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Library Board Minutes 1996 06-03-96MEETING of the YORKVILLE PUBLIC LIBRARY JUNE 3, 1996 7:15 P.M. The special meeting of the Yorkville Public Board was called to order at 7:15 p.m. Michelle Grafi; Gail Gaebler, Richard Sticka and Wanda O'Hare were present. Director Michelle Pfister and Attorney Roger Ritzman were also present. Michelle Graff welcomed all those in attendance, and introduced Attorney Roger Ritzman who was present to discuss fiscal documents that the library will be doing. All questions are welcome. Mr. Ritzman stated that he is here to discuss two items: 1. The financial aspects of running the library. 2. Relationship between the library and the city. Mr. Ritzman states the basic concept is that the library is a unit of local government that is completely independent of the City of Yorkville. The Yorkville Public Library, with one major exception, is like any other unit of local government. The library is our show to run,we set our own rules and regulations,by-laws,hire and fire employees and act as an independent unit of local government. The one exception being that we do not have the authority to levy taxes. That is why we need the city. As long as we continue to be a city library, we incorporate our levy into the city's. We need the city to incorporate our financial request into the overall city levy. Richard Sticka asked if that was state law. Mr. Ritzman stated yes it was. This does not include capitol improvements. For example if we want to build a new library or a satellite facility that would be under a special tax for building and maintenance and we would need the city's permission from a political stand point for them to issue bonds or a mortgage. But generally speaking we just tell them how much money we want and they plug it in with theirs. Gail Gaebler asked if that meant we needed the city's permission for building and maintenance tax. Mr. Ritzman stated yes since building and maintenance is a special tax which is not to exceed 2 cents on the EAV(equalized assessed valuation). That is up to the city to levy a 2 cent building and maintenance tax and if they say no,we abide by that. But with the general corporate tax for library use we tell them what we want and they abide by that. The other limitation is that there is a 15 cent tax rate limitation, so if we told the city that we want to levy a certain amount we would only get the 15 cents,based on the EAV or the general corporate rate. 15 cents is the maximum on the general corporate rate. Gail asked if that meant capitol improvements is different. Mr. Ritzman said in the sense that if you wished to get additional revenues such as a bond issue for a new building you could not without the city's permission. If you can pay for a new building with money that you've been fiscally responsible with and accumulated funds through special reserve funds then you don't need the city. Again we are an independent unit, these are our employees and we can have our own personnel policy. Page 2 Mr. Ritzman states he respectively disagrees with Mr. Kramers letter. He did speak with Dan last week and faxed him a letter after he had met with Michelle Graff. He asked Dan for a calendar to make certain that the city could plug in our financial requests according to their time frame. Just nice intergovernmental cooperation. Dan did call back and he stated that he was troubled about the employee situation,he feels that the library employees were like the police department and were considered to be city employees. Mr. Ritzman told him he would look at the statues but didn't think that was the case. Dan did give a August 1st date for providing the city with the necessary documents. Mr. Ritzman did bring a copy of an intergovernmental agreement between the City of Naperville and the Nichols Library. He will leave these for our board to look at to use an example. Mr. Ritzman expressed his concern on the long term tax cap. Kendall County would have to vote on this issue. This would affect our regular tax levy. Discussion followed on setting up a rainy day fund for future use since this is unsure at the present time,this would limit our revenues. Mr. Ritzman will do a letter for the tax cap to be presented to the city. Mr. Ritzman wants it to be clear that there is a difference in the 2 cent building and maintenance tax as a special tax in addition to your 15 cent tax vs your special reserve fund that permits you to save funds on an ongoing basis. The general rule is if you have money left over, don't ask for so much next year. You need to have a resolution for a special reserve fund and identify the use for the special fund. Michelle Graff wants to make it clear what the money from maintenance and building tax will be spent on, furnace, roof, carpeting,painting etc. Michelle also asked Director Pfister to get prices on the above jobs to submit. There was discussion on what differences there would be in the tax cap if the library was to become district. Michelle Graff feels like having an intergovernmental agreement with the city would clarify what is already being done with the city. Gail Gaebler stated that she certainly wants our relationship with the city to be on good terms and would like to speak with Mayor Johnson about all of this. As far as Mr. Ritzman is concerned that the library can do as they please with their library employees since they are not city employees. The Library Board has exclusive control over the expenditure of all monies collected for the library,we decide who gets paid what and how much vacation is allowed. Page 3 Director Pfister asked the question who would ultimately be responsible for any difficulties with the library budget,the Library Board or the Mayor. Mr. Ritzman answered it would be totally the responsibility of the Library Board and not the Mayor. The Board has exclusive control. Richard Sticka said that we need to respond to the letter and memo from the city. Discussion followed on the correspondence from the city. Concern was voiced on the memo from Kim King and her authority to advise the Library Board. Wanda O'Hare said that we need to do a form asking the city for a 2 cent tax levy. Mr. Ritzman will do that for the board. Michelle Graff adjourned the meeting at 9:15. Minutes by s'lj.ic..1z. Michelle Pfister