Library Board Minutes 2021 02-08-21Page 1 of 3
APPROVED 3/8/21
Yorkville Public Library
Board of Trustees
Monday, February 8, 2021 7:00pm
902 Game Farm Road – Michelle Pfister Meeting Room
The 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:
Julie Brendich-yes, Susan Chacon-yes, Darren Crawford-yes, Ryan Forristall-(arr. 7:02pm), Theron
Garcia-yes, Jason Hedman-yes, Wamecca Rodriguez-(arr. 7:02pm), Russ Walter-yes
Others Present:
Co-Interim Directors Shelley Augustine and Dixie DeBord, City Council Liaison Dan Transier
Recognition of Visitors: President Crawford recognized the Library staff and Liaison.
Amendments to the Agenda: None
Minutes: January 11, 2021 and February 1, 2021
Two corrections were noted on the January 11th minutes. Page 4 should reflect Weblinx as the
approved website host and under the Wage Increase discussion, $20 per hour should say $15 per hour.
Ms. Garcia then moved and Mr. Crawford seconded the motion to approve both sets with the changes.
Roll call: Chacon-yes, Crawford-yes, Forristall-yes, Garcia-yes, Hedman-yes, Rodriguez-yes, Walter-
yes, Brendich-yes. Carried 8-0.
Correspondence: None
Public Comment: None
Staff Comment: None
Report of the Treasurer:
Financial Statement
Treasurer Hedman highlighted the purchases and expenses for the month and said the revenue is good
for the month.
Payment of Bills
President Crawford made a motion to pay the bills as follows and it was seconded by Ms. Garcia.
$38,885.28 Accounts Payable
$31,528.00 Payroll
$70,413.28 Total
Roll call: Crawford-yes, Forristall-yes, Garcia-yes, Hedman-yes, Rodriguez-yes, Walter-yes, Brendich-
yes, Chacon-yes. Carried 8-0.
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Report of the Library Director:
Co-Interim Directors Shelley Augustine and Dixie DeBord presented the Director's report (see report
included in agenda packet). Trustee Garcia asked to go on record saying Ms. Augustine and Ms. Weiss
did a great job on the webinars on Martin Luther King's Day.
City Council Liaison:
Liaison Dan Transier mentioned an email he had sent to President Crawford regarding the Facilities
Manager who splits his time between Oswego and Yorkville. He also contacted City Administrator
Bart Olson about the library and city possibly being on a shared facilities control system.
Standing Committees: None
Unfinished Business:
HVAC System Control – Update
Mr. Walter summarized the proposed HVAC maintenance agreement and costs from SYSERCO. He
said the computer that controls the system has crashed in the past and replacing the system might be a
higher priority than earlier thought. He said the total cost to replace the system is $20,550 or $2,500
less if the library supplies the computer. Trustee Hedman suggested additional bids be obtained and to
also wait for a response from the city regarding a shared system. Mr. Forristall also discussed the
mechanical aspects of the system. The Board agreed the maintenance agreement was too costly.
Liaison Dan Transier said the city is considering 3 options on the configuration of the newly purchased
city hall and will probably know about a possible shared system in the next 30-60 days. Ms. DeBord
added that the software on the present computer is the only way to control the heating. This matter
was then tabled until March.
Keyless Entry Revised Quote – ADS
Ms. DeBord received quotes for a keyless entry system, Analog camera system and digital camera
system from 3 separate vendors. She compiled the quotes into a chart for comparison. Her opinion
was that the camera system was the highest priority of the 3 systems. The present cameras are
triggered only when there is motion. She reviewed the quotes with the Board and said Umbrella
Technologies provided the best bid. Ms. DeBord said she has reserved $13,000 of development fees to
help cover these expenses, but those funds will move to the General Fund after April. The Board
decided they would like Umbrella Technologies to give a presentation at the next Library meeting.
New Business:
Partnership with the City - Discussion
President Crawford said he spoke with the Mayor regarding a partnership for the Facilities Manager. In
turn, the Mayor said a space is needed for a Parks & Recreation pre-school that currently operates out
of the old Post Office facility and he asked about using the library meeting room. Ms. Rodriguez said
there are many rules about spaces for kids. It was noted that daytime programs are already held in the
meeting room, but perhaps other parts of the library could be used. Mr. Forristall said it could be a
good opportunity to have the kids attend the library programs. The Board agreed that many details and
space needs are required prior to any decisions. President Crawford asked Ms. Brendich to help lead
discussions with library staff, Friends, the Mayor and Parks Department. The Parks Department needs
a decision by August 1. Ms. DeBord also suggested a possible shared custodial staff as part of the
shared partnerships.
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Review of Board of Trustees' Part of the Per Capita Grant
As part of the Per Capita Grant application, it was clarified that the Trustees do participate in some type
of continuing education activity. Ms. DeBord asked the Board some additional questions pertaining to
the grant so that it can be finished.
Set Finance Committee Meeting Time
Mr. Hedman said he will meet with Finance Director Rob Fredrickson prior to a Finance Committee
meeting, to discuss minimum wage increase and those near the threshhold, allocation of money for
part-time positions and additional allocations for mechanical/upgrade needs.
Related to the upcoming budget, the Board discussed possible part-time positions and the minimum
wage increase/impact on the present employees. They talked about how best to handle the pay
increases based on positions, longevity etc., the lack of pay grades and salaries. It was decided to
examine market data for various library positions from comparable library sizes. Input from a new
Director is also desired and Mr. Hedman suggested for now, to give the minimum wage and 3% for all
other employees. Ms. Garcia added that more information is needed prior to a decision on the wage
matters. After gathering the necessary information, Mr. Hedman will contact committee members to
schedule a meeting.
Executive Session:
At approximately 9:00pm, President Crawford made a motion to enter into Executive Session: For the
discussion of minutes of meetings, lawfully closed under the Open Meetings Act, whether for
purposes of approval by the body of the minutes or semi-annual review of the minutes as
mandated by Section 2.06. Mr. Hedman seconded the motion. Roll call: Forristall-yes, Garcia-yes,
Hedman-yes, Rodriguez-yes, Walter-yes, Brendich-yes, Chacon-yes, Crawford-yes. Carried 8-0. The
Session concluded at approximately 9:07pm.
Mr. Crawford moved to keep Packet #1 sealed and release the minutes for July 13, 2020 and December
14, 2020 from Packet #2. Ms. Garcia seconded the motion. Roll call: Forristall-yes, Garcia-yes,
Hedman-yes, Rodriguez-yes, Walter-yes, Brendich-yes, Chacon-yes, Crawford-yes. Carried 8-0.
Adjournment:
There was no further business and the meeting adjourned at 9:08pm.
Minutes respectfully submitted by
Marlys Young, Minute Taker