Library Board

Keene Memorial Library Board Meeting Keene Memorial Library-Downstairs Large Meeting Room / Online via ZOOM 1030 N. Broad St., Fremont, NE 6:30 P.M. December 20, 2021 AGENDA Join Zoom Meeting on December 20, 2021 https://us06web.zoom.us/j/89260380298?pwd=OXJnbmxHWVdZQTV4UTR1ajNmZzk5dz09 Meeting ID: 892 6038 0298 Passcode: 602181 One tap mobile +17207072699,,89260380298#,,,,*602181# US (Denver) +12532158782,,89260380298#,,,,*602181# US (Tacoma) Dial by your location +1 720 707 2699 US (Denver) +1 253 215 8782 US (Tacoma) +1 346 248 7799 US (Houston) +1 646 558 8656 US (New York) +1 301 715 8592 US (Washington DC) +1 312 626 6799 US (Chicago) Meeting ID: 892 6038 0298 Passcode: 602181 Find your local number: https://us06web.zoom.us/u/keEC86rWTl Call to Order/Notice of Meeting 1. Roll Call 2. Motion to adopt current agenda for December 20, 2021 regular meeting agenda 3. Dispense with and approve November 15, 2021 minutes (attachment) 4. New Business a. Community Needs Response Planning Discussion 5. Reports a. Library Director’s Report i. Month in Review ii. Expansion Project Update b. Friends of the Library Report c. Finance-Library Expenditures Report (attachment) 6. Adjournment Next Meeting January 17, 2022 6:30pm – Keene Memorial Library – Large Meeting Room Agenda posted online at www.fremontne.gov/library and emailed to Library Board members on December 15, 2021. This meeting is preceded by publicized notice in the Fremont Tribune and the agenda is displayed in the Administration Office at Keene Memorial Library, 1030 North Broad Street. A Copy of the Open Meeting Law is posted at the entrances of the meeting rooms. The Library Board reserves the right to go into Executive Session at any time. The Library Board reserves the right to adjust the order of items on this agenda.  Keene Memorial Library Board Meeting Large Meeting Room / Online via ZOOM 1030 N Broad St, Fremont NE 6:30 P.M. November 15, 2021 Minutes Held at the Keene Memorial Library Large Meeting Room and Board President Tom Adamson called the meeting to order at 6:31 pm. Roll Call The following members were present: Tom Adamson, Amanda Moenning, Linda McClain, LeAnn Rathke and Becky Pence. Also present was Laura England-Biggs, Library Director and Shane Wimer, Assistant City Administrator. Senior Office Associate Tracy Parr will be recording the meeting minutes. Notice of Meeting and Agenda The meeting was preceded by publicized notice in the Fremont Tribune and the agenda is posted in the Administration Office at Keene Memorial Library, 1030 North Broad Street and online at www.fremontne.gov and distributed. A copy of the open meetings law is posted continually for public inspection and is located near the entrance of the meeting room. Agenda Motion to adopt agenda for November 15, 2021 regular meeting. Board Member McClain moved, seconded by Board Member Rathke to adopt the agenda for November 15, 2021 Library Board Meeting. Ayes: Adamson, Moenning, McClain, Rathke and Pence. Motion carried 5-0. Reading of Minutes Board Member Moenning moved to dispense with and approve the October 18, 2021 minutes, seconded by Board Member Pence. Ayes: Adamson, Moenning, McClain, Rathke and Pence. Motion carried 5-0. Unfinished Business Policy Manual Update-Genealogy Resources Library Director Laura England-Biggs stated that it was brought to her attention that the pricing for printing genealogy research was not updated to .10 cents per page instead of the past .20 cent charge. When asked why the price was going down she stated that all other black and white printing in the library is .10 cents per page; the different pricing pre-dates her employment and no longer makes sense. Motion to accept the proposed change to charges for genealogy printing was made by Board Member Rathke, seconded by Board Member McClain. Ayes: Adamson, Moenning, McClain, Rathke and Pence. Motion carried 5-0. New Business Discussion on Relocation of the Library During the Expansion Project Director England-Biggs stated this was on the agenda in case any of the Board Members wanted to discuss anything having to do with the possible relocation during construction. Some discussion was had on how we will communicate moving forward with the Park & Recreation Board about the possible use of the City Auditorium. Reports Library Director’s Report Month in Review She spoke with Paul Gillespie from Transparent Language about the possibility of adding this database to what we have. The library was given a trial run to try it out and at this time no decisions have been made as to if we will pursue it. There was a meeting with Endicott Engravers for information on their engravable bricks for a fundraising project. We have received samples from two other companies, Endicott’s samples are on the way and one more company is interested in us considering them. Many webinars on various topics for the Library and Nebraska Library Association. A lot of Grant work with Linda McClain. A presentation to the Cosmopolitan Club with Linda, where we shared news about the Expansion Project. Bibliostat training, which covers the annual Public Library Data Survey we complete for the Nebraska Library Commission. It is driven by Institute of Museum and Library Services data requests and completion is required to maintain our accreditation. Walk through with an engineering company related to the Expansion Project. Meeting in Reno as part of the Transforming Teen Services grant project. Meeting in Hastings as part of NLA presidential duties. Joint meeting with the Park & Recreation Board. Proctoring a test for our Iowa Western Community College student. Meeting in Greenwood for Three Rivers Library System director’s meeting. Expansion Update: There was an anonymous donation made last Friday 11/12/2021 for $100,000 We received the Rupert Dunklau matching grant notification last week; it’s a $100,000 matching grant. There are a couple more grants that will have upcoming press releases. Friends of the Library Report Director England-Biggs stated that with not much to discuss so the Friends did not meet in November. The Pop-Up Book Nook last weekend brought in $431in donations for the Friends. Friends are gearing up for the March 24th-27th 2022 Book Sale. Finance Director England-Biggs reviewed the Finance report, noting that there are some lines that are “over- spent” due to some of last years encumbrances being rolled over and not cancelled yet. She stated that was the case with Postage & Printing and that under Other Contractual Services we were high also because of the fact that we tend to over encumber snow removal to allow for unpredictable weather. Just before adjourning Director England-Biggs stated that on this Wednesday November 17th we will be having our Tree Lighting event. This Friday November 19th the library will be hosting Jerry Barlow a Celtic Fingerstyle Guitarist, and she thanked the Friends of the Library for paying for his hotel room. With no further business, motion to adjourn was made at 7:10 p.m. with Board Member McClain making the motion and Board Member Moenning seconding it. Ayes: Adamson, Moenning, McClain, Rathke and Pence. Motion carried 5-0. Next meeting will be held in the Large Meeting Room at the Library/ Online via ZOOM, on December 20, 2021 at 6:30 pm. Prepared by Tracy Parr, Senior Office Associate Signed by Amanda Moenning, Library Board Secretary THE MISSION MATTERS DIFFERENCE Mission Matters partners with philanthropic and nonprofit leaders to achieve greater social good and thriving communities. We engage with leaders and organizations to support board development, strategic planning, capacity building, and change management. We also specialize in meeting facilitation and executive coaching addressing targeted issues identified by our clients. Mission Matters has experience working with more than 90 nonprofit organizations in Nebraska and Iowa. PROVEN NONPROFIT EXPERIENCE PARTICIPATORY PROCESSES n Our long-term relationships with our clients n We assist individuals and groups in provide us with high-level knowledge discovering their own answers by creating an specifically related to organizational environment where all team members want development, fundraising, finance, to and do participate. leadership, governance, and marketing. n We are uniquely skilled in fostering group wisdom for the purpose of discovery, creative n Our team has held leadership roles at ideation, planning, and implementation. nonprofits and understands the inner workings of mission-driven organizations. ACTION & OWNERSHIP COMMUNITY-CENTERED n People own what they help create. Group ownership of decisions motivates the group n Mission Matters’ story is rooted in our role as to action. a community change agent. n Our strategic plans do not sit on a shelf collecting dust. We create plans that are n We use engagement and coaching methods living, breathing documents that are built into created by grassroots community leaders and the everyday work of your organization. passed on through several generations, Additionally, we are committed to an adapting with changing times. organization’s long-term success and provide support for successful implementation of the n In every decision we make, we ask: What is plan. best for the community? What is best for the nonprofit industry? ASSET-BASED APPROACH EXPERT SKILLS & TRAINING n While typical capacity building focuses on fixing a nonprofit’s flaws, we take an n Our professionals have advanced degrees and unapologetically asset-based approach. We training in their areas of expertise and are help organizations discover their many continuously improving their skills. resources and strengths—hidden and known—and use them to create positive n Our facilitators have earned professional change. certification through the Institute of Cultural n We help nonprofits discover what they do Affairs. Our executive coaches are certified by best and identify the kinds of changes needed the International Coach Federation. to ensure they do their best work more often. Mission Matters, LLC | 1516 Cuming Street | Omaha, NE 68102 | mission-matters.com PROPOSAL FOR SERVICES Prepared for: Laura England-Biggs | Keene Memorial Library By: Greta Leach and Lynne Lange | Mission Matters Date: December 12, 2021 OVER VIEW Mission Matters is pleased to submit a proposal for a Community Needs Response Plan process for Keene Memorial Library at this important time for the organization. Currently in an expansion process, the library faces critical questions of strategy over the next few years, such as: What does our community need now and in the future? What are Keene Memorial Library’s strengths and weaknesses? What external opportunities and threats exist? Which community needs is the library well-positioned to address? What are our goals and how will we measure them? Mission Matters will custom design a Community Needs Response Plan process to help Keene Memorial Library build on its current strengths, grapple with its most important issues, and grow for the future. GOAL S  Assess the community’s existing assets and needs.  Take stock of the library’s internal strengths and weaknesses as well as external opportunities and threats.  Develop goals and priorities in response to community needs.  Define a process for ongoing evaluation of goals. KEY ACTIVITIES  Planning and Design: Mission Matters will partner with the Library Director to co-create a customized process that fits your organization’s unique planning needs and goals.  Stakeholder Engagement: We help equip your board and staff to be effective strategic decision-makers for your organization by gathering information from community members and partners. Mission Matters will design a stakeholder engagement strategy that fits your goals and budget using a variety of options including interviews, focus groups, and surveys. The primary goals of this research are to uncover organization strengths, learn about community needs and opportunities, and provide diverse perspectives.  Setting Organizational Strategy: Consultants will facilitate either two half days or one full-day, in-person retreat to complete the community needs response plan. Retreat aims include assessing community needs, taking stock of the current reality, developing goals and priorities, and defining an evaluation process going forward. Keene Memorial Library | 2 PROPOSED SCOPE OF WORK PHASE ACTIVITIES FEES  Consultants and Library Director meet to co-create a Included in fees Preparing and customized process and identify outcomes. Set scope, Planning identify key issues and questions, develop planning timeline, prepare for retreat. Consultant and Library Director will design outreach strategy from menu of options:  Consultant completes key informant interviews using questions drafted in partnership with Library Director, $2,400 - $4,000 synthesizes information and compiles data (estimate 6 - 10 interviews). $400/interview  Focus groups will be determined with help from the client. Stakeholder We will craft a series of focused questions to help inform the $1,000 - $3,000 Engagement strategic planning process. Focus group conversations will be conducted virtually or in person and will be approximately 60 minutes in length (up to three focus groups). $1,000/focus group  A stakeholder survey can be distributed to a broad group of community members. Consultants will help develop survey $1,500 questions, disseminate the survey, synthesize data on up to 10 questions, and present key themes and patterns. $1,500/survey  Consultants will facilitate a planning retreat to create a Setting Community Needs Response Plan for the library. Retreat $3,800 Strategy will be in-person and may be completed in two half days or one full-day.  Implementation Support session with Library Director to support follow-through success which may include: finalizing Included in fees Implementing Plan language, calendaring quarterly action items, and/or and Aligning aligning governance/leadership functions around strategic goals. Total estimated fees depending on options selected: $3,800 - $8,800 Client to provide mileage estimated from consultant locations (Malcolm and Omaha) at Federal rate (currently $.56/mi). Client to provide or reimburse lodging if overnight stay is required. DELIVERABLES  Stakeholder engagement report with a summary of key themes and patterns.  Community Needs Response Plan in a format to meet NLC criteria for accreditation. Keene Memorial Library | 3 PAYMENTS Mission Matters will email two invoices, after each deliverable is completed. If a different payment process would work better for the client, please plan to discuss this at the first planning meeting. CONSULTING TEAM Greta Leach, MTS, CTF is a facilitator, trainer, and organizational development consultant who loves helping individuals and teams use their current resources—hidden and known—to create positive change in their communities. Greta provides leadership for Mission Matters’ flagship program, Nonprofit Excellence Institute, in partnership with Greater Grand Island Community Foundation. Previously with Nebraska Community Foundation, Greta has a proven track record of helping communities across the state to create permanent sources of philanthropic wealth and grow in leadership capacity. Greta has expertise in participatory methods of dialogue and adult education and has earned professional certification in Technology of Participation (ToP) facilitation methods. Greta holds a Bachelor’s Degree in Business Administration-Accounting from the University of Nebraska-Lincoln and a Master’s of Theological Studies from Iliff School of Theology. She serves on the board of Spring Creek Prairie Audubon Center in Denton, NE and statewide organization, Connecting Young Nebraskans. A native of Aurora, NE, Greta now lives in the Lincoln area. Lynne Lange, B.A., CPCC specializes in Executive Leadership Coaching as well as Consulting for nonprofit capacity building and board development. Lynne’s passion is centered around sustaining and cultivating leaders who are the change-makers in our world, while acknowledging the challenges that come with carrying demanding responsibilities. Lynne has held Executive Director positions, served in board leadership roles, and supported nonprofit capacity building for over 27 years. Lynne is a Certified Professional Coach through the Co-Active Training Institute. She earned a Bachelor’s Degree in Psychology from the University of Nebraska at Lincoln, and an Executive Scholar Certificate in Nonprofit Management from Chicago Northwestern University’s Kellogg School of Management. Lynne is located in the Omaha area. REFERENCES Greater Grand Island Community Foundation Melissa Delaet, Chief Executive Officer, mdelaet@gicf.org, 308-381-7767 x2007 Services provided: Strategic Planning and Nonprofit Excellence Institute Food Bank of Lincoln Scott Young, Recently Retired Executive Director, scottyoung@lincolnfoodbank.org, 402-540-3577 Michaella Kumke, Chief Executive Officer, mkumke@lincolnfoodbank.org, 402-466-8170, x105 Services provided: Stakeholder Engagement and Strategic Planning CONTACT Thank you for the opportunity to submit a proposal to Keene Memorial Library. Questions may be directed to Greta Leach at greta@mission-matters.com or 308-530-2471. Keene Memorial Library | 4  NLFS001 Auditors Trial Balance Accounting Period: 2/2022 Fund(s): 001 - General Fund Report Generated on Dec 13, 2021 10:09:31 AM Page 1 Fund: 001 - General Fund Account Account Description FYTD through Original Budget Encumbered Budget Balance Prior Year Prior Two 11/30/2021 Actual Years Actual 001-2031-419.20-12 Communications 200.00 2,500.00 1,000.00 1,300.00 2,400.00 2,400.00 001-2031-419.20-65 Service Agreements 19,855.21 25,000.00 5,144.79 28,026.79 21,525.39 001-2031-419.30-55 Software 5550.00 5,550.00 5,486.10 4,885.56 001-2031-419.30-56 Parts/Mach & Equipment 14000.00 14,000.00 718.66 474.41 001-2031-455.10-10 Salaries/Wages 75,278.66 584,963.00 509,684.34 455,619.12 468,654.57 001-2031-455.10-14 Health Insurance 12,664.97 95,522.00 82,857.03 109,533.37 94,250.09 001-2031-455.10-15 Overtime Wages 357.17 1,750.00 1,392.83 207.10 1,087.97 001-2031-455.10-22 FICA/Medicare 5,602.86 43,786.00 38,183.14 33,230.94 34,569.52 001-2031-455.10-23 Pension 2,459.61 20,537.00 18,077.39 15,721.81 17,792.41 001-2031-455.20-11 Postage & Printing 5,550.00 8,000.00 (2,450.00) 1,600.00 2,400.00 001-2031-455.20-13 Training & Travel 1,217.96 12,000.00 1,590.00 9,192.04 3,016.24 4,607.17 001-2031-455.20-33 Legal Advertising 8.01 100.00 91.99 50.13 271.18 001-2031-455.20-41 Utility Services 6,073.58 52,000.00 45,926.42 41,991.45 38,211.98 001-2031-455.20-60 Repairs & Maintenance 130.00 10,000.00 9,870.00 3,787.96 14,381.82 001-2031-455.20-65 Service Agreements 1,337.66 31,500.00 18,583.00 11,579.34 22,735.27 13,063.98 001-2031-455.20-70 Rents 147.57 800.00 447.00 205.43 590.28 591.09 001-2031-455.20-93 Dues & Subscriptions 545.00 18,000.00 79.96 17,375.04 17,049.27 29,458.36 001-2031-455.20-98 Taylor collection 500.00 500.00 469.19 001-2031-455.20-99 Other Contractual Service 1,081.96 44,000.00 45,127.56 (2,209.52) 21,436.26 26,825.53 001-2031-455.30-31 Office Supplies 305.92 10,000.00 115.15 9,578.93 3,011.77 2,971.65 001-2031-455.30-35 Printing 500.00 60.00 440.00 767.42 001-2031-455.30-41 Food Supplies 4,000.00 4,000.00 345.20 597.35 001-2031-455.30-44 Fuel/Oil/Grease 250.00 250.00 33.96 38.98 001-2031-455.30-49 Bldg/Structural Materials 10,000.00 10,000.00 5,435.52 14,516.59 001-2031-455.30-51 Books & Periodicals 22,937.08 135,000.00 91,882.99 20,179.93 139,097.82 149,083.37 001-2031-455.30-63 MV Fuel Parts 37.17 7.99 001-2031-455.30-76 Signs 1,000.00 1,000.00 001-2031-455.30-79 Other Commodities 188.24 10,000.00 99.69 9,712.07 4,382.96 14,443.25 001-2031-455.40-13 Bldg/Improve Acquisition 3,500.00 4,253,229.00 286,650.00 3,963,079.00 193,815.00 32,617.50 Server Name: frmt-cog.aspgov.com User Name: 153,891.46 5,392,037.00 453,635.35 4,784,510.19 1,110,596.76 989,727.71