Library Board Packet 2014 05-12-14 Agenda
Yorkville Public Library / Historical Meeting Room
Board of Trustees
May 12, 2014 - 7:00 P.M.
902 Game Farm Road
1. Roll Call
2. Recognition of Visitors
3. Amendments to the Agenda
4. Minutes
S. Correspondence
6. Public Comment
7. Staff Comment
8. Report of the Treasurer Financial Statement
Payment of Bills
9. Report of the Library Director Statistics
10. City Council Liaison
11. Standing Committees Policy
Finance Community Relations
Personnel
12. Unfinished Business Building Siding
Library SK/10/K Race
Landscaping
13. New Business Web Site Update
Building Maintenance
14. Executive Session (if needed)
1. For the appointment, employment,compensation, discipline, performance or
dismissal of specific employees of the public body or legal counsel for the public body,
including hearing testimony on a complaint lodged against an employee of the public
body, or against legal counsel for the public body to determine its validity.
15. New Business(con't)
16. Adjournment
DRAFT
Yorkville Public Library
Board of Trustees
Monday, April 14, 2014, 7pm
902 Game Farm Road — Library Historic Wing
The meeting was called to order at 7 :00pm by Vice-President Barb Johnson
Roll Call: Jo Ann Gryder-yes, Russ Walter-yes, Judy Somerlot-yes, Sandy Lindblom-yes, Barb
Johnson-yes, Susan Chacon (arr. 7:28pm)
Absent: Beth Gambro, Carol LaChance
I
Others Present:
Library Director Michelle Pfister
City Finance Director Rob Fredrickson
Administrative Intern Jeff Weckbach
Recognition of Visitors:
Ms. Johnson welcomed Rob and Jeff.
Amendments to the Agenda:
Ms. Lindblom asked for discussion on the Inter-Governmental Agreement prior to discussing health
insurance and Ms. Somerlot asked for a Library landscaping discussion in New Business.
Minutes: March 10, 2014
The minutes were approved as presented on a motion by Ms. Gryder and second by Mr. Walter. All
approved on a voice vote.
Correspondence: None
Public Comment: None
Staff Comment: None
Report of the Treasurer:
Ms. Lindblom presented highlights of the Treasurer's report:
Check Register
Page 1 : Abe Lincoln is the microfilm from Kendall County Record
Page 3 : LLW Consulting is for the new IT consultant
Page 5 : Olsson Roofing repaired leak in storytime room, removed ice & snow and recommended a
"birdbath heater" to keep the gutters from freezing to prevent leaks. Will be considered for next winter.
Page 5 : Sterling Fire Protection for inspection and fire detection system
Page 5 : Friends paid the VISA bill
Page 1 of 5
Budget Report
Treasurer Lindblom reported on the budget percentages, development fees and Gifts/Memorials.
Payment of Bills
Trustee Walter moved to pay the bills as follows and Trustee Gryder seconded the motion.
Bill List: $ 10,638.41
Payroll : $365664.71
City Bill List: $ 10,428. 17
TOTAL: $57,731.29
It was noted the original total quoted of $47,092.88 during the Treasurer report, was incorrect due to an
accounting error at the City and will be corrected.
Roll call vote: Somerlot-yes, Lindblom-yes, Johnson-yes, Gryder-yes, Walter-yes, Passed 5-0.
Report of the Library Director:
Library Director Pfister reported the following:
1 . Presented statistics on book usage including e-books
2. Patrons can now stream videos from e-books
3 . New on website is children's on-line collection, service free by e-book provider
4. Adult programs, job search assistance, resume assistance and e-book help continued
5 . Cabaret program was great!
6. Had art show for young adults, food items were donated
7. Summer reading program is "Birds of a Feather Read Together"
8 . New writing group will start meeting on April 7`h for 7°i grade through high school
9. This is National Library Week, prizes will be given
10. Possible coffee shop was discussed with Sugar Grove library coffee shop owners
11 . Michelle reported an adult staff member will be out 4-6 weeks for surgery
Friends of the Library Report by Judy Somerlot:
1 . April 23`d is World Book Night and 500,000 books will be given away at 26,000 sites in U.S . to
encourage reading
2. 100th-anniversary committee work is progressing
City Council Liaison:
There was discussion of a possible new liaison in May. Rob will check for the Board.
Standing Committees:
Personnel
Ms. Somerlot announced there would be an Executive Session at the end of the regular meeting.
Unfinished Business:
Library Survey
Jeff Weckbach said the Board's comments have been incorporated into the survey and it is ready to be
sent. A motion was made by Russ Walter and seconded by Jo Ann Gryder to adopt the survey. By
voice vote, the Board approved the motion. Jeff told the Board he has completed his internship and
will be leaving the City. Another intern or management analyst will be secured to evaluate the data and
the results will be available in August or September.
Page 2 of 5
Building Siding
Ms. Somerlot stated it has been eight years since the library siding was installed and it is time to take
action, suggesting small claims court. The library attorney will be asked to review the main issues and
perhaps write a letter to all parties involved. Russ will report back to the Board at the next meeting.
Michelle said that former Board member, Dale Pranga, had made many phone calls with no response.
Library 5K/IOK Race
Mr. Walter has not been able to speak with Park Board member Tim Evans who is involved in another
race at this time. The slogan as suggested by Michelle, is "Bookin It 5K". This will be kept on the
agenda for further discussion.
Inter-Governmental Agreement
Ms. Lindblom said she thought the Board needed to discuss what the Agreement includes. If the
Library decides to no longer have library employees participate in City health insurance, it was noted
the City could stop performing some of the functions they do for the Library. She further said that
when the Board discussed becoming a district, it became apparent the duties the Board would need to
assume or pay for, would be W-2's, financial records, payroll, year end forms, mowing, electrician
services, snow removal, audit, and possible cessation of discounts on electricity and property insurance
as part of the City She said the Board needed to look at the "bigger picture" to see what would be lost.
Ms. Gryder added that she had spoken with the library attorney who stated the Board could keep parts
of the Agreement. The attorney had suggested the Board talk with the City Administrator prior to any
action. She said the discussion about new insurance had been exploratory with the intent to save
money.
The Board questioned the interpretation of a memo from the City Administrator. It said the Board has
the right to offer health insurance or not, the right to adjust the employee contribution rates and that
penalties of $2,000 per employee could be incurred by the library in 2015 under the Affordable Care
Act.
It was also noted that Library staff members are employees of the Library and not the City, per the
Agreement and library law.
Ms. Lindblom said the Board needs to consider what other expenses might be incurred by switching to
other insurance and Ms. Chacon concurred. They both said the library staff morale is very low and fear
losing the staff members due to the insurance issue. Ms. Somerlot added that it would be difficult to
find good employees when City-administered insurance is not offered. Ms. Chacon added that it is
very costly to train new employees.
The Library Director was asked for her input. She said that the health insurance has been one of the
reasons she has stayed so long. She said the new insurance would not work for• her and she and
possibly others would leave the library if the change is made, due to more out of pocket expense.
Ms. Lindlbom also said in addition to possible great expense, different Doctors might need to be
secured and it is more than just the money. She said she serves as a Board member to do what is good
for the Library and if staff resigns, her resignation will also follow. Ms. Somerlot added that the library
might be saving money, but at what price. Ms. Johnson asked if a committee should be formed to look
at the library benefits in general.
Page 3 of 5
At this time, Russ Walter moved to table the health insurance proposal and Ms. Somerlot seconded the
motion. It will be tabled until the matter is discussed again, if ever. The motion passed unanimously
on a voice vote.
Ms. Pfister will send a message to all staff members of the action taken.
New Business:
Public Notice F/Y 2014-2015
Ms. Gryder moved to accept the Public Notice schedule as presented for the next fiscal year and Mr.
Walter seconded the motion. There was a brief discussion of Veteran's Day, when it is observed and
how it might affect the Library Board meeting. The schedule was approved unanimously by a voice
vote.
Participants in Public Act 92-0166 Non Resident Card
Pursuant to State Statue and prior to May 1 st each year, the library must vote on whether or not to
participate in the non-resident program. It is based on the tax system and states that Yorkville will
accept other library cards. Ms. Somerlot moved to continue participation in this program and Ms.
Lindblom seconded the motion. It was approved unanimously on a voice vote.
Email and Open Meeting Act
President Gambro asked to have this matter placed on the agenda to draft a policy concerning email
communications. The Policy Committee will meet and make a recommendation next month.
Landscaping
Ms. Somerlot said the library grounds are in dire need of cleanup and maintenance. She noted that the
Inter-Governmental Agreement says the City will provide mowing and landscaping, however, the scope
of that is uncertain. Michelle said long ago she spoke with the Park District about it, but now there is a
shortage of personnel. Ms. Somerlot said in the past, volunteer groups have assisted, but last year only
6 people volunteered for cleanup—all connected with the Library. She also suggested there could be a
liability issue for volunteers using power tools.
Trustee Somerlot obtained 4 estimates and asked that the Board take action on this matter. Estimates
ranged from $ 1 , 140 to $ 1 ,420 from 4 different companies, not including mulch. (ComEd has since
delivered a free load of mulch). Estimates include cleanup of leaves, pine needles, lawn care, trim
shrubs, ground cover and haul-away. Bidders said the estimates would be less if there was regular care
and Ms. Johnson said it needs to be done regularly. The budgeted money in the category, "Outside
Services", will be used to pay for the work. Ms. Somerlot detailed the companies that are bidding on
the job and the services they will provide. Ms. Gryder said she would like to hire a company from
Yorkville.
A motion was made by Ms. Somerlot to recommend awarding the cleanup and removal to Jobs
Landscaping in the amount of $ 1 ,420. Ms. Lindblom seconded the motion. It was noted they worked
at the library before and did the brickwork. Ms. Johnson asked for an estimate for once a month care.
Ms. Gryder said the Board could vote at this meeting and ratify the action next month since this item
was not on the agenda. It will be under Old Business next month.
Roll call vote: Somerlot-yes, Lindblom-yes, Johnson-yes, Gryder-yes, Walter-yes, Chacon-yes. Passed
6-0.
Page 4 of 5
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Executive Session:
It was moved and seconded, respectively by Ms. Gryder and Mr. Walter to enter into Executive
Session. Approved by unanimous voice vote. It began at 8 :22 and ended at 8 :32.
Roll call back into Regular Session: Johnson-yes, Gryder-yes, Walter-yes, Chacon-yes, Somerlot-yes,
Lindblom-yes. Regular session resumed at 8 :33pm.
Ms. Somerlot made a motion to approve the Library Director Performance Appraisal as proposed. Ms.
Gryder seconded and there was a unanimous voice vote.
Additional Business: None
Adiournment:
i
There was no further business and the meeting was adjourned at 8 : 34pm.
Minutes respectfully submitted by
Marlys Young
i Page 5 of 5
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II
DRAFT
Yorkville Public Library
Special Board of Trustees Meeting
Monday, March 3 , 2014, 2pm
902 Game Farm Road — Library Board Room
The special meeting was called to order at 2:05pm by Trustee Russ Walter.
Roll Call:
Carol LaChance-yes, Sandy Lindblom-yes, Barb Johnson-yes, Jo Ann Gryder-yes, Russ Walter-yes,
Susan Chacon-yes
Absent: Beth Gambro, Judy Somerlot
Others Present:
Library Director Michelle Pfister
Dixie Debord
Sharyl Iwanski
Shelley Augustine
Tim Schaeffer, Health Markets
Recognition of Visitors:
Mr. Walter recognized the Library staff that was present.
Amendments to the Agenda: None
Public Comment: None
New Business:
Library Staff Health Insurance
Mr. Walter said he has been working with Tim Schaeffer on his personal health insurance and asked
him to make a presentation regarding alternative health insurance for Library staff. Currently,
$ 100,000 in premiums is paid annually for 5 staff members. Mr. Walter said the Board is not trying to
cut insurance for library employees, but wants good, less expensive coverage while saving money.
Mr. Schaeffer said he is a licensed insurance agent with Health Markets and has contracts with all
major insurance companies in Illinois. He had previously asked Ms. Pfister for a copy of the current
insurance plans for the insured employees so he could compare benefit packages. He found
comparable cost plans for each. He said that his goal is to to bring the information to the Board and to
present options. If the Board decides to make a change to the insurance, he would guide each
employee through the process.
Page 1 of 3
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Mr. Schaeffer started with a discussion of the current health plan. It is a Blue Cross Blue Shield, Blue
Edge HSA with a deductible of $3,500 and family deductible of $7,000. Maximum out of pocket for
individual is $5,800 and family is $ 11 ,600. The annual premium is $76,200--the library pays about
$66,361 and the employee about $9,839.
The proposed two health plans are BOBS Blue Choice, Silver Choice or a Medicare supplement,
Parts F & D. Plan F would be $2, 140 deductible per person, family deductible $ 12,000. Max out of
pocket is $6,000 single and $12,700 family. This plan has a $30 co-pay for Dr. visits and $30 co-pay
for medications. On the current Blue Edge everything is out of pocket until the deductible is met. The
employees also have a card with $6,000 on it to help meet the deductible. Mr. Schaeffer said the card
is a health reimbursement arrangement with pre-tax money that helps pay out of pocket expenses.
Under the proposed new plans, the annual premium would be $36,907 for a savings of $39,293 over the
current premiums. If the employee paid 10% of the premium, the savings to the Library would be
$33, 145 and $6,517 to the employee. As of now, 10% of the yearly premium is paid by the employee.
A savings of about $ 1 , 100 per year would be realized by each employee under an alternate plan.
Ms. Debord asked if there is a law that if you are offered a group plan it cannot be taken away. Tim
said there is a mandate that begins in 2016 that says a group plan does not have to be offered to less
than 50 employees.
Ms. Johnson asked about Doctor coverage. If the employee's Dr. is not covered under a Blue Cross
Blue Shield plan, Mr. Schaeffer would look at other options.
The dental and vision portions were discussed next. The current cost is $5,092 a year for dental and
$643 for vision which are 100% employer paid. On the proposed plan: vision would be about $ 1 ,200
and dental would be $5,616. (better vision plan than now).
Current plan: Proposed plan:
Health: $76,200 $365907
Dental: $ 5,092 $5,616
Vision: $ 643 $ 1 ,200
TOTAL: $81 ,935 $43,723
TOTAL SAVINGS: $38,212
Tim then discussed individual plans for Michelle and the other employees. It was noted that the HRA
card they have could still be used toward the co-pay under the proposed new plans. The HRA cards are
issued by the employer and are pre-loaded with $6,000. If this amount is not used, it is a "use it or lose
it" type situation. Ms. Lindblom asked how this is now being paid. Ms. Gryder questioned whether
the unused money comes back to the City or to the Library. This will be researched. Tim suggested
that the Board determine an overall amount they are willing to pay or can afford for any new plan
rather than choosing a new plan for everyone. Sandy Lindblom said the Library will need to
determine where the $6,000 is coming from every month for each employee. Mr. Walter said he has
seen medical expenses each month on the bill list which may account for this $6,000. A breakout of
expenses will be requested from the City.
Page 2 of 3
Payment of the bills on the proposed plan was explained by Tim. The employee would receive the bill,
it's paid by the employee, receipt is given to employer for reimbursement on a tax-free basis. He said
the Board could not legally designate funds toward the health insurance for individual plans, but could
give the employees a raise and reimburse the expenses on a tax-free basis.
Tim proposed using a company called Base 105 for health reimbursements. Mr. Walter uses this and
enters all his medical expenses into a website. At the end of the year, an entire list of expenses is sent
and it shows how much you can deduct from your tax.
I
Russ Walter noted that on the city group plan, the employee has limited choice, but on an individual
plan, the employee would have a choice. Dixie said that a drawback is that all of the paperwork,
choices, Dr's, etc. must be done by the employee, but under the City plan it is all done for them.
Insurance subsidies were also discussed. If an employee qualifies for a subsidy through healthcare.gov,
the employer cannot reimburse the premiums. Tim goes directly through the carrier for insurance and
does not go through the government website.
Tim said the qualifying questions asked of insurance applicants now are: age, where do you live, are
you a citizen, do you smoke. Pre-existing conditions are no longer an issue.
Ms. Lindblom raised the question of who would do the accounting for a new insurance plan and said
that the City now does all necessary paperwork. Ms. Pfister asked if Tim would become the "HR
person" or facilitator to help with accounting and answer questions about the insurance. Tim would act
as the facilitator and meet with each employee individually. It was also thought that the Library can
opt out of the City insurance plan, but the City Finance Director was asked to determine this in an
earlier request.
Dixie asked what would happen if the premiums suddently increased greatly due to a serious illness,
etc. Mr. Schaeffer replied that the insurance company cannot increase rates based on claims or a pre-
existing condition.
I
Regarding insurance effective dates: if enrollment in any new
Van is after March 15th, the insurance
j would not be effective until May I ". If enrollment is March 15t or sooner, insurance would become
effective April I ".
The slide presentation that Tim gave will be sent to all Board members via Russ Walter.
Trustee Gryder also noted that she would like a legal review prior to any decision.
Adjournment:
There was no further business and the meeting adjourned at 3 :44pm.
Minutes respectfully submitted by Marlys Young
Page 3 of 3
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YORKVILLE LIBRARY BOARD
BILL LIST SUMMARY
Monday, May 12, 2014
PAYROLL DATE
Bi-weekly 04/11/2014 $18,541.46
Bi-weekly 04/25/2014 $18,202.51
Bi-weekly 05/09/2014 $18,352.75
TOTAL PAYROLL: $55,096.72
ACCOUNTS PAYABLE
Library Check Register - FY14 05/12/2014 $11,303.10
Library Check Register - FY15 05/12/2014 $4,603.58
Call One - March 2014 Charges 04/22/2014 $92.59
Glatfelter Liability Ins. - Installment #4 04/22/2014 $809.19
DAC - April 2014AdminFees 04/22/2014 $15.00
BCBS - May 2014 Health Insurance 04/22/2014 $6,473.73
TOTAL BILLS PAID: $23,297.19
i
TOTAL DISBURSEMENTS: $78,393.91
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April
Public Relations Articles — Photos - Kendall Country Record - Beacon News
Patch - Sun Times Web Site
Meetings, Workshop Staff Meeting Catalog—Debord Circulation—Iwanski
Programs, Activities Number Attending
Adult Programs Adult Book Discussion 5
Lunch Time Book Club 6
Men's Book Club 6
Friends Meeting 10
Threads and More 9
Drop-In-Job and Resume 4
E Books Drop In 0
World Book Night - 100 Books
Young Adult Programs Teen Meeting -TAG 15
Pre-Teen Meeting -HELP 31
Teen Writing Group (2 Times) 24
Children Programs Open Story Time 7
Tot' s & Toddlers (4 Times) 119
Middle Reader Book Group 10
Little Readers 8
Big Kids Book Club 22
Culture Club 14
Read with Paws 12
Art Lady 22
Cross Lutheran Preschool Visit 22
Patron Count 6755
Meeting Room Library 7 Rent 3
Teens Volunteers Michele Kush-Jazmin Filippi-Anna Halsey
Mary Preigel - Morgan List-Lauren Vallie-John Shridan
Volunteers Laura Mackley Writing Group
Friends cleaning shelves and Searching Miro-Film Reader
for Newspaper articles
Gifts and Memorials $25 .00 Memorial for Virginia Derdzinski,
from LaDonna Tweety