Library Board of Trustees

The Woodstock Public Library Board of Trustees met on Thursday, May 11, 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), Christy Johanson (Vice President), Jim Hurley (Treasurer), Mary Beth Urbin (Secretary), Mary Ann Lenzen, Sarah Parisi, and Susan Gullotto. OTHERS PRESENT: Paul Christensen (Deputy City Manager), Nick Weber (Library Director), Martha Hansen (Assistant Library Director), and Tiara Thayer (Library Assistant II). ABSENT: Teresa Flores and Gayle Hoch. APPROVAL OF MINUTES Discussion and Vote on approving the Regular Minutes from the April 2023 meeting as presented. Jim Hurley moved to approve the minutes of the April 2023 regular meeting as presented. Mary Ann Lenzen seconded, and the motion passed with unanimous ayes. PUBLIC COMMENT ON NON-AGENDA ITEMS: • Paul noted that there will be a dusty boots tour for the Old Courthouse. The Courthouse is expected to open on July 15, 2023. COMMUNICATIONS: None. LIBRARY EXPENDITURES Discussion and Vote on the April 2023 Building Fund and Operating Fund Expenditures: • Susan asked for clarification on the new displays that were purchased. o Martha explained that those are computer monitors, not display items. • Mary Beth requested more information on the puzzle expenses, as well as the assistive software that was purchased. o Nick clarified that the puzzle cost was not for jigsaw puzzles, but for play/furniture items for the children’s department. o Martha explained that the software purchased will allow an additional computer monitor to enlarge the screen for patrons with low vision. Additionally, the library now has software that can read patrons’ materials for them. ▪ Nick noted that the assistive technology expenses were funded through the Rural Library Board. • Mary Ann asked for information on the plumbing expenses for April. o Paul explained that this was for general maintenance to the sprinkler system.  • Robert asked Nick to pass along the City Board’s thanks to the Friends and the Rural Board for their continued generosity, and efforts to support and promote the library. Jim Hurley moved to approve the April 2023 combined Warrant of operating and building expenditures, as presented. Susan Gullotto 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: • The end of April also saw the end of the 2022-2023 fiscal year. • The Friends’ Mini Links event was successful and well attended by the community. • Staffing for the library was fairly stable, with the two open limited part-time positions still waiting to be filled, and one further LPT position opening up in June. o While there is a strong pool of candidates to interview for the two Library Assistant I positions, there are not as many qualified candidates for the Reference Librarian position. • 10 chicks recently hatched in the children’s department, all of which have grown quickly and will be moving to a local farm over the weekend. • The City’s rebranding and logo designs are under review, with the final design close to being selected. • The City website redesign is still under construction. Martha and Nick have met with the marketing folks and advocated for the library’s needs for a website. • Illinois Libraries Presents continues to be well attended. • Woodstock Public Library is building a stronger relationship with McHenry County College. • The digital databases and platforms provided by the Woodstock Public Library, generally, continue to grow and hold patron attention. NEW BUSINESS • Discussion on Board Officers: o All trustees and officers’ voiced content with their current roles and responsibilities. o Mary Ann Lenzen moved that all offices will remain as slated. o Sarah Parisi seconded, and the motion passed with unanimous ayes. • Discussion and vote on approving Reference Desk Remodel Project o Martha explained that she reached out to Phoenix Woodworking Corp., but did not receive a response. She then reached out to Library Furniture International (LFI) in Wheeling, IL. The quotes that LFI provided were higher than Yakety Yak’s quotes. In addition to the higher price point, LFI’s designs do not meet the accessibility needs that the Woodstock Public Library is looking to address in this project. o Robert asked if there are any electrical components to the Yakety Yak desk and if there will be any trouble with the outlet types (New Zealand vs USA). ▪ Martha confirmed that the company is working with her to make sure all the requirements and specifications are met, so there will be no trouble with any electrical components. o Robert Laurie moved to approve the Reference Desk Remodel Project and purchase the proposed items through Yakety Yak. Mary Beth Urbin seconded, and the motion passed with unanimous ayes.  • Discussion and vote on approving Architectural Services for staff office project o Nick explained that this office space is needed for the circulation manager and children’s librarian. At a later date, the outreach librarian and technical services manager should also have office spaces. o HBRA provided a basic proposal for their services. Nick will be asking the company to provide a more in-depth plan and quote for the specific staff offices project. o Robert Laurie moved to accept the proposal from HBRA, not to exceed $10,000. Jim Hurley seconded, and the motion passed with the following roll call: Jim Hurley Mary Beth Urbin Susan Gullotto Mary Ann Lenzen Gayle Hoch Aye Aye Aye Aye Absent Robert Laurie Sarah Parisi Christy Johanson Teresa Flores Aye Aye Aye Absent UNFINISHED BUSINESS • Building Update o Bayton Outdoor Space ▪ The board reviewed the revised design for the outdoor space, as well as a design suggestion made by the Youth Services Department. • Nick conveyed the Youth Services Department’s desire for a design that would provide more space and better suit programming needs. This suggested design has not been forwarded to the architect, yet. • Nick also noted that the staff pointed out that there needs to be a plan for shade so that the space remains pleasant and usable during the summer months. ▪ Nick recommended not to rush this project so that there is time to fundraise and apply for grants. Ideally, construction would begin in spring 2024. ▪ Robert asked if there would be electrical access to the space. • Nick confirmed that there are plans to include electrical access. ▪ Robert suggested looking for ways to incorporate solar paneling, if possible and practical, in this project. ▪ The board considered the types of plants and the plant height for the perimeter of the space. • Paul noted that he thinks it is important for patrons to be able to fully remove themselves from the parking lot atmosphere. • Nick provided feedback from some of the staff, who raised concerns about the space providing too much privacy. • Robert and Christy agreed that the height of the average adult should be a sufficient height for the perimeter plants. o Mystery Smells ▪ The offensive odor that seemed to move around the adult reference desk area, has almost completely faded and is no longer causing a disturbance. ▪ The strong, perfume, odor in the staff work room was located; it belonged to a returned activity backpack, which has since been double bagged and removed from the workroom. o Staff Office Remodeling ▪ Discussed earlier during the vote on approving architectural services.  • Staffing Update: o Part-time librarian position. ▪ Discussed earlier during the Librarian’s Report. o Library Assistant I positions. ▪ Discussed earlier during the Librarian’s Report. • Friends of Woodstock Library Update: o The Mini Links event raised over $5,000, making it the second most profitable mini links event to date. It is also worth noting that the Friends did not host a Friday night event this year, either. o Upcoming Friend’s fundraisers and events include: ▪ Culver’s fundraiser in June. ▪ Plant Sale in June. • Strategic Planning update and discussion o The Strategic Plan is organized into five main topics: Patron Experience, Staff Experience, Communication, Connections, and Facilities and Infrastructure. o The plan has been shared with the staff, and the planning committee has taken their feedback into consideration as they revise the plan. o Nick would like to approve the final plan at a combined meeting, with both library boards, sometime in June or July of this year. ADJOURNMENT Robert Laurie moved that the meeting be adjourned at 8:42 p.m. Christy Johanson 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.