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Library Board Packet 2022 02-14-22 - FacilitiesAgenda Yorkville Public Library Facilities Committee Meeting Monday, February 14, 2022, 6:00 pm 902 Game Farm Rd. Michelle Pfister Meeting Room 1. Roll Call 2. Recognition of Visitors 3. Public Comment 4. New Business –3-5 Year Maintenance and Replacement Plan Current Building Repair and Maintenance Needs Discussion of Capital Improvement Plan 5. Executive Session (if needed) 6. Adjournment 1 Chapter 3 (Personnel) A good public library has a qualified staff that is paid competitive salaries. The staff is well trained through an ongoing program of staff development that includes both in-service training and participation in relevant classes, workshops, and meetings outside the library. Staff has a thorough understanding of all library policies and is able to interpret those policies to library patrons. The public has access to the services of a qualified librarian. For the purposes of this document, a full-time equivalent employee (FT E) works 37.5 hours per week including paid breaks of 15 minutes or less but excluding paid or unpaid meal breaks of 20 minutes or more. Personnel Standards 1.To ensure that library staff has a clear understanding of their responsibilities and rights asemployees, the library has a board-approved personnel policy. The policy is developed bythe library administrator with input from the staff.2.Staffing levels are sufficient to carry out the library's mission, develop and implement thelibrary's long-range/strategic plan, and provide adequate staff to offer all basic servicesduring all the hours that the library is open. The library's level of self-service versusassisted staffing should be considered when calculating adequate staffing levels. Basicservices include circulation and reference. (See Appendix E)3.Job descriptions for all positions and a salary schedule are included in the personnelpolicy or provided elsewhere. The job descriptions and salary schedule are reviewedperiodically (preferably annually, but at least every three years) and revised as needed.Staff members have access to these documents.4.Personnel policy, job descriptions, and hiring practices are in compliance with the EqualEmployment Opportunity Commission (EEOC) guidelines and the requirements of theAmericans with Disabilities Act.5.The library compensates staff in a fair and equitable manner. Salaries alone typicallyaccount for up to 60 percent of the total budget. Salaries plus fringe benefits (FICApension and health insurance) account for up to 70 percent. The library should conducta market benchmarking study with pay ranges, conducted by a reputable company, to determine current competitive pay practices for their library. If the library does nothave the means to do such a study it should seek advice from their library system forguidance.6.The library gives each new employee a thorough orientation and introduces the employeeto the particular responsibilities of the new employee's job. The orientation includes butis not limited to the mission statement, library policies, guidelines, services of the library,employment benefits, and opportunities for continuing education.7.The library has a performance appraisal system in place that provides staff with an annualevaluation of current performance and guidance in improving or developing new skills.8.The library supports and encourages staff to acquire new skills, keep current withnew developments in public libraries, and renew their enthusiasm for library work.Attendance at local, regional, state, and national conferences; relevant courses,workshops, seminars, and in-service training; and other library-related meetings providea variety of learning experiences. The library provides paid work time and funding forServing Our Public 4.0: Standards for Illinois Public Libraries • 9 2 registration and related expenses. While funding constraints may limit the total number of staff who can attend conferences, the attendance of at least the library administrator at the state library association conference is encouraged and funded. 9.The library provides access to library journals and other professional literature for thestaff.10.Public library trustees and administrators are aware of federal, state, and local statutesand regulations relevant to personnel administration. Principal regulations include:Fair Labor Standards Act [29 U.S.C. 201 et seq.] Illinois Human Rights Act [775 ILCS 5/ 1-101 et seq.] Americam with Disabilities Act [42 U.S.C. 12101 et seq.] Illinois Collective Bargaining Successor Employer Act [820 ILCS 10/0.01 et seq.] Illinois Public Labor Relatiom Act [5 ILCS 315 / 1 et seq.] Occupational Safety and Health Act [29 U.S.C. 651 et seq.] Family and Medical Leave Act of 1993 [29 U.S.C. 2601 to 2654]Civil Rights Act (Title VII) [42 U.S.C. 2000e]11.The library complies with state and federal laws and codes that affect library operations.These laws include:Environment Barriers Act [410 ILCS 25/1 et seq.] Illinois Accessibility Code [71 Adm. Code 400 et seq.] Open Meetings Act [5 ILCS 120/1 et seq.] Freedom of Information Act [5 ILCS 140/1 et seq.] Local Records Act [50 ILCS 205/1 et seq.] State Records Act [5 ILCS 160/1 70/2 and 5/1-7 et seq.] Library Records Confidentiality Act [75 ILCS 70/1 et seq.] Drug Free Workplace Act [30 ILCS 580/1 et seq.] Americam with Disabilities Act [42 U.S.C. 12101 et seq.] Fair Labor Standards Act [29 U.S.C. 201 et seq.] Bloodborne Pathogem Standard [29 C.F.R 1910.1030]"W'age Payment and Collection Act [820 ILCS 115/ 1 et seq.] Minimum "W'age Act [820 ILCS 105/1 et seq.] Public Officer Prohibited Activities Act [50 ILCS 105/3 et seq.] Illinois Governmental Activities [5 ILCS 420/4A-101 et seq.] Personnel Record Review Act [820 ILCS 40/0.01 et seq.] Local Governmental Employees Political Rights Act [50 ILCS 135/1 et seq.] Right to Privacy in the Workplace Act [820 ILCS 55/1 et seq.] Victims' Economic Security and Safety Act [820 ILCS 180/1 et seq.] School Visitation Rights Act [820 ILCS 147 et seq.] Identity Protection Act [5 ILCS 179/1 et seq.] 10 • Serving Our Public 4.0: Standards for Illinois Public Libraries 3 Appendix K (l=acility Management Checklists) Ongoing Building Maintenance Checklist D The library building should be maintained in a dean and sanitary condition at all times. Cleaning schedule can depend on frequency of use, and other factors. D Elevators should be maintained at least annually, and should comply with applicable codes for safety. D Roofs should be maintained at least twice a year or more frequently if required by the warranty. Additional inspection and maintenance work should be performed after every occasion where a contractor performs work on the roof (e.g., a rooftop chiller is replaced). D The building facade should be inspected once a year. D Parking lot resealing and restriping should be performed every one to three years. D HVAC systems should be inspected and maintained at least twice a year (before summer and winter). D Alarm system should be checked for proper operation at least once a year. D Lighting should be inspected and replaced at least once every three months, unless they are inspected on a regular basis by the building staff. In some cases, defective lights must be replaced immediately. This includes exit lights, parking lot lights, and building exterior lights. D Emergency lighting should be checked once a month. D Sprinkler systems should be inspected as required by code, but at least once per year. D Automatic doors should be inspected, adjusted and lubricated as required by code, but at least once every 6 months. Such doors may require more frequent work depending on traffic. D Plumbing-Toilets, domestic water heater, and faucets: These systems should be maintained at least twice per year, including rodding of drain lines. Many components such as toilets may require maintenance on an as-needed basis. Sump pumps and back-up systems should be checked more frequently. D Landscaping should be maintained weekly during season, and at least twice per year for cleanup, trimming, etc. D Landscaping sprinklers should be checked and maintained twice a year. D Carpet mats should be vacuumed on a regular basis, and shampooed at least once per year. Worn, loose, or torn carpeting should be replaced on an as-needed basis. D Hard surface flooring should receive thorough deaning and/or polishing once per year. D Window deaning should be performed at least once per year. Appendices Serving Our Public 4.0: Standards for Illinois Public Libraries• 61 4 D Parking garages should be inspected and cleaned on an annual basis. Cleaning should include power washing to remove salt and other deposits. D Other unique features, such a fountains, fireplaces, indoor planters, etc. should also be maintained on an as-required basis. D Emergence generators should be checked for proper operation every week, and serviced as required by manufacturer. D Snow removal should be performed on an as-needed basis (either self-performed or contracted). D Egress paths should be checked once a month to ensure they are maintained open and free of obstructions. D Electrical and mechanical rooms should be checked twice per year to ensure they are kept clean and clear of obstructions to reach the equipment. Building Periodic Repair Checklist D Tuck pointing of masonry: On an as-needed basis. D Sealant repairs (window perimeters, masonry joints, etc.): On a three-to-five year interval. D Interior painting and wall coverings: On an as-needed basis. D Exterior painting including steel members that may corrode such as railings, etc.: Typ ically, once every three to five years. D Wood and trim components: On an as-needed basis. D Exterior and Interior Signage: Evaluate the appropriateness and condition of your signage once a year. D Windows: Replace broken seals broken glass, caulking and glazing as needed. D Parking lot: Perform patching, sidewalk repairs such as mud jacking, curb repairs, etc. as needed. D Landscaping: Inspect trees and sod replacement every one to two years. D Graffiti removal: Perform on an as-needed basis. D Fencing repairs and painting: Perform on an as-needed basis. Painting is typically required every three to five years. D Hardware: Items such as door knobs, locks, etc. should be repaired on an as-needed basis. 62 • Serving Our Public 4.0: Standards for Illinois Public Libraries 5 Capital Project Checklist "'Warranties and professional consultation should determine capital project items. D Parking lot reconstruction (not routine sealing) D Re-roofing D Window replacement D HVAC equipment replacement D Lighting replacements and upgrades D Building additions D Interior remodeling (carpeting, walls, furnishings, etc.) D Utility infrastructure including electrical feeds, cabling, fiber optics, generators, IT infrastructure, technology upgrades D Major facade repairs D Major code upgrades Capital Asset Plan Item List * Any item that is not accounted for in library operating budget should be on this list.D Building structure D Site elements such as parking lots, paving, site furnishings and signs D HVAC systems D Plumbing D Elevators D Building envelope including facade, windows, and roofs D Furnishings Environmentally Friendly Components *The best time to upgrade for energy code conformance is when a library does replacement oflibrary systems.D Roof D Mechanical systems D Windows D Library fac,:ade repair or replacement □Lighting/LEDD Low-flow/water saving Appendices Serving Our Public 4.0: Standards for Illinois Public Libraries• 63 6