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HomeMy WebLinkAboutLBMinutes_2018_06_14BROOKINGS PUBLIC LIBRARY BOARD OF TRUSTEES June 14, 2018 MEETING MINUTES The Board of Trustees of the Brookings Public Library met on Thursday, June 14, 2018 at 5:30 pm in the Historical Room at the Brookings Public Library. MEMBERS PRESENT: James Rice, Kathy Miller, Doug O’Neill, Deb Waltman, Sarah Meusburger OTHERS PRESENT: Nita Gill, Nancy Swenson, Jen Anderson 1. Call to Order James Rice called the meeting to order. 2. Approval of Agenda James Rice called for approval of the meeting agenda. Kathy Miller moved to approve the meeting agenda with the addition of 5.4 Trustee Bylaws. Doug O’Neill seconded. Motion carried. 3. Approval of Minutes James Rice called for approval of the minutes from the May 9, 2018 meeting. Deb Waltman moved to approve the meeting minutes with the day of the week correction. Kathy Miller seconded. Motion carried. 4. Old Business 4.1 Materials Selection Policy Nita Gill presented the updated Materials Selection Policy. Discussion: Doug O’Neill asked how do you decide what books to be withdrawn. Nita Gill informed the Board we weed books according to circulation status, relevancy and other parameters. Nancy Swenson mentioned how much is weeded is partly due to the amount of space on the shelves. If a patron has a concern about material displayed in the Library, they will be asked to complete the Citizen’s Request for Reconsideration of Materials or Displays form. Ashia Gustafson will view and discuss material concern with patron. If material concern is not agreed upon, then Ashia Gustafson will bring the concern to the Library Board. Kathy Miller moved to approve the Materials Selection Policy with changes and corrections. Sarah Meusburger seconded. Motion carried. 4.2 Accreditation Hours Board members have completed a total of 27 hours of continuing education hours. Board members will let Ashia Gustafson know if they will be attending SDLA. James Rice advised the board members to look at SDLA website and see what day would work to attend. SDLA is on September 26-28, 2018. 5. New Business 5.1 Approval of Bills The Board discussed the 2018 bills, budgets and expenditures. Deb Waltman moved to approve the May 2018 bills. Doug O’Neill seconded. Motion carried. 5.2 Waive Fines Nita Gill presented the note from Alice Hayes on lost materials of a patron who had a house fire. Kathy Miller moved to approve waiving the fines for the patron after verifying that the patron does not have insurance. If patron does have insurance, we ask for the insurance company to pay for the lost items due to the house fire. Board will table waiving the fines until the next meeting. Doug O’Neill seconded. Motion carried. 5.3 Website Proposal Nancy Swenson presented the proposal for a new website designer and host, based on prior research into available options. The Board discussed the website proposal. Discussion: Nancy Swenson explained that the current provider keeps upping the cost, staff needs training to learn the website language or the library needs to pay someone else to assist with any problems. New website company would create a template that would work best for the Library, will host and handle the updates, take care of security, and will make the website mobile friendly, among other features. Nancy Swenson also mentioned that we would be able to do new things with the website, such as schedule blog or news content, email newsletters, and offer patrons an online way to request item purchases. Revize will design the website template, provide back-end tools to update website, and be there for support. James Rice asked what the role of the Library Board is for this project. Board would like to be more involved so they can communicate with the community about changes being done at the Library. James Rice would like to ask the public what they would like to see on our website teens and youth included). James Rice moved that the quote is approved by the Board on the condition that the Board is to be involved in and approves of Phases 0, 1, 2, 3 (Phase 0 is the review of the contract). Doug O’Neill seconded. Motion carried. 5.3.1 Website Contract (via email discussion) Ashia Gustafson sent out the Revize website contract. After discussion, and having Revize add of wording to clarify that it is a contract for four (4) years, all members voted to accept the changed and amended contract for the website. 5.4 Trustee Bylaws James Rice would like to know what the role of the Library Board is. James Rice reviewed the Bylaws and did not find anything indicating the responsibilities of the Library Board. Library Board is a representative for the community. James Rice would recommend adding an article to the Board of Trustee Bylaws about what the Library Board role and responsibility are. Ashia Gustafson will email the Bylaws to Board members. Add to the Library Board meeting agenda next month to be discussed. 5.5 Festival of Books Donation (via email discussion) Sherry De Boer, Director of the South Dakota Humanities Council, asked for an increased donation from the Library to match the Friends of the Library’s donation. An increased donation, up to $2,500, which would give the Library, combined with the Friends of the Library, recognition as a Tribute Sponsor. This amount also matches last year’s contribution from the Library. Much discussion was had about the return on investment for the Library and what the Library would get out of it. Ashia Gustafson expressed that the Festival of Books brings in a large influx of people to town, which helps the City’s funds. Also, the South Dakota Humanities Council has helped us bring in many performers and speakers throughout the years, so it is mutually beneficial to help reciprocate when we can. All agreed to donate another $1,000 to the South Dakota Humanities for the Festival of Books from the Gifts Funds. 6. Other Items & Reports 6.1 Financial Report Nita Gill presented the review of the budgets. 6.2 Librarian’s Report Nita Gill presented the monthly report to the Board. Great American Read programming begins this week. New shelves and furniture have arrived for the YA section. Sewing Machines arrived this week. Friends of the Library sign up for the Arts Festival have started. James Rice asked about the City Showcase on August 25, thinking the Library should be involved. 7. Public Comment on Items not on Agenda 8. Next Meeting: Thursday, July 12 at 5:30 pm 9. Adjournment Kathy Miller moved to adjourn the meeting. Deb Waltman seconded. The meeting adjourned at 7:05 pm. Respectfully submitted, Nita Gill, Assistant Director/Adult Services Librarian