Elisha D. Smith Public Library
Company E Room
January 30, 2024

Called to order at 4:02pm by Chair Halverson
Present:     Trustee Englebert, Trustee Golz, Chair Halverson, Secretary Lane, Trustee Stojanovic, Trustee Turner (arrived at 4:12pm), Trustee Witt and Superintendent of Schools Zimmerman (arrived at 4:03)
Absent:    Trustee Franzoi and Teen Rep Lane
Also Present: Alderman Rebecca Nichols, Director Kopetsky, Programming Services Manager Moore-Nokes and Business Manager Dreyer

Public Comment/Communication

Consent Business
A motion was made by Witt, seconded by Lane to approve the Library Board of Trustees meeting minutes from December 18, 2023.  Motion carried unanimously.  

Authorization of Bills
A motion was made by Golz, seconded by Englebert to authorize payment of the December(2) 2023 bills from the 2023 budget and the January 2024 bills from the 2024 budget and endowment account.  Motion carried unanimously.  

Planning Process Update  
⦁    Kopetsky has been meeting with fundraisers, Mayor Merkes and City Attorney Struve.  
⦁    We have received verbal commitments from funders.
⦁    The EUA contract has been negotiated down.
⦁    It has been determined that moving offsite vs. staying on premise is more cost effective and will reduce the construction time.
⦁    We have a lease proposal for the Menaha Market Shopping Center (Shopko Plaza) space.
⦁    Kopetsky is getting estimates from movers.  We would be closed for up to a month.
⦁    Kopetsky is talking with the Senior Center, City of Menasha Park and Rec Department, UW Oshkosh Fox Cities Campus and the Menasha School District for programming during the renovation.  

Friends of the Elisha D. Smith Public Library Update
Friends of the Elisha D. Smith Public Library will hold its annual meeting in March.  At that time, they will also discuss their role in the building process.

New Business
       1.    Approve EUA Contract
       This is the same proposal for the renovation and addition to the library that was previously presented in September 2023 except for the reduction in cost.  A motion was made by Witt, seconded by Stojanovic to approve the EUA contract as presented.  Discussion – The timeframe would be to start the final design, construction documents then demolition/start construction.  Motion carried with Golz  abstaining.  

       2.    Review and Approve Construction Manager RFP
Motion made by Lane, seconded by Turner to approve the Request for Proposal for Construction Management At-Risk.  Discussion – This would provide construction management at-risk services for the design phase, bidding phase and construction phase of the project.  A team of staff within the City of Menasha and library will review the RFP’s and a recommendation will be brought to the Board of Trustees at a Special Meeting on Tuesday, March 12, at 4:00pm. Motion carried unanimously.

      3.    Approve Plan to Relocate to Temporary Site During Construction
Motion made by Witt, seconded by Lane to approve the plan to relocate offsite during the renovation.  Motion carried unanimously.

      4.    Approve Lease Proposal with Edits
Motion made by Witt, seconded by Lane to approve the Menasha Market Shopping Center (Shopko Plaza) one year lease not to exceed $200,000.  Discussion:  The lease will have a 90-day notice in advance of lease expiration.  Trustees requested to find out after one year if we can do a month to month if the renovation lasts longer than anticipated.  Motion carried unanimously.

The RFP, Menasha Market Shopping Center lease and 2025 CIP budget will be brought to the Public Works Committee and then to the Common Council for approval at their meetings on Monday, February 5.  Board members are encouraged to attend.

      5.    Director’s Report

  •     In 2023:      $5,845,000 in services were provided

                       263,074 items were checked out
                       1,067 new cardholders
                       7,917 Library of Things items checked out
                       105,856 library visits
                       410 programs were offered with 19,920 attendees
                       3,622 SMITHworks visits – an increase of 30% from 2022

  •     During the renovation, we will work on a strategic plan.
  •     There will be a Outagamie and Winnebago County Funding meeting.
  •     Kopetsky is working on a community literacy project.
  •     Kathy Dreyer will be retiring on March 29.  The position was posted internally in the city     and interviews have taken place.  The decision will be made soon so that Kathy can     work directly with the candidate.  

6.    2023 Budget Status
Trustees reviewed the 2023 budget status.  We anticipate having funds remaining at year end.  
We would like to apply any remaining funds to the building project.  

7.    Staff Reports
       ⦁    We are working on the Winter Reading program.
       ⦁    Blind Date with a Book displays have been placed around the library.
       ⦁    We are working on March and April programming and what programming will look like going forward with the renovation.
       ⦁    We are weeding the collection.

Our next Board of Trustees meeting will be held on Tuesday, February 27, 2024, at 4:00pm.

Motion to adjourn made at 5:32pm by Lane, seconded by Englebert.   Motion carried unanimously.

Respectfully submitted,
Kathy Dreyer, Recording Secretary