Library Minutes 2009 12-14-09 Page g /-I/- ID
Agenda
Yorkville Public Library
Board of Trustees
Monday, December 14, 2009
902 Game Farm Road
7:OOpm
The meeting was called to order at 7pm by President Jo Ann Gryder
Roll Call
Trustees present: Lindblom-yes, Johnson-yes, Wilkinson-yes, Gambro-yes, Gaebler-yes,
Vorderer-yes, LaChance-yes, Gryder-yes, Frisch-yes
Also present: Mayor Valerie Burd, City Administrator Bart Olson, Finance Director
Susan Mika, Michelle Pfister-Library Director, Tom Lindblom, Gary Frisch
Recognition of Visitors
Chairman Gryder recognized the City officials and Gary Frisch.
Amendments to the Agenda
Ms. Lindblom requested an Executive Session.
Minutes
Ms. Lindblom noted a correction to the minutes and said that the current library levy
noted on page 2, 2nd paragraph should be .1111. Barb Johnson moved to approve the
minutes as corrected and Carol LaChance seconded the motion. Carried unanimously on
a voice vote.
Correspondence
A thank you note was received after a recent trustee meeting. A thank you was also
received from PALS. Kathy Orton, an author originally from Yorkville, wrote a note of
thanks for having the Friends of the Library sponsor her book signing on November 4'h.
Public Comment-None
Report of the Treasurer
Financial Statement:
Detailed Revenue& Expense Report
Treasurer Lindblom commented on the following:
1. At the end of fiscal period 7,the budget is at 59%
Page 2 of 5
2. The Library bond property tax taken in was $18,000 and $20,000 in real estate
taxes
3. Received development fees for Building and Books
4. Expenses were more than taken in, balance of$500,000 FY to date.
Invoices
1. $12,000 for 3M Checkpoint system--an annual expense
2. Telephone bill on page 2 is for 2 months
3. Page 4: $369, 525.01 for 2 bond payments
4. Page 5: the lobby TV screen is now installed
5. Refrigerator purchased for historic wing at cost of$729,replaces small one
6. Page 6: Patch Club—supplies for rewards for books read by club members
7. $1,268.15 for reference books in kids' department
8. Page 7: purchase of book 'truck' to carry books
9. Page 8: $1,340 for installation of iron railings on outside steps
10. Page 8: additional shelving purchased for more books in young adult area
11. Page 11: "Net Library", $4,200 for downloading books/improved technology
12. Page 13: $4,064.16 to have carpet cleaned
13. Total invoices $428,705.23 which includes bond payment of$369,000+ for bond
payment
Cash Analysis Sheet
This report reflects over$l million, however, $325,000+ is for building development
only. The bond payment is also paid out from the total.
Payment of Bills
Ms. Johnson made a motion to pay the invoices in the amount of$428,705.23 and the
payroll in the amount of$41,404.30. Mr. Frisch seconded the motion.
Roll call vote:
Johnson-yes, Wilkinson-yes, Gambro-yes, Gaebler-yes, Vorderer-yes, LaChance-
yes, Gryder-yes, Frisch-yes, Lindblom-yes. Motion carried unanimously.
The discussion then turned to the discrepancy in the levy. Ms. Lindblom and Ms. Pfister
had met with the representatives of the City last week. Ms. Mika provided an
explanation of how the levy is determined, as follows. The levy is an estimate of the
taxes needed and the amount received is based on the EAV, later certified by the County
and distributed to all City departments. She said the previous Library rate was .1292.
After the County certified the rate, it became .1104 and the Library actually received
$25,000 more than requested. She said the Library has always received more than the
original amount,but the rate changes based on the EAV.
Mr. Olson agreed with this explanation and said the correct rate should be .1111. He said
the property in the City had increased significantly in value.
Page 3 of 5
Ms. Lindblom said she had been tracking the expenses month by month compared to last
year and the Library is actually ahead this year by $12,000.
Ms. Johnson expressed some concern about the levy in view of the upcoming
presentation regarding the District Library.
Mayor Burd said the Library can increase their levy to .15 if necessary. She added that if
the amount approved at the last meeting is retained, the Library would have an increased
share of over$100,000 which would come from the City budget. She expressed concern
since employees have been laid off at the City.
It was stated by Ms. Gambro that the Board's intent was not to increase the amount of
money received, but to just have the same as last year.
The Fund Balances for both the City and Library were also briefly discussed.
Ms. Mika stated that she would like to come back to the Library in late Spring after the
numbers are certified and again in the Fall when the levy process is complete. Mayor
Burd also suggested a joint meeting next year to discuss the budget.
A motion was then made by Ms. Gaebler to amend the levy to .I I I 1 for an amount of
approximately $650,000. Zach Frisch seconded the motion. Roll call vote:
Wilkinson-yes, Gambro-yes, Gaebler-yes, Vorderer-yes, LaChance-yes, Gryder-
yes, Frisch-yes, Lindblom, Johnson-yes.
Motion carried.
This levy will be submitted in writing to the City. Ms. Mika will send a report to the
Library in two months.
Report of the Library Director
Statistics
Ms. Pfister presented the following highlights for November:
1. Circulation of 15,190
2. 129 new patrons
3. Added 713 new items
4. Friends of Library had meeting today and compiled programs for 2010
5. Computer class had 30 patrons attend, December class cancelled
6. Will conduct Facebook class in February, Yorkville PD to discuss security
7. 60 people attended Kathy Orton book-signing event, sold 36 books and $1.00 for
each book sold was donated to Library. Her parents also donated $50 to the
Library.
8. Kids' program, Patch Club, has 7 participants
9. Teen bake sale netted $150 and new books were purchased for High School
Library. Ms. Wilkinson said the group was very helpful with Santa's appearance.
Page 4 of 5
10. Memorial fund of$250 was given to the Library after a patron passed away. A
brick was also purchased in her name.
11. Mentioned new TV screen at front door, nice work done by Shelley
12. Net Library functioning as of December 1 st and can be accessed through Library
website. All books can be uploaded onto MP3, limited on I-Pod
City Council Liaison—no report
Standing Committees - no report
Unfinished Business
Building Update
Mr. Lindblom reported the railing for the back steps was installed today.
District Fact-Finding
An informational flier has been completed according to Barb Johnson and it will be
shared with the City Liaison at the next meeting. The information will be presented at
the March 80' Library Board meeting. Ms. Lindblom said that the possibility of a District
Library had been brought up to the City Administrators and they were informed that the
expenses could be greater than now. A levy increase would most likely be needed if the
District Library is approved. A district can be created in several ways and Mr. Lindblom
said that depending on how the District is defined,the levy might not be increased.
If the District Library is approved, current Board members would stay on until the next
election and a District Library would have 7 Board members instead of 9.
Homebound Service Policy
Ms. Pfister said this is not a delivery service, but the patron must have a valid reason for
using the service. Presently, 2 deliveries per month are made to 9 people.
A motion was made by Ms. Gambro to adopt the Homebound Service Policy as
presented. Marilyn Vorderer seconded the motion that was approved unanimously on a
voice vote.
New Business
Freedom of Information Act
An update was given on the changes coming January I" for FOIA requests. Ms. Pfister
reported there are 5 City employees who are certified to handle FOIA's. Tom had shared
the Fire Department policy with Michelle and said the policy lists the documents that can
be released. It was noted that a-mails are considered documents and need to be saved.
Salaries, budgets, levies, etc. can also be released under FOIA's.
Page 5 of 5
Chairman Gryder noted that PALS can be contacted for additional information. In
conclusion, Michelle will work with the City to handle these requests and more
information will be gathered.
Second T1 Line from ICN
Ms. Pfister reported that a second TI line is needed due to increased computer usage. A
new router is also needed at a cost of just under $3,000. A TI line is a data line to help
the computers run faster. The per-month cost for 1 line is $280 and that will double with
2 lines.
A motion was made and seconded by Ms. Gambro and Ms. Johnson, respectively, to
purchase a new router not to exceed $3,000 since funds will come from Building
Development. Roll call vote:
Gambro-yes, Gaebler-yes, Vorderer-yes, LaChance-yes, Gryder-yes, Frisch-yes,
Lindblom-yes, Johnson-yes,Wilkinson-yes.
Motion carried unanimously.
Executive Session
At 8:15pm a motion was made by Ms. Johnson to enter into Executive Session and it was
seconded by Ms. Lindblom. Roll call vote:
Gaebler-yes, Vorderer-yes, LaChance-yes, Gryder-yes, Frisch-yes, Lindblom-
yes, Johnson-yes, Wilkinson-yes, Gambro-yes
At 8:25pm,the regular meeting resumed. A motion was made by Sandy Lindblom to
award Michelle Pfister a$500 Christmas bonus and each of the other 4 full-time
employees a bonus of$250 each. Marilyn Vorderer seconded the motion. Roll call vote:
Frisch-yes, Lindblom-yes, Johnson-yes, Wilkinson-yes, Gambro-yes, Gaebler-
yes, Vorderer-yes, LaChance-yes, Gryder-yes
Motion carried unanimously.
It was noted that these bonuses will be separate from payroll checks, however,the
amounts will be taxed.
There was a brief discussion of the disposition of Executive Session minutes and it was
noted that minutes from these meetings need to be reviewed periodically for release.
Adjournment
The meeting was adjourned at 8:38pm.
Minutes respectfully submitted by
Marlys Young, Minute Taker