HomeMy WebLinkAboutLibrary Board Minutes 2022 01-31-22 - FinanceAPPROVED 2/14/22
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Yorkville Public Library
Michele Pfister Meeting Room
Library Finance Committee Meeting
Monday, January 31, 2022 - 6:30pm
902 Game Farm Road
The meeting was called to order at 6:32pm by Darren Crawford and roll was called.
Roll Call: Darren Crawford-yes, Ryan Forristall-yes, Susan Chacon-yes (arr. 6:34pm)
Others Present:
Library Director Shelley Augustine, City Finance Director Rob Fredrickson, Theron Garcia (left 6:58pm)
Russ Walter
Recognition of Visitors: Mr. Crawford recognized staff and guests
Public Comment: None
New Business:
Budget Planning for FY23
Professional Services & Telecommunications
Ms. Augustine has been tracking items paid throughout the year and broke them down by categories.
She found that $40,000 had been budgeted for Professional Services and expenses to be paid next year
will total $42,600. She listed expenses not incurred prior to now and therefore, not shown in the
budget.
Mr. Walter noted the phone system should be reflected under Telecommunications rather than
Professional Services, so it will be transferred. She said Metronet is less expensive than Comcast, but
the hotspots will need to be added to the budget ($1,200) after the grant ends. The Verizon hotspot will
be canceled for a savings of $400. Metronet and Verizon are coded to Professional Services. After
more discussion, it was decided to increase the Telecommunications budget to $8,000.
Dues & Subscriptions
This year's budget was $11,000 and includes Zoom, movies, magazines, newspapers, program sign-ups,
databases and other services. It was discovered later in this meeting that E-book subscriptions should
be purchased with development fees rather than through Dues & Subscriptions, therefore, this category
will not be increased.
Automation
The current budget amount is $20,000. The PrairieCat fee has increased from $15,900 to $18,000.
Other items in this category are Express Lane, mobile apps for PrairieCat, OCLC yearly membership,
Access 360 e-book subscription and others. Automation will be increased to $21,000
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Utilities
Nicor is the only utility and has increased by 24%, however, a 10% reduction is indicated starting next
month. Mr. Crawford asked if any reduction has been noticed since the new Building Automation
System (BAS) has automatically turned the thermostat down at night. No change has been apparent
yet, however, it only began in November. Mr. Fredrickson will look at how the future bills are
tracking.
Library Fines
Director Augustine said this library is one of only a few that still charges fines. She listed the libraries
who no longer charge fines and noted that during the height of Covid, Yorkville did not charge. If
items are lost or damaged, the fines must still be paid and the library card will be suspended until the
item is returned. She asked the committee and Board to consider this goodwill gesture even though it
generates revenue.
Fund Balance
Mr. Crawford noted the new subdivision coming to Yorkville and he asked if those future houses are
calculated into the projected revenues. Mr. Fredrickson said those assumptions are not made during the
budgeting process, though 100 new starts are anticipated from this development. Mr. Walter recalled
past conversations regarding a levy increase and said a new marketing position is desired, however,
there are no funds. Mr. Fredrickson said he has already budgeted that position for about $44-$50,000.
Wage Discussion
The committee discussed the wage increase to reach the minimum of $15/hour for part-timers. Mr.
Fredrickson said he included this in the budget. However, there was discussion if the part-time
employees had already received a raise. Ms. Augustine said the 3% COLA had only been done for the
3 full-time employees. All the part-time people have not had a raise other than those making minimum,
but several had not since 2020. Mr. Fredrickson will prepare a spreadsheet with scenarios for a 3%
and 6% wage increases for 5 employees. There was a lengthy discussion regarding various salary
questions and it was decided to defer the wage issues to the next Board meeting.
Computer Equipment & Software
Mr. Walter said a new server is needed along with updating the computer system. He said some
components have failed and as of 2024, the software will not be supported by Microsoft. The capital
account currently has reserve money that could be used, said Mr. Fredrickson. There was discussion
regarding the purchase of 12 public computers on a staggered schedule. It was found that purchasing a
$50 solid state drive for each computer would help extend their life. It was decided to budget $3,000
for solid state drives. This matter will be discussed further at the February 14th Physical Facilities
committee meeting. Mr. Forristall commented it would be an emergency if the equipment failed. This
budget item will be increased from $15,000 to $25,000.
DVD'S/Books
Mr. Crawford asked how much DVD rental is used. It is not used as much as streaming service, said
Ms. Augustine. Regarding book purchases, she noted that 8-10% of revenue should go towards book
purchases, however, Yorkville buys books from development fees. She said $50,000 was spent on
books last year from Fund 84.
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Custodial Supplies
Mr. Crawford asked if there is any area for potential savings. Custodial supplies could be decreased
since they are now purchased through Amazon or Quill at half the price.
Building Mechanicals Discussion
Mr. Forristall said the life expectancy of the chiller is about 15-20 years and some parts may take a long
time to obtain. The library has 2 boilers and can operate on one if needed. The water heater has
already been replaced. He noted that Ms. Augustine has compiled a helpful checklist of equipment
replacement schedules. There is a Physical Facilities committee meeting scheduled for February 14th
for further discussion of the mechanicals.
Summary:
Revisions will be made to the budget with the suggested changes from this meeting and Mr.
Fredrickson will research the part-time salaries issue. The budget will move forward to the February
14th Board meeting for more discussion. The budget must be approved by the end of February at
which time the city will release a draft including the library budget. Adjustments can still be made at
that time.
Adjournment:
There was no further business and the meeting adjourned at 7:40pm.
Minutes respectfully submitted by Marlys Young, Minute Taker