Library Minutes 2018 01-29-18 Policy CommitteePage 1 of 3
APPROVED W/ CORRECTIONS 2/12/18
Yorkville Public Library
Policy Committee
Monday, January 29, 2018, 7pm
902 Game Farm Road – Michelle Pfister Meeting Room
The meeting was called to order at 7:10pm by Chairman Darren Crawford.
Roll Call:
Darren Crawford-yes, Wamecca Rodriguez-yes
Absent: Krista Danis
Others Present:
Library Director Elisa Topper, Trustees: Russ Walter, Carol LaChance, Theron Garcia (left 8:54pm),
Susan Chacon (left 8:11pm)
Recognition of Visitors: None
Public Comment: None
New Business:
C. By-Laws (out of sequence)
Participation Requirements
The committee decided that if a Board member does not attend meetings for 6 months (rather than one
year as current policy states) a Board vacancy will exist.
Resignation
It was also recommended that Trustees who resign from the Board should submit their notice a
minimum of 2 months prior to leaving.
B. Review of Library Policies (out of sequence)
Sexual Harassment
The proposed policy was received from the attorney and ILA. The committee discussed with whom a
complaint should be filed, whether it be the supervisor, EEOC and/or police. The committee decided
the policy was OK as presented and it will move forward for a vote at the next Board meeting.
Collection Development/Censorship
Ms. Topper said the attorney stated it is OK to have religious material classified as “Christian Fiction”
in the card catalog system, however, no religious symbol should be placed on the book/material. Non-
religious labels were also considered.
Ms. Rodriguez suggested creating a section “E. Material Identification” in the policy for religious
material designations and that the designation should be “religious fiction”. ALA language is to be
included in the new section E and the revised policy will be brought to the next Board meeting
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In a related matter, Ms. Rodriguez said the library should welcome all religious groups who may want
to use the library meeting rooms. The meeting room policy will be revised accordingly.
A. Review of Intergovernmental Agreement (IGA) (out of sequence)
The following points/topics in the IGA and proposed changes were discussed:
1. The IGA does not list the Board Secretary as a check signer. Language will be changed to
reflect two signers are needed: the City Finance Director and a Board officer or two Board
officers.
2. City owns the library land and building
3. Discussion of $300,000 to $400,000 in a library account from sale of bonds, earmarked for
building. Bonds were re-negotiated and moved to a different account not designated for
specific uses.
4. Levy that was not done for bond payments, but situation later rectified.
5. Discussion of section 5.2 in IGA, regarding annual calendar for rental space in the library.
Talked about available meeting space in city overall. Committee said it would be difficult to
provide an annual calendar due to programming.
6. Number of employees needed for safety and assistance, IMRF issues related to 1,000 hours
restriction.
7. Provide some space to city in exchange for maintenance outside.
8. Cleanup of rooms by Parks Department encouraged when they use space. Only occasional use
by Parks Department encouraged so paid rentals can be scheduled. Parks Department collects
a building use fee in program fees. Library Board room is part of administrative suite and not
available for “non-library use”. Also decided that study rooms and children's areas not to be
used for meeting space. This language will be incorporated into agreement.
9. Ms. Topper noted that adult programs are done in 3 month increments. Committee suggested
planning for 6 months in advance.
10. Proposed language to provide a 6-month schedule of Michelle Pfister Meeting Room and Youth
Services meeting space. Youth Services program and work rooms areas to be used exclusively
for library-sponsored events. Ms. Garcia suggested “meeting room rental agreement” for group
rentals and new language drafted. Consideration of security of building/meeting rooms when
groups rent rooms.
11. Talked about advertising for festivals. Section 5.6 gives free space at Hometown Days,
committee encouraged participation in this event.
12. Mr. Crawford made motion to strike #6. City places value of $49,000 on services provided,
committee wishes to obtain breakdown for cost of each service.
13. After documenting library needs, present to city for review, then both parties need to meet to
reach agreement. Need to know what services not provided so budget can be created
14. Discussion of building study and city's earlier request for library to reimburse cost
15. City stated they will not cover cost of painting library (library has already paid bill)
16. Library checks printed on library stock, possibly print on city stock to save money, however,
different account numbers
17. Discussed City request for information regarding library stats
18. Book purchases made with donations, Friends group and memorials when lack of money
19. IGA to be placed on Administration Committee agenda and library Board members will attend
meeting
20. No personnel reviews found at city hall for previous Director
Page 3 of 3
Summary: Ms. Rodriguez will make revisions to the IGA and send to all trustees prior to the library
board meeting on February 12. The document will be forwarded to the Administration Committee
after the board meeting.
Adjournment:
There was no further business and the meeting was adjourned at 9:44pm.
Minutes respectfully submitted by
Marlys Young, Minute Taker