Library Board Minutes 2021 04-12-21Page 1 of 4
APPROVED 5/10/21
Yorkville Public Library
Board of Trustees
Monday, April 12, 2020 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:
Jason Hedman-yes, Wamecca Rodriguez-yes, Russ Walter-yes, Julie Brendich-yes, Susan Chacon-yes,
Darren Crawford-yes, Ryan Forristall-yes, Theron Garcia-yes
Others Present:
Interim Co-Directors: Dixie DeBord-Technical Services Director and Shelley Augustine-Director Adult
Services; City Council Liaison Dan Transier, Mayor John Purcell, City Administrator Bart Olson,
Director of Parks and Recreation Tim Evans, Superintendent of Recreation Shay Remus, Judy Somerlot
and Susan Smithmeyer both from Friends of the Library, Jeff Norris of TCG Solutions
Recognition of Visitors: President Crawford recognized the library staff and guests.
Amendments to the Agenda:
Mr. Walter moved TCG Solutions following staff comments and added a “14a” for the Director
position after Executive Session. Mr. Hedman asked to move the Library/City Partnership item after
the review of the minutes.
Minutes: March 8, 2021 Board of Trustees; March 15, 2021 Personnel Committee; March 15,
2021 Finance Committee; March 29, 2021 Personnel Committee; March 31, 2021 Personnel
Committee; April 5, 2021 Personnel Committee
Ms. Garcia moved and Ms. Rodriguez seconded the motion to approve all the above sets of minutes.
Roll call: Rodriguez-yes, Walter-yes, Brendich-yes, Chacon-yes, Crawford-yes, Forristall-yes, Garcia-
yes, Hedman-yes. Carried 8-0.
Unfinished Business: (out of sequence)
Library/City Partnership
Mr. Olson presented a summary of the input from Parks and Recreation staff, Library Board members
and other city officials regarding the proposal to move the Parks and Recreation pre-school into the
library. A memo was included from Mr. Olson and Mayor Purcell which outlined obligations and
benefits for both the Library and Parks & Recreation and to help facilitate a draft of an Inter-
Governmental Agreement for the use of the library space. The memo included the following
highlights: remodeling costs for the space, library safety inspections, facilities maintenance and
cleaning for library, placement of Parks employee in lobby to register persons for classes, insurance,
terms and length of agreement, outdoor playground, entry/exit plans, parking, traffic, after-hours
access to library, covid precautions, displaced library programs and other topics.
Mr. Olson also addressed unresolved issues, cross-use of the space and more in-depth discussion on
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many of the topics. Library Board members and Friends of the Library asked specific questions. Mr.
Olson said the library was the preferred space when asked if the library is the only option. Mayor
Purcell weighed in and said his wish is to sell some of the excess city buildings and and that the library
is is need of some maintenance assistance which the city could provide. He believes that having the
pre-school at the library will bring kids to the library as patrons. Concerns were raised about library
staff being asked to answer questions regarding Parks and Rec programs and also that the proposal
contains very little of library needs vs. Parks and Rec needs. President Crawford said the first step is
to discover if a pre-school can actually be located in the library. Ms. Augustine said the library staff
had looked at Mr. Evans' notes and made comments. It was noted the Circulation Manager was not
comfortable with Parks and Rec staff answering library questions and Ms. DeBord said there is a policy
book on agreements with other libraries and she cited privacy issues.
The group discussed 4 rooms upstairs for possible use as the pre-school and the city was asked if they
would be open to building alternative Director office space. The Michelle Pfister Meeting Room was
discussed and it was noted that converting it from a pre-school to a meeting/event room would be
cumbersome and that upstairs would be better. Library liability was mentioned in conjunction with
state inspections needed. Ms. Rodriguez said she would prefer to not have a play area since the
library requires quiet space. Ms. Remus provided info on the number of kids attending and work flow,
traffic flow and program times were also noted. It was asked if the 5-year term is negotiable if the
situation is not working for one or both parties. Mr. Olson said quarterly meetings would be helpful to
determine if the arrangement is working.
Comments were also made about possible noise upstairs and that children may be exposed to many
different types of people who may use offensive language. Mayor Purcell said he prefers downstairs
to minimize noise and contact with unruly patrons. Another comment made was that the pre-school
will make it conducive for a small group of people, without considering that the library is for all ages.
A concern was raised that if the partnership does not work out, there is no place for the pre-school to
go. It was asked how patrons will react to this addition and a library staff member said a couple patrons
have already indicated they will not come to the library if there is extra noise. A decision must be
made in the June meeting whether or not to move forward with this idea.
Correspondence: None
Public Comment: None
Staff Comment: None
New Business: (out of sequence)
Phone System Proposal – TCG Solutions
Jeff Norris of TCG Solutions was present at the Board meeting to explain the system he is proposing.
Mr. Walter briefly explained what is included and said it would be a 3-year commitment on a lease
basis. Mr. Norris said the cost would be dependent on the number of phones. The current costs with
Sound Inc. and Comcast were also reviewed. Mr. Norris said if there were problems with the system,
he would come to the library within 24 hours. The proposed system offers more features than the
present system which has 14-year old phones. Mr. Norris said he has installed phone systems in
medical offices and other locations and will provide references to Mr. Walter along with a written SLA.
Report of the Treasurer:
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Financial Statement
Treasurer Hedman highlighted some of the expenses and noted the development fees crossed the 200%
mark of the budget. There is one more month for the budget year and he expects an $80,000 gain for
the year rather than the loss that was expected. He said the costs of the janitorial supplies are still
trending up which he will monitor in the coming year.
Payment of Bills
Mr. Crawford moved and Ms. Garcia seconded to pay the bills as follows:
$28,842.12 Accounts Payable
$33,443.53 Payroll
$62,285.65 TOTAL
Roll call: Walter-yes, Brendich-yes, Chacon-yes, Crawford-yes, Forristall-yes, Garcia-yes, Hedman-
yes, Rodriguez-yes. Carried 8-0.
Report of the Interim Co-Library Directors:
Ms. DeBord reported on building repairs made and said the Facilities Manager is working with staff on
aligning annual inspections with other city buildings. Other items she mentioned included gutter
damage and snow bars are falling off. Ms. Iwanski-Goist has made some connections with senior
living centers and gave some of them a tour of the library. Ms. Weiss and Ms. Iwanski-Goist have
placed a free bookshelf at an area laundromat.
Ms. Augustine also reported..... Training has begun on the Library Aware marketing tool, National
Library Week was observed last week and a staff member collected library cards from every state and
they were displayed on Facebook. Ms. Augustine placed a Letter to the Editor in the Record. Many
programs have been held and one was placed on YouTube. Four new monitors were purchased which
replaced original monitors. Money savings (borrowing from library vs. purchasing the book) are now
listed on receipts when books are checked out. She has several meetings and conferences scheduled
including a Chamber of Commerce luncheon and an ILA mini-marketing conference. She also checked
with Weblinx on the new website progress and a demo site should be available in 7-8 weeks.
Standing Committees:
The Personnel and Finance Committees have both met in the last month.
Unfinished Business:
Keyless Entry-Umbrella Technologies
Ms. DeBord explained the difficulties encountered with the keyless entry installation. It was
discovered that the readers are proprietary and the FOB's are not able to be programmed separately.
New readers need to be installed on the doors. A motion was made by Ms. Chacon and seconded by
Ms. Brendich to approve an additional $3,200 to purchase new readers. Roll call: Forristall-yes,
Garcia-yes, Hedman-yes, Rodriguez-yes, Walter-yes, Brendich-yes, Chacon-yes, Crawford-yes.
Carried 8-0.
New Business:
Internet Provider Contract – Metronet
Mr. Walter said the e-rate consultant obtained quotes for Internet service and Metronet offered last
year's price of $250/month which is now e-rateable resulting in a payment of only $125/month. The
present Comcast internet contract expires July 1 and Comcast should be notified by May 1 to cancel.
Mr. Walter said he would like to see the wireless service upgraded to extend into the parking lot and
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near the library building to allow use by students outside. If approved, the Metronet contract would be
effective July 1. Mr. Walter made a motion to approve the Metronet proposal at the rate of
$249.95/month which is e-rateable for a 50% discount. 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.
Camera Proposal–Griffon Systems
Griffon Systems is offering a similar system to Umbrella Technologies and would replace cameras and
other equipment. Their quote was over $19,000. A quote may also be coming from TCG Solutions.
FY 22 Budget Approval
The Finance Committee recently met to review the budget, following revisions made by the Finance
Director. Mr. Hedman said it includes the BAS (Building Automation System), 3% minimum wage
increase mandated by the State, a wage assessment that was done, part-time position added at 20 hours
per week, group insurance rate decrease and new salary range for the Director. A $45,300 loss for FY
22 is projected, however, Mr. Hedman noted losses were projected for past years and the library ended
the year with a positive figure. He noted the debt service would be finished in 2026. He thanked staff
for careful spending and Mr. Walter thanked the Friends of the Library for their continued support.
Mr. Hedman moved to recommend approval of the budget as presented and Mr. Crawford seconded.
Roll call: Garcia-yes, Hedman-yes, Rodriguez-yes, Walter-yes, Brendich-yes, Chacon-yes, Crawford-
yes, Forristall-yes. Carried 8-0.
Resolution to Adopt Non-Resident Card Payment by Tax Bill Method for FY22
Ms. Augustine said this Resolution must be approved each year for non-resident cards. In the past, the
net value of property taxes multiplied by a library tax rate, determines the cost to the patron. Mr.
Walter moved and Ms. Garcia seconded the motion to approve the Resolution 01-21 and non-resident
library card authorization. Roll call: Brendich-yes, Chacon-yes, Crawford-yes, Forristall-yes, Garcia-
yes, Hedman-yes, Rodriguez-yes, Walter-yes. Carried 8-0.
Reminder: File Statement of Economic Interest with the Kendall County Clerk's Office
Information was sent from City Clerk Lisa Pickering along with other reminders and the document
must be signed by Board members.
Executive Session:
At 8:49pm President Crawford made a motion to move into Executive Session and he read the reason
as follows: 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. Vice-President Garcia seconded the motion. Roll call: Chacon-yes,
Crawford-yes, Forristall-yes, Garcia-yes, Hedman-yes, Rodriguez-yes, Walter-yes, Brendich-yes.
Carried 8-0.
The Session concluded at 9:05pm on a motion by Ms. Garcia and second by Mr. Walter. Only Board
members were present when the regular meeting resumed. Mr. Crawford stated that the Executive
Session discussion was regarding the new Library Director. He made a motion that Shelley Augustine
be appointed as the new Library Director with an effective start date of May 1 and a salary of $70,000
per year. Ms. Garcia seconded. Roll call: Crawford-yes, Forristall-yes, Garcia-yes, Hedman-yes,
Rodriguez-yes, Walter-yes, Brendich-yes, Chacon-yes. Carried 8-0.
Additional Business: None
Adjournment:
There was no further business and the meeting adjourned at 9:08pm.
Minutes respectfully submitted by Marlys Young, Minute Taker