Library Minutes 2011 12-12-11
APPROVED W/ CORRECTIONS
1/12/12
Yorkville Public Library
Board of Trustees
Monday, December 12, 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
Gail Gaebler-yes, Bob Allen-yes, Susan Chacon-yes, Judy Somerlot-yes,
Sandy Lindblom-yes, Barb Johnson-yes, Jo Ann Gryder-yes, Beth Gambro-yes
Absent: Carol LaChance
Others Present
Library Director Michelle Pfister
City Council Liaison Carlo Colosimo
City Finance Director Rob Fredrickson
Recognition of Visitors –
President Gambro recognized the visitors.
Amendments to the Agenda –
None
Minutes –
November 14, 2011
The following corrections were noted:
Policy
Page 4: “The Committee that will meet” should read the The Committee…”
part of”
Page 3: Under the Director’s report, point #7 should read “, not party and
“Egg Hunt
“Halloween Acorn” should be ”
The minutes were approved with these corrections on a motion by Ms. Gaebler and
second by Ms. Gryder. Voice vote approval.
Correspondence –
None
Public Comment –
None
Staff Comment
– None
Report of the Treasurer
Financial Statement
Sandy thanked Rob Fredrickson for his diligent work on the financial reports.
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Detail Board Report
1.Page 2: $2,985.37 invoice for The Gale Group for annual magazine database fee
2.Page 3: $1,025 invoice for genealogy database, also an annual fee
3.Page 3: $2,129.12 bill for Trico for the semi-annual inspection
4.Page 4: $125 bill for Trico for leaking water pipe
Cash Statement & Budget Report
Ms. Lindblom noted that Rob revised this report and omitted the building development
fees and the money market funds. Mr. Fredrickson said he has recently set up “Library
Illinois Funds” in the event the Library gets close to its collateral limit. He moved
$600,000 into this fund that also earns interest.
Trustee Allen asked if the Library is permitted to invest in Illinois Funds under the
current investment policy. Rob explained that the Illinois Funds are triple-A rated Money
Market Funds administered by the State of Illinois. He added that the City and Library
funds are not co-mingled in these funds. Ms. Gryder cited the Investment Policy section
that permits this type of investment.
The Finance Director said he also provided information about IMET Funds to Sandy.
These Funds earn triple the interest and are collateralized, but the Library would have to
pass a resolution to join IMET. Funds can be moved between IMET and Illinois Funds,
both of which are backed by FDIC. This item will be moved to next month’s agenda for
further discussion.
(Trustee Allen excused himself from meeting for another commitment approx. 7:20pm)
The report detailing Accounts Payable and Wire Transfers was also discussed. The
invoices totaled $17,556.05 and the report also showed the principal and interest due on
the bonds at the end of the month. Rob said the amount needed for debt service is levied
and that amount is $720,800. Ms. Lindblom noted that $718,839 had been collected in
property taxes. The remainder of the debt service to be paid on these bonds is a total of
$535,400 according to Rob.
Ms. Pfister asked if the Library is charged for wiring the payments and if there is a fee
associated with this. There is a $15 bank fee and a $375 per-bond fee for a bond trustee
to administer the bonds. Ms. Gambro noted that these items will have to be budgeted for
next year.
Payment of Bills
Ms. Johnson moved to pay the invoices in the amount of $17,556.05 and payroll of
$37,378. Ms. Gryder seconded the motion.
Roll call vote: Chacon-yes, Somerlot-yes, Lindblom-yes, Johnson-yes, Gryder-yes,
Gambro-yes, Gaebler-yes. Passed 7-0.
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Report of the Library Director
Statistics
Library Director Pfister reported the following:
1.61 new patrons
2.202 new items added
3.Examined donated books for possible Library use
4.Friends & Threads groups are growing. Friends group had holiday party and
invited Library staff. Friends assisted with Jr. Women’s Group toy collection.
5.Ms. Pfister also discussed the Library building siding, and especially the trim.
She said it is in poor condition and has a 20-year warranty. Tom Lindblom has
tried to resolve the problem with no success and Public Works Director Eric
Dhuse has also examined the siding. The company that installed the hardy siding
is out of business so Henry Brothers are going to be contacted.
6.3M replaced 2 monitors with new equipment
7.Staff had Christmas party
8.Ms. Pfister thanked the City for hanging the holiday lights
9.Received poinsettia from Library Attorney
10.The Executive Session minutes will be reviewed next month. Michelle will
request documents from Lisa Pickering and will notify Trustees by email when
documents are available. President Gambro noted that January and July are the
months to review those minutes. She also asked for input for a timeline of “tasks
to complete”
11.Michelle has a list of expenses/revenues from kids’ programs and will present in a
spreadsheet. Sandy noted there is $2,000 in the budget for programs. Ms.
Somerlot said the Friends could contribute also.
City Council Liaison
Carlo Colosimo reported on the development fee ordinance and said he was able to place
it on the recent Administration Committee agenda. That committee unanimously
approved a modified ordinance. The Library will receive $500 with no restrictions. This
was approved on November 22, 2011.
Standing Committees
Policy
Ms. Gryder reported the Policy Committee met prior to the regular meeting on this date
and she thanked Michelle for preparing a 3-page policy draft. One portion covered a
policy for the reserve fund and reads as follows: “No funds shall be appropriated from
the reserve account without prior approval from the Library Board.” A copy will be
emailed to the Trustees prior to the next meeting and it will be added to the agenda for
next month.
The Automation committee is no longer needed.
Unfinished Business
Impact fees already discussed.
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New Business
The Friends had been asked to possibly assist in paying the tuition for the computer
classes. After discussing, the Friends agreed that the classes were excellent, however, the
classes had been small. It was determined that the instructor Howard Manthei, along
with Library employees Shelley and Dixie, would be asked to develop a survey both on-
line and in print. Questions will be asked about the duration, frequency, topics etc. and
the Friends will revisit the request after an evaluation of the survey.
Executive Session
- None
Adjournment
There was no further business and the meeting was adjourned at 7:55pm.
Minutes respectfully submitted by
Marlys Young, Minute Taker
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