Loading...
Library Minutes 2010 08-09-10 APPROVED W/ CORRECTIONS 9/13/10 Yorkville Public Library Board of Trustees Monday, August 9, 2010 902 Game Farm Road 7:00pm The meeting was called to order at 7pm by Chairman Beth Gambro. Roll Call: Lindblom-present, Johnson-present, Wilkinson-absent, Gambro-present, Gaebler-present, Allen-present, LaChance-present, Brookins-present, Frisch-present. Recognition of Visitors The guests stated their names: Judy Gilmour, Rose Spears, Marianne Manthei, Tony Scott-Kendall County Record, Jo Ann Gryder, Bart Olson, Gary Frisch, Tom Lindblom, Alderman Joe Plocher Amendments to the Agenda – Bob Allen asked about pulling an invoice for an attorney fee, however, it will be discussed under the Treasurer’s report. Minutes July 12, 2010 Barb Johnson made a motion to approve the minutes as read and Gail Gaebler seconded the motion. Voice vote approval. Correspondence – None Public Comment – None Staff Comment – None Report of the Treasurer Financial Statement Sandy Lindblom said that the budget is one quarter of the way through the fiscal year. Detailed Revenue & Expense Report – Highlights 1.Some Library bond property tax money was received 2.Took in some real estate and personal property tax money 3.Library fines were $1,000 4.Total revenue was $496,900.17 1 Detailed Bill List - Highlights 1.Expenses totaled $73,692.41, (showing a surplus of $423,200.76) 2.Page 3, Silver on the Web is a system to orders books 3.$1,383-renewal bonding is for Treasurer 4.Page 6, copier charges higher due to summer reading program 5.$1,600 for painting of a wall in the children’s area 6.Page 7, site license allows Library to show movies 7.Page 8, Prairie Area Library System, $3,000 is quarterly payment 8.Page 8, $2,465 bill for attorney fee ($170 per hour for 14.5 hours). Discussion: Mr. Allen said he had concerns regarding information given to the Board, by the attorney. It concerned to whom the Library Board reports. Ms. Gambro said the Board was billed for services in response to issues raised by the City Attorney and subsequently answered by the Library Attorney without the Board’s knowledge. It was thought that a written explanation from the Library Attorney was to be forthcoming, however, that did not occur. It was decided that each time the attorney is contacted, the entire Board should be notified by email. It was also noted that the bill amount was $2600, more than budgeted for next year’s attorney fees. Payment of Bills Ms. Johnson made a motion to pay the bills in the amount of $32,641.11 and the payroll of $21,494.87. Ms. Gaebler seconded the motion. Roll call vote: Johnson-yes, Gambro-yes, Gaebler-yes, Allen-yes, LaChance-yes, Brookins-yes, Frisch-yes, Lindblom-yes. Report of the Library Director Statistics 1.19,996 items circulated in July, including 3,060 DVD’s 2.Added 168 new patrons, includes renewals 3.668 new items 4.Mariann Manthei, Friends of the Library, reported fundraiser on September 4/5, th accepting book donations. Will sponsor program on suffragettes on October 12. 5.666 children participated in summer reading program, 80 in adult program 6.Michelle included copy of development fee ordinance in packet 7.Updated list of Board members and committees Ms. Pfister also noted a tree on the Library property had been hit by lightning and felt it could be a safety issue. She will obtain prices from local tree trimmers. City Council Liaison Alderman Plocher said he will be unable to attend as many Library meetings due to attending classes. 2 Standing Committees Finance Ms. Lindblom said the recommended budget is based on several changes that will need to be voted on prior to budget approval. Suggested changes were as follows: 1.Change library subscription card from $150 to $175. Ms. Gambro suggested that the fee be based on taxes to be fair to city residents. She felt this would be a step towards becoming a Library District. Ms. Lindblom said the proposed change would become effective May 1, 2011, if approved and could be amended if necessary. A motion was made by Zach Frisch to increase the fee to $175 for non-residents, effective May 1, 2011. Barb Johnson seconded the motion. Roll call vote: Gambro-yes, Gaebler-yes, Allen-yes, LaChance-yes, Brookins- yes, Frisch-yes, Lindblom-yes, Johnson-yes. Unanimous approval. 2.Currently DVD rentals are not charged and it was suggested to charge $1.00 per week. Motion made by Barb Johnson to approve $1.00 per week rental effective immediately. Zach Frisch seconded the motion. Roll call vote: Gambro-yes, Gaebler-yes, Allen-yes, LaChance-yes, Brookins- yes, Frisch-yes, Lindblom-yes, Johnson-yes. Unanimous approval. 3.Change rental charge for historic wing from $30 to $50 per use. Motion made by Bob Allen and seconded by Barb Johnson to increase the charge per the suggestion. Discussion: Mr. Allen said possibly space could be leased to someone for coffee sales. Roll call vote: Gaebler-yes, Allen-yes, LaChance-yes, Brookins-yes, Frisch-yes, Lindblom-yes, Johnson-yes, Gambro-yes. Unanimous approval. 4.Proposal to increase library fines from 10 cents per day to 20 cents per day per book. Motion by Barb Johnson to increase the fines from 10 to 20 cents per day effective immediately. Carol LaChance seconded the motion. Discussion: Mr. Brookins asked if these fines are comparable to other area libraries. Most other libraries are charging 10 cents. He also said that if there is a huge backlash, the price could be lowered. Fees have not been raised for 20 years according to Ms. Pfister. Mr. Allen voiced concern that there is no chance to hear from constituents. Roll call vote: Allen-no, LaChance-yes, Brookins-yes, Frisch-yes, Lindblom-yes, Johnson-yes, Gambro-yes, Gaebler-yes. Unanimous approval. 3 Ms.Pfisterwill place signs on the front desk and throughout the Library to notify patrons of the changes. Ms. Pfister will update the policy books as well. Unfinished Business Building Update – no report District Fact Finding – Will be removed from agenda in the future, new committee to be established. Disaster Plan Update – Michelle has completed the annual update of this plan and a copy was given to the Police Department and each Library Board member. One will also be given to the Fire Department. New Business 2011-2012 Levy and Budget Ms. Lindblom said the proposed levy for 2011-2012 is $675,000. Presently, the tax rate is .112 and that results in $650,000. If the $675,000 is requested, the rate would be .114 based on the estimated EAV from the 2010 taxes. She said City officials hope the Library can keep the levy as low as possible since it also affects the City levy. The City encouraged the Board to determine a dollar amount and the levy would be calculated accordingly. The EAV is not yet available from the County, but is expected in October. th The levy information will be presented to the City Council on August 10. Barb Johnson moved that the Board accept $675,000 as the proposed amount needed for the tax levy. Zach Frisch seconded the motion. Discussion: Bart Olson explained that as part of the State Statute, the Library Board has to come to the City Council with the amount of the levy requested. Roll call vote: LaChance-yes, Brookins-yes, Frisch-yes, Lindblom-yes, Johnson-yes, Gambro-yes, Gaebler-yes, Allen-yes. Unanimous approval. Expenses were discussed and Ms. Lindblom said it was recommended that a salary freeze be placed on the budgeted amount of $475,000 since the City is in the third year of salary freezes. This would be effective May 2011. The $2,500 attorney fees budgeted was suggested to be changed to $5,000. It was noted that contract services, maintenance, office equipment, programs and books were reduced. Employee recognition and the Christmas party were eliminated. It was noted that the $40,000 automation fee was for connection with the Library system. The total expenditures were reported at $865,800 and revenues at $742,500 resulting in a deficit. A $488,000 carryover is estimated which could be depleted in one year. 4 IMRF was discussed and it was noted that it is based on a full time salary. Insurance costs go through the City and will be determined in February. Carryover numbers were also shown and Mr. Olson pointed out that there are significant impact fees not spent. Now there is a 10-year limit to use the money and it must be used for capital improvements. Motion: Ms. Johnson moved to accept the budget as printed and Mr. Brookins seconded the motion. This includes the $5,000 for attorney fees. Roll call vote: Brookins-yes, Frisch-yes, Lindblom-yes, Johnson-yes, Gambro-yes, Gaebler-yes, Allen-yes, LaChance-yes. DistrictCost Analysis Commission A new committee will be formed to review the Library District goal. Committee members will include Russ Walter, Gary Frisch, Regi Brookins, Bob Allen, Zach Frisch and Jo Ann Gryder. Mr. Zach Frisch will be the Chairman. Mr. Brookins recommended a SWOT Analysis (Strengths, Weaknesses, Opportunities and Tactics). He said this would provide the public a clear picture and give the Board a clear direction. City Council Invitation to Library Board Trustees The City Council invited the Library Board to join them on August 10 to finish a Library Director’s report. Ms. Pfister said the budget and levy have been requested as well. Legal Compliance – Serving Our Public Chairman Gambro said this would be tabled until next month due to the length of the meeting. Adjournment The meeting was adjourned at 8:40pm on a motion and second by Frisch and Brookins. Minutes respectfully submitted by Marlys Young 5