Library Board

~~ av- W.MIT&FISIH, com .,Uf\ilTV - - LIBRARY - - WHITEFISH COMMUNITY LIBRARY BOARD OF TRUSTEES MINUTES OF MEETING APRIL 14, 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 7:00pm 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 Trustee Hildner informed the Trustees that he was planning on bringing WCL's Excellent Library Service Award to the attention of the City Council. Vice Chair Ericson requested the Director to check with City Attorney Angie Jacobs about any city ordinances regarding weapons brought into city buildings. Director Kositzky informed the Trustees of a donation to WCL. Some discussion as to the best way to handle this donation was forthcoming. Chair Moran suggested a Page 2 Trustees' Meeting Minutes April 14, 2021 meeting with City Manager Dana Smith and City Finance Director Ben Dahlman is in order to facilitate some additional applicable financial reporting she had discussed with City Manager Smith as well as Chair transition. 4) OLD BUSINESS a) Approve March 10, 2021 Board of Trustees' Meeting Minutes MOTION: Chair Moran made a _motion to approve the January 13, 2021 Board of Trustees' Meeting Minutes. Trustee Bond seconded. The motion passed unanimously. b) Policies and Procedures None c) WLA Chair Moran reported that Whitefish Library Association was meeting on April 15, 2021 and would be discussing participation in the Whitefish Community Foundation Great Fish as well as recruiting new members. d) Financials Trustees discussed the best way to manage large donations made to WCL. MOTION: Trustee Hildner made a motion to deposit large donations with the City until which time Trustee Ericson, Chair Moran and Director Kositzky can meet with City Manager Dana Smith and City Finance Director Ben Dahlman to determine further action. Trustee Gonser seconded the motion. The motion passed unanimously. e) Budget Chair Moran explained that the City is using a new software (ClearGov.) to create the 2022 budget, and unfortunately it does not visibly exhibit Beginning Fund and Ending Fund Balances, which is problematic for creating a balanced budget. For that reason, Page 3 Trustees' Meeting Minutes April 14, 2021 she and staff worked with Finance Director Ben Dahlman to provide an Excel version to the Board, which will be reconciled with the entries into ClearGov. Moran and Kositzky spoke to both the Finance Director and City Manager about this and the hope is that next year's version will provide better reporting so that the Trustees can review and act upon a report produced directly from what is being entered. MOTION: Chair Moran made a motion to approve the WCL 2022 budget as proposed subject to the City Finance Director's finalized figures for payroll, taxes and property insurance. Trustee Bond seconded the motion. The motion passed unanimously. f) COVID-19 Update Kositzky reported that WCL is no longer quarantining materials for 72 hours as per the new CDC guidelines. g) Remodeling Update/Overhead Lighting Kositzky explained the need to reassess the remodeling project. She expressed her concerns about space and use and hopes that at the next in-person meeting the Trustees will tour the area so they can fully appreciate her concerns. She will provide an analysis to support her recommendations for the next meeting. Vice Chair Ericson will forward the necessary amendment documents to complete for Malmquist Construction to accommodate contracting an electrician to install overhead lighting. Lighting will be mounted over the circulation desk as well as the storage/processing/office space. Questions as to funding of the TIF were brought up. It was suggested that an invitation be extended to retired City Manager Chuck Stearns at a future meeting to explain how TIF is collected and dispersed. h) Other Old Business None Page 4 Trustees' Meeting Minutes April 14, 2021 5) NEW BUSINESS Vice Chair Ericson turned the meeting back to Moran for facilitation of a discussion on the Guiding Principles. a) Chair Moran reviewed and gave a brief history of both the WCL Mission ("The mission of the WCL is to bring people, information, and ideas together by providing and sharing information, inspiring lifelong learning, advancing knowledge, and strengthening our community") and the Board's Guiding Principles, outlining for the newly appointed Trustees how they were derived by prior Trustees to help serve as a framework for effective and collaborative decision-making The Board reviewed and concurred upon edits to reflect updated Guiding Principles as follows: ► Maintain library as an autonomous Whitefish Community Library. ► Affirm to our patrons that this is their library. ► Ensure WCL is inclusive for all. ► Build and maintain good working relationships with all our partners, such as the City, the Montana State Library, other libraries, local entities, Whitefish Library Association and patrons. ► Shall be fiscally responsible. ► Shall be consistent with WCL mission. Moran suggested that that in the future, the Board may wish to periodically review and/or update these principles as appropriate. Vice Chair Ericson resumed the meeting . b) Next Meeting Date The next Board of Trustees meeting will be Wednesday May 12, 2021 at 7pm. c) Other New Business Director Kositzky advised the Trustees that Finance Director Ben Dahlman stated in a phone conversation that any unused TIF from the 2021 remodeling project will be added to the projected $100,000 CIP fund for the library and would be available to WCL in 2023.  Page 5 Trustees' Meeting Minutes April 14, 2021 6) ADJOURNMENT Moran made a motion to adjourn the meeting . Trustee Bond seconded the motion. The motion passed unanimously. The meeting adjourned at 9:15. Respectfully submitted, Date/ L~ Anne Shaw Moran, Chair 9 f/4.-n.Date' /Lc 'i d_ 0 d_ 7t