City of Woodstock Public Library Board of Trustees met Sept. 8.
Here are the minutes provided by the board:
CALL TO ORDER
Robert Laurie called the meeting to order at 7:30 p.m.
ROLL CALL
PRESENT: Robert Laurie (President), Christy Johanson (Vice President), Jim Hurley (Treasurer), Mary Beth Urbin (Secretary), Mary Ann Lenzen, Teresa Flores, Gayle Hoch, Sarah Parisi
OTHERS PRESENT: Paul Christensen (Deputy City Manager), Nick Weber (Library Director), Tiara Thayer (Library Assistant II)
ABSENT: Susan Gullotto
APPROVAL OF MINUTES
Discussion and Vote on approving the Regular Minutes from the August 11, 2022 meeting as presented.
Jim Hurley moved to approve the minutes of the August 11, 2022 regular meeting as presented. Gayle Hoch seconded, and the motion passed with unanimous ayes.
PUBLIC COMMENT ON NON-AGENDA ITEMS: None.
COMMUNICATIONS: None.
LIBRARY EXPENDITURES
Discussion and Vote on the August 2022 Building Fund and Operating Fund Expenditures.
Mary Beth Urbin moved to approve the August 2022 combined Warrant of operating and building expenditures, as presented.
Robert Laurie 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 library saw an increase in circulation activity.
• Unfortunately, the children’s department monarch butterfly program was not as successful as past years due to a smaller supply of eggs and lower survival rate of the caterpillars.
• The story time program will be moved back into the story time room sometime this fall.
• Starting on September 9th, and moving forward on the first Friday of each month, the library will be opening late to the public to accommodate more regular staff trainings.
• The Friends of the Library will be hosting their fall mums flower sale on September 10th.
NEW BUSINESS
• Discussion on changes to Volunteer Application form and procedure.
o Nick Weber worked with the management team and the head of the volunteer program to tweak the application and process to better state volunteer expectations and accommodations, as well as come up with a unified response for patrons from staff.
o The board voiced agreement and acceptance for the changes to the volunteer application.
• Discussion on the Board’s role in Reconsideration Requests.
o Nick Weber explained that books have been asked to be moved from YA to Adult. Nick and two other staff members have formed an ad hoc committee that will review: the material, the publisher descriptions, and reviews about the material. After their review, the committee will decide if the materials should stay in the YA section. Nick will communicate their decision to the patron.
o Patron has the option to accept the staff’s decision or bring the issue to the board at their next meeting. At that point, the board would have the option to review the specific materials themselves or review the committee’s findings to make their decision.
• Discussion and Vote on HVAC replacement, Unit #1.
o There were two companies who placed bids on replacing the library’s HVAC unit #1. Both bids were fairly close to each other, but there were a few differences in the contracts’ terms.
â–ª Robert Laurie commented that the bid from Allied stipulated they have 25 weeks to raise the price after signing. The board agreed that they would like to go with Allied under the condition that they are able to pull out if the price increase is above a set amount.
o Robert Laurie moved to accept the bid from Allied, under the condition that the director is able to negotiate contract terms.
o Mary Beth Urbin seconded, and the motion passed with unanimous ayes.
UNFINISHED BUSINESS
• Building Update
o Painting
â–ª The painting will be starting very soon, and will cover the following: upstairs, reference area, down stairs, and the high ceilings.
o Plumbing
▪ There was a clogged pipe that began overflowing downstairs in the Friend’s storage room. The library will be removing the sinks and plumbing from that space as it is not needed. The library will also be repairing the downstairs water fountain.
• Staffing Update
o A new reference librarian has been hired and will be starting at the library in September.
o A replacement LPT front desk position will be opening soon.
o The city’s IT Director has been helping the library with IT needs. An additional IT person will be hired to work with the library specifically.
• Strategic Planning update
o The strategic planning committee has met twice now and is currently working on assessing the community’s needs and ways the library can improve.
• Creative Woodstock Update
o Nick Weber explained that after looking at the updated timelines and logistics for the Old Courthouse project more closely, it might not be feasible for the library to be involved in Creative Woodstock as extensively as originally thought. More discussions are underway, and no final decision has been made.
• Witches and Wizards of Woodstock Update
o There will be an entertainment stage at this year’s Witches and Wizards of Woodstock event.
o There will be a living chess game put on by the local high school theater departments, which will also promote their upcoming plays.
ADJOURNMENT
Gayle Hoch moved that the meeting be adjourned at 8:37 p.m.
Christy Johanson seconded, and the motion passed with unanimous ayes.
https://www.woodstockil.gov/sites/default/files/fileattachments/library_board_of_trustees/meeting/45653/17._library_board_sept_mtg_-_part_1_of_2_-_minutes.pdf
