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Library Minutes 2009 11-09-09 Page 1 of 4 APPROVED la-iq-o9 Agenda Yorkville Public Library Board of Trustees Monday, November 9, 2009 902 Game Farm Road 7:00pm The meeting was called to order at 7pm by President Jo Ann Gryder Roll Call Members present: Jo Ann Gryder-aye, Zach Frisch-aye; Sandy Lindblom-aye; Barb Johnson-aye, Marianne Wilkinson-aye; Beth Gambro-aye; Gail Gaebler-aye; Marilyn Vorderer-aye. Absent: Carol LaChance Also present: Michelle Pfister-Library Director, Tom Lindblom,Joe Plochcr-City Council Liaison, Gary Frisch Recognition of Visitors Joe Plocher, City Council Liaison and Gary Frisch were recognized. Amendments to the Agenda FOIA requests,the Yorkville Schools Superintendent Search and Library Trustee Workshop were added as amendments to the agenda. Minutes The minutes were approved on a motion by Barb Johnson and second by Gail Gaebler. The motion carried unanimously on a voice vote. Correspondence 1. Ms. Pfister noted that the Oswego High School Leadership Group recently met in the Library meeting room and she received thank you notes from the students. 2. The Library Attorney, Roger Ritzman,was in a photo for an accompanying newspaper story regarding his firm's 50 years in business. 3. A trustee workshop was recently held at the Library. Michelle received a-mails and thank you notes saying how helpful and nice the staff was and noting the beautiful Library. Public Comment-None Page 2 of 4 Report of the Treasurer Financial Statement: Ms. Lindblom reported that real estate taxes ($508,748.53) and bond money($458,000) came in. (Alderman Plocher reported that 4-5 houses per month are being constructed.) Also, development fees of$6,825 were collected in each -- Building and Books. Detail Board Report of Invoices Ms. Lindblom noted the following: Page 3: $760 invoice for Treasurer bonding Page 4: $685 for reference books Page 4: $3,106.64 for 95% of the magazine subscriptions (annual fee) Page 5: $4,858.14 to Verne Herne for repair in building and lighting. Tom Lindblom explained a hydraulic lift is needed to complete lighting work and the aisles are too narrow for the stabilization necessary in the magazine area. Page 8: 20 tables and chairs purchased so they do not have to be brought from historic wing, purchase not recorded correctly earlier. Page 9: $1500 for concrete steps in back of building Page 9: refreshments for Trustee meeting Page 10: $2,727 quarterly bill for Library System Page 10: $2,291 on-line renewal for database Page 10: $379 for upcoming programs Page 10: $108.62 hardware for computer Page 11: Payment to Ted Yoder for upcoming dulcimer program Payment of Bills: Barb Johnson made a motion to pay the invoices in the amount of$38,352.82 and the payroll in amount of$62,679.58. Zach Frisch seconded the motion. Roll call vote: Gryder-aye, Frisch-aye, Lindblom-aye, Johnson-aye, Wilkinson-aye, Gambro-aye, Gaebler-aye, Vorderer-aye. Motion carried unanimously Ms. Lindblom also reported that she had received information from the City regarding the tax levy and they want a decision by December 2"a. It was noted that the current levy is .1111%. The question was raised if the City was going to charge the Library for snow removal, lawn cutting,bookkeeping, etc. Alderman Plocher said he had no further information. One suggestion was to keep the current tax levy and if these services are required to be paid for, that the amount be added in the next budge. One thought was to keep the rate the same in view of the District Library presentation in January/February. It was also mentioned that extra money will be collected due to increased assessed value. Ms. Gryder said by keeping the levy the same, it represents to the community that the Library is watching their money. Page 3 of 4 A motion was made by Ms. Gaebler that the Library's response to the City should be to keep the levy at .1292%. Ms. Johnson seconded this motion. Roll call vote: Frisch-aye, Lindblom-aye, Johnson-aye, Wilkinson-aye, Gambro-aye, Gaebler-aye, Vorderer-aye, Gryder-aye. Motion carried unanimously. Michelle and Sandy will also be working on the budget numbers and will bring to the next meeting. Report of the Library Director Statistics Michelle reported the following for October: 1. 16,900 items circulated 2. 131 new patrons 3. 951 items added 4. New programs for adults including an author visit 5. Trustee mini-conference with 42 people attending 6. Various children' programs 7. Gifts and memorials included a$25 check in memory of 2 children Ms. Pfister said she would like to host an all-day staff workshop in March or April (a Wednesday) and close the Library that day. She hopes to include guest speakers to discuss senior services, safety procedures, ask Fire Department to demonstrate use of fire extinguishers, invite Police to talk about potential domestic situation, computer updates for employees,provide lunch and also ask Tom Lindblom to attend. Ms. Gambro mentioned that there was some confusion as to the Library being open on Homecoming Day. The closures are listed on the website according to Ms. Pfister. The workshop information will be put on the website as well on the flashing TV screen near the front door. On December 12 from 4:30—5:30pm there will be a"thank you" get-together from the Library for the Jr. Women's Club for helping out this past year. Ms. Gambro asked if there is a way to find account information on the website, without going into the Prairie Cat. Ms. Pfister said there is no other way. City Council Liaison Mr. Plocher said he will report the tax levy decision to the Council. Barb Johnson thanked Alderman Plocher for his excellent representation of Library concerns at the City Council meeting. Page 4 of 4 Standing Committees No reports. Unfinished Business Building Update Mr. Lindblom reported the concrete steps have been installed on the east side of the building. He obtained quotes on a handrail and hopes to have it installed by next month. District Fact Finding Ms. Johnson thanked the committee members who had attended a recent meeting with the lawyer when a list of questions was presented to him. A fact sheet and recommendations will be compiled for committee members and City Council New Business Homebound Service Policy Ms. Pfister presented a draft policy for servicing library patrons who are homebound for various reasons. Friends of Library will assist with this program and each will adopt 3 of the 8 who are homebound. A maximum of 2 deliveries per month will be made. In other New Business,the committee discussed new rules applying to FOIA requests-- (Freedom of Information Act). It was determined that requests would go through the City and Alderman Plocher will find out if there is a policy on FOIA's. This will be discussed at the next meeting. It was noted that one FOIA had been received by the Library. Patron information will not be available through this Act. A recent trustee workshop hosted 42 people. The new Executive Director of Prairie Area Library System was present at the workshop and President Gryder read a thank you letter from him. Ms. Gryder also noted educational programs available through the Library System and said that three of the staff members are working towards Associates Degrees. She hoped there could be possible educational reimbursements in the future. Ms. Lindblom reported on the Yorkville School Superintendent search. The City Council and all City Board members were invited to attend. She gave a website on which to give input: yorkvillesuperintendent.com. The site is confidential and goes directly to the search company hired by the School Board. She said the committee felt students in the school district should be eligible to use the Library without the$150 non-resident fee. Ms. Gambro asked about the progress for audio books. This program will begin December 1. These books work in conjunction with I-Pods and MP3 players. Patron training, possibly using high school students, for this feature was suggested. There was no further business and the meeting was adjourned at 7:57pm. Minutes respectfully submitted by Marlys Young