Oct. 17, 2013 - Board of Trustees Meeting

 

MINUTES OF REGULAR MEETING
ELISHA D. SMITH PUBLIC LIBRARY TRUSTEES
Elisha D. Smith Public Library
October 17, 2013

 

Call to order at 4:02 p.m. by President Murray

Present:  Crawmer, Eisen, Kiley, Murray, Nichols, Wicihowski, VanderHeyden, Harvey (teen representative)

Absent:  Golz

Also present: Director Lenz, K. Beson (Head of Children’s Services), J. Bongers (Head of Adult Services)

Public Comment/Communication

None.

Authorization of Bills

A motion to authorize payment of the October list of bills from the 2013 budget as presented was made by Crawmer and seconded by Wicihowski.  Motion carried unanimously.

Consent Business

The following Consent Business items were presented for the board’s consideration:

Approve Library Board meeting minutes from September 19, 2013
Accept Investments Committee meeting minutes from September 25, 2013

Accept Finance Committee meeting minutes from September 25, 2013

Accept Fundraising Committee meeting minutes from September 26, 2013

Motion

A motion to approve the Library Board meeting minutes of September 19, 2013 and to accept the Investments Committee meeting minutes of September 25, 2013, the Finance Committee meeting minutes from September 25, 2013 and the Fundraising Committee meeting minutes of September 26, 2013 was made by VanderHeyden and seconded by Eisen. Motion carried unanimously.

Director’s Report/Information Items

  1. September Statistics.   Lending statistics were 6.2% higher than the same time period last year.  Adult lending was up 7.0%, while Children’s was up 5.2%.  The Children’s Department held more programs during September this year.  As a result, program attendance was up by 21%.   Library website visits and Wi-Fi use continue to rise.  
  1. Current Budget Status.  Director Lenz reviewed the status of this year’s budget.  While 74.8% of the year has passed, 71.4% of the budget has been spent.  Eisen asked if the director was able to determine if there would be a carryover from this year’s budget.  She explained she could not predict that at this point in time. She needs to see what expenditures we will have in the final quarter of the year.
  1. Staff Reports.  
  • A hearing loop, which was paid for through a grant from the Menasha Corporation Foundation, has been installed in the Co. E Room.
  • Joe Bongers provided information on the library’s participation in the FDIC’s Money Smart program.  This is a comprehensive financial education curriculum designed to help low- and middle-income individuals improve their financial skills.
  • Teen Librarian Vanessa Taylir arranged to have several hundred Maplewood Middle School students, including those with special needs in integrated classrooms, visit the library.  She provided information which heightened awareness of the services offered to students.
  • Director Lenz reported that we had a constructive staff in-service at Heckrodt Wetland Reserve on September 27.

Nichols arrived at the meeting at 4:12 p.m.

  1. Parking on First Street. A change to remove the 2-hour parking limit on the north side of First Street adjacent to the library will be taken under consideration by the Common Council’s Administration Committee.
  1. Fundraising Committee Report.   Plans to implement the collection of 1 million pennies as a fundraising project have temporarily stalled.  The committee has been asked to wait until a more suitable time to include Menasha School District students in the project. The committee intends to discuss the benefits of short-term and long-term fundraising events, recognizing that there is an advantage to offering various tiers of events that would appeal to a broad spectrum of residents within our community.
  1. Library Art.  Board members agreed to have the director hang a set of six Doty Island Memory Paintings in the fiction area on the library’s main floor.  The paintings have been in storage for some time in the library’s basement.

Discussion/Action Items

  1. Recommendation of the Investments Committee.  Recently, the Board voted to transfer funds from a certificate of deposit that had come due to the library’s endowment fund.  The Investments Committee recently met with Terri Towle, vice-president of finance, and Linda Hansen, development & donor services associate, at the Community Foundation of the Fox Valley.  After learning that funds deposited into the library’s Endowment Fund are intended for investment only, the committee agreed that funds from all certificates of deposit that come due should be transferred to the library’s Memorial Fund, which is a spend-down account.

Motion

A motion was made to approve the transfer of certificates of deposit as they mature into the Library’s Memorial Fund at the Community Foundation of the Fox Valley by Eisen and seconded by Murray.  Motion carried unanimously.

  1. Chapter I:  Introduction.  This chapter of library policies had been presented for consideration at a previous meeting.  There were no further changes.

Motion

A motion was made to approve the revised Chapter I: Introduction of the library’s policies by Nichols, and seconded by Eisen.  Motion carried unanimously.

  1. Chapter II:  Patron and Circulation Policies.   This chapter of library policies had been presented for consideration at a previous meeting.  There were no further changes.

Motion

A motion was made to approve the revised Chapter II: Patron and Circulation Policies by Nichols, and seconded by Eisen.  Motion carried unanimously.

  1. Library Logo.   Options for a new library logo had been presented for consideration at a previous meeting.  Director Lenz offered to have the Board wait to decide on a change until 2015 when the new Strategic Plan calls for a marketing plan to be put into place. The director was asked what costs would be involved in changing the library’s logo.  She explained that the change would be phased in over a period of time and that nothing that has our current logo on would be tossed out.  There was a consensus to change the logo at this time. 

Motion

A motion was made to accept sample A (pictured below) as the library’s new logo by Nichols and seconded by VanderHeyden.  Motion carried unanimously.

 

 

  1. 2014 Budget Request.   Two versions of the director’s budget proposal were distributed to the board.  The first version was the one recently approved by the Finance Committee.  The second version included recently updated wages, salaries and benefits totals provided to the director by Director of Administrative Services Peggy Steeno, as well as other recent changes made by the director.  Discussion ensued.   Nichols explained what was covered in account 2907, which is the library’s share of the City’s Tech Services fee for maintaining its phone system and its fiber rental from Menasha Utilities.

Motion

There was a motion to approve the 2014 budget of $1,439,450 as presented by Crawmer and seconded by Wicihowski.  Motion carried unanimously.

Announcements

Review of Trustee Essential’s Chapter 13: Library Advocacy.   Crawmer summarized this chapter for the board.  She asked that the director include library advocacy as an agenda item for an upcoming board meeting.  Discussion will take place to determine if it would be beneficial for the board to create a formal plan for board advocacy.

Adjournment

A motion was made to adjourn the meeting 5:00 p.m. by Nichols and seconded by Kiley.  Motion carried unanimously.

Respectfully submitted,

Kathy Wicihowski, Secretary

 



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