Library Minutes 2018 08-08-18 Policy CommitteePage 1 of 2
APPROVED 9/10/18
Yorkville Public Library
Policy Committee
Wednesday, August 8, 2018, 7pm
902 Game Farm Road – Michelle Pfister Meeting Room
The meeting was called to order at 7:02pm by Chairman Darren Crawford and roll call was taken.
Roll Call:
Darren Crawford-yes, Wamecca Rodriguez-yes,
Absent: Krista Danis
Others Present:
Library Director Elisa Topper, Trustee Theron Garcia
Recognition of Visitors: None
Public Comment: None
New Business: Review of Library Policies
The purpose of the meeting was to review changes and revisions to the Board policies. Ms. Topper
said the changes shown in red in the policy, are additions/deletions.
Board Borrowing
The first item discussed was Board book borrowing. All Board members will be eligible to receive a
library card and will not be subject to fines. Ms. Topper said this is standard in libraries. All staff
members are also eligible. The committee agreed with this and this proposed change will be taken to
the full Board for approval.
Electronic Participation at Meetings
The wording for this policy addition was provided by the attorney. A Board member unable to attend,
but wishing to participate electronically must notify the Board secretary and the absence can only be
for the following reasons: personal illness or disability, employment purposes, business of the Library,
family emergency or other emergency. Ms. Topper said she will request the Board vacancies be filled
as soon as possible since two board members are physically unable to attend at this time. Attendance in
these cases, can be by voice/conference call or video equipment or possibly i-pad. The Board must
vote with a motion and vote following the roll call, to allow the electronic participation and announce
the participant and the participation method. Ms. Topper will consult the attorney to determine if this
action must be taken at each meeting to allow electronic participation. Stipulations regarding what
constitutes a quorum will also be added to the policy. This change will be presented to the full Board
for approval.
Page 2 of 2
DVD Policy
The current DVD policy will be eliminated as of September 1, 2018 and Ms. Topper will advise the
media. The changes are: DVD's (except new ones) may be renewed one time. Also, there will no
longer be a fee for DVD usage. This also moves to the full Board for approval.
Fees
A $25 cleanup fee is being recommended if food is served during meeting room rentals. The base rate
for 3 hours is suggested to be $75. Ms. Topper noted that she attended the recent grand opening for
Casey's and was able to secure refreshments for storytime in December. She also applied on-line for
$450 funding and tote bags from Casey's for the upcoming ice cream social.
Disaster Plan
Ms. Topper questioned whether the safety policy should be included in this plan. She said the Disaster
Plan should be tabled until October and she will obtain samples from other libraries. City employee
names, repair companies/contacts and computer tech person will be updated as well. A list of
emergency contacts will be revised and posted in each work area. Mr. Crawford asked if each
employee is familiar with flashlight/fire extinguisher locations.
Ms. Topper said there will be active shooter training on October 5th and also training for CPR, AED and
first aid. Mr. Crawford added there should be CPR training for staffers who work with kids and there
should be a child AED also. Ms. Rodriguez provided the name of a local CPR trainer who would
come to the library for training. Required training language should be included in the safety policy,
said Mr. Crawford. For emergency events at the library, the committee agreed there should be wording
in the policy that states 2 requirements: the Director must be notified of the event and an Incident
Report must be completed within 24 hours by all who witness or assist, and given to the Director or
department head. The report forms will be available on-line and in the policy book and all reports will
be kept in a file. Ms. Topper will determine if the city needs the completed forms as well.
A fire drill will be held in the fall with patrons (no children) in attendance. Ms. Rodriguez pointed out
that a evacuation plan and route should also be posted in the library and employees need to be informed
prior to the drill. Fire extinguishers and AED locations should be included on the map, said Mr.
Crawford.
In another matter, it was noted that Mr. Walter had asked that a roof company be contacted regarding
the cost of gutters that prevent debris from entering. Ms. Topper made the inquiry and found a cost of
$40,000. The committee felt this was cost-prohibitive.
Ms. Garcia summarized the actions of this meeting as follows: the committee recommended approval
of the bylaw changes, table the Disaster Plan, research to come back to the Policy Committee and Ms.
Topper will contact the attorney to determine if a vote must be taken at each meeting to approve
electronic participation.
Adjournment:
There was no further business and the meeting was adjourned at 7:53pm on a motion by Mr. Crawford
and second by Ms. Garcia. Voice vote approval.
Minutes respectfully submitted by Marlys Young, Minute Taker