Library Minutes 2018 08-13-18Page 1 of 3
APPROVED 9/10/18
Yorkville Public Library
Board of Trustees
Monday, August 13, 2018, 7:00pm
902 Game Farm Road – Michelle Pfister Meeting Room
The meeting was called to order at 7:00pm by President Darren Crawford, roll was called and a quorum
was established.
Roll Call: Wamecca Rodriguez-present, Susan Chacon-present, Darren Crawford-present, Krista
Danis-present, Theron Garcia-present, Jason Hedman-present
Absent: Russ Walter, Carol LaChance
Others Present:
Library Director Elisa Topper, Technical Services Director Dixie DeBord, Youth Services Director
Jennette Weiss
Recognition of Visitors: President Crawford recognized the library staff present.
Amendments to the Agenda: None
Minutes: July 9, 2018 (2 sets)
Ms. Danis moved and Ms. Garcia seconded the motion to approve both sets of minutes: July 9, 2018
Personnel Committee and July 9, 2018 Board of Trustees meeting. Voice vote approval.
Correspondence:
Ms. Topper referred to two newspaper articles which were included in the agenda packet.
Public Comment: None
Staff Comment: None
Report of the Treasurer:
Ms. Chacon said the travel and lodging expenses have exceeded the budget due partly to the ALA
conference which had been approved. The budget is also over in purchase of books, however Ms.
Debord said there was a grant for the books. Development fees have come in and a state grant was
received. Ms. Topper noted that department heads have credit cards and the city encourages use of the
cards to receive rebates.
Payment of Bills
A motion was made by Trustee Hedman and seconded by Trustee Crawford to pay the bills as follows:
$30,528.83 Accounts Payable
$36,529.56 Payroll
$67,058.39 TOTAL
Roll call: Rodriguez-yes, Chacon-yes, Crawford-yes, Danis-yes, Garcia-yes, Hedman-yes. Passed 6-0.
Report of the Library Director:
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Ms. Topper reported the following:
1. HVAC system malfunctioned/chiller went out on Sunday, alarm sounded and was reset.
2. Board roster has been revised.
3. Volunteers needed for ice cream social on September 15. Check for $100 was received from
Casey's to be used for ice cream.
4. Viking program was held for 3 days, 90 kids attended, Viking boat in front of library. Program
run by former Board member Barb Johnson and also Connie Kross.
5. Attended Casey's grand opening. Casey's will donate refreshments through grant for Santa's
storytime.
6. Received per capita grant for last year $13,000+ and for next year up to $21,151.
7. Visited Board members in medical facilities.
8. Hired new staff member.
9. Implemented staff group email.
10. Director was approached by resident with knowledge of person who had stolen a bike from the
front of the library, bike was recovered and is now being held for evidence.
11. Met with copier rep, 3 copiers are over 10 years old and at least 2 should be replaced next year.
Will examine both purchase and lease options.
12. Friends approved $3,300 for a new projection system for the Michelle Pfister Meeting Room.
13. Provided 3 months of stats for adult computer use.
City Council Liaison No report
Standing Committees:
Policy
President Crawford noted that the Policy Committee had met and several items will be discussed in
New Business.
Unfinished Business:
Update on the Open Meetings Violation
Director Topper said a letter was drafted to State's Attorney Ms. Leslie Johnson on July 11th and hand-
delivered the following day.
Update on the Strategic Plan
Approve Mission and Values Statement
Mr. Hedman met with staff in June to begin a draft of a Mission Statement and Values after reviewing
the previous versions. He read the Mission Statement and Values they compiled based on their
experiences and the two drafts were reviewed by the Board. Ms. Danis commented that two of the
Values were similar and cultural diversity should be represented. Other Board members agreed and
appropriate language was discussed. Language agreed upon was: “We are committed to serving all
patrons of our diverse community.” Board members said a separate meeting is needed to compare
Board and staff input for a final version. Mr. Hedman asked all Board members to prepare for a
'wordsmithing' meeting and to focus on what is missing and what needs to be changed. This item will
be discussed again next month under Unfinished Business.
New Business:
Approve Carpet Cleaning Company
Ms. Topper said the carpet was cleaned 18 months ago and most libraries do it twice a year. She
recommended cleaning after the ice cream social and the cleaning is done after hours.
Ms. Topper obtained 4 quotes for cleaning. One of the cleaners uses the “extraction” method in high
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traffic areas. Ms. Topper will determine if the other companies also use this method. Mr. Hedman
raised a concern of moisture in the air and how it might affect the books. It was noted that cleaning the
upholstery is extra. This matter will be tabled until the next meeting so Ms. Topper can gather more
specifics on the many questions raised. She will be meeting with the Facility Managers Group and will
ask their opinions on preferred companies.
Approve Electronic Participation at Meetings Policy
President Crawford said the Policy Committee had met and established a draft policy for meeting
participation when a Board member cannot physically be present. Ms. Danis questioned why
electronic participation would not be considered part of the quorum. Ms. Topper said the attorney had
presented the language and also said the approval of these participants must be done at each meeting.
The Board discussed various methods of electronic participation including 'conference bridges' and Ms.
Topper will enlist the help of the tech person. Ms. Danis moved and Ms. Garcia seconded the motion
to approve the electronic participation policy. Approved on a unanimous voice vote and the revised
policy, including language regarding monthly approval of electronic participation will be brought to
next month's meeting.
Approve Revised DVD Policy
Proposed changes include no fee for DVD rentals and patrons will be allowed one renewal of DVD's
excluding new ones. This would become effective September 1. Ms. Danis made a motion to approve
changes to the DVD policy eliminating DVD rental fees. Mr. Crawford seconded and the motion was
carried unanimously on a voice vote.
Approve Board Borrowing Policy
The revisions would include allowing a library card for all Board members (excluding households) and
they would not be charged overdue fees. Motion to approve by Susan Chacon and second by Theron
Garcia. Approved on a unanimous voice vote.
Approve Revised Meeting Room Policy
The policy would allow the rental for profit of the Michelle Pfister Meeting Room and a $25 cleanup
charge would be added when refreshments are served. Rentals would be for businesses only. Motion
by Ms. Garcia to approve the revised meeting room policy and second by Ms. Danis. Approved on a
unanimous voice vote.
Roof Gutter Covers Proposal
Mr. Walter had asked the Board to look into gutter covers for the library. The cost would be
approximately $40,000. In comparison, a recent yearly cleaning of the gutters was $1,200 and the
Board decided the covers were cost-prohibitive.
Disaster Plan Review
This item will be tabled to next month so Ms. Topper can obtain samples of Safety and Disaster Plans.
She will also find out if the city has a Disaster Plan.
Additional Business: None
Executive Session: None
Adjournment:
There was no further business and the meeting adjourned at 8:09pm on a motion by Ms. Garcia and
second by Ms. Rodriguez.
Minutes respectfully submitted by
Marlys Young, Minute Taker