Library Board of Trustees

Library Board of Trustees Meeting Wednesday, May 10, 2017, at 3:30 p.m. Library Meeting Room Minutes Roll Call – Ron Edstrom, Josh Horak, Emily Benvenga, Larry Klarenbeek, Kelly Kirk, Amber Wilde, Randy Deibert, Bruce Outka Approval of previous meeting minutes – Josh pointed out that the location of the meeting was incorrect. Emily moved to approve with this correction. Kelly seconded. Approved unanimously. Correspondence and Communications – Amber shared information on the James Chappell, Jr., trust that has just started paying $2,000 annually for use on the western history collection. Report of the Library Director State Level: LSTA funding cuts are not looking quite as imminent, so databases provided by the State Library should not receive a significant cut this year. Black Hills Library Consortium: Amber will be serving as chair of the consortium for the next year. Jim McShane will be leaving Rapid City Public Library before the end of the year. Local Projects: The staff is busy getting ready for summer reading at this time. The theme is Build a Better World so there will be a lot of hands-on constructing activities. The library recently launched a digital magazine collection, something we have been hoping to do for quite a while. The program is Zinio and offers more than 50 magazine titles with unlimited simultaneous checkouts, including back issues. The total cost was $1,500 for the year. This was the best price Amber has found for this service in the several years that we have been investigating, and it fell within our database budget. Staffing: No change, staffing is adequate for summer. Kathy will be retiring in November. We are discussing some restructuring of existing positions and job descriptions to make better use of the skills we have on staff, so Amber will be working with HR to make these adjustments. Training: Amber and Rebecca attended Learning Express training as well as an area libraries conference in Rapid City during April to learn about adult programming, maker spaces, and the new non-fiction arrangement modeled after bookstores, along with other topics. Strategic Plan: Progress is being made on the outreach program due to interest from an outside group in assisting. Computer classes are being prepared, and laptops have been purchased. These will be ready to go in August or September following Summer Reading. The logo has been delayed, but we are working on establishing the contest as planned. A specific timeframe is not set quite yet. Circulation Statistics: March 2017 Total Total Loans Renewals -------- -------- 7,279 1,533 April 2017 Total Total Loans Renewals -------- -------- 6,276 1,805 Financial Report and Approval of Expenditures – Ron moved that they be approved as presented. Larry seconded. Approved unanimously. Unfinished Business:  Amendments to the Bylaws for consideration – Kelly that the following amendments be made to the Bylaws. Emily seconded. Approved unanimously. o Article III – (EDIT) The Library Board of Trustees shall consist of five appointed members plus one member from the Spearfish City Council and one member from the Lawrence County Commission. All seven shall be voting members. o Article IV – (EDIT) The City Council and County Commission representative trustees may serve on the Library Board of Trustees during their terms of office. o Article VIII – (ADD) The library director shall be evaluated annually by the City Administrator, pursuant to City of Spearfish personnel policies, with written input from the library board to be provided in November each year. o Article IX – (REPLACE WITH) The order of business at regular meetings shall include roll call, approval of the previous meeting’s minutes, activity and financial reports from the library director, approval of expenditures, and any business deemed necessary by trustees to be executed in a manner consistent with standard meeting practices. The Board of Trustees shall follow Robert’s Rules of Order.  Public Library Survey – Amber sent this out in late March at the time of its submission. She responded to questions regarding the process of gathering data and filling out this annual survey. New Business:  Library Budget – Amber presented the proposed 2018 budget with a 3 percent increase to personnel costs and no increase to operating expenditures. Emily moved to approve the budget recommendation from the board. Larry seconded. Approved unanimously.  Library Planning Study – The study is completed and will be presented to City Council on May 15. Board members asked about how the current site possibilities were determined and why adding on or taking over the existing building were not considered. Amber and Josh responded that the current site does not have as much potential to add on as originally thought. The result would be only a few thousand square feet, and having multiple levels can be significantly more costly due to the need for additional personnel on every shift. Possible sites have been discussed by the city planner, mayor, finance officer, and TSP. Discussion was held about potential of land at exit 10 or closer to exit 17 that might be less expensive. Amber expressed concern of both her and TSP library specialist regarding moving out of the core. The study offers only very general guidelines and options, and further discussion will take place as the project moves forward. Board members were encouraged to attend City Council on Monday to hear presentation and show support.  Items from the Board – Randy expressed concern about his ability to attend meetings due to other meetings that may conflict. He may need to send a representative on his behalf sometimes. The meeting was adjourned at 4:35 p.m. Next meeting: July 6, 2017, at 3:30 p.m.