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HomeMy WebLinkAboutLBMinutes_2017_03_09BROOKINGS PUBLIC LIBRARY BOARD OF TRUSTEES March 9th, 2017 MEETING MINUTES The Board of Trustees of the Brookings Public Library met on Thursday, March 9th, 2017 at 5:30 p.m. in the Historical Room of the Brookings Public Library. MEMBERS PRESENT: Kathy Miller, Doug O’Neill, Janell Hoffelt, Deb Waltman OTHERS PRESENT: Ashia Gustafson, Jen Anderson, Priscilla Pulscher, Zach Halstad 1. Call to Order Kathy Miller called the meeting to order. 2. Approval of Agenda Kathy Miller called for approval of the agenda. Janell Hoffelt moved to approve the agenda. Deb Waltman seconded. Motion carried. 3. Approval of Minutes Kathy Miller called for approval of the minutes from the February 9th, 2017 meeting with the changes to be made. Janell Hoffelt moved to approve the meeting minutes. Deb Waltman seconded. Motion carried. 4. Old Business 4.1 Coffee Shop: Priscilla Pulscher, former-owner of Sunflower Coffee and Tea addressed the Board members to introduce Zach Halstad. Zach Halstad is now the new owner of Sunflower Coffee and Tea. Zach will be keeping the same hours for now but would like to extend the hours soon. The staff from Nature’s Paradise will be going back and forth. Board members thanked Priscilla for her business. Concessionaire Agreement - Ashia will update the concessionaire agreement and was approved by the attorney. Ashia was hoping to have the agreement signed on Friday. Discussion: Concessionaire Agreement: Doug O’Neill asks Zach if he would be willing to open for special library gathering. Zach would definitely be willing to do so and was also thinking of adding Saturday hours. Deb Waltman moved to approve the agreement. Janell Hoffelt seconded. Motion carried. 4.2 Strategic Plan: Ashia put the question out for patrons to answer, “Why do you come to the Library”. This is going really well and getting tons of comments. A few naughty notes but overall, all positive. Ashia and Jen will type up the information. Ashia enjoyed all the good ideas from the Strategic meeting. Discussion for Strategic Plan: 45 hours of credit education for accreditation. Janell Hoffelt mentioned that only eight hours will be accepted for web/online training. Ashia will be looking for more ideas from SDLA. 4.3 Loan History: Ashia is talking legal terms with Steve. Section 11 says “Records or portions of records kept by a publicly funded library which, when examined with or without other records, reveal the identity of any library patron using the library’s materials or services.” Certain records are not open to inspection or copying. Discussion: Loan History: Doug O’Neill mentioned that patrons need to know we keep this. 5. New Business 5.1 Approval of Bills The Board discussed the 2017 bills, budget and expenditures. Janell Hoffelt moved to approve the February bills. Doug O’Neill seconded. Motion carried. Discussion: Doug O’Neill asked what gifts are – The friends of the library give gifts. Some patrons give to the library for memorials or presents to the library. 5.2 State Report 2016 Ashia Gustafson discussed that the South Dakota State Library Annual Report goes to Federal Agencies to explain why you should fund libraries. There are two annual reports a year: City and State. The page about Ratios and Percentages – FY 2016 explains what we do with your money and why the library is a good thing. Jim and Jeff need to sign. Discussion: Doug O’Neill asked if the children percentage is good – Ashia mentioned this is average for now but in the summer is a lot higher. Patron’s attendance for programing is at 16 per program, which is really an amazing average. Doug O’Neill moved to approve State Library Annual Report. Deb Waltman seconded. Motion carried. 5.3 Circulation Policy Ashia discussed the new computer software (My PC). The new computer software is tied in with patron’s TBS software. Ashia asked the board if patrons have fines over $5, should they still have privilege to use computer lab. Ashia pointed out in the Circulation Guidelines, the Restriction of Borrowing Privileges section; nothing is indicated about internet usage. Deb Waltman asked if we will lose patrons to this. Ashia thinks some will not come back. Board members discuss and would like to put the brakes on this. The Board decided on July 1st 2017, the change in Circulation Guidelines will become enforced. This gives patrons time to be notified about the change in the policy. Board motioned to add wording with the new computer software. A patron’s privilege to checkout materials or access the computer lab may be suspended under the following circumstances. 1. Accumulated Fines of over $5.00 2. Failure of any registered patron to renew their card on or before the expiration date. 3. Accumulated Chares for lost or damaged materials. In all cases, full privileges shall be restored upon the payment of the fee or fine, return of materials or renewal of the card, whichever is applicable. The implementation of this policy will begin on July 1, 2017, following the implementation of the new computer lab software. Doug O’Neill moved to approve wording on Circulation Guidelines. Janell Hoffelt seconded. Motion carried. 5.4 Library Policy – Gift of Art Board members reviewed policy and letter. Kathy Miller liked the alternative recipient in the letter. Board members had no changes for Ashia. As soon as Ashia received the art work from Donna, she will copy the policy and letter on the same page. Ashia will keep the signed letter at the Library. 6. Other Items & Reports 6.1 Financial Reports General Fund’s budget shows a lot of money but it’s early in the year. Spending is going well and staff is staying on track. Alice Hayes is taking over patron fines account with UMS. It’s going well, with good response from patrons. Doug O’Neill did not know we had a credit card machine. Ashia will make a note to mention this on the radio. 6.2 Librarian’s Report Ashia Gustafson presented her monthly report to the Board members. Ashia mentioned that the Library applied for a Larson Foundation Grant for $21,000 or more. RTI found a lot of dead spots in the Library and old access points. Alice Hayes will be going through inactive patrons so registered borrowers will be down next month. Anime club is doing wonderful. Katherine Eberline is taking a leave of absence this month to go to Columbia to adopt two children. Sara Hahn will be leaving at the end of April due to graduating College. Doug O’Neill asked about book bags at the Library. Rae Brecht keeps track of the circulation of book bags. Patrons use these for their own book clubs. The next Board meeting will be Thursday, April 13, 2017 at 5:30 p.m. Doug O’Neill moved to adjourn the meeting. Deb Waltman seconded. The meeting adjourned at 6:36 p.m. Respectfully submitted, Ashia Gustafson, Director of Library Services