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Library Minutes 2010 11-08-10 APPROVED 12/13/11 Yorkville Public Library Board of Trustees Monday, November 8, 2010 902 Game Farm Road 7:00pm The meeting was called to order at 7:00pm by President Beth Gambro. Roll Call: Zach Frisch-yes, Lindblom-yes, Johnson-yes, Wilkinson-yes, Gambro-yes, Gaebler-yes, Allen-yes, LaChance-yes, Brookins-absent Also present: Library Director Michelle Pfister Recognition of Visitors – Carlo Colosimo, Gary Frisch, Tom Lindblom, William Powell-City Treasurer, Mariann Manthei-Friends of the Library Amendments to the Agenda - None Minutes - October 11, 2010 Barb Johnson moved and Sandy Lindblom seconded the motion to approve the minutes as read. Unanimous voice vote approval. Correspondence – Michelle Pfister received a letter from Library Attorney Roger Rissman. He advised the Board that when the audit is done, the auditors should be informed that there has been no litigation this year. Public Comment – None Staff Comment – None Report of the Treasurer Financial Statement Detailed Revenue and Expense Report: 1.Over $200,000 in bond money 2.Received over $243,000 in real estate taxes 3.$1,000 in subscription cards 4.$530 for DVD rentals 1 5.Total revenues $474,750.01 6.Page 3, line item ending in digits 5832, should be DVD’s, not videos 7.Total expense $101,105.05 8.Due to property taxes this month, the report shows a surplus Detail Board Report: 1.Page 1--$875 for exterior window cleaning done twice annually 2.Page 4—Call One, city changed from AT&T to Call One 3.Page 5--$412.08 for new book truck (movable shelf) 4.Page 6--$205.44 for employee expense for conference 5.Page 7-- $800 for painting in historic wing 6.Page 10--$177.77 for purchase of recorder for “Remembering Yesterday” st program, was suggested that program could also be podcast, 1 meeting next week with 4 attendees expected 7.Page 11—Sound Inc. quarterly bill for contract-- $645, also a $174 charge for a phone problem 8.Page 12--$190 for boiler repair 9.Total invoices of $30,650.35 Cash Analysis: Sandy pointed out that this report appears healthy due to bond monies and real estate taxes. Payment of Bills Barb Johnson moved that the bills be paid in the amount of $30,650.35 and payroll in the amount of $65,947.61. Carol LaChance seconded the motion. No discussion. Roll call: Gambro-yes, Gaebler-yes, Allen-yes, LaChance-yes, Frisch-yes, Lindblom- yes, Johnson-yes, Wilkinson-yes. Unanimous approval. Bill Powell, City Treasurer was also present to discuss two issues. He said in the past, on-line banking was established for the City, but not the Library. He suggested that the Library should have on-line banking and the Treasurer be authorized to have the view- only access. Zach Frisch made a motion to authorize the Library for on-line banking with Sandy Lindblom, Beth Gambro and Barb Johnson being the authorized signors for the account. Marianne Wilkinson seconded this motion. Discussion: It was noted that the above three persons plus Carol LaChance are currently authorized signors. Mr. Frisch then amended his motion to add Ms. LaChance as an authorized signor. The Library Director noted that the paperwork at the bank did not include Ms. LaChance. Consequently, Mr. Frisch re-amended his motion to the original motion by stating that the original 3 signors, Sandy, Beth and Barb be approved for the on-line banking. 2 Marianne Wilkinson seconded the re-amendment. President Gambro suggested that the official policy designate the signors as President, Vice-President and Treasurer. Roll call vote on Mr. Frisch’s motion: Gaebler-yes, Allen-yes, LaChance-yes, Frisch- yes, Lindblom-yes, Johnson-yes, Wilkinson-yes, Gambro-yes. Unanimous approval. Barb Johnson then moved that the Policy Handbook language should designate the President, Vice-President and Treasurer as approved viewers for the on-line banking at Old Second Bank. Zach Frisch seconded this motion. Unanimous voice vote approval. Treasurer Powell then presented the second item for discussion. This item relates to the collateralization of the Library funds due to changes coming January 1st. The accounts are now under a “transaction guarantee” and presently all accounts are FDIC insured up to $250,000 as well as all other funds earning less than ¼% interest. Any funds earning more than a quarter percent must be collateralized. The bank must notify their customers that all interest bearing accounts of less than a quarter percent will change to all non-interest accounts. This change necessitates the paperwork that Mr Powell presented. This is a tri-party agreement with Northern Trust as the custodial, Old Second Bank and the City/Library. This agreement was signed by City Treasurer Powell, but the collateralization requires Library Board signatures. He explained collateralization as follows: if there is more than $250,000 in a single account and a bank failed, any money over $250,000 would be lost unless collateralized with a third party on the Library’s behalf. Ms. Lindblom asked if all the Library accounts are interest-bearing. All of them currently receive interest, but with the change in the laws, Old Second now has fees to be paid and they are asking that accounts become non-interest bearing in order for the bank to break even. It was noted that Old Second chose not to keep some municipalities as clients, however, they did choose to retain Yorkville. Ms. Johnson asked about the advantage of staying with Old Second rather than moving the money to another bank. Mr. Powell said the change is a federal law and these changes would be required at any bank. Ms. Lindblom asked how much of the Library’s money would be placed into a non- interest bearing account. The estimated amount was $2.5 million. It was noted that last month the interest amount was only $33. Powell said the document must be signed by th November 15 and said the document is effective for 2 years. Mr. Gary Frisch said that a school district had also put money in non-interest bearing accounts and that the selection can be changed. He stressed that the priority is security of the principal. In addition, Mr. Lindblom said the Fire District funds are collateralized. Board members expressed great concern overall. 3 A motion was made by Mr. Allen to “authorize the Library Board Treasurer to sign an account with the signature list of personnel for conducting ordinary business with Northern Trust”. The motion was seconded by Carol LaChance. Roll call vote: Allen-yes, LaChance-yes, Frisch-yes, Lindblom-yes, Johnson-yes, Wilkinson-yes, Gambro-yes, Gaebler-yes. Unanimous vote. Report of the Library Director Statistics 1.Circulation of 14,425 in October 2.DVD rentals netted $530 3.Added 106 new library patrons 4.667 new items 5.85 people attended an adult tea, also had a speaker, students also attended 6.Only 2 attended recent Monday night movies, will try 2 more Mondays 7.Will show a “chick” flick and Christmas movie 8.Superintendent of Schools read children’s story to 52 9.Will have guest speaker each month 10.Held annual ghost hunt in Library 11.8815 patrons 12.Received $75 in memorial money for Jim Hayden Ms. Pfister said that a service agreement notice was received from 3M (automatic check- out system) and it required a signature to continue. The cost is $15,540. There was discussion on the calls placed over the past year and the cost of a service call without a contract. Ms. Johnson made a motion to enter into the service agreement in the amount of $15,540 and Ms. Lindblom seconded the motion. Roll call: LaChance-yes, Frisch-yes, Lindblom-yes, Johnson-yes, Wilkinson-yes, Gambro-yes, Gaebler-yes, Allen-yes. Unanimous approval. President Gambro asked the Library Director to track any such calls and costs this year. City Council Liaison No report. Standing Committees Policy This committee will meet at 6pm prior to the January 10th Library meeting. The focus will be whether or not to charge Library fees based on taxes. No other committee reports at this time. Ms. Pfister was asked to determine, through the Mayor, if Board member Reji Brookins still wishes to be actively involved on the Library Board. 4 Unfinished Business Covered Parking Area Trustee Allen discussed whether development funds could be used for covered parking. The Board felt this might be a luxury, but not a necessity. This item will be brought back in 6 months for further consideration. Building Update Tom Lindblom reported that Sound Inc. informed him there is new technology for sprinkler system alarms that are communicated by radio signals. The current alarm system requires 2 telephone lines, a primary and backup with a third line for a burglar alarm. He called ACI, the current company for alarm monitoring and they will provide costs on a radio signal program. Sound Inc will also provide an estimate of costs. He said the Fire Department prefers the signal method because there are fewer false alarms. District Cost Analysis Zach Frisch reported that the committee had met on this date, but no plan has been determined yet on financial viability. Barb Johnson also added that the committee wanted to review the revenue, but there is no way to determine a source. They will continue to look at this quarterly as a long-term goal. The committee will report again in March or April. New Business; Development Fee Projects Last month the Board discussed possible ways to use the development fees that need to be spent. Ms. Lindblom suggested re-considering the pull-down screen idea for the computer classes. After a brief discussion, Ms. Johnson moved and Mr. Allen seconded a motion to install a motorized screen in the historic wing. Roll call: Frisch-yes, Lindblom-yes, Johnson-yes, Wilkinson-no, Gambro-yes, Gaebler- yes, Allen-yes, LaChance-yes. Motion approved 7-1. The Board reviewed the guidelines regarding the uses of development fee funds. Prairiecat Legal Documents Michelle reported that the PALS systems are all merging and the Library is being asked to sign an inter-governmental agreement. She showed a map that detailed the areas for the merger that will be completed by July. There will be more books available as a result. The Library will also be required to host a webpage and have their own email. The Library is being asked to approve 2 items: 1) change from PALS to Prairiecat and dissolving the Prairiecat agreement, 2) sign inter-governmental agreement. These 5 changes resulted due to lack of money from the State. Ms. Pfister briefly discussed possible future charges for books through Prairiecat. 1. A motion was made by Ms. Gaebler and seconded by Ms. Lindblom to dissolve the current contract with PALS. Unanimous voice vote approval. 2. A second motion was made by Zach Frisch and seconded by Barb Johnson to become part of the Prairiecat system. Discussion: Mr. Allen discussed possible additional costs to the Library, however, Board members felt there was no choice. The cost is not known at this time, however, Michelle noted that all area Libraries have agreed to this action. Roll call vote: Frisch-yes, Lindblom-yes, Johnson-yes, Wilkinson-yes, Gambro-yes, Gaebler-yes, Allen-no, LaChance-yes. Motion passed 7-1. 3.A third motion was made by Barb Johnson and seconded by Zach Frisch to enter into an inter-governmental agreement between the Library and Prairiecat. Roll call: Lindblom-yes, Johnson-yes, Wilkinson-yes, Gambro-yes, Gaebler-yes, Allen- no, LaChance-yes, Frisch-yes. Motion passed 7-1. Additional Business - None The meeting was adjourned at 8:44pm. Minutes by Marlys Young 6