Library Board Minutes 2021 09-13-21Page 1 of 3
APPROVED 10/11/21
Yorkville Public Library
Board of Trustees
Monday, September 13, 2021 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:
Rosie Millen-yes, Theron Garcia-yes, Ryan Forristall-yes, Darren Crawford-yes, Susan Chacon-yes,
Russ Walter-yes, Sue Shimp-yes, Tara Schumacher-yes, Bret Reifsteck-yes
Others Present:
Library Director Shelley Augustine, Friends of the Library member Judy Somerlot, Daniel Chacon
Recognition of Visitors: President Crawford recognized staff and guests.
Amendments to the Agenda: None
Presentations: None
Minutes: August 9, 2021 Finance Committee, August 9, 2021 Board of Trustees
Trustee Walter moved and President Crawford seconded to approve the minutes as presented. Roll call:
Garcia-yes, Forristall-yes, Crawford-yes, Chacon-yes, Walter-yes, Shimp-yes, Schumacher-yes,
Reifsteck-yes, Millen-yes. Carried 9-0.
Correspondence: None
Public Comment:
Friends of the Library Report:
Ms. Somerlot thanked all who assisted with the book sale and also thanked Mr. Crawford and his
family for their help with the setup and cleanup. She reported the Friends had met this morning and
more people have joined. The book sale is ongoing and as of this date the sales total $8,321. The
leftover books will be donated to various organizations. Ms. Somerlot said the Friends have approved
monetary donations for library activities, mulch and the Community Fest. Adult Services Director
Genevieve Hix requested $900 to purchase accessibility items. The Friends group is also looking at
estimates for another outside trash container. Volunteers are needed for both the Community Fest and
the mini-golf event scheduled for February 6, 2022. The grassroots committee has ordered signs and
many people have submitted ideas for promoting the library.
Staff Comment: None
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Report of the Treasurer:
Financial Statement
Treasurer Chacon cited an error in coding a Nicor bill to advertising rather than utilities. The state grant
has been received and she noted a group of subscriptions that are renewed annually. Trustee Walter
mentioned the e-rate reimbursement will be applied to the Metronet July billing and the actual amount
will be $249.95. It will be set up for an electronic payment starting in September.
Payment of Bills
President Crawford made a motion to pay the bills as follows and it was seconded by Ms. Garcia.
$16,323.98 Accounts Payable
$38,823.57 Payroll
$55,147.55 TOTAL
Roll call: Forristall-yes, Crawford-yes, Chacon-yes, Walter-yes, Shimp-yes, Schumacher-yes,
Reifsteck-yes, Millen-yes, Garcia-yes. Carried 9-0.
Report of the Library Director:
Ms. Augustine thanked Ms. Somerlot and the Friends group for their work on the book sale. The pop-
up library was debuted at the Hometown Days, however, there was no foot traffic where they were
located. Plans for the Community Fest spearheaded by Tiffany Forristall, are underway and Ms.
Augustine detailed the many activities already arranged. Director Augustine also spoke about the many
recent programs presented. She also attended a Chamber of Commerce lunch and gave a reference
desk segment on WSPY radio. A blood drive was also held at the library. She reported on the library
operations including many building and mechanical issues. Ms. Augustine inquired about traffic cone
placement to prevent high school students from driving through the library parking lot after school and
causing a hazard. Public Works provided cones immediately. In other matters, interviews have been
held for 3 part-time positions, an in-service day will be held September 24th and the new library hours
have been well-received.
City Council Liaison: No report.
Standing Committees:
Policy
Ms. Garcia reported the Policy Committee met to review personnel policies which will be discussed
later on the agenda.
Cooperative Educational Programming Commission
President Crawford said he has reached out to school officials and is waiting for a reply.
Unfinished Business:
Camera System Proposals
Ms. Augustine said this topic has been discussed many times at Board meetings and she asked for
Board direction on the camera system. She created a comparison chart of the previous quotes received
and asked if the quotes needed to be revisited. There was recently an incident that was not captured on
camera and committee members said new cameras are needed, citing a possible liability issue. The
Board discussed the budget and how to accommodate the cost of new cameras. Ms. Schumacher
commented it would be be more beneficial to buy new equipment rather than always patching
equipment. President Crawford proposed that camera locations be identified and phase out the old
system while investing in a system that is modular to allow for the purchase of a few new cameras each
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year. A stand-alone system with no internet connection is recommended, so there is no hacking
possibility. Mr. Walter will contact the rep from the prior quote for a revision and to discuss a service
contract.
New Business:
Disaster Plan Update
An updated Disaster Plan was presented, with revisions to names, phone numbers along with maps of
fire alarms, emergency exits and fire extinguishers. This update will be reviewed with employees at
the in-service day.
Personnel Policy
Ms. Augustine pointed out the changes made in this policy and said a new harassment policy is
separate. The Board reviewed the revisions and suggested a few minor changes. President Crawford
made a motion to adopt the Personnel Policy with the changes suggested and Trustee Walter seconded
the motion. Roll call: Shimp-yes, Schumacher-yes, Reifsteck-yes, Millen-yes, Garcia-yes, Forristall-
yes, Crawford-yes, Chacon-yes, Walter-yes. Carried 9-0.
Policy Against Harassment
The library attorney drafted the harassment policy which he recommended for adoption by way of a
resolution. President Crawford read the resolution aloud and made a motion to adopt the harassment
policy as presented, seconded by Russ Walter. Roll call: Schumacher-yes, Reifsteck-yes, Millen-yes,
Garcia-yes, Forristall-yes, Crawford-yes, Chacon-yes, Walter-yes, Shimp-yes. Carried 9-0.
Executive Session:
At approximately 8:20pm the Board moved into Executive Session on a motion by Mr. Crawford and
second by Mr. Walter. President Crawford stated the reason as follows: For the appointment,
employment, compensation, discipline, performance, or dismissal of specific employees of the
public body or legal counsel for the public body, including hearing testimony on a complaint
lodged against an employee of the public body, or against legal counsel for the public body to
determine its validity. At approximately 8:30pm the Session was concluded and the Board moved
back into regular session with no further action taken.
Additional Business: None
Adjournment:
There was no further business and the meeting adjourned at 8:30pm.
Minutes respectfully submitted by
Marlys Young, Minute Taker