Library Board Minutes 2023 01-04-23 - Finance APPROVED W/ CORRECTIONS 2/13/23
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Yorkville Public Library
Michele Pfister Meeting Room
Library Finance Committee Meeting
Wednesday, January 4, 2023- 6:00pm
902 Game Farm Road
The meeting was called to order at 6:00pm by Chairwoman Jackie Milschewski.
Roll Call: Jackie Milschewski-yes, Darren Crawford-yes, Rosie Millen-yes, Bret Reifsteck-yes
Others Present:
Library Director Shelley Augustine, City Finance Director Rob Fredrickson, Facilities Manager Steve
Raasch, Board Member Theron Garcia
Recognition of Visitors: Staff and guests were recognized.
Public Comment: None
New Business:
Budget Planning for FY24
The purpose of the meeting was to begin the budget process for FY24. The Committee reviewed the
proposed budget and Ms. Augustine commented on some of the line items as follows:
Subscriptions: Currently, $8,000 is budgeted for subscription cards. Since a Board decision is pending
about the Cards for Kids program, it could reduce the revenue to $3,500 if the program is adopted.
Salaries & Wages: A 5% COLA has been added into the budget for all employees, which matches the
city's actions.
Administrative Chargeback: This is the library's portion for the Marketing position, which Ms.
Augustine said should be increased.
Building & Grounds Chargeback:
The Library's portion of the Building and Grounds employee is $6,428 annually and is based on 4-8
hours a week. Recently, he has been spending a couple days a week at the library, so it was
recommended to increase this item. It was noted a new Facilities Manager will be hired for the city.
Dues & Subscriptions: This has remained about the same.
Professional Services: There is $40,000 budgeted currently. Mr. Raasch included some additional
items which must be done annually per code. Janitorial service at $62,000 is also included in this
category. HVAC and BAS will need upgrades and preventive maintenance is necessary. Ms.
Milschewski suggested implementing an alarm system to provide notifications when there are system
failures in the library, to avoid situations like the recent burst pipes. The lighting system, its out-of-
state control and the buyout of the company was also briefly discussed.
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Parking Lot Sealcoating: Mr. Raasch suggested allocating money for this every 3 years, in the event
the city is not able to sealcoat the parking lot.
Landscaping: The city does the landscaping along with volunteer cleanup in the spring and fall. The
recommendation was to put $3,000 in the budget.
Fire Sprinkler: This equipment must be tested each quarter now, said Mr. Raasch. He suggested a joint
contract for the city and library.
Backflow Testing: This must be tested annually by law.
Professional Services: There is $87,000 budgeted now and it should be increased to $127,000. Ms.
Augustine also detailed many of the current contracts for office-type services.
Automation: It was recommended to increase this to $23,000, up from $20,000. PrairieCat has
increased this year based on population, number of library cards, etc. and library collection.
Utilities: Mr. Raasch recommended $22,000 for the budget since natural gas usage has been reduced
due to repairs recently made. Gas is the only utility currently paid by the library. Mr. Crawford asked
about the lack of insulation in the metal roof and Mr. Raasch is looking into that.
Outside Repair & Maintenance: HVAC costs so far have been $45,000 and many items still need to be
worked on including VAV's, actuators, surge protectors, etc. Mr. Raasch suggested a budget amount of
$103,750 due to fluctuating costs.
Elevator Repair /Plumbing/ Roof: Mr. Raasch suggested moving some maintenance items and
contracts currently under Professional Services, into a new Building and Grounds line item. The
committee agreed and Ms. Augustine and Mr. Fredrickson will discuss.
DVD's & Books: These items are currently purchased with development fees, but the Director said she
would like to use these funds for capital improvements. In years past, there was no money for books,
so development fees were used. Money is currently funded to the library through property taxes and
development fees (from housing starts). Mr. Fredrickson noted the levy increased by $100,000 this
year. Ms. Augustine said $45,000 to $50,000 annually should be available for books and materials
purchases. It was recommended to start moving some money ($20,000) from the capital fund into the
operating fund for book purchases.
Other Discussion:
The bonds will be paid in 2025 and Ms. Augustine asked if that levy can be continued. Sugar Grove is
currently going to referendum for a similar situation. Mr. Fredrickson advised speaking with legal
counsel.
It was noted custodial supplies are purchased by the library for the cleaning service.
ASHRAE Life Expectancy Chart: Mr. Raasch reviewed this industry standard sheet for equipment life
expectancy, noting that some items are past due. He said funds should be earmarked for some of this
equipment in the event of an emergency. The HVAC/chiller is the first item that should be replaced and
there is a year lead time, said Mr. Raasch. He said engineering needs to be done before going out to
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bid in late summer or fall. Mr. Crawford said engineering could be started now using some of the new
housing starts money which should be about $100,000. A 5-year replacement plan should be made for
other equipment and Mr. Raasch also suggested a capital expenditures spreadsheet be compiled.
New LED lighting was suggested by Mr. Raasch and LED bulbs only need to be replaced about every 3
years. Bulbs are now being changed every week and energy costs would go down. The Committee
recalled there had been a LED lighting replacement presentation from Verde a couple years ago,
however, it was not done due to the out-of-state lighting control issue. The original company was
bought and Mr. Raasch stated if there was a maintenance agreement, the library could now have
control of the lights.
It was noted the solar evaluation project is on hold for the city at this time. Incentives are still available
from ComEd for another 3-4 years.
Mr. Raasch stated money is available for safety grants through IPRF (Illinois Public Risk Fund) and he
suggesting talking with Assistant City Administrator Erin Willrett who oversees the program. Funds
are released in January for this.
All building maintenance should go through the city when the new Facilities Manager takes over, said
Mr. Raasch. Ms. Milschewski concurred, saying the library is a city building and has had very little
maintenance for many years.
Summary: Ms. Augustine and Mr. Fredrickson will meet and re-evaluate the budget and line items, a
presentation will be made to the full Board and another Finance meeting will be scheduled.
Adjournment:
There was no further business and the meeting adjourned at 7:13pm.
Minutes respectfully submitted by Marlys Young, Minute Taker