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Library Minutes 2009 06-08-09 15 Page of APPROVED WITH REVISONS 7/13/2009 YORKVILLE PUBLIC LIBRARY 902 Game Farm Road Yorkville, IL 60560 BOARD OF TRUSTEES MEETING Board Room Monday, June 8, 2009 – 7:00 p.m. PRESENT: President Gryder, Vice-President Wilkinson, Treasurer Lindblom, Trustees Frisch, Johnson, LaChance and Vorderer ABSENT: Secretary Gaebler and Trustee Gambro ALSO PRESENT: Library Director Pfister, Mr. Tom Lindblom The meeting was called to order at 7:00 p.m. in the Board Room of the Yorkville Public Library. RECOGNITION OF VISITORS: None AMENDMENTS TO THE AGENDA: None MINUTES: Trustee Johnson motioned to approve the minutes of the May 11, 2009 Board of Trustees’ Meeting. Trustee LaChance seconded the motion. Upon voice vote, MOTION DECLARED CARRIED. CORRESPONDENCE: th President Gryder received an invitation from the Yorkville Lions Club to attend their 70 anniversary party on Sunday, June 14, 2009. As she is unable to attend the function, she was seeking volunteers to represent the Library Board of Trustees. Trustee Johnson stated she would attend. She was asked to thank the Lions Club for their contribution. Vice-President Wilkinson stated that there had been a mix-up with the Lions Club check for the magnifying reader. It should be noted that this situation is being rectified. PUBLIC COMMENT: None 25 Page of REPORT OF THE TREASURER: Treasurer Lindblom stated the following:  She and Director Pfister have been unable to make contact with Finance Director Mika regarding the accounts. It should be noted that 2 pages of this report are for FY08/09 because invoices received in April, but paid in May are charged to the FY08/09 account.  The figures for the month of May are primarily $0.00. She is trying to resolve this matter with Finance Director Mika as well.  With regards to the Detail Board Report FY09/10, please note the following: There are lots of charges for books. o Page 1 - $875.00 for window cleaning. o Page 3 - $34,462.50 and $160,062.51 are bond payoff amounts. o Page 3 - $456.00 is for bonding the Board of Trustees and $1383.00 is for o bonding Director Pfister the remainder of the FY. Page 9 - $596.67 for water heater repair. o Page 9 - $434.00 for microscopes. Director Pfister was asked to discuss this o matter. Director Pfister stated that the library had received $500.00 in memorial contributions and another $500.00 from the Jr. Women’s Club. The library chose to use the funds to purchase microscopes and slides. They now own 3 microscopes. The 2 smaller ones will be available for checkout. They will be packaged in the wooden box they came in and then in a padded box. Only adults will be able to check them out, who will be responsible for any damages to the microscopes and slides. The microscopes will be packaged with a bag including slides and a science book. The purchase of the slides will probably appear on next month’s bill listing, they are costly. Page 10 - $285.00 for alarm repair o  According to cash analysis, the fund should have $840,498.07.  Tax levy payments will be coming in the next few months. Discussion took place regarding Board of Trustees personal tax bills. Most of the members noted that the line item pertaining to the library has decreased on their tax bill. MOTION: Trustee Johnson motioned to approve the monthly bills in the amount of $219,166.50 and the monthly payroll in the amount of $40,937.24. Trustee LaChance seconded the motion. ROLL CALL VOTE: AYES: Gryder, Wilkinson, Lindblom, Johnson, LaChance, Frisch, Vorderer NAYS: None EXCUSED: Gaebler, Gambro MOTION DECLARED CARRIED REPORT OF THE LIBRARY DIRECTOR: Director Pfister stated the following:  14,432 items were checked out.  85 new patrons were added.  745 new items were added to the library. 35 Page of  New program, “Read on the Wild Side” is starting. The program is for babies through adults.  The library held a teen sleepover to thank the teens that help us throughout the year. 7 teens spent the night and a good time was had by all.  Rita’s programs take a lot of work and I really appreciate her efforts. Treasurer Lindblom encouraged the group to look at the displays around the library.  The Reading Buddies program is now complete for the year. We started with 2 children and ended with 9, so this program will return next year.  The Kendall County Record is on microfilm back to the 1800’s. Many people make requests for obituaries. Dixie, staff and I will begin microfilming the obituaries. Staff will spend 2 hours / week on this project. They will be stored in the Genealogy Room.  A new adult discussion group, “Everything French” has been scheduled. President Gryder and her sister will lead the discussion. President Gryder stated that she and her sister have both traveled to France and really enjoyed themselves. They have also read travel essays and wished to share the information with others. Director Pfister stated that the group would meet on June 18, 2009 at 6:00pm in the Historical Room. Anyone else who would be interested in starting such a project is welcome to.  The state report was submitted to the State Library. It is several pages long but is available in its entirety if anyone wishes to view it. However, a pamphlet was distributed that highlights information contained in the state report. One piece of information is missing from the pamphlet is that 9,146 new items were added to the library this fiscal year. This information will be shared with City Hall and the City Alderman. They will be asked if Director Pfister should make a presentation to the City Council.  A new patron packet has been put together. It includes information regarding the library, the hours of operation, flyers, information on databases at the library, a bookmark, a pencil, a map, etc. One will be provided to each new family.  The Printers Row trip was this weekend and it was successful. Perhaps more of the group could attend next year. The trip lost $95.00, but it would be nice to continue it. CITY COUNCIL LIAISON: No liaison was present. STANDING COMMITTEES: No reports UNFINISHED BUSINESS: Building Update – Mr. Tom Lindblom was present and stated the following:  Last month the roof was repaired over the quiet reading room. He is happy to announce that even with last nights’ storm the stained ceiling tiles that were replaced due to the previous roof leak are still dry and unstained.  The smoke detector in the duct work has been moved and no further problems have occurred.  There was a problem this morning with the electric. It appears that a power outage in the City caused problems with our phased electrical system. The power is back up and running at this time. However, the 2 boilers and the chiller are not operational. TriCo 45 Page of Mechanical has been contacted. They need the manufacturer to come out. They are working on the problem and I will keep you posted.  The fire alarm went into trouble at 4:18am during the storm.  The charge of $285.00 on the bill listing was due to a tripped breaker that was replaced. Treasurer Lindblom asked if the library had insurance or something to cover such problems due to storms. Mr. Lindblom advised no, however, the original electric contractor has been contacted and will be coming out to check the markings on the breakers. Director Pfister asked why the outdoor lighting has been on all day. Mr. Lindblom stated that the cycle needs to catch up and the lights will probably stay on until tomorrow morning. District Library / Fact Finding – Trustee Johnson stated the following:  The group is in the process of comparing the budget with that of Plano’s and Oswego’s to aid in putting together a proposed budget.  Trustee Frisch provided a list of questions for the attorneys, which was very helpful. The remainder of the board was encouraged to do the same.  We want to be sure that every possible question is answered in our presentation next fall.  There will be no meeting in July. NEW BUSINESS: Nomination of Officers: The following nominations for officers were made.  President JoAnn Gryder (nominated by Trustee Johnson) Beth Gambro (nominated by President Gryder)  Vice President Marianne Wilkinson (nominated by Trustee LaChance)  Secretary Gail Gaebler (nominated by Trustee LaChance) Zach Frisch (nominated by President Gryder)  Treasurer Sandy Lindblom (nominated by President Gryder) Elections will take place at the next meeting. Inventory – Director Pfister stated the following:  The library needed to prepare an inventory list for the fact-finding committee.  The $600,000.00 allotted from the bond fund for furniture and equipment has not been broken down.  The $10,000.00 for items transferred from the old library was an estimate.  All bills for items purchased since the new library opened were reviewed and all items were added to this list.  The value of a book is averaged at $27.00 per book.  A copy of this report will be provided to the City Administrator.  Photos of library property have not been taken yet. 55 Page of Illinois Local Library Act – President Gryder stated that she and Director Pfister reviewed the policy to ensure that the library is in compliance. The only policy cited here is the selection policy. We are in compliance. Non-resident fee update – the non-resident fee is $150.00/household as state statute requires it be equivalent to the average tax accessed to Yorkville residents. This fee is imposed to anyone outside the city limits and state statute requires that people become members of the library closest to their home. The fee has been $150.00 for the past year, and $100.00 prior to then. Director Pfister stated that until the library is certain about the future of becoming a Library District, etc., she recommends making no change. Treasurer Lindblom agreed and stated that with the state of the economy, she would not want to discourage people from coming to the library by increasing the fee. MOTION: Trustee Vorderer motioned to approve the non-resident fee of $150.00 for the next fiscal year. Treasurer Lindblom seconded the motion. Upon voice vote, MOTION DECLARED CARRIED. EXECUTIVE SESSION: None ADDITIONAL BUSINESS: Trustees Frisch and Johnson will not be in attendance at the next meeting. ADJOURNMENT OF THE LIBRARY BOARD OF TRUSTEES MEETING: With no further business to discuss, the meeting adjourned at 7:59 pm. Minutes respectfully submitted by Margaret M. Hartigan.