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Library Board Packet 2023 09-11-23Agenda Yorkville Public Library Board of Trustees Meeting September 11, 2023, at 7:00 P.M. Michelle Pfister Meeting Room 902 Game Farm Road 1. Roll Call 2. Recognition of Visitors 3. Amendments to the Agenda 4. Presentations Amanda Standerfer – Fast Forward Libraries LLC 5. Approval of Minutes 6. Correspondence 7. Public Comment 8. Friends of the Library Report 9. Staff Comment 10. Report of the Treasurer: Financial Statement Payment of Bills 11. Report of the Library Director 12. City Council Liaison 13. Standing Committees: Policy - report Personnel Physical Facilities Finance 14. Unfinished Business: HVAC update Strategic Planning Discussion/Action Future Library Planning Discussion/Action 15. New Business: Board of Trustees - Oath of Office Disaster Plan Update Approve Reference Service Policy Approve updated Public Comment Policy Approve updated YPL Statements Approve updated YPL Board ByLaws 16. Executive Session: (if needed) 1.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. 17. New Business (continued) 18. Adjournment 1 NOTICE YORKVILLE PUBLIC LIBRARY BOARD OF TRUSTEES MEETING Monday, September 11, 2023 7:00 p.m. Michelle Pfister Meeting Room 902 Game Farm Road, Yorkville, IL Remote Meeting Attendance Instructions for the Yorkville Public Library Board of Trustees Meeting to be held on September 11, 2023 at 7:00 p.m. The Yorkville Public Library Board of Trustees meeting to be held on Monday, September 11, 2023 at 7:00 p.m. Instructions for joining the meeting are listed below. City of Yorkville is inviting you to a scheduled Zoom meeting. Topic: Yorkville Public Library Board of Trustees meeting – September 11, 2023 Time: September 11, 2023 07:00 PM Central Time (US and Canada) Join Zoom Meeting https://us02web.zoom.us/j/84961767557?pwd=S3dNT2xGUUxXNnRmVE5xNDgzY2oyUT09 Meeting ID: 849 6176 7557 Passcode: 232814 One tap mobile +13126266799,,84961767557#,,,,*232814# US (Chicago) +13092053325,,84961767557#,,,,*232814# US Dial by your location +1 312 626 6799 US (Chicago) +1 309 205 3325 US +1 646 931 3860 US +1 301 715 8592 US (Washington DC) +1 305 224 1968 US +1 646 558 8656 US (New York) +1 386 347 5053 US +1 669 900 9128 US (San Jose) +1 253 215 8782 US (Tacoma) +1 346 248 7799 US (Houston) +1 360 209 5623 US Meeting ID: 849 6176 7557 Passcode: 232814 Find your local number: https://us02web.zoom.us/u/kdZRAFFEDd United City of Yorkville 651 Prairie Point Drive Yorkville, Illinois 60560 Telephone: 630-553-4350 www.yorkville.il.us 2 DRAFT Yorkville Public Library Personnel Committee Meeting Monday, August 14, 2023, 6:00pm Yorkville Public Library 902 Game Farm Road – Michelle Pfister Meeting Room The Personnel Committee meeting was called to order at 6:00pm by Chairwoman Theron Garcia. Roll Call of Committee Members: Theron Garcia-yes, Ryan Forristall-yes, Rosie Millen-yes (6:01pm), Keri Pesola-yes Others Present: None Recognition of Visitors: No visitors Public Comment: None New Business: Annual Director's Evaluation The purpose of this meeting was to finalize the Library Director's annual evaluation. Executive Session: Chairwoman Garcia made a motion at 6:01pm to enter into Executive Session and 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. Mr. Forristall seconded the motion. Roll call: Pesola-yes, Forristall-yes, Garcia-yes, Millen-yes. Passed 4-0. The Session concluded at approximately 6:23pm and the Committee returned to the regular session. New Business cont. Chairman Garcia said the completed Director evaluation will be presented at the Board of Trustees meeting which immediately follows this meeting. Adjournment: There was no further business and the meeting was adjourned at 6:24pm on a motion and second by Ms. Garcia and Mr. Forristall, respectively. Minutes respectfully submitted by Marlys Young, Minute Taker 3 DRAFT Yorkville Public Library Board of Trustees Monday, August 14, 2023 7:00pm 902 Game Farm Road – Michelle Pfister Meeting Room The Board of Trustees meeting was called to order at 7:00pm by President Theron Garcia, roll was called and a quorum was established. Roll Call: Tara Schumacher-yes, Jason Hedman-yes, Keri Pesola-yes, Jackie Milschewski-yes, Ryan Forristall-yes, Theron Garcia-yes, Rosie Millen-yes, Bret Reifsteck (arr. 7:03pm) Staff Present: Library Director Shelley Augustine Others Present: Valerie Burd, Laura Allen, Jerre Henriksen, Susan Neustrom-Friends of the Library, Molly Krempski, Mike Krempski, Brynn Krempski, Rachel Engelhardt Recognition of Visitors: President Garcia recognized staff and guests. Amendments to the Agenda: None Presentations: None Minutes: July 6, 2023 Personnel Committee; July 10, 2023 Board of Trustees; July 17, 2023 Finance Committee Ms. Millen noted a correction on the July 10 Board minutes, page 2, under Friends of Library Report—should say “Friends of the Library already has a federal EIN number”. Ms. Garcia then moved and Ms. Milschewski seconded the motion to approve all minutes and the correction. Roll call: Hedman-yes, Pesola-yes, Milschewski-yes, Forristall-yes, Garcia-yes, Millen-yes, Reifsteck-yes, Schumacher-yes. Carried 8-0. Correspondence: Ms. Augustine read an email from A.I.D. (Association for Individual Development) thanking the library for their support and hospitality. Public Comment: Valerie Burd: She thanked the staff for their service and dedication to the library. She is a former City Council member. She realizes there is some negative feedback, but she said the library is a wonderful resource for the community and she is excited to see all the new things going on at the library. She does the Community Guide for the Chamber of Commerce and put the library on the front cover this year. She said the library represents the citizens of Yorkville. Rachel Engelhardt: She grew up in the library and has seen the library in various locations. She and her family have checked out thousands of books over the past few years. She thanked all the Board and staff and said the Page 1 of 5 4 library is an important part of people's lives and she also thanked the library for all the programs including the mini-golf. She is thankful for all the available books and said the library opened up the world for her children. She said the library makes people feel welcome and she is happy the kids have access to books that reflect who they are and also people who aren't like them and to learn about other religions, cultures and places. Jerre Henriksen: She is a former citizen and thanked the library for providing a welcoming environment. She is a strong believer in life-long learning and the library supports that. Molly Krempski: Ms. Krempski handed out pages that she had copied from a book titled Gender Queer and she also quoted from some of the pages. She said the library has more erotic type books. Ms. Krempski quoted the Preamble to the Illinois Constitution which asks for God's blessings and she said you [Board members] took an oath to facilitate the flow of God's blessings by upholding the Constitution. We must run public establishments according to God's law. She said supplying 'homosexual gender-bending pornography' to minors is not something that will bring blessings to the people of Illinois. The books being provided to children in this library violate rights. She said the people and God do not consent to these books and the books will be removed. She encouraged all to turn away from leading children into sexual depravity. Michael Krempski: He said one does not need to be a Christian to live or govern in America but we must uphold the constitution of the Christian nation. He shared quotes from John Adams, a signer of the Declaration of Independence, who said this nation was founded on Christianity. Mr. Krempski also quoted Patrick Henry an orator, attorney and more. Christianity was the religion of our founders, said Mr. Krempski. He also quoted Dr. Benjamin Rush, signer of the Declaration, physician and other titles. Mr. Krempski said our founding fathers were Christians and expected the country to be Christian and run by the laws of God. Laura Allen: She said it is a 'dumb' idea to ban books and she said the Bible does not say that homosexuality is wrong. She said John Adams did not go to church and said Christianity should not run the government—those two things are separate. She will let her children choose their own books but will tell them if it's wrong for them. She will not force her religion on others. Friends of the Library Report: Ms. Neustrom said the Friends met today with a record-breaking number of members present. She reported the amount of money in their account and said a large amount is already earmarked for programs. She also reported on funds raised from lobby book sales this month and from yoga. The Friends approved an increase for the Dabblers and the monthly Explorer program. Staff Comment: None Report of the Treasurer: Financial Statement and Payment of Bills Treasurer Milschewski noted the $14,605 Trico bill and the development fees of $22,000 that were received, resulting in 111% funding in the budget. Ms. Milschewski moved and Ms. Garcia seconded a motion to pay the bills as follows: $41,293.14 Accounts Payable $37,297.54 Payroll $78,590.68 Total Roll call: Pesola-yes, Milschewski-yes, Forristall-yes, Garcia-yes, Millen-yes, Reifsteck-yes, Schumacher-yes, Hedman-yes. Carried 8-0. Page 2 of 5 5 Report of the Library Director: Ms. Augustine reported the following: 1. She highlighted the many upcoming programs to be presented. 2. Friends of the Library book sale to be held during Hometown Days September 2nd and 3rd. 3. There were 10 bids for cleaning services and the library will join the city in a contract. The new cost to the library is $1,950 monthly, compared to the prior $5,177 monthly. The same services previously provided are included in this one-year contract. 4. Library had a recent power failure forcing closure for the day. It was found to be a problem in ComEd lines. A breaker on the rooftop server unit had to be replaced. 5. Received one reply/quote for gutter and window cleaning (inside & outside) at cost of $3,550. 6. For library outreach, staff had a tent at Riverfest and participated in National Police Night Out. 7. At monthly managers' meeting, staff asked for statement from the Board to address book ban challenges. A Policy Committee meeting will be scheduled. 8. Tornado siren sounded in July and all patrons were moved to downstairs bathrooms. 9. Library to be closed September 29th for PUG Day and 15 staff members will attend training. 10. Will be hiring 2 part-time staff to replace staff who have moved to full-time jobs. 11. State Senator Sue Rezin's office will be at library on Thursday. 12. Received FOIA from NBC News regarding books being challenged in libraries, 200 other libraries also received the FOIA request. The FOIA is now closed. 13. Library asked PD to retrieve a laptop and hotspot not returned by a patron after 2 months. Value $530. 14. Moving to new on-line catalog on PrairieCat. 15. Ms. Augustine attended several meetings and events in the month. She also met with Sugar Grove Library Director (to be discussed later in meeting), will also meet with the 2 new interim school Superintendents on August 22nd. 16. Director presented pamphlet from RAILS and she also created a sheet explaining RAILS and PrairieCat. City Council Liaison: No report Standing Committees: Personnel and Finance Ms. Garcia said the Personnel Committee and Finance Committee both met to finish the Director's Annual Evaluation which will be discussed later in Executive Session. Unfinished Business: HVAC Update In a previous meeting, Ms. Augustine explained how the refrigerant was contaminated and was replaced in one of the 2 circuits. Last week that circuit failed and the library is now running on one. Trico is bringing a manufacturer's rep with them tomorrow to determine the cause. Also, she said boiler #2 was not functioning today because the water pump failed. In addition, Ted Milschewski has several concerns about the equipment in the ceiling and as a result, Ted from Trico has recommended a survey be done of all boxes, valves, actuators, etc. He said a complete survey would be beneficial and could be done over 2-3 days. The survey would allow them to see how things are set up, repairs needed and cost of repairs. The survey cost and testing would be $2,300- $3,500. Mr. Forristall said the library should receive “as builts” after that and Mr. Hedman noted the library already has “as builts” that Trico could use. New Business: Strategic Planning for FY25-28 Ms. Augustine presented Strategic Plan materials she received from a consultant. She also attended a 3-part Zoom seminar that itemized the labor-intensive process for Strategic Plans. Director Augustine asked Page 3 of 5 6 for a quote from the consultant and was told the services are ala carte pricing. The program is divided into phases which are Learn Phase, Do Phase and Dream Phase and Ms. Augustine gave a further explanation of each of those. The Plan is good for 3-5 years and can be spearheaded either by the consultant or staff. The cost for the consultant to do all is $22,000 or $6,900 to do some of the phases. The Board decided they would like the consultant to give a presentation. Board members' comments: Ms. Pesola said the Board must evaluate costs vs. time as the process would require much staff time. The Board must look very carefully at the costs of a consultant in view of the boiler issues, stated Ms. Schumacher. Mr. Hedman asked if the library could engage more on the analysis and planning side and do a blended approach. Ms. Augustine will contact the consultant who is from Champaign and who may wish to do a Zoom appearance at the Board meeting. Ms. Millen asked for references and for the Director to contact libraries who used the ala carte or the whole program. Future Library Planning Discussion Ms. Augustine said this discussion coincides with Strategic Planning. Currently the library gets $1.8 in revenue and $864,000 is for debt service for the bond which will be fulfilled in December, 2024. She said the library was constructed in 2006 and there is much deferred maintenance with many repairs needed. She discussed this with City Administrator Bart Olson and gave him a list of the many things needed and desired for the library. The Director also met with Sugar Grove's Library Director since their library bonds were recently fully paid. Sugar Grove reached out to their community asking for a no-tax referendum by rolling the money they would have spent on bonds, into their operating costs, resulting in no extra cost for the taxpayers. The money will be used for building improvements and towards savings for their capital improvement plan. Sugar Grove hired a bond attorney and a marketing consultant who drafted papers to help put the message out to the community. It was stressed that if this idea did not pass, hours and people would be cut. Ms. Augustine said in 2008-2010, hours and budget had to be cut at this library. She made the following points: 1. Library is open 55 hours a week now, state recommends 56 hours; Director would like 66 hours, would need more staff. 2. Additional staffing-- state has guidelines--we are at 10.8 and for a growing library it would be 18.8. 3. Outreach services & programming: would like to add an outreach department, visit schools, assisted living visits, daycares, etc. would need staffing for this. 4. Offer competitive wages, we have lost part-time and full-time employees to other libraries. Would like to create salary survey. 5. Add more collaborative spaces, present space is used/full every day. 6. Create maker space—hands on learning, would like space for podcast. 7. Would like creative space (for music, etc.) 8. Would like laser cutters & vinyl cutters for people to create for Etsy. 9. Possible space utilization study to re-allocate space. 10. Increase digital collections. 11. Add more databases. Director Augustine also detailed the numerous infrastructure needs:  LED lighting  New chiller  Server room unit  BAS (Building Automation System) upgrade/maintenance contract, can't control our lighting since not connected with BAS  HVAC infrastructure, current one coming to end of life, quote for new one soon  Boilers nearing end of life within 5 years  New carpeting, have original carpet now, a 2017 price was $267,000  Update bathroom plumbing, faucets need to be replaced Page 4 of 5 7  Add insulation to roof (result of frozen pipes this winter)  Upgrade PA system  Painting/caulking  Update meeting room and nearby bathrooms, modular tables able to be moved, stackable chairs  Spoke with city about option of library paying for some of the services provided  Long-term goal...to become sustainable Director Augustine also spoke with the County Clerk and they discussed the taxing bodies and taxing rate for area libraries. Yorkville Library is the second to last in collecting tax for operating costs. Yorkville has the largest building except for Oswego and Aurora and we collect the least amount of tax for operating costs. Mr. Hedman stated that Sugar Grove is a district library vs. Yorkville being a municipal library and he suggested that the library should continue to work closely with the city on the value of the library. Ms. Augustine said Mr. Olson would like to see more information. Mr. Hedman suggested a plan of allocation if we had this extra money and Ms. Pesola said the Board needs to draft a priority list. A special Board meeting was suggested by President Garcia and a tentative date of August 28th at 7pm was set. Ms. Augustine will contact all board members. Ms. Milschewski asked about the cost of Sugar Grove's referendum. Their consultant did not charge unless it passed, which it did. She also suggested we invite a city rep, Mr. Olson and the Mayor to attend the meeting. Ms. Milschewski said this info should be disseminated to the community as well. A Policy Committee meeting was also set and they will meet August 23rd at 6pm. Executive Session: At approximately 8:20pm, Ms. Garcia made a motion to go into Executive Session and she 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. Mr. Hedman seconded the motion. Roll call: Milschewski-yes, Forristall-yes, Garcia-yes, Millen-yes, Reifsteck-yes, Schumacher-yes, Hedman-yes, Pesola-yes. Carried 8-0. The Session concluded at about 8:31pm and the Board returned to their regular meeting. New Business continued: Based upon a recommendation during the Executive Session, Ms. Milschewski moved and Ms. Garcia seconded to approve the Director's evaluation as presented along with the 5% increase in pay and retroactive. Roll call: Forristall-yes, Garcia-yes, Millen-yes, Reifsteck-yes, Schumacher-yes, Hedman-yes, Pesola-yes, Milschewski-yes. Passed 8-0. Adjournment: The meeting adjourned at 8:32pm on a motion by Ms. Garcia and second by Ms. Schumacher. Minutes respectfully submitted by Marlys Young, Minute Taker Page 5 of 5 8 DRAFT Yorkville Public Library Policy Committee Meeting Wednesday, August 23, 2023 6:00pm 902 Game Farm Road – Michelle Pfister Meeting Room The Policy Committee meeting was called to order at 6:00pm by Chairperson Keri Pesola, roll was called and a quorum was established. Roll Call Committee Members: Keri Pesola-yes, Theron Garcia-yes, Tara Schumacher-yes Others Present: Library Director Shelley Augustine, Mike Krempski, Briggs Krempski Recognition of Visitors: Ms. Pesola recognized the visitors Public Comment: Mr. Krempski gave each of the committee members a handout regarding selection of materials for the library. He said materials should be selected by a governing body and follow the Constitution, however, they cannot violate the inalienable rights of people. He said the handout had a flow chart and a few excerpts from the Constitution along with Q & A. He also spoke about an agenda item, the Public Comment policy. He said many Boards are violating the rights of citizens with their policies. He appreciates the Board, what they do and the personal time involved, but when something is being done unconstitutionally it is his job to remind the Board of the law and due process. He said the main objective of the government is to protect and preserve rights and the law of God. He cited several Articles and Sections from the Constitution. People are allowed to freely speak, have the right to speak at the local meetings and are to be free from interruptions. He stated that local policies cannot be made if they infringe upon guaranteed rights and if they supersede the Illinois or U.S. Constitution. He said he has the authority to give the Board instruction per the Illinois Constitution. Mr. Krempski said when addressing policies such as public speaking, the Board has no right to restrict it. He said the Board had taken oaths, signed them and they are on file at the County Clerk. New Business: Director Augustine said there are four policies to be addressed at this meeting, which will be taken to the Board of Trustees for a vote. Draft Reference Services Policy The Library has not had a policy for this before. It is taken from ILA with guidelines from ALA. Ms. Augustine noted that under the Forms of Inquiry and Response, the library has no incoming fax. Ms. Schumacher asked if this would include scanned material that someone might send—it would include that. Page 1 of 2 9 Review/Draft Updates to Public Comment Policy This was sent to the Attorney for review. Ms. Augustine provided the previous and updated policy and areas highlighted in yellow are proposed changes. The Attorney stated the Board could limit Public Comment to 15 minutes for this size of a library, but Ms. Augustine believes it should be kept to 3 minutes per person or 5 minutes for one person if they represent a group. This is based on the number of speakers at the last meeting. The time limit can also be at the discretion of the Board President. Some punctuation changes were noted by Ms. Schumacher. Review/Draft Updates to YPL Statements Policies Director Augustine said this includes the Mission Statement, Value Statement, Vision Statement, Bill of Rights, Freedom to Read, Freedom to View, Code of Ethics Statement and Yorkville Public Library Trustee Ethics Statement. The Mission/Value/Vision Statements will not be revised until the Strategic Plan is compiled. The Code of Ethics for Trustees is new and combines the Trustee Ethics Statement and Code of Ethics Statement into this new policy. Ms. Schumacher asked if the Board can give input on these policies. No changes can be made since laws were passed enacting them. She asked what the purpose of reviewing the policies is, since Board members cannot change them. It is just for review by the Board each year. Ms. Augustine said the old Code of Ethics did not contain a statement which addresses dignity, rights and inclusion which is included in the new version. This revised policy came from ALA and United Board Libraries. Review/Draft Updates to Board Bylaws Policies The bylaws were last updated in 2018. The language highlighted in yellow is what the Director would like to add and language in red is to be determined. The State Statute says that a vacancy occurs when a Trustee declines to serve or is unable or absent for 12 months. The Director removed the portion referring to fines incurred by Trustees, removed language about electronic participation since a new policy is effective and removed references to the Community Relations committee since it no longer exists. Ms. Schumacher noted punctuation revisions. These revised policies will be presented to the Board of Trustees at the next Board meeting. Ms. Augustine will also be including a policy regarding bomb threats, due to some suburban libraries receiving threats recently. She will also consult other libraries about their policies concerning this. Executive Session: None needed New Business cont. None Adjournment: There was no other business and the meeting was adjourned at 6:34pm. Minutes respectfully submitted by Marlys Young, Minute Taker Page 2 of 2 10 DRAFT Page 1 of 3 Yorkville Public Library Special Meeting of Board of Trustees Monday, August 28, 2023 7:00pm 902 Game Farm Road – Michelle Pfister Meeting Room The Board of Trustees meeting was called to order at 7:00pm by President Theron Garcia, roll was called and a quorum was established. Roll Call: Jason Hedman-yes, Keri Pesola-yes, Jackie Milschewski-yes, Ryan Forristall-yes, Theron Garcia-yes, Rosie Millen-yes, Bret Reifsteck-yes Absent: Tara Schumacher Staff Present: Library Director Shelley Augustine Others Present: Mayor John Purcell (arr. 7:03pm), City Administrator Bart Olson Recognition of Visitors: President Garcia recognized staff and guests. Public Comment: None New Business: Future Library Planning Discussion/Action At the previous Library Board of Trustees meeting, Director Augustine brought several building issues forward to the Board. Subsequently, she also met with Mr. Olson to discuss those needs. Mr. Olson compiled a memo which lists library capital projects, ranked in the order of priority, as well as the estimated cost. He asked the Board to review the document and he will take it to a future budget meeting. A May 1st budget proposal is done in early spring and many staff level meetings are held as early as September/October/November in the prior year, said Mr. Olson. The top four needs discussed were: 1) The chiller is the number one priority on the list. It cannot be repaired further and the Facilities Manager said it needs to be replaced. So far, $250,000 has been budgeted and a computer system also goes with this. Mr. Olson said the city will help with the RFQ and procurement of the chiller and the engineering should be started now. 2) Insulation was next on the list and is a direct result of the freezing pipe this winter. 3) LED lighting--the electric power is from the city's franchise agreement and the library does not pay for it. All of the electric bills for Yorkville have a line item that pays for the city's power. Mr. Olson said the city wishes to be energy efficient to save the taxpayers money, which is why the LED system is important. It is estimated it would cost $60,000 for LED lighting and grants/loans are available to defray costs. 4) The VAV replacement will be about $200,000 in addition to the chiller. The City Finance Director Rob Fredrickson compiled capital and operational budgets. Mr. Olson said the library has a healthy fund balance and the operational fund has $793,000. None is earmarked and some could be spent on operational issues, said Mr. Olson. He made some suggestions about how the money could be spent from the various funds. He said Ms. Augustine can make some recommendations and then come back to the Board with a 5-year budget proposal. He said he appreciates Ms. Augustine's openness about the library concerns and he said 11 Page 2 of 3 much staff time has been spent to provide answers. Ms. Augustine said the chiller is the first priority and must be kept running since it will take some time to obtain a new one. Ted Milschewski said he hopes the library can get 2 more years from it. Mr. Reifsteck asked about the steps for the chiller, which are: RFQ, engineering, design bid specs, go out to bid. The Director got a quote from Trico to balance the building air and they would check the boilers and all other equipment. Mr. Forristall said when the VAV's are replaced, the building would be balanced. He said the BAS was upgraded 2 years ago. Mr. Hedman asked about the status of the boilers since there were problems two years ago. Ms. Augustine said they were put on the list, but taken off since they are not at end-of-life. She also said the main panel was replaced before the flood. Mr. Olson will request the Facilities Manager to put together an explanation of the boilers. It was also requested by Mr. Hedman to have the technology person compile a capital projection plan for the technology side. Ms. Augustine has a capital list to be filled out for the server, i ncluding switches, firewall, etc. There is currently $25,000 budgeted for computer equipment and a 5-year replacement plan should be made. Trustee Millen asked if we have dates for addressing all listed items. Mr. Olson will ask Ted Milschewski and the Facilities Manager for a list of end-of-life dates. She also had concern if the chiller will realistically last 2 more years since it has had problems each time the Board meets. Ms. Augustine added that if the chiller completely fails before a new one is received, renting a chiller is extremely expensive. Ms. Milschewski asked if the library is a cooling center and if so, is there possible funding for that? It will be researched. With the outlay of $250,000 for the chiller and $200,00 for the VAV replacement, Mr. Hedman stated that the library will go into deficit. Mr. Olson said the city will make the 5-year budget tighter because of the outlay. He also said impact fees received must be spent within 10 years. Mayor Purcell discussed impact fees and Ms. Augustine noted that this year's fees have already surpassed the library budget. He also asked the Board to prioritize the rest of the items in Mr. Olson's memos. The Board said the cost of the chiller will likely surpass the estimate of $400,000 due to the time it will take to actually receive it. Then they will rank the rest of the projects. The Mayor said perhaps the Board should authorize more than one project per year even though it may nearly deplete the funds. The library bonds were also briefly discussed. Ms. Milschewski asked if the residents will see a tax decrease when the bonds are paid. They will decrease and the tax authorization will be gone when paid in 2024. Ms. Garcia thanked the city for their collaboration on these important matters. Mayor Purcell assured the Board that the city would help them obtain the chiller. Mr. Olson will ask the Facilities Manager about the next step, whether it be RFQ or design work. No vote will be needed on the RFQ and Mr. Olson will try to get it prior to the next meeting. Engineering is thought to be $5,000 or $7,000. The Board further discussed the LED and Mr. Hedman inquired if there are other available programs. It was noted an LED rep presented information a couple years ago and also said the light fixtures could not be converted to LED. Mr. Olson said $30,000 was refunded to the city after their project was complete. Much time is spent in the library, replacing light bulbs and ballast and that power outages exacerbate this. The Board questioned the estimated $10,000 to replace light switches. The estimate is from Public Works and includes needed upgrades in conduit and the electrical panel since it is a safety issue. They also discussed t he electrical work for the server room. If a “mini split” could be used instead of a rooftop unit, it would result in considerable savings. Mr. Hedman said the lighting controls which are now based in California, need to be brought back in- house and put on the BAS. 12 Page 3 of 3 Summary: The Board decided the 4 most important items to address are: 1. RFQ for chiller--Mr. Olson will also get estimate for repairing the light to the flagpole which would require digging up the parking lot. 2. Electrical panel should be done while waiting on chiller--it will be determined if the work can be done in-house. 3. HVAC for server room. 4. LED lighting control panel. Other comments: Ms. Millen asked about insulation for the roof based on the frozen pipes last winter. Mr. Olson will report to the library on a monthly basis and Ms. Augustine will contribute. Mr. Hedman noted that as maintenance costs decrease, the library can buy other equipment as discussed as part of the Strategic Plan. A space study would be needed prior to any purchase. Executive Session: None Adjournment: There was no further business and the meeting adjourned at 7:46pm. Minutes respectfully submitted by Marlys Young, Minute Taker Page 3 of 3 13                            DATE: 08/22/23 UNITED CITY OF YORKVILLE PAGE: 8TIME: 14:18:05 MANUAL PRE-CHECK RUN EDITID: AP222000.WOWCHECK # VENDOR # INVOICE ITEM CHECKINVOICE # DATE # DESCRIPTION DATE ACCOUNT # ITEM AMT------------------------------------------------------------------------------------------------------------------------------------900137 FNBO FIRST NATIONAL BANK OMAHA 08/25/23082523-R.WOOLSEY 07/31/23 07 MINER#344603-JUL 2023 MANAGED 79-790-54-00-5462 510.4008 SERVICES RADIO ** COMMENT **09 GJOVIKS#430996-BRAKE REPAIR 01-410-54-00-5490 3,798.6010 AMPERAGE#1417243-BATTERY 51-510-56-00-5638 24.9811 ARAMARK#6100167489-MATS 01-410-54-00-5485 70.7312 FOX RIDGE-GRAVEL 51-510-56-00-5640 150.0013 WATER PRODUCTS-MISSION BANDS 51-510-56-00-5640 173.8414 ARNESON#224623-JUN 2023 GAS 01-410-56-00-5695 114.5815 ARNESON#224623-JUN 2023 GAS 51-510-56-00-5695 114.5816 ARNESON#224623-JUN 2023 GAS 52-520-56-00-5695 114.5917 ARNESON#224624-JUN 2023 DIESEL 01-410-56-00-5695 120.4318 ARNESON#224624-JUN 2023 DIESEL 51-510-56-00-5695 120.4319 ARNESON#224624-JUN 2023 DIESEL 52-520-56-00-5695 120.4320 ARNESON#230057-JUN 2023 DIESEL 01-410-56-00-5695 181.5121 ARNESON#230057-JUN 2023 DIESEL 51-510-56-00-5695 181.5022 ARNESON#230057-JUN 2023 DIESEL 52-520-56-00-5695 181.5023 ARNESON#230056-JUN 2023 GAS 01-410-56-00-5695 498.4024 ARNESON#230056-JUN 2023 GAS 51-510-56-00-5695 498.4025 ARNESON#230056-JUN 2023 GAS 52-520-56-00-5695 498.4026 TRAFFIC CONTROL-STREET SIGNS 23-230-56-00-5642 550.0027 ARAMARK#6100170201-MATS 52-520-54-00-5485 70.7328 WELDSTAR-CYLINDER RENTAL 01-410-54-00-5485 73.2829 WATER PRODUCTS-BAND REPAIR 51-510-56-00-5640 234.0030 CLAMPS ** COMMENT **31 ARNESON#228565-JUN 2023 GAS 01-410-56-00-5695 230.0832 ARNESON#228565-JUN 2023 GAS 51-510-56-00-5695 230.0833 ARNESON#228565-JUN 2023 GAS 52-520-56-00-5695 230.0934 ARNESON#228566-JUN 2023 DIESEL 01-410-56-00-5695 244.6035 ARNESON#228566-JUN 2023 DIESEL 51-510-56-00-5695 244.6036 ARNESON#228566-JUN 2023 DIESEL 52-520-56-00-5695 244.5937 AMPERAGE#1419710-PHOTO CONTROL 23-230-56-00-5642 179.64INVOICE TOTAL: 11,089.59 *082523-S.AUGUSTINE 07/31/23 01 ILA-ANNUAL CONFERENCE 82-820-54-00-5412 300.0002 REGISTRATION ** COMMENT **03 AMAZON-BOOKS 82-000-24-00-2480 55.2004 AMAZON-BOOKS 82-000-24-00-2480 20.0005 AMAZON-BOOKS 82-000-24-00-2480 27.7206 LIBERTY MUTUAL-SURETY BOND 82-820-54-00-5462 895.0007 AMAZON PRIME MONTHLY FEE 82-820-54-00-5460 14.9908 QUILL-PAPR TOWEL, WINDEX, 82-820-56-00-5621 225.1009 PEN, KLEEXEX ** COMMENT **10 AMAZON-BOOKS, KEY CHAINS, 82-000-24-00-2480 105.7511 STICKERS, GLUE STICKS, LIQUID ** COMMENT **12 SLIME ** COMMENT **13 AMAZON-GIFT TAGS 82-000-24-00-2480 13.7714                            DATE: 08/22/23 UNITED CITY OF YORKVILLE PAGE: 9TIME: 14:18:05 MANUAL PRE-CHECK RUN EDITID: AP222000.WOWCHECK # VENDOR # INVOICE ITEM CHECKINVOICE # DATE # DESCRIPTION DATE ACCOUNT # ITEM AMT------------------------------------------------------------------------------------------------------------------------------------900137 FNBO FIRST NATIONAL BANK OMAHA 08/25/23082523-S.AUGUSTINE 07/31/23 14 AMPERAGE#1422338-LAMPS 82-820-56-00-5621 105.34INVOICE TOTAL: 1,762.87 *082523-S.IWANSKI 07/31/23 01 4 CHILDREN-K'NEX 82-820-56-00-5620 10.9402 YORKVILLE POST-POSTAGE 82-820-54-00-5452 31.11INVOICE TOTAL: 42.05 *082523-S.REDMON 07/31/23 01 LISA LOMBARDI-CAMP INSTRUCTION 79-795-54-00-5462 462.0002 AMAZON-BEACH PARTY SUPPLIES 79-795-56-00-5606 -14.1503 REFUND ** COMMENT **04 AMAZON-DUMDUM POPS 79-795-56-00-5606 22.9905 AMAZON-JULY 4TH SUPPLY REFUND 79-795-56-00-5606 -56.4006 AMAZON-RIVERFEST PRIZES 79-795-56-00-5606 291.2807 AT&T - 06/24-07/23 INTERNET 79-795-54-00-5440 104.7008 FOR TOWN SQUARE SIGN ** COMMENT **09 AMAZON-RIVER FEST SUPPLIES 79-795-56-00-5606 189.4110 LISA LOMBARDI-CAMP INSTRUCTION 79-795-54-00-5462 323.4011 4 IMPRINT-RIVER FEST TASTING 79-795-56-00-5606 868.0812 GLASSES ** COMMENT **13 PLUG & PAY-JUNE 2023 FEES 79-795-54-00-5462 30.0014 MENARDS#070623-SAFE, CABLE 79-795-56-00-5606 215.2115 TIES, CORDS ** COMMENT **16 AMAZON-LIQUID DROPPERS 79-795-56-00-5606 15.9717 AMAZON-KRAFT PAPER ROLLS 79-795-56-00-5606 110.3118 AMAZON-MONEY STRAPS 79-795-56-00-5610 14.0619 RUNCO-COPY PAPER, ENVELOPES, 79-795-56-00-5610 276.6420 TAPE, PENCILS ** COMMENT **21 AMAZON-STRAWS 79-795-56-00-5606 114.9522 MENARDS#071223-WATER, CORDS, 79-795-56-00-5606 44.0023 UTILITY KNIFE, SAND, BLEACH ** COMMENT **24 WALMART-LEMONADE 79-795-56-00-5606 47.0825 WALMART-RIVER FEST DRINKS 79-795-56-00-5606 65.3826 SAMS-LEMONADE 79-795-56-00-5606 97.5627 WALMART-LEMONADE 79-795-56-00-5606 108.2028 SMITHEREEN-JUN 2023 PEST 79-795-54-00-5495 74.0029 CONTROL ** COMMENT **30 ARNESON#228567-JUN 2023 GAS 79-790-56-00-5695 1,022.8331 ARNESON#224621-JUN 2023 GAS 79-790-56-00-5695 962.5032 ARNESON#221603-MAY 2023 GAS 79-790-56-00-5695 870.8933 ARNESON#228267-JUN 2023 GAS 79-790-56-00-5695 780.9735 ARNESON#225476-MAY 2023 GAS 79-790-56-00-5695 714.2236 ARNESON#652233-MAY 2023 GAS 79-790-56-00-5695 299.1037 ARNESON#228268-JUN 2023 DIESEL 79-790-56-00-5695 183.9138 ARNESON#225477-MAY 2023 DIESEL 79-790-56-00-5695 170.7539 ARNESON#221607-MAY 2023 DIESEL 79-790-56-00-5695 160.5040 SEAL MASTER-NEUTRAL 79-790-56-00-5620 937.61Total for all Highlighted Library Invoices: $1,804.9215 82-820LIBRARYOPERATIONS84-840LIBRARYCAPITALDATE: 09/06/23UNITED CITY OF YORKVILLETIME: 10:31:14CHECK REGISTERPRG ID: AP215000.WOWCHECK DATE: 09/11/23CHECK # VENDOR # INVOICE INVOICE ITEMNUMBER DATE # DESCRIPTIONACCOUNT #ITEM AMT------------------------------------------------------------------------------------------------------------------------------------105358 BAKTAY BAKER & TAYLOR203769211108/01/23 01 BOOKS82-820-56-00-5686331.76INVOICE TOTAL:331.76 *2037705644208/04/23 01 BOOKS82-820-56-00-5686327.10INVOICE TOTAL:327.10 *203772002708/17/23 01 BOOKS82-820-56-00-5686675.17INVOICE TOTAL:675.17 *203772206108/16/23 01 BOOKS82-820-56-00-5686707.28INVOICE TOTAL:707.28 *CHECK TOTAL:2,041.31105359 DELAGE DLL FINANCIAL SERVICES INC7932725603/17/23 01 MAY 2023 COPIER LEASE82-820-54-00-5462185.00INVOICE TOTAL:185.00 *7988224305/17/23 01 JULY 2023 COPIER LEASE82-820-54-00-5462185.00INVOICE TOTAL:185.00 *8068234408/17/23 01 OCT 2023 COPIER LEASE82-820-54-00-5462185.00INVOICE TOTAL:185.00 *CHECK TOTAL:555.00105360 FRNKMRSH FRANK MARSHALL9169407/31/23 01 REPAIR TO IT CONDENSING UNIT 82-820-54-00-5495477.0202 BREAKER** COMMENT **INVOICE TOTAL:477.02 *CHECK TOTAL:477.0216 82-820LIBRARYOPERATIONS84-840LIBRARYCAPITALDATE: 09/06/23UNITED CITY OF YORKVILLETIME: 10:31:14CHECK REGISTERPRG ID: AP215000.WOWCHECK DATE: 09/11/23CHECK # VENDOR # INVOICE INVOICE ITEMNUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT------------------------------------------------------------------------------------------------------------------------------------105361 IMPERIAL IMPERIAL SERVICE SYSTEMS, INC16381608/08/23 01 AUG 2023 CLEANING SERVICES 82-820-54-00-54885,177.00INVOICE TOTAL:5,177.00 *CHECK TOTAL:5,177.00105362 LLWCONSU LLOYD WARBER1055709/01/23 01 AUG 2023 ON SITE IT SUPPORT 82-820-54-00-5462720.00INVOICE TOTAL:720.00 *CHECK TOTAL:720.00105363 METRONET METRO FIBERNET LLC1651373-09012309/05/23 01 SEPT 2023 INTERNET82-820-54-00-5440124.97INVOICE TOTAL:124.97 *CHECK TOTAL:124.97105364 MIDWTAPE MIDWEST TAPE LLC50424731208/22/23 01 DVD82-820-56-00-568526.24INVOICE TOTAL:26.24 *50427423508/29/23 01 DVD82-820-56-00-568526.2402 AUDIO BOOKS82-820-56-00-5683634.90INVOICE TOTAL:661.14 *CHECK TOTAL:687.38105365 PRESNAJE JESSICA PRESNAK10008/14/23 01 POLLINATING FLOWERS82-000-24-00-2480150.0002 PRESENTATION** COMMENT **INVOICE TOTAL:150.00 *CHECK TOTAL:150.0017 82-820LIBRARYOPERATIONS84-840LIBRARYCAPITALDATE: 09/06/23UNITED CITY OF YORKVILLETIME: 10:31:14CHECK REGISTERPRG ID: AP215000.WOWCHECK DATE: 09/11/23CHECK # VENDOR # INVOICE INVOICE ITEMNUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT------------------------------------------------------------------------------------------------------------------------------------105366 SECOND SECOND CHANCE CARDIAC SOLUTION23-008-295408/11/23 01 AED ADULT ELECTRODES82-820-54-00-5462110.00INVOICE TOTAL:110.00 *CHECK TOTAL:110.00105367 TODAYS TODAY'S BUSINESS SOLUTIONS INC081423-8608/18/23 01 1ST QTR FAXES COST82-820-54-00-546229.44INVOICE TOTAL:29.44 *CHECK TOTAL:29.44105368 UMBRELLA UMBRELLA TECHNOLOGIES141709/01/23 01 ACCESS CONTROL CLOUD HOSTING 82-820-54-00-5462480.00INVOICE TOTAL:480.00 *CHECK TOTAL:480.00105369 YOUNGM MARLYS J. YOUNG070623-LPC07/12/23 01 07/06/23 MEETING MINUTES82-820-54-00-546285.00INVOICE TOTAL:85.00 *081423-LIB08/24/23 01 08/14/23 LIB MEETING MINUTES 82-820-54-00-546285.00INVOICE TOTAL:85.00 *081423-LPC08/17/23 01 08/14/23 MEETING MINUTES82-820-54-00-546285.00INVOICE TOTAL:85.00 *082323-LPC09/01/23 01 08/23/23 MEETING MINUTES82-820-54-00-546285.00INVOICE TOTAL:85.00 *082823-LIB09/04/23 01 08/28/23 LIB MEETING MINUTES 82-820-54-00-546285.00INVOICE TOTAL:85.00 *CHECK TOTAL:425.00TOTAL AMOUNT PAID:10,977.1218 REGULAR OVERTIME TOTAL IMRF FICA TOTALSADMINISTRATION18,663.61 - 18,663.61 1,224.34 1,374.54 21,262.49 FINANCE12,503.58 - 12,503.58 820.23 925.32 14,249.13 POLICE131,325.94 4,054.93 135,380.87 431.23 10,043.88 145,855.98 COMMUNITY DEV.25,748.63 - 25,748.63 1,708.79 1,915.04 29,372.46 STREETS23,414.30 - 23,414.30 1,542.54 1,741.17 26,698.01 BUILDING & GROUNDS5,854.29 - 5,854.29 393.88 450.82 6,698.99 WATER22,169.45 128.37 22,297.82 1,462.74 1,630.85 25,391.41 SEWER9,628.78 20.94 9,649.72 633.02 709.84 10,992.58 PARKS39,106.60 34.45 39,141.05 2,310.21 2,927.58 44,378.84 RECREATION21,802.42 - 21,802.42 1,349.49 1,627.43 24,779.34 LIBRARY16,954.67 - 16,954.67 717.05 1,266.46 18,938.18 TOTALS327,172.27$ 4,238.69$ 331,410.96$ 12,593.52$ 24,612.93$ 368,617.41$ TOTAL PAYROLL368,617.41$ UNITED CITY OF YORKVILLEPAYROLL SUMMARYAugust 4, 202319 REGULAR OVERTIME TOTAL IMRFFICA TOTALSMAYOR & LIQ. COM.1,583.34$ -$ 1,583.34$ -$ 121.13$ 1,704.47$ ALDERMAN5,916.64 - 5,916.64 - 452.68 6,369.32 ADMINISTRATION18,913.61 - 18,913.61 1,240.74 1,393.65 21,548.00 FINANCE12,670.25 - 12,670.25 831.16 938.07 14,439.48 POLICE149,353.06 2,426.09 151,779.15 431.24 11,280.02 163,490.41 COMMUNITY DEV.25,748.63 - 25,748.63 1,689.11 1,892.08 29,329.82 STREETS23,618.52 148.64 23,767.16 1,559.13 1,760.50 27,086.79 BUILDING & GROUNDS5,854.29 - 5,854.29 384.04 439.34 6,677.67 WATER19,624.79 333.62 19,958.41 1,309.29 1,458.04 22,725.74 SEWER10,974.97 - 10,974.97 719.94 805.08 12,499.99 PARKS32,803.00 127.88 32,930.88 1,884.04 2,441.00 37,255.92 RECREATION22,602.22 - 22,602.22 1,347.57 1,677.15 25,626.94 LIBRARY18,088.31 - 18,088.31 784.98 1,345.53 20,218.82 TOTALS347,751.63$ 3,036.23$ 350,787.86$ 12,181.24$ 26,004.27$ 388,973.37$ TOTAL PAYROLL388,973.37$ UNITED CITY OF YORKVILLEPAYROLL SUMMARYAugust 18, 202320 Library CC Check Register ‐ FY24 (Pages 1 ‐ 2)08/25/2023 1,804.92$          Library Check Register ‐ FY24 (Pages 3 ‐ 5)09/11/2023 10,977.12 Nicor ‐06/03/23‐07/03/23 services 08/08/2023 847.67 First Non‐Profit‐2023 3rd Qtr Unemployement Ins 08/08/2023 342.47 Glatfelter ‐ Liability Ins Installment #8 08/08/2023 1,204.17 IPRF ‐ Sept.. 2023 Work Comp Ins 08/08/2023 1,025.69 TOTAL BILLS PAID: $16,202.04 DATE Bi‐weekly (Page 6)08/04/2023 $18,938.18 Bi‐weekly (Page 7)08/18/2023 20,218.82 TOTAL PAYROLL:$39,157.00 TOTAL DISBURSEMENTS:$55,359.04 PAYROLL YORKVILLE LIBRARY BOARD BILL LIST SUMMARY Monday, September 11, 2023 ACCOUNTS PAYABLE 21  DATE: 09/06/2023 UNITED CITY OF YORKVILLE PAGE: 1TIME: 15:39:03 GENERAL LEDGER ACTIVITY REPORTID: GL440000.WOW FOR FISCAL YEAR 2024 ACTIVITY THROUGH FISCAL PERIOD 04PER. JOURNAL # ENTRY DATE ITEM TRANSACTION DESCRIPTION VENDOR CHECK INVOICE DEBIT CREDIT_____________________________________________________________________________________________________________________________________________________82-000-24-00-2480 (L) ESCROW - MEMORIALS & GIFTS_____________________________________________________________________________________________________________________________________________________ 01 05/01/2023 BEGINNING BALANCE 56,505.06 AP-230525MB 05/30/2023 24 AMAZON-YOGA MATS FIRST NATIONAL BANK 900133 052523-M.CURTIS-B 99.65 05/30/2023 25 AMAZON-BOOKS FIRST NATIONAL BANK 900133 052523-M.CURTIS-B 78.36 05/30/2023 26 AMAZON-DISECTION KITS FIRST NATIONAL BANK 900133 052523-S.AUGUSTINE-B 12.99 05/30/2023 27 AMAZON-BOX BUILDING SET FIRST NATIONAL BANK 900133 052523-S.AUGUSTINE-B 40.00 _________________________________ TOTAL PERIOD 01 ACTIVITY 231.00 0.00 02 AP-230612B 06/06/2023 01 MAY YOGA & COOKING CLASSES JESSICA YOUHANAIE 105320 202305 392.88 AP-230625MB 06/23/2023 282 DOLLAR TREE-PROGRAM SUPPLIES FIRST NATIONAL BANK 900135 062523-J.WEISS-B 38.75 06/23/2023 283 AMAZON-YOGA AIDS FIRST NATIONAL BANK 900135 062523-S.AUGUSTINE-B 81.75 06/23/2023 284 BRICKS R US-ENGRAVED MEMORIAL FIRST NATIONAL BANK 900135 062523-S.AUGUSTINE-B 40.65 GJ-230629LB 07/05/2023 05 June 2023 Deposits 100.00 _________________________________ TOTAL PERIOD 02 ACTIVITY 554.03 100.00 03 AP-230710 07/05/2023 01 LIBRARY GARDENING PROGRAM PEARL CARPENTER 105334 061523 150.00 AP-230725MB 07/20/2023 395 DOLLARE TREE-KIDS PROGRAMMING FIRST NATIONAL BANK 900136 072523-J.WEISS 28.75 07/20/2023 396 AMAZON-ACRYLIC SEALER, PAINT FIRST NATIONAL BANK 900136 072523-S.AUGUSTING 22.98 07/20/2023 397 AMAZON-DONATION BOX FIRST NATIONAL BANK 900136 072523-S.AUGUSTING 39.65 07/20/2023 398 AMAZON-MOD PODGE FIRST NATIONAL BANK 900136 072523-S.AUGUSTING 14.37 07/20/2023 399 AMAZON-LEGOS, TABLET DOODLE FIRST NATIONAL BANK 900136 072523-S.AUGUSTING 124.18 GJ-230730LB 08/02/2023 06 July 2023 Deposits 100.00 _________________________________ TOTAL PERIOD 03 ACTIVITY 379.93 100.00 04 AP-230814 08/08/2023 01 JUNE CHAIR YOGA AND COOKING JESSICA YOUHANAIE 105352 202306 395.00 AP-230825M 08/22/2023 302 AMAZON-BOOKS FIRST NATIONAL BANK 900137 082523-S.AUGUSTINE 55.20 08/22/2023 303 AMAZON-BOOKS FIRST NATIONAL BANK 900137 082523-S.AUGUSTINE 20.00 08/22/2023 304 AMAZON-BOOKS FIRST NATIONAL BANK 900137 082523-S.AUGUSTINE 27.72 08/22/2023 305 AMAZON-BOOKS, KEY CHAINS, FIRST NATIONAL BANK 900137 082523-S.AUGUSTINE 105.75 08/22/2023 306 AMAZON-GIFT TAGS FIRST NATIONAL BANK 900137 082523-S.AUGUSTINE 13.77 _________________________________ TOTAL PERIOD 04 ACTIVITY 617.44 0.00 TOTAL ACCOUNT ACTIVITY 1,782.40 200.00 ENDING BALANCE 54,922.66 GRAND TOTAL 0.00 54,922.66 TOTAL DIFFERENCE 0.00 54,922.6622 % of Fiscal Year 8%17%25%33%Year-to-Date FISCAL YEAR 2024 ACCOUNT NUMBER DESCRIPTION May-23 June-23 July-23 August-23 Totals BUDGET % of Budget LIBRARY OPERATIONS REVENUES Taxes 82-000-40-00-4000 PROPERTY TAXES 70,444 403,741 12,629 47,399 534,212 899,043 59.42% 82-000-40-00-4083 PROPERTY TAXES-DEBT SERVICE 67,261 385,503 12,059 45,258 510,081 864,150 59.03% Intergovernmental 82-000-41-00-4120 PERSONAL PROPERTY TAX 3,574 -2,890 466 6,930 17,000 40.76% 82-000-41-00-4170 STATE GRANTS --31,761 -31,761 30,000 105.87% Fines & Forfeits 82-000-43-00-4330 LIBRARY FINES 209 25 560 118 911 1,000 91.12% Charges for Service 82-000-44-00-4401 LIBRARY SUBSCRIPTION CARDS 2,709 774 3,002 579 7,064 3,500 201.83% 82-000-44-00-4422 COPY FEES 277 227 319 1 824 2,500 32.94% 82-000-44-00-4439 PROGRAM FEES 29 -10 15 54 -0.00% Investment Earnings 82-000-45-00-4500 INVESTMENT EARNINGS 1,385 1,376 1,605 1,677 6,042 15,000 40.28% Miscellaneous 82-000-48-00-4820 RENTAL INCOME -----250 0.00% 82-000-48-00-4850 MISCELLANEOUS INCOME 181 792 250 214 1,437 3,000 47.91% Other Financing Sources 82-000-49-00-4901 TRANSFER FROM GENERAL 2,230 2,230 2,230 2,572 9,262 31,335 29.56% TOTAL REVENUES: LIBRARY 148,298 794,667 67,315 98,298 1,108,578 1,866,778 59.38% LIBRARY OPERATIONS EXPENDITURES Salaries & Wages 82-820-50-00-5010 SALARIES & WAGES 32,522 21,661 21,661 22,797 98,641 288,307 34.21% 82-820-50-00-5015 PART-TIME SALARIES 12,630 11,752 11,724 12,246 48,353 168,000 28.78% Benefits 82-820-52-00-5212 RETIREMENT PLAN CONTRIBUTION 2,140 1,428 1,428 1,502 6,497 21,201 30.65% 82-820-52-00-5214 FICA CONTRIBUTION 3,399 2,487 2,485 2,612 10,984 33,917 32.38% 82-820-52-00-5216 GROUP HEALTH INSURANCE 14,362 7,081 7,924 15,504 44,871 89,456 50.16% 82-820-52-00-5222 GROUP LIFE INSURANCE 67 42 50 50 209 554 37.71% 82-820-52-00-5223 DENTAL INSURANCE 1,178 570 570 (4,854)(2,536)6,835 -37.11% 82-820-52-00-5224 VISION INSURANCE 105 73 85 85 348 940 37.00% 82-820-52-00-5230 UNEMPLOYMENT INSURANCE ---342 342 1,250 27.40% 82-820-52-00-5231 LIABILITY INSURANCE 2,230 2,230 2,230 2,230 8,919 30,085 29.65% Contractual Services 82-820-54-00-5401 ADMINISTRATIVE CHARGEBACK -----15,000 0.00% 82-820-54-00-5412 TRAINING & CONFERENCES -270 65 300 635 3,000 21.17% 82-820-54-00-5415 TRAVEL & LODGING -45 -350 394 1,500 26.28% 82-820-54-00-5426 PUBLISHING & ADVERTISING -----2,500 0.00% 82-820-54-00-5440 TELECOMMUNICATIONS -445 699 125 1,269 8,000 15.86% 82-820-54-00-5452 POSTAGE & SHIPPING --23 31 54 1,000 5.39% 82-820-54-00-5453 BUILDING & GROUND CHARGEBACK 624 624 624 624 2,495 7,486 33.33% 82-820-54-00-5460 DUES & SUBSCRIPTIONS 421 1,030 281 1,015 2,747 18,000 15.26% 82-820-54-00-5462 PROFESSIONAL SERVICES 3,088 3,310 1,277 4,056 11,732 33,500 35.02% 82-820-54-00-5466 LEGAL SERVICES -----3,000 0.00% 82-820-54-00-5468 AUTOMATION --5,463 -5,463 25,000 21.85% 82-820-54-00-5480 UTILITIES -900 -1,775 2,675 24,719 10.82% 82-820-54-00-5488 OFFICE CLEANING -5,177 5,177 5,177 15,531 75,000 20.71% 82-820-54-00-5495 OUTSIDE REPAIR & MAINTENANCE --2,272 17,511 19,783 131,000 15.10% 82-820-54-00-5498 PAYING AGENT FEES -1,689 --1,689 1,700 99.32% Supplies 82-820-56-00-5610 OFFICE SUPPLIES -1,359 223 -1,583 8,000 19.78% 82-820-56-00-5620 OPERATING SUPPLIES -35 211 11 257 4,000 6.42% 82-820-56-00-5621 CUSTODIAL SUPPLIES --697 330 1,027 7,000 14.68% 82-820-56-00-5635 COMPUTER EQUIPMENT & SOFTWARE -----3,000 0.00% 82-820-56-00-5671 LIBRARY PROGRAMMING --60 30 90 2,000 4.50% 82-820-56-00-5675 EMPLOYEE RECOGNITION --39 -39 300 13.04% YORKVILLE PUBLIC LIBRARY FISCAL YEAR 2024 BUDGET REPORT For the Month Ended August 31, 2023 23 % of Fiscal Year 8%17%25%33%Year-to-Date FISCAL YEAR 2024 ACCOUNT NUMBER DESCRIPTION May-23 June-23 July-23 August-23 Totals BUDGET % of Budget YORKVILLE PUBLIC LIBRARY FISCAL YEAR 2024 BUDGET REPORT For the Month Ended August 31, 2023 82-820-56-00-5683 AUDIO BOOKS -116 306 124 546 3,500 15.60% 82-820-56-00-5684 COMPACT DISCS & OTHER MUSIC -53 --53 500 10.59% 82-820-56-00-5685 DVD'S -26 85 80 191 3,000 6.37% 82-820-56-00-5686 BOOKS -3,469 1,518 6,475 11,463 20,000 57.31% 2006 Bond 82-820-84-00-8000 PRINCIPAL PAYMENT -----100,000 0.00% 82-820-84-00-8050 INTEREST PAYMENT -4,775 --4,775 9,550 50.00% 2013 Refunding Bond 82-820-99-00-8000 PRINCIPAL PAYMENT -----700,000 0.00% 82-820-99-00-8050 INTEREST PAYMENT -28,600 --28,600 57,200 50.00% TOTAL FUND REVENUES 148,298 794,667 67,315 98,298 1,108,578 1,866,778 59.38% TOTAL FUND EXPENDITURES 72,765 99,246 67,177 90,529 329,718 1,909,000 17.27% FUND SURPLUS (DEFICIT)75,533 695,421 138 7,769 778,860 (42,222) LIBRARY CAPITAL REVENUES 84-000-42-00-4214 DEVELOPMENT FEES 15,500 18,000 22,000 9,000 64,500 50,000 129.00% 84-000-45-00-4500 INVESTMENT EARNINGS 21 22 22 25 91 150 60.58% 84-000-48-00-4850 MISCELLANEOUS INCOME -22 --22 -0.00% TOTAL REVENUES: LIBRARY CAPITAL 15,521 18,044 22,022 9,025 64,613 50,150 128.84% LIBRARY CAPITAL EXPENDITURES 84-840-54-00-5460 E-BOOK SUBSCRIPTIONS -----3,500 0.00% 84-840-56-00-5635 COMPUTER EQUIPMENT & SOFTWARE -----25,000 0.00% 84-840-56-00-5686 BOOKS -----30,000 0.00% 84-840-60-00-6020 BUILDING IMPROVEMENTS -----56,000 0.00% TOTAL FUND REVENUES 15,521 18,044 22,022 9,025 64,613 50,150 128.84% TOTAL FUND EXPENDITURES -----114,500 0.00% FUND SURPLUS (DEFICIT)15,521 18,044 22,022 9,025 64,613 (64,350) 24 May June July August September October November December January February March April202320232023202320232023202320232024202420242024Library Operations Old Second $ 540,138 $ 862,652 $ 817,202 $ 782,184 Building Development FeesOld Second 251,541 258,085 285,107 307,132 Library Operations Illinois Funds 311,158 312,484 345,779 347,381 Total: $ 1,102,836 $ 1,433,221 $ 1,448,088 $ 1,436,697 $ - $ - $ - $ - $ - $ - $ - $ - PAYROLL1ST PAY PERIOD31,324$ $ 18,289 $ 18,852 $ 18,938 2ND PAY PERIOD19,368 19,039 18,446 20,219 3RD PAY PERIOD - - - - Total50,692$ 37,328$ 37,298$ 39,157$ -$ -$ -$ -$ -$ -$ -$ -$ YORKVILLE PUBLIC LIBRARYCASH STATEMENTAs of August 31, 2023FISCAL YEAR 202425 August YTD % of FY 2024 Actual Actual Budget Budget YTD Actual % Change LIBRARY OPERATIONS FUND (82) Revenues Property Taxes 92,656$ 1,044,293$ 59.23% 1,763,193$ 943,963$ 10.63% Intergovernmental Personal Property Replacement Tax 466$ 6,930$ 40.76% 17,000$ 7,201$ -3.77% Federal & State Grants - 31,761 105.87% 30,000 33,471 -5.11% Total Intergovernmental 466$ 38,691$ 82.32% 47,000$ 40,672$ -4.87% Library Fines 118$ 911$ 91.12%1,000$ 1,598$ -42.98% Charges for Services Library Subscription Cards 579$ 7,064$ 201.83%3,500$ 6,498$ 8.71% Copy Fees 1 824 32.94%2,500 1,059 -22.22% Total Charges for Services 579$ 7,888$ 131.46%6,000$ 7,557$ 4.37% Investment Earnings 1,677$ 6,042$ 40.28% 15,000$ 1,612$ 274.87% Reimbursements/Miscellaneous/Transfers In Miscellaneous Reimbursements -$ -$ 0.00%-$ -$ 0.00% Rental Income - - 0.00%250 - 0.00% Miscellaneous Income 229 1,491 49.71%3,000 1,633 -8.68% Transfer In 2,572 9,262 29.56% 31,335 13,312 -30.42% Total Miscellaneous & Transfers 2,802$ 10,753$ 31.09% 34,585$ 14,945$ -28.05% Total Revenues and Transfers 98,298$ 1,108,578$ 59.38% 1,866,778$ 1,010,347$ 9.72% Expenditures Library Operations 90,529$ 329,718$ 17.27%1,909,000$ 314,931$ 4.70% 50 Salaries 35,043 146,994 32.21% 456,307 150,639 -2.42% 52 Benefits 17,472 69,634 37.80% 184,238 75,244 -7.46% 54 Contractual Services 30,964 64,466 18.40% 350,405 36,327 77.46% 56 Supplies 7,051 15,249 29.72% 51,300 4,064 275.20% 99 Debt Service - 33,375 3.85% 866,750 48,656 -31.41% Total Expenditures and Transfers 90,529$ 329,718$ 17.27% 1,909,000$ 314,931$ 4.70% Surplus(Deficit)7,769$ 778,860$ (42,222)$ 695,417$ *August represents 34% of fiscal year 2024 YORKVILLE PUBLIC LIBRARY STATEMENT OF REVENUES, EXPENDITURES AND TRANSFERS For the Month Ended August 31 , 2023 * Fiscal Year 2023 For the Month Ended August 31, 2022 26 YPL Director’s Report for September 2023 Upcoming Events/Programs • Dabblers – Adult Painting Classes – Tue, 9/12/23 10:00 & 5:30Learn to paint with Carolyn Kyle. In our fun new art series, learn the basics of painting - each month focusing on different techniques, mediums, or styles. From basic brush strokes to matting and framing your masterpieces, come check it out and dabble a bit with Carolyn. • Mommy and Me Yoga – Tue, 9/12/23 10:30 Parents/caregivers bond with your little one while exploring yoga. This class includes simple breathing work, playful yoga poses, songs, games, and story time. Participants will use their imagination while increasing strength, flexibility, and balance. • Your Friend in Health: Health & Wellness Program – Wed, 9/13/23 11:00 Do you wish you had a simple way to train yourself in how to make healthy food choices? This is an interactive class in healthy eating made simple. Participants will learn how to categorize food as well as the basics of label reading. By the end, they’ll feel more confident about making decisions at the grocery store for themselves and their families. • Hands on Weaving – Sat, 9/16/23 11:00 for Adults & 1:00 for Kids Meet members of the Illinois Prairie Weavers Guild and their Everyone will each have an opportunity to weave. There will be several different kinds of looms with experienced weavers to guide participants’ hands. • Healthy Cooking with Jess – Mon, 9/18/23 11:30 A monthly series on nutrition and wellness after retirement and beyond! Learn to care for yourself in your new found time. We’ll talk about nutritionally dense foods, what foods that can help you feel your best, food energetics, and how to add joyful movement to your everyday. Certified Holistic Health Coach, Jess Stewart, will demonstrate how easy and simple cooking healthy can be. • Decorating Like it’s a piece of cake – Wed, 9/20/23 10:30 Learn to decorate beautiful cookies, cakes, and cupcakes with Bethany Breyne - a certified decorating instructor since 2014, who has worked as a cake decorator at Sweet Temptations Bakery and has taught private classes in homes, clubs, and our library. Join Bethany to learn the basics of decoration and in no time making beautiful desserts will be a piece of cake! • Yorkville StoryWalk Annual Event – Wed, 9/20/23 4:30 Join us for our annual free family event at the Yorkville StoryWalk. We are excited to see you at YJWC Heartland Park, 1267 Taus Circle, for music, raffles, and a celebration of story! Frozen treats will be available for purchase. Hosted by the Yorkville Educational Foundation, Y115, and the Yorkville Public Library • Bee Keeping 101 – Wed, 9/20/23 7:00 Learn about the basics of bees and bee keeping with Bill Novicki • Inspired! A Celebration of Poetry & Art – Sat, 9/23/23 1:00 Local poets and artists will unite to present their work at the 3rd annual Inspired! A Celebration of Poetry and Art. Poets submitted their poems earlier this year and artists chose a poem to use to inspire their original piece of art. At this event each poet will read their work followed by a reveal by the artist of the artwork it inspired. After the read and reveal portion of the day there will be an opportunity to talk to the creatives and see their work up close. 27 • Hix Bros. Ukulele Band – Thurs, 10/5/23 5:00 The Hix Bros Ukulele Band is coming back to the Yorkville Public Library! This wonderful music group started as a small club at a family-owned business, but over time has evolved into a talented and entertaining music ensemble that performs at fairs and festivals all over the Chicago area. Library Operations Our quarterly pest control application was performed this month. The Metronet internet service was sporadic on 8/31. We were without internet and phone system 5-6 times throughout the day and evening. We started a new cleaning company on Sept. 1. Staff will monitor their cleaning and report any problems/issues. We hosted the musical entertainment for Hometown Days on Friday in our upstairs staff lounge. Staff I have received 2 resignation letters, one from a part time staff member who has found full time employment, and the second from a part time staff member who is caring for an elderly parent. We had 2 part time staff members starting this month. Other The library received 2 FOIA’s in the month of August. One was requesting a copy of our Collection Development Policy and the oath of office for all board members. The second was for the oath of office for all trustees from 1965-2023. We received a donation of 12 cases of hand sanitizer from the YPD who received a very large donation from a local business. Reminder – the library will be closed all day on Friday, Sept. 29 for staff to attend PUG (PrairieCat Users Group Conference) as an in-service day of training. Meeting & events attended: 8/4 WSPY visit 8/9 Lunch w/Sugar Grove Director 8/10 Harry Potter Planning Meeting 8/14 Friends monthly meeting 8/14 Personnel Committee meeting 8/14 Library board meeting 8/15 Chamber Business Women Connect meeting 8/21 Administration Department weekly meeting 8/21 Meeting w/Bart for facility planning 8/23 Policy Committee meeting 8/28 Administration Department weekly meeting 8/28 Special Board Meeting 28 AUGUST 2024 Programs Youth Programs: AUGUST Program Age 0-5 Age 6-11 Age 12-18 All Ages TOTAL 3D printing (in person) 12 12 window art 2 8 2 12 Crafternoon 23 23 4H (ages 5-7) paper 20 20 4H (ages 5-7) wind 21 21 4H (ages 8-12) paper 18 18 4H (ages 8-12) wind 16 16 Drop Story (4) 180 180 Storybook Yoga (2) 16 16 Color with Cops 77 77 Books for BINGO 81 81 Chalk the Walk 11 11 LEGO kits 10 10 3 23 Book Club grades 1-2 8 8 Book club grades 3-5 2 2 Family Fort Night 52 52 STEM - Zipline 10 7 17 Mr Freeze 120 120 Tots and Toddlers 20 18 38 Read with Paws 6 8 5 19 Creek STOMP 34 34 TAG 3 3 D&D 8 8 Total AUG Youth Programs 23 Total Attendance 811 +6 passive programs with 562 attending (Color Pages, Scavenger Hunt, Makerspace, Escape Room, Virtual 3D Printing, Facebook Spanish Storytime) Summer Reading Packets: handed out 468, 217 returned 29 AUGUST Adult Programs: 8/1 Threads & More 8 8/1 Books & Cooks 11 8/1 Tuesday ELL 2 8/2 Wednesday ELL 3 8/3 Thursday ELL 0 8/3 Chair Yoga 22 8/3 Dungeons & Dragons 11 8/4 Roaming Readers 5 8/5 Saturday ELL 3 8/7 Monday ELL 2 8/8 Tuesday ELL 2 8/8 Dabblers (morning) 7 8/8 Dabblers (evening) 11 8/9 Wednesday ELL 2 8/9 Lunch Bunch 13 8/10 Chair Yoga 22 8/10 Thursday ELL 0 8/12 Saturday ELL 2 8/14 Monday ELL 1 8/15 Tuesday ELL 2 8/15 Financial Rules of the Road 3 8/16 Wednesday ELL 2 8/16 Getting the Dirt on Gardening 11 8/17 Thursday ELL 0 8/17 Chair Yoga 17 8/17 Dungeons & Dragons 11 8/17 Men’s Book Club 9 8/18 Roaming Readers 3 8/19 Saturday ELL 2 8/19 Branch by Branch Genealogy 3 8/21 Monday ELL 3 8/21 Healthy Cooking 18 8/22 Tuesday ELL 2 8/22 Creative Writing 7 8/23 Wednesday ELL 0 8/23 Computer Basics for Seniors 5 8/24 Thursday ELL - 8/24 Chair Yoga 31 8/24 Dungeons & Dragons 11 8/26 Saturday ELL 3 8/28 Monday ELL 2 8/28 Monday Movie Madness 8 8/28 Medicare 101 10 8/28 Horror Book Club 9 8/30 Wednesday ELL 4 Total AUG Programs 41 Total Attendance 303 5 passive programs with 126 attending (puzzle, chess, poem of the week, art wall, summer reading) Summer Reading Logs: 65 Meeting Room Use: rentals- 5, library use- 23, zoom- 4 Board Room Use: community- 0, library- 7 Study Room Use: 58 Museum Pass: 15 Volunteers: Friends of the Library have been setting up for the Annual Used Book Sale, and have been continuing to index the KCR Obits (this month’s volunteer/s: Nancy A.) 30 YORKVILLE STATISTICS FOR FY24 PRAIRIECAT web renewals web holds checkouts + renewals checkouts renewals holds placed holds filled checkins Items lent to other libraries Items borrowed from other libraries Items to Reciprocal Borrowers at Yorkville Items added Patrons added MAY 768 1477 5785 5519 266 351 1540 5432 551 1228 369 293 88 JUNE 710 1707 8915 8562 353 341 1798 7038 615 1448 530 277 197 JUL 1082 1928 8289 7951 338 411 1893 8128 635 1514 347 361 119 AUG 929 1697 7313 6947 366 451 1900 7492 655 1525 330 323 124 SEP OCT NOV DEC JAN FEB MAR APR Totals CIRCULATION TOTAL ADULT JUV.YA TOTAL Books Videos Audios Mag other Total Circs ANCESTRY E-READ IL OMNI OCLC SEARCHES HITS E-BOOK E-AUDIO USERS E-BOOK E-AUDIO USERS VIDEO LENT BORROWED MAY 84 62 27 103 43 812 717 385 0 18 3 JUN 51 13 18 88 43 777 739 405 0 16 25 JUL 32 27 44 106 44 906 806 443 0 16 31 AUG 609 2717 33 103 44 948 792 408 0 19 22 SEP OCT NOV DEC JAN FEB MAR APR Totals 31 FY 2023 ATTENDANCE MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR TOTALS PATRON DOOR COUNT 6330 7535 6450 7135 CURBSIDE PATRONS 8 11 5 7 HOME DELIVERY 8 9 11 17 CARDS ISSUED THROUGH WEBSITE 10 25 16 26 CHILDREN'S AGE 0-5 PROGRAMS 10 18 9 11 AGE 0-5 ATTENDANCE 240 514 311 348 CHILDREN'S AGE 6-11 PROGRAMS 7 22 11 14 AGE 6-11 ATTENDANCE 289 587 274 375 NUMBER OF CHILDREN'S PASSIVE PROGRAMS 4 6 6 6 CHILDREN'S PASSIVE PROGRAM ATTENDANCE 364 550 465 495 NUMBER OF YA PROGRAMS 4 6 7 4 YA PROGRAM ATTENDANCE 21 44 92 40 NUMBER OF YA PASSIVE PROGRAMS 3 1 2 2 YA PASSIVE PROGRAM ATTENDANCE 83 40 29 67 YOUTH SUMMER/WINTER READING 468 handed out, 217 returned NUMBER OF ADULT PROGRAMS 46 46 35 41 ADULT PROGRAM ATTENDANCE 349 389 226 303 NUMBER OF ADULT PASSIVE PROGRAMS 4 4 4 5 ADULT PASSIVE PROGRAM ATTENDANCE 45 57 55 126 ADULT SUMMER/WINTER READING 65 MEETING RM. RENTAL/COMMUNITY USE 6 3 5 9 MEETING ROOM USE:18 29 27 23 BOARD ROOM USE 15 14 7 7 STUDY ROOM USE 67 57 56 58 MUSEUM PASS 11 21 14 15 YOUTH COMPUTER SESSIONS 26 28 17 27 ADULT COMPUTER SESSIONS 214 228 209 276 YOUTH VOLUNTEER HOURS 32 Monthly Statistics August 2023 New Cardholders Added 2023: 124 2022: 152 Change: -18.42% Technology Stats Events and Programs 2023: 83 2022: 55 Change: +50.91% Items Added 2023: 323 2022: 317 Change: +1.89% Events and Program Attendance 2023: 1,971 2022: 1,394 Change: +41.39% 2023: 1,876 2022: 1,561 Change: +20.18% Digital Checkouts 2023: 303 2022: 273 Change: +10.99% Computer Use 2023: 5,750 2022: 5,449 Change: +5.52 Website Hits Checkouts 2023: 8,242 2022: 7,403 Change: +11.33% Visits 2023: 7,135 2022: 5,441 Change: +31.13% 33 Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 **Weaving @ 1:00 17 18 19 20 21 22 23 24 25 26 27 28 29 30 LEGO Kits Sept. 11-15 RegistraƟon Required *SEE WEBSITE For more informaƟon on Yorkville Public Library’s  Children’s programs Call Us: 630‐553‐4354 ext. 108  Check out our Facebook or our TwiƩer @Yorkvillekidsread RegistraƟon is now online!!  Sign up for programs at hƩp://www.yorkville.lib.il.us CLOSED DROP IN STORY TIME 10:30 @ YPL Window Art (September 5-8) Contact the library for an appointment time DROP IN STORY TIME 10:30 @ YPL DROP IN STORY TIME 10:30 @ YPL DROP IN STORY TIME 10:30 @ YPL Read With Paws 10:30-11:30 Contact lib for appointment time T.A.G. @ Tots and Toddlers @ 10:30 RegistraƟon Required ESCAPE ADVENTURE This Escape Adventure is available the entire m o n th o f Septem ber. Contact the library for an appointm ent. BOOK CLUB (1‐2) 4:30‐5:00 RegistraƟon Required BOOK CLUB (1‐2) 4:30‐5:00 RegistraƟon Required BOOK CLUB (GRADE 3-5) 4:30-5:00 RegistraƟon Required BOOK CLUB (GRADE 3-5) 4:30-5:00 RegistraƟon Required Preschool Zone 10:30 or 1:30 RegistraƟon Required CHALK THE WALK 11:00 RegistraƟon Required LITERACY CENTERS TUESDAY-FRIDAY *D R O P IN * Farmacy Farmstand Story Time at 10:30 See website for details Facebook Spanish Story Time at 10:00 am Facebook Spanish Story Time at 10:00 am on Sept. 27 Tots and Toddlers @ 10:30 RegistraƟon Required T.A.G. @ 2:45 Friends of the Library Annual Book Sale Friends of the Library Annual Book Sale Paying for College Without  Going  Broke     WEBINAR @ 7:00pm RegistraƟon Required Annual Family StoryWalk Event 4:30‐6:30 @ YJWC Heartland CLOSED MOMMY & ME YOGA @10:30 RegistraƟon Required MOMMY & ME YOGA @10:30 RegistraƟon Required 34 Upcoming Special Events Special Events, Informational Programs, BookClubs, Creative Outlets, & Social Groups More Special Events Adult Services upcoming programs YYoorkville Prkville Public Lublic Libraribraryy Sept. 2023 For a complete listing of upcoming adult programs and book groups, check out the Adult Services pages on the library's website. Yorkville Public Library 902 GAME FARM RD, YORKVILLE, Illinois 60560 630-553-4354 www.yorkville.lib.il.us/ 35 September Book ClubsAugust Adult Classes 36 Strategic Planning Proposal for the Yorkville Public Library August 10, 2023 Proposal submitted by: Amanda E. Standerfer, Founder and Lead Consultant Fast Forward Libraries LLC 712 Arlington Ct. Champaign, IL 61820 217-821-2880 amanda@standerferconsulting.com fastforwardlibraries.com 37 Yorkville Public Library 2 Contents Cover Letter……………………………………………………………………………………………………………………. 3 Executive Summary…………………………………………………………………………………………………………. 4 Your Strategic Plan Overview / Summary of Deliverables………………………………………………… 6 Key Personnel and Qualifications/Experience…………………………………………………………………. 7-8 Work Plan……………………………………………………………………………………………………………………….. 9-11 Exclusions or Exceptions…………………………………………………………………………………………………. 11 Schedule of Costs and Timeline………………………………………………………………………………………. 12-15 References………………………………………………………………………………………………………………………. 16 Client List………………………………………………………………………………………………………………………… 17 38 Yorkville Public Library 3 Cover Letter I am pleased to submit this proposal to Yorkville Public Library (YPL) for strategic planning process facilitation and consulting. I am the founder and lead consultant for Fast Forward Libraries LLC, a small consulting group specializing in assisting libraries and nonprofits over the past 20 plus years with focused, flexible planning processes to increase their performance and impact. Besides strategic planning, we assist organizations with fundraising and development planning, capacity building/organizational development, staff training and team building, data collection and analysis, and grant writing. This proposal details a grounded research planning process that will result in a focused, actionable 3 -5 year strategic plan for YPL. The Fast Forward Libraries team has extensive experience working with public libraries, and strives to be a neutral proces s facilitator and partner to maximize community and stakeholder input, reflection, and learning so the resulting strategic plan is compelling, responsive, and focused. We are steeped in organizational development methods and group dynamics, both essential elements of the strategic planning process. We specialize in processes leading to a graphical one-page strategic plan (see examples provided), which is vital for community and stakeholder communication and a visual reminder of the strategic direction during the life of the plan. The graphical one-page plan is supported by an annual activity plan to guide the day-to-day management of the plan that roll up to the established strategic directions, mission, and vision. Using Simon Sinek’s “Golden Circle” (Why? How? What?) model and PLA’s new “Strategic Planning for Public Libraries” by Joy L. Fuller1 as a framework for the process, stakeholders at all levels find connection and purpose in the plan which makes success achievable. Each process we facilitate is customized to achieve shared goals. Helping libraries develop their strengths and become learning organizations is our passion because libraries are the anchor of democracy in our society and we need to evolve to respond to community needs in holistic ways that honor the complexities of our society. Adopting the practices of a learning organization during the planning process will equip YPL to be a flexible, nimble, and vital institution for decades to come. It’s exciting that YPL is engaging in strategic planning and considering library impact in the community. Strategic planning is a crucial development activity and will positively impact YPL for years to come. I think you will find that our proposal closely aligns with your needs. Please do not hesitate to email or call with any questions. I look forward to hearing from you! Amanda E. Standerfer Founder & Lead Consultant 1 Our client Indian Trails Public Library District in Wheeling, Illinois is heavily featured in this new publication. 39 Yorkville Public Library 4 Executive Summary The Yorkville Public Library (YPL) seeks to engage in a collaborative, participatory planning process that will result in a comprehensive 3-5 year strategic plan for the library. After the uncertainty of the last several years, it’s a good time to celebrate success, assess what’s working, deepen community connections, and set a course for the next three plus years. Using a fresh, streamlined strategic planning process, YPL can consider what opportunities exist and how to evolve to increase impact in the community and broaden partnerships, especially focusing on reaching underserved populations through an appreciative inquiry and grounded research approach. To that end, this proposed learning-focused strategic planning process will result in a clear, adaptive plan that is grounded in the library’s strengths to streamline decision -making and focus on impact. In our approach, we use: • Systems thinking - considering individual aspects of the library, how they interrelate, and what this means for overall dynamics and potential levers for change. • Design thinking - putting humans as the core of the library’s work. • Adaptive action - the simple framework of what? so what? now what? grounds us in inquiry throughout the process. By coming back to this framework throughout the process, we can be iterative in our learning that will inform our final recommendations. • Diversity, equity, and inclusion - DEI is a critical foundational framework that is applied throughout the process. The planning process is organized into three phases: LEARN: Core to the planning process is learning. Learning requires research, information gathering, dialog ue, and analysis. A considerable amount of time is devoted to learning during this process —both internally within the library, and externally out in the community—to help participants deeply connect with all things YPL. Our role as process facilitators is to direct learning activities and to serve as a neutral guide during the process. Internal learning: Board and Staff members will have several opportunities to participate in and contribute to the strategic planning process during this phase including engaging in an environmental scan, SOAR (strengths, opportunities, aspirations, results) analysis, and survey. External learning: Community input (qualitative and quantitative) will be gathered in multiple ways (TBD based on process design). We will concurrently engage in a community needs assessment process using focus groups and interviews to gain a view of what’s on the minds of community members representing various stakeholders and groups, especially focusing on non-users. At the same time, we will conduct a community survey to get broad community input about library strengths and impact. In addition, we will compile data on community demographics and community organization strategies to give additional context to the process. We will look for strengths and connections to help Trustees and Staff consider YPL’s role in new ways. At the end of this phase, we’ll summarize all data with findings in a Learning Report. The Learning Report is key to informing the agenda for the DREAM phase of the process. DREAM: During this phase, Trustees and Staff members will synthesize the learning and dream about the future during retreat sessions. The retreat sessions allow for dedicated time and space to step back and think strategically, working through ideas together to build strategic plan element s. In addition, we’ll review (and update if needed) the current vision and mission statements. DO: Finally, the plan will start to take shape, and we’ll spend time during this phase developing and revising documents and graphics that make the plan come to life. We’ll develop an activity plan that will guide 40 Yorkville Public Library 5 implementation over the life of the plan and help YPL think about the plan’s narrative and milestones. We’ll also develop an evaluation framework and talk about reporting structures to communicate suc cess to stakeholders and the community. The final product will be a comprehensive, data-driven, outcome-focused strategic plan with an accompanying one-page graphical version. The plan will be realistic in scope and includes a recommended activity plan draft with an evaluation framework. Committing to this process and way of operating will require clear communication and buy-in from Staff and the Board. The results will unify and energize all involved! A Note on COVID-19 Planning always comes with unique challenges and opportunities for the organizations involved. Current events dictate further complications with renewed efforts to fight COVID -19 and its variants. As such, this plan relies on gathering community, staff, and stakeholder aspirations, wants, and needs using a hybrid of virtual engagement tools and, should conditions allow, in-person methods. With extensive experience in virtual community engagement and collection of qualitative data, the consultants of Fast Forward Libraries can confidently deliver virtual engagement and planning activities when necessary. In our experience, there is no substitute for in-person conversations and engagement. However, virtual options remove some barriers and allow for collection of ideas and opinions from a more diverse pool of community members and stakeholders. When it is safe for communities and stakeholders to gather in person, our consultants will be there to lead activities. Ideally, a hybrid virtual/in -person approach will be adopted regardless of the effects of COVID-19. 41 Yorkville Public Library 6 Your Strategic Plan Overview / Summary of Deliverables Deliverable Purpose Learning Report • Comprehensive report of all data gathered during the initial phase of the planning process. • Provides analysis and findings that helps Staff members and Trustees build strategic plan elements. • Key tool for informing strategic planning process. Summary to provide community members and stakeholders as support for strategic plan elements. One-page Graphical Plan • High-level graphical version of the strategic plan. • Quick reference for: o Vision o Mission o Strategic Directions o Goals • For communication about strategic direction. • Use in library (as a flyer and poster), on website, and in publications. • Use in Board reports as reminder of high- level strategy. • Use in staff areas as reminder of high-level strategy. • Use with library users/the community in publications and at meetings as a reminder of high-level strategy. Strategic Plan Document • This is the expanded, more traditional text-heavy strategic planning document for Board approval. • It provides additional context and detail about the planning process and other plan components. • Use on your website as the “full plan” for community/stakeholders to review. Staff should have access to this document so they can understand their role in implementation. Implementation Elements: Activity Plan and Evaluation Framework • The activity plan is an internal document for staff members to use when planning annual activities that will help meet the plan goals, timeline, and staff responsibilities for the activity. • The activity plan can also be used for internal updates/reports to streamline strategic plan management. • The activity plan changes and is updated annually by staff. • The evaluation framework breaks down which metrics will show progress for each goal. • Staff use the activity plan to detail annual activities and accomplishments. • The activity plan can also be used to set individual performance goals. • The activity plan can be used to develop progress reporting using template. • Evaluation framework, aligned with goals, helps stakeholders understand metrics that show strategic plan success. 42 Yorkville Public Library 7 Key Personnel and Qualifications/Experience Amanda E. Standerfer, MA, MLIS Amanda’s passion is helping libraries and nonprofit organizations advance so they can create meaningful impact in their communities. Since 2002, Amanda has served as a consultant and facilitator, working with libraries, nonprofits, and small businesses on strategic planning, fundraising, organizational development, and capacity building (operating as a sole proprietor until formalizing as Fast Forward Libraries LLC in early 2022). Rec ent clients include PrairieCat (library consortium in Illinois), Indian Trails Public Library District (Wheeling, IL), and Spring Lake District Library (MI). Amanda was most recently the Director of Community Engagement for The Urbana (IL) Free Library. She’s spent about half of her career working in philanthropy (as Program Officer for The Lumpkin Family Foundation based in Mattoon, IL and as Program Director with the Southeastern Illinois Community Foundation, serving Effingham and Mattoon, IL) and the other half in libraries (as Head of the Adult Division at the Decatur (IL) Public Library and as Director of the Helen Matthes Library in Effingham, IL). She loves melding her library and philanthropy knowledge – a self-proclaimed “philanthro-brarian.” Amanda has twice been elected to the Board of the Illinois Library Association (ILA), most recently completing a three-year term in 2016. Amanda was also selected as a member of the first class of Synergy: The Illinois Library Leadership Initiative and one of only two librarians ever selected for participation in Leadership Illinois. Amanda holds a B.A. and an M.A. in history from Eastern Illinois University and an M.S. in library and information science from the University of Illinois at Urbana-Champaign. You can find out more about Amanda on LinkedIn. Amanda is the lead consultant for this project and will manage all aspects of the process. Laura Huddleston, MLIS Laura Huddleston is an associate consultant with Fast Forward Libraries. She has a special interest in the “how” of public libraries and loves to learn about ways they can thrive to benefit patrons and communities. For ten years, Laura led the children’s department at the Mattoon Public Library perfecting a few story time voices and the ability to find a title based on a two-word description. During her tenure, Laura managed collection development, various school/public collaborations, and all children's programming. She helped design and launch the MPL’s inaugural Book Buggy mobile library to reach unders erved youth and piloted the First Grade, First Card program to bring library cards to local first -graders. Laura served on the ISLMA Monarch Award Committee and received a 20 Under 40 Award from the Mattoon Journal Gazette for contributions to her community. Laura recently served as Program Officer for Community Outreach and Organizational Learning at the Lumpkin Family Foundation where she led new efforts in trust-based philanthropy, impact evaluation, and organizational learning including a facilitated EDI process for board and staff. Laura currently serves as a trustee of the Mattoon Public Library and as a community advisor for the Coles County Peace and Justice Fund. She holds a BA in Spanish and secondary education from Eastern Illinois University and an MLIS from Indiana University. 43 Yorkville Public Library 8 Laura is the project manager, providing research and logistical support, supports community input elements, and manages the development of the Learning Report. Sarah Forbes, PhD. Dr. Sarah Forbes is the founding Director of Student Academic Success at Rose-Hulman Institute of Technology, helping students to discover new strategies to achieve their academic goals. Prior to this, Sarah spent 10 years as the Director of Data Management and Reporting. Her role in the Office of Institutional Research, Planning and Assessment was to manage d ata collection and reporting to all functional units on campus as well as to external constituents. She also served as a liaison between Academic Affairs and Enterprise Information Technology, helping each group to identify their needs and streamline both data entry and reporting processes. Prior to working at Rose-Hulman, Sarah worked at the Helen Matthes Library in Effingham, Illinois. There she focused on marketing, outreach, and adult education. In her spare time, Sarah serves as a research consultant to non -profit organizations. Sarah earned a B.A. in Psychology from McKendree University, an M.A. in Experimental Psychology from Indiana State University, and a Ph.D. in Curriculum and Instruction from Indiana State University. Sarah assists with community survey development and compiles data for the Learning Report. Jennie Grace, BFA Jennie Grace is the Graphic & Web Designer for The Urbana (IL) Free Library, a position she’s held since 2007. Jennie holds a BFA in graphic design from Eastern Illinois University. Jennie creates the one-page plan document. 44 Yorkville Public Library 9 Work Plan Phase I: LEARN The first phase of the strategic planning process is the longest and the most important! During this phase, we’ll spend time gathering data internally and externally to inform the strategic planning process. Form the Planning Team: First, we will establish the Planning Team (5-7 staff and Trustees) to work with Amanda to guide and manage the planning process. The Team meets regularly throughout the process (as a group and via email) to give input about various aspects of the process and to edit/refine process/plan documents. To get started, we’ll hold a kick off meeting to finalize the timeline, get some initial input, and start planning the community survey and focus groups/interviews. The Planning Team with gather internal and external documents to inform the process, like library data, evaluation reports, previous strategic plan reports, community demographic data, and strategic plans for other community organizations. Board & Staff Process Orientation & Input: It is key to generate excitement about the process with the Board and Staff and to involve them early in the process. To do this, we’ll focus inward. Amanda will hold sessions with the Board and Staff to get them oriented to the strategic planning process and conduct an envir onmental scan, SOAR analysis (similar to a SWOT, but with an appreciative inquiry lens focusing on strengths, opportunities, aspirations, and results), and get input on what else we need to learn as part of the process. Paired with these sessions is a Board and Staff Survey to get insight into the library’s working culture to start identifying strengths and gaps. Community Needs Assessment Focus Groups & Interviews: To gather input from non-users, we will use a needs assessment approach. It is key to re ach out to community stakeholders and groups working with underserved populations to ask for their assistance in organizing specific focus groups and encouraging participation in the process. These focus groups and interviews will give vital input into th e process related to overarching community concerns that the library needs to consider during the planning process. Gather Community Feedback & Conduct Research: At the same time as the community needs assessment process, we’ll gather community and stakeholder feedback via a survey. The community survey is key to gaining a broad understanding YPL’s current state, strengths, and potential future direction from community members that care about the future of the library. Amanda will develop the community survey (edited and approved by the Planning Team) to get qualitative and quantitative input on: 1. Awareness of Library Services – How aware are respondents of the various library services? Where do they learn about what’s going on at the library? (This data can be benchmarked for future evaluations.) 2. Value and Satisfaction – What aspects of YPL’s work do respondents value the most? Are they satisfied with YPL’s work? (This data can be benchmarked for future evaluations.) 3. Community Needs – What are top community needs? How might the library address these needs? 4. Future Focus – What’s important going forward? What are YPL’s strengths? How should YPL measure success? 5. Other relevant questions – Operating hours? Facilities? Accessibility? Support of a future referendum? TBD by the Planning Team 45 Yorkville Public Library 10 In addition, we’ll compile community demographic data and complete a scan of community organization strategic plans to identify needs, opportunities, and gaps. At the end of this phase, Amanda, Sarah, and Laura (with assistance from library staff) will gather all information into a Learning Report. The Learning Report will identify library strengths and provide findings that will ground the Board and staff retreats in the next phase. Deliverables: Finalized planning process timeline with meeting dates. Learning Report that includes analysis and findings from information gathered/reviewed, survey, focus groups, and interviews. Regular check-ins with Library Director. Timeframe: September – December 2023 Phase II: DREAM This phase starts with a Planning Team meeting to review the Learning Report and plan for the Board and staff retreats. Board Retreat Session: The 3-hour Board retreat will focus on reviewing learning and dreaming about the future. During the retreat, we’ll get the Board up to speed on the planning process, review and discuss the Learning Report, review and update the vision, mission, affirm strategic directions, and set plan goals. During the session, the Board will also talk about possible activiti es that will help achieve plan goals. We’ll use our time to critically think about what’s most important for YPL, including new services that will address priorities, services to discontinue, capacity building strategies, methods of outreach that might attract underserved populations, and funding implications. Staff Retreat Session(s): During this phase, we’ll also hold a 3-hour staff retreat (or multiple, shorter retreats to maximize staff participation) to also share the Learning Report and dream about the next 3 years. Staff will spend time brainstorming activities that will help achieve plan goals. This input is valuable to the activity plan that will guide implementation. (Note: While it’s best to have the Board retreat before the staf f retreat, we are flexible with the timeline for these sessions as which retreat is held first is not critical for the overall development of the plan.) It’s important that everyone feel engaged at the retreats and that their perspectives are expressed an d respected, so the facilitation will be flexible to accommodate for multiple input methods. At the end of the sessions, participants will feel confident that YPL is on the right track for transformative change, rooted in strategies for equity, innovation, and flexibility in the delivery of library services. The final piece of this phase is another Planning Team meeting to debrief on the retreats and discuss a draft strategic plan outline. Deliverables: Board and staff retreat sessions. Strategic plan outline. Regular check-ins with Library Director. Timeframe: January – March 2024 Phase III: DO In this phase, we’ll draft and revise the various plan documents. Amanda, Laura, and Jennie will prepare drafts of the graphical and written versions of the plan and the activity plan. The Planning Team will review and edit the drafts. In addition, we will share the drafts with key staff and stakeholders for feedback. 46 Yorkville Public Library 11 After Planning Team review, we’ll present the draft plan documents to the Board for final comment/revisions. This session will allow the Board to clarify next steps and discuss an implementation and communication strategy for the plan. After the Board session, Amanda will make revisions and present final plan documents for approval. Final implementation steps, like finalizing the activity plan, and developing the evaluation framework will take place with the Planning Team around the time of Board approval to move from strategic planning to implementation. Deliverables: All draft plan documents approximately one month after the retreat sessions with final documents presented a month after presentation of the drafts. Regular check-ins with Library Director. Timeframe: March – April 2024 Phase IV: IMPLEMENTATION Transitioning from the planning process to implementation is critical and often where the library’s management team gets stuck. Without a clear plan of how to transition to implementation, a strategic plan can get set aside and the momentum of the planning process is lost. We recommend reading “Managing Transitions: Making the Most of Change” by William Bridges for guidance during this period. Amanda is also available for transition coaching support for the Library Director or staff teams working on implementation plans. Exclusions or Exceptions Fast Forward Libraries is pleased to offer Spanish translation of the community survey for an additional fee (see the Work Plan). Unfortunately, at this time, no other languages are available. Fast Forward Libraries excludes any interpretation service related to the focus groups or interviews. The library is responsible to provide any on-site interpretation services required. Fast Forward Libraries excludes any cost related to the printing and/or mailing of the community survey. A print-ready version of the survey will be provided upon survey launch and the library can print and distribute this version at the library and throughout the community. While a mailed survey is not recommended, the library may choose to print and mail the survey at their own expense. The library might want to consider a postcard mailing to the community to inform them about the online survey (this t ype of mailing is less costly and has been effective in other communities). Fast Forward Libraries would advise the library during this process, but not be responsible for any cost associated with the final product. In addition, the library is responsibl e for entering all printed surveys into Survey Monkey. 47 Yorkville Public Library 12 Schedule of Costs and Timeline Phase I: LEARN Goal: To finalize the planning process and receive community/stakeholder feedback that will inform the strategic planning process. What Who When/Duration Option 1: Consultant- led Option 2: Staff-led Planning Team Kick-Off Meeting: Review process and timeline, discuss information gathering needs, and initial information gathering. Amanda and Planning Team September 2023 2 hours preparation 2-hour meeting (via Zoom videoconference) 1 hour follow-up $500 $500 Community Survey Development and Administration: Develop survey instrument and refine with Planning Team. Administer and monitor survey with Planning Team assistance with link distribution. *Print survey available for distribution. Library staff enter responses. **Mailed survey not recommended. Mailing cost not included. ***Spanish translation of SurveyMonkey version of the community survey is available for $1,500. This includes a paper version of the survey for the library to print on-demand. Amanda, Laura, and Sarah with assistance from Planning Team October 2023 20 hours survey development 10 hours survey administration/monitoring Email/phone meeting(s) as needed $3,000 $200 (Amanda provides examples, staff administers survey) Initial Board and Staff sessions: Conduct environmental scan, SOAR analysis, and get input on vision and mission. Amanda October or November 2023 4 hours preparation 1.5-hour session with Board (via Zoom videoconference) 1-hour session with staff (via Zoom, may need multiple staff sessions) 2 hours follow-up $1,000 $100 (Amanda provides agenda and worksheets, staff conduct sessions) 48 Yorkville Public Library 13 Board and Staff Survey: Develop and administer survey/s as approved by Planning team specific to internal feedback, especially related to future training needs of staff. Amanda and Laura with assistance from Planning Team December 2023 8 hours survey development, administration, and monitoring $800 $100 (Amanda provides template, staff administer survey) Community Needs Assessment – Focus Groups and Interviews: 3 focus group sessions (one-hour each, in-person) and up to 6 interviews (15-30 minutes each, via phone), develop focus group/interview questions, review agenda with Planning Team, compile notes. Amanda (with logistical assistance from Planning Team) November 2023 2 hours preparation 3 1-hour sessions (in- person) 6 15-30-minute interviews 4 hours notes/reporting 1 day on-site $3,000 $200 (Amanda provides agenda, staff conducts sessions/ interviews) Learning Report: Develop report that analyzes and synthesizes all information gathered (including library and community data supplied by library staff). Amanda and Laura with editing assistance from Planning Team December 2023 – January 2024 30 hours learning report $3,000 $200 (Amanda reviews and edits report that staff develops) Phase I total (inclusive of supplies and travel): $11,300 $1,300 49 Yorkville Public Library 14 Phase II: DREAM Goal: To report learning to the Board and staff and build plan elements at retreat sessions. What Who When/Duration Option 1: Consultant- led Option 2: Staff-led Planning Meeting: Review Learning Report and prepare for Board and staff retreats. Amanda and Planning Team January 2024 1 hour preparation 1-hour meeting (via Zoom videoconference) 1 hour follow-up $300 Same as consultant-led Board Retreat Session: 3-hour, in-person session with Board to review learning and develop strategic plan elements. Amanda January or February 2024 4 hours preparation 3-hour meeting with Board 2 hours follow-up 1 day on-site $3,000 Same as consultant-led Staff Retreat Session: 3-hour, in-person session (if gathering all staff in one meeting is not possible, we can hold multiple, shorter sessions to maximize participation) with staff to review learning, review strategic plan elements, and brainstorm activities to achieve plan goals. *To keep travel costs low, the Board and staff retreat sessions will be held on consecutive days. Amanda January or February 2024 4 hours preparation 3-hour meeting with staff 2 hours follow-up 1 day on-site $3,000 Same as consultant-led Planning Team Debrief Meeting: Check-in with Planning Team to review strategic plan outline document. Deliverable: Strategic plan outline. Amanda and Planning Team February or March 2024 4 hours preparation 1-hour meeting (via Zoom videoconference) 1 hour follow-up $600 Same as consultant-led Phase II total (inclusive of supplies and travel): $6,900 $6,900 50 Yorkville Public Library 15 Phase III: DO Goal: To develop and refine all plan documents, develop activity plan aligned with evaluation framework, and prepare for plan appro val. What Who When/Duration Option 1: Consultant- led Option 2: Staff-led Document Development: Develop graphical and written plan for review by Board. Deliverable: Draft plan documents for Board review. Amanda and Laura March 2024 30 hours $3,000 $200 (Amanda provides examples and reviews staff drafts) Board Meeting: Meeting with Board to review all plan documents and make final revisions. Deliverable: Final plan documents for Board approval. Amanda with Board March or April 2024 2 hours preparation 1 hour meeting with Board (via Zoom) 2 hours follow-up $500 $0 (staff design presentation) Activity Plan and Evaluation Framework: Develop draft documents for review by Director/Planning Team. Deliverable: Draft evaluation framework. Amanda and Director/ Planning Team April 2024 1-hour meeting with Director/staff 6 hours document development $700 $200 (Amanda provides examples and reviews staff drafts) Phase III total (inclusive of supplies): $4,200 $400 Grand total: (inclusive of supplies and travel): $22,400 $8,600 51 Yorkville Public Library 16 References Mr. Brian Shepard Executive Director Indian Trails Public Library District Wheeling, IL 847-279-2202 bshepard@indiantrailslibrary.org Facilitated comprehensive strategic planning process for public library serving 67,000 residents. Ms. Carolyn Coulter LLSAP Services Manager / Director PrairieCat (Illinois) 309-623-4176 carolyn.coulter@railslibraries.info Provided strategic planning facilitation for multi - type library automation consortium. Ms. Donna Richards Board President Pollard Memorial Library Lowell, MA 978-502-7373 Donna.S.Richards@gmail.com Provided facilitation for strategic planning process for public library serving 111,306 residents. Ms. Ann Hokanson Executive Director Traverse des Sioux Library System Minnesota Multicounty Multitype Library Systems Coordinating Council 833-837-5422 x. 700 ahokanson@tds.lib.mn.us Provided facilitation for seven multicounty multitype library systems across Minnesota to create the group’s first member-informed, joint strategic plan. I am happy to provide contact information for any client listed on the following page – just ask! 52 Yorkville Public Library 17 Client List Library Strategic Planning: • Allegan District Library (MI) • Athens Regional Library System (GA) • Bellwood Public Library (IL) • Bensenville Community Public Library (IL) • Black River Falls Public Library (WI) • Bloomfield Township Library (MI) • Carlock Public Library District (IL) • Cary Area Public Library District (IL) • Chillicothe Public Library District (IL) • Cheltenham Township Library System (PA) • Crystal Lake Public Library (IL) • Des Plaines Public Library (IL) (department-level strategic planning) • Duluth Public Library (MN) – Every Child Ready Duluth Initiative • Dunlap Public Library District (IL) • Elk Grove Village Public Library (IL) • El Paso District Library (IL) • Farmington Community Library (MI) • Fondulac District Library (IL) • Fossil Ridge Public Library District (IL) • Fountaindale Public Library District (Bolingbrook, IL) • Franklin Public Library (MI) • Helen Plum Library (Lombard, IL) • Highland Park Public Library (IL) • Hollis Social Library (NH) • Holly Township Public Library (MI) • Indian Prairie District Public Library (Metamora, IL) • Indian Trails Public Library District (Wheeling, IL) • Kewanee Public Library (IL) • LACONI (continuing education consortium in northern Illinois) • La Grange Public Library (IL) • Lakeland Library Cooperative (ILS only) (Grand Rapids, MI) • Lake Villa District Library (IL) • Lapeer District Library (MI) • LibraryLinkNJ • Mahomet Public Library (IL) • Minnesota Library Association • Minnesota Multicounty Multitype Library Systems • Mt. Zion Public Library District (IL) • Nashua Public Library (NH) • Norfolk Public Library (NE) Palatine Public Library District (IL) • Orien Township Public Library (MI) • Oswego Public Library (NY) • Otsego District Public Library (MI) • Paw Paw District Library (MI) • Peter White Public Library (MI) • Pinnacle Library Cooperative (IL) • Plainfield Public Library District (IL) Library Strategic Planning (con’t): • Pollard Memorial Library (Lowell, MA) • Portage District Library (MI) • PrairieCat ILS (northern IL) • Prairielands Library Exchange (MN) • Resource Sharing Alliance NFP (central IL) • Richland Community Library (MI) • River Forest Public Library (IL) • River Valley Public Library District (IL) • Round Lake Area Public Library District (IL) • Santa Clara City Library (CA) • Schaumburg Township District Library (IL) • Southwest Michigan Library Cooperative (MI) • Spring Lake District Library (MI) • Three Rivers Public Library District (Minooka, IL) • Tippecanoe County Public Library (Lafayette, IN) • Traverse des Sioux Regional Library System (MN) • The Urbana Free Library (IL) • Utah Library Association • Viking Library System (MN) Library Organizational Capacity Building: • Addison Public Library (IL) (culture code) • Broadview Public Library District (IL, community survey) • Elmhurst College (IL) (Staff retreat) • Grayslake Area Public Library District (IL) (unified service desk reorganization) • Grayslake Area Public Library District Foundation (IL) (capacity building) • Helen Plum Library (Lombard, IL) (culture code) • Indian Prairie Public Library (IL) (Board and Staff retreat facilitation) • Indian Trails Public Library District Foundation (Wheeling, IL) (fundraising planning) • Lillie M. Evans Public Library District (Princeville, IL, focus groups) • Mahomet Public Library (IL) (fundraising planning) • Palatine Public Library District (IL) (culture code) Library Training, Workshop, Webinar, or Coaching: • Alaska State Library DirLead (director’s retreat) • Bloomington Public Library (IL) (fundraising capacity building) • Fast Forward Library Leadership Cohort (leadership development program – two sessions annually) • Herrick District Library (MI) (facilitation) • Illinois Library Association (Trustee Day programs) • InfoPeople (webinar) • LACONI consortium in northern IL (strategic planning workshop) • Next Level Library Leadership Institute (FL) (coaching) • Reaching Across Illinois Library System (webinar) 53 Yorkville Public Library 18 LSTA 5-year Evaluation Projects: Idaho Commission for Libraries (2021) Nonprofits (strategic planning facilitation unless noted): • Champaign County Design and Conservation Foundation (IL) • Coles County Habitat for Humanity (Charleston, IL, board retreat) • Coles County United Way (Mattoon, IL, board reorganization and strategic planning) • Effingham County Museum (IL) • Family Service of Lake County (IL) • Fit-2-Serve (Mattoon, IL) • Illinois Environmental Council / Education Fund • Illinois Stewardship Alliance (Springfield, IL) • The James Project (Springfield, IL) • Kidzeum (Springfield, IL) • Lincoln Memorial Garden (Springfield, IL) • Mid Illinois Big Brothers Big Sisters (Effingham, IL division) • Sugar Grove Nature Center (IL) • Sullivan Chamber and Economic Development (IL, board retreat and strategic planning) 54 Summary Review of the current status of various Library building projects. Background This item was last discussed at the August 28th Library Board meeting. At that meeting, the Board reviewed an informational memo about various Library building capital projects, including relative priority rankings for each project. Since that meeting, the City and the Library staff have been working to gather the following information (listed in order of priority): 1. Electrical panel breaker improvement in the old library. Board requested this be done immediately. a. Facilities Manager Jesus Navarro has a quote from Marshall Electric for around $5,000 At time of packet creation, he is still reviewing the quote for proper scope. Assuming he recommends us to proceed, we would look to get authorization at a staff level (assuming the Library procurement laws allow it) and for the work to be done in 3-4 weeks after approval. Finance Director Fredrickson has reviewed this project and opined that it can be done without a further budget amendment. 2. Chiller replacement. Board requested that an RFP be drafted immediately and for the project to go to bid as soon as possible. a. Mr. Navarro has been in contact with Trico, who has provided a quote to draft the specs of the RFP for ~$4,000. Staff feels this is a reasonable price for the work product and we do not think there’s anyone on City staff that can do this work in- house. Trico has opined that it will take 30 days to draft the RFP. Once this RFP is complete, it is the staff’s intent to take the project out to bid immediately. While our current in-house cost estimates for the project are in the $450,000 range and the Library only has $200,000 budgeted for this project, we think there is value in testing the market through the RFP and then making a decision on budgeting after the bids are received. We have been told by Trico that delivery times for the chiller equipment are around 6 months from actual order date. This will require a budget amendment when authorized. 3. HVAC system replacement in the server room. Memorandum To: City Council From: Bart Olson, City Administrator CC: Shelley Augustine, Library Director Date: September 6, 2023 Subject: Library Projects - status 55 a. Mr. Navarro has confirmed with Trico that a mini split is feasible for this project, at an estimated cost of ~$10,300 and $2,068 for the electrical work for a total of $12,368. At time of packet creation, he is still reviewing the proposal for proper scope. Procurement rules and budget amendment determinations are to be determined. 4. LED lighting throughout the building a. Mr. Navarro has contacted Verde Energy Efficiency Experts for an updated proposal, and it was provided to our staff late Wednesday afternoon. At time of packet creation, the proposal was still under review, and a follow up meeting with a Verde representative is scheduled for next week. 5. The remaining projects on the August 28th Library Board memo are listed below in priority order as directed by the Board. There have been no updates on these since that meeting: a. Fifth priority – Insulation improvements and air balancing b. Sixth – VAV replacements c. Seventh – Replace the roof d. Eighth – carpeting e. Ninth – exterior painting f. Tenth – old library furnaces and hvac g. Eleventh – operational hours increase h. Twelfth – outreach service employee 6. Miscellaneous updates a. The Library Board had asked about the status of the boilers in the building, and whether those boilers should be on a list to be replaced. At this time, Mr. Navarro has opined that the boilers are in ok working order and 16 years old, with a lifespan of 25 years. They would be scheduled be replaced in ~2032. b. Director Augustine has contacted the current Library IT vendor for a five-year IT purchasing plan. We expect that plan to be reviewed by the Library Board as part of the FY 25 budget proposal. c. Useful lifespan of various pieces of building equipment i. Variable Air Volume (VAV) Units lifespan is 15 years and are currently 16 years old. 32 total ii. Roof, EPDM Membrane has a lifespan of 20 years and its currently 16 years old. 4,745 Square Feet iii. Carpet’s lifespan is 10 years and its currently 11 years old. 36,850 Square Feet iv. Exterior wall paint has a lifespan of 10 years and its currently 11 years old. 12,675 Square Feet v. Old library two (2) Condensing units lifespan is 15 years one is 18years and the other is 12. d. The Library Board asked if there were any grants available for cooling center improvements. Staff has not found any yet. 56 e. The Library Board asked about the lighting system being on a proprietary system. This is still being researched. f. The Library Board asked about the scope of a flagpole light repair. This is still being researched. Recommendation This is an informational item. 57 Proposal Frank Marshall Electric Electrical Contractors 1043 Oliver Avenue Aurora, Illinois 60506 Phone: (630) 892-2942 Submitted to:Job Name and Location: City of Yorkville Switches For Interior Lighting 651 Prairie Pointe Drive Yorkville Public Library Yorkville, IL 60560 902 Game Farm Road Attn: Mr. Jesus Navarro Yorkville, IL 60560 Architect(s):Addenda Received Date of Plans:Plans: NONE NONE 09/06/23 Verbal / Jesus Items not included in proposal: overtime, permits, fees, drywall cutting, drywall patching or painting. Items included: layout, coordination, lock out tag out, labeling, demolition of existing conduits / conductors as needed, new conduits, new conductors, new custom flush mount boxes, new box support brackets, (7) new 20 amp switches and reterminating of circuits at panelboard. Materials…...............................................................................$591.00 Labor….......................................................................................$3,102.00 Total Cost Of Project…...................................................................$3,693.00 Payments to be made according to the following terms:Net 30 days from Invoice Date Retainage to be held as follows:None Any alterations or deviation from above specifications involving extra costs will be executed only upon written orders, and will become an extra charge over and above the estimate. All agreements are contingent upon strikes, accidents, delays, or other events beyond our control. Owner to carry fire, tornado, builder's risk, liability and other necessary insurance. ACCEPTANCE OF PROPOSAL. We agree to pay for the above work at the above prices. Specifications and conditions are satisfactory and hereby accepted. Our signature is authorization to do the work as specified and to make payments according to terms. Signature__________________________Signature_____________________ Name:Adam Marshall Name________________________ Date:9/7/2023 Date_________________________ Title:Project Manager Title_________________________ 58 1980 W. U.S. Hwy 30, Suite 11 SUGAR GROVE IL 60554 Visit us on the web at www.tricomechanicalinc.com Phone 630-466-3662 Fax 630-466-3664 August 30, 2023 Yorkville Public Library 902 Game Farm Road Yorkville, IL 60560 Supply and install (1) new Samsung 3 Ton 208/230 volt single phase low ambient heat pump (-40 degree) mini split, line set and condensate pump for IT room. Remove and dispose old Liebert system New electrical to condensing unit not included. Price for materials...$5,985.00 Price for labor...$4,320.00 Total Price...$10,305.00 Tom Wegman Trico Mechanical Inc. (630) 818-5730 - cell 59 Proposal Frank Marshall Electric Electrical Contractors 1043 Oliver Avenue Aurora, Illinois 60506 Phone: (630) 892-2942 Submitted to:Job Name and Location: City of Yorkville Server Room Split Coil 651 Prairie Pointe Drive Yorkville Public Library Yorkville, IL 60560 902 Game Farm Road Attn: Mr. Jesus Navarro Yorkville, IL 60560 Architect(s):Addenda Received Date of Plans:Plans: NONE NONE 09/06/23 Verbal / Jesus Items not included in proposal: overtime, permits, fees or removal of existing conduit. Items included: layout, coordination, lock out tag out, labeling, removal of existing breakers, removal of existing wire to existing units, disconnection of cables at existing units, removal of disconnect at condensing unit, removal of liquid tight whip at condensing unit, installation of new 2 pole 3 amp breaker, new liquid tight whip, new conductors from panel to condensing unit, reinstallation of disconnect and final terminations to condensing unit. Materials…...............................................................................$235.00 Labor….......................................................................................$1,833.00 Total Cost Of Project…...................................................................$2,068.00 Payments to be made according to the following terms:Net 30 days from Invoice Date Retainage to be held as follows:None Any alterations or deviation from above specifications involving extra costs will be executed only upon written orders, and will become an extra charge over and above the estimate. All agreements are contingent upon strikes, accidents, delays, or other events beyond our control. Owner to carry fire, tornado, builder's risk, liability and other necessary insurance. ACCEPTANCE OF PROPOSAL. We agree to pay for the above work at the above prices. Specifications and conditions are satisfactory and hereby accepted. Our signature is authorization to do the work as specified and to make payments according to terms. Signature__________________________Signature_____________________ Name:Adam Marshall Name________________________ Date:9/7/2023 Date_________________________ Title:Project Manager Title_________________________ 60 F. REFERENCE SERVICE POLICY - draft PURPOSE The library offers confidential and personalized reference service to help patrons find library materials and online resources for their informational needs. This service is provided by both librarians and library staff trained in accordance with the guidelines and ethics of the American Library Association. Any library patron who requests information or materials will be assisted. If information appropriate to the patron’s need is not available in the library, patrons may be referred to other local libraries or agencies. Yorkville Public Library cardholders may also request additional materials through the Interlibrary Loan process. SERVICE TO NON-RESIDENTS Non-residents will be assisted with local library resources. If the request requires resources beyond the Yorkville Public Library, the library reserves the right to refer patrons back to their home libraries for service. FORMS OF INQUIRY AND RESPONSE Reference service will be provided in response to various forms of inquiry, including in-person queries, telephone, fax, mail, or e-mail. Inquiries are answered in the form library staff judge to be the most expedient. RESPONSE TO QUESTIONS • Requests will generally be handled in the order in which they are received. Requests submitted by patrons in the library are given priority over telephone requests that are received at the same time. Staff members will attempt to answer questions at the time the request is made and to work within the patron’s time limits. This may not be possible for complex questions. In such situations staff will inform the patron that a longer response time will be necessary. Staff will also inform the patron if it becomes necessary to refer the questions to an outside agency. • When answering a patron’s reference question, staff will cite the resource(s) from which the information is obtained. The producers of that resource, not the library itself, are responsible for that resource’s accuracy. Staff will decide when all reasonable resources have been exhausted at this library and will also decide when it is time to refer the question to another agency or to cease working on a question. Staff will offer no interpretation, advice, or personal recommendations in any area other than library science. Staff does not provide medical, legal, financial, or tax advice. • Whenever possible and practical, library staff who are responding to reference inquiries will also attempt to guide and instruct patrons in how to use library resources. • Students working on homework assignments will be directed to resources and given assistance with their use. • Electronically retrievable information, such as online databases, is provided to patrons according to terms of the library’s Internet Use Policy. 61 FEES There is no charge for reference service. However, charges assessed by outside agencies and costs incurred for providing photocopies and printouts will be passed on to the patron. The patron will be notified in advance of any such charges. ETHICS AND STANDARDS All transactions with patrons will be treated with equal importance and confidentiality. Patron records will be disclosed only by force of legal authority. AVAILABILITY OF SERVICE Yorkville Public Library Reference Service is available during all operating hours. All staff members providing reference service must read and understand the written reference policy. Adopted 9-11-23 62 YORKVILLE PUBLIC LIBRARY PUBLIC COMMENT POLICY DRAFT The meetings of the Yorkville Public Library Board of Trustees are open to members of the public, pursuant to the Illinois Open Meetings Act. This policy established the rules for public comment during meetings of the Yorkville Public Library Board of Trustees. Members of the public have a right to speak at all regular and special open meetings of the Yorkville Public Library Board of Trustees. All viewpoints and opinions are welcome; positive comments and constructive criticism are encouraged. Minutes are a summary of the Board’s discussions and actions; therefore, public comments and written materials submitted by the public may not be reflected in the minutes. Providing Comment at a Board Meeting Members of the public wishing to address the Board during the Public Comment portion of the meeting, are urged to sign-in on the sign-up sheet, providing a full name and address. The Board President or designee will recognize speakers in the order they signed in. After a public comment, trustees may ask questions for their own clarification but will generally not provide direct responses to a speaker. The Board President or designee may grant a request to address the Board during other portions of the meeting. Time Limits Comments by members of the public are limited to three (3) minutes per speaker. The Board President shall have discretion to modify this time limit, as well as to limit repetitive comments. The Board requests that any group appoint one speaker to present the views of the entire group. In such a case, the representative will be allowed to speak for 5 minutes. The public comment section of the meeting will not exceed 30 minutes, except with majority consent of the Board of Trustees. Prohibited Conduct Visitors to meetings of the Yorkville Public Library Board of Trustees must adhere to all behavior guidelines in the Library’s Patron Use and Behavior Policy. Speakers must refrain from harassing or directing threats or personal attacks at the Library Board, staff, other speakers, and members of the public. If a visitor engages in prohibited conduct, the Board President may prohibit further comment at the specific meeting or may ask the visitor to leave the meeting. The Board President shall have the authority to determine procedural matters regarding public participation not otherwise defined in this policy. Adopted May 9, 2011 Revised Sept 11, 2023 63 YORKVILLE PUBLIC LIBRARY STATEMENTS Yorkville Public Library Statements A. Mission Statement B. Value Statement C. Vision Statements/Strategic Objectives D. Library Bill of Rights E. Freedom to Read Statement F. Freedom to View Statement G. ALA Code of Ethics H. YPL Trustee Ethics Statement 64 YORKVILLE PUBLIC LIBRARY STATEMENTS A. Mission Statement Nurturing a love of reading and lifelong learning. Providing access to support and resources that will educate, entertain, inspire, inform, and foster a sense of community in all patrons. B. Values Statement The values and principles that guide the library’s decisions and actions include a commitment to: 1. Operate with integrity and respect privacy. 2. Serving all patrons of our diverse community. 3. Possessing a positive and engaging attitude. 4. Protecting intellectual freedom and fair and equitable access for all. 5. Valuing teamwork, helpfulness, and friendliness. C. Vision Statement/Strategic Objectives 1. Refine organizational structure and staff development 2. Enhance technology, programs, and availability of services. 3. Focus on community involvement and marketing. 4. Focus on financial stability through alternative funding and fiscal responsibility. 5. Redesign emergency procedures and safety protocols. Adopted October 9, 2019 Revised date: Yorkville Public Library Board of Trustees 65 Reviewed 8/23/23 YORKVILLE PUBLIC LIBRARY – ALA LIBRARY BILL OF RIGHTS (endorsed by the Yorkville Public Library Board of Trustees) Library Bill of Rights The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services. I. Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation. II. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval. III. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment. IV. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas. V. A person’s right to use a library should not be denied or abridged because of origin, age, background, or views. VI. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. VII. All people, regardless of origin, age, background, or views, possess a right to privacy and confidentiality in their library use. Libraries should advocate for, educate about, and protect people’s privacy, safeguarding all library use data, including personally identifiable information. Adopted June 19, 1939, by the ALA Council; amended October 14, 1944; June 18, 1948; February 2, 1961; June 27, 1967; January 23, 1980; January 29, 2019. 66 Reviewed 8/23/23 YORKVILLE PUBLIC LIBRARY – ALA FREEDOM TO READ (endorsed by the Yorkville Public Library Board of Trustees) Freedom to Read Statement The freedom to read is essential to our democracy. It is continuously under attack. Private groups and public authorities in various parts of the country are working to remove or limit access to reading materials, to censor content in schools, to label "controversial" views, to distribute lists of "objectionable" books or authors, and to purge libraries. These actions apparently rise from a view that our national tradition of free expression is no longer valid; that censorship and suppression are needed to counter threats to safety or national security, as well as to avoid the subversion of politics and the corruption of morals. We, as individuals devoted to reading and as librarians and publishers responsible for disseminating ideas, wish to assert the public interest in the preservation of the freedom to read. Most attempts at suppression rest on a denial of the fundamental premise of democracy: that the ordinary individual, by exercising critical judgment, will select the good and reject the bad. We trust Americans to recognize propaganda and misinformation, and to make their own decisions about what they read and believe. We do not believe they are prepared to sacrifice their heritage of a free press in order to be "protected" against what others think may be bad for them. We believe they still favor free enterprise in ideas and expression. These efforts at suppression are related to a larger pattern of pressures being brought against education, the press, art and images, films, broadcast media, and the Internet. The problem is not only one of actual censorship. The shadow of fear cast by these pressures leads, we suspect, to an even larger voluntary curtailment of expression by those who seek to avoid controversy or unwelcome scrutiny by government officials. Such pressure toward conformity is perhaps natural to a time of accelerated change. And yet suppression is never more dangerous than in such a time of social tension. Freedom has given the United States the elasticity to endure strain. Freedom keeps open the path of novel and creative solutions, and enables change to come by choice. Every silencing of a heresy, every enforcement of an orthodoxy, diminishes the toughness and resilience of our society and leaves it the less able to deal with controversy and difference. Now as always in our history, reading is among our greatest freedoms. The freedom to read and write is almost the only means for making generally available ideas or manners of expression that can initially command only a small audience. The written word is the natural medium for the new idea and the untried voice from which come the original contributions to social growth. It is essential to the extended discussion that serious thought requires, and to the accumulation of knowledge and ideas into organized collections. We believe that free communication is essential to the preservation of a free society and a creative culture. We believe that these pressures toward conformity present the danger of limiting the range and variety of inquiry and expression on which our democracy and our culture depend. We believe that every American community must jealously guard the freedom to publish and to circulate, in 67 Reviewed 8/23/23 YORKVILLE PUBLIC LIBRARY – ALA FREEDOM TO READ order to preserve its own freedom to read. We believe that publishers and librarians have a profound responsibility to give validity to that freedom to read by making it possible for the readers to choose freely from a variety of offerings. The freedom to read is guaranteed by the Constitution. Those with faith in free people will stand firm on these constitutional guarantees of essential rights and will exercise the responsibilities that accompany these rights. We therefore affirm these propositions: 1. It is in the public interest for publishers and librarians to make available the widest diversity of views and expressions, including those that are unorthodox, unpopular, or considered dangerous by the majority. Creative thought is by definition new, and what is new is different. The bearer of every new thought is a rebel until that idea is refined and tested. Totalitarian systems attempt to maintain themselves in power by the ruthless suppression of any concept that challenges the established orthodoxy. The power of a democratic system to adapt to change is vastly strengthened by the freedom of its citizens to choose widely from among conflicting opinions offered freely to them. To stifle every nonconformist idea at birth would mark the end of the democratic process. Furthermore, only through the constant activity of weighing and selecting can the democratic mind attain the strength demanded by times like these. We need to know not only what we believe but why we believe it. 2. Publishers, librarians, and booksellers do not need to endorse every idea or presentation they make available. It would conflict with the public interest for them to establish their own political, moral, or aesthetic views as a standard for determining what should be published or circulated. Publishers and librarians serve the educational process by helping to make available knowledge and ideas required for the growth of the mind and the increase of learning. They do not foster education by imposing as mentors the patterns of their own thought. The people should have the freedom to read and consider a broader range of ideas than those that may be held by any single librarian or publisher or government or church. It is wrong that what one can read should be confined to what another thinks proper. 3. It is contrary to the public interest for publishers or librarians to bar access to writings on the basis of the personal history or political affiliations of the author. No art or literature can flourish if it is to be measured by the political views or private lives of its creators. No society of free people can flourish that draws up lists of writers to whom it will not listen, whatever they may have to say. 4. There is no place in our society for efforts to coerce the taste of others, to confine adults to the reading matter deemed suitable for adolescents, or to inhibit the efforts of writers to achieve artistic expression. To some, much of modern expression is shocking. But is not much of life itself shocking? We cut off literature at the source if we prevent writers from dealing with the stuff of life. 68 Reviewed 8/23/23 YORKVILLE PUBLIC LIBRARY – ALA FREEDOM TO READ Parents and teachers have a responsibility to prepare the young to meet the diversity of experiences in life to which they will be exposed, as they have a responsibility to help them learn to think critically for themselves. These are affirmative responsibilities, not to be discharged simply by preventing them from reading works for which they are not yet prepared. In these matters values differ, and values cannot be legislated; nor can machinery be devised that will suit the demands of one group without limiting the freedom of others. 5. It is not in the public interest to force a reader to accept the prejudgment of a label characterizing any expression or its author as subversive or dangerous. The ideal of labeling presupposes the existence of individuals or groups with wisdom to determine by authority what is good or bad for others. It presupposes that individuals must be directed in making up their minds about the ideas they examine. But Americans do not need others to do their thinking for them. 6. It is the responsibility of publishers and librarians, as guardians of the people's freedom to read, to contest encroachments upon that freedom by individuals or groups seeking to impose their own standards or tastes upon the community at large; and by the government whenever it seeks to reduce or deny public access to public information. It is inevitable in the give and take of the democratic process that the political, the moral, or the aesthetic concepts of an individual or group will occasionally collide with those of another individual or group. In a free society individuals are free to determine for themselves what they wish to read, and each group is free to determine what it will recommend to its freely associated members. But no group has the right to take the law into its own hands, and to impose its own concept of politics or morality upon other members of a democratic society. Freedom is no freedom if it is accorded only to the accepted and the inoffensive. Further, democratic societies are more safe, free, and creative when the free flow of public information is not restricted by governmental prerogative or self-censorship. 7. It is the responsibility of publishers and librarians to give full meaning to the freedom to read by providing books that enrich the quality and diversity of thought and expression. By the exercise of this affirmative responsibility, they can demonstrate that the answer to a "bad" book is a good one, the answer to a "bad" idea is a good one. The freedom to read is of little consequence when the reader cannot obtain matter fit for that reader's purpose. What is needed is not only the absence of restraint, but the positive provision of opportunity for the people to read the best that has been th ought and said. Books are the major channel by which the intellectual inheritance is handed down, and the principal means of its testing and growth. The defense of the freedom to read requires of all publishers and librarians the utmost of their faculties, and deserves of all Americans the fullest of their support. We state these propositions neither lightly nor as easy generalizations. We here stake out a lofty claim for the value of the written word. We do so because we believe that it is possessed of enormous variety and usefulness, worthy of cherishing and keeping free. We realize that the application of these propositions may mean the dissemination of ideas and manners of expression 69 Reviewed 8/23/23 YORKVILLE PUBLIC LIBRARY – ALA FREEDOM TO READ that are repugnant to many persons. We do not state these propositions in the comfortable belief that what people read is unimportant. We believe rather that what people read is deeply important; that ideas can be dangerous; but that the suppression of ideas is fatal to a democratic society. Freedom itself is a dangerous way of life, but it is ours. Adopted June 25, 1953, by the ALA Council and the AAP Freedom to Read Committee; amended January 28, 1972; January 16, 1991; July 12, 2000; June 30, 2004. 70 Reviewed 8/23/23 YORKVILLE PUBLIC LIBRARY – ALA FREEDOM TO VIEW (endorsed by the Yorkville Public Library Board of Trustees) Freedom to View Statement The FREEDOM TO VIEW, along with the freedom to speak, to hear, and to read, is protected by the First Amendment to the Constitution of the United States. In a free society, there is no place for censorship of any medium of expression. Therefore, these principles are affirmed: 1. To provide the broadest access to film, video, and other audiovisual materials because they are a means for the communication of ideas. Liberty of circulation is essential to insure the constitutional guarantee of freedom of expression. 2. To protect the confidentiality of all individuals and institutions using film, video, and other audiovisual materials. 3. To provide film, video, and other audiovisual materials which represent a diversity of views and expression. Selection of a work does not constitute or imply agreement with or approval of the content. 4. To provide a diversity of viewpoints without the constraint of labeling or prejudging film, video, or other audiovisual materials on the basis of the moral, religious, or political beliefs of the producer or filmmaker or on the basis of controversial content. 5. To contest vigorously, by all lawful means, every encroachment upon the public's freedom to view. This statement was originally drafted by the Freedom to View Committee of the American Film and Video Association (formerly the Educational Film Library Association) and was adopted by the AFVA Board of Directors in February 1979. This statement was updated and approved by the AFVA Board of Directors in 1989. Endorsed January 10, 1990, by the ALA Council 71 Revised 9/11/23 YORKVILLE PUBLIC LIBRARY STATEMENTS (endorsed by the Yorkville Public Library Board of Trustees) G. American Library Association’s Code of Ethics As members of the American Library Association, we recognize the importance of codifying and making known to the profession and to the general public the ethical principles that guide the work of librarians, other professionals providing information services, library trustees and library staffs. Ethical dilemmas occur when values are in conflict. The American Library Association Code of Ethics states the values to which we are committed, and embodies the ethical responsibilities of the profession in this changing information environment. We significantly influence or control the selection, organization, preservation, and dissemination of information. In a political system grounded in an informed citizenry, we are members of a profession explicitly committed to intellectual freedom and the freedom of access to information. We have a special obligation to ensure the free flow of information and ideas to present and future generations. The principles of this Code are expressed in broad statements to guide ethical decision making. These statements provide a framework; they cannot and do not dictate conduct to cover particular situations. 1. We provide the highest level of service to all library users through appropriate and usefully organized resources; equitable service policies; equitable access; and accurate, unbiased, and courteous responses to all requests. 2. We uphold the principles of intellectual freedom and resist all efforts to censor library resources. 3. We protect each library user's right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired or transmitted. 4. We respect intellectual property rights and advocate balance between the interests of information users and rights holders. 5. We treat co-workers and other colleagues with respect, fairness, and good faith, and advocate conditions of employment that safeguard the rights and welfare of all employees of our institutions. 6. We do not advance private interests at the expense of library users, colleagues, or our employing institutions. 7. We distinguish between our personal convictions and professional duties and do not allow our personal beliefs to interfere with fair representation of the aims of our institutions or the provision of access to their information resources. 8. We strive for excellence in the profession by maintaining and enhancing our own knowledge and skills, by encouraging the professional development of co-workers, and by fostering the aspirations of potential members of the profession. 72 Revised 9/11/23 YORKVILLE PUBLIC LIBRARY STATEMENTS 9. We affirm the inherent dignity and rights of every person. We work to recognize and dismantle systemic and individual biases; to confront inequity and oppression; to enhance diversity and inclusion; and to advance racial and social justice in our libraries, communities, profession, and associations through awareness, advocacy, education, collaboration, services, and allocation of resources and spaces. Adopted at the 1939 Midwinter Meeting by the ALA Council; amended June 30, 1981; June 28, 1995; January 22, 2008; and June 29, 2021. 73 YORKVILLE PUBLIC LIBRARY TRUSTEE ETHICS STATEMENT POLICY (Endorsed by the Yorkville Public Library Board of Trustees) H. PUBLIC LIBRARY TRUSTEE ETHICS STATEMENT Official Statement from United for Libraries (Approved by the United for Libraries Board in January 2012) Public library Trustees are accountable for the resources of the library as well as to see that the library provides the best possible service to its community. Every Trustee makes a personal commitment to contribute the time and energy to faithfully carry out his/her duties and responsibilities effectively and with absolute truth, honor and integrity. • Trustees shall respect the opinions of their colleagues and not be critical or disrespectful when they disagree or oppose a viewpoint different than their own. • Trustees shall comply with all the laws, rules and regulations that apply to them and to their library. • Trustees, in fulfilling their responsibilities, shall not be swayed by partisan interests, public pressure or fear of criticism. • Trustees shall not engage in discrimination of any kind and shall uphold library patrons’ rights to privacy in the use of library resources. • Trustees must distinguish clearly in their actions and statements between their personal philosophies and attitudes and those of the library, acknowledging and supporting the formal position of the Board even if they disagree. • Trustees must respect the confidential nature of library business and not disclose such information to anyone. Trustees must also be aware of and in compliance with Freedom of Information laws • Trustees must avoid situations in which personal interests might be served or financial benefits gained as a result of their position or access to privileged library information, for either themselves or others. • A Trustee shall immediately disqualify him/herself whenever the appearance of or a conflict of interest exists. • Trustees shall not use their position to gain unwarranted privileges or advantages for themselves or others from the library or from those who do business with the library. • Trustees shall not interfere with the management responsibilities of the director or the supervision of library staff. • Trustees shall support the efforts of librarians in resisting censorship of library materials by groups or individuals. Adopted: 9/11/23 74 Revised 9/10/18 Revised 9/11/23 YORKVILLE PUBLIC LIBRARY BYLAWS OF THE BOARD OF TRUSTEES Articles DRAFT I. Mission of Library II. Role of the Library Board III. Officers, Elections, and Terms IV. Meetings V. Order of Business VI. Committees VII. Parliamentary Authority VIII. Amendment Article I Mission of Library Nurturing a love of reading and lifelong learning. Providing access to support and resources that will educate, entertain, inspire, inform, and foster a sense of community in all patrons. Article II – Role of the Library Board The Yorkville Public Library Board of Trustees is a governing board, appointed by the Mayor of the City of Yorkville, with the approval of the City Council of Yorkville. The number of Trustees comprising the Board of the Yorkville Public Library will be nine in accordance with Illinois state law. The term in office for a Trustee shall be three years. The Trustees shall take their oath of office as prescribed in Illinois law. A. General Administration 1. Recruiting and employing a qualified Director. 2. Maintaining an ongoing performance appraisal process for the Director. 3. Participating in all board and committee meetings. B. Financial Oversight 1. Seeking adequate funds to carry out library operations. 2. Approving an annual levy in accordance with local laws. 3. Approving an annual budget in accordance with local laws. C. Policy 1. Identify and adopt written policies to govern the operation of the Library. D. Strategic Plan 1. Determine the mission of the library in the community and to develop appropriate goals for service. 2. Ensuring that the Library has a strategic plan with implementation and evaluation components. E. Advocacy 1. Promoting the mission of the Library within the community. 2. Advocating for the Library to legislators. 3. Joining state and national library associations as a resource for policies, operations, and advocacy for Libraries. 75 Revised 9/10/18 Revised 9/11/23 YORKVILLE PUBLIC LIBRARY BYLAWS OF THE BOARD OF TRUSTEES Article III – Officers, Elections, and Terms A. The offices shall be: 1. President The President of the Board shall preside at all meetings, appoint all committees, authorize calls for special meetings, shall be the ex-officio member of all committees, signs official documents, functions as the Board spokesperson in official, public capacities, and generally performs the duties of a presiding officer. 2. Vice-President In the absence of the President, the Vice-President shall preside. In the event that both the President and the Vice-President shall be absent, any other member of the Board may preside. 3. Secretary In the absence of an official minute taker, the Secretary has the responsibility to see that adequate minutes of the Board are taken and maintained as a public record. The Secretary certifies documents on behalf of the Library Board including levy requests, grant applications and annual reports. In the absence of the Secretary, the secretary pro tem will be appointed. 4. Treasurer The Treasurer shall have charge of the library funds and income and certify levy requests on behalf of the Library Board to the City. The Treasurer shall serve on the Finance committee and report the state of funds to the full board at each regular meeting. In the absence of the Treasurer or when they are unable to serve, the President or Vice President may perform the duties of the Treasurer. The signing of all library checks shall be done in the following manner: any two of the following four people shall be delegated to sign library checks - President, Vice-President, Secretary and Treasurer. A security bond shall be taken out to cover the Treasurer and Director, with the sum to be in compliance with state law. B. Election Procedures The Library Board will nominate officers at the regular meeting in June. Election of officers will take place at the regular meeting in July. Election of an officer requires an affirmative vote by the majority of the appointed Trustees. Newly elected officers will assume their responsibilities after the close of the meeting in which the election was held. C. Term of Office The Library Board consists of nine members appointed by the Mayor with the approval of the City Council. Each trustee shall be a legal resident of the City of Yorkville. A full term is three years. The terms are staggered so that three terms expire each year. A Trustee is appointed when a vacancy occurs and serves until the end of the term. Trustees shall take an oath of office as prescribed in Illinois law. The Board shall recognize the service of a retiring Board member by donating a book (cost not to exceed $50.00) to the library in his/her name. 76 Revised 9/10/18 Revised 9/11/23 YORKVILLE PUBLIC LIBRARY BYLAWS OF THE BOARD OF TRUSTEES D. Participation Requirements Illinois Complied Statutes, Chapter 75 Section 5/4-4, a vacancy occurs when the appointed Trustee declines to serve, or is unable to serve, or is absent without cause from all regular meetings for a period of 12 months. E. Resignation If a Trustee wishes to resign from service on the Board, it is requested that a minimum of two months’ notice be sent to the Mayor, so a new appointment can be made. F. Board Borrowing All Board members of the Yorkville Public Library are eligible for a library card. Board members are required to pay fees for lost or damaged materials. Article IV – Meetings A. Regular Meetings The regular meeting of the Board of Trustees shall be held at the library the second Monday of each month at 7:00 P.M. Time and place of meetings shall be published at the beginning of each calendar year. All board meetings and committee meetings are open to the public and conducted according to the Illinois Open Meeting Act. B. Special Meetings Special meetings may be held at any time at the call of the President, the Secretary, or any three members of the Board, provided that notice and agenda of the special meetings be posted at least 48 hours prior to the time of the meeting except in the case of a bona fide emergency. C. Quorum For the transaction of business at any meeting of the full Board, five Trustees who are present shall constitute a quorum. D. Public Notice The Library Director shall issue notice of all meetings to the public in accordance with current legal requirements. Notice shall include the place, the time, and agenda of business items to be discussed at the meeting. E. Agenda and Board Packet The Library Director shall be responsible for the distribution of the agenda and information for all regular and special meetings. The board packet will be available to all Board Members by 12:00 P.M. Friday, before the regular Board Meeting. Article V – Order of Business Unless otherwise determined by the Board, the order of business at all meetings of the Board shall be as follows: A. Roll Call B. Recognition of Visitors C. Amendments to the Agenda D. Presentations E. Approval of Minutes 77 Revised 9/10/18 Revised 9/11/23 YORKVILLE PUBLIC LIBRARY BYLAWS OF THE BOARD OF TRUSTEES F.Correspondence G.Public Comment H.Friends of the Library Report I.Staff Comment J.Report of the Treasurer and approval of payment of bills K.Report of the Library Director L.City Council Liaison M.Standing Committees report N.Unfinished Business O.New Business P.Executive Sessions (if needed) Q.Adjournment Article VI - Committees A.Finance This committee shall be responsible for the financial planning of the library in conjunction with the Director. A budget shall be submitted to the Board for its action at the meeting preceding the date established by the Yorkville City Council for its acceptance of the budget. B.Personnel This committee shall be responsible for making recommendations to the Board as to the qualification requirements of the Director, screening applicants and recommending the individual for this position to the Board. This committee shall be responsible for annually reviewing the performance of the Director and recommending salary adjustments to the Board within the constraints of the budget. C.Library Policy This committee shall be responsible for making recommendations to the Board regarding additions or changes to existing policy as well as deleting policies which are no longer appropriate or of value. D.Physical Facilities Committee This committee’s responsibilities include, but are not limited to, conducting an annual inspection of the Library’s physical facility to identify areas which are in need of repair and making recommendations to the full Board regarding any and all repairs which are deemed necessary either as a result of the annual inspection or throughout the year as the need arises. The committee oversees capital plans for current and future years for the Library to be used in the budget planning process. E.Special Committees Special committees of the Board may be created for specific purposes as the Board may require from time to time. A Special Committee shall be considered discharged upon the completion of the purpose for which it was created and after a final report is made to the Board. 78 Revised 9/10/18 Revised 9/11/23 YORKVILLE PUBLIC LIBRARY BYLAWS OF THE BOARD OF TRUSTEES Article VII – Parliamentary Authority A. Parliamentary Authority The parliamentary authority of the board shall be Robert’s Rules of Order Newly Revised. Article VIII – Amendment A. Amendment These bylaws may be amended only by a two-thirds vote of the trustees with notice given at the previous meeting. 79