Library Board Minutes 2021 03-08-21Page 1 of 4
APPROVED 4/12/21
Yorkville Public Library
Board of Trustees
Monday, March 8, 2021 7:00pm
902 Game Farm Road – Michelle Pfister Meeting Room
The meeting was called to order at 7:00pm by President Darren Crawford, roll was called and a quorum
was established.
Roll Call:
Wamecca Rodriguez-yes, Jason Hedman-yes, Theron Garcia-yes, Ryan Forristall-yes, Darren
Crawford-yes, Susan Chacon-yes, Julie Brendich-yes, Russ Walter-yes.
Others Present:
Shelley Augustine and Dixie DeBord-Interim Co-Directors, Judy Somerlot-Friends of the Library,
Daniel Transier-City Council Liaison, Mayor John Purcell, Bart Olson-City Administrator, Tim Evans-
Director Parks & Recreation, Thomas Carnevale-Umbrella Technologies
Recognition of Visitors: President Crawford recognized staff and guests.
Amendments to the Agenda:
President Crawford asked to move the City/Library Partnership discussion to immediately following
the presentation by Umbrella Technologies.
Umbrella Technologies Proposals – Thomas Carnevale
Tom Carnevale said he has been installing security systems over 20 years and his company is located in
Aurora. He has extensive experience working with libraries, federal buildings, and installing video
surveillance, etc. He said the goal is to update the system at the library. Mr. Carnevale said there
would be no recurring annual fees for the software and that the system is scalable allowing cameras to
be added. He described the equipment that would be needed and said video can be viewed from
smartphones, web browser or laptop.
Mr. Hedman questioned the bankruptcy of the company that makes some of the equipment which he
felt was outdated. Mr. Carnevale said the equipment is in stock at his company and they cover the
warranty. Trustee Hedman requested the cost of a more up-to-date system. Mr. Carnevale said it
would be about $35,000 for a system including 32 cameras, infrastructure, installation, cable, etc.
which could be done in a phased approach.
Door Entry System:
Mr. Carnevale said the key card system is scalable, works with any card reader, enables cloud
management, allows existing FOB's to be used and is generally manageable from mobile apps. It also
has touchless capabilities and staff can eliminate or add employee access easily. If the internet goes
down, there is still full functionality.
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City/Library Partnership Discussion
Overview: At a previous Board meeting, there was discussion of an opportunity to partner with the
Parks and Rec Department. President Crawford and Trustee Brendich recently met with Mayor Purcell,
Bart Olson and Tim Evans for a discovery process to determine space needs for the Parks & Rec pre-
school and the library need for a Facilities Manager. They discussed holding pre-school programming
in the library and the library sharing a facilities person with the city. Mayor Purcell said it made sense
to hold a preschool at the library, which in turn exposes kids to the library. The preschool is currently
held at the old Post Office on the river. He also talked about the recent purchase of the new city hall.
Discussion: Ms. Brendich said it will first be decided if the partnership will work, space needs will be
determined on the first or second floor and the committee will look at accommodations for book
storage prior to the used book sale. Mr. Evans suggested the possibility of bi-fold doors in the meeting
room to separate space for a pre-school and discussion was held regarding the use of the Board room
and Director's office for either library use or pre-school use. Using the upstairs would allow for
additional safety for the pre-school and would maintain the current space downstairs. Ms. Somerlot
noted that the Board desires extensive programming and she was concerned that altering the meeting
room would minimize program opportunities. She also expressed concern for used book storage and a
room for the book sale. The book sale raises thousands of dollars for funding programs.
Board members and city staff agreed the first step is to determine interest, then input is needed from the
Parks and Rec staff and library staff. Ms. Brendich asked the Co-Directors for their input and Ms.
Chacon said a Friends of the Library representative should be invited to meetings. A decision about
moving forward with pre-school at the library needs to be made by June 1. It was noted that several
programs are held in the summer and any construction would interrupt programming. President
Crawford said that part of the discussion is the Facilities Manager for which the Library would pay half
the costs. Some Board members were concerned about relinquishing space in addition to absorbing
the cost of this additional employee.
Summary: Another meeting will be held with participants from Parks, Library staff, Trustees and
Friends prior to the next Board meeting so that options can be presented to the Board. Mr. Evans
volunteered to write a proposal before the next Board meeting and he also suggested a possible
partnership with Beecher and the High School. Ms. Somerlot said a designated time period should be
included in the proposal in the event the arrangement is not compatible. Mr. Olson added that an Inter-
Governmental Agreement could be drafted as well.
Minutes: February 8, 2021
President Crawford moved and Ms. Garcia seconded to approve the minutes as presented. Roll call:
Hedman-yes, Garcia-yes, Forristall-yes, Crawford-yes, Chacon-yes, Brendich-yes, Walter-yes,
Rodriguez-yes. Carried 8-0.
Correspondence: None
Public Comment: None
Staff Comment: None
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Report of the Treasurer:
Financial Statement
Treasurer Hedman said the budget is at 85% of the FY. He also highlighted some of the invoices and
said the budget is on track.
Payment of Bills
President Crawford made a motion to pay the bills as follows and Trustee Garcia seconded:
$15,965.04 Accounts Payable
$34,166.70 Payroll
$50,131.74 TOTAL
Roll call: Garcia-yes, Forristall-yes, Crawford-yes, Chacon-yes, Brendich-yes, Walter-yes, Rodriguez-
yes, Hedman-yes. Carried 8-0.
Report of the Library Director:
Interim Co-Directors Ms. Augustine and Ms. DeBord presented the report and noted some mechanical
issues in the building. They also reported the welcome letters received a positive response. As a result
of the reading program, a total of $300 was donated to the Food Pantry which included a $100 donation
from the Friends group and an anonymous donor doubled the initial amount collected. More library
cards were issued for the month than for any other library with PrairieCat. A Read and Return display
was prepared by Ms. Iwanski-Goist. In preparation for the switch to LED bulbs, a light bulb count
will be presented at the April meeting. Most of the library staff has received the Covid vaccines with
assistance from Police Chief Jensen. The staff continues to work with Weblinx on the website update,
the per capita grant has been completed and the library has completed a re-certification through RAILS.
City Council Liaison: No report.
Standing Committees: None
Unfinished Business:
Keyless Entry
Ms. DeBord said she received one return call who gave a favorable reference for the system installed
by Umbrella Technologies. A motion was made by Mr. Hedman to approve the keyless entry system
proposed by Umbrella Technologies, pending approval of the product reference check, the proposal
being in the amount of $5,900. Ms. Garcia seconded.
Roll call: Forristall-yes, Crawford-yes, Chacon-yes, Brendich-yes, Walter-yes, Rodriguez-yes,
Hedman-yes, Garcia-yes. Carried 8-0.
A motion was made by Mr. Walter to approve the access controlled cloud hosting service for $480 per
quarter since it is not included in the proposal. Ms. Garcia seconded. Roll call: Crawford-yes,
Chacon-yes, Brendich-yes, Walter-yes, Rodriguez-yes, Hedman-yes, Garcia-yes, Forristall-yes.
Carried 8-0.
The Sound Inc. contract will need to be canceled since it expires at the end of April and 45 days notice
are required. Ms. Garcia moved and Mr. Walter seconded the motion to cancel the Sound Inc. contract
for video, keyless entry and burglar alarm. Roll call: Crawford-yes, Chacon-yes, Brendich-yes,
Walter-yes, Rodriguez-yes, Hedman-yes, Garcia- yes, Forristall-yes.
Page 4 of 4
Ms. Rodriguez said there should be a camera at the meeting room door and it should be installed when
the rest of the work is done. Mr. Hedman expressed reservations with the outdated equipment
Umbrella Technologies was proposing. He said more options should be explored. The Board will also
ask for a quote for a new NVR and the cost per camera. A camera that pans the room was also
suggested.
HVAC System Control
Mr. Walter suggested the Board approve this item. There is $20,000 available now or it could be
delayed until next budget year. However, Mr. Hedman said the cost was too close to the budget and he
recommended delaying it until next budget year in favor of purchasing cameras and access equipment.
The matter was tabled. Mr. Hedman noted that a budget meeting is needed and it was scheduled for
March 15 at 7pm.
New Business:
LibraryAware Marketing Resource
Ms. Augustine requested Board approval to purchase a yearly subscription software system which is a
marketing resource for staff use. It would allow for composing custom newsletters, patrons can sign up
for personalized newsletters, assists with materials for special programs and many other features. The
Friends group has volunteered to pay for half ($600) of this purchase. Ms. Garcia made a motion to
purchase the LibraryAware program at $1,267 per year and Ms. Chacon seconded. Roll call: Chacon-
yes, Brendich-yes, Walter-yes, Rodriguez-yes, Hedman-yes, Garcia-yes, Forristall-yes, Crawford-yes.
Carried 8-0.
Executive Session: None
Additional Business: None
Adjournment:
There was no further business and the meeting adjourned at 9:11pm.
Minutes respectfully submitted by
Marlys Young, Minute Taker