
– April 12, 2010
There were no corrections and Sandy Lindblom and Barb Johnson moved and seconded
respectively to approve the minutes as read. Unanimous voice approval.
Correspondence –
A thank you note from Judy Somerlot was read. Ms. Somerlot thanked the staff for their
help in setting up for a recent book talk that 36 people attended.
Ms. Gryder acknowledged an email from Russ Walter that was discussed later in the
meeting.
Public Comment –
none at this time
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Staff Comment
–none
Report of the Treasurer
Financial Statement
Detailed Revenue & Expense Report – Highlights
1.This is end of the Fiscal Year and the report is a draft copy subject to revisions--
not all checks in
2.“Charges for services” shows $1,100 in subscription cards, but no property taxes
or development fees received
3.Collected 56.3% of revenue budgeted, however, no carryover numbers reflected
4.Expenses – Fiscal Year shows 63.8% of budgeted amount was spent—spent more
than took in.
5.Report does not show $600,000 in carryover fund
The correspondence from Russ Walter was addressed. He had stated that the $600,000
was not “real money”. Ms. Lindblom replied that the money is, in fact, there. She
directed the committee to the Cash Analysis Sheet from May 2009 that showed a balance
of +$774,000. She also said an audit from that same time period shows $799,000. The
difference may be attributed to outstanding checks. Ms. Johnson noted that of those
figures, $324,000 can only be used for building development and +$300,000 could be
used for operating costs.
Mr. Walter said he thought the Fund Balance was $200,000 less than shown on the
budget report. Ms. Mika said this difference was due to the time lapse between the
April 2008 report referenced and the time the audit was done. Also noted was an error in
the June 2009 report on the bond money.
Detailed Board Report
Ms. Lindblom reviewed this report and briefly mentioned 4 items.
Payment of Bills
Ms. Gaebler made a motion to pay the invoices in the amount of $34,589.41 and payroll
in the amount of 64,896.37. Carol LaChance seconded the motion.
Roll call vote: Johnson-yes, Wilkinson-yes, Gaebler-yes, LaChance-yes, Gryder-yes,
Frisch-yes, Lindblom-yes. Motion carried unanimously.
Report of the Library Director
Statistics
1.Library Directory Michelle Pfister reported the April circulation, patron count,
items added and the Book Off program.
2.Discussed the Lion’s Club dinner Michelle and Jo Ann attended and said they had
talked about donation usage.
3.Teens had a Library sleepover
4.Library teens assisted in recent Kiwanis cleanup at Hoover Dam
5.Presented fliers from summer reading program
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6.National Children’s week was observed with theme of “Pop Open a Book” and
popcorn-scented bookmarks.
7.Michelle is working on State report to be done by end of May. She will report on
this next month.
8.Upcoming artist program sponsored by Friends of Library
9.Adult reading program titled “I Read a Latte”
10.Landscaper and clean-up person contacted for outside work needed. Was
suggested that estimates should be obtained. Sandy and Gail will work with him
for changes to children’s area/possible butterfly garden
11.Michelle reported a Library employee is on medical leave.
Unfinished Business
City Funding Assistance Request
(taken out of sequence)
The City letter of request for funding assistance was re-reviewed. Mr. Olson said the
City had prepared an itemized list of services and costs. He said that if the Library did
not use the City services, it would cost more.
President Gryder discussed a 1997 Inter-Governmental Agreement that states the various
services the City had agreed to provide. She added that the Library had kept the levy at
lesser amount to help the City and residents with taxes.
Ms. Johnson said she would like to have other facts and figures to compare costs with
those from the City if the Library hired their own Business Manager. Mr. Olson said the
City could request funds from the Library Board each year. A Board member
commented that this would be breaking the Inter-Governmental Agreement.
Until the issue of a Library District is determined, Ms. Johnson said she could not support
this request for funds. She made a motion that the decision be delayed until the June
Board meeting. Marianne Wilkinson seconded this motion.
In further discussion, Board member Zach Frisch commented that Board might need to
re-negotiate the Agreement since the City performs many functions for the Library. He
said all options needed to be considered before a decision is made.
A unanimous voice vote approved the motion.
Board member Gaebler asked Mr. Olson if it was the intent of the City to terminate the
Inter-Governmental Agreement. He said it would be the Council’s decision and will be
discussed at the Administration Committee.
In another matter, Mayor Burd said that Library Board Liaision Plocher had been unable
to attend recent Library meetings due to a class he is attending. The Mayor said she is
also receiving a list of people for possible appointments to the Board.
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Building Update
Tom Lindblom reported he had gotten an estimate for sealcoating the Library and City
lots. That amount is $6,454 and is from Jet Asphalt Sealcoating.
Barb Johnson made a motion to move forward with the sealcoating in the amount of
$6,454. This was seconded by Zach Frisch. Treasureer Lindblom said it should be
ascertained that the funds can come from the Building Development Fees. It was thought
a second bid is not needed since the quote is below $20,000. This will be verified by Bart
Olson.
Roll Call vote: Wilkinson-yes, Gaebler-yes, LaChance-yes, Gryder-yes, Frisch-yes,
Lindblom-yes, Johnson-yes. Unanimous approval.
Mr. Lindblom recently spoke with the alarm company regarding false alarms. It has been
determined that the problem might be caused by computer and equipment failures.
District Fact-Finding
Barb Johnson said the committee had put together a proposed district budget. She noted
2 components were missing: water/sewer/garbage at a cost of $75 for every 2 months for
sanitary service, $160.17 every other month for water and estimated $54+ a month for
dumpsters. She asked Mr. Olson to discuss related development fees. City Council
would have to decide on the amount to be set and an ordinance would be created.
Audit costs were also discussed and a cost of about $3,200 was noted. Ms. Johnson
suggested possibly outsourcing items such as building insurance, IMRF and others. She
believes that a vote should be called in June to make a decision on the Library District
since the committee has discussed all aspects.
Guest Russ Walter questioned the revenue portion of the budget, however, committee
members said the revenue side of the budget has not been completed yet. He suggested
checking on the tax cap and how it would affect raising a given levy. They said the
budget will be approximately the same if a Library District is formed. The revenue
portion should be available next month.
Mayor Burd said if the Library converts to a Library District, the full amount could be
levied for taxes. She also noted that many libraries have small restaurants inside their
facility to help make money.
Discussion turned to the Library room and the frequency with which is it used. It is used
approximately 16 times monthly.
Social Media Sites
Michelle Pfister said there are blocks on social sites preventing teens access. She said
other Libraries do not have this block and she thought it might be time to reverse this
policy. After discussion, it was decided to keep the blocks and this will be reviewed in
another year.
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Electric Projection Screen
A $5,900 estimate was received for an automatic screen in the Board room. When
programs are held, Ms. Pfister said it is difficult to see without a screen. It was
questioned how often it would be used. It was decided not to purchase this now.
Adjournment
There was no further business and the meeting was adjourned at 8:11pm.
Minutes respectfully submitted by
Marlys Young
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