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Library Minutes 2009 07-13-09 APPROVED Page 1 of 5 g�l b�bq Agenda Yorkville Public Library Board of Trustees Monday, July 13, 2009 902 Game Farm Road 7:00pm The meeting was called to order at 7:12pm by President Jo Ann Gryder Roll Call Members present: Lindblom-present, Wilkinson-present, Gambro-present, Gaebler- present, Gryder-present Absent: Johnson,Vorderer, LaChance, Frisch Also present: Library Director Michelle Pfister, Tom Lindblom Recognition of Visitors No guests. Amendments to the Agenda President Gryder announced that a City memo had been included in the packet and it will be discussed under New Business. Minutes Two corrections were noted for the June 8 minutes. Page 1: Under Correspondence: Lions Club check was for magnifying reader Page 4: Beth Gambro was also nominated for President by current President Gryder, however, Ms. Gambro said she wished to decline. A motion was then made by Lindblom to approve the minutes with corrections and Wilkinson seconded the motion. Approved with corrections on a voice vote. Correspondence Library Director Pfister reported she has been trying to determine what has happened to the per capita grant check. She found that some libraries have received their checks,but other checks are being mailed as funds become available. The check will be in the amount of approximately $13,000. Public Comment None Page 2 of 5 Report of the Treasurer Financial Statement Treasurer Lindblom summarized the Detailed Revenue&Expense Report as follows: 1. $2,375.00 was received in Building Development Fees for Building and Books 2. Large sale of subscription cards in amount of$1,665.95 3. Page 4: The total of the expenses is $265,408.32, but when she totaled each sub- category,the total is much different. Ms. Lindblom said it seems to be different due to bonds being paid. However,the bond payments do not appear on the report. Ms.Pfister thinks the payments might not be shown because the real estates taxes are not due yet. It is believed the City has made the payments for the Library, however, the Library cannot pay them until the money is received. 4. Ms. Lindblom also noted that on the Cash Analysis Report, a total of$340,000 (a decrease in the amount) is shown in the Money Market account. Comments from the Detail Board Report: 1. Bottom of page 3, "CDWG", one item should say Library Adobe and one Library Publisher. 2. Page 5: $900 for fire alarm repair 3. Page 6: Verne Henne replaced the ballast and bulbs at$3,111 4. Page 11: Trico, $2,813 for boiler repair due to power outage 5. Page 12: A to Z maps is new database During discussion it was noted that Building Development fees were down about $200,000 as well as the Money Market being down more than $60,000. These items will be questioned. Solutions for ongoing accounting problems were discussed. The following comments/suggestions were made: • Perhaps the Library should hire their own accountant because zeroes continue to be shown on the Detailed Revenue and Revenue Report after several inquiries. • The Library Board is hying to be responsible regarding their finances. • A part time person might be needed to oversee the Library financial records. • The Board members feel they are being entrusted with this money,they have a responsibility to the people and they must have answers to their many questions. • President Gryder said Treasurer Lindblom has done a good job of trying to find out answers. • A local CPA was also suggested and it was noted that any CPA would also need to obtain the books from the City. • Invite Mayor and Susan Mika to attend a meeting. • Categories have not been combined when asked, "rentals" was asked to be removed—it has not been. Page 3 of 5 • The City is behind on the audit, but Library should obtain audit report on the Library alone. • Ask City auditor to explain books to Board,but determine cost first. • Bond payments should be shown. • Board has asked to have a more understandable report and they have not received this. Request to see last year's Library audit. • Request City representation(beyond the liaison position), to attend Board meetings every month. Payment of Bills After much discussion and a comment that perhaps the bills should be tabled, a motion was made by Gaebler to pay the bills in the amount of$30,750.88 and payroll in the amount of$41,803.90. Gambro seconded the motion. Roll call vote: Wilkinson-yes, Gambro-yes, Gaebler-yes, Gryder-yes, Lindblom-abstain. Motion carried. Michelle Pfister and Sandy Lindblom will contact Susan Mika with specific questions and also ask the auditors to come to the Board meeting after determining the cost. _Report of the Library Director Statistics 1. 17,769 books were circulated this month 2. Over 600 kids in summer reading program and the adult program is going well 3. Issued 177 new library cards this month 4. 798 new items added 5. New program"Everything French"has started and is being led by President Gryder and her sister 6. 9,272 people came into Library this month 7. Found that the patron counter is placed in a high location and does not register kids entering library 8. Received memorial money in honor of Justin Sleezer 9. $1,000 donation from Lions Club—photos were taken and name on photo was misspelled—should be Tweedy 10. Three libraries are closing due to moving: Oswego, Somonauk& Sugar Grove. They have encouraged their patrons to use the Yorkville Library. Suggestion to send small plant when the new libraries open. Board member attendance at Grand Openings is encouraged. Sugar Grove has Grand Opening on August 8th. President Gryder noted that new Oswego Library opens August 17th with the Grand Opening on September 19th 11. Disaster plan updated City Council Liaison No report,no City Liaison as of yet. Page 4 of 5 Standing Committees No reports Unfinished Business Building Update Mr. Lindblom reported a$900 charge in the financial reports was not for fire alarm,but rather for moving the duct detector. During the month, power problems occurred causing many problems. There was a good response time from Trico, however. There are bills from 3 separate vendors totaling $4,333 in damages. Mr. Lindblom also showed a"contactor", four of which were replaced following a storm and two others required parts. The air conditioner and boilers were knocked out and he pointed out that boilers are needed in the cooling process also. Two weeks later another power failure occurred, lines were dropped and the elevator stopped between floors when an employee was inside. There was also a problem with leaking seals in the mechanical room. Ms. Gaebler asked if any of these costs would be covered by insurance. The City is researching this. There was discussion of the trees along Game Farm Road and Ms. Gambro asked if they would be removed when the mad is widened. It was thought that some trees were moved to Heustis Street already. Mr. Lindblom commented that he felt the Library Board should be consulted in such matters since the Library paid for the trees. Election of Officers Ms. Pfister had drafted an election ballot that was presented to the Board members. President Gryder noted that nominations could also be made from the floor. Gail Gaebler asked to have her name removed as Secretary and Ms. Lindblom then nominated Beth Gambro for secretary. Marianne Wilkinson made a motion to accept the changes to the election slate and Gail seconded the motion. This was approved on a voice vote. Voting then took place and Library Director Pfister counted the ballots. The slate was elected as presented with Ms. Gambm being elected Secretary. New Business Administrative Ready Reference Review Illinet Interlibrary Loan Code Ms. Pfister said the Library was asked to review these 2 items in relationship to the per capita grant and the Library is in compliance. Even though the grant has not been Page 5 of 5 received yet, she will apply for this for the next time also. She said there are 365 libraries in Illinet and if the Yorkville Library does not have a particular book, she can go to this system to find it. The Administrative Ready Reference is a website giving examples of different policies such as administrative and personnel. She was able to obtain a policy through this site, for inclusion in Yorkville's policies. In another matter,President Gryder discussed the City memorandum added to the agenda. The City is asking for input from the Library. This concerns a developer requesting a 2- year extension on payment of development fees in the amount of$26,000 and a 4-year extension for the fee lock. There was a brief discussion and the Board agreed to this extension. A letter will be written by the Library Board Secretary stating the Board reluctantly agrees to the extensions being requested. There was no other business and the meeting was adjourned at 8:18pm. Minutes respectfully submitted by Marlys Young