Library Board Packet 2017 03-13-17 Agenda
Yorkville Public Library
Michelle Pfister Meeting Room
Board of Trustees
March 13, 2017 - 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 Personnel
Finance Community Relations
12. Unfinished Business Approve 2017/18 Library Budget
Painting Bid for Building
13. New Business
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
i
DRAFT
Yorkville Public Library
Board of Trustees
Monday, February 13, 2017, 7:00pm
902 Game Farm Road—Michelle Pfister Meeting Room
The meeting was called to order at 7:OOpm by President Russ Walter.
Roll Call:
Sandy Lindblom-yes, Barb Johnson-yes, Darren Crawford-yes (arr. 7:O1pm), Beth Gambro-yes, Russ
Walter-yes, Carol LaChance-yes, Wamecca Rodriguez-yes (arr. 7:03pm)
Absent: Kate Elder , Susan Chacon
Others Present:
Library Director Michelle Pfister
Tom Lindblom, Consultant for Painting of Library
Recognition of Visitors: President Walter recognized the guests.
Amendments to the Agenda:
Ms. Lindblom asked to move forward the Unfinished Business/"Painting Bid for Building".
Minutes: January 9, 2017
Ms. Johnson moved and Ms. LaChance seconded a motion to approve the minutes as presented.
Unanimous voice vote approval.
Unfinished Business (out of order)
Painting Bid for Building
Mr. Lindblom met with Ms. Erin Willrett, Interim City Administrator, and they reviewed and made
changes to the bid. She said a formal bid process is not necessary,just that the bids be received by a
certain date and time. Mr. Lindblom said three documents will comprise the 'proposal' (as it is called
by the City):
1. Legal notice for the newspaper which Ms. Willrett will have published by March 1.
2. List of potential bidders. A list of interested bidders was provided by the City and a proposal
package will be sent to them by Ms. Willrett.
3. Timeline of events: contracts opened on April at 2pm, contract to library on April I Otn
He said the proposal will specify the type of paint and stain, specific conditions, general conditions,
repair, actual proposal, safety and standards, signature of firm and other standard language.
Mr. Lindblom said the job would be awarded to the lowest qualified total bidder. Ms. Gambro asked if
the library board could safeguard the "25 year warranty"to avoid problems of the past. The painting
contractor will be responsible for the warranty. The Board briefly discussed the paint color and effects
of weather, etc. The Board will be responsible for the color choice.
Pagel of 3
Correspondence:
Ms. Pfister read a thank you note from Anne Engelhardt for the library's support of Kendall County
PADS.
Chairman Walter said all Board members should have received an email from Deputy City Clerk Lisa
Pickering regarding an economic interest statement that will be mailed to them and must be returned to
the Kendall County Clerk by May 1. It asks if the individual Board member has an interest in any
company doing over $5,000 of business with the library.
Public Comment: None
Staff Comment: None
Report of the Treasurer:
Treasurer Lindblom reported the following:
Check Register
She highlighted some of the bills for the month and stated the total was $16,373.83.
There were two payrolls for the month and total disbursements for the month were $57,251.92.
Budget Report
A small amount of property tax was received and a significant amount in library fines. The fines are
received quarterly and patrons cannot check out books if they have fines over$10. Development fees
of$1,950 were also received. The budget is at 75% of the FY and 93.5% of the total revenue. The total
revenue in January was $7,812. There is $7,703.58 in Memorials and Gifts and $6,000 of that is for the
Friends.
Cash Statement
No comment.
Payment of Bills
Trustee Johnson moved to pay the bills as follows and Trustee Gambro seconded the motion:
$24,305.26 Accounts Payable
$32,946.66 Payroll
$57,251.92 TOTAL
Roll call: Johnson-yes, Crawford-yes, Gambro-yes, Walter-yes, LaChance-yes, Rodriguez-yes,
Lindblom-yes. Passed 7-0.
Report of the Library Director:
Library Director Pfister presented the following:
1. Reported monthly stats, including 124 new patrons
2. $3,000 bill for Omni books for 1 year
3. Friends had meeting--- $6,000 was cleared from mini-golf and there were 345 paid golfers
4. Received $50 from Eleanora Feltz
5. Girl Scouts prepared bulletin board and contributed money to buy books
6. Upcoming programs include Queen Elizabeth& Mind Games
7. Had roof leak repaired by Olsson Roofing
8. Thanked Beth Gambro for service on the Library Board and a brick and book will be donated in
her name
Page 2 of 3
City Council Liaison No report
Standing Committees:
Discussed under New Business/Library Budget.
Unfinished Business:
Update on Cost Cutting (tabled until next month)
Painting Bid for Building (discussed earlier in meeting)
Mr. Crawford moved to approve the RFP for painting the library and Ms. LaChance seconded.
Unanimous voice vote.
New Business:
Approve 2017/18 Library Budget
Ms. Lindblom said the Finance Committee recently met and proposed the budget which was given to
the Trustees. The budget can be approved at the March meeting and she presented the highlights that
included a recommended 3% salary increase for both full and part-time personnel. It would also
increase the budget by $250,000 to include being open one more hour per day during the school year
and three hours on Sunday. President Walter noted that more part-time employees might need to be
hired since the limit is 1,000 hours per year per part-time employee. Professional Services (IT person)
was increased by one day per month. Outside Repair& Maintenance was increased to $50,000,
Automation decreased from$35,000 to $25,000, Operations from $8,000 to $10,000, books increased
from $5,000 to $10,000, computer equipment budgeted for$15,000.
Mr. Fredrickson will send a copy of the revised budget to all for review and a vote at the March
meeting. It was noted it will be a deficit budget.
Additional Business: None
Executive Session:
At approximately 7:50pm a motion was made by Ms. Johnson for the discussion of minutes lawfully
closed under this Act, whether for the purposes of approval by the body of the minutes or semi-annual
review of the minutes as mandated by Section 2.06. Motion seconded by Ms. LaChance.
Roll call to enter into Executive Session: Crawford-yes, Gambro-yes, Walter-yes, LaChance-yes,
Rodriguez-yes, Lindblom-yes, Johnson-yes. Motion passed 7-0.
New Business cont.
At approximately 8:05pm the Board resumed their regular session on a motion by Ms. LaChance and
second by Mr. Walter. Unanimous voice vote approval.
Trustee Rodriguez recommended that the Executive Session minutes contained in Packet#2 dated July
11, 2016 be released. Trustee Walter seconded this motion. Unanimous voice vote approval. Mr.
Walter also made a motion to keep Packet#1 sealed until a later time and Ms. Gambro seconded this
motion which was approved on a unanimous voice vote.
Adiournment•
There was no further business and the meeting was adjourned at 8:06pm on a motion by Ms. Gambro.
Minutes respectfully submitted by
Marlys Young, Minute Taker
Page 3 of 3
DATE: 02/16/17 UNITED CITY OF YORKVILLE
TIME: 08:13:52 MANUAL CHECK REGISTER
ID: AP225000.CBL
CHECK # VENDOR # INVOICE ITEM CHECK
INVOICE # DATE # DESCRIPTION DATE ACCOUNT # ITEM AMT
------------------------------------------------------------------------------------------------------------------------------------
900040 FNBO FIRST NATIONAL BANK OMAHA 02/25/17
022517—A.SIMMONS 01/31/17
21 COMCAST—NOV 2016 VOICE & 82-820-54-00-5440 375.14
22 INTERNET ** COMMENT **
23 COMCAST—DEC 2016 VOICE & 82-820-54-00-5440 375.14
24 INTERNET ** COMMENT **
25 COMCAST—JAN 2017 VOICE & 82-820-54-00-5440 380.47
26 INTERNET ** COMMENT **
29 KONICA-10/5/16-1/4/17 COPIER 82-820-54-00-5462 313.01
30 CHARGES ** COMMENT **
31 KONICA-10/4-/16-1/3/17 COPIER- 82-820-54-00-5462 13.42
32 CHARGES - ** COMMENT **
INVOICE TOTAL: 1,457.18
EST ; !! 1835
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Page 1 of 9
DATE: 02/16/17 UNITED CITY OF YORKVILLE
TIME: 08:13:52 MANUAL CHECK REGISTER
ID: AP225000.CBL
CHECK # VENDOR # INVOICE ITEM CHECK
INVOICE # DATE # DESCRIPTION DATE ACCOUNT # ITEM AMT
------------------------------------------------------------------------------------------------------------------------------------
900040 FNBO FIRST NATIONAL BANK OMAHA 02/25/17
022517—M.EBERHARDT 01/31/17 01 MENARDS—PAINT, BRUSHES, CANDY 82-820-56-00-5671 44.13
INVOICE TOTAL: 44.13
022517—M.PFISTER 01/31/17 01 AMAZON—TONER CARTRIDGE 82-820-56-00-5610 64.99
02 BEST BUY—WIRELESS PRINTER 84-840-56-00-5635 61.61
03 AMAZON—TONER CARTRIDGES, TAPE 82-820-56-00-5610 180.98
04 TARGET—WATER, OIL, PAPER TOWEL 82-820-56-00-5671 42.27
05 SPOONS, FORKS = k ** COMMENT **
Tr INVOICE TOTAL: 349.85
Y �l•
� TOTAL AMOUNT PAID: $ 1,851.16
A" m
EST ; _4 -- -- 1835
p
rai:nty Sett E '
01
KLMall Cow:=y
Page 2 of 9
DATE: 03/02/17 UNITED CITY OF YORKVILLE
TIME: 07:34:02 CHECK REGISTER
PRG ID: AP215000.WOW
CHECK DATE: 03/13/17
CHECK # VENDOR # INVOICE INVOICE ITEM
NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT
------------------------------------------------------------------------------------------------------------------------------------
104312 AMPERAGE AMPERAGE ELECTRICAL SUPPLY INC
0681052—IN 01/31/17 01 FLOOD LIGHTS, LAMP BASE 82-820-56-00-5620 231.36
INVOICE TOTAL: 231.36 *
0682427-IN 02/07/17 01 LAMPS 82-820-56-00-5620 89.00
INVOICE TOTAL: 89.00 *
0682820-IN 02/08/17 01 HALIDE LAMP ..,,mv-, '- 82-820-56-00-5620 76.50
INVOICE TOTAL: 76.50
0683903-IN 02/14/17 01 LAM(ES
82-820-56-00-5620 74.40
INVOICE TOTAL: 74.40
CHECK TOTAL: 471.26
104313 BAKTAY BAKER & TAYLOR
. _ 1836
2032597278 01/24/17 01 BOOS 82-000-24-00-2480 407.65
INVOICE TOTAL: 407.65
2032599808 01/24/17 01 BOO ` + u 84-840-56-00-5686 505.15
�
county Scat 0
INVOICE TOTAL: 505.15
Ui
2032607364 01/26/17 01 BOOKS Kendall County�j_ � 82-000-24-00-2480 624.88
i!#! INVOICE TOTAL: 624.88
2032622412 02/02/17 01 BOOKS L r 84-840-56-00-5686 549.28
INVOICE TOTAL: 549.28 *
2032626047 02/03/17 01 BOOKS 84-840-56-00-5686 213.58
INVOICE TOTAL: 213.58 *
2032629104 02/06/17 01 BOOKS 84-840-56-00-5686 510.23
INVOICE TOTAL: 510.23 *
2032644972 02/13/17 01 BOOKS 84-840-56-00-5686 482.51
INVOICE TOTAL: 482.51 *
82-820 LIBRARY OPERATIONS 83-830 LIBRARY DEBT SERVICE 84-840 LIBRARY CAPITAL
Page 3 of 9
DATE: 03/02/17 UNITED CITY OF YORKVILLE
TIME: 07:34:02 CHECK REGISTER
PRG ID: AP215000.WOW
CHECK DATE: 03/13/17
CHECK # VENDOR # INVOICE INVOICE ITEM
NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT
------------------------------------------------------------------------------------------------------------------------------------
104313 BAKTAY BAKER & TAYLOR
2032650844 02/14/17 01 BOOKS 84-840-56-00-5686 213.68
INVOICE TOTAL: 213.68 *
2032656254 02/16/17 01 BOOKS 84-840-56-00-5686 709.30
INVOICE TOTAL: 709.30 *
2032657896 02/16/17 01 BOOKS 84-840-56-00-5686 270.66
e
�1INVOICE TOTAL: 270.66�•rfCHECK TOTAL: 4,486.92
104314 CAMBRIA CAMBRIA SALES COMPANY INC. :° :!!�-
38414 01/31/17 01 TOILET TISSUE, PAPER TOWEL, 82-820-56-00-5610 677.58
02 KLEENEX, BOWL CLEANER, WINDEX, ** COMMENT **
03 HAND SOAP, GLOVES, GARBAGE ** COMMENT **
04 BAGS, VACUUM BAGS ** COMMENT **
INVOICE TOTAL: 677.58
CHECK TOTAL: 677.58
104315 CDWG CDW GOVERNMENT INC.
GTH7567 02/06/17 01 APC REPLACEMENT BATTERY 84-840-56-00-5635 369.07
JL i._; 1 INVOICE TOTAL: 369.07
CHECK TOTAL: 369.07
104316 MIDWTAPE MIDWEST TAPE
94729363 01/31/17 01 AUDIO BOOKS 84-840-56-00-5683 114.97
INVOICE TOTAL: 114.97 *
94741504 02/03/17 01 AUDIO BOOKS 84-840-56-00-5683 49.99
INVOICE TOTAL: 49.99 *
82-820 LIBRARY OPERATIONS 83-830 LIBRARY DEBT SERVICE 84-840 LIBRARY CAPITAL
Page 4 of 9
DATE: 03/02/17 UNITED CITY OF YORKVILLE
TIME: 07:34:02 CHECK REGISTER
PRG ID: AP215000.WOW
CHECK DATE: 03/13/17
CHECK # VENDOR # INVOICE INVOICE ITEM
NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT
------------------------------------------------------------------------------------------------------------------------------------
104316 MIDWTAPE MIDWEST TAPE
94742415 02/03/17 01 DVDS 84-840-56-00-5685 66.97
INVOICE TOTAL: 66.97 *
94765921 02/11/17 01 DVDS 84-840-56-00-5685 71.97
INVOICE TOTAL: 71.97 *
94767615 02/13/17 01 AUDIO BOOKS 84-840-56-00-5683 83.98
INVOICE TOTAL: 83.98 *
94788313 02/20/17 01 DVDS " `i 84-840-56-00-5685 106.95
fi +�• INVOICE TOTAL: 106.95 *
94794347 02/21/17 01 AUDIO BOOKS ;ti tom',; 84-840-56-00-5683 64.98
i ���•�. �, INVOICE TOTAL: 64.98
94805210 02/24/17 01 AUDIO BOOKS 84-840-56-00-5683 54.98
iJINVOICE TOTAL: 54.98
94810338 02/27/17 01 DVDS 84-840-56-00-5685 114.95
} +61INVOICE TOTAL: 114.95
CHECK TOTAL: 729.74
104317 OCLCIHLS OCLC-IHLS
13067 02/03/17 01 JAN 2017 TRANSACTIONAL .BILLING 82-820-54-00-5462 32.50
INVOICE TOTAL: 32.50
CHECK TOTAL: 32.50
104318 OLSSON OLSSON ROOFING COMPANY, INC.
17000539 02/27/17 01 LOCATED & REPAIRED SUSPECT 82-820-54-00-5495 271.00
02 LEAK AREAS ** COMMENT **
INVOICE TOTAL: 271.00
CHECK TOTAL: 271.00
82-820 LIBRARY OPERATIONS 83-830 LIBRARY DEBT SERVICE 84-840 LIBRARY CAPITAL
Page 5 of 9
DATE: 03/02/17 UNITED CITY OF YORKVILLE
TIME: 07:34:02 CHECK REGISTER
PRG ID: AP215000.WOW
CHECK DATE: 03/13/17
CHECK # VENDOR # INVOICE INVOICE ITEM
NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT
------------------------------------------------------------------------------------------------------------------------------------
104319 SOUND SOUND INCORPORATED
R147497 02/13/17 01 MAR—MAY 2017 SERVICE AGREEMENT 82-820-54-00-5462 291.00
INVOICE TOTAL: 291.00 *
CHECK TOTAL: 291.00
104320 TRIBUNE CHICAGO TRIBUNE
022718 02/17/17 01 ANNUAL SUBSCRIPTION RENEWAL 82-820-54-00-5460 130.00
INVOICE TOTAL: 130.00 *
— i CHECK TOTAL: 130.00
104321 YOUNGM MARLYS J. YOUNG
021317 02/28/17 01 02/ 3/17 ETING MINUTES 82-820-54-00-5462 62.50
EST -IR36INVOICE TOTAL: 62.50
1CHECK TOTAL: 62.50
0 ilk TOTAL AMOUNT PAID: 7,521.57
County Scat
6 U�
Kendal:County
82-820 LIBRARY OPERATIONS 83-830 LIBRARY DEBT SERVICE 84-840 LIBRARY CAPITAL
Page 6 of 9
J �
'IL:
EST. � _ 1836
o f� ® �a` o� UNITED CITY OF YORKVILLE
E ��-• PAYROLL SUMMARY
February 10, 2017
REGULAR OVERTIME TOTAL IMRF FICA TOTALS
ADMINISTRATION $ 17,217.60 $ - 17,217.60 $ 1,831.92 $ 1,266.77 $ 20,316.29
FINANCE 8,864.97 - 8,864.97 987.98 684.31 $ 10,537.26
POLICE 97,602.51 2,819.69 100,422.20 561.54 7,433.72 $ 108,417.46
COMMUNITY DEV. 14,741 .71 - 14,741.71 1,389.77 1,094.45 $ 17,225.93
STREETS 12,901 .28 85.19 12,986.47 1,399.93 955.82 $ 15,342.22
WATER 14,012.60 257.57 14,270.17 1,538.32 1,036.34 $ 16,844.83
SEWER 8,020.19 - 8,020.19 880.75 608.16 $ 9,509.10
PARKS 16,845.73 - 16,845.73 1,815.96 1,245.61 $ 19,907.30
RECREATION 14,151 .71 - 14,151.71 1,161.66 1,047.09 $ 16,360.46
LIBRARY 15,956.65 - 15,956.65 867.62 1,188.72 $ 18,012.99
TOTALS $ 220,314.95 $ 3,162.45 $ 223,477.40 $ 12,435.45 $ 16,560.99 $ 252,473.84
TOTAL PAYROLL $ 252,473.84
Page 7 of 9
EST. , 1836
UNITED CITY OF YORKVILLE
PAYROLL SUMMARY
E % February 24, 2017
REGULAR OVERTIME TOTAL IMRF FICA TOTALS
MAYOR & LIQ. COM. $ 1,178.34 $ - $ 1,178.34 $ - $ 90.15 $ 1,268.49
CLERK 853.34 - 853.34 19.76 65.28 938.38
TREASURER 83.34 - 83.34 8.98 6.36 98.68
ALDERMAN 3,635.00 - 3,635.00 - 271.64 3,906.64
ADMINISTRATION 15,819.65 - 15,819.65 1,676.05 1,159.80 18,655.50
FINANCE 8,864.97 - 8,864.97 955.64 661.37 10,481.98
POLICE 101,415.96 1,053.84 102,469.80 561.54 7,567.42 110,598.76
COMMUNITY DEV. 16,522.59 - 16,522.59 1,580.30 1,230.69 19,333.58
STREETS 13,679.61 172.84 13,852.45 1,493.31 1,021.72 16,367.48
WATER 14,790.72 95.83 14,886.55 1,604.78 1,083.21 17,574.54
SEWER 8,798.30 21.30 8,819.60 950.74 658.01 10,428.35
PARKS 16,754.74 - 16,754.74 1,806.14 1,239.12 19,800.00
RECREATION 14,292.52 - 14,292.52 1,161.67 1,057.85 16,512.04
LIBRARY 16,280.35 - 16,280.35 867.62 1,213.48 18,361.45
TOTALS $ 232,969.43 $ 1,343.81 $ 234,313.24 $ 12,686.53 $ 17,326.10 $ 264,325.87
TOTAL PAYROLL $ 264,325.87
Page 8 of 9
)(APgUBLICLI BRA Y
YORKVILLE LIBRARY BOARD
BILL LIST SUMMARY
Monday, March 13, 2017
ACCOUNTS PAYABLE
Library CC Check Register (Pages 1 -2) 02/25/2017 $1,851.16
Library Check Register(Pages 3-6) 03/13/2017 $7,521.57
Guardian - February 2017 dental insurance 02/14/2017 $440.48
IPRF-March 2017 Workers Comp 02/14/2017 $1,017.90
Eye Med - February 2017 Vision Ins. 02/14/2017 $54.24
First National 1st Qtr Uneployment Ins 02/14/2017 $240.82
Glatfelter Liability Ins. - Installment#2 02/14/2017 $815.66
Nicor-January 2017 Service 02/28/2017 $2,085.19
Dearborne National - March 2017 Life Ins 02/28/2017 $33.60
Illinois State Police-Background Checks 02/28/2017 $27.00
DAC- February 2017 ADMIN Data Feed 02/28/2017 $1.25
DAC-January 2017 ADMIN Data Feed 02/28/2017 $1.25
DAC- February 2017 FSA Fees 02/28/2017 $3.09
DAC- February 2017 HRA Fees 02/28/2017 $12.36
BCBS- March 2017 Health Insurance 02/28/2017 $5,785.96
TOTAL BILLS PAID: $19,891.53
PAYROLL DATE
Bi-weekly (Page 7) 02/10/2017 $18,012.99
Bi-weekly (Page 8) 02/24/2017 $18,361.45
TOTAL PAYROLL: $36,374.44
TOTAL DISBURSEMENTS: $56,265.97
v
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0
ar ry c+r YORKVILLE PUBLIC LIBRARY
1 _ FISCAL YEAR 2017 BUDGET REPORT
r.l For the Month Ending February 28,2017
%ofFiseal Year 8% 17% 25% 33% 0 42% 0 50% 58% 67% 75% 83% Year-to-Date FISCAL YEAR 2017
ACN COUNT NUMBERIDESCRIPTIO, May-16 June-16 July-16 August-16 September-16 October-16 November-16 December-16 January-17 February-17 IFTotals BUDGET %of Budget
LIBRARY OPERATIONS REVENUES
82-000-40-00-4000 PROPERTY TAXES 61,391 244,019 20,045 20,796 262,622 8,776 8,533 - - 626,183 644,719 97.12%
Intergovernmental
82-000-41-00-4120 PERSONAL PROPERTY TAX 882 959 112 872 232 863 3,921 5,250 74.68%
82-000-41-00-4170 STATE GRANTS - 13,044 13,044 17,200 75.83%
Ines&Forfeits
82-000-43-00-4330 LIBRARY FINES 459 511 443 1,185 362 1,021 424 261 1,047 538 6,252 9,300 67.23%
Charges for Service
82-000-44-00-4401 LIBRARY SUBSCRIPTION CARDS 365 588 305 492 681 1,078 - 636 794 580 5,518 7,500 73.58%
82-000-44-00-4422 COPY FEES 275 200 187 184 194 165 197 114 349 210 2,075 3,000 69.16%
82-000-44-00-4439 PROGRAM FEES 44 80 181 42 110 79 36 54 74 37 737 1,000 73.70%
Investment Earnings
82-000-45-00-4500 INVESTMENT EARNINGS 58 67 71 77 78 88 90 89 75 770 763 350 217.99%
Miscellaneous
82-000-46-00-4690 REIMB-MISCELLANEOUS 1,433 708 - 2,141 - 0.00%
82-000-48-00-4820 RENTAL INCOME 115 275 76 300 175 200 250 200 151 200 1,942 2,000 97.10%
82-000-48-00-4824 DVD RENTAL INCOME 187 257 249 199 198 220 145 150 164 196 1,965 5,000 39.30%
82-000-48-00-4850 MISCELLANEOUS INCOME 78 95 55 48 738 512 47 145 - 82 1,801 500 360.16%
Other Financing Sources
82-000-49-00-4901 TRANSFER FROM GENERAL 5,276 1,757 1,757 1,991 1,757 1,758 891 1,426 3,587 2,074 22,275 36,068 61.76%
TOTAL REVENUES:LIBRARY 69,131 260,893 24,329 25,423 266,916 14,770 10,614 4,740 7,812 3,988 688,615 731,887 94.09%
LIBRARY OPERATIONS EXPENDITURES
laries&Wages
82-820-50-00-5010 SALARIES&WAGES 15,825 18,021 24,145 16,097 16,097 16,097 16,097 24,145 16,097 16,097 178,719 217,309 82.24%
82-820-50-00-5015 PART-TIME SALARIES 15,965 15,531 23,542 16,531 15,027 16,441 14,739 22,571 12,956 16,140 169,443 201,825 83.96%
Benefits
82-820-52-00-5212 RETIREMENT PLAN CONTRIBUTION 1,682 1,916 2,567 1,711 1,711 1,711 1,711 2,567 1,735 1,735 19,046 23,470 81.15%
82-820-52-00-5214 FICA CONTRIBUTION 2,377 2,512 3,593 2,441 2,326 2,434 2,304 3,519 2,159 2,402 26,066 31,448 82.89%
82-820-52-00-5216 GROUP HEALTH INSURANCE 11,742 4,565 5,600 5,832 5,501 5,554 5,187 7,180 6,748 6,187 64,097 83,960 76.34%
82-820-52-00-5222 GROUP LIFE INSURANCE 34 67 34 - 67 34 34 34 34 34 370 403 91.71%
82-820-52-00-5223 DENTAL INSURANCE 440 440 440 440 440 440 440 440 440 440 4,405 5,638 78.13%
82-820-52-00-5224 VISION INSURANCE 54 54 54 54 54 54 54 54 54 54 542 651 83.32%
82-820-52-00-5230 UNEMPLOYMENT INSURANCE - - - 233 - - - - - 241 474 2,500 18.96%
82-820-52-00-5231 LIABILITY INSURANCE 5,276 1,757 1,757 1,757 1,757 1,758 891 1,426 3,587 1,834 21,801 33,568 64.95%
ontractual Services
82-820-54-00-5412 TRAINING&CONFERENCES 300 - - - - 30 - - - - 330 500 66.00%
82-820-54-00-5415 TRAVEL&LODGING - 164 41 41 44 43 333 600 55.52%
82-820-54-00-5426 PUBLISHING&ADVERTISING - - - - - - 100 0.00%
82-820-54-00-5440 TELECOMMUNICATIONS 776 490 - 1,033 - 1,151 3,450 6,000 57.50%
82-820-54-00-5452 POSTAGE&SHIPPING 19 - 201 - 178 - 398 500 79.56%
1
ar ry c+r YORKVILLE PUBLIC LIBRARY
1 _ FISCAL YEAR 2017 BUDGET REPORT
r.l For the Month Ending February 28,2017
%ofFiscal Year 8% 17% 25% 33% 42% 50% 58% 67% 75% 83% Year-to-Date FISCAL YEAR 2017
ACCOUNT NUMBER DESCRIPTION May-16 June-16 July-16 August-16 September-16 October-16 November-16 December-16 January-17 February-17 Totals BUDGET %of Budget
82-820-54-00-5460 DUES&SUBSCRIPTIONS - 1,725 - 306 3,903 - 1,268 - - 1,573 8,775 12,000 73.13%
82-820-54-00-5462 PROFESSIONAL SERVICES 3,580 3,193 2,106 2,439 1,737 729 2,919 869 5,234 2,422 25,227 29,000 86.99%
82-820-54-00-5466 LEGAL SERVICES - - - - - - - - - - - 2,000 0.00%
82-820-54-00-5468 AUTOMATION 3,158 3,158 - 3,158 - 9,475 35,000 27.07%
82-820-54-00-5480 UTILITIES - - - - - 3,225 725 3,735 7,685 16,281 47.20%
82-820-54-00-5495 OUTSIDE REPAIR&MAINTENANCE 496 2,451 5,196 2,193 7,707 5,070 - 3,340 26,453 25,000 105.81%
82-820-54-00-5498 PAYING AGENT FEES - 1,100 589 - - - - - - - 1,689 2,190 77.10%
Supplies
82-820-56-00-5610 OFFICE SUPPLIES 965 881 828 786 477 520 246 359 1,185 6,247 8,000 78.09%
82-820-56-00-5620 OPERATING SUPPLIES 2,014 346 1,511 38 1,116 1,548 739 - 510 7,821 8,000 97.77%
82-820-56-00-5671 LIBRARY PROGRAMMING 155 91 109 137 99 21 - 76 86 776 1,000 77.58%
82-820-56-00-5685 DVD'S 122 174 142 124 110 302 23 18 70 1,085 2,000 54.24%
82/820-56-00-5686 BOOKS - 1,190 1,493 1,592 1,146 427 - 5,849 5,000 116.97%
82-820-99-00-9983 TRANSFER TO LIB DEBT SERVICE 3,000 0.00%
or
TOTAL FUND REVENUES 69,131 260,893 24,329 25,423 266,916 14,770 10,614 4,740 7,812 3,988 688,615 731,887 94.09%
TOTAL FUND EXPENDITURES 57,770 56,752 75,069 51,663 51,690 54,269 57,966 72,535 53,559 59,281 590,554 756,943 78.02%
FUND SURPLUS(DEFICIT) 11,361 204,141 (50,740) (26,240) 215,226 (39,499) (47,353) (679795) (459747) (559293) 989061 (25,056)
BEGINNING FUND BALANCE 499,355
FUND SURPLUS(DEFICIT) 98,U61
ENDING RESERVED FUND BALANCE A597941
ENDING UNRESERVED FUND BALANCE
ENDING TOTAL FUND BALANCE
LIBRARY DEBT SERVICE REVENUES
83-000-40-00-4000 PROPERTY TAXES 73,129 290,675 23,877 24,772 260,578 62,711 10,165 - - - 745,908 749,771 99.48%
83-000-45-00-4500 INVESTMENT EARNINGS - - 5 5 - - 201 113 315 640 - 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 24,777 260,578 62,711 10,366 113 315 746,548 752,771 99.17%
LIBRARY DEBT SERVICE EXPENDITURES
2006 Bond
83-830-84-00-8000 PRINCIPAL PAYMENT - - - - - - - 50,000 50,000 50,000 100.00%
83-830-84-00-8050 INTEREST PAYMENT 14,869 14,869 29,738 29,738 100.00%
2013 Refunding Bond
83-830-99-00-8000 PRINCIPAL PAYMENT - - - 500,000 500,000 500,000 100.00%
83-830-99-00-8050 INTEREST PAYMENT 86,516 86,516 173,033 173,033 100.00%
2
ar ry c+r YORKVILLE PUBLIC LIBRARY
1 _ FISCAL YEAR 2017 BUDGET REPORT
r.l For the Month Ending February 28,2017
%ofFiscal Year 8% 17% 25% 33% 0 42% 50% 58% 67% 75% 83% Year-to-Date FISCAL YEAR 2017
ACCOUNT NUMBER DESCRIPTION May-16 June-16 July-16 August-16 September-16 October-16 November-16 December-16 January-17 February-17 IFTotals BUDGET %of Budget
TOTAL FUND REVENUES 73,129 290,675 23,882 24,777 260,578 62,711 10,366 113 315 - 746,548 752,771 99.17%
TOTAL FUND EXPENDITURES - 101,385 - - - - - 651,385 - - 752,770 752,771 100.00%
FUND SURPLUS(DEFICIT) 73,129 189,290 23,882 24,777 260,578 62,711 10,366 (651,272) 315 - (6,222) -
LIBRARY CAPITAL REVENUES
84-000-42-00-4214 DEVELOPMENT FEES 3,100 3,500 3,750 8,550 11,950 2,550 4,000 2,900 1,950 2,100 44,350 20,000 221.75%
84-000-42-00-4224 RENEW PROGRAM PERMIT - 200 - - - - - - - - 200 - 0.00%
84-000-45-00-4500 INVESTMENT EARNINGS 1 1 1 1 1 1 1 1 1 1 10 10 98.20%
TOTAL REVENUES:LIBRARY CAPITAL 3,101 3,701 3,751 8,551 11,951 2,551 4,001 2,901 1,951 2,101 44,560 20,010 222.69%
LIBRARY CAPITAL EXPENDITURES
84-840-54-00-5406 RENEW PROGRAM - 200 - - - - - - - - 200 - 0.00%
84-840-54-00-5460 E-BOOK SUBSCRIPTIONS - 161 - - 161 - 161 3,000 3,483 3,500 99.51%
84-840-56-00-5635 COMPUTER EQUIPMENT&SOFTWARE - - 3,081 6,956 - 71 - - 62 10,169 - 0.00%
84-840-56-00-5683 AUDIO BOOKS 325 110 598 205 320 160 70 151 1,939 0.00%
84-840-56-00-5684 COMPACT DISCS&OTHER MUSIC - - - - - - - 0.00%
84-840-56-00-5685 DVD'S - - - - - 75 739 225 1,039 - 0.00%
84-840-56-00-5686 BOOKS 1,518 369 1,029 16 1,523 3,071 2,505 2,556 2,418 15,006 8,395 178.75%
TOTAL FUND REVENUES 3,101 3,701 3,751 8,551 11,951 2,551 4,001 2,901 1,951 2,101 44,560 20,010 222.69%
TOTAL FUND EXPENDITURES - 2,043 640 4,709 7,177 1,684 3,462 2,740 3,526 5,855 31,837 11,895 267.65%
FUND SURPLUS(DEFICIT) 3,101 1,657 3,111 3,842 4,774 867 539 161 (1,575) (3,754) 12,723 8,115
3
YORKVILLE PUBLIC LIBRARY
yCASHSTATEMENT
PUBLiC LIBRARY
As of February 28, 2017
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 Old Second $ 365,618 $ 535,824 $ 502,514 $ 475,971 $ 692,498 $ 714,939 $ 679,458 $ 611,958 $ 567,205 $ 445,062
Operations
Building Old Second 14,797 17,705 18,926 17,968 19,342 29,609 28,698 29,959 29,335 25,430
Development Fees
Library IMET* 8,837 8,837 8,837 8,837 8,837 8,837 8,837 8,837 8,837 8,837
Operations
Library Illinois Funds 171,550 184,641 184,693 171,540 169,947 170,006 170,068 105,262 105,314 170,235
Operations
Library Debt Illinois Funds 10 (14,859) (14,859) - - - - - - -
Service
Total: $ 560,812 $ 732,148 $ 700,111 $ 674,316 $ 890,624 $ 923,390 $ 887,061 $ 756,016 $ 710,691 $ 649,564
*Restricted
PAYROLL
1ST PAY PERIOD $ 17,710 $ 20,265 $ 18,004 $ 18,326 $ 18,055 $ 18,033 $ 18,101 $ 17,624 $ 15,721 $ 18,013
2ND PAY PERIOD 18,139 17,714 17,386 18,454 17,107 18,651 16,750 18,286 17,226 18,361
3RD PAY PERIOD - - 18,458 - - - 16,892 - -
Total $ 35,849 $ 37,979 $ 53,847 $ 36,780 $ 35,161 $ 36,683 $ 34,851 $ 52,802 $ 32,947 $ 36,374
DATE: 03/02/2017 UNITED CITY OF YORKVILLE PAGE: 1
TIME: 16:17:44 GENERAL LEDGER ACTIVITY REPORT F-YR: 17
ID: GL440000.WOW
ACTIVITY THROUGH FISCAL PERIOD 10
PER. JOURNAL # ENTRY DATE ITEM TRANSACTION DESCRIPTION VENDOR CHECK INVOICE DEBIT CREDIT
82-000-24-00-2480 (L) ESCROW - MEMORIALS & GIFTS
O1 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 O1 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 104208 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 BBOKS 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
O5 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
06 GJ-161021NF 11/01/2016 01 NSF GILLESPIE/DONATION 50.00
GJ-161031LB 11/01/2016 08 Oct 2016 Deposits 1,550.00
TOTAL PERIOD 06 ACTIVITY 50.00 1,550.00
07 GJ-161130LB 12/01/2016 07 Nov 2016 Deposits 2,164.09
GJ-61114RC2 11/14/2016 01 RC Wnd Crk Inv#195848-Tree 395.00
TOTAL PERIOD 07 ACTIVITY 395.00 2,164.09
08 AP-161226M 12/21/2016 175 STORYTIME HOLIDAY SUPPLIES FIRST NATIONAL BANK 900038 122616-J.WEISS 104.39
12/21/2016 176 NCG CINEMA-GIFT CARD FIRST NATIONAL BANK 900038 122616-M.EBERHARDT 25.00
GJ-161231LB 01/03/2017 08 December 2016 Deposits 485.00
TOTAL PERIOD 08 ACTIVITY 129.39 485.00
DATE: 03/02/2017 UNITED CITY OF YORKVILLE PAGE: 2
TIME: 16:17:44 GENERAL LEDGER ACTIVITY REPORT F-YR: 17
ID: GL440000.WOW
ACTIVITY THROUGH FISCAL PERIOD 10
PER. JOURNAL # ENTRY DATE ITEM TRANSACTION DESCRIPTION VENDOR CHECK INVOICE DEBIT CREDIT
82-000-24-00-2480 (L) ESCROW - MEMORIALS & GIFTS
09 AP-170109 01/04/2017 01 BOOKS BAKER & TAYLOR 104284 2032485436 455.31
AP-170125 01/23/2017 197 JEWEL-STORYTIME PROGRAM FIRST NATIONAL BANK 900039 012517-J.WEISS 48.31
01/23/2017 198 ALDI-STORYTIME PROGRAM FIRST NATIONAL BANK 900039 012517-J.WEISS 89.93
01/23/2017 199 DOLAR TREE-CANDY FIRST NATIONAL BANK 900039 012517-M.EBERHARDT 9.00
01/23/2017 200 NCG-MOVIE GIFT CARDS FOR FIRST NATIONAL BANK 900039 012517-M.EBERHARDT 45.00
01/23/2017 201 JEWEL-SUPPLIES FOR SANTA FIRST NATIONAL BANK 900039 012517-M.PFISTER 105.70
01/23/2017 202 DOLLAR TREE-CHRISTMAS CANDY FIRST NATIONAL BANK 900039 012517-S.AUGUSTINE 18.49
GJ-170131LB 02/01/2017 08 Jan 2017 Deposits 150.00
TOTAL PERIOD 09 ACTIVITY 771.74 150.00
10 AP-170213 02/07/2017 01 BOOKS BAKER & TAYLOR 104293 2032537820 365.77
GJ-170228LB 03/01/2017 08 Feb 2017 Deposits 100.00
TOTAL PERIOD 10 ACTIVITY 365.77 100.00
TOTAL ACCOUNT ACTIVITY 6,897.89 8,263.97
ENDING BALANCE 7,437.81
GRAND TOTAL 0.00 7,437.81
TOTAL DIFFERENCE 0.00 7,437.81
February 2017
Feb,2017 Circ. by Transaction All Check Check Re- All Holds Check Usage
Type Trans out outs newals Holds Filled ins
actions Renewals Placed
Yorkville Public Library-YKBB-4 12,320 5,773 4,937 836 470 1,277 4,796 4
Yorkville borrowed 1,072 items from other libraries.
Yorkville lent 572 items to other libraries.
308 items were checked out to Reciprocal Borrowers at Yorkville.
91 patrons were added.
290 items were added.
581 ONMI a-books were checked out
212 OMNI audio books were checked out.
6 OMNI videos were streamed.
199 OMNI users.
25 Illinois a-Read books were checked out.
8 Illinois a-Read audio books were checked out.
14 Illinois a-Read users.
Patrons paid $ through e-commerce in February.
February
Public Relations Kendall Country Record- Beacon News Sun Times-
WSBY- —Yorkville Patch
Meetings,Workshop Staff Meeting—PrairieCat Webinar-DeBord
Programs,Activities Number Attending
Adult Programs Evening Book Club 5
Lunch Time Book Club 7
Men's Book Club 7
Friends Meeting 10
Threads and More 11
Creative Writing 5
EBook Drop-in-Help 5
Young Adult Programs Teen Meeting -TAG (4 programs) 36
Anime Monday(4 Programs) 12
Plarn 14
Children Programs Drop-In Story Time 16
Lapsit 4
Tots and Toddlers (2 programs) 33
Afternoon Read (4 programs) 19
Spanish Story Time 4
Lego Club 24
Lego Club Duplo (2 programs) 15
Beginner Readers 3
Book Club (Grade 1-2 (2 programs) 9
Book Club (Grades 3-5 (1 programs) 7
Beginner Readers 5
Ice Cream Book Club 10
Panera Story Time 13
Literacy Center 18
Movies at the Library 5
Make and Take Valentine's Card 3 days) 64
Meeting Room Library 12- Rent 4-City 4
Patron Count 5659
Proctored Test 3
Teens Volunteers Juleah Richardson, Mikayla Mika, Jasmin Fillipi, Jozelle
Fillipi, Morgan Rutsay, Brantley Osbourne,
Breanna English
Adult Volunteers Marta Duran, Lisa Macaione, Jessica Faedtke
Gifts and Memorials
FY 2015 FY 2016 FY 2017 FY 2017 FY 2018 FY 2019 FY 2020 FY 2021 FY 2022
Account Number Description Actual Actual Adopted Projected Proposed Projected Projected Projected Projected
Library Operations
82-000-40-00-4000 PROPERTY TAXES 626,950 622,529 644,719 626;183 645,867 658,784 671,960 685,399 699,107
82-000-41-00-4120 PERSONAL PROPERTY TAX 5,783 5,324 5,250 5,250 5,250 5,250 5,250 5,250 5,250
82-000-41-00-4170 STATE GRANTS 21,151 21,151 17.200 13,044 17,200 17,200 17,200 17,200 17,200
82-000-43-00-4330 LIBRARY FINES 8,356 8,081 9.300 7,620 8,000 8,000 8,000 8,000 8,000
82-000-44-00-4401 LIBRARY SUBSCRIPTION CARDS 6,647 6,038 7,500 6,588 6,500 6,500 6,500 6,500 6,500
82-000-44-00-4422 COPY FEES 3,095 2,283 3,000 2,484 2,500 2,500 2,500 2,500 2,500
82-000-44-004439 PROGRAM FEES 1,099 870 1,000 936 1,000 1,000 1,000 1,000 1,000
82-000-45-00-4500 INVESTMENT EARNINGS 816 436 350 924 800 800 800 800 800
82-000-45-00-4550 GAIN ON INVESTMENT 463 - - - _
82-000-46-004690 REIMB-MISCELLANEOUS 13,174 - - 1141 -
82-000-48-00-4820 RENTAL INCOME 1,851 1,942 2,000 2,328 2,000 2,000 2,000 2,000 2,000
82-000-48-00-4824 DVD RENTAL INCOME 3,923 2,454 5,000 2364 2,500 2,500 2,500 2,500 2,500
82-000-48-00-4850 MISCELLANEOUS INCOME 988 844 500 2,000 1,000 t,000 1,000 1,000 1,000
82-000-49-00-4901. TRANSFER FROM GENERAL 25,189 25,928 36,068 24,474 26,440 27,966 29,584 31,299 33,117
Revenue 719,485 697,880 731,887 696,336 719,057 733,500 748,294 7633,448 778,974
82-820-50-00-5010 SALARIES&WAGES 210,198 201,312 217,309 213,500 223,828 wA28 M823 223,82R
82-820-50-00-5015 PART-TIME SALARIES 189,871 190,592 201,825 198,000 250.000 250.000 230.oa1 250000 250000
82-820-52-00-5212 RETIREMENT PLAN CONTRIBUTION 23,897 21,767 23.470 23.470 2#.#3S 24,435 24,435 24,435 ?A,433
82-820-52-00-5214 FICA CONTRIBUTION 29,991 29,361 31,448 31,448 35,517 ?5,557 35,SR'
82-820-52-00-5216 GROUP HEALTH INSURANCE 72,838 68,514 83,960 75.000 88,996 96,116 103,805 112,109 121,078
82-820-52-00-5222 GROUP LIFE INSURANCE 427 443 403 403 403 407 411 415 419
82-820-52-00-5223 DENTAL INSURANCE 4,728 5,034 5,638 5,286 5,550 5,828 6,119 6,425 6,746
82-820-52-00-5224 VISION INSURANCE 455 651 651 651 670 690 711 732 754
82-820-52-00-5230 UNEMPLOYMENT INSURANCE - 420 2,500 474 1,000 1,000 1,000 1,000 1,000
82-820-52-00-5231 LIABILITY INSURANCE 25,189 25,508 33,568 24.000 25,440 26,966 28,584 30,299 32,117
82-820-54-00-5412 TRAINING&CONFERENCES 133 249 500 500 500 500 500 500 500
82-820-54-00-5415 TRAVEL&LODGING 514 262 600 600 600 600 600 600 600
82-820-54-00-5421 PPRT TAX REBATE - 678 - _
82-820-54-00-5426 PUBLISHING&ADVERTISING 47 23 100 100 100 100 100 100 100
82-820-54-00-5440 TELECOMMUNICATIONS 11,468 6,007 6,000 6,000 6,000 6,000 6,000 6,000 6,000
82-820-54-00-5452 POSTAGE&SHIPPING 455 494 500 500 500 500 500 500 500
82-820-54-00-5460 DUES&SUBSCRIPTIONS 9,934 9,560 12,000 12,000 12,000 12,000 12,000 12,000 12,000
82-820-54-00-5462 PROFESSIONAL SERVICES 28,610 31,278 29,000 29,000 A
82-820-54-00-5466 LEGAL SERVICES 975 - 2,000 1,000 2,00b 2,000 2,1 nn 2,M 2,000
82-820-54-00-5468 AUTOMATION 24,923 17,890 35,000 20,000 Appy
82-820-54-00-5480 UTILITIES 11,518 6,504 16,281 8,000 8,480 8,989 9,528 10,100 10,706
82-820-54-00-5489 LOSS ON INVESTMENT 9,300 - - - - - _
FY 2015 FY 2016 FY 2017 FY 2017 FY 2018 FY 2019 FY 2020 FY 2021 FY 2022
Account Number Description Actual Actual Adopted Projected Proposed Projected Projected Projected Projected
82-820-54-00-5495 OUTSIDE REPAIR&MAINTENANCE 46,085 19,962 25,000 30,000am-Mils 50000 50,000 50,0w SO INKI
82-820-54-00-5498 PAYING AGENT FEES 1,689 1,689 2,190 1,689 1,700 1.7M 1.70ri 1 70n 1 .'oij
82-820-56-00-5610 OFFICE SUPPLIES 5,257 9,240 8,000 8.000 8;0011 R nrlrr
8[]On g Wont 8,1�11q
82-820-56-00-5620 OPERATING SUPPLIES 9,338 11,210 8,000 10,000
10,p00 10,000 to(w 10.(1110
82-820-56-00-5635 COMPUTER EQUIPMENT&SOFTWARE
82-820-56-00-5671 LIBRARY PROGRAMMING 1,209 1,030 1,000 1,000 1,000 1,000 1,000 1,000 1,000
82-820-56-00-5676 EMPLOYEE RECOGNITION _
82-820-56-00-5684 COMPACT DISCS&OTHER MUSIC - _
82-820-56-00-5685 DVD'S 1,340 2,427 2,000 2,000 2,000 2,000 2,000 2,000 2,000
82-820-56-00-5686 BOOKS - - 5,000 5,849 10;000 I4:tlpq 10,[100 10.000 i0,0I10
82-820-99-00-9983 TRANSFER TO LIBRARY DEBT SERVICE 3,487 3,102 3,000 6,652 3,000 3,000 3,000 3,000 3,000
Expenditures 723,876 665,207 756,943 715,122 831,789 841,246 851,408 862,330 874,070
Surplus(Deficit) (4,391) 32,673 (25,056
(18,786) (112,732) (107,746) (103,114) (98,882) (95,096)
Fund Balance 466,683 499,355 435,726 480,569 367,837 260,091 156,977 58,095 (37,001)
64.47% 75.07% 57.56% 67.20% 44.22% 30.92% 18.44% 6.74% -4.23%
FY 2015 FY 2016 FY 2017 FY 2017 FY 2018 FY 2019 FY 2020 FY 2021 FY 2022
Account Number Description Actual Actual 4dopted Projected Proposed Projected .Projected Projected Projected
Library Debt Service
83-000-40-00-4000 PROPERTY TAXES 727,762 746,621 749,771 745-908 757,396 789,101 794,013 824,088 824,088
83-000-45-00-4500 INVESTMENT EARNINGS 72 123 - 211 -
83-000-49-00-4982 TRANSFER FROM LIBRARY OPS 3,487 3,102 3,000 6,652 3,000 3,000 3,000 3,000 3,000
Revenue 731,321 749,846 752,771. 752,771 760,396 792,101 797,013 827,088 827,088
Debt Service-2006 Bond
83-830-84-00-8000 PRINCIPAL PAYMENT 50,000 50,000 50,000 50,000 50,000 50,000 50,000 75,000 75,000
83-830-84-00-8050 INTEREST PAYMENT 34,488 32,113 29,738 29,738 27,363 24,988 22,613 20,238 20,238
Debt Service-2013 Refunding Bond
83-830-99-00-8000 PRINCIPAL PAYMENT 455,000 485,000 500,000 50%000 520,000 565,000 585,000 610,000 610,000
83-830-99-00-8050 INTEREST PAYMENT 191,833 182,733 173,033 173,033 163,033 152,113 139,400 121,850 121,850
Expenditures 731,321 749,846 752,771 752,771 760,396 792,101 797,013 827,088 827,088
Surplus(Deficit) _ -
Fund Balance _ _ -
FY 2015 FY 2016 FY 2017 FY 2017 FY 2018 FY 2019 FY 2020 FY 2021 FY 2022
Account Number Description Actual Actual Adopted Projected Proposed Projected Projected Projected Projected
Library Capital
84-000-42-00-4214 DEVELOPMENT FEES 25,325 35,350 20,000 50,000 35,000 35,000 35,000 35,000 35,000
84-000-42-00-4224 RENEW PROGRAM PERMITS - 750 -
84-000-45-00-4500 INVESTMENT EARNINGS 11 8 10 10 10 10 10 10 10
84-000-48-00-4850 MISCELLANEOUS INCOME 13 IO
Revenue 25,349 36,118 20,010 50,010 35,010 35,010 35,010 35,010 35,010
84-840-54-00-5406 RENEW PROGRAM - 750 -
84-840-54-00-5460 E-BOOKS SUBSCRIPTION 3,093 3,508 3,500 3,500 3,500 3,500 3,500 3,500 3,500
84-840-56-00-5635 COMPUTER EQUIPMENT&SOFTWARE 16,428 1,311 10,108 15,000 11.000 I S 0{N7 15, -
84-840-56-00-5683 AUDIO BOOKS 2,467 1,237 - 2,500 -
84-840-56-00-5684 COMPACT DISCS&OTHER MUSIC
84-840-56-00-5685 DVD'S 1,250 394 _ 2,000 -
84-840-56-00-5686 BOOKS 16,267 26,826 8,395 22,000 16,500 16,510 16,510 16,510 16,510
Expenditures 39,505 34,026 11,895 40,108 35,000 35,010 35,010 35,010 35,010
Surplus(Deficit) (14,156) 2,092 8,115 9,902 10 - -
Fund Balance 12,714 14,087 28,944 23,989 23,999 23,999 23,999 23,999 23,999
Cash Flow-Surolus(Deficit)
Library Ops (4,391) 32,673 (25;056
(18.786) (112,732) (107,746) (103,114) (98,882) (95,096)
Library Debt Service _ _
Library Capital (14,156) 2,092 8,115 9,902 10
(18,547) 34,765 (16,941) (8,884) (112,722) (107,746) (103,114
(98,882) (95,096)
Cash Flow-Fund Balance
Library Ops 466,683 499,355 435,726 480,569 367,837 260,091 156,977 58,095 (37,001)
Library Debt Service - -
Library Capital 12,714 14,087 28,944 23.989 23,999 23,999 23,999 23,999 23,999
479,397 513,442 464,670 504,558 391,836 284,090 180,976 82,094 (13,002)
Library Committee Finance Committee Meeting
TO: Rob Fredrickson
FROM: Library Board Finance Committee Finance Committee
DATE: January 23, 2017
SUBJECT: 2018 Proposed Budget
FY 2018 PROPOSED BUDGET
Account Number Description FY2018 Proposed
82-820-50-00-5010 Salaries & wages + 3% raise for all
full time employees
82-820-50-00-5015 Part time salaries $2501000.00 +
additional 3% raise
for all Part-time
employees
82-820-52-00-5214 FICA Contribution $35,183.00
82-820-54-00-5462 Professional $40,000
Services
82-820-54-00-5468 Automation $20,000
82-820-54-00-5495 Outside repair and $50,000.00
maintenance
82-820-56-00-5620 Operating Supplies $10,000.00
82-820-56-00-5686 Books $10,000.00
84-840-56-00-5635 Computer $15,000
equipment and
software
REQUEST FOR PROPOSAL
Project Name: Pressure Washing, Repair, and Painting of the Exterior at
902 Game Farm Road, Yorkville, Illinois
Proposal Due: Wednesday, April 18, 2017 @ 2:00 pm
Legal notice published: March 20, 2017
Date Issued: March 20, 2017
This document consists of 14 pages.
Return original proposal along with one electronic submission 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:
ERIN WILLRETT
ASSISTANT CITY ADMINISTRATOR
UNITED CITY OF YORKVILLE
800 GAME FARM ROAD
YORKVILLE, IL 60560
PHONE: 630-553-8574
FAX: 630-553-7575
www.vorkville.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.
SPECIFICATIONS MUST BE MET AT THE TIME THE PROPOSAL IS DUE.
The Library Board reserves the right to accept or reject any and all proposals, to waive
technicalities and to accept or reject any item of any proposal.
By: Erin Willrett
Assistant City Administrator
Library Board Meeting March 13,2017
RFP Issued/Legal Notice Sent to Paper March 20, 2017
Questions Due April 3, 2017
Proposals Due 2 p.m.April 18, 2017
Contract Approval May 8, 2017
Contract Begins ASAP
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, and Painting of the Exterior at
902 Game Farm Road, Yorkville, Illinois
Proposals will be received at the Office of the Assistant Administrator, at 800
Game Farm Road, Yorkville, Illinois 60560 until 2:00 PM on April 18, 2017 (the
closing date).
General questions regarding this Request for Proposals shall be directed to Erin
Willrett, Assistant Administrator at 630-553-8574. All detailed questions
concerning the actual specifications are to be forwarded by email to
ewillrettkyorkville.il.us not less than ten (10) business days prior to the scheduled
closing date, April 18, 2017. Detailed drawings will be available to review, by
appointment, contacting the Director of the Library, Michele Pfister, at 630-553-
4354.
Return original proposal along with one electronic submission 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:
ERIN WILLRETT
ASSISTANT CITY ADMINISTRATOR
UNITED CITY OF YORKVILLE
800 GAME FARM ROAD
YORKVILLE, IL 60560
PHONE: 630-553-8574
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.
1
SPECIFICATIONS MUST BE MET AT THE TIME THE PROPOSAL IS DUE.
The Library Board 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.
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SPECIFICATIONS
For purposes of this contract references to"the City"shall be the Library Board and/or their representative.
Preparation:
1. Pressure-wash the entire exterior of the building to remove dirt,mold,mildew and foreign material.
2. Perform any owner 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,those materials will be provided to be 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.
Painting:
1. The entire exterior will be painted.
2. For the paint,use Sherwin Williams acrylic resilience paint. Color to be determined
3. The 2 eastern service doors and the east alcove ceiling are to be painted with 2 coats of Sherwin-
Williams acrylic semi-gloss paint. Color to be determined.
Warranty:
1. Finish warranty: 25 years.
Conditions:
1. Do not apply 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 paint. Protect paint containers from freezing.
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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.
• 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 shall constitute acceptance of the project by the City, 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 City, such partial acceptance
4
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.
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 City 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, 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 City 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 City.
The City 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 City may procure,upon such terms
and in such manner as the City 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 City 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 Library Director 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 Library's representative.
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.
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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 Assistant City Administrator.
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 Library Director, Michele Pfister, at 630-553-
4354.
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 City prior to the Closing Date.
8. Person submittine 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 submittinsi 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 Quantities — 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 City 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 fails 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.il.us/apency/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 Projects 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. Such assignment shall not relieve the
Contractor from his obligations,or change the terms 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
f9
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 submitting 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. Change 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 Library Board.
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 Paint $
SUBTOTAL: $
Notes to Design and Proposal:
12
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 subcontractors) 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?
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
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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 5/33E-3 (Proposal Rigging) or b720 ILCS
5/33-4 (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 5/11-42.1; and that
The Person submitting the proposal provides a drug free workplace pursuant to 30 ILCS
580/1, 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 130/11G, Public Act 095-0635; and
that
The Person submitting the proposal is in compliance with the Illinois Human Rights Act 775
ILCS 5/1.101 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
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