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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