Library Board of Trustees

The Woodstock Public Library Board of Trustees met on Thursday, October 12, 2023 at 7:30 p.m. MINUTES CALL TO ORDER Robert Laurie called the meeting to order at 7:49 p.m. ROLL CALL PRESENT: Robert Laurie (President), Christy Johanson (Vice President), Jim Hurley (Treasurer), Mary Beth Urbin (Secretary), Teresa Flores, Sarah Parisi (departed early at 8:20 p.m.), Susan Gullotto OTHERS PRESENT: Nick Weber (Library Director), Martha Hansen (Asst. Director, arrived at 8:05 p.m.), and Tiara Thayer (Library Assistant II) ABSENT: Mary Ann Lenzen, Gayle Hoch APPROVAL OF MINUTES Discussion and Vote on approving the Regular Minutes from the September 2023 meeting as presented or corrected. • Due to a technical error with the library’s servers, parts of the September 2023 minutes were lost and had to be recreated. o The board re-voted to accept the Library Bill of Rights Robert Laurie moved to accept the Library Bill of Rights Christy Johanson seconded, and the motion passed with unanimous ayes. o The board agreed that there was no vote taken for the October 12th joint meeting, and the misremembered motion could be struck from the minutes. Robert Laurie moved to approve the minutes of the September 2023 regular meeting, as amended, Sarah Parisi seconded, and the motion passed with unanimous ayes. PUBLIC COMMENT ON NON-AGENDA ITEMS: None. COMMUNICATIONS: None. LIBRARY EXPENDITURES Discussion and Vote on the September 2023 Building Fund and Operating Fund Expenditures. Christy Johanson moved to approve the September 2023 combined Warrant of operating and building expenditures, as presented, Mary Beth Urbin seconded, and the motion passed with unanimous ayes. LIBRARIAN’S REPORT Nick Weber presented the librarian’s report, a copy of which is attached. Highlights include: • At 2:37 p.m. on October 9th, a house behind the library exploded due to a natural gas leak. The circumstances surrounding the gas leak were not effectively communicated to the library, which caused a great deal of confusion and distress. Despite the chaos of the situation, the library staff safely evacuated and helped the patrons evacuate and seek safety. The board was supplied with a detailed timeline and explanation of events. o The board voiced their gratitude that there were no casualties, and their sorrow for the families directly affected by the explosion. They also offered their thanks and support to the staff affected by the event. The board requested answers to the following questions: ▪ Why was the library not notified about the leak sooner and evacuated by the WFRD before the explosion, like St. Mary’s? ▪ Why did no one contact the library after the explosion to ensure everyone’s safety and help direct next steps? • On September 23rd, the library hosted a book reading by local author, Sally Cissna. She read from her newest book in the Woodstock Tales series, which details Woodstock’s history through her immigrant family’s perspective. The reading was followed by a plaque dedication in honor of Sally’s aunt and former head librarian, D. Edna Wilke. • Witches and Wizards of Woodstock will take place on Sunday, October 22nd, from 12:00 – 4:00 p.m. NEW BUSINESS • Discussion and Vote on Possible Patron Ban: o The patron in question is an individual who has previously been banned for inappropriate physical contact with female staff members. The patron recently returned asking about their patron ban status. They were asked to leave while the management team and the library board determined what their patron status should be. o Nick requested that the board approve a permanent ban of this patron due to the likelihood that this patron will continue to victimize and traumatize members of the library staff. o Robert Laurie moved to approve the recommendation to permanently ban this patron from entering the library building, Mary Beth Urbin seconded, and the motion passed with unanimous ayes. • Discussion and Vote on Proposed 2023 Strategic Plan: o During the joint meeting between the City and Rural Library Boards, the board members found a few typos and date inconsistencies. o Per the Boards’ suggestion, the library’s welcome statement will be amended to add a person’s ability level to the list of identities that the library will never discriminate, but will be inclusively accessible to. o Christy Johanson moved to accept the proposed 2023 Strategic Plan with the suggested amendments, Susan Gullotto seconded and the motion passed with unanimous ayes. • Discussion and Vote on Counsel Construction Proposal for Library Remodeling o The cost for the building projects listed below are estimated to total $150,600. The library budget already accounted for $150,000 in facility improvements expenses. ▪ Exterior Side Replacement and Paint; ▪ Additional Office Space; and  ▪ Basement Bathrooms Renovations. o Susan Gullotto moved to accept the three proposals as presented, Robert Laurie seconded, and the motion passed with unanimous ayes. o Jim Hurley moved to approve a change order of up to $20,000 with adequate notice from Nick Weber on any changes, Robert Laurie seconded, and the motion passed with unanimous ayes. UNFINISHED BUSINESS • Building Update o Bayton Outdoor Space ▪ No updates to report at this time. o Staff Office Remodeling ▪ No updates to report at this time. o 2024-2025 Capital Improvement Plan ▪ Nick stated that he would provide more details for the Capital Improvement Plan at the November board meeting. ▪ The library is looking at getting carpeting replaced in the reference department. • Staffing Update o Lisa has moved into her full-time position as a reference librarian and is doing great. • Friends of the Woodstock Library Update o No updates at the moment. • Witches and Wizards of Woodstock Update o Witches and Wizards of Woodstock has secured the largest number of participants to date; there will be more vendors, food trucks and business participation than any year prior. o Quidditch was cancelled due to a scheduling conflict with the Loyola team. Instead of quidditch, there will be broomstick races. ADJOURNMENT Christy Johanson moved that the meeting be adjourned at 8:53 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.