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Library Board Minutes 2008 12-15-08 APPIOVED Page 1 of 3 YORKVILLE PUBLIC LIBRARY DISTRICT LIBRARY FACT-FINDING COMMITTEE MEETING Library Business Office Monday, December 15, 2008, 7:00pm The meeting was called to order at 7pm by Chairperson Barb Johnson. The purpose was to discuss the possibility of forming a library district to allow free usage of the library by persons living outside the City limits. I. Introduction Of Committee Members Chairperson and Educator, Barb Johnson, said she is interested in being on this committee because many of her students live outside the City and do not have access to the library. She would like to explore the cost, usage by the students and feasibility. Shawna Watkins said she lives outside the library usage area and is interested because she has students from her Montessori school that would be able to use the library. She had previously spoken to the Aurora Public Library about using their services. Judy Somerlot is a retired teacher and librarian. She said some non-resident students cannot afford to use the library and she feels everyone should have access. JoAnn Gryder, President of the Library Board, said she had been affiliated with the Plano Library Board for many years and was on that Board when the Library transitioned from township to a district library. Ms. Gryder developed the idea of forming a Yorkville library district and she said the State wants no unserved person. Guests Tony Scott, Kendall County Record II. Statement of Committee Goals The following goals were established: 1. Explore feasibility of library district 2. Research cost 3. Advantages/disadvantages The findings will be presented after research and the committee will decide what issues need to be addressed. It was decided that the committee would be called "District Library Fact-Finding Committee". The committee then discussed research they had already done. Ms. Johnson said she had spoken with the Ottawa Library since they had transitioned to a district just last year. The Library District Handbook from the Prairie Area Library System was presented by Ms. Gryder. Ms. Somerlot said she would like to define the boundaries and it was noted that school boundaries are generally used. However, Ms. Gryder said Plano had followed the township boundaries that are close to those of the school district. If the school Page 2 of 3 boundaries change, it could become a lengthy process to change the library district. A referendum and legal ramifications were also briefly mentioned. There are two facets of a library district: the annexation and the financial portion. When forming the district, the options are: 1. Joint action by the City and Library Board-adopt a resolution approving the conversion 2. Library Board adopts resolution calling for conversion and certifies the question for a referendum—majority vote required. 3. Present petition calling for conversion—must be signed by at least 10% of voters in City. City certifies the question for referendum and majority vote is required. Ms. Gryder said the first option would be the easiest because if the City agrees, a resolution can be drafted and taken before a judge who can declare a district. Ms. Johnson summarized the steps to be followed by the committee: 1. Committee does fact finding 2. Present to Library Board 3. Present to City 4. If approved, the Judge declares a district She said a meeting is needed with the lawyer and this committee to insure that the procedure is correct. Judy said this is the procedure if the tax rate is the same. But, if it is more, it becomes an issue. Property tax would decline for City residents,but if more tax money is needed, a referendum would be necessary. The current levy is .1292 and it can increase to a maximum of.15. There was further discussion of the research already conducted. When she spoke with Ottawa,Ms. Johnson was told an itemized accounting of money paid by the City is necessary. The following aspects should be addressed: what is paid for IMRF (would it be continued?), FICA, insurance (would it still be paid for full-time employees?),yearly cost of utilities (possible discount on natural gas). Michelle Pfister and Sandy Lindblom, Library Board Treasurer, will be consulted first,regarding some of these expenses. Ottawa also recommended hiring a library lawyer. A bookkeeper would be necessary and should be hired prior to the conversion. Ottawa said their revenue doubled after their conversion. Ms. Gryder also mentioned that Oswego and Plano should be consulted because they would like their boundaries to meet those of Yorkville. The committee will also explore how to cooperate with nearby districts. Ms. Somerlot did research of the Naperville system and identified additional questions to consider: to whom does the building, land and parking lot belong? (Building belongs to library due to referendum). Other items to address: existing contracts, complete autonomy over finances, capital improvement projects, Board members need to be elected, annexation of territory. Page 3 of 3 Barb spoke with Plainfield who had their conversion long ago and not much info was available, however, they will send budgets and other info. She also gave brief info she had received regarding the Woodstock library. It was noted that the current fee of a non-resident to use Yorkville Library is $150. The tax levied for residents, was thought to be higher. The committee discussed what questions should be addressed with the County Clerk: 1. Election costs (Library would have to pay) 2. How many families are affected Librarian Michelle Pfister is compiling a list of the tasks that the City now performs for the Library such as: snow removal & salting, lawn maintenance, Christmas decorations, building maintenance costs. It was noted that the cleaning is hired by the library. As a non-City resident, Shawna said she would be interested in the costs,taxes, how many families are currently not served, cost of limited service at library. Ms. Gryder noted that any annexation must be contiguous to the current boundaries— random areas cannot be omitted. IV. Committee Assignments Barb will continue to research Woodstock, in particular the reduced service to non- residents, JoAnn will research Plano and Oswego and Judy will speak with the County Clerk. Ottawa will also be invited to a future meeting for input. V. Set Next Meeting The next meeting date will be January 19ih . It was decided to meet once more prior to a meeting with an attorney. The committee will also review the handbook before that meeting. It was noted that the current budget is $626,000 (amount to be levied). Ms. Gryder said that after a recent City Council meeting, she was asked why the Library did not ask for a certain levy amount. She said past minutes reflected an amount of .15 according to a statement by former Mayor Prochaska. This will be explored. There was no further business and the meeting adjourned at 7:51pm. Minutes respectfully submitted By Marlys Young, Minute Taker