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Library Board Packet 2016 10-10-16
Agenda Yorkville Public Library Michelle Pfister Meeting Room Board of Trustees October 10, 2016 - 7:00 P.M. 902 Game Farm Road 1. Roll Call 2. Recognition of Visitors 3. Amendments to the Agenda 4. Minutes 5. 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 Personnel Finance Community Relations 12. Unfinished Business Update on Cost Cutting Painting Bid for Building Adopt a Sunday 13. New Business Levy for F/Y 2017/18 Carpet and Window Quotes 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. Adjournment DRAFT Yorkville Public Library Board of Trustees Monday, September 12, 2016, 7:00pm 902 Game Farm Road —Michelle Pfister Meeting Room The meeting was called to order at 7:OOpm by President Russ Walter and quorum was established. Roll Call: Wamecca Rodriguez-yes, Sandy Lindblom-yes, Barb Johnson-yes, Beth Gambro-yes, Russ Walter-yes, Kate Elder (arr. 7:08pm)Carol LaChance-yes, Susan Chacon-yes, Others Present: Library Director Michelle Pfister Finance Director Rob Fredrickson Alderman/Liaison Seaver Tarulis Recognition of Visitors: None Amendments to the Agenda: President Walter requested to add the 5K update under Unfinished Business. Minutes: August 8, 2016 Ms. Lindblom moved and Ms. Gambro seconded the motion to approve the minutes as presented. Unanimous voice vote approval. Correspondence: A$75 check was received from the Sons of Norway for using the library for Viking Camp. Mr. Walter received a letter from Trustee Jo Ann Gryder stating that she is moving from Yorkville and is resigning from the Library Board effective immediately. She also sent her letter to the Mayor. Public Comment: None Staff Comment: None Report of the Treasurer: Check Register Treasurer Lindblom presented the report. 1. Total expenditures from check register $9,169.31 2. Two payrolls: $18,325.87 and $18,453.99 3. Total Disbursements: $58,441.61 Budget Report A State grant of$1,650 was questioned. Mr. Fredrickson said an inadequate description was received from the State and he believes it is for the City instead. Page 1 of 3 Ms. Lindblom summarized the budget and it was noted that fines are up, most likely since patrons cannot check out books until fines are paid. She also said that development fees of$8,550 have been received and building permits have reached 100 so far this year. Cash Statement No comments. A motion was made by Ms. Johnson and seconded by Ms. LaChance to pay the bills as follows: $21,661.75 Accounts Payable $36,779.86 Payroll $58,441.61 TOTAL Roll call: Lindblom-yes, Johnson-yes, Gambro-yes, Walter-yes, Elder-yes, LaChance-yes, Chacon-yes, Rodriguez-yes. Passed 8-0. Report of the Library Director: 1. Ms. Pfister presented the statistics for the month and said e-book numbers are good 2. Held staff meeting with youth service department to discuss fall activities 3. Had staff luncheon 4. Friends report: elected new officers, $6,105 profit from used book sale and sale continues, Friends membership renewals due in October, 2 meetings have been held for mini-golf and there are 3 sponsors so far, Friends asked for wish list. Area near wall outside library needs cleanup, bush removal, etc. Ms. Pfister would like pavers placed there and will ask Friends to pay half and asked the Board to pay half. She will obtain an estimate for the work and place it on agenda next month. She would like Friends to continue to care for that area. Mr. Walter suggested selling bricks with names. (Some Board members observed area being discussed). 5. Ukelele band was fantastic 6. Over 400 kids attended summer program 7. Upcoming program "Golden Age of Accordion"will be presented October 14 at 2pm. Fliers will be sent to senior facilities 8. Ms. Pfister would like to contact Eric Dhuse for fall cleanup 9. Doing "Food for Fines"this month and food goes to Kendall County Pantry 10. A teacher who held her class in the library last year, donated a book that she authored City Council Liaison Mr. Tarulis said a couple people had expressed unhappiness because they were unable to sign up for the recent 5K race, having missed the cutoff and the fee was higher the day of the race. Mr. Walter said there was some confusion on the forms and Ms. Elder said it is standard practice to charge more on that day. There was also some difficulty registering on the website. Standing Committees: No reports Unfinished Business: Update on Cost Cutting Ms. Elder said there are no major updates at this time and added that Thyssen Krupp (elevator service) is avoiding her calls. She is getting quotes from other companies to see if the Library is getting the best prices. The cleaning staff informed Ms. Pfister that the present cleaning supplies would last four months. She also looked at Amazon prices, but it's difficult to compare. The carpet in the kids' area is in need of cleaning and Ms. Elder suggested using Terry's Carpet Cleaning after the mini-golf. Page 2 of 3 In another matter, Ms. Elder asked about the "active shooter drill" not being in the Disaster Plan. It is in the policy book, but will be added to the Disaster Plan also. Painting Bid for Building Ms. Pfister reported that Eric Dhuse has done some work on the bid. She added that Tom Lindblom had brought an example of a bid plan that a company would handle for$1500. Mr. Walter said that Tim Evans had also offered his help. Ms. Gambro suggested that Alderman Tarulis could ask the City for help and also Mr. Evans. The bid should be done by the end of January and a vendor chosen. Adopt A Sunday Ms. Chacon provided updated wage/benefit information for being open on Sunday. It is $97.05 per hour which does not include cleaning, lighting etc. Ms. Johnson will email to the Board members, a copy of the proposed letter to be sent to possible contributors for Adopt a Sunday. Contributors would have to contact Ms. Pfister to schedule a Sunday and all Sundays From January-May need to be covered prior to publicizing being open. 5K Update There were 41 participants and many volunteers. Tim Evans will send a check for about $1,000 along with a list of itemized expenses. Ms. Rodriguez commented that the advertising was not adequate and a separate website should be set up for next time. She also gave a summary of expenses and ideas for improvement for next year. Mr. Walter has a list of the sponsors for use in 2017 and said September 2nd, will be the date. Ms. Rodriguez said a list of upcoming runs needs to be included in the packets. Photos are on the library website. New Business: Positive Pay Mr. Fredrickson said the City has been using a"positive pay"program to prevent check fraud. He explained how the program works and suggested the library may want to use it. The checks would be prepared by the City and signed by City officials prior to approval by the Board. As Treasurer, Ms. Lindblom would conntinue to be bonded. Ms. Pfister researched the State Statutes and found that in the bi-laws, library officials are delegated to sign library checks. The Board also discussed using this fraud program apart from the City. After discussion, a motion was made by Ms. Johnson to keep the library banking exactly as it is. Ms. Chacon seconded this motion and commented that she had worked with the system and there were difficulties. Ms. Lindblom then called for a vote. A voice vote approved this motion with Ms. LaChance abstaining. Additional Business: None Executive Session: None Adjournment: There was no further business and the meeting was adjourned at 8:09pm on a motion by Ms. LaChance and second by Ms. Elder. Minutes respectfully submitted by Marlys Young, Minute Taker Page 3 of 3 DATE: 09/15/16 UNITED CITY OF YORKVILLE TIME: 15:55:57 MANUAL CHECK REGISTER ID: AP225OOO.CBL CHECK # VENDOR # INVOICE ITEM CHECK INVOICE # DATE # DESCRIPTION DATE ACCOUNT # ITEM AMT ------------------------------------------------------------------------------------------------------------------------------------- 900035 FNBO FIRST NATIONAL BANK OMAHA 09/25/16 092516-A.SIMMONS 08/31/16 02 KONICA-6/19-7/18 COPIER CHARGE 82-820-54-00-5462 5.90 INVOICE TOTAL: 5.90* Page 1 of 12 DATE: 09/15/16 UNITED CITY OF YORKVILLE TIME: 15:55:57 MANUAL CHECK REGISTER ID: AP225000.CBL CHECK # VENDOR # INVOICE ITEM CHECK INVOICE # DATE # DESCRIPTION DATE ACCOUNT # ITEM AMT 900035 FNBO FIRST NATIONAL BANK OMAHA 09/25/16 092516-J.WEISS 08/31/16 01 OFFICE MAX-LAMINATING 82-820-56-00-5610 35.88 02 TARGET-CANDY 82-820-56-00-5671 15.77 03 TARGET-STORYTIME SUPPLIES 82-820-56-00-5671 121.66 INVOICE TOTAL: 173.31 Page 2 of 12 DATE: 09/15/16 UNITED CITY OF YORKVILLE TIME: 15:55:57 MANUAL CHECK REGISTER ID: AP225000.CBL CHECK # VENDOR # INVOICE ITEM CHECK INVOICE # DATE # DESCRIPTION DATE ACCOUNT # ITEM AMT ------------------------------------------------------------------------------------------------------------------------------------ 900035 FNBO FIRST NATIONAL BANK OMAHA 09/25/16 092516-M.PFISTER 08131116 01 DELL-NEW COMPUTERS, MONITORS 84-840-56-00-5635 6, 956.20 02 AMAZON-BOOK 84-840-56-00-5686 16.23 INVOICE TOTAL: 6,972.43 Page 3 of 12 DATE: 09/15/16 UNITED CITY OF YORKVILLE TIME: 15:55:57 MANUAL CHECK REGISTER ID: AP225000.CBL CHECK # VENDOR # INVOICE ITEM CHECK INVOICE # DATE # DESCRIPTION DATE ACCOUNT # ITEM AMT ------------------------------------------------------------------------------------------------------------------------------------- 900035 FNBO FIRST NATIONAL BANK OMAHA 09/25/16 092516-R.FREDRICKSON 08/31/16 10 COMCAST-07/10-09/10 INTERNET, 82-820-54-00-5440 464.24 11 PHONE & CABLE ** COMMENT ** INVOICE TOTAL: 464.24* Page 4 of 12 DATE: 09/15/16 UNITED CITY OF YORKVILLE TIME: 15:55:57 MANUAL CHECK REGISTER ID: AP225000.CBL CHECK # VENDOR # INVOICE ITEM CHECK INVOICE # DATE # DESCRIPTION DATE ACCOUNT # ITEM AMT ------------------------------------------------------------------------------------------------------------------------------------ 900035 FNBO FIRST NATIONAL BANK OMAHA 09/25/16 092516-S.AUGUSTINE 08/31/16 01 TARGET-GIFTCARDS 82-000-24-00-2480 100.00 INVOICE TOTAL: 100.00 * 092516-S.IWANSKI 08/31/16 01 STANDARD BUSINESS CARDS 82-820-56-00-5610 26.26 INVOICE TOTAL: 26.26 * Total Amount Paid: $7,742.14 Page 5 of 12 DATE: 10/04/16 UNITED CITY OF YORKVILLE TIME: 09:43:45 CHECK REGISTER PRG ID: AP215000_WOW CHECK DATE: 10/10/16 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 104245 BAKTAY BAKER & TAYLOR 2032260779 08/31/16 01 BOOKS 82-820-56-00-5686 359.29 INVOICE TOTAL: 359.29 * 2032278953 09/05/16 01 BOOKS 84-840-56-00-5686 302.49 INVOICE TOTAL: 302.49 * 2032302180 09/16/16 01 BOOKS 82-820-56-00-5686 862.29 INVOICE TOTAL: 862.29 * 2032302503 09/16/16 01 BOOKS 84-840-56-00-5686 358.85 INVOICE TOTAL: 358.85 * 2032304807 09/19/16 01 BOOKS 84-840-56-00-5686 861.70 INVOICE TOTAL: 861.70 * 2032321415 09/26/16 01 BOOKS 82-820-56-00-5686 370.41 INVOICE TOTAL: 370.41 * CHECK TOTAL: 3,115.03 104246 BUGGITER BUG GIT-ERS LLC 3407 09/14/16 01 SEPT 2016 PEST CONTROL 82-820-54-00-5462 75.00 INVOICE TOTAL: 75.00 * CHECK TOTAL: 75.00 104247 CAMBRIA CAMBRIA SALES COMPANY INC. 38016 09/14/16 01 PAPER TOWEL, BOWL CLEANER, 82-820-56-00-5620 241.76 02 WINDEX ** COMMENT ** INVOICE TOTAL: 241.76 CHECK TOTAL: 241.76 82-820 LIBRARY OPERATIONS 83-830 LIBRARY DEBT SERVICE 84-840 LIBRARY CAPITAL Page 6 of 12 DATE: 10/04/16 UNITED CITY OF YORKVILLE TIME: 09:43:45 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 10/10/16 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT ------------------------------------------------------------------------------------------------------------------------------------ 104248 IWANSKIS SHARYL IWANSKI 100316 10/03/16 01 PRAIRIE CAT CIRCULATION USERS 82-820-54-00-5415 41.26 02 MEETING MILEAGE REIMBURSEMENT ** COMMENT ** INVOICE TOTAL: 41.26 * CHECK TOTAL: 41.26 104249 MIDWTAPE MIDWEST TAPE 94287012 09/01/16 01 DVD 82-820-56-00-5685 22. 99 INVOICE TOTAL: 22.99 * 94304940 09/08/16 01 DVDS 82-820-56-00-5685 45.98 INVOICE TOTAL: 45.98 * 94326451 09/15/16 01 DVDS 82-820-56-00-5685 17.99 INVOICE TOTAL: 17.99 * 94354110 09/24/16 01 DVDS 82-820-56-00-5685 22.99 INVOICE TOTAL: 22.99 * CHECK TOTAL: 109.95 104250 OESTREIC OESTREICH SALES & SERVICE, INC 217937 10/03/16 01 REPAIR TO HANDICAP DOOR AND 82-820-54-00-5495 2,193.00 02 OUTER FRONT DOOR ** COMMENT ** INVOICE TOTAL: 2,193.00 CHECK TOTAL: 2,193.00 104251 PRAIRCAT PRAIRIECAT 5056 10/01/16 01 OCT-DEC 2016 E-READER FEES 84-840-54-00-5460 161.00 02 OCT-DEC 2016 PARTICPATION FEES 82-820-54-00-5468 3,158.19 INVOICE TOTAL: 3,319.19 CHECK TOTAL: 3,319 19 82-820 LIBRARY OPERATIONS 83-830 LIBRARY DEBT SERVICE 84-840 LIBRARY CAPITAL Page 7 of 12 DATE: 10/04/16 UNITED CITY OF YORKVILLE TIME: 09:43:45 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 10/10/16 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT ------------------------------------------------------------------------------------------------------------------------------------ 104252 R0001349 WAMECCA RODRIGUEZ 2016 BOOK-IT-ALDI 08/27/16 01 BOOK-IT 5K WATER REIMBURSEMENT 82-820-56-00-5620 15.92 INVOICE TOTAL: 15.92 * 2016 BOOK-IT-LEOS 09/26/16 01 REIMBURSEMENT FOR BOOK-IT 82-820-56-00-5620 10.00 02 MEDAL ENGRAVING ** COMMENT ** INVOICE TOTAL: 10.00 * 2016 BOOK-IT-SAMS 08/28/16 01 BOOK-IT SUPPLY REIMBURSEMENT 82-820-56-00-5620 11.98 INVOICE TOTAL: 11.98 * CHECK TOTAL: 37.90 104253 RACETIME RACE TIME 00903 09/06/16 01 BOOK IT 5K EVENT TIMING 82-820-54-00-5462 512.92 INVOICE TOTAL: 512.92 * CHECK TOTAL: 512.92 104254 ROSE ROSELYNN FASHIONS LTD 20160834 09/01/16 01 BOOK-IT 5K T-SHIRTS 82-820-56-00-5620 550x00 INVOICE TOTAL: 550.00 * CHECK TOTAL: 550.00 104255 TRINITYC TRINITY UNITED METHODIST 2016 BOOK-IT 09/26/16 01 2016 BOOK-IT EXPENSES 82-820-56-00-5620 45.00 INVOICE TOTAL: 45.00 * CHECK TOTAL: 45.00 104256 WAREHOUS WAREHOUSE DIRECT 82-820 LIBRARY OPERATIONS 83-830 LIBRARY DEBT SERVICE 84-840 LIBRARY CAPITAL Page 8 of 12 DATE: 10/04/16 UNITED CITY OF YORKVILLE TIME: 09:43:45 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 10/10/16 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT ------------------------------------------------------------------------------------------------------------------------------------ 104256 WAREHOUS WAREHOUSE DIRECT 3206304-0 09/22/16 01 REPORT COVERS, PAPER, WIPES, 82-820-56-00-5610 79.12 02 TAPE ** COMMENT ** INVOICE TOTAL: 79.12 * 3216213-0 09/30/16 01 TONER 82-820-56-00-5610 166.38 INVOICE TOTAL: 166.38 * CHECK TOTAL: 245.50 104257 WECOUNT WE COUNT PEOPLE LLC 898 09/19/16 01 BEAM BREAK COUNTER 82-820-56-00-5610 190.00 INVOICE TOTAL: 190.00 * CHECK TOTAL: 190.00 104258 YOUNGM MARLYS J. YOUNG 080816 08/25/16 01 08/08/16 MEETING MINUTES 82-820-54-00-5462 70.50 INVOICE TOTAL: 70.50 * 091216 09/29/16 01 SEPT.9 MEETING MINUTES 82-820-54-00-5462 63.75 INVOICE TOTAL: 63.75 * CHECK TOTAL: 134.25 TOTAL AMOUNT PAID: 10,810.76 82-820 LIBRARY OPERATIONS 83-830 LIBRARY DEBT SERVICE 84-840 LIBRARY CAPITAL Page 9 of 12 Clpy E ESi. 1836 UNITED CITY OF YORKVILLE ��i�ce �•`� PAYROLL SUMMARY September 9, 2016 REGULAR OVERTIME TOTAL IMRF FICA TOTALS ADMINISTRATION $ 14,694.73 $ - 14,694.73 $ 1,509.33 $ 1,039.95 $ 17,244.01 FINANCE 8,628.44 - 8,628.44 949.09 667.58 $ 10,245.11 POLICE 99,981.06 1,239.15 101,220.21 561.89 7,417.28 $ 109,199.38 COMMUNITY DEV. 13,942.67 - 13,942.67 1,345.30 1,018.16 $ 16,306.13 STREETS 12,901.29 - 12,901.29 1,371.40 946.41 $ 15,219.10 WATER 15,188.84 576.08 15,764.92 1,675.81 1,145.14 $ 18,585.87 SEWER 8,020.19 - 8,020.19 868.49 609.68 $ 9,498.36 PARKS 17,256.40 86.92 17,343.32 1,730.01 1,286.66 $ 20,359.99 RECREATION 12,006.31 - 12,006.31 1,133.63 882.97 $ 14,022.91 LIBRARY 16,002.51 - 16,002.51 855.55 1,196.65 $ 18,054.71 TOTALS $ 1,902.15 $ 220,524.59 $ 12,000.50 $ 16,210.48 $ 248,735.57 TOTAL PAYROLL $ 248,735.57 Page 10 of 12 EST. , .� 1836 t.�, ��v`� UNITED CITY OF YORKVILLE °� •? PAYROLL SUMMARY CIE �� September 23, 2016 REGULAR OVERTIME TOTAL IMRF FICA TOTALS MAYOR& LIO. COM. $ 908.34 $ - $ 908.34 $ - $ 69.49 $ 977.83 CLERK 583.34 - 583.34 19.48 44.62 647.44 TREASURER 83.34 - 83.34 8.85 6.36 98.55 ALDERMAN 3,900.00 - 3,900.00 - 291.91 4,191.91 ADMINISTRATION 16,457.70 - 16,457.70 1,703.54 902.73 19,063.97 FINANCE 8,628.44 - 8,628.44 917.21 644.64 10,190.29 POLICE 102,555.14 7,924.91 110,480.05 595.89 8,102.73 119,178.67 COMMUNITY DEV. 12,495.05 - 12,495.05 1,198.11 907.42 14,600.58 STREETS 12,901.25 - 12,901.25 1,371.40 946.41 15,219.06 WATER 14,012.59 495.74 14,508.33 1,542.24 1,049.00 17,099.57 SEWER 9,270.17 - 9,270.17 985.43 693.82 10,949.42 PARKS 17,529.58 - 17,529.58 1,770.01 1,303.92 20,603.51 RECREATION 13,674.27 - 13,674.27 1,179.62 1,010.55 15,864.44 LIBRARY 15,121.79 - 15,121.79 855.56 1,129.30 17,106.65 TOTALS $ 228,121.00 $ 8,420.65 $ 236,541.65 $ 12,147.34 $ 17,102.90 $ 265,791.89 TOTAL PAYROLL $ 265,791.89 Page 11 of 12 a 6PUBLIC LIBRARY YORKVILLE LIBRARY BOARD BILL LIST SUMMARY Monday, October 10,2016 ACCOUNTS PAYABLE Library CC Check Register(Pages 1-5) 09/25/2016 $7,742.14 Library Check Register(Pages 6-9) 10/10/2016 $10,810.76 Guardian-September 2016 dental insurance 09/13/2016 $440.48 Dearborne National-September 2016 Life Ins 09/13/2016 $33.60 Eye Med -September 2016 Vision Ins. 09/13/2016 $54.24 IPRF-October 2016 Workers Comp 09/13/2016 $890.89 Glatfelter Liability Ins.-installment#9 09/13/2016 $866.52 DAC-September 2016 HRA Fees 09/13/2016 $12.00 Dearborne National-October 2016 Life Ins 09/27/2016 $33.60 BCBS-October 2016 Health Insurance 09/27/2016 $5,785.96 TOTAL BILLS PAID: $26,670.19 PAYROLL DATE Bi-weekly(Page 10) 09/09/2016 $18,054.71 Bi-weekly(Page 11) 09/23/2016 $17,106.65 TOTAL PAYROLL: $35,161.36 TOTAL DISBURSEMENTS: $61,831.55 d N O N YORKVILLE PUBLIC LIBRARY FISCAL YEAR 2017 BUDGET REPORT hti For the Month Ending September 30,2016 %.fr-1 Yam 8% l7% 15% 33% 42% Y.M.D WToms FLSCALYEAR2017 CCOUNTNUMBER DESCRIPTION -16 Jme-16 JW-16 A us[-16 Se(ember-16 Tahls BUDGET %,fBudga LIBRARY OPERATIONS REVENUES Taxes 82-000-40-00-4000 PROPERTY TAXES 61391 1 244,019 1 202045 1 20,796 1 262,622 608,873 644,719 9744% Inter ovemmental 82-000-41-00-4120 PERSONAL PROPERTY TAX 882 - 959 112 1 1,953 5,250 1 37.21% 82-000-41-00-4170 STATE GRANTS - 13,044 - - - 11044 17,200 75.83% Fines&Forfeits 82-000-43-00.4330 LIBRARY FINES 459 1 511 1 443 1 1,185 362 2,960 9,300 31.83% Char es for Service 82-000-44-00 4401 LIBRARY SUBSCRIPTION CARDS 365 588 305 492 681 2,431 7,500 32,421 82-000-44-00-4422 COPY FEES 275 200 187 184 194 1,040 3,000 34.65% 82-000-44-00-4439 PROGRAM FEES 44 80 181 42 1 110 457 1,000 45.70% nvestmenf Eamin s 82-000-45-004500 INVESTMENTEARNINGS 58 1 67 1 71 1 77 78 351 350 100.19% iscellaneaus. 82-000-48-00-4820 RENTAL INCOME 115 275 76 300 175 941 2,000 47.05% 82-000-48-00-4824 DVD RENTAL INCOME 187 257 249 199 198 1,090 5,000 21.80% 82-000-48-00-4850 MISCELLANEOUS INCOME 78 95 55 48 738 1,015 500 202.93% Other Finawing Som•ces 82-000-49-00-4901 TRANSFER FROM GENERAL 52276 1,757 1,757 1991 1,757 127539 36,068 34.76% TOTAL REVENUES:LIBRARY 69,131 260,893 24,329 25,423 266,916 1 646,693 1 731,887 88.36 LIBRARY OPERATIONS EXPENDITURES Salaries&Wo es 82-820-50-00-5010 SALARIES&WAGES 15,825 18,021 24,145 16,097 16,097 90,185 1 217,309 4150% 82-820-50-00-5015 PART-TIME SALARIES 15,965 15,531 23,542 16.531 15.027 86.596 201,825 42.91% Bene fs 82-820-52-00-5212 RETIREMENT PLAN CONTRIBUTION 1,682 1,916 2,567 1,711 1,711 9,587 23,470 4085% 82-820-52-00-5214 FICA CONTRIBUTION 2,377 2,512 3,593 2,441 2,326 13,249 31,448 42,13% 82-820-52-00-5216 GROUP HEALTH INSURANCE 11,742 4,565 5,600 5,832 5,501 33,240 83,960 39.59% 82-820.52-00-5222 GROUP LIFE INSURANCE 34 67 34 - 67 202 403 50.02% 82-820-52-00-5223 DENTAL INSURANCE 440 440 440 440 440 2.202 5,638 1 39.06% 82-820-52-00-5224 VISION INSURANCE 54 54 54 54 54 271 651 41.66% 82-820-52-00.5230 UNEMPLOYMENT INSURANCE - - - 233 - 233 2,500 9.32% 82-820-52-00-5231 LIABILITY INSURANCE 5,276 1,757 1,757 1,757 1,757 12,306 33,568 36.66% Canfracp,al Services 82-820-54-00-5412 TRAINING&CONFERENCES 300 - - - - 300 500 60.UO% 82-820-54-00-5415 TRAVEL&LODGING - 164 - 41 - 204 600 34.08% 82.820-54-00-5426 PUBLISHING&ADVERTISING - - - - - - IOU 0.00% 82-820-54-00-5440 TELECOMMUNICATIONS - - 776 - 490 I,266 6,000 21.09% 82.820-54-00-5452 POSTAGE.&SHIPPING - - 19 - - 19 SOU 3.78% 82-820-54-00-5460 DUES&SUBSCRIPTIONS - 1,725 - 306 3,903 5,934 12.000 49,45% 82-820-54-00-5462 PROFESSIONAL SERVICES 3,580 3,193 2,106 2.439 1,737 13,055 29,000 45.02% 82-820-54-00-5466 LEGAL SERVICES - - - - - - 2,000 0.00% 82-820-54-00-5468 AUTOMATION - - 3.158 - - 3,158 35,000 9.02% 82-820-54-00-5480 UTILITIES - - - - - - 16,281 0.00% 82-820-54-00-5495 OUTSIDE REPAIR&MAINTENANCE 496 2,451 5,196 - 8,142 25,000 32.57% 82-820-54-00-5498 PAYING AGENT FEES - 1.100 589 1 - - 1,689 1 2,190 77.10% supplies 82-820-56-00-5610 OFFICE SUPPLIES - 965 881 828 786 3,460 8,000 43.25% 82-820-56-00-5620 OPERATING SUPPLIES - 2,014 346 1,511 38 3,909 8,000 48,86% 82-820-56-00-5671 LIBRARY PROGRAMMING - 155 91 109 137 493 1,000 49.33% 82-820-56-00-5685 DVD'S - 122 174 142 124 562 2,000 28.09% 82!820-56-00-5686 BOOKS - - - 12190 1493 2,683 5,000 53.67% �\\ YORKVILLE PUBLIC LIBRARY �:+R7>I►.l FISCAL YEAR 2017 BUDGET REPORT For the Month Ending September 30,2016 %ofFf-1 fear 8% 17% 15% 33% 41% Ye+rvto-D+te Toh6 FISCAL YEAR 2017 CCOUNT NUMBER DESCRIPTION M+-16 Jnne-16 Jul•.16 A ust-16 s b_16 Towl, BUDGET %of BUtlgtt 82-820-99-00-9983 TRANSFER TO LIB DEBT SERVICE - - - - - - 3.000 0.00 TOTAL FUND REVENUES 69,131 260,893 24,329 25,423 266,916 646,693 731,867 88.36 TOTAL FUND EXPENDITURES 57,770 56,752 75,069 51,663 51,690 292,945 756,943 38.70 FUND SURPLUS(DEFICIT) 11,361 204,141 (50,740) (26,240) 215,226 353,748 (25,056) BEGINNING FUND BALANCE 499,355 FUND SURPLUS(DEFICIT) 353,748 ENDING RESERVED FUND BALANCE 334,198 ENDING UNRESERVED FUND BALANCE 818,905 ENDING TOTAL FUND BALANCE 853,103 LIBRARY DEBT SERVICE REVENUES 83-000-40-00-4000 PROPERTY TAXES 73,129 290,675 23,877 24,772 312,835 725,289 749,771 96.73% 83-000-45-00-4500 INVESTMENT EARNINGS - - 5 5 - 10 - 0.00% 83-000-49-00-4982 TRANSFER FROM LIB OPS - - - - - - 3,000 0.00% TOTAL REVENUES:LIBRARY DEBT SERVICE 73,129 290,675 23,882 24,777 312,835 725,299 752,771 96.35% LIBRARY DEBT SERVICE EXPENDITURES 1006 Bond 83-830-84-00-8000 PRINCIPAL PAYMENT - - - - - - 50,000 0.00% 83-830-84-00-8050 INTEREST PAYMENT - 14,869 - - - 14,869 1 29,738 50.00% 1013 RefundtnR Bond 83-830-99-00-8000 PRINCIPAL PAYMENT - - - - - - 500,000 0.00% 83-830-99-00-8050 INTEREST PAYMENT - 86,516 - - - 86,516 173,033 5000%1 TOTAL FUND REVENUES 73,129 290,675 23,882 24,777 312,835 725,299 752,771 96.35% TOTAL FUND EXPENDITURES 101,385 - - - 101,385 752,771 13.47% FUND SURPLUS(DEFICIT) 73,129 189,290 23,882 24,777 312,835 623,914 - LIBRARY CAPITAL REVENUES 84-000-42-00-4214 DEVELOPMENT FEES 3,100 3.500 3,750 8.550 11,950 30,850 20,000 15415% 84-000-42-00-4224 RENEW PROGRAM PERMIT - 200 - - - 200 - 0.00% 84-000-45-00-4500 INVESTMENT EARNINGS I l I 1 1 4 10 40.50% 84-000-48-00-4850 MISCELLANEOUS INCOME - - - - - - - 0.00% TOTAL REVENUES:LIBRARY CAPITAL 3,101 3,701 3,751 8,551 11,951 31,054 20,010 155.19% LIBRARY CAPITAL EXPENDITURES 84-840-54-00-5406 RENEW PROGRAM - 200 - - - 200 - 000% 84-840-54-00-5460 E-BOOK SUBSCRIPTIONS - - t61 - - 161 3,500 4.60% 84-840-56-00-5635 COMPUTER EQUIPMENT&SOFTWARE - - - 3,081 6,956 10,037 - 0.00% 84-840-56-00-5683 AUDIO BOOKS - 325 110 598 205 1,238 - 0.00% 84-840-56-00-5684 COMPACT DISCS&OTHER MUSIC - - - - - - - 0.00% 84-840-56-00-5685 DVD'S - - - - - - - 0.00% 84-840-56-00-5686 BOOKS - 1,518 369 1,029 16 2,933 8,395 34.94% TOTAL FUND REVENUES 3,101 3,701 3,751 8,551 11951 31,054 20,010 155.19% TOTAL FUND EXPENDITURES - 2,043 640 4,709 7,177 14,569 11,895 122.48% FUND SURPLUS(DEFICIT) 3,101 1,657 3,111 3,842 4,774 16,485 8,115 2 DATE: 10/0S/2U16 UNITED CITY OF YORKVILLE PAGE: I TIME: 12:36:53 GENERAL LEDGER ACTIVITY REPORT F-YR: 17 ID: GL440000.WOW ACTIVITY THROUGH FISCAL PERIOD 05 PER. JOURNAL # ENTRY DATE ITEM TRANSACTION DESCRIPTION VENDOR CHECK INVOICE DEBIT CREDIT 82-000-24-00-2480 (L) ESCROW - MEMORIALS & GIFTS _ 01 05/01/2016 BEGINNING BALANCE 6,071.73 AP-160525 05/17/2016 08 CONSTANT CONTACT PURCHASE FIRST NATIONAL BANK 900028 052516-S.AUGUSTINE 45.00 GJ-160531LB 06/06/2016 08 May 2016 Deposits 1,640.00 TOTAL PERIOD 01 ACTIVITY 45.00 1,640.00 02 AP-160613 06/08/2016 01 BOOKS BAKER & TAYLOR 104185 2032016411 322.21 06/08/2016 02 BOOKS BAKER & TAYLOR 104185 2032033560 381.79 06/08/2016 03 07/14/16 SUMMER READING DALE OBROCHTA 104191 071416 350.00 06/08/2016 04 8 RAGLAN JERSEYS THE LOGO SHIRT FACTO 104195 G25225 159.92 AP-160625 06/16/2016 95 AMAZON-BOOKS, CAMERA FIRST NATIONAL BANK 900030 062516-M.PFISTER 237.45 06/16/2016 96 CONSTANT CONTACT NEWSLETTER FIRST NATIONAL BANK 900030 062516-M.PFISTER 333.00 06/16/2016 97 CONSTANT CONTACT TOOLKIT FIRST NATIONAL BANK 900030 062516-S.AUGUSTINE 45.00 GJ-160630LB 07/05/2016 08 June 206 Deposits 265.94 TOTAL PERIOD 02 ACTIVITY 1,829.37 265.94 03 AP-160711 07/06/2016 01 BOOKS BAKER & TAYLOR 104208 2032045926 611.37 07/06/2016 02 BOOKS BAKER & TAYLOR 104206 2032064689 296.28 GJ-160731LB 08/02/2016 08 July 2016 Deposits 102.00 TOTAL PERIOD 03 ACTIVITY 907.65 102.00 04 AP-160808 08/01/2016 01 BOOKS BAKER & TAYLOR 104219 2032097018 343.39 08/01/2016 02 BOOKS BAKER & TAYLOR 104219 2032125964 495.37 08/01/2016 03 BOOKS BAKER & TAYLOR 104219 2032142803 379.17 08/01/2016 04 2015 STATE BAR SUPPLEMENT WEST PUBLISHING CORP 104231 834323773 86.06 AP-160825 08/15/2016 193 AMAZON-BOOKS FIRST NATIONAL BANK 900034 082516-M.PFISTER 42.05 08/15/2016 194 BOOKS FIRST NATIONAL BANK 900034 082516-M.PFISTER 32.04 GJ-160831LB 09/01/2016 08 August 2016 Deposits 881.94 TOTAL PERIOD 04 ACTIVITY 1,378.08 881.94 05 AP-160912 09/06/2016 01 BOOKS SCHOLASTIC BOOK CLUB 104240 W3679214BF 575.89 09/06/2016 02 10/06/16 MAGIC SHOW ROB THOMPSON 104242 100616 350.00 AP-160925 09/15/2016 182 TARGET-GIFTCARDS FIRST NATIONAL BANK 900035 092516-S.AUGUSTINE 100.00 GJ-160930LB 10/03/2016 08 Sept 2016 Deposit 925.00 TOTAL PERIOD 05 ACTIVITY 1,025.89 925.00 TOTAL ACCOUNT ACTIVITY 5,185.99 3,814.88 ENDING BALANCE 4,700.62 GRAND TOTAL 0.00 4,700.62 TOTAL DIFFERENCE 0.00 4,700.62 YORKVILLE PUBLIC LIBRARY ' fie CASH STATEMENT PURLIC URRARY As of September 30, 2016 FISCAL YEAR 2017 May June July August September October November December January February March April 2016 2016 2016 2016 2016 2016 2016 2016 2017 2017 2017 2017 Library Operations Old Second $ 365,618 S 535,824 $ 502,514 S 475,971 $ 692,498 Building Old Second 14,797 17,705 18,926 17,968 19,342 Development Fees Library Operations IMET* 8,837 8,837 8,837 8,837 8,837 Library Operations Illinois Funds 171,550 184,641 184,693 171,540 I69,947 Library Debt Service Illinois Funds 10 (14,859) (14,859) _ Total: S 360,812 S 732,148 S 700,111 S 674,316 $ 890,624 *Re.stricred PAYROLL Isr PAY PERIOD S 17,710 $ 20,265 $ 18,004 $ 18,326 $ 18,055 2N°PAY PERIOD 18,139 17,714 17,386 18,454 17,107 3"'PAY PERIOD 18,458 _ Total S 31,849 S 37,979 $ 33,847 $ 36,780 S 33,161 September 2016 Sept.2016 Circ by Transaciton Type All Check- Check- Re All Holds Check- Usage Trans out+ outs newals Holds Filled ins actions Renewals Placed Yorkville Public Library- YKBB-4 13,338 6,382 5,360 1,022 384 1,306 5,266 0 Yorkville borrowed 1,129 items from other libraries. Yorkville lent 678 items to other libraries. 400 items were checked out to reciprocal borrowers at Yorkville. 99 patrons were added. 303 items were added. 641 OMNI a-books were checked out. 173 OMNI audio books were checked out. 5 OMNI videos were streamed. 208 OMNI users in September. 44 Illinois E-read books were checked out. 17 Illinois E-read audio books were checked out. 23 Illinois E-read users in September. Patrons paid $98.70 through e-commerce in September,. September Public Relations Kendall Country Record - Beacon News Sun Times- WSBY- City of Yorkville Flyer—Yorkville Patch Meetings, Workshop Staff Meeting—Circulation—Iwanski E-Books- Augustine Programs,Activities Number Attending Adult Programs Evening Book Club 5 Adult Book Discussion, 3 Lunch Time Book Club 8 Men's Book Club 9 Friends Meeting 12 Threads and More 8 Creative Writing—Lisa Macaione 10 EBook Drop-in-Help 6 Creative Coloring 6 Young Adult Programs Teen Meeting -TAG (2 programs) 9 Pre-teen Coloring 5 Anime Monday (3 Programs) 15 Plarn- Jessica Faedtke 5 Children Programs Drop-In Story Time 5 Lapsit 11 Tots and Toddlers 39 Read with Paws 3 Afternoon Read (3 Programs) 12 Ice Cream Book Club 5 Spanish Story Time—Marta Duran 5 Lego Club 7 Lego Club Duplo (2programs) 30 Book Club (Grades 1-2—2 programs) 8 Book Club (Grades 3-5 —2 programs) 14 Magic the Gathering 7 Book Activities 17 Stories in the Park 65 Mystery Program 12 Panera Story Time (2 Programs) 23 Literacy Center 10 Pokemon Scavenger Hunt 28 Scavenger Hunt for Young Patrons 19 Meeting Room Library 13- Rent 3 -City 3 Patron Count 5,601 Teens Volunteers Juleah Richardson, Mikayla Mika, Jasmin Fillipi, Jozelle Fillipi Morgan Rutsay,Naytona Faedtke,Nicholas Markoutsis, Brantley Osbourne Adult Volunteers Friends cleaning adult shelves Gifts and Memorials $75.00 Donation from Sons of Norway $25.00 from LaDonna Tweedy in Memory of Max $50 Donation from the Kendall County Republican Women United City of Yorkville, Illinois 800 Game Farm Road, Yorkville, Illinois 60560 Request for Proposals The United City of Yorkville, Illinois will accept proposals for: Pressure Washing, Repair, Staining, and Painting of the Exterior at 902 Game Farm Road, Yorkville, Illinois Proposals will be received at the Office of the Administrator, at 800 Game Farm Road, Yorkville, Illinois 60560 until 4:00 PM on November 30, 2016 (the closing date). General questions regarding this Request for Proposals shall be directed to Eric Dhuse, Director of Public Works at 630-878-7102. All detailed questions concerning the actual specifications are to be forwarded by email to edhusegyorkville.il.us not less than ten (10) business days prior to the scheduled closing date, November 14, 2016. Detailed drawings will be available to review, by appointment, contacting the Director of Public Works, Eric Dhuse, at 630-878- 7102. Return original and two duplicate copies of proposal along with one compact disc/flash drive with proposal information contained on it in a *.doc (Microsoft Word) or *.pdf (Abode Acrobat) version in a sealed envelope marked with the Project Name as noted above to: BART OLSON CITY ADMINISTRATOR UNITED CITY OF YORKVILLE 800 GAME FARM ROAD YORKVILLE, IL 60560 PHONE: 630-553-4350 FAX: 630-553-7575 www.yorkville.il.us The UNITED CITY OF YORKVILLE will receive proposals Monday thru Friday, 8:00 A.M. to 4:30 P.M. at Yorkville City Hall, 800 Game Farm Road, Yorkville, IL 60560. i SPECIFICATIONS MUST BE MET AT THE TIME THE PROPOSAL IS DUE. The City Council reserves the right to accept or reject any and all proposals, to waive technicalities and to accept or reject any item of any proposal. The person or firm submitting the proposal shall at all times observe and conform to all laws, ordinances, and regulations of the Federal, State, and City which may in any manner affect the proposal. 2 SPECIFICATIONS General Specifications: Preparation: I. Pressure-wash the entire exterior of the building to remove dirt,mold,mildew and foreign material. 2. Perform any City approved patching,repair or replacement of siding per the manufacturer's guidelines for the fiber cement siding. Hardiplank,Hardipanels and Harditrim Planks were originally used. 3. Remove and replace any loose or damaged caulking using 100%silicone caulk. 4. Prepare the area prior to staining/painting. Surface shall be free of all dirt,mildew stains, loose wood fibers and other foreign matter. Surfaces must be sound and absolutely dry. Moisture content must be below 15%or wood must be exposed to dry weather a minimum of 3 to 5 days. 5. The use of Cabot®Problem-Solver®Primer is recommended as a base coat to ensure maximum adhesion to reconditioned wood. Staining/Painting: 1. The entire exterior will be re-stained(all Hardiplank,Hardipanels and Harditrim Plank). 2. For the stain,use Cabot©Solid Color Acrylic Siding Stain#800 Series. Match current color. 3. The 2 eastern service doors and the east alcove ceiling are to be painted with 2 coats of Sherwin- Williams Emerald®Exterior Acrylic Latex Paint, Sheen: Flat,Base: Extra White. Warranty: 1. Finish warranty:25 years. Conditions: 1. Do not apply stain or paint in direct sunlight,to hot surfaces or when air or surface temperature is below 35°F for 48 hours after application. Do not apply over wet or damp surfaces or when rain is imminent. Do not intermix with any other products. Do not thin stain or paint. Protect stain or paint containers from freezing. 3 UNITED CITY OF YORKVILLE, ILLINOIS SPECIAL CONDITIONS 1. Persons submitting proposals Qualifications. If requested, the interested Person submitting the proposal must provide a detailed statement regarding the business and technical organization of the Person submitting the proposal that is available for the work that is contemplated. Information pertaining to financial resources, experiences of personnel, previously completed projects, plant facilities, and other data may also be required to satisfy the City that the Person submitting the proposal is equipped and prepared to fulfill the Contract should the Contract be awarded to him. The competency and responsibility of Persons submitting proposals and of their proposed subcontractors will be considered in making awards. If requested by the City, the Person submitting the proposal shall include a complete list of all equipment and manpower available to perform the work intended on the Plans and Specifications. The list of equipment and manpower must prove to the City that the Person submitting the proposal is well qualified and able to perform the work,and it shall be taken into consideration in awarding the Contract. The City may make such investigations as it deems necessary,and the Person submitting the proposal shall furnish to the City all such information and data for this purpose as the City may request. A responsible Person submitting the proposal is one who meets all of the following requirements: • Have adequate financial resources or the ability to secure such resources. • Have the necessary experience, organization, and technical qualifications, and has or can acquire, the necessary equipment to perform the proposed Contract. • Is able to comply with the required performance schedule or completion date, taking into account all existing commitments. • Has a satisfactory record of performance,integrity,judgment,and skills. i Is qualified and eligible under all applicable laws and regulations. If the Person submitting the proposal possesses a current Illinois Department of Transportation "Certificate of Eligibility"with an amount for the work specified at least equal to the minimum amount of qualification indicated on the Legal Notice he may choose to provide the City a copy of the certificate in lieu of providing the above mentioned Persons submitting proposals Qualification requirements. 2. Basis of Payment: the Contractor shall submit with each payment request the Contractor's Partial Waiver of Lien for the full amount of the requested payment. Beginning with the second payment request, and with each succeeding payment request, the Contractor shall submit partial waivers of lien for each subcontractor and supplier showing that the amount paid to date to each is at least equivalent to the total value of that subcontractor's work, less retainage, included on the previous payment request. The Contractor's request for final payment shall include the Contractor's Final Waiver of Lien which shall be for the full amount of his Contract, including any change orders thereto, and Final Waivers of Lien from all subcontractors and suppliers for which Final Waivers of Lien have not previously been submitted. 3. Project Acceptance Procedures: All final pay item quantities shall be agreed upon between the City and the Contractor, and a final invoice shall be submitted by the Contractor, complete with all required waivers of lien and surety. Approval of the final pay estimate by the City Administrator shall constitute acceptance of the project by the United City of Yorkville,and written notice of such action shall be given to the Contractor. The date of approval of the final pay estimate shall be the Date of Acceptance,and shall also be the date of the Start of Guarantee. Prior to the required Date(s) of Substantial Completion, a partial project acceptance may be granted in accordance with the foregoing procedure for entire project acceptance,with the exception that the pay estimate for the quantities of items included in the partial project acceptance shall not be the final pay estimate for the entire project. In the case of the City's acceptance of any portion of the work as may be required because of the inclusion of a Date of Substantial Completion requirement, or for other reasons as may be agreed to by the United City of Yorkville, such 4 partial acceptance action shall not constitute acceptance of any other portion of the project not noted in the written notice of partial acceptance which shall be provided to the Contractor by the City Administrator. 4. General Guarantee: Neither the final certificate of payment nor any provision in the Contractor Documents, nor partial or entire occupancy of the premises by the City, shall constitute an acceptance of work not done in accordance with the Contract Documents or relieve the Contractor of liability in respect to any express warranties or responsibility for faulty materials or workmanship. The Contractor shall remedy any defects in the work and pay for any damage to other work resulting therefrom, which shall appear within a period of one (1)year from the date of final acceptance of the work unless a longer period is specified. The United City of Yorkville will give notice of observed defects with reasonable promptness. The Contractor shall guarantee all materials and workmanship as defined by the Performance Bond, Labor and Material Payment Bond, and Maintenance Bond requirements, if required. Unless otherwise amended in writing by the City Administrator, the date of the Start of any Guarantees, Warranties and Maintenance Bonds shall be coincident with the Date of Acceptance of the entire project. 5. Termination of Contract: the United City of Yorkville reserves the right to terminate the whole or any part of this Contract,upon written notice to the Contractor, in the event that sufficient funds to complete the Contract are not appropriated by the corporate authorities of the United City of Yorkville. The United City of Yorkville further reserves the right to terminate the whole or any part of this Contract, upon written notice to the Contractor, in the event of default by the Contractor. Default is defined as failure of the Contractor to perform any of the provisions of this Contract, or failure to make sufficient progress so as to endanger performance of this Contract in accordance with its terms. In the event of default and termination,the United City of Yorkville may procure, upon such terns and in such manner as the United City of Yorkville may deem appropriate, supplies or services similar to those so terminated. The Contractor shall be liable for any excess costs for such similar supplies or service unless acceptable evidence is submitted to the United City of Yorkville that failure to perform the Contract was due to causes beyond the control and without the fault or negligence of the Contractor. 6. Notification of Work: The Contractor shall notify the City's Director of Public Works 48 hours prior to commencement of work. 7. Cleaning: During construction, the Contractor and his subcontractors shall remove from the premises, rubbish, waste material, and accumulations, and shall keep the premises clean. The Contractor shall keep the premises clean during construction to the satisfaction of the Director of Public Works. 8. Use of Fire Hydrants: no fire hydrants shall be used to obtain water for non-emergency use. Water can be purchased and obtained at the City's Public Works Building. 5 UNITED CITY OF YORKVILLE, ILLINOIS GENERAL CONDITIONS These General Conditions apply to all proposals requested and accepted by the City and become a part of the contract unless otherwise specified. Persons submitting proposals or their authorized representatives are expected to fully inform themselves as to the conditions,requirements,and specifications before submitting proposals. The City assumes that submission of a proposal means that the person submitting the proposal has familiarized himself with all conditions and intends to comply with them unless noted otherwise. 2. Submittal of Proposal—Proposals must be submitted to the attention of the Director of Public Works. 3. Examination of Proposal Forms,Specifications, and_Site — The person submitting the proposal shall carefully examine the proposal forms which may include the request for proposal, instruction to Persons submitting proposals, general conditions, special conditions, plans, specifications, proposal form, bond, and any addenda to them, and sites of the proposed work (when known) before submitting the proposal. The person submitting the proposal shall verify all measurements relative to the work, shall be responsible for the correctness of same. The person submitting the proposal will examine the site and the premises and satisfy themselves as to the existing conditions under which the person submitting the proposal will be obligated to operate. Failure of the person submitting the proposal to notify the City, in writing, of any condition(s) or measurement(s) making it impossible to carry out the work as shown and specified, will be construed as meaning no such conditions exist and no additional moneys will be added to the contract. Detailed drawings will be available by appointment to review by contacting the Director of Public Works, Eric Dhuse, at 630- 878-7102. The submission of the proposal shall be considered conclusive evidence that the person submitting the proposal has investigated and is satisfied as to all conditions to be encountered in performing the work,and is fully informed as to character, quality, quantities, and costs of work to be performed and materials to be furnished,and as to the requirements of the proposal forms. if the proposal is accepted, the person submitting the proposal will be responsible for all errors in his proposal resulting from his failure or neglect to comply with these instructions, and the City shall not be responsible for any charge for extra work or change in anticipated profits resulting from such failure or neglect. 4. Scope of Work — The person submitting the proposal shall supply all required supervision, skilled labor, transportation,new materials,apparatus, and tools necessary for the entire and proper completion of the work. The person submitting the proposal shall supply, maintain and remove all equipment for the performance of the work and be responsible for the safe, proper and lawful construction, maintenance and use of the same. This work shall be completed to the satisfaction of the City. The person submitting the proposal shall provide adequate protection of the job site to protect the general public and adjacent property. The City is not responsible for site safety. The person submitting the proposal is solely and exclusively responsible for construction means,methods,technologies and site safety. 5. Completeness — All information required by the Request for Proposal must be supplied to constitute a responsive proposal. The Person submitting the proposal shall include the completed Proposal Sheet. The City will strictly hold the person submitting the proposal to the terms of the proposal. The proposal must be executed by a person having the legal right and authority to bind the person submitting the proposal. 6. Error in Proposals—When an error is made in extending total prices, the unit proposal price and/or written words shall govern. Otherwise, the person submitting the proposal is not relieved from errors in proposal preparation. Erasures in proposals must be explained over signature of person submitting the proposal. 6 7 Withdrawal of Proposals — A written request for the withdrawal of a proposal or any part thereof may be granted if the request is received by the Director of Parks and Recreation prior to the Closing Date. 8. Person submitting the proposal Interested in More than One Proposal — Unless otherwise specified, if more than one proposal is offered by any one party, by or in the name of his or their agent, partner, or other persons, all such proposals may be rejected. A party who has quoted prices on work,materials, or supplies to other Persons submitting proposals is not thereby disqualified from quoting prices to other Persons submitting proposals or from submitting a proposal directly for the work,materials,or supplies. 9. Person submitting the proposal's qualifications — No award will be made to any person submitting the proposal who cannot satisfy to the City that they have sufficient ability and experience in this class of work,as well as sufficient capital and equipment to do the job and complete the work successfully within the time named (i.e. responsible). The City's decision or judgment on these matters shall be final and binding. The City may make such investigations as it deems necessary. The person submitting the proposal shall furnish to the City all information and data the City may request for the purpose of investigation. 10. Proposal Award for All or Part — Unless otherwise specified, proposals shall be submitted for all of the work or items for which proposals are requested. The City reserves the right to make award on all items, or any of the items,according to the best interests of the City. 11. Samples — Samples or drawings requested shall be delivered and removed at no cost to the City. The City shall not be responsible for damage to samples. Samples shall be removed by the person submitting the proposal within thirty (30) days after notification. Samples must be submitted prior to the time set for the opening of proposals. 12. Equipment or Materials —Each person submitting the proposal shall submit catalogs, descriptive literature, and detailed drawings necessary to fully describe those features or the material or work not covered in the specifications. The parts and materials proposals must be of current date (latest model) and meet specifications. This provision excludes surplus, remanufactured, and used products except as an alternate proposal. The brand name and/or manufacturer of each item proposed must be clearly stated in the proposal. Guarantee and/or warranty information must be included with this proposal. 13. Toxic Substance — Prior to delivery of any material which is caustic, corrosive, flammable or dangerous to handle, the supplier shall provide written directions as to methods of handling such products, as well as the antidote or neutralizing material required for its first aid(Material Safety Date Sheet). 14. Delivery — Where applicable all materials shipped to the City must be shipped F.O.B. delivered, designated location, Yorkville, Illinois. If delivery is made by truck, arrangements must be made in advance by the person submitting the proposal, with concurrence by the City, for receipt of the materials. The materials must be delivered where directed. 15. Estimated Proposal Ouantities — On "Estimated Quantities", the City may purchase more or less than the estimates. The Contractor shall not be required to deliver more than ten (10) percent in excess of the estimated quantity of each item,unless otherwise agreed upon. 16. Trade Names—Alternative Proposal—When an item is identified in the specifications by a manufacturer's or trade name or catalog number,the person submitting an alternative shall identify that item. If the specifications state "or equal" proposals on other items will be considered provided the person submitting the proposal clearly identifies in his proposal the item to be furnished, together with any descriptive matter which will indicate the character of the item. Persons submitting proposals which deviate from these specifications, but which they believe are equivalent, are requested to submit alternate proposals. However, ALTERNATE PROPOSALS MUST BE CLEARLY INDICATED AS SUCH AND DEVIATIONS FROM THE APPLICABLE SPECIFICATIONS PLAINLY 7 NOTED. The proposal must be accompanied by complete specifications for the items offered. Persons submitting proposals wishing to submit a secondary proposal must submit it as an alternate proposal. The City shall be the sole and final judge unequivocally as to whether any substitute from the specifications is of equivalent or better quality. 17. Price—Unit prices shall be shown for each unit on which there is a proposal as well as the aggregate price and shall include all packing, crating, freight and shipping charges, and cost of unloading at the destination unless otherwise stated in the proposal. Unit prices shall not include any local, state, or federal taxes. The City is exempt,by law, from paying State and City Retailer's Occupation Tax, State Service Occupation and Use Tax and Federal Excise Tax. The City will supply the successful person submitting the proposal with its tax exemption number. Cash discounts will not be considered in determining overall price,but may be used in an overall evaluation. 18. Consideration of Proposal—No proposal will be accepted from or contract awarded to any person, firm or corporation that is in arrears or is in default to the City upon any debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to the City or had failed to perform faithfully any previous contract with the City. The person submitting the proposal, if requested, shall present within 48 hours evidence satisfactory to the City of performance ability and possession of necessary facilities,pecuniary recourses and adequate insurance to comply with the terms of these specifications and contract documents. 19. Execution of Contract—The successful person submitting the proposal shall,within fourteen(14)days after notification of the award: (a)enter into a contract in writing with the City covering all matters and things as are set forth in the specifications and his proposal and (b) carry insurance acceptable to the City, covering public liability,property damage, and workmen's compensation. After the acceptance and award of the proposal and upon receipt of a written purchase order executed by the proper officials of the City,this Instruction to Persons submitting proposals, including the specifications, will constitute part of the legal contract between the United City of Yorkville and the successful person submitting the proposal. 20. Performance and Labor and Material Payment Bonds — Unless specifically waived or amended in the Special Conditions, the successful person submitting the proposal shall furnish at the time of execution of the contract a performance bond for the full amount of the contract acceptable in form and surety to the City to guarantee the completion of any work to be performed by the contractor under the contract. Unless specifically waived or amended in the Special Conditions, the successful person submitting the proposal shall furnish at the time of execution of the contract a bond for the full amount of the contract acceptable in form and surety to the City conditioned upon the faithful performance and completion of the contract, payment of material used in such work, and for all labor performed in such work including by subcontractors. In the event that the person submitting the proposal falls to furnish the bonds within 14 days after notification of the award, then the proposal guarantee shall be retained by the City as liquidated damages and not as a penalty. It is agreed that the sum is a fair estimate of the amount of damages that the City will sustain due to the person submitting the proposal's failure to furnish the bonds. 21. Compliance with All Laws—All work under the contract must be executed in accordance with all applicable federal, state, and local laws, ordinances, rules, and regulations which may in any manner affect the preparation of the proposal or performance of the contract. 8 22. Prevailing Wage—Not less than the prevailing rate of wages as established by the City shall be paid by the Contractor and each subcontractor to its laborers, workers, and mechanics constructing public works under this contract as determined by the Illinois Department of Labor pursuant to the Prevailing Wage Act (820 ILCS 130/0.01 et seq.). It shall be the responsibility of the Contractor to monitor the prevailing wage rates for any increase in rates during the contract and adjust wage rates accordingly. The current prevailing wage rates are available on the Illinois Department of Labor web site at www.state.i1.us/agenc /y idol or by calling the United City of Yorkville at 708-283-4950. The Contractor and its subcontractors shall comply with Section 5 of the Act that requires the Contractor and its subcontractors to submit to the City monthly certified payroll records along with a statement affirming that such records are true and accurate,that the wages paid to each worker are not less than the required prevailing rate and that the Contractor or subcontractor is aware that filing records it knows to be false is a Class B misdemeanor. Each month's certified payroll(s)must be filed with the City before the end of the next month or prior to payment by the City for work that includes that payroll. 23. Compliance with the Substance Abuse Prevention on Public Works Proiects Act—The Contractor and its Subcontractors shall comply with the Substance Abuse Prevention on Public Works projects Act (820 ILCS 265/1 et seq.) and prior to commencing work on a"public works"project(as defined in the Prevailing Wage Act) file with the City its program to comply with the Act or file that portion of its collective bargaining agreement that deals with the matters covered by the Act. 24. Equal Employment Opportunity — During the performance of the contract and/or supplying of materials, equipment,and suppliers,person submitting the proposal must be in full compliance with all provisions of the Acts of the General Assembly of the State of Illinois relating to employment, including equal opportunity requirements. 25. Contract Alterations—No amendment of a contract shall be valid unless made in writing and signed by the City Administrator or his authorized agent. 26. Notices—All notices required by the contract shall be given in writing. 27. Nonassignability—The Contractor shall not assign the contract, or any part thereof,to any other person, firm, or corporation without the previous written consent of the City Administrator. Such assignment shall not relieve the Contractor from his obligations,or change the tenns of the contract. 28. Indemnity — To the fullest extent permitted by law, the Contractor hereby agrees to defend, indemnify, and hold harmless the City, its officials, agents, and employees, against all injuries, deaths, loss, damages, claims, patent claims, suits, liabilities,judgments, cost, and expenses, which may in anywise accrue against the City, its officials, agents, and employees, arising in whole or in part or in consequence of the performance of this work by the Contractor, its employees, or subcontractors, or which may anywise result therefore, except that arising out of the sole legal cause of the City, its agents, or employees, the Contractor shall, at its own expense, appear, defend, and pay all charges of attorneys and all costs and other expenses arising therefore or incurred in connections therewith, and, if any judgment shall be rendered against the City, its officials, agents, and employees,in any such action,the Contractor shall,at its own expense, satisfy and discharge the same. Contractor expressly understands and agrees that any performance bond or insurance policies required by this contract, or otherwise provided by the Contractor, shall in no way limit the responsibility to indemnify, keep, and save harmless and defend the City,its officials,agents,and employees as herein provided. 29. Insurance — In submission of a proposal, the person submitting the proposal is certifying that he has all insurance coverages required by law or would normally be expected for person submitting the proposal's type of business. In addition, the person submitting the proposal is certifying that he has or will obtain at least the insurance coverages on the attached Insurance requirements. 30. Default—The City may terminate a contract by written notice of default to the Contractor if 9 a. The Contractor fails to make delivery of the materials or perform the services within the time specified in the proposal,or b. fails to make progress so as to endanger performance of the contract,or C. fails to provide or maintain in full force and effect, the liability and indemnification coverages or performance bond as required. If the City terminates the contract, the City may procure supplies or services similar to those so terminated, and the Contractor shall be liable to the City for any excess costs for similar supplies and services,unless the Contractor provides acceptable evidence that failure to perform the contract was due to causes beyond the control and without the fault or negligence of the Contractor. 31. Inspection—The City shall have a right to inspect,by its authorized representative,any material,components, or workmanship as herein specified. Materials, components, or workmanship that has been rejected by the authorized representative as not in accordance with the terms of the specifications shall be replaced by the Contractor at no cost to the City. 32. Supplementary Conditions — Wherever special conditions are written into the specifications or supplementary conditions which are in conflict with conditions stated in these Instructions to Person submitting the proposal, the conditions stated in the specifications or supplementary conditions shall take precedence. 33. Permits and Licenses—The successful person submitting the proposal and their subcontractor(s)shall obtain, at their own expense, all permits and licenses which may be required to complete the contract. Fees for all City permits and licenses shall be waived. 34. Person submittine the proposal's Certification —- In compliance with the Illinois State Law that requires each person submitting the proposal to file a certification regarding proposal rigging and proposal rotating and that it is not delinquent in its taxes. 35. Chance Orders—After the contract award,changes in or additions to the work and/or a change in the amount of money to be paid to the person submitting the proposal must be the result of an approved change order first ordered by the Director of the lead department and approved by the City Administrator and/or City Council. 36. Time of Completion—The successful person submitting the proposal shall completely perform its proposal in strict accordance with its terms and conditions within the number of consecutive calendar days after notification of award of the contract as stated in the proposal proposal. 37. Payment — Payment will be made within thirty (30) days after acceptance of the job by the City after the completion of the work as covered within the contract documents. 38. Guarantees and Warranties — All guarantees and warranties required shall be furnished by the successful person submitting the proposal and shall be delivered to the City before final payment on the contract is issued. 39. Waiver of Lien — where applicable a waiver of lien and contractor's affidavit must be submitted by the successful person submitting the proposal, verifying that all subcontractors and material invoices have been paid prior to the City approving final payment. 10 INSURANCE REQUIREMENTS In submission of a proposal, the person submitting the proposal is certifying that he has all insurance coverages required by law or would normally be expected for person submitting the proposal's type of business. Commercial General Liability Insurance: Contractor shall provide commercial general liability insurance policy that includes products, operations and completed operations (with no exclusion for sexual abuse or molestation). Limits should be at least: Bodily injury&property damage with an occurrence limit of$1,000,000:Personal&advertising injury limit of$1,000,000 per occurrence: General aggregate limit of$2,000,000(other than products and completed operations): Products and completed operations aggregate limit of$2,000,000. The policy shall name the City as an additional insured. Such coverage will be provided on an occurrence basis and will be primary and shall not contribute in any way to any insurance or self- insured retention carried by the City. Such coverage shall contain a broad form contractual liability endorsement or similar wording within the policy form. 11 PROPOSAL Note: The Person submitting the proposal must complete all portions of this Proposal The undersigned, having examined the specifications, and all conditions affecting the specified project, offer to furnish all services, labor and incidentals specified for the price below. It is understood that the City reserves the right to reject any and all proposals and to waive any irregularities and that the prices contained herein will remain valid for a period of not less than ninety(90) days. I (We)propose to complete the following project as more fully described in the specifications for the following: 1. Pressure Washing $ 2. Repair _ $ 3. Caulking $. 4. Prep and Stain $ 5. Prep and Paint $ SUBTOTAL: $ 12 Notes to Design and Proposal: I, , do represent that I am (title) of(company) , and that the attached submittal complies in all respects with the safety and accessibility standards as set forth in this request for proposals either by inclusion or by reference. Please attach required submittals and any additional supporting information. Our firm has not altered any of the written texts within this document. Only those areas requiring input by the respondent have been changed or completed. Our firm will comply with the Prevailing Wage requirements as outlined in section entitled "A. General Conditions" and Public Act 095-0635. If it is the Contractor's intention to utilize a subcontractor(s) to fulfill the requirements of the Contract, the City must be advised of the subcontractor's company name, address, telephone and fax numbers, and a contact person's name at the time of proposal submittal. YES NO Will you be utilizing a subcontractor? If yes, have you included all required Information with your proposal submittal? 13 I hereby certify that the item(s)proposed is/are in accordance with the specifications as noted and that the prices quoted are not subject to change; and that The Person submitting the proposal is not barred by law from submitting a proposal to the City for the project contemplated herein because of a conviction for prior violations of either Illinois Compiled Statutes, 720 ILCS 5133E-3 (Proposal Rigging) or b720 ILCS 5133-4 (Proposal Rotating); and that The Person submitting the proposal is not delinquent in payment of any taxes to the Illinois Department of Revenue in accordance with 65 ILCS 5111-42.1; and that The Person submitting the proposal provides a drug free workplace pursuant to 30 ILCS 58011, et seq., and that The Person submitting the proposal certifies they have a substance-abuse program and provide drug testing in accordance with 820 ILCS 130111G, Public Act 095-0635; and that The Person submitting the proposal is in compliance with the Illinois Human Rights Act 775 ILCS 511.101 et seq. including establishment and maintenance of sexual harassment policies and program. Firm Name Signed Name and Title Street Address Print Name and Title City State Zip E-mail Address Phone Number Fax Number Date 14 S'CP'6P*EEM nj,!-;iijaPPy-, - Ha1� ween -� MONDAY TUESDAY s D. THURSDAY _ D, SATURDAY 3 4 5 6 7 8 Afternoon Read Morning Read Community Storytime Book Club Lego Club 1:00-1:30 10:30-11:00 Goodwill 4:15-5:00 Drop In Storytime g 10 10:30 :30-11:30 Registration&Fee Required Registration 8 Fee Required 10:30 Grades 3-5 P Registration Required , -- - Registration&Fee Require:: Spanish Storytime Panera Storytime Magic Show: ry Robert Thom Ice Cream Book Club 10:30- 11:00 2:30-3:00 Thompson 11:45-12:45 Registration required ... 7:00-8:00 Registration&Fee Required 10 11 12 13 14 15 Movie:Jungle Book Drone Discovery Book Club PLARN 1:00-3:00 Grades K-2 1-2 pm T.A.G. Grades K- 1 fi Grades 3-6 2-3 pm 2:45-3:45 4:15-4:45 10:30-12:00 Registration Required Registration&Fee Required Registration Required Tots&Toddlers 10:30-11:00 Registration&Fee Required 17 18 19 20 21 22 Morning ead Afternoon Read Community Storytime Book Club y Read with Paws g BH Martial Arts Literacy Center 10:30-11:00 1:00-1:30 4:15-5:00 10:30-2:00 10:30- 11:30 Registration&fee required Registraton&Fee Required 10:30 Grades 3-5 Drop In Appointment required Registration Required Registration&Fee Required Anime Monday Lego Duplo Panera Storytime 2:45-3:45 10:30-11:00 2:30-3:00 Registration required Registration Required Registration Required 24 25 26 27 28 29 Anime Monday Murder Mystery Lapsit Book Club Tots&Toddlers Halloween Cupcake 2:45-3:45 1:00-2:00 10:30-11:00 4:15-4:45 10:30-11:00 Decorating Registration required Registration&Fee Requireo Registration Required Grades K-1 10:30-11:30 Registration&Fee Required Registration required T.A.G. Movie:Angry Birds Book Activity 2:45-3:45 6:00-8:00 2:00-2-30 31 Registration Required Re istralion Required Lego Duplo �. — �.., it 10:30-11:00 � �� v r r Registration Required - v L- PUBLI LIBRARY �r� IEGO CLUB Afternoon Read Book Club (Grades K-1) 1st Grade and Older (Ages 4-5) Literacy Centers Oct. 13&20 We will make unique creations to display in the Four sessions,check calendar for dates. We will be reading and discussing the book Children's department. Reg1 ation Required This program consists of reading stories and a fun Ages 3-6 with parent Andy Shane and the Pumpkin Trick. This book related craft. Child must be able to work A literacy center gives children ample opportunity is AR Book Level 3.1. Lego Club Duplo independently. Registration&Fee Required Reglstration&Fee Required Ages 2&Up With a Parent Book Activity to practice the very important skills of listening, Book Club (Grades 1-2) Lego Club for the younger set with a parent!We Ages 6-8 reading,writing and speaking.A literacy center Oct.27th&Nov. 10th will provide the Legos. enables the child to develop a liking for reading and We will be reading and discussing the book Stink, Children will make unique creations for display We will explore science based activities from writing and builds their confidence in the use of the Incredible Shrinking Kid. This book is AR Book topics found in picture books. Level 3.0. Registration&Fee Required language. ': siltvsi-zr�$ i3r�,aid HALLOWEEN CUPCAKE Ice Cream Book Club Drone Discovery DECORATING (9-16 yrs.Old) Grades K-2 and 3-6th AeEs 10.16 Children read a chapter book of their choice before Explore the National Youth Science Day Activity WE WILL PROVIDE THE CUPCAKES AND the program and discuss with the group. Drone Discovery at the Yorkville Public Library T.A.G. FROSTING. CHILDREN WILL DECORATE AND on October 11_ Sponsored by 4-H Teen Advisory Group COMPETE FOR BEST DECORATED CUPCAKE. 8th-12th Grade Registration&Fee Required Dance Party Read With Paws Teens share opinions about the Young Adult section We're having a dance party! Children will move Children come to the library,select a book and of the library. he recommend purchases and help SPANISH STORY TIME and shake to age appropriate music. read to a furry friend. All therapy dogs and �' y P p Listen to another language in story-form! Presented by Theron Garcia. handlers have been certified by an accredited create and plan youth programming. This group also R,og Amtom"` u"ltvm' Registration Required organization. has the opportunity to earn volunteer hours. It's a Lap Sft Appointments start at 70:30 Reglabudon Required great place to have fun! (Birth- 18mths) This program is designed for babies and narwnta to inform in a fain or Ammmont Opitn -Story limit Panera Story Time prgsgntVd by Yorkville Jr. Women's Club Children will receive a free cookie&milk at the Tots RVt.d Todv(Lers(oct.x5) Murder Mystery Enjoy listening to several stories and meeting Yorkville Panera while the librarians read. Tots,�Toddlers-T-Kole.or Ages 11&Up new people. u"-it, Registration Required A group of suspects will each TreRt(OCt. 28) communicate a sequence of events from their Community Storytime at Goodwill Ages 12mos to 2 years point of view. Children will determine who Drop �n Star[�time Yorkville presents storytime at Goodwill. This program is for parents and their little ones.It the perpatrator by evaluating evidence Come to the library and relax while the librarians Children will hear stories read by the librarians consists of stories.finger plays,rhymes.and a craft. and each suspect's testimony. read stories. All ages! and learn about Goodwill's mission.Registration Registration&Fee Required Registration&Fee Required Movie - Jungle Book (2016) Rob the Magician Oct. 10th Ages 9&Up Family Event Movie - Angry Birds MAGIC The Gathering P ARN Ages 10&Up Ages S&Up Rob the Magician is back! Join us for some Oct.27th Ages 7&Up MAGIC The Gathering is a trading card game join us for our monthly PLARN Program. We will spetacular tricks and good time laughs. This is a Join us in the Pfister Meeting Room for a movie. played by two or more players.Participants should bring their own deck to bring to play. create PLARN mats for the homeless.No experience is family event so please provide your family name Popcorn and water will be available for purchase. Beginners as well as advanced players are needed. Take time to give back! and the number in your party at time of Registration Required welcome! Registration Required Registration Required registration. .gin