Library Minutes 2018 05-22-18 Special MeetingPage 1 of 3
APPROVED 6/11/18
Yorkville Public Library
Special Board Meeting
Tuesday , May 22, 2018, 6:00pm
902 Game Farm Road – Michelle Pfister Meeting Room
The meeting was called to order at 6:01pm by President Russ Walter with no quorum. Upon Ms.
Danis' arrival at 6:13pm, a quorum was established.
Roll Call:
Theron Garcia-yes, Jason Hedman-yes, Wamecca Rodriguez-yes, Russ Walter-yes, Krista Danis (arr.
6:13pm), Darren Crawford (arr. 6:51pm)
Absent: Carol LaChance, Susan Chacon
Amendment to the Agenda
President Walter said there is one amendment to the agenda, that being an Open Meetings Act violation
from April 24th. A letter was received from Assistant State's Attorney Ms. Leslie Johnson and a
solution was reached. This will be discussed under New Business.
Others Present:
Elisa Topper-Library Director
Recognition of Visitors: No visitors
Public Comment: None
Staff Comment: None
New Business
OMA Violation Update
Mr. Walter summarized the alleged Open Meetings Act violations. A Personnel committee meeting
was held on April 24th without an agenda being posted. When it was discovered there was no agenda,
Mr. Walter notified Deputy City Clerk Lisa Pickering who in turn contacted City Administrator Bart
Olson. Mr. Olson notified the State's Attorney office and on the 17th of May, Mr. Walter received an
email from Mr. Olson containing a scanned copy of Assistant State's Attorney Ms. Leslie Johnson's
email with 3 questions. There are also 11 minutes in the meeting that dealt with other topics. Mr.
Walter said the closed session is very restrictive and for one topic only and there were actually three
discussed.
Mr. Walter spoke with Ms. Johnson about resolution. One aspect of the solution was to release the 11
minutes as part of an open session. Mr. Walter has drafted a letter addressing the questions and it will
be sent by certified mail, return receipt. The final determination will be made by State's Attorney Weis
and his staff. An agenda will also be released for that meeting after a response from the State's
Attorney. Question #3 was also discussed regarding final action taken in an open session vote on May
14th which will be stated in the revised letter.
Page 2 of 3
Strategic Plan for the Yorkville Library
At this time, Mr. Hedman led the meeting in the continuation of the Strategic Plan discussion. He said
he had met with the library staff to do the SWOT analysis and received great feedback. He would like
to combine that with the Board's feedback to determine goals.
Staff Input
Mr. Hedman referred to the “common themes” of the staff input from the May 18 meeting. The
following items were rated as high priority by the staff:
1. Security and emergency response.
2. Lack of support for technology, lack of patron technology (self-checkout, no computer classes,
no technology rentals).
3. DVD rental fees.
Also discussed by staff:
More visibility for suggestion box.
On-line program registrations.
Improvement of city relations.
Revision of Strategic Objectives
& Goals Developed for Each Objective:
Yorkville Public Library 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 & fiscal responsibility.
5. Redesign emergency procedures and safety protocols.
Objective Goal
1 1 Complete 3 staff in-service trainings by April 2019.
2 1 Offer online registrations by March 2019.
2 2 Develop a DVD rental process that eliminates fees by December 2018.
3 1 Evaluate feasibility and use case of a marquee sign in front of library
on Game Farm Road by December 2018.
3 2 Develop new print materials to market library programs and services.
3 3 Improve relationship with city council.
4 1 Secure 3 additional corporate sponsors by April 2019.
5 1 Review current emergency procedures and safety protocols and have
local authorities review and make recommendations for changes by
April 2019.
(Objectives & Goals as typed by Wamecca Rodriguez)
The following items were briefly discussed during goal-setting:
1. “Brown water” still an issue in new building. Will be discussed at next meeting, need testing
and remediation. Ms. Topper to seek a couple quotes to resolve.
2. Suggestion to have Facilities Manager, Fire Department, Police Department conduct building
walk-through to recommend changes in safety procedures. Get staff input on unattended
backpacks.
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3. Emergency lights are checked monthly by Fire Department, Policy Committee should further
discuss.
4. Discussion of a library vendor who might partially/fully fund a marquee sign for library. Plan
would be needed for marketing on the marquee.
5. As part of “Alternative Funding” goals, Library foundation would serve as a means to accept
donations, cost to set up about $500.
6. Possibly split cost of non-resident cards into multiple payments, market to Bristol and
unincorporated residents and to real estate agents.
7. Procure possible sponsors for library programs and Sunday open hours.
8. Director would like to host Chamber of Commerce meeting at library, also suggested a
“community shred” event.
The goals will be brought to the next Board meeting for a vote.
In conclusion, Mr. Hedman stated this meeting has completed the “Vision & Goals” and the next step is
“Mission & Values”. He would like the managers to engage their staffs for “Mission & Values” also
and bring their feedback to the Board for review.
Adjournment:
There was no further business and the meeting was adjourned at 7:44pm on a motion by Mr. Walter
and second by Mr. Hedman. Unanimous voice vote approval.
Minutes respectfully submitted by
Marlys Young, Minute Taker