Loading...
Library Minutes 2010 06-14-10 APPROVED W/ CORRECTIONS 7/12/10 Yorkville Public Library Board of Trustees Monday, June 14, 2010 902 Game Farm Road 7:00pm The meeting was called to order at 7pm by President Jo Ann Gryder. Ms. Gryder noted that this date was Flag Day and she asked all attendees to join her in the Pledge of Allegiance. Roll Call: Gambro-yes, Gaebler-yes, Allen-yes, LaChance-yes, Gryder-yes, Frisch-yes, Lindblom-yes, Johnson-yes, Wilkinson-yes. Quorum established President Gryder read a quote from Longfellow and said that it captured how she felt about the Library. She asked all those present to identify themselves. Recognition of Visitors Michelle Pfister-Library Director, Tony Scott-Kendall County Record, Judy Somerlot, Mayor Valerie Burd, Alderman Rose Spears, Alderman Robyn Sutcliff, Alderman George Gilson, Tom Lindblom, Jeffrey Grezlik, Carly Seibel, Cathy Grezlik, Judy Gilmour, Tom Gilmour, Scott Gryder, Matt Prochaska, Michael O’Connell, Marilyn Vorderer, Russ Walter, Rose Walter, Roger Ritzman-Library Attorney, Gary Frisch, Chuck Stucliff, Casey Sutcliff, Cedric Ferguson, Steve Lord-Beacon News On a personal note, Ms. Gryder announced the birth of her granddaughter on May 12. Amendments to the Agenda - None Minutes – May 10, 2010 Ms. Johnson noted a correction on page 3 and then made a motion to approve the minutes as amended. Marianne Wilkinson seconded the motion and it was approved on a voice vote. Correspondence – Michelle Pfister said a letter had been received from the Illinois Department of Labor that stated no hazards had been found following a recent library inspection. A thank you was received from a Yorkville teacher who recently started a lunchtime book club. It thanked the staff for their time. 1 Public Comment – Judy Somerlot thanked President Gryder for her unselfish work and service to the Library. She described Ms. Gryder as professional and dedicated in all of her dealings with local government and the residents. Ms. Somerlot also thanked the Board for allowing her to serve on the Fact-Finding Committee and she urged the Board to move forward with forming a District Library. In other public comment, Alderman Sutcliff read a statement regarding a Letter to the Editor in the Kendall County Record. Resident Mike O’Connell expressed his opinion about the Library District. Mayor Burd then also read a statement and commended Ms. Gryder for her 10 years of service. She also responded to recent Letters to the Editor. Staff Comment – none Report of the Treasurer Financial Statement Detailed Revenue & Expense Report – Highlights 1.Some development fees were received for building and book funds 2.$1500 received for subscription cards 3.$1000 in library fines 4.Zeros are shown in expenditures due to being a month behind 5.Total expenditures are $45,275.26 Detailed Bill List - Highlights 1.Switched from AT&T to Call One, 2 T-1 lines still with AT&T 2.Aurora Tri State invoice for annual inspection 3.Page 2, Aurora Window Cleaning washed Library windows & cleaned eaves 4.Page 3, 2 bond payments made in amount of $190,462.51 5.Page 4, Castle Insurance invoices are for bonding for Board and Library Director 6.Page 5, Invoice for Ebsco for $3532.13 is for annual magazine subscriptions 7.Page 6, Highsmith is for display case donated by Jr. Women’s Club and placed in teen section 8.Page 6, invoice for Jet Sealcoating--contingency and Building Expansion Funds to be used 9.Page 7, $3,945 paid to Job’s Landscaping for groundswork 10.Page 10 & 11, reimbursement to Library Director for summer reading program/in- service lunch 11.$78 for service on AED unit Payment of Bills Ms. Johnson made a motion to pay invoices in the amount of $1,651.29 for ‘09/’10 and $227, 654.71 for ‘10/’11 and payroll in the amount of $44,152.26. Roll call vote: Gaebler-yes, Allen-yes, LaChance-yes, Gryder-yes, Frisch-yes, Lindblom-yes, Johnson-yes, Wilkinson-yes, Gambro-yes. Unanimous approval. 2 Report of the Library Director Statistics Ms. Pfister gave a report on the statistics for the past month and also made the following comments: 1.29 staff members attended in-service day, activities of that day were noted 2.Summer reading program off to good start 3.Discussed the home school program and their collection of toys for needy family 4.Brick program is still available th 5.4 of July was discussed since official day to celebrate will be Saturday/effect on Public Notice and schedule for Library. Official holiday for Library was considered and Library will close on Sunday and Monday. 6.Discussed landscaping and some drainage issues in parking lot. Installation of a drain was suggested along with brick where water collects. President Gryder welcomed new Trustee Bob Allen to the Library Board. Liaison Joe Plocher also noted that he is now finished with classes which were held on the same night as the Library meetings. Unfinished Business Building Update – no report District Fact Finding Barb Johnson updated the Board regarding a Library District formation. The committee prepared a sample revenue report and expense sheet after examining all revenue received vs. budgeted revenue. She also talked about the $600,000 carryover that has been discussed at previous meetings and said it should be thought of as a savings account. The proposed expenses were also discussed and based on that information, the proposed budget would be in a deficit. Ms. Johnson also discussed outsourcing. A trial balance was put together by Harvest Financial using actual bills paid. There was also an estimate of what it would cost if Harvest Financial handled the Library’s finances. A representative would also attend Board meetings. Another item to consider is “risk management” which includes liability insurance, bonding, workman’s comp, etc. The maximum cost for all insurance would be $28,800 per year. Ms. Johnson also briefly compared the situation of the Sugar Grove Library with that of Yorkville. Sugar Grove is different since they had 2 separate issues: bonds for the building and operating expenses. The bonds passed while the operating expenses did not. Russ Walter said that he spoke with the Newark Library and said they were formed as a corporate district and are not bound by IMRF. Gary Frisch asked about health insurance for employees if the Library goes District. 3 Motion At this point in the meeting, Ms. Johnson made a motion: 1) the Board should establish becoming a District Library as a long term goal; 2) the Board should begin budgeting towards financial independence from the City to meet that goal. Gail Gaebler seconded this motion. Discussion Bob Allen stated that this was an important motion and was concerned that the public should be informed prior to this to attend the meeting. He suggested tabling the motion until the Board could publicize this information. However, other Board members said it had been discussed at length at previous meetings. Trustee Zach Frisch suggested that due to the magnitude of this matter, the Board should postpone a decision until the newly appointed Library Board member assumed his position. Ms. Johnson said she was only looking for guidance from the Board if they wish to pursue being a District. Gary Frisch said, that part of the motion, it would be helpful for the meeting attendees to know the reasons why the Board wishes to go District. Ms. Johnson replied that the Library would become independent as a District and it would be advantageous to people in the District. She added that all surrounding libraries are District. There was a brief discussion of the proposed budget and Mr. Allen noted there would be approximately a $1 million deficit. It was stressed that there is no timeline to make a decision. Some Fact Finding committee members said they would be willing to present their findings again, however, they felt all has been said. Mr. Allen wanted to be careful to not make a hasty decision and to be able to show a tax savings to taxpayers. Ms. Gaebler said the State is saying they would like libraries to become district to serve all people. Ms. Gaebler posed the question as to how the Board would decrease expenses. Suggestions were to increase fines and raise subscription cards and it was noted that the biggest expense is the books and videos. Ms. LaChance added that the deficit needs to be addressed at this time and not wait to become a District. After this discussion, Ms. Johnson moved to table her previous motion and move it to the next meeting or the month after. Bob Allen seconded the motion and it was approved on a voice vote. In further discussion, Russ Walter suggested placing a question on the November ballot to ask the public’s opinion of a Library District. The general feeling was that people would not understand the question. 4 City Funding Request It was noted that the City Council had voted against the $40,000 request for services provided to the Library by the City. New Business Nomination of Officers President Gryder asked for nominations of new officers and said a vote would be taken in July. The nominees are: President: Beth Gambro Vice President: Barb Johnson Secretary: Carol LaChance Treasurer Sandy Lindblom Zach Frisch made a motion to accept the slate of nominations and Gail Gaebler seconded the motion. Motion approved on a voice vote State Report Michelle reported the State report is complete and a copy is at the Library. She also compiled a flier with 2009-2010 statistics and a copy will be given to the City Council. Additional Business Library Attorney Roger Ritzman was then recognized and Board members directed questions to him. Gail Gaebler asked if the Library levy affects the City’s levy, which it does. He replied that the City should levy the amount determined by the Board. If the Library was a District, the levy would be determined by the County Clerk. She also asked how a tax cap affects a Library District. Judy Somerlot asked for clarity on the role of the Library Board and the City and who is responsible to whom. Mr. Ritzman replied that the Library Board is appointed by the Mayor, but the Library operates not as a department of the City, rather under a separate set of statutes in the Library Act. The Board must comply with the State Library Act. In another question, it was noted that the Library Board is accountable to the residents. At this time, President Gryder acknowledged Marilyn Vorderer who was a former Trustee and recognized her for her work on the Board. To end the meeting, President Gryder read a statement that stressed the importance of a public library. She expressed her pleasure at having served on the Library Board. Adjournment There was no further business and the meeting was adjourned at 8:32pm. Minutes respectfully submitted by Marlys Young 5