Library Board Minutes 2021 07-12-21Page 1 of 5
APPROVED 8/9/21
Yorkville Public Library
Board of Trustees
Monday, July 12, 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:
Tara Schumacher-yes, Sue Shimp-yes, Russ Walter-yes, Susan Chacon-yes, Darren Crawford-yes, Ryan
Forristall-yes, Theron Garcia-yes, Rosie Millen-yes, Bret Reifsteck-(arr. 7:04pm)
Staff Present:
Library Director Shelley Augustine, Director of Technical Services Dixie DeBord, Director of Adult
Services Genevieve Hix
Others Present:
City Council Library Liaison Jackie Milschewski, Friend of the Library Judy Somerlot, Friend of the
Library Tiffany Forristall, Daniel Chacon, Cesar Chacon, Alisa Hansen from Verde Energy Efficiency
Experts
Recognition of Visitors:
President Crawford recognized staff and guests.
Amendments to the Agenda:
Mr. Walter asked to have Presentations moved up under Amendments to the Agenda on future agendas.
Minutes: June 14 Board of Trustees, June 21 Physical Facilities Committee, June 30 Policy
Committee
Ms. Garcia moved and Mr. Crawford seconded to approve all sets of minutes as presented. Roll call:
Shimp-yes, Walter-yes, Chacon-yes, Crawford-yes, Forristall-yes, Garcia-yes, Millen-yes, Reifsteck-
yes, Schumacher-yes. Carried 9-0.
Correspondence:
Ms. Augustine received a letter of thanks for the purchase of some books promoting diversity and
inclusivity.
Public Comment:
Ms. Somerlot reported the following:
1. Friends meeting held this morning with 15 in attendance, welcomed new Adult Services
Director Genevieve Hix.
2. Approved $800 expenditure for the pop-up library.
3. There were about 26 people representing the library, who walked in the July 4th parade.
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4. Grassroots team gave update at Friends meeting, have $300 in donations for sign purchase.
5. Used book sale has outgrown the meeting room and will be expanded to other locations in the
library.
6. Teen program / intern librarians will be reading to children.
7. Friends of the Library member Betty Popovich passed away. She had volunteered at many
library events. Contributions in her name will be directed to the library and a brick with her
name will be purchased for the courtyard.
Tiffany Forristall is coordinating a YPL Community Fest and reported the following:
1. She met with library staff members regarding this event and a partnership will be formed with
the schools, city and Parks & Rec.
2. This event will be held in place of the ice cream social and will be from 11-3pm in September
which is Library Card Month and Food for Fines Month. With the donation of food, late
charges will be subtracted from what patrons owe.
3. Food trucks will be invited to participate with the hope of them donating 10% of their sales to
the library.
4. A raffle will be held and a map will be provided for the various stations/activities.
5. Request for Board of Trustees to volunteer.
Staff Comment: None
Report of the Treasurer:
Financial Statement
Treasurer Chacon said a new voltage board was purchased for $3,972.35. She will also research
possible missing Nicor bills. Half of the property taxes have been received and the remainder will
come in September. She noted the development fees are up by 17%. Mr. Walter commented that the
e-rate consultant believes the library has not received all the rebates owed from Comcast, so the
consultant will research this.
Payment of Bills
President Crawford moved and Ms. Garcia seconded the motion to pay the following expenses:
$24,263.02 Accounts Payable
$34,073.80 Payroll
$58,336.82 Total
Roll call: Walter-yes, Chacon-yes, Crawford-yes, Forristall-yes, Garcia-yes, Millen-yes, Reifsteck-yes,
Schumacher-yes, Shimp-yes. Carried 9-0.
Report of the Library Director:
Programming
Director Augustine reported the following: foot traffic increased 31% in May, program attendance was
up 297% and 134 new library cards were issued in May. She shared information of the various
upcoming programs and also noted that a graduation ceremony for “Girls Who Code” was held after
the 13-week program taught by the daughter of former Board member Wamecca Rodriguez.
Outreach
Ms. Augustine thanked Mr. Crawford's daughter for organizing the July 4th parade entry. The meeting
room has been booked by an Illinois representative for a town hall meeting and a blood drive is
scheduled in conjunction with the Chamber.
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Reports
The annual IPLA report was submitted in June and the per capita grant was received for about $25,000.
The circulation department has purged 796 expired cards since the library pays for the PrairieCat
membership based on the number of cardholders.
Library Operations
Ms. Augustine detailed the various chiller services recently performed, a list of building maintenance
issues was given to Trustee Forristall for the Facilities Committee meeting, and building phones and
internet were switched to Metronet July 1. The city flushed the water lines so the water fountains could
be restored following Covid guidelines. Library staff is looking at possibly expanding library hours.
Staff and Training
Director Augustine welcomed the new Adult Services Director Genevieve Hix who brings many skills
to the library. Ms. Augustine continues to attend Director University classes. A pop-up library was
suggested by Ms. DeBord and the Friends will finance the idea upon Board approval. A tent and other
equipment would be purchased to be able to attend events where staff will sign-up residents for library
cards and other services. They hope to do this once a week and will schedule according to upcoming
events beginning with Hometown Days. Parks and Rec has agreed to let the library use their hotspots
for a trial run. Ms. Shimp suggested giving away some of the books left from the book sale during
these events.
City Council Liaison:
City Council is currently discussing a plan for locating solar panels at various locations including
possibly the library roof. Board members said they had some concerns about the weight of the panels
and asked Ms. Milschewski to keep this in mind in further City Council discussions.
Standing Committees:
Community Relations
Chairman Walter said there was a positive response to the recent meeting held to discuss a district
library formation. Approximately 25 attended and there was a Q. and A. session.
Physical Facilities
Chairman Forristall said a list of needs/repairs was compiled by staff with the parking lot restriping and
security cameras among the top priorities along with carpet cleaning and window washing. Mr.
Crawford suggested coordinating with the schools since they are also updating their camera system.
Expert help will be enlisted for proper camera placement.
Policy
Chairman Garcia said 2 meetings were held to revise a tutoring policy and it will be voted on at this
meeting.
Unfinished Business: None
New Business:
Leaf Filter Gutter Covers Proposal
Positive references were received for the gutter covers proposed for purchase. Mr. Walter made a
motion to approve the purchase of the covers at a cost of $23,829. Mr. Forristall suggested deferring
the purchase to focus on the list from staff of needed repairs. After a short discussion, Mr. Walter
withdrew his motion and this item will be revisited at a later time.
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Syserco HVAC Control System
The new computer has been received which Mr. Walter will set up. He will also meet with a company
regarding the lighting system.
New Business:
Verde Energy Lighting Proposal
Verde Energy Efficiency Experts representative Alisa Hansen said she is a ComEd contractor who
conducts energy efficiency assessments for money-saving opportunities for public buildings such as
libraries, fire stations, etc. She recently did a survey of all library lighting and compiled a proposal for
the library to become more energy efficient by switching from fluorescent lighting to LED lights. She
gave an extensive presentation of the program and how it works, products, etc. She discussed the
inside and outdoor lighting and the $35,000 investment it would require, saying the payback time is
3.5 years. She said the new lighting would last about 15-20 years. Ms. Schumacher asked about the
benefits for the library since the library currently does not pay for electricity. Ms. Hansen said benefits
and factors are sustainability, $60,000 yearly electricity costs if the library becomes a district and
maintenance and replacement of bulbs. She added that the library lights are coming to the end of their
life span.
Ms. Millen said there is a local company that does this type of program and suggested that additional
bids should be obtained due to the amount of money. She said her company did this type of conversion
and the benefit came from the bulbs purchased. Mr. Reifsteck said a conversation with the city would
also be needed since they pay for electricity [through a franchise agreement]. Ms. DeBord said a
monthly ComEd statement is received by the library which shows how much the costs would be if the
library was paying for the electricity. Mr. Forristall asked if the new city hall might require more of the
pool of money from the franchise, possibly resulting in the library paying for electricity. Follow-up
with the city will be needed regarding the franchise and the Board will discuss further next month.
Board Officer Elections
A slate of officers was determined at last month's meeting with the following nominations: Susan
Chacon for Treasurer, Russ Walter for secretary, Theron Garcia for Vice President and Darren Crawford
for President. Others were invited to submit names, but there were no additional nominations. Mr.
Walter moved to approve the nominations as presented [he stated the names] and Ms. Garcia seconded
the motion. Roll call: Garcia-yes, Millen-yes, Reifsteck-yes, Schumacher-yes, Shimp-yes, Walter-yes,
Chacon-yes, Crawford-yes, Forristall-yes. Carried 9-0.
Schedule Staff In-Service Day in September - Close Library for the Day
Ms. Augustine requested to close the library for one day on Friday, September 24th for professional
development. Among the activities will be a review of safety procedures and technology instruction.
Trustee Garcia moved to approve the in-service day with a second by Mr. Walter. Roll call: Millen-
yes, Reifsteck-yes, Schumacher-yes, Shimp-yes, Walter-yes, Chacon-yes, Crawford-yes, Forristall-yes,
Garcia-yes. Carried 9-0.
Approve Tutor Policy
The Policy Committee revised the policy for approval at this Board meeting. One component states
that no money is allowed to exchange hands in the library. Ms. Milschewski noted that in the past,
teachers could not use the library for tutoring and be paid for their services. The Board felt this policy
will greatly assist the community. There was also a brief discussion regarding people who may want to
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conduct business at the library. Ms. Shimp stated that it's important to put this policy/changes in
writing and make teachers aware. Mr. Crawford made a motion to adopt the policy as presented and
Ms. Garcia seconded. Roll call: Reifsteck-yes, Schumacher-yes, Shimp-yes, Walter-yes, Chacon-yes,
Crawford-yes, Forristall-yes, Garcia-yes, Millen-yes. Carried 9-0. Director Augustine will provide a
revised copy to all Trustees at the next Board meeting.
Mr. Walter noted that a policy is also needed for remote work at the library.
Executive Session: None
Adjournment:
There was no further business and the meeting adjourned at 8:40pm.
Minutes respectfully submitted by
Marlys Young, Minute Taker