Library Minutes 2009 03-09-09
APPROVED 4/13/09
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Yorkville Public Library
902 Game Farm Road
Board of Trustees
March 9, 2009, 7:00pm
The meeting was called to order at 7:00pm by Marianne Wilkinson on behalf of President
Gryder who was ill.
Roll Call
Members present: Sandy Lindblom, Barb Johnson, Marianne Wilkinson, Beth Gambro,
Gail Gaebler, Marilyn Vorderer, Carol LaChance. Absent: Jo Ann Gryder, Zach Frisch
Also present were Library Director Michelle Pfister, Tom Lindblom, Robert Allen-City
Council Liaison (), Tony Scott/Kendall County Record
arrived approx. 7:10pm
Recognition of Visitors
Ms. Wilkinson recognized Tony Scott from the Kendall County Record, Tom Lindblom,
Bob Allen-City Council Liaison.
Amendments to the Agenda
The Executive Session will be held.
Minutes
Two changes for the February 9, 2009 minutes were noted:
Roll Call
1) Under , remove the word “and” after Michelle Pfister’s name
Report of the Library
2)Under , first sentence should say “The long range plan was
passed“passes
out.” rather than out”.
The minutes were approved with these corrections on a motion by Marilyn Vorderer and
second by Beth Gambro. Approved on a voice vote.
Correspondence
Michelle Pfister read a thank you note from Anne Engelhardt for co-sponsoring the
Yorkville Green Group movie night with financial contribution and donation of meeting
room. Approximately 25-30 persons attended.
Ms. Pfister also said a letter had been received from Jesse White from the State of Illinois
regarding a grant for $13,554.60 for last year (2008).
Public Comment
None
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Report of the Treasurer
Financial Statement
The following items were discussed:
Ms. Lindblom said the DVD rental appears to be a deficit because it’s reflected in the
wrong spot—it should be listed one line below. She said the “DVD” line should be
removed since the Library does not charge for them.
Marilyn Vorderer questioned why a $75,000 deficit is shown on the last page of the
“Detailed Revenue & Expense Report”. Treasurer Lindblom said the Library had spent
more than it took in. She added that this happens often in non-real estate tax months or
when developer fees are low.
The “Hog Heaven” mats on page 4 of the Detail Board Report are for the circulation desk
floor and entryway.
Two additional laptops were purchased.
Page 5 shows an amount of $196,212.51 to City of Yorkville. This was an error by the
City last June regarding bond money. That same month the Library wrote a check to the
bond company and these two amounts then cancelled each other. This was corrected by
the City.
Thirty headphones were purchased for use by patrons at the computers.
The Library now has a magnifier for use with books and the book image shows on the
screen. The Lions Club donated $1,000 towards this purchase.
Toner cartridges were discussed in regards to refilling them rather than purchasing new
ones. When purchasing the cartridges, Alderman Allen noted that the City Council has
discussed a “Buy Yorkville” program. There was also discussion of obtaining a tax-
exempt charge card for Michelle’s use when she purchases supplies. When other City
employees make purchases for office supplies, they show their City I.D. and they are able
to use the City tax-exempt number.
Page 10: The $479 Story Time expense is for summer programs.
Bills for repairing the boiler and circuit boards was briefly discussed.
Ven Mill Industries expense is for the machine that buffs and cleans the DVD’s after use.
Page 3: A charge of $807 for Public Relations was questioned. In brief, this was
miscoded at the City.
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Payment of Bills
A motion was then made by Barb Johnson to approve the bills for $227,607.04 and the
payroll at $40,780.10. Carol LaChance seconded this motion.
Roll call vote: Lindblom-yes, Johnson-yes, Wilkinson-yes, Gambro-yes, Gabler-yes,
Vorderer-yes, LaChance-yes. Unanimous approval.
Treasurer Lindblom said she had spoken with the Finance Director about two changes on
the Cash Analysis Report with the following action to be taken:
1.Split Money Market Account so there is separate line for development fees
2.Change Building Expansion Account to Building Development Fees
The Library Expansion Project category will eventually be removed.
Report of the Library Director
Statistics
Michelle reported the following:
1.Circulation this month: 17,129
2.DVD’s up
3.Inter-library loans up: 2,035 books sent out, 1,512 sent to Yorkville
Due to books coming in, phone calls to notify patrons increased so much that a third
phone line was added. Beth Gambro asked if patrons could be notified via computer
rather than phone since most of the requests are made through the computer. However,
Michelle said some patrons ask for a phone call. The staff has already asked patrons for
email addresses. This will be brought back next month for discussion.
4.738 items have been added to the Library
5.Library has new check out system and training has been done for staff
th
6.Two book clubs: Friends & Bookies will have meeting at Library April 14
th
7.There will be a trip to Printer’s Row Fair in Chicago in June 6
8.Kids programs going well and 4 teen programs in place
9.An art piece was discussed for possible purchase, however, the Board decided not
to buy it
City Council Liaison/Human Resources
Bob Allen shared a compliment from a citizen in his ward regarding his enjoyment of an
audio book.
Standing Committees
Policy
Beth Gambro reported the Policy Committee had met prior to the regular Board meeting
and they are recommending a change in the days open. The Library will now be open the
morning of Homecoming and Sundays linked with Memorial Day and Labor Day. Barb
Johnson moved and Carol LaChance seconded the motion to accept this recommendation.
It carried unanimously on a voice vote.
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Personnel
The Personnel Committee met and the Executive Session will be conducted.
There were no other committee reports.
Unfinished Business
Building Update:
Tom Lindblom reported there were no broken water pipes!
District Library Fact-Finding
Barb Johnson said this committee is still collecting information. Her job has been to
communicate with Exelon and a new contract period is being entered into for energy
needs. Insurance costs for the building, employee insurance costs, questions to be
presented to an attorney, tech support costs and hiring a business person are topics that
have been discussed.
New Business
Technology Plan
A technology plan must be compiled for a per capita grant. Michelle asked the Board to
review and advise her of any changes.
Marianne Wilkinson said that Michelle had written a job description for herself and it
was incorporated into the job performance appraisal form.
Executive Session
Marilyn Vorderer made a motion and Sandy Lindblom seconded the motion to move into
Executive Session. The Session convened at 8pm and concluded at 8:30pm.
Following the Executive Session, Barb Johnson made a motion with a second by Carol
LaChance, to give Michelle Pfister a 5% raise beginning April 8, 2009.
Roll call: Vorderer-yes, Gaebler-yes, Gambro-yes, Wilkinson-yes, Johnson-yes,
Lindblom-yes. Unanimous approval.
The regular Board meeting adjourned at 8:30pm.
Minutes respectfully submitted by
Marlys Young