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HomeMy Public PortalAbout2020.10.15 LBT Minutes Minutes--McCall Public Library Board of Trustees Meeting October 15, 2020 Zoom/McCall Library Conference Room, 218 E. Park Street Call to Order: 9:02 Attendance: Via Zoom—Jacki Rubin, Lola Elliott, Erin Greaves, Amy Rush, Anette Spickard, Bob Giles, Linda Stokes, Patrick Coyle, Karen Broyles, Dawn Matus In Conference Room—Meg Lojek, David Gallipoli Amendments to Agenda: None Approval of the Minutes: 9/17/20 minutes approved by Jacki and seconded by Lola. All in favor. Director's Report: Board candidates: All applicants for the open position were invited to join the Board meeting. Ed Hershberger was invited to attend, but didn't respond. Payment approvals: Approvals for 9/17/20 and 10/1/20 requested. Lola motioned, seconded by Dawn. Budget and Stats: Reminder that financial statements are online (https://www.mccall.id.us/financial- statements). Meg will provide a FY20 wrap-up of the budget and stats at the November meeting. Meg said that David has met with Linda Stokes and Ed to get up to speed on budget management, and has received past documents from Ed. Also, Meg has worked with Linda to update the Local Government Investment Pool (LGIP) deposit for the 2020 4th quarter. (Donations amounting to $230.60 were moved from the City's combined cash account to the Library-specific LGIP account.) Library Sign-Up Month: In September, the Friends of the Library sponsored a free Kindle drawing for a new library card holder. 57 new library cards were issued in September, a high number considering that the Library has reduced weekend hours (half-day on Sat., closed on Sun.) and the Labor Day holiday. Grants: 1) The STEM Action Center awarded a P3 (Public-Private Partnership) Grant last year to support the Maker Space technology items for STEM learning as part of the Library expansion project. Because the Library bond didn't pass, an extension for the grant was requested and approved. 2) The Progressive Club granted $1,000 to complete funding for the Book Bike project proposed by a local Girl Scout. This grant complements a separate grant secured for the project from MDEF, and completes the funding needed to launch the project next spring. 3) Idaho Commission for Libraries awarded a new grant to extend the Library's WIFI capabilities, and contractors are already working on installation. The upgrade will provide enough coverage for the proposed new Library building, eliminating the need to start over from scratch. ADA Plan: Meg has been working with the City Clerk to update in line with requirements. Fine-Free Library proposal: Discussion postponed until the November meeting. Page 1 of 5 National Voter Registration Day: The Library registered a total of 30 new voters this year. People came to the Library to register, and staff also went to the high school where four people registered (new 18-year-olds and one teacher). Summer Reading Program: 80 students registered and participated, and logged 644 hours of reading and 224 books. Although that represents a decline, it is a respectable result, especially considering the pandemic and the cancelled gatherings. After-School Program: The program is full and has been going well. Tutor Bus: Now operating in partnership with Parks & Rec Dept. bus and Shepherd's Home volunteers. Program volunteers are all approved through the City Attorney's background check; City employees drive the bus, which goes around to neighborhoods to help children with homework. Meg asked for people to help spread word about the program through word-of- mouth. The program currently has a sufficient number of volunteers, but there is a backup list. Please inform the Library about anyone interested in being added to the list. Meg also responded to the Board's request for the Library to look into having a $14,000 building permit plan review fee waived for the new Library proposal. Meg reported that Anette replied that the issue was already addressed when CM Co. and Humphries were building the project budget. It is not a waivable fee because the plan review is contracted out, and the developer pays the cost. Anette had already said that the building permit fee can be waived. City Treasurer's Report: Linda reviewed the Library Expansion Project reconciliation and revenue summary spreadsheet. She explained that she and Meg reconciled donations for the year, and moved the amounts into the LGIP. The current balance of the LGIP as of 9/30/20 is $273,000 and change. The The Laura Moore Cunningham grant for$50,000 received previously was in the LGIP, but last year $16,000 of that was spent for the Library Expansion project. The remaining $34,000 was spent in FY20, and will be moved out of the LGIP. Total revenue comes to $50,000. FY19 LOT revenue was $198,000; $55,000 remains. Remaining funds available to spend: $987,029 FY20 LOT funds will be coming, but the Library is at the bottom of the recipient list. Amanda Payne, the LOT administrator, says she believes the Library will receive around $80,000 (of $100,000 approved). Linda said she's available to meet with any Board member for further explanation of the spreadsheet. Meg asked about the investment CD for an upcoming meeting. Linda said that it has been rolled over and she will bring more details in November. Page 2 of 5 Board of Trustees open seat: Two of four applicants for the open seat, Karen Broyles and Patrick Coyle, joined the meeting. Both presented themselves and explained why they're interested in the position. Jacki thanked them, and explained that the Board would make a decision at a later date. Annual Election of Officers: The Board has three officer positions: Chair, Vice Chair, Secretary. Lola nominated Jacki to continue as Chair; David seconded. Jacki nominated Dave to serve as Vice Chair; seconded by Dawn. Jacki nominated Dawn to be Secretary; Lola seconded. All the nominations were approved unanimously. Progress Report on Focus Groups for Library Expansion Project and Preparation for 10/30 Joint Work Session with City Council: Erin Greaves continues to meet with Focus Groups to gain community input on the Library expansion proposal. About 40 people have provided feedback through in-person meetings; Erin is now recruiting participants for virtual Focus Groups. Participants so far have included both "yes" and "no" voters. The majority see the value of public libraries, but feedback indicates that if the expansion proposal is to be put on the ballot again, timing will be an important issue, and some feel that May 2021 might be too soon. Erin will present her final report to the Library Board/City Council joint work session on 10/30. Anette said that she, Mayor Bob and Meg met on 10/14 to prepare for the 10/30 joint work session. Participants should receive a packet for that meeting by Fri. 10/23, or Mon. 10/26 at the latest. The meeting will be a hybrid of in-person and virtual participation; virtual participants will join via Microsoft Teams (not Zoom). The meeting will start with a chronology compiled by City staff of decision-making over the years on the Library expansion proposal. Erin will present her report on the Focus Groups and take questions. Anette requested that the Library Board present updates on any expansion-related work done since Trustees last met with City Council on the issue. Then, Anette will facilitate a discussion on the way forward, including topics such as timing, the overall concept, fundraising goals, the price-tag, and design. The goal is for the City Council and the Board to reach a consensus on what concept(s) City staff should present to Council members in December. David reported on video interviews with librarians and patrons for messaging related to the great role our library plays in the community. He also reported on discussions with Kurt (Parks & Rec), and with R&M Steel in Caldwell, which might be willing to donate steel for the Library expansion, or provide a discount. Anette and Erin advised that policies and protocols need to be followed for videos, including releases for staff and minors. Jacki asked if Erin has received any feedback about people having trouble getting absentee ballots and voting in May 2020. Erin said the online survey showed that some people found it difficult to vote during COVID, but most people in the Focus Groups felt that they had the tools they needed to vote. Bill Thomas briefly joined the meeting, and said that his committee found that a substantial number of people had trouble getting ballots. His analysis shows that the Library expansion bond initiative probably lost about 100 votes in the City due to changes in the system for Page 3 of 5 requesting ballots. Anette responded that part of the messaging that will need to be done during the voting campaign will be to tell people what they need to do to get an absentee ballot and how to get it counted. Approval of McCall Public Library Strategic Plan Revision - Draft Mission Statement and Values: Amy relayed her conversation with Nellie Baker, a McCall resident and experienced fundraiser, who said that the Mission Statement for the Library (and the Library Foundation) is not inspiring enough to garner public support and funds. Jacki suggested postponing discussion of the Mission Statement and Goal #1. In the meantime, Lola will meet with Amy and Nellie to draft revisions to the Mission and Vision Statements, and share before the November 19th meeting. Fundraising report: Amy reported that most of her efforts are currently dedicated to applying for grants and reworking case materials. She is also meeting with the Ambassadors every two weeks to lay the groundwork for reengaging in the fundraising campaign, and doing preliminary work on a public outreach campaign by the Foundation with the twin goals of raising funds and getting the Library expansion plan back in people's minds. Foundation report: No representative was present to report. Friends Liaison report: The next Friends meeting will be on Tue.,10/20. Lola asked city staff to present on how the Library is structured and financed and the role of the Board of Trustees, for the benefit of new members. Candidate speakers include Anette, City Clerk Bessie Jo Wagner and Linda Stokes. Meg suggested timing the presentation with the installation of the Friends' new president, and Lola said she would look into it. City Liaison Report: Anette and Bob each had meetings with Ambassadors Gene and Danell. Bob said that the sooner all Ambassadors are briefed on how the Board and City Council plan to move forward, the sooner they can re-engage with donors. Bob added that he and Anette aim to have a written plan in place before Christmas. With regard to the joint work session on 10/30, Bob said that it's important for everyone to end the meeting feeling like they have good ideas to develop into specifics. He said by Christmas, the City needs to be able to say succinctly what the plan is regarding the four or five biggest issues (relating to the expansion plan), and how that plan responds to community input. Bob said doing so will be important for the credibility of the City, adding that staff will work hard with everyone at the joint work session to lay the foundation. Other: Dave thanked Meg and Librarians for programs during COVID, especially Let's Walk About It and the Drive-In Movie, which raised about $500 for the Shepherd's Home. Lola also thanked Meg and the Library for being community-minded and creative with programming. Page 4 of 5 Adjourn: The meeting was adjourned at 10:54. Next Meetings: October 22, 9:00 AM, Board Meeting, Library Conference Room or Virtual October 30, 9:00 AM, Joint Work Session with City Council (changed since last month's agenda) November 19, 9:00 AM, Library Conference Room or Virtual December 17, 9:00 AM, Library Conference Room or Virtual Minutes prepared by Dawn Matus, Secretary Respectfully submitted by Jacki Rubin, Chair Page 5 of 5