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HomeMy WebLinkAboutLBMinutes_2016_06_16 BROOKINGS PUBLIC LIBRARY BOARD OF TRUSTEES June 16, 2016 MINUTES The Board of Trustees of the Brookings Public Library met on Thursday, May 12, 2016 at 6:00 p.m. in the Historical Room of the Brookings Public Library MEMBERS PRESENT: Larry Rogers, Kyle Schaefer and Deb Waltman OTHERS PRESENT: Ashia Gustafson, Alice Hayes, Cathy Enlow Call to Order Larry Rogers called the meeting to order. Approval of Agenda Larry Rogers called for approval of the meeting agenda. Ashia Gustafson requested the addition of funding for the Festival of Books. Kyle Schaefer moved to approve the meeting agenda as amended. Deb Waltman seconded. Motion carried. Approval of Minutes Larry Rogers called for approval of the minutes from the May 12, 2016 meeting. Kyle Schaefer moved to approve the minutes. Deb Waltman seconded. Motion carried. Old Business Collection of Overdue Bills Kyle Schaefer spoke with a gentleman from Unique Management Services (UMS). He was very helpful and Kyle feels positive about contracting their services. He also spoke with Monique from Siouxland Libraries. They also contract with UMS, and Monique was very positive about the services. She said Siouxland has received a 60% return on investment. Deb Waltman spoke with several other libraries in the state about how they handle collections. All of them handle things in-house. Deb said she is teeter- tottering on the decision to contract with an outside agency. The Board discussed the current procedure and the proposed procedure using UMS. We would still handle things in-house, but when we get to the point that we would currently take things to the Clerk of Courts to initiate the small claims process, we would turn it over to UMS instead. We would have a 90-day trial period with UMS, so we could evaluate the effectiveness and usefulness of the program before committing to UMS. Ashia Gustafson suggested a fine forgiveness month, and the Board agreed. If patrons return their materials to the circulation desk and speak to a staff member during that month, we would waive their fines. The point is to get our materials back. If patrons put their items into one of the book drops without speaking to a staff member, or wait until after the fines forgiveness month to return the materials, we would not waive their fines. The Board also discussed how many years to go back to try to collect overdue materials. The consensus was January 2015, and any delinquent accounts from 2014 or earlier will be written off. Kyle Schafer moved to hold a fine forgiveness month in August, then to contract with UMS beginning in September 2016, with a 90 day trial period. The Board would have UMS go back to January 2015 for collection of overdue material. Deb Waltman seconded. Motion carried. Status of Challenge to a Library Book by a Patron Deb Waltman asked for an update on the complaint from a patron regarding a new children’s book “Sex is a Funny Word” written by Colin Silverberg. Ashia Gustafson said that the patron spoke with Children’s Librarian Katherine Eberline. The patron wants more time. The patron said she recognizes that there is useful information in the book that people need, but feels that it should not be in the children’s section. She feels that it should be in the adult section. Kyle Schaefer suggested having the patron select a book that is in line with her views to be added to the Library’s collection. Larry Rogers was concerned with the representation of views vs. driving the bus. Ashia Gustafson said that the book was written for children and ordered from a children’s publisher with recommendations from reviewers of children’s books. The Board members want to read the book, which the patron currently has checked out. The Board will address the issue when the patron formally presents her challenge to the Board. New Business Approve May Bills Kyle Schaefer moved to approve the May list of bills. Deb Waltman seconded. Motion carried. Discussion to Start Strategic Planning Ashia Gustafson said that the current strategic planning cycle ends in 2016, so we need to look ahead to a new strategic plan for 2017-2020 beginning in January. Ashia spoke with former Library Director Elvita Landau, who suggested that Ashia contact Gwen at the Agricultural Heritage Museum. The museum recently completed their strategic plan, using a different method than the Library has used in the past. Ashia said that we need to start planning soon, this fall, so we can begin the process in January 2017. Other Items and Reports Librarian’s Report Ashia Gustafson presented her monthly report to the Board. There were 65 in attendance at the Jerry Barlow concert on June 13. As of June 15, we have 14,041 kids signed up for the Summer Reading Program. There were 536 in attendance for the Lego Guy’s presentations on June 8, including 16 teens for the teen presentation. We are in the process of hiring Josh English to replace Adrianne Hemerka, who has found a full-time job elsewhere. Josh will be starting next week sometime. Saila Erion, our Outreach Coordinator will be leaving us around July 8. The job has been posted. Peg Whalen’s last day at the Library will be August 12. That position has also been posted. Alison Tappan has applied for that position, so we will have an opening for a Circulation Manager to be filled. Financial Reports The Board reviewed the May financial reports. Ashia Gustafson has ordered new furniture for her office. It arrives tomorrow. Funding for Festival of Books Ashia Gustafson said that the Festival of Books organizers have asked for a $5,000.00 Tribute Sponsorship from the Library. The Friends of the Library have agreed to pay $2,500.00, leaving $2,500.00 to be paid by the Library. According to the January 14, 2016 Board meeting minutes, Elvita Landau had requested, and the Board had approved, $1,000.00 from the General Fund and $1,500.00 from the Fines Account to pay for the Library’s portion of the sponsorship. Ashia found that there is no appropriate line item or available funds to pay the $1,000.00 from the General Fund. She requested that the $1,000.00 be paid from the Gifts Account instead, with the $1,500.00 still coming from the Fines Account. Kyle Schaefer noted a conflict of interest and abstained from voting on the matter of the Festival of the Book activities. As a result, Deb Waltman moved to table the discussion until the next Board meeting so there would be enough Board members in attendance to vote on the matter. Kyle Schaefer seconded. Motion carried. The Board discussed the status of the application process to fill the vacant Board position. The deadline to apply is July 8. The next Board meeting will be Thursday, July 14, at 5:30 p.m. Deb Waltman moved to adjourn the meeting. Kyle Schaefer seconded. The meeting adjourned at 6:15 p.m. Respectfully submitted, Ashia Gustafson, Director of Library Services