Library Board

W;HIT&FISIH, com ,Un,IT'rf IBRARY - - WHITEFISH COMMUNITY LIBRARY BOARD OF TRUSTEES MINUTES OF MEETING MAY 12, 2021 WHITEFISH COMMUNITY LIBRARY 9 SPOKANE AVE WHITEFISH, MT Trustees Present Anne Shaw Moran , Chair; Sarah Ericson , Vice Chair/Tamarack Federation Representative; Trevor Gonser, Trustee; Deb Bond, Trustee ; Present via ZOOM Richard Hildner, Trustee; Jessica Tubbs , Trustee-in-Training Others Present: Library Director Joey Kositzky, Secretary 1) CALL TO ORDER The meeting was called to order at 7:00 pm person and 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 Page #2 Trustees' Minutes May 12, 2021 Kositzky updated her report to explain that there was a delay in the estimated time of arrival for the new lighting fixtures. ETA is June 1, 2021. 4) OLD BUSINESS a) Approve April 14, 2021 Board of Trustees' Meeting Minutes MOTION: Chair Moran made a motion to approve the April 14, 2021 Board of Trustees' Meeting Minutes as amended to reflect the correction of a motion originally stated in the Draft Minutes as "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" to read as "with transfer of large donations to be transferred to the existing Whitefish Credit Union account". Trustee Bond seconded the motion. The motion passed unanimously. b) Policies and Procedures Kositzky presented two policies that required updating: 2011. Library Card Policy, and 2021, Animals in the Library. Discussion followed with Trustee Hildner and Trustees reviewing and modifying the language. Kositzky will present the policies, with changes, at the June 9, 2021 meeting. It was suggested that in the future policies be forwarded to the Trustees in a Google document so they can be edited. c) WLA Chair Moran reported that Whitefish Library Association would be meeting on May 20, 2021 and would be discussing participation in the Whitefish Community Foundation Great Fish 2021. d) Financials Kositzky reported that as soon as current financials were received she would forward to the Trustees. She has requested financials for March and April of 2021. e) Budget Page #3 Trustees' Minutes May 12, 2021 Chair Moran will be requesting a meeting with City Finance Director Ben Dahlman , City Manager Dana Smith , Vice Chair Ericson , Director Kositzky and herself to determine a collaborative procedure for tracking large donations as well as general library accounting activities and reporting in preparation for the transition of Chair duties. Director Kositzky reviewed the WCL budget as presented to the City of Whitefish . MOTION : Chair Moran made a motion to approve the WCL 2022 budget with the provision that the City could update figures on updated administrative services, personal services and insurance, to be provided by City Finance Director, Ben Dahlman . Trustee Bond seconded the motion. The motion passed unanimously. f) COVID-19 Update Kositzky reported that staff still supported the library's current COVID protocol. g) Remodeling Update/Overhead Lighting Kositzky presented her issues requiring a Director's Office to be part of the remodeling project. Chair Moran streamed a tour of the area for those Trustees attending via ZOOM. After discussion it was agreed that the remodeled area be used for processing and storage. MOTION : Trustee Bond made a motion to accept the Kositzky's recommendation to use the remodeled area for processing and storage . Chair Moran seconded the motion. The motion passed unanimously. h) Other Old Business Trustee Hildner reported that he addressed the City Council regarding the Excellent Library Service Award the WCL received from the State Library. Mayor Muhlfeld asked that he congratulate the staff on his and the City Council's behalf for this achievement. 5) NEW BUSINESS Page #4 Trustees' Minutes May 12, 2021 a) Next Meeting Date The next Board of Trustees meeting will be Wednesday June 9, 2021 at 7pm. b) Gift Donations Trustee Hildner suggested the library conduct a survey of Trustees on how undirected donations may be used. Trustees agreed this would be worth pursuing. c) WCL Parking Lot Discussion was held on how to proactively accommodate patron parking in the future . Trustees agreed that daily data on parking lot activity and temporary parking permits should be collected , along with comments from library users. d) WCL Re-opening Kositzky presented the Trustees with the results of the WCL staff meeting concerning re-opening the library. She highlighted the new soft opening protocol and explained how it would benefit both library users and staff. Trustee Gonser and Hildner suggested that a thorough deep cleaning would be more appropriate than hiring someone to do a complete disinfecting of the building . Trustees' agreed to continue mask requirements for the duration of Phase 1 re-opening. Kositzky was directed to obtain estimates on deep cleaning that would include commercial carpet shampooing. MOTION: Trustee Bond made a motion to accept the new Phase 1 reopening protocol plan . Trustee Gonser seconded the motion. The motion pass unanimously. e) Vice Chair Ericson suggested the Trustees set aside time at the June 9,2021 Trustees' meeting to celebrate Chair Moran's expired term and her many contributions 6) ADJOURNMENT  Page #5 Trustees' Minutes May 12, 2021 Trustee Gonser made a motion to adjourn the meeting . Trustee Bond seconded the motion. The motion passed unanimously. The meeting adjourned at 8:57 pm Respectfully submitted, ; / // l' L,lft 1,t (} (iA l o Date 7 Joey K~~itzky, Se, eVciry ( , '· Anne Shaw Moran, Chair Date