Library Board Minutes 2020 10-19-20 PolicyPage 1 of 2
APPROVED 11/9/20
Yorkville Public Library
Policy Committee Meeting
Monday, October 19, 2020 6:00pm
902 Game Farm Road – Conference Room
The meeting was called to order at 6:03pm by Chairperson Julie Brendich and roll was called.
Roll Call: Wamecca Rodriguez-yes, Russ Walter-yes, Julie Brendich-yes, Darren Crawford-yes,
Theron Garcia-yes
Others Present: None
Recognition of Visitors: None
Amendments to the Agenda: None
Public Comment: None
Staff Comment: None
New Business:
Approve Revised Meeting Room Policy
At the October Board meeting, Trustees discussed revising the meeting room policy. This meeting of
the Policy Committee was called to make those revisions to allow additional flexibility for the Library
Director. The committee reviewed the current policy as well as recommended revisions from the
Library Director.
Discussion
The committee questioned the hours for public meeting availability being after 3:00pm and it was
suggested hours not be included. The Director asked to reserve priority for Library-sponsored events.
A limited group size and only 1 group per day were suggested due to the current pandemic. The
Committee decided the policy should allow capacity according to fire code and current CDC guidelines
during the pandemic. Groups who are exempt from paying must have one adult who is a library card
holder.
The Committee did not feel it was necessary to hire extra staff to clean after meetings. They said if
food is served, there should be a cleaning charge. During the pandemic, they felt no food or drink
except bottled water should be allowed in the meeting room. After the pandemic, a cleaning fee should
be charged if food is served. After the pandemic, if there is more than one meeting per day, staff will
need to clean the room. They discussed a refund if the organization that meets, cleans the room and
leaves it as they found it.
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Highlights of revisions to be made:
1. Regulations #14 and #15 to be consolidated.
2. 'Hold harmless' clause to be added to Regulations and the Reservation form.
3. Fee updates to be made and meeting room reservations, rental fees may be waived at discretion
of Director.
4. Add language stating Library-sponsored activities receive priority. Community-based activities
need to start ½ hour after opening or before closing unless exception made by Director.
5. Capacity will follow CDC guidelines if in place.
6. Meeting room reservations can be adjusted at Director discretion.
7. Add 'no glitter' under #3 of Regulations.
8. Regulation #17 regarding reservations, change language to: no more than 90 days in advance,
but at least 2 weeks in advance are appreciated. No reservation will be guaranteed until
contract completed and returned.
The revisions will be presented to the full Board of Trustees for approval in November.
Executive Session: None
Adjournment:
There was no other business and the meeting was adjourned at 6:57pm.
Minutes respectfully submitted by
Marlys Young, Minute Taker