Library Board of Trustees

The Woodstock Public Library Board of Trustees met on Thursday, July 13, 2023 at 7:30 p.m. MINUTES CALL TO ORDER Robert Laurie called the meeting to order at 7:33 p.m. The meeting was delayed due to a Tornado Warning. The meeting resumed at 8:03 p.m. ROLL CALL PRESENT: Robert Laurie (President), Jim Hurley (Treasurer), Mary Beth Urbin (Secretary), Gayle Hoch, Teresa Flores, Sarah Parisi, Susan Gullotto OTHERS PRESENT: Paul Christensen (Deputy City Manager), Nick Weber (Library Director), Tiara Thayer (Library Assistant II) ABSENT: Christy Johanson (Vice President), Mary Ann Lenzen APPROVAL OF MINUTES Discussion and Vote on approving the Regular Minutes from the May 2023 meeting as presented or corrected. Mary Beth Urbin moved to approve the minutes of the May 2023 regular meeting as presented, Susan Gullotto seconded, and the motion passed with unanimous ayes. PUBLIC COMMENT ON NON-AGENDA ITEMS: None COMMUNICATIONS: None LIBRARY EXPENDITURES Discussion and Vote on the May 2023 Building Fund and Operating Fund Expenditures Jim Hurley moved to approve the May 2023 combined Warrant of operating and building expenditures, as presented, Mary Beth Urbin seconded, and the motion carried with unanimous ayes. Discussion and Vote on the June 2023 Building Fund and Operating Fund Expenditures Jim Hurley moved to approve the June 2023 combined Warrant of operating and building expenditures, as presented, Sarah Parisi 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: • This summer has been busier than the last two summers. • This year’s summer reading program is in full swing. While there have been fewer hours logged, there have been more participants than last year.  • The new people counter has been in use for almost a full year. Come August, the board will be able to compare monthly visitor totals from the current and prior year. • The new Rescue Readers program has been a great success and well received by the patrons. The Library has partnered with the Hooved Animal Humane Society to grant patrons the opportunity to interact and read with horses. NEW BUSINESS • Discussion and vote on denying all proposals for architectural services for the staff office project o The library only received one proposal for this project, which was vague and not entirely helpful. Despite requesting more information and details, Nick has not received a response from this company. o Nick is ready to approach this project from a different direction, and asked the board to deny the proposal. Robert Laurie moved to deny all proposals for architectural services for the staff office project, Gayle Hoch seconded and the motion passed with unanimous ayes. • Director’s goals for FY23/24 o Nick and the board reviewed the goals for the current fiscal year, which were listed in the meeting’s packet materials. o The board did not voice any concerns over Nick’s goals. • Discussion of FY22/23 Budget Reconciliation Numbers o Nick and the board reviewed the Budget Reconciliation paper included in the meeting packet materials. ▪ The library’s insurance cost has decreased. ▪ Electronic access expenses have decreased. o No concerns were voiced. • PRIDE month/inclusiveness update o The library strives to celebrate Pride during Pride Month, and offer a safe and inclusive environment for all. While there is usually a little resistance from some members of the community, there is typically more support than there is disapproval. However, anti-LGBT+ sentiment has been prevalent across the nation and in Woodstock. The library remains aware of this current surge of anti-LGBT+ rhetoric. o Illinois has become the first state in the US to prohibit book bans at public schools and public libraries; this legislation goes into effect January 1, 2024. The amendment stipulates that institutions adopt the ALA Library Bill of Rights or develop their own statement prohibiting the banning of books or other materials. ▪ Despite the good intentions of this legislation, Nick voiced his concern of possible unforeseen affects due to the lack of specific outlines for what is and is not considered banning books. The key concern being, how this may impact the library’s collection development process. ▪ The board will discuss and vote on adopting the ALA Library Bill of Rights at their next meeting. • Discussion and vote on Social Media Policy o Realizing that social media has become a vital resource to reach the community and other individuals, the library drafted their own policy to provide structure and rationale for their social media usage. o Jim Hurley moved to accept the library’s social media policy, Robert Laurie seconded and the motion passed with unanimous ayes. UNFINISHED BUSINESS • Building Update o Bayton Outdoor Space ▪ The updated proposal includes changes suggested by the library staff. ▪ The landscaping aspect included in the plans are intentionally general and unspecific. A landscaping business/consultant will be contacted when the library is ready to begin landscaping the space. ▪ The next step in building the outdoor space will be to source grants and initiate fundraising efforts. o HVAC trials and tribulations ▪ The installation of the final roof unit took longer than anticipated to install, and there have been some issues with the controls. ▪ The library will be looking at upgrading the controls for the HVAC system to better, and more consistently, regulate the library’s temperature. • Staffing Update o Part-time Librarian position ▪ Six qualified candidates were interviewed for the position of part-time reference librarian. Bridget was offered the position, and has accepted. She should be joining the library on July 24th. o Library Assistant 1 positions ▪ Jessica and Melanie have been quickly learning their positions and WPL methods. They are well on their way to being fully integrated into the WPL staff. • Friends of the Woodstock Library Update o The friends have decided to eliminate membership dues. ▪ They are working on a plan to honor past members who have contributed financially, as well as current and new members who wish to donate monies. o Jessica, the president, is working on an initiative to train members on effective advocacy practices. • Strategic Planning update and discussion o There is one more revision Nick is completing, which incorporates feedback from the library boards. o The committee is working on conducting focus group meetings to garner even more feedback before writing the final plan. ADJOURNMENT Gayle Hoch moved that the meeting be adjourned at 8:54 p.m., Susan Gullotto 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.