Library Board of Trustees

Library Board of Trustees Meeting Thursday, May 5, 2016, at 3:30 p.m. Library Meeting Room Minutes Roll Call – Josh Horak, Ronald Edstrom, Kelly Kirk, Emily Eggebraaten, Larry Klarenbeek Amber Wilde Approval of previous meeting minutes – Ron moved that the minutes be approved as presented. Emily seconded. Approved unanimously. Correspondence and Communications – Paul Young has retired from City Council and has had several nice articles in the paper recently for those interested. Larry Klarenbeek was introduced as our new City Council representative to the board. Report of the Library Director State Level: SD Share-it will be live July 1. It will allow patrons to search all of the state databases and 67 library catalogs across the state of South Dakota in one search. It will also allow all of these libraries to request books and other items from each other pursuant to interlibrary loan policies. Black Hills Library Consortium: It is expected that sharing within the BHLC using the holds system in KOHA will begin June 1. We will continue to use the statewide courier system for those on it and those not on it will be expected to make regular pickups and drop offs from one of the courier stops. We will be the stop for the Whitewood Public Library. Control over what is loaned will be at the local library level. Preference will be given to local patron holds first. 501c3 paperwork is nearly complete but the cost of $850 and who is going to cover that has put the filing on hold until after our May meeting in two weeks. Local Projects: Rebecca has been scheduling and planning adult programs at least once a month with regular book and thematic displays. Shayna and Rebecca are both busy preparing for summer reading. Stephanie is working on the transition to the new holds and share-it systems for interlibrary loan as well as working on a way to manage our book club requests more effectively. Staffing: We have lost our workstudy for the summer and have hired a temporary summer employee to assist with covering the necessary hours from mid-May to mid- August. They should be approved by City Council May 16. Training: Amber and Stephanie attended Share-it training in Rapid City on May 4. Circulation Statistics: March 2016 Total Total Loans Renewals -------- -------- 7,724 1,616 April 2016 Total Total Loans Renewals -------- -------- 7,891 1,727 Financial Report and Approval of Expenditures – Kelly moved that they be approved as presented. Emily seconded. Approved unanimously. Unfinished Business:  Library Accreditation – Amber reported that some additional in-person trustee training hours would be required and so she hopes to schedule someone to come in and do a 2-3 hour session at some point. Summer seems to be a good time for most board members, so she will inquire into scheduling something with the State Library.  Board of Trustee Bylaws – Amber answered questions from the previous meeting regarding potential changes to the bylaws. According to city attorney, e-mail votes are not permitted but designating someone to act as needed in between meetings is acceptable as long as actions are ratified at following meeting. According to SD Codified Law, our current bylaws regarding representation on the board are correct. The director’s job description is consistent with the wording in the bylaws. The addition of wording regarding actions between meetings and who signs the checks will be sent out prior to the July meeting for consideration and approval.  Strategic Plan – Amber handed out a draft that incorporated the thoughts discussed at the March meeting and is seeking input regarding the goals and objective before providing further detail for each. Members agreed to read and respond with input between now and July meeting. New Business:  Knowledge Network institutional sponsorship – The board had questions about what is included in the Knowledge Network and its usefulness. Members will investigate and asked Amber to include with June bills for possible approval.  Teen card policy – Amber expressed concerns about current policy of allowing a 16-year-old to sign up for an adult card without a guardian’s permission due to the ability to check out movies and suggested a teen card status that would allow 16- 17 year olds access to the library with 10 items but no movies unless parents give permission. Larry moved to offer teen card under the stated terms. Kelly seconded. Approved unanimously.  Items from the Board – none Adjournment – 4:20 p.m. Next meeting: July 7, 2016, at 3:30 p.m.