Library Board

W.H_IT&FISH, communJT¥, - - LIBRARY - - WHITEFISH COMMUNITY LIBRARY BOARD OF TRUSTEES MINUTES OF MEETING FEBRUARY 10, 2021 WHITEFISH COMMUNITY LIBRARY 9 SPOKANE AVE WHITEFISH, MT Trustees Present (via ZOOM): Anne Shaw Moran, Chair; Sarah Ericson, Vice Chair/Tamarack Federation Representative; Trevor Gonser, Treasurer; Richard Hildner, Trustee; Deb Bond, Trustee; Jessica Tubbs, Trustee-in-Training Others Present: Library Director Joey Kositzky, Secretary 1) CALL TO ORDER The meeting was called to order at 7:24 pm via ZOOM Chair Moran turned the meeting over to Vice Chair Sarah Ericson to facilitate discussion on standing agenda items. 2) COMMUNICATIONS FROM THE PUBLIC None 3) DIRECTOR'S REPORT Director Kositzky informed the Trustees that the new flooring project in the Community Room had been completed. Page 2 Board of Trustees' Minutes February 10, 2021 4) OLD BUSINESS a) Approve January 13, 2021 Board of Trustees' Meeting Minutes MOTION: Chair Moran made a motion to approve the January 13, 2021 Board of Trustee's Meeting Minutes. Trustee Bond seconded . The motion passed unanimously. b) Approve January 27, 2021 Board of Trustees' Meeting Minutes. MOTION: Trustee Hildner made a motion to approve the January 27, 2021 Board of Trustees' Meeting Minutes with the date correction on page 1 and page 2 from January 10, 2021 to January 27, 2021. Chair Moran seconded the motion. The motion passed unanimously. b) Policies and Procedures Director Kositzky presented the Board with two policies for their consideration to discuss at the March 10, 2021 meeting: 2019. Donations of Library Materials, and 2012. Loaned Materials from Other Libraries. Kositzky explained that to meet the requirements for Montana State Library accreditation the policies should be reviewed every 3 years. c) WLA Chair Moran updated the Trustees with the current status of the Whitefish Library Association. She reported that President Jerry Hanson's term had expired effective December 31 , 2020 and after many years of service, he had decided not to continue with another term. In addition, Cheryl Hyland has submitted her resignation effective March 1, 2021, for health reasons . Given the fact that WLA's current priority is rebuilding the board and taking care of primary duties, WLA is still considering whether or not it should participate in the 2022 Great Fish Community Challenge (alternative would be to apply for a smaller WCF grant). If WLA does decide to participate, it may need to determine a goal soon. Discussion followed as to whether the Trustees wanted to recommend a particular goal Page 3 Page 3 Board of Trustees' Minutes February 10, 2021 for WLA's potential participation in the 2022 Whitefish Community Foundation (WCF) Great Fish Challenge. Discussion followed identifying the primary and secondary goals. Kositzky suggested replacing overhead lighting. After discussion, Chair Moran directed Kositzky to obtain more information on whether or not Malmquist Construction would be able to subcontract out new overhead lighting in the project to remodel the Director's office and whether or not the City would be willing to do the installation. Moran stressed that the WGL Trustees could not appropriately approve a request for the lighting installation without a detailed bid to act on, as well as the fact that WLA would likely need that detailed bid information to pursue fundraising through the Great Fish. Trustee-in-Training Tubbs explained her experience with another nonprofit's project on the requirements and expectations of the WC F's Great Fish Challenge. d) Financials Kositzky reported that no recent financials were available but they will be included in the March Trustees' packet. Chair Moran reminded the Trustees to review the information provided in their February packet concerning the WGL endowment with the WCF. e) Budget Kositzky asked Trustees to refer to the Library Proposed 2022 Budget that was also included in the Trustees' February packet. f) COVID-19 Update Kositzky reported that staff is comfortable with current protocols and no additions or changes needed to be implemented at this time. g) Remodeling Update/Overhead Lighting Kositzky reported that she was in contact with Bear Barinowski at Malmquist Construction and as soon as he was out of quarantine, he would contact her about a Page4 Board of Trustees' Minutes February 10, 2021 specific construction date. She inquired about subcontracting the overhead lighting project using TIF. Trustee Hildner wondered if WLA would be willing to apply for a Flathead Electric (FEC) Roundup-for-Safety grant to assist in the cost of overhead lighting. Moran thought it was likely that WLA would do so, though FEC had supported a prior grant. Vice Chair Ericson indicated that it would be necessary to amend the current contract with Malmquist to include overhead lighting costs. The contract would require a maximum amount for the project and whether the City of Whitefish would assist in the installation. Ericson will contact City Manager Dana Smith to confirm the period for which the TIF funding is secured. MOTION: Trustee Hildner made a motion to request WLA to apply for the maximum amount available through FEC's Roundup for Safety program to assist with the overhead lighting project. Chair Moran seconded the motion. The motion passed unanimously. h) Youth Services Librarian Position Kositzky presented her recommendation that the Trustees' authorize creating a Youth Services Librarian position and related position description for the Whitefish Community Library. She will forward the previously sent position description to the Trustees for their records. MOTION: Trustee Bond made a motion authorize creating a Youth Services Librarian position. Trustee Hildner seconded the motion. The motion passed unanimously. i) OCR Update Kositzky reported there had been no further correspondence from OCR. j) Other Old Business None 5) NEW BUSINESS Page 5 Board of Trustees' Minutes February 10, 2021 a) Review Goals and Objectives Chair Moran resumed facilitating the meeting and explained the history of the Long Range Plan created by the Board of Trustees and its emphasis on the facilities. Kositzky reviewed the planning priorities with a brief comment on the status of each priority. Referring to the Long Range Planning Document that was refined in 2019 Moran and the Trustees discussed the individual item descriptions removing goals that had been accomplished and keeping items that needed to be reviewed in the future. Moran encouraged Trustees to offer suggestions that should be included in the future plan. Trustee Hildner asked if the there had been an energy audit done at the WCL facilities . He suggested it would be a good idea to contact the City concerning the audit. b) Next Meeting Date The next meeting of the Board of Trustees will be Wednesday, March 10, 2021 at 7pm. c) Other New Business None. 6) ADJOURNMENT Trustee Hildner made a motion to adjourn the meeting. Moran seconded the motion. The motion passed unanimously. Meeting adjourned at 9:34pm. I Date Date i!d~1