Library Board of Trustees

Library Board of Trustees Meeting Thursday, November 3, 2016, at 3:30 p.m. Council Chambers Minutes Roll Call –Kelly Kirk, Judy Larson, Ron Edstrom, Larry Klarenbeek, Josh Horak, Amber Wilde Approval of previous meeting minutes – Ron moved that the minutes be approved as presented. Kelly seconded. Approved unanimously. Correspondence and Communications – none Report of the Library Director State Level: The South Dakota Library Association provided staff with some excellent training opportunities. Unfortunately many of the key figures that were needed to discuss the issues regarding the statewide contracts and interlibrary loan services were not there due conflicting events. We hope to set up talks through the consortium to investigate our options further. Black Hills Library Consortium: The holds system is functioning pretty well. We plan to investigate a more reliable and speedy courier system going forward, but for now the material is flowing pretty well just with some delays. We will meet on November 15 in conjunction with the training in Rapid. Local Projects: Our children’s librarian is working with volunteers from BHSU to update our collection with the Accelerated Reading level to help kids in selecting appropriate reading material. Our reference librarian continues to work on cleaning up and organizing the South Dakota collection and is making great progress. Amber is working on updates to our ordering system and streamlining our dealings with book vendors to make this process less work intensive and more reliable. This has involved switching our primary vendor to Baker & Taylor to achieve better shipping costs. Our interlibrary loan librarian is working with others from across the state to improve the new system and make it function a bit more efficiently. Staffing: We have hired two new pages. Racheal Shuck is a workstudy who will be working two evenings per week and replaces our summer temp that we had hired to fill in between school years. The second will replace Brady Jones, a long-time page who is in his senior year at BHSU and will be leaving us later this month. We hope to get approval from Council to hire Jeanni Salazar for this position, effective November 8. Training: Larry, Kelly, and Amber attended the Bridging Generations training provided by the City. Amber also attended Communications 101 training provided by the City. Both programs have slides available so that I can share them with the other staff, since scheduling did not permit anyone else to attend. Amber will resend the Short Takes for Trustees for anyone who wants to look at those again. Circulation Statistics: September 2016 Total Total Loans Renewals -------- -------- 7,084 1,642 October 2016 Total Total Loans Renewals -------- -------- 7,966 1,821 Financial Report and Approval of Expenditures – Larry moved that they be approved as presented. Ron seconded. Approved unanimously. Unfinished Business:  Technology Plan – Kelly moved to approve with the following edits: Remove CD-ROMs from page 1. Change target date for Objective 1.D to 2018 to allow for budgeting Change Objective 3.C to include online safety/security Larry seconded. Approved unanimously.  Library Accreditation – Following this meeting all action should have been taken care of for submitting the accreditation paperwork. Amber will just be gathering documentation to have it submitted by the end of November. Discussion was held about possibly adding an evaluation of the director by the Library Board in addition to that provided by the City. This discussion was tabled until January. New Business:  Meeting Room Policy – Amber provided several sample meeting room policies as well as the existing policy. Topics discussed included what types of groups should be allowed to use the meeting room, whether a fee should be charged, and inclusion of a disclaimer for non-library sponsored events. Tabled until January meeting. At that time, Amber will have a policy proposal for consideration.  Out of County Fees – Based on County and City contributions, the library is receiving $9.56 per capita from Lawrence County residents outside city limits and $25.72 per capita from Spearfish residents. Ron moved to raise the out-of county fee from $20 to $25 beginning January 1. Larry seconded. Approved unanimously. 2017 Holiday Closures – Kelly moved to approved the holiday closures for 2017 as follows: 2017 Holiday closures New Year’s Day January 1-2 (Sunday-Monday) Martin Luther King, Jr. Day January 15-16 (Sunday-Monday) President’s Day February 19-20 (Sunday-Monday) Easter April 15-16 (Saturday-Sunday) Memorial Day May 28-29 (Sunday-Monday) Independence Day July 4 (Tuesday) Labor Day September 3-4 (Sunday-Monday) Native American Day October 8-9 (Sunday-Monday) Veterans’ Day November 10-11 (Friday-Saturday) Thanksgiving November 23-24 (Thursday-Friday) Christmas December 23-25 (Saturday-Monday) New Year’s Eve December 31 (Sunday) These will be the closures at a minimum. If the Mayor declares administrative leave for any additional days/hours, the library will close. Judy seconded. Approved unanimously.  2017 Board Appointments – Judy Larson’s and Josh Horak’s terms are ending in December 2016. Both are interested in serving another term. Ron moved to recommend that the mayor reappoint them both to another term. Larry seconded. Approved unanimously with Josh and Judy abstaining.  Items from the Board – Adjournment – 4:35 p.m. Next meeting: January 5, 2017, at 3:30 p.m.