June 9, 2016 Regular Board Meeting Minutes

CALL TO ORDER

M. Krahn called the meeting to order at 7:05 p.m. It was ascertained that the meeting had been properly posted.

ROLL CALL

MEMBERS PRESENT
M. Krahn, H. Schick, K. Nelson, M. Mulder, P. Gephart, M. Miller, D. Knutson

MEMBERS ABSENT
L. Baudoin

STAFF PRESENT
B. Bleck, L. Radder

MINUTES

It was moved by H. Schick and seconded by P. Gephart to approve the minutes of the May 9, 2016 regular board meeting.

REPORTS

Cataloging reports were distributed and reviewed.  Circulation is up from the same month last year.  DVD circulation is up 7% year to date over 2015.  1,500 more holds have been filled year to date over 2015.  Teen program attendance is down.  C. Schaffer, Youth Services Librarian, was unable to present her summer reading program to some intermediate classes due to scheduling.  She made appearances during lunch periods to distribute summer reading information and that was well received by the students.

May financial reports were reviewed.

VOUCHERS

The Board approved the pcard and check vouchers for May 2016 totaling $22,064.08.

COMMUNICATIONS & ANNOUNCEMENTS

The June newsletter, summer reading programs, and library related newspaper articles were included in the board packet.

COMMITTEE REPORTS

FACILITIES COMMITTEE – met May 19, 2016

The meeting was called to order by M. Krahn at 6:02 pm. It was ascertained that the meeting had been properly posted.

MEMBERS PRESENT –  H. Schick, M. Frye, M. Krahn
MEMBERS ABSENT –  P. Gephart, D. Murray
STAFF PRESENT–  B. Bleck, L. Radder

DISCUSSION

Update on bathroom progress

M. Frye updated the committee on the status of the bathroom remodel.  The project will be bid as a design/build.  A request for proposal (RFP) will be made this fall for the project.

Study rooms – updates, possibilities for reconfiguring

D. Murray looked at the study rooms and found there is not room for reconfiguration with the current layout.  Cosmetic updates will be planned for the near future.

Summer reading room usage

The Debink room is used during the summer for summer reading registration.  It is also used for storage for children’s program supplies.  It is mainly used for storage the majority of the year.  B. Bleck recommended keeping the room for much needed storage but will consider using the space for special exhibits.

Update on weeding project

H. Kramer and C. Schaffer, librarians, are weeding.  Collections are being shifted with the increased space to make materials more accessible and visible to patrons.

Flexible space – what areas of the library could be used as flexible space?

The large print area was evaluated to be used as flexible space.  The large print collection with book shelving would need to be moved.  Heating and air conditioning would need to be reconfigured in that space for it to be used as a collaborative work area.  B. Bleck shared the recent improvements that have been made to the library space with new computer work stations, DVD shelving, smaller catalog stands and other furniture moved or removed.

Entrance possibilities – reconfiguring where the entrance is

The outside footprint of the library has changed quite a bit over the past few years.  The city is working on improving way finding signage throughout the city.  The committee discussed the possibility of adding an entrance to the back side of the building.  M. Frye suggested budgeting for a community study and for adding an entrance to the back of the building in the five year long term financial plan over the next few years.

Da Vinci Institute article

The Future of Libraries article was discussed.  Technology and constant change are a big part of library service.  Flexibility is also important.  Libraries are transforming from product-based to experience based.

ITEMS FOR NEXT MEETING – December 8, 2016 at 6:00 pm

– Long-term planning
– Examine data
– Weeding update
– Community needs
– Bathroom progress

Motion to adjourn was made by H. Schick and seconded by M. Frye. Meeting adjourned at 7:10 pm.

PLANNING COMMITTEE – next meeting September 8, 2016 at 6:00 pm.

FUNDRAISING COMMITTEE – will meet again when the need arises to raise funds.

NOMINATING COMMITTEE – will meet again in April 2017.

ART COMMITTEE – will meet as needed in the future based on specific art related projects and events planned at the library.

FINANCE COMMITTEE – met June 9, 2016

M. Krahn called the meeting to order at 6:05 p.m. It was ascertained that the meeting had been properly posted.

MEMBERS PRESENT – M. Krahn, M. Mulder, M. Miller, D. Knutson (arrived at 6:20 pm)
STAFF PRESENT – B. Bleck, L. Radder

M. Krahn nominated M. Mulder for committee chair, M. Miller seconded.

The 2017 budget documents were provided to the committee.  B. Bleck reviewed changes to the budget from 2016.  A summary of changes, increases or decreases, to various budget lines was provided to the committee.

Heating costs were decreased by approximately $10,000 based on 5 year averages being much lower than the amount budgeted in past years.  These funds were reallocated to library materials and operating supplies.

Repair and maintenance of equipment was reduced since there were repair expenses budgeted for 2016 that have been taken care of so the extra funds are no longer needed in those budget lines.

Outside and professional services/non-IT was increased for cleaning and sealing the tile flooring in the front of the library, per input from building maintenance staff.

The programming budget was increased to enable the new Special Services Coordinator to expand program offerings to the public.

The print materials budget was increased to accommodate what we anticipate will be increased demand for large print materials once our Special Services Coordinator begins her outreach visits to senior living facilities.

The audio visual materials budget was increased to meet demand for audiobooks and DVDs. The addition of more DVDs to the collection began at the beginning of 2016 and has led to a 7% increase in circulation over last year in the first four months of the year.  We would like to continue to build our DVD collection and provide popular movies to our patrons.

The training and travel budget was increased since the Special Services Coordinator will be traveling a great deal locally for outreach visits.

Operating supplies and expenses will be split into two accounts – one for operating supplies and expenses and one for computers and technology.

The computers and technology line will be used to purchase new computers and technology equipment to better serve our patrons.

Funds for operating supplies and expenses were increased to be used to replace CD shelving and some of the dated and impractical furnishings in public areas original to the building from 30 years ago.  With the increased use of laptops and portable devices, the need for flexible workspace in the library has increased.  The facilities committee of the library board has requested an evaluation of flexible space within the library that can be used by patrons in a variety of ways.  We will also purchase computers and related accessories for public and staff use.

The repair and maintenance of buildings budget was increased for updates to the study rooms. The counters and bulletin boards are original from when the library opened in the 1980s.

M. Krahn moved to recommend the 2017 budget as presented to the full library board, M. Miller seconded and motion carried.

Next meeting will be scheduled for June 2017.

Motion to adjourn was made by M. Krahn, seconded by M. Miller and carried. Meeting adjourned at 6:24 pm.

DIRECTOR’S REPORT

PERSONNEL

Jennie Fidler began work as the Special Services Coordinator on May 31, 2016. She is already doing great work. Jennie will attend the July board meeting to introduce herself to the board, and vice versa.

BUDGET

The library’s budget request was due to the city on Friday, June 3. The library board’s finance committee met prior to the board meeting to review the budget, and to recommend changes or approval to the board.

FUNDRAISING

Thank you to Hollie Schick and her AT&T Pioneers Group for a generous grant to fund furnishings in the children’s department. The group is hoping to attend the July board meeting to present the check.

LIBRARY OPERATIONS

The library will begin its summer Saturday hours on Saturday June 11. Starting that day, we will be open on Saturdays from 9 am to 1 pm, instead of 9 am to 5 pm.

BUILDING

The parking campus was discussed at the Public Services Committee meeting and at Common Council on Tuesday, May 17. The design that was being recommended included some major changes from the three designs the library board was shown, and the recommended design raised several safety concerns for library staff and from at least two community members who live in the neighborhood. The parking campus will be discussed again this Tuesday evening, June 7 at the Public Services Committee and Common Council meetings. B. Bleck was able to give input at the Public Services Committee meeting in May, and will attend the committee and council meetings on June 7.  Copies of the approved parking plan were distributed to the board.

CHILDREN’S AND ADULT PROGRAMMING

The summer reading program begins on Monday, June 6. Please spread the word – there are reading programs and wonderful events for all ages, all summer long!

FRIENDS OF THE LIBRARY

B. Bleck reported that the Friends revitalization is going very well.  Several committees have been formed and individuals on those committees have already stepped forward to volunteer their help with several projects.

NEW BUSINESS

Consider/Act on approving “Certification of Eligibility for Exemption from County Library Levy” from Bridges Library System 

The library system asks the board to approve this each year. This allows city residents to avoid double taxation by exempting them from the county library tax, as long as the library meets certain standards of staffing and service.

M. Mulder moved to approve the Certification of Eligibility for Exemption from County Library Levy and H. Schick seconded.

Consider/Act on Approving 2017 Budget

The board reviewed the draft budget for 2017.  M. Miller moved to approve the 2017 budget for submission to city administration, P. Gephart seconded and the motion carried.

Election of Officers

Officers were elected by ballot.  M. Miller abstained from voting.  He counted the votes and reported the winner.

Election of Board President Serving 6/2016 to 6/2017

M. Krahn received 4 votes, H. Schick received 2 votes.
M. Krahn was elected president.

Election of Board Vice‐President Serving 6/2016 to 6/2017

P. Gephart received 2 votes, D. Knutson received 4 votes.
D. Knutson was elected vice-president.

Election of Board Secretary Serving 6/2016 to 6/2017

L. Baudoin received 6 votes and was elected secretary.

H. Schick moved to approve M. Krahn as president, D. Knutson as vice-president, and L. Baudoin as secretary serving June 2016 to June 2017, M. Miller seconded and the motion carried.

VIDEOS

Short Takes for Trustees: Library Advocacy was postponed to the July meeting due to technical difficulties.

There being no further business to properly come before this Board, motion to adjourn was made by H. Schick, seconded by M. Miller and carried. Meeting adjourned at 8:19 pm.

L. Radder, Recording Secretary

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