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Library Minutes 2010 07-12-10 APPROVED 8/9/10 Yorkville Public Library Board of Trustees Monday, July 12, 2010 902 Game Farm Road 7:00pm The meeting was called to order at 7pm by Marianne Wilkinson. She asked everyone to join her in the Pledge of Allegiance. Roll Call: Allen-yes, LaChance-yes, Brookins-yes, Frisch-yes, Lindblom-yes, Johnson-yes, Wilkinson-yes, Gambro-yes, Gaebler-yes Recognition of Visitors Ms. Wilkinson asked all visitors to introduce themselves. Michelle Pfister-Library Director, Tony Scott-Kendall County Record, Ryan Morton- WSPY, Valerie Burd-Mayor, Jo Ann Gryder, Tom Lindblom, Art Prochaska, Judy Gilmour, Tom Gilmour, Russ Walter, Rose Spears-Alderman, Mariann Manthei-Friends of Library Liaison, Becki Sallee, Cedric Ferguson, Joe Plocher-Library Liaison, Gary Frisch, George Gilson-Alderman. Ms. Wilkinson recognized new Board Member Reginald Brookins and welcomed him to the Board. She also recognized Bob Allen as a new Board member as of last month. Amendments to the Agenda - None Minutes June 14, 2010 Corrections were noted and a motion was made and seconded by Sandy Lindblom and Carol LaChance, respectively, to approve the minutes as corrected. Carried on a voice vote. Correspondence – None Public Comment – None Staff Comment – None 1 Report of the Treasurer Financial Statement Detailed Revenue & Expense Report – Highlights 1.Collected $46,000+ in bond tax and $49,000+ in real estate taxes 2.No development fees collected 3.Total revenue for month was $99,880.47 4.Library bond was paid in amount of $190,462.51 Detailed Bill List - Highlights 1.Page 4: 4 new computers purchased 2.Page 5: New security panel installed and cameras replaced at cost of $3,450 3.Page 7: $1,557 paid for landscaping, bush/tree removal, flowers planted etc. 4.Total invoices of $32,327.45 Ms. Gaebler questioned the zeros in the carryovers in the Detailed Revenue & Expense Report. Ms. Lindblom said she had spoken with Finance Director Mika who said the numbers will not be reflected until the audit is completed. Payment of Bills Ms. Johnson made a motion to pay the bills in the amount of $32,327.45 and payroll in the amount of $42,062.09. Mr. Frisch seconded the motion. Roll call vote: Brookins-yes, Frisch-yes, Lindblom-yes, Johnson-yes, Wilkinson-yes, Gambro-yes, Gaebler-yes, LaChance-yes, Allen-yes. Motion carried unanimously. Report of the Library Director Statistics Library Director Pfister presented the following highlights for the month of June: 1.13,359 items circulated 2.884 new items were added 3.Summer reading programs going well with over 500 children involved 4.Friends of the Library meeting was held in June and officers were elected on this date 5.No computer classes held for the summer 6.Held picnic in the park 7.Patron count in June: 10,525 8.Michelle invited all Board members to arrive a half hour prior to the next Board meeting to see items purchased in last year 9.A State required survey was conducted by Michelle regarding books that have to be obtained from other Library systems. She said 145 books were sent to Yorkville while this Library sent out 252 books to other libraries. The Library pays the postage to send the books to their destination. Beth Gambro asked if the patrons could pay the postage. 10.PALS (Prairie Area Library System) is making cuts and is closing Shorewood facility 2 11.Michelle took inventory of Library books, equipment and furnishings and estimated the total worth at $2,184,521. Marianne asked if the insurance is updated each year, however, it is not known 12.Michelle asked all Board members to bring their disaster plan books to the next meeting to be updated 13.It was noted that a book was placed in the Library in honor of former Board member Marilyn Vorderer. This is a tradition and the book was chosen by her. 14.A suggestion box has been placed by the circulation desk. City Council Liaison Alderman Plocher said he had taken an informal survey of City Council members and of those who responded, most were not in favor of a Library District. Standing Committees No reports Unfinished Business Building Update Tom Lindblom said a wall on the first floor needs repainting and requires a special paint at an estimate of $1600. He also discussed the storm drain in the parking lot and said bark was recently washed out after a heavy rain and the area has turned to mud. It was suggested to have bushes moved and brick work done to facilitate proper drainage. The cost to do this is $2700. He recommended moving forward on both these items for which there is money available. Motion Barb Johnson made a motion to spend $4300 to make the two recommended repairs and Beth Gambro seconded the motion. Roll call vote: Frisch-yes, Lindblom-yes, Johnson-yes, Wilkinson-yes, Gambro-yes, Gaebler-yes, Allen-yes, LaChance-yes, Brookins-yes. Approved unanimously. District Fact Finding The Fact Finding Committee met prior to the Board meeting to discuss finances and the direction the committee should follow. Ms. Johnson summarized how a Library District would function, their responsibilities, means of expansion, tax levy, etc. She also explained the methods by which the Library could become a district. She also noted that City residents would continue to pay for the Library bonds, while any citizens newly annexed to the District would not pay this. Ms. Johnson reiterated information about the tax levy. The current levy is .1111 and this can be adjusted up to .15 as a District or in the present Library structure. Mr. Brookins asked how many Illinois cities currently have a city library vs. a district library. Ms. Johnson replied that all the surrounding towns are districts. It was also noted that the majority of libraries are district, partly because the State is encouraging them in that direction. 3 Citizen Cedric Ferguson said that many people in the community are not aware of what a Library District means. He said he felt the best course of action was to hold a referendum and let the people decide about becoming a District. He said the Aldermen should try to reach as many citizens as possible and inform them. Citizen Judy Gilmour asked for a further explanation of annexation if someone is currently not in the city limits. Art Prochaska explained that non-residents have to request to be annexed and there must be a petition. To determine interest in a District Library, a non-binding referendum could be held. If a voting referendum is held and if the area includes the entire School District, all citizens living in that area could vote. Jo Ann Gryder also explained that if the Board decided to annex property in the School District, a resolution could be drafted and citizens in that area would be notified. There would be an option for those citizens to put this to a referendum. If those citizens did not come forward, they could be absorbed into a Library District. George Gilson asked how many people would need to sign a petition if they did not wish to be absorbed. It was thought that only 10% of those eligible would need to sign. Resident Gary Frisch asked about the City’s position regarding a Library District. Alderman Joe Plocher said he thought that most Aldermen would be against the District since there would be added expenses for the Library. The Mayor added that residents have asked the Council to oppose this venture. Alderman Rose Spears said she feels there is not enough information, and added that the $60,000 in additional electric costs plus a potential request for money by the City would not be favorable for a District. Alderman Gilson said he felt a referendum would be appropriate since he is opposed to any tax increase and he feels the anticipated expenses would require a tax increase. Motion Barb Johnson then reviewed the motion she had made: to establish a District Library as a long-term goal and to begin budgeting to become financially independent from the City to meet that goal. It was noted that Gail Gaebler had seconded the motion. Zach Frisch moved to amend the motion and hold a Public Hearing so that all people could have a voice in this matter. Bob Allen seconded the motion to amend and said that the Hearing should be held prior to adopting the motion. Discussion Beth Gambro said a District Library has been a 20-year goal. She said a timeline should be established if this will continue to be a goal. Board member Bob Allen said the Board is answerable to the people and he felt the motion made by Zach was a valid one. Another point expressed by Ms. LaChance was that the Board has not heard from many people outside the city limits who would be affected by the change. Other Board members felt a referendum should be held and Mr. Brookins stated that it would not be right to raise taxes without a referendum. He felt information should be disseminated through the Aldermen and Library Board members. Ms. Lindblom said a separate committee could be formed to distribute information. Ms. LaChance said that it was 4 possible that a vote could be in favor of a District and that the Library would be unable to afford this. The Board then voted on the amendment made by Zach Frisch. Roll call vote: Frisch-yes, Lindblom-no, Johnson-no, Wilkinson-no, Gambro-no, Gaebler-no, Allen-yes, LaChance-no, Brookins-no. Motion failed 2-7. Ms. Johnson repeated her original motion [make a District Library a long-term goal] carried over from last month and there was a roll call vote as follows: Roll call: Johnson-yes, Wilkinson-yes, Gambro-yes, Gaebler-yes, Allen-no, LaChance- yes, Brookins-no, Frisch-no, Lindblom-yes. Motion carried 6-3. Mayor Burd added that if a Public Hearing is held, Board members cannot take a position, but can only share the facts. Motion Another motion was made by Ms. Johnson that the Fact Finding Committee be combined with the budget committee from this point forward. Beth Gambro seconded the motion. Ms. Johnson suggested this motion was needed so that the budget can be researched to move forward with the long-term goal. It was also suggested that persons other than Board members could be on the committee. Discussion Mr. Brookins questioned whether there had been an analysis done that would address the legal and financial aspects of possibly going District. The Fact Finding information will be provided to Mr. Brookins. Amendment to Motion new Ms. Johnson amended her motion to say that a committee would be established to look at the financial aspect. Sandy Lindblom seconded this amendment. Roll call vote: Wilkinson-yes, Gambro-yes, Gaebler-yes, Allen-yes, LaChance-yes, Brookins-yes, Frisch-yes, Lindblom-yes, Johnson-yes. Motion carried unanimously. Vote on Amended Motion new Roll call vote on amended motion to establish a committee to look at finances: Brookins-yes, Frisch-yes, Lindblom-yes, Johnson-yes, Wilkinson-yes, Gambro-yes, Gaebler-yes, Allen-yes, LaChance-yes. Carried unanimously. New Business Election of Officers At the June meeting a slate of new officers was established. They were as follows: President: Beth Gambro Vice President: Barb Johnson Treasurer: Sandy Lindblom Secretary: Carol LaChance Hearing no further nominations, these Board members will become the new officers. 5 Resolution of Authorization to Close Old Second Bank Checking Account No. 624160 Michelle said this resulted from the Library expansion. A check cannot be written to establish a zero balance and three signatures are required to close the account. A motion was made by Barb Johnson to close this account and it was seconded by Beth Gambro. Roll call vote: Gambro-yes, Gaebler-yes, Allen-yes, LaChance-yes, Brookins-yes, Frisch-yes, Lindblom-yes, Johnson-yes, Wilkinson-yes. Carried unanimously. Adjournment There was no further business and the meeting was adjourned on a motion by Zach Frisch and second by Reginald Brookins. Adjourned at 8:29pm. Minutes respectfully submitted by Marlys Young 6