Library Board Minutes 2020 09-14-20Page 1 of 4
APPROVED 10/12/20
Yorkville Public Library
Board of Trustees
Monday, September 14, 2020 7:00pm
902 Game Farm Road – Michelle Pfister Meeting Room
The Library Board of Trustees meeting was called to order at 7:00pm by President Darren Crawford.
Roll was called and a quorum was established.
Roll Call: Jason Hedman-yes, Wamecca Rodriguez-yes, Russ Walter-yes, Julie Brendich-yes, Darren
Crawford-yes, Ryan Forristall-yes, Theron Garcia-yes
Absent: Susan Chacon
Others Present:
Library Director Elisa Topper, Director of Adult Services Shelley Augustine, Technical Services
Director Dixie DeBord, Alderman Dan Transier, Mick Smith-TBS (Today's Business Solutions), Mike
Hoorelbek-Collegiate Landscape, Jeff Norris-Metronet
Recognition of Visitors: President Crawford recognized the library staff and guests.
Amendments to the Agenda: Mr. Hedman requested to add a discussion regarding the “Library hours
of operation”. President Crawford asked to move the landscape proposal forward.
Unfinished Business: Out of sequence)
Landscaping Proposal/Presentation
Mr. Mike Hoorelbek of Collegiate Landscaping presented his plan for the proposed landscaping around
the Library sign. He detailed the specific plants he would use, the work that would be included and
presented a diagram of his plan. Ms. DeBord gave feedback on the plan and the Board discussed the
proposal. Two other proposals were also received. The Garden Club will donate $500 for the
landscaping. Ms. Topper thanked Ms. DeBord for the work she has done on the grounds on her own
time and a plaque was placed in the flower garden with the inscription “Dixie's Garden”. Ms. Topper
said money will be needed in the budget for the spring/fall maintenance and other work as needed. A
motion was made by Trustee Garcia to approve the Collegiate Landscaping proposal for the sign
landscaping. Trustee Hedman seconded. Roll call: Rodriguez-yes, Walter-yes, Brendich-yes,
Crawford-yes, Forristall-yes, Garcia-yes, Hedman-yes. Carried 7-0. The work will begin in October.
Metronet Business Agreement
Mr. Walter asked to move this presentation forward on the agenda. Mr. Jeff Norris gave a proposal for
a 1-year term and 1-gig service. He said he kept the price as low as possible in an effort to help the
Library. It was noted the school district also uses Metronet. The cost is $250 per month for a 3-year
contract, but it does not qualify for e-rate. New phones, necessary wiring and maintenance could also
be provided by Metronet. Mr. Norris said if the Library signs a contract for phone and internet
service, he would extend 2 months free for each service and no installation costs. The Board also
discussed the possible fees which Comcast could charge for early cancellation of their current contract.
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Mr. Hedman made a motion to approve the Metronet agreement assuming the Library can terminate the
Comcast internet agreement without early termination fees and without paying the full contract. Mr.
Walter seconded. Roll call: Walter-yes, Brendich-yes, Crawford-yes, Forristall-yes, Garcia-yes,
Hedman-yes, Rodriguez-yes. Carried 7-0.
New Business: (out of sequence)
(President Crawford moved the Today's Business Solution presentation forward on the agenda.) Mr.
Mick Smith of TBS (Today's Business Solutions) said the Library is working to update technology,
bring more people back into the Library and attract young patrons. The technology on the second floor
is from 2011 and can no longer be updated. He said a new scan station is needed and described the
many capabilities of this machine such as translation for 25 languages and enhanced accessibility. It
can also be used as a fax and accepts debit cards, credit cards and library cards for payments. He said
many school districts in the area use their technology. He said the scanner can also perform older
photo enhancement and has many other features including mobile printing.
Mr. Smith has posters to display in the Library to promote the touchless capabilities especially during
the pandemic. The total cost for the equipment is $11,400 with $395 a year for e-print. Mr. Smith said
he would include the e-print in the price even though it was missing from the quote. There is also a
$8.95 yearly fee for a credit card payment device. An interest-free payment plan is offered to
libraries.
President Crawford made a motion to adopt the TBS scan station update for print, credit card, mobile
printing and utilize the payment plan with yearly payments of $3,584.10 for 5 years. Trustee Garcia
seconded the motion. Roll call: Forristall-yes, Garcia-yes, Hedman-yes, Rodriguez-yes, Walter-yes,
Brendich-yes, Crawford-yes. Carried 7-0. The equipment will take 4-6 weeks to install and includes
training. Charges for color copies were briefly discussed.
Minutes: August 10, 2020 Board Meeting and August 27, 2020 Policy Committee Meeting
For the Board meeting minutes, page 2, curbside service should read 450 per month, (not day).
President Crawford moved to approve both sets of minutes with the correction. Trustee Garcia
seconded the motion. Roll call: Garcia-yes, Hedman-yes, Rodriguez-yes, Walter-yes, Brendich-yes,
Crawford-yes, Forristall-yes. Carried 7-0.
Correspondence: None
Public Comment: None
Staff Comment:
Ms. Augustine thanked the Board for the equipment purchase just approved.
Report of the Treasurer:
Financial Statement
Treasurer Hedman presented the report. He pointed out the large invoice for Cambria which occurs 4
times a year and he asked for a copy of the invoice to review the costs. Ms. Topper said she is
applying for a grant to help with the costs that have been higher due to increased use of supplies during
the pandemic. Ms. Topper noted Cambria is a local business which they try to support. Mr. Hedman
also highlighted other invoices/services for the month. On the expense side, the Library is at 18.78%
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of the budget and 35% of the year into the budget. He thanked the Library staff for good stewardship
of the budget. Mr. Crawford questioned an invoice for jumper cables which is part of the “Library of
Things” that can be borrowed.
Payment of Bills
A motion was made by Mr. Walter and seconded by Mr. Crawford to pay the bills as follows:
$27,271.78 Accounts Payable
$36,819.23 Payroll
$64,091.01 TOTAL
Roll call: Brendich, yes, Crawford-yes, Forristall-yes, Garcia-yes, Hedman-yes, Rodriguez-yes,
Walter-yes. Carried 7-0.
Report of the Library Director:
Director Topper reported the following highlights:
1. She is working on 2 state grants: $500 for pandemic supplies, $4,500 for books on
cultural/racial diversity.
2. Ms. Topper is meeting with managers this week.
3. Regarding community involvement requested by Board, Ms. Topper met with Police Chief
Jensen and partnered with them to host Citizens Academy meetings. Ms. Augustine is part of
the class.
4. Spoke with Chief Jensen about PADS which will not be occurring this year due to the
pandemic. Will obtain info for a location in Joliet which can provide assistance.
5. Conversation with Chief Jensen regarding enforcement of Library mask requirement. He
discussed with City Attorney and will speak at October Board meeting.
6. Received check for $150 for purchase of books regarding racism.
7. $4,000 received from Friends group for purchase of books.
8. Four new and one former employee hired.
9. Marketing Plan and Staff Study included in packet, to be discussed later.
City Council Liaison:
Alderman Transier inquired if the Board had considered people from Court Services who have
community services hours to fulfill, to assist with maintenance work. Ms. Topper said the Library does
not have the staff to supervise.
Standing Committees:
President Crawford said the Policy Committee and Physical Facilities Committee met recently and he
asked the Chairpersons to summarize the meetings.
Policy Committee
Ms. Brendich discussed the Policy meeting which was held to review Covid protocols for staff. Two
forms were developed for staff to request pay in the event they are quarantined: Emergency Paid Sick
Leave Request (EPSLA) and a Support Statement for Covid absences. One revision will be made on
the request form. The emergency payments will end in December. A Protocol for Employees Who Test
Positive For Covid was also developed. President Crawford said the Protocol needs to be adopted
since it deals with money. President Crawford moved to adopt the Protocol for Employees, the
EPSLA form and Support Statement for Emergency Paid Sick Leave form. Ms. Garcia seconded.
Roll call: Crawford-yes, Forristall-yes, Garcia-yes, Hedman-yes, Rodriguez-yes, Walter-yes, Brendich-
yes. Carried 7-0.
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Physical Facilities Committee
Mr. Crawford said the R.J. O'Neil rep will give a presentation at the October Board meeting. He will
also bring proposals for 1 and 3 year contracts for consideration and the hourly rate will be held. The
rep will also bring a written procedure to assist staff with restarting equipment after power failures.
There will also be a discussion of the city hall generator as it relates to the Library.
Unfinished Business:
Marketing Plan (Draft Revised)
Ms. Topper added goal #4 for Community Involvement. The Board discussed a possible pop-up Food
Pantry giveaway in the parking lot. Kendall County has also asked the Library to participate in special
events. Homebound Library service for drop-off of books was reviewed Partnerships with local
assisted living or senior housing were also suggested. Ms. Brendich asked if there is a list of
organizations with whom the Library would want a relationship. Ms. Augustine will also coordinate a
virtual Medicare program in the future. Ms. Garcia said the Library must make itself relevant to the
community and could engage an intern who could also create marketing material or initiate Instagram.
Ms. Topper will discuss at the Manager meeting.
Return to Normal Hours
Mr. Hedman suggested a return to normal operation hours. The 1-hour time limit also needs to be
revisited since students use the Library for e-learning. There is concern for possible negative feedback
if a student is asked to leave if using the computer longer than one hour, so it was suggested the time
limit could be enforced only if the Library is over capacity. Ms. Rodriguez said this is a good
opportunity to change the brand of the Library along with the new scan station capabilities and
allowing students to be in a safe space. Ms. Garcia said kids are also in search of computer hotspots.
The suggested new hours are 10-7pm Monday through Thursday, 10-5pm Friday, 10-4 on Saturday
starting on October 5th and it will be publicized. The study rooms and meeting room cannot be used
for study areas during the Covid, due to poor ventilation and soft furniture being stored in the rooms.
An unpaid intern position will be pursued as well, with possible candidates from local colleges.
YPL Staff Study and COLA
Ms. Topper presented a chart of area libraries, their current hourly salaries and other info. She is
requesting a 3% COLA retroactive to July 1. She detailed justifications in a memo to the Board She
recommended the Board look at staffing for the next FY and consider a new position July 1, 2021.
Mr. Hedman confirmed that the budget could support the request. Those who received minimum wage
increases due to the state law effective July 1 will not receive this 3%.
Mr. Hedman moved to increase the salaries 3% for staff, retroactive to July 1, with the exception of
those who received the minimum wage increase. Ms. Garcia seconded. Roll call: Hedman-yes,
Rodriguez-yes, Walter-yes, Brendich-yes, Crawford-yes, Forristall-yes, Garcia-yes. Carried 7-0.
Executive Session: None
Adjournment:
There was no further business and the meeting adjourned at 9:42pm.
Minutes respectfully submitted by
Marlys Young, Minute Taker