Library Board of Trustees

The Woodstock Public Library Board of Trustees met on Thursday, April 13, 2023 at 7:30 p.m. MINUTES CALL TO ORDER Robert Laurie called the meeting to order at 7:31 p.m. ROLL CALL PRESENT: Robert Laurie (President), Jim Hurley (Treasurer), Mary Beth Urbin (Secretary), Mary Ann Lenzen, Teresa Flores, Gayle Hoch, Sarah Parisi, Susan Gullotto. OTHERS PRESENT: Paul Christensen (Deputy City Manager), Nick Weber (Library Director), Martha Hansen (Assistant Library Director), Matt Wier (Reference Librarian), Tiara Thayer (Library Assistant II). ABSENT: Christy Johanson (Vice President). STAFF VISIT • Matt Wier, Reference Librarian o Matt has been a part of the library for a little over a year now. He started out as part- time and was quickly able to shift into his current full-time position. o The strategic planning committee first convened in August 2022 and have been meeting regularly to create an updated plan for the library to refer to over the next 7 years. ▪ The committee consists of a broad range of staff members from part-time non- librarian staff, to reference librarians and department leaders. ▪ One tool used was issuing a community survey, which will influence some of the library’s priorities for the long-range plan. ▪ The complete first draft of the strategic plan should be ready for the board to review by their May meeting. APPROVAL OF MINUTES Discussion and Vote on approving the Regular Minutes from the March 9, 2023 meeting as presented or corrected Jim Hurley moved to approve the minutes of the March 9, 2023 regular meeting as presented. Mary Beth Urbin seconded, and the motion passed with unanimous ayes. PUBLIC COMMENT ON NON-AGENDA ITEMS: None. COMMUNICATIONS: None. LIBRARY EXPENDITURES Discussion and Vote on the March 2023 Building Fund and Operating Fund Expenditures.  • A portable generator was needed during an ice storm that greatly affected Woodstock in March. The city and the library split the cost of having the generator set up at the library. • The water fountain received an upgrade and now includes a water bottle filling station. • The library tends to order more materials as the fiscal year comes to an end. Robert Laurie moved to approve the March 2023 combined Warrant of operating and building expenditures, as presented. Mary Ann Lenzen seconded, and the motion carried with unanimous ayes. LIBRARIAN’S REPORT Nick Weber presented the librarian’s report, a copy of which is attached. Highlights include: • March was busy for the technical services staff due to the increase in materials ordered and processed. • The Library Lovers Expedition was very successful with patrons. There were 1,805 participants throughout McHenry County, which more than doubles last year’s participation total. The WPL Board’s President, Robert Laurie, was among the 541 participants who completed the expedition. • The City is in the process of selecting a new tag line to accompany the new logo. By mid to late May, the design elements for the rebranding should be finalized. The website redesign and city department logo designs will be ongoing projects. • The last City Council Meeting recognized Lisa Miller’s dedicated service as a library staff member. • The upcoming City Council Meeting will feature a proclamation for National Library Week. Additionally, the Friends of the Library will also be present at the proclamation. • Next Illinois Libraries Presents will feature a conversation with the New York Times crossword puzzle editor, Will Shortz. • April 29th will be the Friends’ Mini Links fundraising event. NEW BUSINESS • Discussion and Vote on Deposit Collection Policy o Nick Weber explained to the board that a large portion of homebound services is working with residential facilities. This policy’s aim is to clarify how to determine what facilities are eligible for a deposit collection (a selection of items that remain at the facility for residents to borrow), as well as outline a procedure for when materials get lost or damaged and who will be responsible for the incurring replacement/repair fines. o Gayle Hoch voiced support to enforce institutional accountability for the deposit collection materials. The board agreed that the responsibility should be placed on the institution/facility and not with the individual resident of the facility. o Susan Gullotto moved to accept the policy as presented. Gayle Hoch seconded and the motion passed with unanimous ayes. • Discussion and Possible Vote on Board Officers o Robert Laurie requested that this topic be further discussed and voted on at the next meeting, when all trustees are present. • Discussion and Vote on Accepting Rural District Contract o The rural district voted to raise their contract fee for a full-service rural library card from $44 to $45.  o Mary Beth Urbin moved to accept the Rural District Contract. Sarah Parisi seconded, and the motion passed with the following roll call: Jim Hurley Mary Beth Urbin Gayle Hoch Susan Gullotto Aye Aye Aye Aye Mary Ann Lenzen Robert Laurie Sarah Parisi Teresa Flores Aye Aye Aye Aye • Discussion and Vote on Approving Reference Desk Remodel Project o The Adult Reference desk is currently a large and imposing desk that does not currently meet the accessibility needs for individuals with mobility and/or height limitations. o Martha Hansen presented plans for updating the desk and the surrounding area to create a more accessible and inclusive environment, which will provide better service to all community members. o The preferred desk selection is manufactured by Yakety Yak Furniture. This is a large expense that Nick Weber had not built into the budget, so the library would need to use some reserve funds. ▪ Yakety Yak’s price is a fair price when compared with similar units from other manufacturers. ▪ Gayle Hoch voiced her support to fund this expense, but also inquired about reaching out to Phoenix Woodworking, a local small business. o The Board chose to postpone the vote until Martha and Nick have had a chance to look into the suggested local business. • Review and Discussion of Director's Evaluation process o Paul Christensen and Robert Laurie explained their preference to conduct Nick Weber’s performance review in an executive session. In this session, the board will discuss Nick’s performance with input from Paul. Paul’s input will include feedback he received from the library’s management team members (the department heads at the library who all report directly to Nick). UNFINISHED BUSINESS • Building Update o Plumbing ▪ The basement bathrooms will be updated during the upcoming fiscal year. Additionally, the pipe that flooded the Friends’ storage room will be removed to prevent any future water damage. o HVAC ▪ The last HVAC roof unit will be replaced, and its controls should be more functional and accessible for the management team. o Bayton Outdoor Space ▪ The design company is about two weeks away from having a revised plan to present to Nick Weber, which will then be presented to the board. • Statement of Economic Interests Reminder o Trustees were reminded that their statements of economic interest must be completed by May 1st. On May 2nd, trustees will be subject to fines until their statement is submitted. • Staffing Update o Tiered Reference Positions ▪ The proposed tiered system for reference librarians aims to better outline the job responsibilities and skill sets for librarian staff members. It will also allow  staff members to take ownership of projects they may already be heavily involved in. ▪ The city is currently reviewing the proposed tiered system structure and each tier’s requirements and qualifications. ▪ This change in structure will affect the budget for next fiscal year, which Nick Weber has already taken into account. ▪ The board voiced unanimous support for tiered reference positions. o Part-Time Reference Position ▪ After Katie Bradley moved into the position of Circulation Supervisor/Circulation Manager, Austin Nord moved into a full-time reference librarian position. This shift has left an open part-time reference librarian position. ▪ There is a small pool of applicants for the open part-time librarian position, and Nick Weber and Martha Hansen are determining if they should interview the current pool or extend the deadline to allow more applicants to apply. • Friends of Woodstock Library Update – Declaration of Appreciation o The President of the Friends, Jessica Campbell, has crafted a Declaration of Appreciation to read at the upcoming City Council meeting. She is also collecting signatures from the boards and community to illustrate the amount of support the library receives and how important it is to the community. • Strategic Plan Update o No additional updates were made. Matt Wier shared updates with the board at the start of the meeting, which are reflected in the minutes above. • Creative Woodstock Update o Wendy Piersall, a retiring city council trustee, has spoken with Nick Weber on how to restructure the concept of Creative Woodstock to work on a smaller scale, with the ability to build it up as it gains recognition and success. Mary Beth Urbin moved to enter into an executive session for the purpose of personnel review. Mary Ann Lenzen seconded, and the motion passed with the following roll call: Jim Hurley Mary Beth Urbin Gayle Hoch Susan Gullotto Aye Aye Aye Aye Mary Ann Lenzen Robert Laurie Sarah Parisi Teresa Flores Aye Aye Aye Aye EXECUTIVE SESSION Personnel Open Meetings Act (5 ILCS 120/2 (c)(l)) The appointment, employment, compensation, discipline, performance or dismissal of specific employees of the public body, including hearing testimony on a complaint lodged against an employee to determine its validity. (Director Evaluation) Gayle Hoch moved to leave executive session and return to open session at 9:26 p.m. Marybeth Urbin seconded. Motion passed with the following roll call: Jim Hurley Mary Beth Urbin Gayle Hoch Susan Gullotto Aye Aye Aye Aye Mary Ann Lenzen Robert Laurie Sarah Parisi Teresa Flores Aye Aye Aye Aye ADJOURNMENT Gayle Hoch moved that the meeting be adjourned at 9:27 p.m. Mary Beth Urbin seconded, and the motion passed with unanimous ayes. All meetings of the Library Board are open to the public. In compliance with the Americans with Disabilities Act (ADA), they are fully accessible, and if any further accommodations are needed, please contact the Library Director 48 hours prior to the meeting.