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Library Minutes 2009 04-13-09 APPROVED Page 1 of 4 Yorkville Public Library Board of Trustees 902 Game Farm Road April 13,2009, 7:00pm The meeting was called to order at 7:00pm by President Jo Ann Gryder. Roll Call Members present: Sandy Lindblom, Barb Johnson, Beth Gambro, Gail Gaebler, Marilyn Vorderer, Carol LaChance, Jo Ann Gryder,Zach Frisch Also present were Library Director Michelle Pfister, Robert Allen-City Council Liaison Absent: Marianne Wilkinson Recognition of Visitors No guests. Amendments to the Agenda None Minutes The minutes were approved as read on a motion by Sandy Lindblom and second by Zach Frisch. Approved unanimously on a voice vote. Correspondence None Public Comment None Report of the Treasurer Financial Statement Ms. Lindblom reported the City has completed their audit and that revenue figures are now shown in the"Revised Fiscal Year Budget" column. Contingencies show revenue of $590,801.00. It was questioned if more timely figures can be obtained. City staff said the Cash Analysis Report would reflect the most up-to-date Library revenue. Payment of Bills Many books have been ordered according to Ms. Lindblom. She also gave details on the following invoices: Page 5: Book Talk for Readers—fee for Anderson Book representatives coming to Library. Page 2 of 4 Page 5: CDW for Government/office licenses—licenses for computers. The Library needed 21 additional computer licenses at$21 each. This brings the total licenses to 61. Page 5: Demco Inc.—this is for book truck shelves used for moving books. The amount was $946.77. Page 7: Indecor Contract Window: Remote control window shade for the library entrance. The cost was $2,218. Page 11: Sound Incorporated—A third phone line was installed. Page 12: Trico Mechanical Group--$970 and $552 for service call and cleanup. This is a one-time charge. Additional page 1: 3M—The original bill was misplaced at the City and Ms. Pfister asked the City to pay the amount of$11,950 this month for automated tags that were purchased. A tag is placed on every book in the library and the cost is 70 cents per tag. A motion was made by Barb Johnson and seconded by Carol LaChance to approve payment of the bills in the amount of$41,861.65 and payroll in the amount of $38,566.04. Roll call vote: Johnson-yes, Gambro-yes, Gaebler-yes,Vorderer-yes, LaChance-yes, Gryder-yes,Frisch-yes, Lindblom-yes. Motion carried unanimously. Report of the Library Director Statistics Ms. Pfister noted the following: 1. This is National Library Week and balloons were purchased for this event. 2. Name tags were made for each of the Board members 3. The Library has a new card catalog system, employees have been trained 4. Circulation for the month: 16,836 5. 137 new Library patrons 6. 655 new items added 7. New programs: environmental fair at Recreation Center, Dewey Halvorson brought his dog that had participated in the Iditarod race in Alaska 8. Memorials in amount of$270 in honor of Dale Tweedy were brought in by his wife 9. Employee Mary Jo Gardner recently resigned and a party was held to honor her Michelle also reported that as part of National Library Week, the Bookies are having a program on April 14th. The Library Board members will also be introduced at that time. Two Anderson Book Store representatives will also attend. Lawn maintenance was discussed and Michelle said"Hop To It"had the best quote at $180 per month. They will come every other week and they will be asked to do edging at an extra cost. At the present time,the City mows the Library grounds. Page 3 of 4 City Council Liaison President Gryder recognized City Council Liaison Bob Allen and she thanked him for attending. Standing Committees Policy Beth Gambro noted that the Library closed early on Good Friday, which was a recent change. There were no other committee reports. Unfinished Business: Building Update A trouble alarm was recently activated and Mr. Lindblom reset it. It was noted that the Library alarm is connected to the police in the event of fire or breakin. Mr. Frisch asked if the alarms would change if the Library was run as a Library District—they would not change. District Library Fact-Finding This committee met prior to the Library Board meeting. In May, budget comparisons will be reviewed; in June questions will be compiled for the lawyer;there will be no meetings in July or August;the committee will meet with the lawyer in September and a presentation will be put together for the Board in late Fall. Ms. Johnson encouraged Board members to submit any questions they might have. Ms. Johnson was asked her opinion about a Library District. She replied that it depends on the goals, whether everyone should be served, or if the cost factor is considered. Additional costs would be incurred due to additional employees, etc. She also noted that other District Libraries are pleased with their District status. Mr. Frisch suggested that if a Library District is formed, another library building might be needed. He cited Naperville as an example with branch libraries. However, branches are not required under a District. Technology Plan Michelle said she had presented this last month and asked if there were any changes. She said State reports and per capita grants ask for this plan. New Business: Public Notice Each year the Library must publish a Public Notice giving the dates of the Board meetings and the dates the Library is closed. Board meetings can be changed with the proper notice. A motion was made by Beth Gambro to approve the Public Notice for the Page 4 of 4 Library Board meeting dates and the Library closures. Gail Gaebler seconded the motion and the motion was carried unanimously on a voice vote. Ms. Gryder thanked Bob Allen for being the City Council Liaison. In other New Business, Ms. LaChance said she was approached by persons who expressed their displeasure with some Library employees. It was noted that names and specifics were needed and Michelle asked that she be called. There was no further business and the meeting was adjourned at 7:40pm. Minutes respectfully submitted by Marlys Young