Library Minutes 2009 05-11-09 APPR Page 1 of 4 LED
Yorkville Public Library
Board of Trustees
902 Game Farm Road
May 11,2009, 7:OOpm
The meeting was called to order at 7:OOpm by President Jo Ann Gryder,
Roll Call
Members present: Marianne Wilkinson, Beth Gambro, Gail Gaebler, Marilyn Vorderer,
Carol LaChance, Jo Ann Gryder, Zach Frisch, Sandy Lindblom,Barb Johnson
Also present were Library Director Michelle Pfister, Mayor Valerie Burd, Tom Lindblom
Recognition of Visitors
Mayor Valerie Burd was present to convey a request to the Board. She said the Deputy
Clerk was concerned that minutes taken at sub-committee meetings needed to be more
detailed. This is particularly important for the Fact-Finding Committee regarding the
possible District Library since the Clerk's Office could receive FOIA requests. She said
minutes are required by State Statute and the City is responsible for the minutes.
Minutes should also be taped for the sub-committee meetings and she provided the City
policy regarding the recording of all public meetings.
In another matter, she also said she had spoken with two Board members who are up for
reappointment and she will reappoint them at the end of May.
The Mayor invited Board members to share any concerns about improving relations or
questions relating to finances. A new liaison will be chosen since Alderman Allen will
be outgoing. She also offered any assistance needed from her or City staff
Board member Marianne Wilkinson said she sent information regarding the Library
Director's raise to a City staff member via e-mail. She learned that the staff member is
no longer employed and she was asked to send the request to Finance Director Susan
Mika. It was noted the raise should be retroactive to April 8a'.
President Gryder offered compliments regarding the Yorkville website and said it was
very well done for ease of looking at minutes or agendas.
Zach Frisch asked about the time frame for another Council liaison to be appointed. He
said Alderman Allen had been very helpful in expressing City concerns. Mayor Burd
said committees would need to be organized first, due to the recent election. They must
also attend at least one committee meeting, so she thought it would be July before a new
liaison would be in place.
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Amendments to the Agenda
None
Minutes: April 13, 2009
Beth Gambro noted that the early closing on Good Friday was not a recent change and
added that the Library would now be open on the Sundays prior to Memorial Day and
Labor Day.
A motion was made by Gail Gaebler and seconded by Beth Gambro to approve the
minutes with that correction. Motion carried unanimously on a voice vote.
Correspondence
None
Public Comment
None
Report of the Treasurer
Financial Statement
Ms. Lindblom said on the Detailed Revenue &Expense Report, she is still questioning
some of the zeros and why there are 13 periods instead of 12 because this would be the
end of the fiscal year.
Regarding the Detail Board Report, she had the following comments:
1. There are many books on order
2. Page 4: Castle insurance services is for bonding for Michelle and Sandy
3. Page 5: Bean bag chairs are for teen area and receipt refill is for book checkout
4. Page 6: Hop To It is for lawn care, $510 is for initial lawn care and$180 is
normal cost
5. Page 8: zoom lens at$583 is for microfilm in genealogy room-a patron requested
a stronger lens
6. Page 11: Pals Day Workshop was a meeting attended by Library staff members.
Also on Page 11, Prairie CAT is a quarterly billing
7. Page 13: $330 for microphone system which is for the historical wing
Payment of Bills
Barb Johnson moved to pay the bills in the amount of$30,655.11 and payroll of
$60,035.85 and Carol LaChance seconded the motion.
Roll call vote: Gambro-yes, Gaebler-yes, Vorderer-yes, LaChance-yes, Gryder-yes,
Frisch-yes, Lindblom-yes, Johnson-yes, Wilkinson-yes. Motion carried unanimously.
Ms. Lindblom also noted that the Cash Analysis sheet showed a balance of$840,000 in
the bank. There is also $33,000 in the library expansion project to be used this year.
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Report of the Library Director
Library Director Pfister reported the following:
1. She has not received the per capita grant yet and it is later than ever before. When
it arrives, it will be placed into this year's budget.
2. The summer reading programs start in June and July and are for kids and adults.
3. Patron count for month is 6,546
4. She is working on a state report for the year and reported 93,338 people came to
the Library.
5. 17,016 items were circulated
6. Registration was 137
7. Items added were 813
8. A mini grant of$3000 is being requested through Target
9. Next month (June 8") is nomination of officers
10. Michelle is starting a section for adult Spanish books
11. Discounted White Sox tickets are available for Board members or Library
employees
12. There will be a bus trip to Printer's Row on June 6's, 30 people have committed
thus far
City Council Liaison
New liaison to be appointed in July.
Standing Committees
No reports.
Unfinished Business:
Building Update
Tom Lindblom reported the igniter on the water heater had been replaced. Also, a
stained ceiling tile in the quiet reading area had been replaced. He also reported the
smoke detector in the duct work was being activated about a year ago. He had the alarm
company change that to a"trouble" alarm,rather than a full alarm. Three weeks ago,the
alarm began activating again. It was determined that its location in a humid area was
allowing water into the system causing the alarm activation. As a result, it will be
moved.
Following a question from Ms. Gaebler,he said that certain lights are lit at night.
Ms. Pfister reported that all windows had been washed inside and out.
District Library Fact-Finding
Ms. Gryder reported a meeting had been held a week ago. At that time, each member
was asked to gather more information. Board members were encouraged to submit
questions to Barb Johnson for the attorney. The budget will be discussed in June and
there will be no meeting in July. In September,they hope to meet with the attorney
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and in December or January the matter will be brought to the full Board. Expenses and
receipts are being examined now and taxes will be discussed later. Taxes would be
levied through the County. It was also noted that if a Library District is formed, the
Board will be elected rather than appointed.
New Business:
Levy
President Gryder said a levy was needed for the City and asked if the Board thought it
should keep the .15 it's currently at. Mr. Lindblom mentioned that the Fire District has to
have their levy request in to the County Clerk by the last Tuesday of December and the
budget must be done in the first three months of the new fiscal year. He added that the
tax bills will be going out soon and will reflect the request.
Barb Johnson said she thought the Board had attended a City meeting in order to reinstate
the levy the Board had requested after the City was going to lower it. She thought the
current levy was at.12. After further discussion, it was determined the current levy is
actually .12. It was noted that the Board has the ultimate decision about the levy and
there is a State cap of.15
President Gryder will clarify her information and this item will be placed on the agenda
for further discussion next month.
Policy Update
Library Director Pfister said all Board members have the updates to the policy manual
and there have been many changes. She said she also increased the replacement cost of
DVD's.
The Library Attorney also sent a policy on nepotism that she included in the book. Barb
Johnson made a motion and Zach Frisch seconded the motion to accept the anti-nepotism
policy. Motion carved on a voice vote. President Gryder thanked Policy Chairman Beth
Gambro for a great job.
It was clarified that a family member can be employed at the Library,however, the
relative cannot report to the already-employed family member.
In other new business, Barb Johnson read a comment from the Library Director following
her evaluation and pay raise. In summary,Ms. Pfister said it was a pleasure to work for
and with the Library Board and looked forward to challenges in the coming year.
Adjournment:
There was no further business and the meeting adjourned at 8:05pm.
Minutes respectfully submitted by Marlys Young