Library Minutes 2018 06-11-18Page 1 of 3
APPROVED 7/9/18
Yorkville Public Library
Board of Trustees
Monday, June 11, 2018, 7:00pm
902 Game Farm Road – Michelle Pfister Meeting Room
The meeting was called to order at 7:00pm by President Russ Walter, roll call was taken and a quorum
was established.
Roll Call:
Jason Hedman-yes, Carol LaChance-yes, Wamecca Rodriguez-yes, Russ Walter-yes, Susan Chacon-
yes, Darren Crawford-yes, Krista Danis-yes
Absent: Theron Garcia
Others Present:
Elisa Topper-Library Director, Sharyl Iwanski-Circulation Manger, Jennette Weiss-Youth Director,
Carol Morris-Friends of the Library, Ryan Forristall of Raintree Village, Dan Chacon, Tony Scott-
Kendall County Record, Tyler Bachman-WSPY, Linda Girardi-Beacon News
Recognition of Visitors:
President Walter recognized the staff and visitors.
Amendments to the Agenda: None
Minutes: May 14, 2018 and May 22, 2018
Mr. Crawford moved to approve both sets of minutes as presented and Ms. LaChance seconded.
Unanimous voice approval.
Correspondence:
Three pieces of correspondence were mentioned: A letter was received from the State's Attorney's
office regarding a resolution to a recent Open Meetings Act violation. A letter was also received from
Plano High School which thanked the library for allowing two senior students to volunteer their time.
Ms. Topper also noted several numerous newspaper articles in the agenda packet.
Public Comment: None
Staff Comment: None
Report of the Treasurer:
Ms. Chacon said it's the first month of the new fiscal year and property taxes have been coming in.
Director Topper also had a large bill for Cambria for custodial supplies.
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Payment of Bills
A motion was made by Mr. Hedman and seconded by Ms. Rodriguez to pay the bills as follows:
$22,833.59 Accounts Payable
$35,729.84 Payroll
$58,563.43 Total
Roll call: Hedman-yes, LaChance-yes, Rodriguez-yes, Walter-yes, Chacon-yes, Crawford-yes, Danis-
yes. Motion carried 7-0.
Report of the Library Director:
Director Topper presented some highlights from her monthly report:
1. Obtaining additional quotes for carpet cleaning, hope to schedule for a Sunday in August.
2. Got quote for malfunctioning DVD recorder replacement for security camera, will replace later,
functioning now.
3. Next strategic planning session scheduled with staff, Jason Hedman will coordinate.
4. Initiated “museum pass” for area attractions such as Brookfield Zoo and others. Must have
library card to participate.
5. Staff and Director rotating duties due to vacations and other absences.
6. Reports submitted by Ms. DeBord and Ms. Augustine for recent conference they attended.
7. Seeking quotes for projection system for the meeting room, Friends to purchase for the fall.
City Council Liaison No report
Standing Committees:
Personnel
President Walter said the Personnel Committee will meet on on Monday, June 18th at 7pm for
resolution of the recent Open Meetings Act violation. Mr. Walter read a statement regarding this
violation. (See attached). He referred to a letter in the packet from the State's Attorney for the three
necessary steps to resolve this matter.
Unfinished Business:
Update on the Open Meetings Violation
(See above under Standing Committees).
Update on the Strategic Plan
Trustee Hedman gave an update on the strategic plan meeting with library staff and said great input was
received. He re-stated the objectives that had previously been developed by the Board, summarized
input from the staff and said they placed great emphasis on technology and safety protocols. Mr.
Hedman made a motion to approve the goals as outlined in the Strategic Objectives and Mr. Walter
seconded. Unanimous voice vote approval. The staff will meet this week to discuss Mission and
Values and it will be brought back to the Board.
Approve Daikin Maintenance & Inspection Agreement
Daikin has agreed to a one-year contract rather than three years and Ms. Topper discussed the four
inspections per year with them. She noted an emergency call was made to Trico last week for
cottonwood seeds clogging the filters. Mr. Walter made a motion to move forward with the agreement
at $745 per quarter/$2,980 per year for one year and Mr. Crawford seconded. Mr. Hedman said he
wants the language for an automatic contract renewal removed. The emergency coverage will not be
approved as part of the contract and the contract will be reviewed after one year.
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Roll call vote: LaChance-yes, Rodriguez-yes, Walter-yes, Chacon-yes, Crawford-yes, Danis-yes,
Hedman-yes. Carried 7-0.
IGA/City Relations-Open Dialogue
Mr. Walter noted city officials were invited to this meeting for dialogue regarding the IGA, however,
there was no one in attendance.
New Business:
Approve Online Reservation System Software & Associated Fees
Ms. Topper said this is one of the goals for implementation. The cost would be $795 year with the
RAILS discount and would allow patrons to register for programs on line and through a mobile format.
She said most libraries have this ability. There would also be a cost for the Weblinx tech to install the
software from Demco. Ms. Weiss commented that the patrons will appreciate the on-line program.
The Friends have graciously been paying the program costs and families no longer have to come in to
pay for materials, etc.
Mr. Walter noted an offer from Weblinx for $400 a year was received to host the library website while
Go Daddy charges $400 for 10 years. The domain registration expires in 2024.
Mr. Topper also said the website has been slow and it was thought that area road construction may have
affected this. There was discussion of what has been lagging. Ms. Topper was asked to contact
Weblinx regarding a proposal for the cost of optimization and modernization.
President Walter moved to approve the purchase of the Demco software at $795 for a year and Mr.
Hedman seconded.
Roll call: Rodriguez-yes, Walter-yes, Chacon-yes, Crawford-yes, Danis-yes, Hedman-yes, LaChance-
yes. Carried 7-0.
Water Testing
Ms. Topper said Public Works evaluated the water heater regarding the recent brown water. The water
heater was emptied and the situation has improved. It was recommended to run the water for 10
minutes each week which Ms. Topper has instructed the custodial staff to do and the city has added the
library to their monthly water testing schedule. As a result of this improvement, Ms. Topper said she
will not get quotes for remediation at this time.
Review the Emergency Procedures and Safety Plan
The Policy Committee will hold a meeting to discuss.
Nomination of Oficers
Mr. Walter noted the current slate of officers and said other nominations can be made at the next
meeting as well. Ms. Rodriguez nominated herself as Secretary. It was noted that the Mayoral Board
re-appointments have not yet been made.
Executive Session: None
Adjournment:
There was no further business and the meeting was adjourned at 7:49pm on a motion by Mr. Walter and
second by Ms. LaChance.
Minutes respectfully submitted by Marlys Young, Minute Taker
I would like to take a minute to address the recent articles about the open
meetings act violation that I reported to the Deputy City Clerk, Lisa
Pickering. The violation was because of a personnel committee meeting
that was held on April 24 at 6pm. Due to an oversight and
miscommunication the meeting agenda was not posted. We discovered this
AFTER the meeting had concluded.
This meeting was to address a personnel issue in closed session. The
discussion we had after the employee issue was concluded, after reviewing
the recording outlined by the SA’s office, was determined should have been
in open session.
We have worked with the SA’s office on a resolution to this situation and
will release the 11 minutes that should have been in the open session as
part of the open session minutes.
We were not spending money as a committee nor approve spending
money. No final action was taken on the issues discussed. We were not
trying to hide anything. To classify this as “damaging the credibility of the
Library Board” is unfair. We, the Library Board of Trustees, have always
been open and transparent in all our meetings. If we were trying to hide
anything we could have made the recording disappear. But we chose to do
the correct and legal thing to report the problem and do what is required to
resolve the situation.
The Library Board has always had the integrity and standards to take the
appropriate actions for the Library and the taxpayers of Yorkville. We will
always perform our duties in an open and lawful manner. Mistakes happen,
and we learn from them. We will resolve the problem and take appropriate
action so the problem does not happen again and move forward.
The mission, although not the official mission statement, of the Library
Board is to improve the services that the Library offers and to maintain the
highest value for the residence and the tax dollars they pay to the Library.
Attachment to Library Board Minutes 6/11/18
Statement read by Library Board President Russ Walter