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Home My WebLink About11-07-2018 minutes COLUMBIA HEIGHTS PUBLIC LIBRARY 3939 Central Ave NE, Columbia Heights, MN 55421 BOARD OF TRUSTEES: MEETING MINUTES Wednesday, November 7th, 2018 Approved 12/5/2018 The meeting was called to order in the History Room by Chair, Patricia Sowada, at 5:30pm. Members present: Patricia Sowada, Catherine Vesley, Stephen Smith, Nancy Hoium, and Tricia Conway (Absent: Robert “Bobby” Williams). Also in attendance: Renee Dougherty (Library Director), and Nick Olberding (Recording Secretary). The Minutes of the October 3rd, 2018 Board Meeting were approved. Bill Lists dated October 10th, and 24th, 2018, were reviewed. Each was individually moved, seconded, and approved. Accounting Sheet as of November was reviewed, and approved (71% spent in 83% of the year, not counting Oct. utilities/wages). • Questions and discussions based on Bills and Accounting: • Birding in the Heights: Positive feedback; a fun program in two parts: a classroom session, and a field trip to LaBelle Park to practice and use the knowledge they learned. • Unique Management: Has the number of patrons sent to collections gone down? It varies month-to-month, but at $89.50 last month it came in under the $100/month budget, which is a win. • Electric (3810): Seems to have evened out, and may end the year right on budget. • Gas (3830): Overspent; budget proposed to be increased next year. Monthly billing is in real-time, not averaged throughout the year. • ILS Payment to ACL: Paid quarterly; this time $3029—our portion of the cost based on number of CH Patrons and the size of our collection, plus 3/week interlibrary delivery services. Old Business: • Proposed 2019 Closed Dates: Designated holiday/closed days have not really changed over the years (other than the dates they fall on) …including all city mandated holidays, plus Staff Training Day at ACL. In the future, Good Friday may drop off the calendar due to societal changes and diversity, but currently the City of Columbia Heights still considers it a holiday, so if we stayed open, non-exempt full-time employees would be paid double. Motion: Approve the proposed 2019 Library Holiday/Closed Schedule…Hoium moved, Vesley seconded, all in favor—approved. • Proposed 2019 Library Board Meeting Dates: With the exception of January, July, and September falling on the second Wednesday of the month due to holidays, all other months are set for the regular first Wednesday schedule (at 5:30pm in the Library History Room). Last year the July meeting was cancelled due to vacations; if any will be cancelled next year, it will be decided at future meetings (with ample time for a public notice). Motion: Approve the proposed 2019 Library Board Meeting Schedule…Conway moved, Vesley seconded, all in favor—approved. • Update to Library Schedule of Fees: Anoka County Library is taking a new approach to charging patrons for lost/damaged items. Previously charging the MSRP, plus $5 (for print items) and $7.50 (for media) with depreciation factored in for older material; now the plan is to charge at cost (the discount price the library pays), plus an $8 processing fee (for print items) and $10 (for media) without depreciation. The processing fee covers the cost for book covers, labels, and the time/labor that goes into ordering and prepping replacement materials. This is partly in response to affected patrons claiming they could purchase a replacement for much cheaper through Amazon and other online retailers. This should help save patrons some money, as we get a sizeable discount on materials, and would go into effect in January. Motion: Approve the new Library Schedule of Fees for 2019…Conway moved, Vesley seconded, all in favor—approved. • Adoption of Policy on Electronic Sign Board: The Library’s digital sign board is being constructed; previously waiting on stone caps for the base, and now waiting on the LED Board; it should be up and running by the December 1st Open House. The policy created by the City’s Communication staff, lays out some of the key factors: eligible/non-eligible notifications/postings, number of active slides (6), time per slide (10 seconds), and approval procedure. The policy is straight-forward, and easily understood. Motion: Approve the Electronic Sign Board Policy…Hoium moved, Smith seconded, all in favor—approved. • Authorization to Participate in 21st Century Community Learning Centers Grant for 2018-19: In 2016 the ISD13 and the Columbia Heights Parks & Rec jointly applied for the 21st Century Grant (the library was pre-occupied with moving into the new building and could not participate at that time), which would help pay for programming and education series for 3 years (intended for students in grades 4-8). After Year 1, they realized it was difficult to spend all the supplied funding, so the CHPL has been invited to participate in Year 2, and possibly Year 3. Bri Belanger has planned several programs including a series of Craft Labs, S.T.E.A.M. Saturdays, and a Graphic Novel Book Club in partnership with the ISD13. Grant money will mainly pay for program supplies and instructors/educators, which the library would be reimbursed for by ISD13 (the fiscal agent). Motion: Authorize the CHPL to participate in the 21st Century Grant program…Vesley moved, Smith seconded, all in favor—approved. New Business: • Minutes from CHPL Arts SubCommittee: Vesley and Conway gave a brief description of how the meeting went, and what results were for the Photo Contest judging. Photos were judged on their own merit, no submitter’s names were known; there were more than 100 entries, and they whittled it down to a strong 26 entries. For the exhibition photos will be blown up to 16”x20”, and mounted on black foam-core with names and descriptions; the exhibition will be unveiled at the December Open House and run though the beginning of January. I had forgotten to print the Minutes for the meeting, but a digital copy had been sent to the Board in their reminder e-mail. • 90th Anniversary Details: Photo Exhibition; Music of the 20’s, 30’s, and 40’s by musical group “Flipside”; Photo and Memories Slideshow; Cookies, Lemonade, and Coffee supplied by the Friends; possibly a formal presentation. As for the Board, we hope they can just be on hand during the event to greet, share memories, socialize, and network. Items from the Floor: • Red Cross Blood Drive: Wednesday, December 5. • Parking Lot Expansion: The Board would like to express its desire to expand the parking lot into the vacant lot behind the library (in response to numerous complaints of inadequate parking spots). The city is no longer considering building a new City Hall on the lot, and the Library could really use the space (would be an awkward spot for most other purposes). Motion: Formally propose that the City considers extending the Library parking lot into the vacant space adjacent to the current lot…Vesley moved, Sowada seconded, all in favor—approved. • Greetings from M. Rebecca Loader • Nancy Hoium: Announced that she intends to retire from the Board around the end of the year. She has served the Board for many years, and feels that it is time to pass on the reigns. There being no further business, a motion to adjourn was made at 6:28pm by Patricia Sowada, and seconded. Respectfully submitted, Nicholas P. Olberding Recording Secretary, Library Board of Trustees The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its services, programs, or activities. Upon request, accommodation will be provided to allow individuals with disabilities to participate in all City of Columbia Heights services, programs, and activities.