McHenry Times

City of Woodstock Library Board of Trustee met Aug. 11.

Here are the minutes provided by the board:

CALL TO ORDER

Robert Laurie called the meeting to order at 7:31 p.m.

ROLL CALL

PRESENT: Robert Laurie (President), Jim Hurley (Treasurer), Mary Beth Urbin (Secretary), Mary Ann Lenzen, Gayle Hoch, Susan Gullotto, Sarah Parisi

OTHERS PRESENT: Paul Christensen (Deputy City Manager), Nick Weber (Library Director), Tiara Thayer (Library Assistant II), Cathy Barnes (community member), Brian Barnes (community member)

ABSENT: Christy Johanson (Vice President), Teresa Flores

APPROVAL OF MINUTES

Discussion and Vote on approving the Regular Minutes from the July 14, 2022 meeting as presented or corrected

Jim Hurley moved to approve the minutes of the July 14, 2022 regular meeting as presented. Sarah Parisi seconded, and the motion passed with unanimous ayes.

PUBLIC COMMENT ON NON-AGENDA ITEMS:

• Mrs. Barnes came to explain a volunteer experience that transpired in June 2022. She explained that her child was, at the time, a part of the library’s volunteer program and was asked to prep grab-and-go rainbow crafts for the library’s table at the Woodstock PrideFest. This assignment was perceived by the Barnes family to be in conflict with their personal beliefs. Mrs. Barnes stated she had requested that her child not be assigned tasks that would conflict with their religious beliefs, but was told that was not an accommodation the library could afford volunteers as the library strives to promote inclusive events and activities for all patrons.

• Mrs. Barnes asked the board to consider reevaluating the wording of the volunteer application in order to better convey the expectations of volunteers and the types of assignments they might receive. Mr. and Mrs. Barnes thanked the board for their time and reiterated that the library is a well cherished institution that provides many services they are grateful for.

• Robert Laurie thanked Mrs. Barnes for bringing this experience to the board’s attention, and confirmed that the board would further discuss this as a future agenda item.

• Nick Weber confirmed that the library will be reevaluating the volunteer application to ensure that all information is accurate and transparent.

COMMUNICATIONS: None

LIBRARY EXPENDITURES

Discussion and Vote on the July 2022 Building Fund and Operating Fund Expenditures

Jim Hurley moved to approve the July 2022 combined Warrant of operating and building expenditures, as presented.

Mary Beth Urbin 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 summer reading program levels were close to pre-pandemic levels. The adult summer reading program was restructured and did not track the number of hours read; this accounts for the majority of this years’ decrease in the total hours read.

• The new people counter is up and running. July saw a total of 9,521 visitors.

• The children’s department is hatching monarch butterflies; a couple of chrysalises have formed so far.

• The children’s librarian, Michala, is starting to reach out to local schools and develop connections with them to strengthen the resources available to the community’s youth.

• The library will restart Sunday hours after Labor Day. The Sunday hours will be 1:00 p.m.-5:00 p.m.

• Library staff meetings have been restructured to be more regular. Starting after Labor Day, they will take place on the first Friday of every month from 9:00 a.m.– 12:00 p.m. The library will be closed to the public during those hours only.

UNFINISHED BUSINESS

• Building Update

o Most of the library’s chairs have been reupholstered and repaired, with only the larger and differently shaped items still being worked on.

o The planning process has started for building additional office spaces.

o There was one small leak due to one of the heavy rains at the start of August. That spot will be reassessed and repaired.

• Staffing Update

o Moving a circ “position” to reference

▪ The management team has concluded that the reference staff is under more strain than circulation, so a part time position for a reference librarian has been opened.

▪ The library is slowly phasing out the shelver position and including shelving as a responsibility for the entry position, Library Assistant I.

o Establishing a tiered system for reference librarian advancement

▪ Nick Weber explained that establishing a tiered system would allow the reference staff to progress into a more nuanced and specialized reference position.

o The library’s IT consultant company has abruptly dissolved. In light of this sudden change, the library will be working with the city’s IT support team. While in this transitionary period, Nick Weber, Martha Hansen (Assistant Director), and Dan McElmeel (City’s IT Director) have been working together to understand and address the library’s IT needs.

• COVID-19/Masking Policy

o The only change to the current masking policy is the removal of two mandated masking hours. After assessing patron usage of the children’s department, it was determined that there was not enough movement on Tuesday evenings to continue enforcing masking during that time slot. The children’s department is still enforcing masks on Thursdays and Saturdays from 9:00 a.m. – 11:00 a.m. Masks are still encouraged but not enforced throughout the rest of the library.

• Update on Rosemary Bayton bequest project: Outdoor Seating Area

o An additional check was sent to the library in the amount of $78,000. This brings the new, and final, grand total to roughly $200,000.

o With this additional donation, the outdoor seating area should be well funded.

NEW BUSINESS

• Discussion on Cleaning Service alternatives

o Nick Weber explained that the expectations for the library’s current cleaning service have not been consistently met, which has led to a need to secure a new service. A possible – and preferred – alternative to hiring a new service would be to hire a part-time employee to clean the library.

• Discussion and Vote on painting service RFQ

o Two companies placed a bid on finishing the repainting project for the library. Nick Weber made the executive decision to select the lower bid, which happens to be the same company that repainted the first half of the library last year.

Jim Hurley moved to ratify Nick’s decision to select the lower bid.

Gayle Hoch seconded, and the motion passed with unanimous ayes.

• Discussion on Capital Improvement Program (CIP) projects for the year

o CIP is a program that anticipates the needed expenditures for the library for the next 10 years.

o Nick Weber highlighted where funds are intended to be allocated, such as building repairs and upgrades.

ADJOURNMENT

Gayle Hoch moved that the meeting be adjourned at 8:47 p.m.

Mary Beth Urbin seconded, and the motion passed with unanimous ayes.

https://www.woodstockil.gov/sites/default/files/fileattachments/library_board_of_trustees/meeting/45652/library_board_of_trustees_meeting_minutes_8.11.22.pdf