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HomeMy WebLinkAbout03-06-2019 minutes COLUMBIA HEIGHTS PUBLIC LIBRARY 3939 Central Ave NE, Columbia Heights, MN 55421 BOARD OF TRUSTEES: MEETING MINUTES Wednesday, March 6th, 2019 Approved 4/3/2019 The meeting was called to order in the History Room by Chair, Patricia Sowada, at 5:32pm. Members present: Patricia Sowada, Catherine Vesley, Stephen Smith, Tricia Conway, Christopher Polley (newly appointed member), and City Council Liaison, Connie Buesgens. Also in attendance: Renee Dougherty (Library Director), and Nick Olberding (Recording Secretary). The Minutes of the January 9th, 2019 Board Meeting were approved. Bill Lists dated January 9th & 23rd, 2019 (2018 fiscal year) were reviewed. Each was moved, seconded, and approved. Bill Lists dated February 6th & 20th, 2019 (2019 fiscal year) were reviewed. Each was moved, seconded, and approved. Preliminary un-audited year-end 2018 Accounting Sheet was reviewed, and approved (94% spent). Accounting has not been audited for 2018 yet, so there is still the possibility of small changes and budget line reconciliation). • Questions and discussions based on Bills and Accounting: • Foundation Donation ($35,000): See New Business; Item #5 • 21st Century Grant: These expenditures are noted on the Bill Lists, but do not require Board Approval (for informational purposes). 21st Century Grant is a 3-year program which was awarded to the Columbia Heights School District…in order to enhance the youth program offering, they invited the CH Library/Parks & Rec department to participate. • Unique Management Services: The Library’s collection agency (not allowed to report to credit agencies, just encourage patrons to pay). Accounts are referred automatically on a weekly basis, if their balance exceeds $75 for 30 days). • Repair/Maint (4000): Contracted Services including TechLogic Preventative Maintenance for the AMH, and Marco maintenance on the printers/copiers (including printing overages…which are recouped by printing fees) • Solar Array/Building Controls: 15-year contract (2 years in). Jokes were made about the panels covered in feet of snow. Eric Hansen is working with Setpoint/Horowitz to fine tune the building controls to create a more balanced system that works better with the weather (currently on winter days when the sun is shining it can get too warm in the building because the heat doesn’t ease off and allow the sun to take over). Old Business: • Staffing Update: One of our Pages started a full-time job, and needed to be removed from the regular schedule, so we have posted a Page opening. The position will be posted until later in March and advertises 2-3 shifts/week. Christopher Polley works at CHHS, and already has a few students in mind to pass along the posting to. New Business: • New Trustee: Welcome Christopher Polley to the Board. Christopher went to the U of M, and has been a resident of Columbia Heights since 2011. He is an English teacher at Columbia Heights High School (living/teaching in the same community was one of his goals), and also branches out into Film Studies and involvement in the Heights Herald (the high school’s newspaper). The Board is excited to welcome Chris as the newest Trustee. • Approve 2018 Annual Report to the State Library: The deadline for submission is March 31st, and the document is currently in draft form. The Board reviewed the draft with the knowledge that the only things that could change are some of the financial data (because the accounting is still in a preliminary un-audited status). Motion: Approve the submission of the 2018 Annual Report based on the current draft version…Conway moved, Vesley seconded, all in favor—approved. o Visits are DOWN, but Circulation is UP; Amount of Programs is DOWN, but Attendance is UP. o Services of Homeschool? Institutional Card which allows more items for a longer checkout. o Policies outdated…will revise and update as many as possible before next annual report. • 2018 Read-Down Results: On • Art in the Library: No updates since last meeting. Catherine was going to look into the Scroll sculpture at VEIT, but it’s covered in snow, and should wait until spring. • Meeting with Library Foundation and City Leadership: The City suggested a joint meeting to discuss some issues and opportunities. Opportunities would be discussed on how to use the recent $35,000 donation from the Library Foundation, and issues regarding public art at the Library, and the feasibility and costs associated with expanding the parking lot. Renee would like this meeting to coincide with the regular April 3rd Board Meeting. Items from the Floor: • Sister Cities Art Contest Winner announcement: The announcement will occur at the “2019 Performing Arts Night” event at the Columbia Heights High School on Friday, March 8th. This year’s theme is “Celebrating Black History Through the Arts”, and it will begin at 5:30pm; cost is $10 (which includes pasta dinner). Silent Auction from 5:30-7, Sister City announcement at 6:30, and performances beginning at 7. • 2020 Census: The census is coming up, and the Library should play a role in it. It is understood that this census will take place mostly via online submission, and many people visit the library specifically to use the internet (it is not yet known how mobile friendly the form will be). We would like to have a link to the Census on the public terminals, at least. The Board will brainstorm ideas that we can incorporate to maximize the Census count, because the more accurate our numbers the more Federal funding Columbia Heights/Anoka County will be allocated. • Happy Birthday: The Board wishes Renee (Library Director) a Happy Birthday! There being no further business, a motion to adjourn was made at 6:40pm 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.