Library Minutes 2011 11-14-11
APPROVED W/ CORRECTIONS
12/12/11
Yorkville Public Library
Board of Trustees
Monday, November 14, 2011
902 Game Farm Road – Library Historic Wing
7:00pm
The meeting was called to order at 7:00pm by President Beth Gambro.
Roll Call
Sandy Lindblom-yes, Barb Johnson-yes, Jo Ann Gryder-yes, Beth Gambro-yes, Gail
Gaebler-yes, Bob Allen-yes, Carol LaChance-yes, Susan Chacon-yes, Judy Somerlot-yes
Others Present
City Council Liaison Carlo Colosimo
City Finance Director Rob Fredrickson
Library Director Michelle Pfister
Friends of the Library, Mariann Manthei
Recognition of Visitors –
President Gambro recognized the visitors.
Amendments to the Agenda –
President Gambro said there were 4 items to add to the agenda as follows:
1. City Council ordinance regarding development fees, Unfinished Business
2. Development fees $400 or $500? Unfinished Business
3. Computer classes, New Business
4. Open Meeting Act meeting, Unfinished Business,
Minutes –
October 10, 2011
Two changes were noted.
1.Page 3, under City Council Liaison, amount should be $332,500
2.Page 4, under Levy, should be rate of .15 not .815
Ms. Lindblom also noted that the money transferred from the City has not been put into a
separate fund yet as approved by the Board on October 10.
Also discussed was the impact fee ordinance and Ms. Gambro asked if future funds
received were to be designated as unrestricted. She also questioned if $400 is the correct
amount. Alderman Colosimo said when the ordinance was amended, it was $400. The
Board also requested he ask other government entities to reduce the amounts they
receive. Ms. Gambro said that at the June Finance Committee meeting, the committee
asked that the future funds be unrestricted. Liaison Colosimo will review previous City
Council minutes to ascertain if this has occurred.
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The minutes were then approved as amended on a motion by Ms. Lindblom and second
by Ms. Johnson. Voice vote approval.
Correspondence –
Michelle Pfister said a thank you note was received from the Kendall County Education
Center for the use of library meeting space for a leadership program. This was a 3-hour
paid rental.
Public Comment –
None
Staff Comment
– None
Report of the Treasurer
Financial Statement
Ms. Lindblom highlighted the following points:
1.The Budget Report reflects $1million, however, after the transferred money is
subtracted, that total is reduced to approximately $694,000.
2.Page 2: the total funds expended thus far represent 61%, but that also includes
the transfer. Mr. Allen asked about the property taxes the Library will receive and
Mr. Fredrickson said it would be about $675,000.
Detail Board Report
1.Page 1: $818.85 was for book purchases and came from development fees and
memorials
2.Page 2: Subscription renewals total $2,318.98 and are all ordered at one time
through a service. $286 was collected for Adopt A Magazine.
3.Page 4: $434 for light repair
4.Page 5: $3,385.35, Prairiecat quarterly fees. $709.50 for Sound Inc. quarterly
fees
5.Total invoices of: $19,088.82
Cash Flow Analysis
1.Ms. Lindblom noted the Money Market includes the transfer and the bond money
for a payment in December. Mr. Fredrickson said the bond payment is $534,000
and he believes it is a 20-year bond. The current interest rate was questioned by
Trustee Allen. A report will be prepared by the Finance Director and sent to Ms.
Lindblom. In the future, this report will reflect 2 additional columns—one each
for bond money and the reserve account.
Payment of Bills
Motion:
A motion was made by Ms. Johnson and seconded by Ms. Gryder to approve
payment of the invoices in the amount of $19,088.82 and payroll in the amount of
$37,814.
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Roll call vote: Johnson-yes, Gryder-yes, Gambro-yes, Gaebler-yes, Allen-yes,
LaChance-yes, Chacon-yes, Somerlot-yes, Lindblom-yes. Passed 9-0.
Report of the Library Director
Statistics
Library Director Pfister reported the following:
1.7,847 items were circulated (2,578 less than a year ago, possibly due to shorter
hours)?
2.Fewer books sent to other libraries, new books were in demand, but fewer books
are purchased now
3.71 new patrons
4.200 new items (600-700 in past)
5.15 people attended October Friends meeting. Ms. Manthei reported that 12-14
people attend each meeting. She talked about plans for the upcoming meetings
and said the Friends will sponsor a surprise and are working with Library
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employee Shelley on this. At the December 12 meeting, they will have holiday
festivities and invited the Library Board. The group will also assist in decorating
the Library for the holidays. They will work with the Jr. Women’s Club on Santa
gifts. Michelle noted that the group has been cleaning the library bookshelves.
Ms. Somerlot has put together a directory of the Friends.
6.Threads ‘n More will hold a party at the Library
7.The City has asked the Library to be part of the Halloween Egg Hunt.
8.The following gifts/memorials were received: $25 from Republican Women,
$125 for Adopt A Magazine, $500 from Lions Club for large print books
9.Teens will have book sale on November 19, proceeds for teen book area
10.Monthly report for reference database showed 62 patrons used this, 448 patrons
used it to date.
11.Library employee Dixie is indexing obituaries from Kendall County Record with
30 years done so far
City Council Liaison
Mr. Colosimo said Agenda item # 2011-36 concerning the development fee ordinance is
currently still in the Administration committee. He has asked to have it included on the
next Administration agenda. He verified the amount was reduced to $400, however, the
Library is still receiving $500 with half the money being restricted.
Liaison Colosimo said the Economic Development Committee is handling requests for
other entities to reduce their amounts. Ms. Gambro said that prior to a vote, she would
like the Aldermen to be informed if other government bodies are reducing their amounts.
It was suggested by Trustee Allen, that it would be beneficial to split the issue of the
reduction of funds for the Library from the funds other entities receive so as to not delay
the Library. The committee agreed it was more beneficial to receive $400 in unrestricted
funds as opposed to receiving $500 with restrictions. This matter will be requested to be
on the upcoming Administration Committee agenda.
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Standing Committees
Finance Committee
The Finance Committee met prior to the Board meeting and Ms. Lindblom summarized
the topics of discussion:
1.Need clarification if the development fees are $400 or $500
2.Discussed unrestricted use of funds in June proposal
3.Talked about moratorium
4.Recommended following language for the use of the funds: “no funds to be
appropriated from the reserve account without prior approval of the Board”.
Ms. Gaebler made a motion to place the funds in a separate account and a separate line
item. This motion was seconded by Ms. Chacon.
Roll call vote: Gryder-yes, Gambro-yes, Gaebler-yes, Allen-yes, LaChance-yes, Chacon-
yes, Somerlot-yes, Lindblom-yes, Johnson-yes. Passed 9-0. It was suggested that this
motion be placed in the policy book.
The Finance Committee also suggested that Library employee Rita’s program money be
put into a report of expenses and income for the meeting packets.
The Policy Committee will meet in December prior to the regular Board meeting.
Bob Allen suggested that Treasurer Lindblom meet with the Finance Director regarding
interest rates to determine if bond refinancing could benefit the Library.
Unfinished Business
Ms. Gryder attended the recent meeting regarding Open Meetings Act and Ms. Gambro
completed the on-line version. Ms. Gryder said it is permissible for a Board member to
send information to all other Board members, but not items of business.
Ms. Gambro noted that review of Executive Board minutes is to be done twice a year.
She suggested a month-by-month timeline detailing things to be done, should be sent to
all Trustees.
When adding items to the agenda, they can be discussed, but no action can be taken,
according to Ms. Gryder.
New Business
The Library computer classes were discussed and Ms. Pfister said the cost was $5 for in-
city and $10 for out-of-city. The library is trying to make $75 to pay the instructor costs.
When the classes were free, 2-3 people who had enrolled would routinely not attend.
When the Library began to charge, no one enrolled. Many seniors attended the classes.
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Ms. LaChance suggested advertising the classes again and charging as much as $10 per
class. The class schedule should also be placed on the website.
Mr. Allen asked about the possibility of the Friends of the Library paying the cost of the
classes. This idea will be placed on the next Friends’ meeting agenda
3M Contract
This contract covers the radio frequency book check out system and also monitors books
leaving the building at the doors. The yearly contact cost is $16,956 to fix any problems.
So far this year, $7,381 has been spent.
The Board of Trustees had asked Ms. Pfister to find out if the Library could cancel the
contract and then re-establish it. That is possible, however, she said the company charges
a $475 service fee to check the equipment prior to beginning the contract. She said the
company will try to fix or re-build faulty equipment before actually replacing it.
Recently 2 monitors broke and those items were replaced. The equipment is also getting
older. She added that the money for the contract is budgeted. If the Library Board
contracted with another company, all the equipment would be replaced. It was also noted
that 3M will not negotiate the contract cost. President Gambro suggested this contract be
placed in the policy book.
Motion
: A motion was made by Ms. Johnson and seconded by Ms. Lindblom to renew
the 3M contract for another year.
Roll call: Gaebler-yes, Allen-yes, LaChance-yes, Chacon-yes, Somerlot-yes,
Lindblom-yes, Johnson-yes, Gryder-yes, Gambro-yes. Passed 9-0.
Executive Session
- None
Adjournment
There was no further business and the meeting was adjourned at 8:09pm.
Minutes respectfully submitted by
Marlys Young, Minute Taker
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