Library Board of Trustees

The Woodstock Public Library Board of Trustees met on Thursday, November 9, 2023 at 7:30 p.m. MINUTES CALL TO ORDER Robert Laurie called the meeting to order at 7:32 p.m. ROLL CALL PRESENT: Robert Laurie (President), Christy Johanson (Vice President), Jim Hurley (Treasurer), Mary Beth Urbin (Secretary), Mary Ann Lenzen, Teresa Flores, Sarah Parisi, Susan Gullotto OTHERS PRESENT: Nick Weber (Library Director), Tiara Thayer (Library Assistant II) ABSENT: Gayle Hoch (resigning from the board) APPROVAL OF MINUTES Discussion and Vote on approving the Regular Minutes from the October 2023 meeting as presented or corrected. Christy Johanson moved to approve the minutes of the October 2023 regular meeting as presented, Mary Beth Urbin seconded, and the motion passed with unanimous ayes. PUBLIC COMMENT ON NON-AGENDA ITEMS: • October 9th, 2023 Explosion Update: o The fire district instructed Nick to submit a FOIA request for their report on the explosion that happened on October 9th, 2023 near the library. o The City is working on securing an emergency communication service, to better communicate urgent/emergency situations with all their departments and the rest of the community. COMMUNICATIONS: None. LIBRARY EXPENDITURES Discussion and Vote on the October 2023 Building Fund and Operating Fund Expenditures. Robert Laurie moved to approve the October 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: • Prior to this meeting, Gayle Hoch informed Nick that she has made the difficult decision to resign from the library board for personal reasons. • November marks the halfway point for the 2023-2024 fiscal year. • The library hosted a reading by local author, Susan Friedland. She read from the memoir, Marguerite, Misty, and Me.  • The City’s rebranding initiative is almost complete, and the new departments’ logos should be rolling out in early 2024. The new websites are still under construction. • The number of digital materials being circulated continue to increase. • Three library staff members were recognized by the City for anniversaries at the WPL. Nick Weber for 10 years of service, and Carrie Zamorano and Kirk Dawdy for 20 years of service. • The travel books have been moved to a more accessible location for patron convenience. • Halloween was a well-celebrated event at the library. Patrons participated in a scavenger hunt and received candy treats. • The library is currently hosting the McHenry County Mini Art Show. • The D200 Art Show is coming up in December. NEW BUSINESS • Discussion on FY24-25 Capital Improvement Plan • The biggest expenses will be split among Building Construction, Furniture & Equipment, and Landscaping. Some specific expenses include, but are not limited to: ▪ Pneumatic system upgrade and replacement ▪ Carpeting repairs/replacement ▪ Updating the children’s story time room ▪ Computer replacements ▪ Bayton outdoor space • Robert Laurie asked if there are any plans concerning the auxiliary parking lot. ▪ The general plan is to transition the lot from being library specific to a public parking lot. The library would receive preferential use for library events, and the lot would not allow overnight parking. • Discussion on the implementation of the new Long-Range Plan • The library staff have reviewed the plan and formed the committees outlined in the plan. • There will be regular reviews of the plan’s implementation at the library’s all staff (First Friday) meetings. UNFINISHED BUSINESS • Building Update • Bayton Outdoor Space ▪ A local native plant expert will be visiting the library to start helping with outdoor planning efforts for the Bayton space. • Landscaping/Replanting ▪ Landscaping was covered during the Bayton Outdoor Space discussion. • Staff Office Remodeling ▪ Heavy construction for the staff offices should begin in December. ▪ The library may need to close for parts of the construction work, depending on how much it interferes with the library’s ability to safely function. • Carpeting Repair/Replacement ▪ Carpeting repair was covered during the FY24-25 Capital Improvement Plan discussion. • Staffing Update • The Children’s Librarian, Michala Sage, has resigned, and will be greatly missed.  ▪The applicant pool for this position has been strong, and interviews should begin within the next couple of weeks. The new hire will hopefully start in early 2024. • Friends of the Library Update • The Friends’ holiday plans include a bookstore gift wrapping event where they will gift wrap any bookstore purchases for patrons. • Tuesday, January 23rd, will be the Friends’ annual meeting. • The Friends’ are looking at displaying a new sign/banner over the main floor book store corner. • Robert Laurie asked for a brief review of all the things that the Friends of the Library do and have done for the Woodstock Public Library. An incomplete list includes: ▪ Pay for the fish ▪ Financed the adult ▪ Gifted WPL the tank maintenance services scan front lobby bench station ▪ Financed the pantry ▪ Gifted WPL the ▪ Contributes to the pieces disc buffing large print machine collection ▪Finances the ▪ ▪ Contributes to the Participates in summer reading summer reading general volunteer program software program events work for the library (Beanstack) ▪ Witches and Wizards Review ▪ The event was once again very successful and attracted an estimated 5,000 attendees. ▪ The sorting hat sorted over 1,000 people over the course of the event. ▪ The Old Courthouse hosted a handful of activities, including WPL crafts and witch tests. ▪ There were record numbers of volunteers assisting with running this year’s event. ADJOURNMENT Mary Beth Urbin moved that the meeting be adjourned at 8:37 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.